Additional_Instructions_to_Offerors_FA8601-16-T-0380.pdf

FA8601-16-T-0380

Attachment 1

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. 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.

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

c. 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 60 days vs. 30 days. The offeror shall make a clear statement in the

Price & Offer Documentation Volume that the offer is valid for 60 days after the proposal due date.

d. 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 Toxie Courtney. He may be contacted at (937) 522-4568 or via email at toxie.courtney.1@us.af.mil. The point of contact (POC) for this acquisition is Kenneth Herrell. Questions or concerns should be addressed directly to the CO or to the CO through the POC via the telephone number or via email to kenneth.herrell@us.af.mil. Be advised that all correspondence sent via email shall contain a subject line that reads “FA8601-16-T-0380, Mail Meter Lease.” 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) paragraph 3 below, are required and shall be mailed to:

AFLCMC/PZIOB

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

1940 Allbrook Drive, Ste. 3

WPAFB OH 45433-5309

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 2 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

VOLUME

TITLE

PAPER

COPIES

ELECTRONIC

COPIES

PAGE

LIMIT

I

Technical

Original + 1 copy

See Paragraph b below

50 Pages

II

Price & Offer

Documentation

Original +1 copy

See Paragraph b below 50 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 the solicitation.

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 addendum to the solicitation titled

Evaluation Factors. All the requirements specified in the solicitation are mandatory. Except as provided for in paragraph 2c, Discrepancies, 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- Prior Experience

Description: This subfactor will evaluate whether an offeror has current or recent prior experience in performing lease services that are comparable in scope and magnitude to the lease services described in the statement of work (SOW).

Provide a written description of lease services the offeror is currently performing, or has performed within five years of the issue date of the solicitation, that the offeror believes are comparable to those described in SOW paragraphs 2.0 through 3.4.2.

Subfactor 2: Implementation Plan

Description: Describe your approach for installing, providing training, and maintaining mail metering equipment, meter lease, and software to the Official Mail

Center as described in the Statement of Work. Include in your approach a schedule that shows the sequence of events for installation and training. Included a schedule of events for any maintenance or repair requests that must be completed.

b. 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 60 days after the solicitation closes.

ii. Provide unit prices (including price breakdown of postal metering equipment, meter lease, and software) and extended prices for CLINs 0001 through 4001.

iii. State all prices in United States Currency.

iv. 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 52.212-1—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); and DFARS 252.247-7022—

Representation of Extent of Transportation by Sea will be physically removed from any resultant award and will be considered incorporated by reference.