Attachment_3_-_Additional_Instructions_to_Offerors_-_Basewide_Elevator_Maintenance.pdf

FA8601-14-R-0020

Attachment 3

Additional Instructions to Offerors

1. Purpose: This addendum to the solicitation tailors some of the terms and conditions contained in the provision at

FAR 52.212-1—Instructions to Offerors—Commercial Items and provides additional instructions to offerors.

Except as specified in this solicitation addendum, the offeror must submit all data and information required by

52.212-1 and this addendum. Non-conformance with the instructions provided herein or in any other part of the solicitation may result in elimination of the offer from consideration for award or an otherwise unfavorable offer evaluation.

a. Tailoring of 52.212-1: FAR 5.212-1(e), Multiple Offers is hereby deleted from this solicitation and that paragraph is marked RESERVED.

b. Offer Detail: The offer shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The offer should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the offer submitted.

c. Embellishments Not Desired: Elaborate brochures or documentation, binding, detailed artwork or other embellishments are unnecessary and are not desired.

d. Offer Acceptance and Validity Dates: Paragraph (c) of the provision regarding the period during which the offeror agrees to hold the prices in its offer firm is amended to read 90 days vs. 30 days. The offeror shall make a clear statement in the Price & Offer Documentation Volume that the offer is valid for 90 days after the date specified in Block 8 of the solicitation cover sheet Standard Form (SF) 1449 for receipt of offers.

e. Disposition of Offers: In accordance with FAR 4.803(a)(10) (Contents of Contract

Files), the Government will retain one copy of all unsuccessful offers. Unless the offer requests otherwise, the

Government will destroy extra copies of such unsuccessful offers.

2. Contacts, Correspondence, and Communications

a. Point of Contact: The Contracting Office (CO) for this acquisition is Madonna J. Hart. She may be contacted at (937) 522-4569 or via email at Madonna.Hart@us.af.mil. The point of contact (POC) for this acquisition is identified in Block 9 of the SF 1449. Questions or concerns should be addressed directly to the CO or to the CO through the POC via the telephone number or fax number identified in Block 9 of the SF 1449 or via email to Jennifer.Stephens@us.af.mil. Be advised that all correspondence sent via email shall contain a subject line that reads “FA8601-14-R-0020, Basewide Elevator Maintenance.” Note that email filters at Wright-Patterson are designed to filter emails without subject lines or with suspicious subject lines or contents (i.e., .exe or .zip files).

Therefore, if this subject line is not included, the email may not get through the email filters. Also be advised that

.zip or .exe files are not allowable attachments and may be deleted by the email filters at Wright-Patterson. If sending attachments with email, ensure only .pdf, .doc, .docx, .xls or .xlsx documents are sent. The email filter may delete any other form of attachments. Hard copy proposals, prepared in accordance with (IAW) 3 below, are required and shall be mailed to:

AFLCMC/PZIOB

ATTN: Jennifer Stephens

1940 Allbrook Drive, Room 109

WPAFB OH 45433-5344

b. Site Visit: A non-mandatory site visit will be held on Wednesday, 8 October 2014 at 9:00am. The assembly point for the site visit is the Hope Hotel (Bldg 823) outside of gate 12A of Wright-Patterson AFB. Interested parties shall e-mail the names of all attendees (not to exceed 2 per prospective offeror) to the POC identified herein not later than one business day prior to the site visit. In addition, the full name and address of the firm represented shall also be submitted at that time. Time and date of site visit will be listed on the FedBizOpps solicitation posting.

http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/04.htm#P216_32221

c. Notifications to Unsuccessful Offerors/Debriefings: The CO will notify unsuccessful offerors IAW FAR 15.503 and conduct pre-award and post award debriefings, if requested IAW FAR 15.505 and

15.506, respectively.

d. Discrepancies: Offers must conform to all of the requirements of the solicitation. If an

Offeror believes that the any part of the solicitation including but not limited to the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing directly or through the POC identified herein, per paragraph 4(c)(vi) of these instructions. The offeror is reminded that the Government reserves the right to award this effort based on the initial offer, as received, without discussion. However, the Government reserves the right to conduct discussions if determined necessary by the CO.

