Attachment 3 - Additional Instructions to Offerors.pdf

FA8601-20-R-0005

Attachment 3

Additional Instructions to Offerors

1. General Instructions: This addendum to the solicitation tailors some of the terms and conditions contained in the provision at FAR 52.212-1 and provides additional instructions to offerors.

a. General Guidance: This section of the addendum provides general guidance for preparing offers as well as specific instructions on the format and content of the offer. FAR

52.212-1(e), Multiple Offers is hereby deleted from this solicitation and that paragraph is marked

RESERVED. The offer must include all data and information requested in 52.212-1 and these instructions and must be submitted in accordance with the provision and these instructions. The offeror shall comply with the requirements stated in the Performance Work Statement (PWS).

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.

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 knowledge of the facilities or experience with them, 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 Officer (CO) for this acquisition is Lisa Belew. She may be contacted at (937) 522-4577 or via email at Lisa.Belew@us.af.mil. 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 katherine.browning@us.af.mil. Be advised that all correspondence sent via email shall contain a subject line that reads “FA8601-20-R-0005, 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 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/04.htm#P216_32221 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. Electronic proposals, prepared and submitted in accordance with (IAW) 3 below, are required.

b. Site Visit: A non-mandatory site visit will be held. 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.

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

VOLUME

TITLE

ELECTRONIC

COPIES

PAGE

LIMIT

I Technical See Paragraph b below 75 Pages

II Price & Offer

Documentation

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 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.

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 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 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 you will provide quality workmanship and continual process improvement. 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 (PWS Paragraph 1.1)

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 (MCP) (PWS Paragraph 4.2 and 4.3)

Description: This subfactor will evaluate the offeror’s understanding of the need to hire experienced and certified employees to insure satisfactory accomplishment of the various requirements of the PWS.

Provide your plan for providing experienced and certified employees to perform various requirements of the PWS including lead-based paint and asbestos regulations and handling procedures. The plan shall also include years of technical experience, licenses, certifications (such as EPA and OSHA certifications) and any formal classes completed pertaining to specific trades for proposed personnel. Offerors must also include the number of years’ experience for all contract office personnel.

Subfactor 4 – Service calls (PWS Paragraph 5.1.2 and 5.2.2)

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 to the government IAW the information contained the PWS.

Submit a detailed description of how successful completion of all service calls within the specified time in the PWS will be achieved.

Subfactor 5: Repairs (PWS Paragraph 5.1.2 and 5.2.2)

Description: This subfactor will evaluate the offeror’s ability to provide Written

Repair Estimates IAW the PWS on repairs not covered in the basic full maintenance service contract but necessary to bring the VTE back to operation.

Provide an effective plan, to ensure that Repair Estimates are submitted IAW the terms and conditions of the contract. The offeror must also provide a sample Written

Repair Estimates containing the following:

1. Itemized estimate for parts and labor.

2. Specified time needed to make the repair.

3. Estimated down-time of the equipment.

Subfactor 6: Prior Experience

Description: This subfactor will evaluate the offeror's prior experience for a minimum of two relevant VTE maintenance contracts performed within five years of the issue date of the solicitation, with the following qualifiers for each job:

1. Performing maintenance and repair of VTE systems.

2. Maintaining and following a schedule for routine maintenance

3. Experience responding to emergency service calls for repair

For each relevant VTE maintenance contract/job described, 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)

Offeror must clearly demonstrate relative experience performed within five years of the issue date of the solicitation IAW the description above.

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 hard copy of the SF1449 with blocks 17a, 26, 30a, 30b and 30c completed. For purposes of offer submission, ignore the entry “(For Govt. Use Only)” in block 26. The amount to enter in Block 26 will be the total of all the extended CLIN values from the SF1449. 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 paragraph 3(e) 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 3—Additional Instructions to Offerors;

Attachment 2 – Evaluation Factors; FAR 52.212-3—Offeror Representations and Certifications—

Commercial Items (Alternate I); and DFARS 252.209-7991—Representation by Corporations

Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal Law will be physically removed from any resultant award and will be considered incorporated by reference.

Regarding the clause at 52.228-5 – Insurance Work on a Government Installation, see FAR

28.307 for minimum insurance requirements.

“Notice to offerors/suppliers…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. In the event the Government cancels this solicitation, the

Government has no obligation to reimburse an offeror for any cost.”