Attachment_1_Addtl_Instructions_to_Offerors.pdf

FA8601-19-R-0008

Attachment 1Additional Instructions to Offerors

24 October 2018

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 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 POC telephone number or fax number identified in Block 9 of the SF 1449 or via email to nicholas.strittmatter.1@us.af.mil. Be advised that all correspondence sent via email shall contain a subject line that reads “FA8601-19-R-0008, Chiller 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 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/04.htm#P216_32221

Attachment 1

Additional Instructions to Offerors 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/PZICC

ATTN: Nicholas Strittmatter 1940 Allbrook Drive, Room 109

WPAFB OH 45433-5344

b. 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

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 75 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. 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

Additional Instructions to Offerors 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(b) (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.

Additional Instructions to Offerors

iii. Content:

Subfactor 1- Quality Control Plan (QCP) (PWS Paragraphs 1.9)

Description: This sub-factor will evaluate the offeror’s Quality Control Plan for ensuring maintenance & repair on centrifugal & screw chillers, and air conditioning services will be consistently performed in accordance with (IAW) the requirements of the PWS.

Provide a QCP which describes your approach for ensuring performance will be IAW the standards in the PWS throughout the life of the contract to include an inspection system, type of inspections, personnel responsible for conducting inspections, a system to prevent or correct deficiencies, how inspections will be documented, and control procedures for any Government provided keys or lock combinations.

Subfactor 2: Personnel (PWS Paragraphs 1.15 and 1.15.7)

Description: This element will evaluate the offeror’s ability to ensure personnel are available and technically qualified to perform regular maintenance and to notify its personnel when such services are required.

The offeror must provide an effective notification plan, including points-of-contract for daytime/after hour emergencies and what method shall be used to notify personnel.

Subfactor 3: Scheduling (PWS Section 1.11)

Description: The proposal includes a work schedule and an understanding of the work by addressing all requirements listed in the PWS. The proposal includes a schedule and an understanding of required services in the PWS, Section 1.11. The proposal includes a staffing plan that includes a schedule and an adequate number of employees.

This subfactor is met when the offeror clearly supports a sound and comprehensive approach to scheduling personnel for the services to be performed as described in the PWS, paragraph 1.11.1 and 1.11.2.

Additional Instructions to Offerors

Subfactor 4: Prior Experience

Description: Offerors shall submit prior experience information on a minimum of two relevant chiller maintenance contracts/jobs performed within five years of the issue date of the solicitation. Provide your relevant experience as it relates to a, b, and c in sufficient detail to show:

(a) Performing routine maintenance of centrifugal, reciprocal, and screw chillers

(b) Maintaining and following a schedule for routine maintenance

(c) Experience responding to emergency service calls for repair.

For each relevant chiller contract/job described, please 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)

Subfactor 5: Continuation of Essential Contractor Services (PWS 1.13.5)

Description: This subfactor will evaluate the proposed plan to meet the Continuation of Essential Contractor Services during periods of crisis or contingencies.

Subfactor 6: Subcontracting Plan

Description: A Subcontracting Plan shall be submitted with your proposal as part of the Technical Volume. Information required by FAR 52.219-9 Alt II shall be contained in the Subcontracting Plan.

NOTE: This subfactor applies to Large Businesses only. Any offeror not categorized as a Large Business (such as Small, HubZone, 8(a), or Service Disabled Veteran-Owned Small Businesses, etc.) is not required to submit a Subcontracting Plan. NAICS 811310 with a size standard of $7M applies to this acquisition. Offerors’ System for Award Management (SAM) should reflect their size status in relation to NAICS 811310.

Additional Instructions to Offerors

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 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. Enter unit prices and extended prices for CLINs 0001 through 0005, 1001 through 1005, and 2001 through 2005. For CLIN 0006, use $125,024.35 as the total CLIN extended price. For CLIN 1006, use $125,000.00 as the total CLIN extended price. For CLIN 2006, use $125,000.00 as the total CLIN extended price. The TEP will be calculated by adding all extended prices for CLINs 0001 – 2006. 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

Additional Instructions to Offerors 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 1—Additional Instructions to Offerors; Attachment 2 –Evaluation of Offers; FAR 52.212-3—Offeror Representations and Certifications—Commercial Items (Alternate I); and DFARS 252.209-7993—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.

NOTICE TO OFFERORS: Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date for receipt of proposals. In the event he Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.