3. Offer Format and Organization

a. The offer shall consist of three separate volumes as specified in the Offer Format and

Organization Table below. The volume numbers, titles, and contents shall be as specified in this table. The offeror shall submit the specified number of copies of each volume, which shall be within the specified page limits per the table below. Pricing information shall be addressed ONLY in the Price & Offer Documentation Volume. The

Government will remove and discard any pages from any other volume that contains pricing data and the information on those pages will not be evaluated.

Offer Format and Organization Table

VOLUME

VOLUME TITLE PAPER

COPIES

ELECTRONIC

COPIES

PAGE

LIMIT

I Technical Original + 1 copy See Paragraph b below 30 Pages

II Past Performance Original + 1 copy See Paragraph b below 30 pages

II

Price & Offer

Documentation

Original +1 copy

See Paragraph b below 30 Pages

b. Electronic Copies: Send electronic copies of each volume via email to the CO and to the

POC identified in paragraph 2a above as a PDF document to arrive by the date and time specified in Block 8 of the

SF1449. For Volume II, submit the Pricing Exhibit as both a PDF document and as a Microsoft Excel file. Ensure the Microsoft Excel file is not “Read Only” so the CO/buyer can verify the offeror’s calculations. See the cautions in paragraph 2a regarding the electronic file types that may be submitted via email.

c. Page Limitations: Page limitations shall be treated as maximums. If exceeded, the pages in excess of the above limitations will be removed and disregarded during the evaluation. When both sides of a sheet display printed material, it shall be counted as 2 pages. Each page shall be counted except the following:

Covers, tab dividers, title pages, glossaries, and tables of contents.

d. Page Size and Format:

i. Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than the equivalent of Times New

Roman, font size 10. Use at least one (1) inch margins on all four sides of the printed page. Pages in each volume shall be numbered sequentially by volume, i.e. I-1, I-2, etc.

ii. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume and count as a single page.

Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics - not for pages of text.

e. Binding and Labeling: One copy of each offer volume shall be identified as

“Original.” Each volume of the offer shall be separately bound in a three-ring loose-leaf binder. A cover sheet shall be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification and the offeror's name. The same identifying data shall be placed on the spine of each binder.

4. Evaluation Factors and Offer Volume Content

a. Factor 1 - Technical:

i. Specificity and Completeness: The technical offer should be specific and complete.

Legibility, clarity and coherence are very important. Your responses to the technical factor and subfactors will be evaluated in accordance with the clause at FAR 52.212-2—Evaluation—Commercial Items. All the requirements specified in the solicitation are mandatory. Except as provided for in paragraph 2d, Discrepancies and paragraph

4(c)(vi) of these instructions, by submission of your offer, you are representing that your firm will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in the offer. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

ii. Organization: The Technical Offer shall include a table of contents including a list of tables, figures and drawings, as applicable. The Technical Offer should also include a glossary if it will enhance the Government’s ability to understand the offer and facilitate its evaluation.

iii. Content:

Subfactor 1 - Quality Control Plan (QCP) (PWS Paragraph 8.1)

Description: This subfactor will evaluate the offeror’s approach for ensuring performance will be in accordance with (IAW) the standards in the PWS throughout the life of the contract.

Provide a QCP, which describes your approach for ensuring performance will be IAW the standards in the PWS throughout the life of the contract. Identify who will be responsible for the QCP. Include in your QCP your system for inspecting your own performance. Describe the types and frequencies of inspections you will conduct and identify who will conduct the inspections. Describe how keys will be controlled. Include the methods, processes, procedures and safeguards you will use to prevent deficiencies from occurring and how you will prevent recurrences. Describe how inspections will be documented and provide sample inspection records for each type of inspection to be conducted.

Subfactor 2 – Administration/Office Support

Description: This subfactor will evaluate the offeror’s ability to provide all administration/office support requirements for the life of the contract.

Provide your approach for providing the administration/office support to accomplish all tasks mentioned in PWS Paragraph 1.1.

