Additional_Instructions_to_Offerors.docx

FA8601-15-R-0008

Attachment 6 Additional Instructions to Offerors

20 October 2014

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 at FAR 52.212-1 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 Officer (CO) for this acquisition is Madonna 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 evan.kaufman@us.af.mil. Be advised that all correspondence sent via email shall contain a subject line that reads “FA8601-14-R-0029, Custodial Services.” 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/PZIOA

ATTN: Lt. Evan Kaufman 1940 Allbrook Drive, Room 109

WPAFB OH 45433-5344

b. 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.

c. 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 two 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

COPIES

ELECTRONIC

COPIES

PAGE LIMIT

I

Technical

Original + 1 copy See Paragraph b below

50 Pages

II

Price & Offer Documentation

Original +1 copy

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, Attachment 1 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, if included, or the addendum to the solicitation titled Evaluation Factors. All the requirements specified in the solicitation are mandatory. Except as provided for in paragraph 2c, 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 (PWS Paragraphs 2.1)

Element 1: Quality Control Plan (QCP) (PWS Paragraphs 2.1.1.1, 2.1.1.2, and 2.1.1.3)

Description: This element 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 and provide sample key control logs. Include the methods, processes, procedures and safeguards you will use to prevent deficiencies from occurring and how you will prevent reoccurrences. Describe how inspections will be documented and provide sample inspection records for each type of inspection to be conducted.

Element 2: Notification Plan (PWS Paragraphs 1.3.3 and 2.1.2)

Description: This element will evaluate the offeror’s ability to ensure personnel are available to perform snow and ice removal services and to notify its personnel when such services are required.

Provide your approach to ensure personnel are available to perform snow and ice removal services and for notifying personnel when such services are required. Include in you plan your points-of-contact for snow and ice removal and the methods you will use to notify personnel when snow removal services are required.

Subfactor 2: Key Control (PWS Paragraphs 4.18)

Description: This element will evaluate the offeror’s ability to maintain control of Government issued keys/combinations IAW the terms and conditions of the contract.

Provide your approach for maintaining control of keys/combinations issued for the purpose of contract performance. Describe the methods you will use to ensure that keys are only available for use by authorized personnel and that misuse, loss or unauthorized duplication is prevented. Identify who will be responsible for key control.

Subfactor 3: Scheduling (PWS Paragraph 4.19)

Description: This subfactor will evaluate the offeror’s ability to provide a workable schedule that demonstrates an understanding of all services (PWS section 1.0), schedule including appropriate staffing plan to accommodate all services, and a notification plan for both daytime and after hour emergencies.

Provide your approach for showing the ability to develop and employ a work schedule that ensures timely performance of required services.

Subfactor 4: Equipment and Supplies (PWS Paragraph 1.5, 1.5.1, 1.5.1.1, 1.5.1.2)

Description: This subfactor will evaluate the offeror’s ability to provide a detailed list of all equipment and supplies that will be supplied to fulfill contract requirements listed in the PWS.

Provide your approach for tracking and maintaining all necessary equipment. The list must demonstrate an adequate understanding of the scope and size of service required in the PWS as well as an understanding of the PWS requirements.

Subfactor 5: Prior Experience

Description: This subfactor will evaluate the offeror’s ability to provide sufficient prior experience.

Provide the government with your 3 most recent contracts, at least one of which consisted of the maintenance of at least 1+million square feet of custodial services.

c. Factor 2 – 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. Complete all required elements of the Pricing Exhibit (Attachment 2) in the Microsoft Excel file attached to this announcement. Print all 7 pages of the Bid Schedule including the summary page and include with the Solicitation Document in Price & Offer Documentation Volume II. Provide electronic copies as specified in paragraph 3b above. 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.

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. 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:

The provisions at FAR 52.209-7, Information Regarding Responsibility Matters; FAR 52.212-1—Instructions to Offerors—Commercial Items; Attachment 1—Additional Instructions to Offerors; Attachment 2 –Evaluation of Offers; FAR 52.212-3—Offeror Representations and Certifications—Commercial Items (Alternate I).

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