Attachment_1_-_Additional_Instructions_to_Offerors.docx

FA8601-19-R-A042

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. 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 Mellisa Flanagan. She may be contacted at (937) 522-4525 or via email at mellisa.flanagan@us.af.mil. The point of contact (POC) for this acquisition is Dustin Burch. 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 dustin.burch@us.af.mil. Be advised that all correspondence sent via email shall contain a subject line that reads “FA8601-19-R-A042, Packing & Crating.” 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/PZIBB

ATTN: Dustin Burch 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 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 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

COPIES

ELECTRONIC

COPIES

PAGE LIMIT

I

Technical

Original + 1 copy See Paragraph b below

200 Pages

II

Past Performance

Original +1 copy

III

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 the solicitation. For Volume III, submit the pricing exhibit, Attachment X as both a PDF document and as a Microsoft Excel file. Ensure the Microsoft excel file is not “Read Only” so the buyer/CO can verify the offeror’s calculations. See the cautions in paragraph 2a regarding the electronic file types that may be submitted by e-mail.

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. Cross-Referencing: To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

f. 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: Quality Control Plan (QCP) (PWS Part III, para. 5)

Description: Offeror shall submit a proposed QCP that addresses the offeror’s proposed approach to quality assurance to ensure performance will be in accordance with (IAW) the standards in the PWS throughout the life of the contract. The QCP must address or identify the following:

1. Identification of personnel responsible for quality control

2. Description of the offeror’s inspection system with types and frequencies of inspection to be conducted and personnel responsible for conducting inspections

3. A system for preventing the occurrence or recurrence of deficiencies

4. Description of how inspections will be documented with sample inspections records for each type of inspection to be conducted

Subfactor 2: Daily Minimum Workload Requirement (PWS Part I, para. 4, Part III, and Attachment 7)

Description: Offeror shall submit a narrative to describe how they will meet the daily minimum workload requirement identified in the PWS and complete Attachment 7. The narrative must detail the following:

1. Identifies and details a complete list of equipment, manpower (to include any required trainings, certifications, and labor categories) and facilities.

2. Describe how the minimum daily workload requirements identified in the PWS will be met and complete Attachment 7 – Minimum Daily Workload Requirements spreadsheet and submit with Volume II.

b. Factor 2 – Past Performance: In the Past Performance Volume, the offeror shall:

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. Offerors are cautioned that the Government will use data provided by each offeror in this volume and data obtained from other sources in the evaluation of past performance.

ii. Submit no more than six (6) 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 4 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. Specific Content: Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort and to what aspects of the proposed effort they relate. This may include a discussion of efforts accomplished by the offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to an “Unacceptable” Past Performance rating since the problems encountered may have been on a more complex program, or an offeror may have subsequently demonstrated the ability to overcome the problems encountered. The offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. This may allow the offeror 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 an offeror has overcome past problems is required. Correlate relevant performance to the solicitation Technical subfactors.

viii. Organizational Structure Change History: Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant past efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal volume a "roadmap" describing all such changes in the organization of your company. A pamphlet or other commercial document describing such reorganizations may suffice. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance confidence assessment. Since the Government intends to consider past performance information provided by other sources as well as that provided by the offeror(s), your "roadmap" should be both specifically applicable to the efforts you identify and general enough to apply to efforts on which the Government receives information from other sources.

ix. 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. For offerors who do not have any recent relevant past performance information to submit, a statement to that effect will satisfy the requirements of the past performance volume.

c. Factor 3 – 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 2033. 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. Submit the completed Pricing Exhibit (Attachment 3 as part of volume III).

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.

vii. Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. 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 content of below Table

Table Solicitation Exceptions

Solicitation Document Page/ Paragraph Requirement/ Portion Rationale

Page and Paragraph Numbers

why the requirement can/will not be met

5. Additional Instructions:

a. Authorized Offeror Personnel: Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

b. 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) will be physically removed from any resultant award and will be considered incorporated by reference.

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