Subfactor 3: Maintenance Control Plan

Description: This subfactor will evaluate the offeror’s ability to develop and submit to the Government an annual written Maintenance Control Program (MCP) for each VTE within sixty (60) days after contract award to cover the basic contract and any option periods. The MCP shall, at a minimum, include required inspections, timelines for inspections and maintenance to be performed. The

Contractor shall perform inspections and maintenance of all VTE in accordance with the MCP. The

MCP shall ensure compliance with minimum code requirements.

Provide your approach for accomplishment of creating and maintaining a MCP to ensure reliable and continuous safe operation of all VTE.(PWS Paragraph 4.3.). Provide sample computer-generated reports (PWS Paragraph 4.2).

Subfactor 4: Repair Service Calls

Description: This subfactor will evaluate the offeror’s ability to provide service calls (routine and emergency) under the full maintenance service agreement at no additional charge.

Provide your approach for the successful completion of all service calls, within the time specified in the Performance Work Statement. (PWS Paragraph 5.1.2 and 5.2.2)

b. Factor 2: Past Performance

i. Provide information on contracts you consider relevant in demonstrating your ability to perform all requirements of the PWS. This information may include data on efforts performed by other divisions, corporate management, and critical subcontractors or teaming contractors, if such resources will significantly influence the performance of the PWS requirements. If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with the same partner. If this is a first time joint effort, each party to the arrangement must provide a list of past and present relevant contracts and provide questionnaires to their references. Past performance information pertaining to a subcontractor cannot be disclosed by the prime offeror without the subcontractor’s express written consent. Provide with the proposal a letter from all subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their past performance information by the prime contractor.

ii. Submit no more than two (2) relevant contracts/jobs performed presently or within the past five (5) years of the issue date of the solicitation. Based on the criteria described above, explain what aspects of each contract are deemed relevant to the proposed effort. You may submit information on significant achievements in the performance of recent relevant efforts and must address past problems including what was done to resolve such problems. Merely having problems does not automatically equate to an “Unacceptable” Past Performance rating, since the problems encountered may have been on a more complex effort or you may have subsequently demonstrated the ability to overcome the problems encountered. You are required to clearly demonstrate the management actions that were employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. This may allow you to be considered more favorably than without evidence of problem resolution. For example, submittal of quality performance indicators or other management indicators that clearly support that you have overcome past problems is required. Correlate relevant performance to the solicitation Technical subfactors and Price factor.

iii. In addition to the data provided by each offeror in this part of the proposal, the

Government may use data obtained from other sources (Past Performance Information Retrieval System, other

Government sources, commercial sources, etc.) in evaluating past performance.

iv. For all current or past contracts deemed relevant, provide the following administrative data:

1. Company/Division Name

2. Program Title

3. Contracting Agency

4. Contract Number

5. Type of Contract (Fixed Price)

6. Dates Performed

7. Contract Value (including any option years)

8. Name, Address & Telephone/Fax Number of Government Program Director/Manager, Administrative Contracting Officer (ACO) or CO.

v. Relevancy Data: Indicate the percentage of service actually performed by the offeror

(prime), subcontractor (if applicable), and teaming contractors (if applicable). This information indicates the volume of required service actually performed by the offeror and company(ies) other than the offeror on past or current contracts in relation to Relevancy. When applicable, provide the name of the company for each subcontractor or teaming contractor. The offeror may provide clarifying comments in relation to Relevancy.

vi. Past Performance Questionnaire – Distribute the Past Performance Questionnaire at Attachment 5 to all references cited in the Past Performance Volume. Questionnaires may also be distributed to the references of subcontractors or teaming contractors when the offeror determines that their performance is relevant. The survey includes detailed instructions for completing and returning the surveys directly to the POC identified in paragraph 2a. Completed surveys are not to be submitted by or routed through the offeror. Surveys received directly from or routed through offerors will not be considered.

vii. If the offeror does not submit a past performance volume as part of its offer, the

Past Performance evaluation factor will be rated “Unacceptable” and the offer will subsequently be ineligible for award. If you do not have any recent relevant past performance information to submit, your past performance volume must contain a statement to that effect, which will satisfy the requirements of the past performance volume.

c. Factor 3 – Subcontracting Plan: If the offeror is other than a small business concern, submit with your proposal a Small Business Subcontracting Plan as prescribed in solicitation clause 52.219-9—Small Business

Subcontracting Plan (DEVIATION 2013-00014) and 252.219-7003—Small Business Subcontracting Plan (DOD

Contracts).

d. Factor 4 – Price: In the Price and Offer Documentation Volume, the offeror shall:

i. Provide a cover letter with its Commercial and Government Entity (CAGE) code, Data Universal

Numbering System (DUNS) number, and Tax Identification number. In the cover letter, provide the name(s), title(s), telephone number(s), email address(es), and fax number(s) of the individual(s) authorized to, make decisions on behalf of the offeror regarding the offer submitted, negotiate with the Government, and who can obligate the offeror contractually. Provide in the cover letter a statement that the offer and prices will remain in effect for 90 days after the date in Block 8 of the SF1449.

ii. Provide a completed copy of the SF1449. Complete blocks 17a, 26, 30a, 30b and 30c of the SF1449 cover sheet. For purposes of offer submission, ignore the entry “(For Govt. Use Only)” in block 26.

Signature by the offeror on the SF1449 constitutes an offer, which the Government may accept. The

"original" copy shall be clearly marked per the instructions provided under 3e of these instructions:

NOTE: Offerors shall not propose prices for “Repair Service Calls” contract line item numbers (CLIN) 0004, 1004, 2004, 3004, and 4004 for routine and emergency calls to accomplish repairs that are not covered in the basic full maintenance service contract, but necessary to bring the VTE back to operation. The price for services performed under these CLINs will be negotiated as specified in the CLIN descriptions prior to issuance of any Task Orders

(TO) against these CLINs. The Government has entered an estimated price of $45,000 per performance period for these CLINs. The estimate is based on the average annual cost of “Repair Service Calls” from September 2009 through June of 2014. The $45,000 amount on these CLINs is an estimate only and does not obligate the

Government to purchase any services under these CLINs.

iii. State all prices in United States Currency.

iv. Provide signed copies of the Standard Form (SF) 30, Amendment of Solicitation/Modification of

Contract for all amendments to the solicitation, if applicable.

v. Provide completed Provisions, Representations, Certifications, Acknowledgements, and Other

Statements of Offerors:

NOTE: It is the offeror’s responsibility to submit with its offer all required representations, certifications, acknowledgements, and statements required by the solicitation even if they are not reiterated in this paragraph.

The Government’s preference is that representations and certifications, required by the solicitation, are completed online. However, if offerors have not completed representations and certifications required by the solicitation online, they must submit a hardcopy of the applicable representations and certifications with their proposals in the same form as incorporated into the solicitation.

vi. Complete and return provision 52.209-7—Information Regarding Responsibility Matter, and 252.209-

7993—Representation by Corporations Regarding Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal Law-Fiscal Year 2014 Appropriations, as neither of these provisions can be completed online.

vii. Submit any issues the offeror may have with the terms and conditions of the solicitation or exceptions thereto not previously brought to the attention of the CO per paragraph 2c of these instructions. Offers must conform to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and shall include the content specified in the table below. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

5. Additional Instructions:

All solicitation provisions, e.g. FAR 52.209-7, Information Regarding Responsibility Matters; FAR 52.212-1—Instructions to Offerors—Commercial Items; Attachment 3—Additional Instructions to Offerors; Attachment 4 –Evaluation Factors;

FAR 52.212-3—Offeror Representations and Certifications—Commercial Items (Alternate I); and DFARS 252.209-7993—

Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal

Law – Fiscal Year 2014 Appropriations will be physically removed from any resultant award.

Regarding the clause at 52.228-5 – Insurance Work on a Government Installation, see FAR 28.307 for minimum insurance requirements.

If the offeror is other than a small business concern, submit with your proposal a Small Business Contracting Plan as prescribed in solicitation clause 52.219-9—Small Business Subcontracting Plan (DEVIATION 2013-O0014) and

Small Business Subcontracting Plan (DOD Contracts).