21OCT2019_Sec_L_Instructions_to_Offerors.pdf

FA8629-20-R-5003

Section L – Instructions to Offerors

SPECIAL WARFARE

PROCUREMENT MAC

SECTION L - INSTRUCTIONS TO OFFERORS

INSTRUCTIONS TO OFFERORS

1.0 GENERAL

(a) Per AFFARS MP5332.7 Contract Funding, Notice to Offeror(s)/Supplier(s): 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 costs.

(b) The Offeror's proposal shall be submitted in accordance with these instructions, and shall be compliant with the requirements as stated in the Statement of Work (SOW) and Model Contract of the Request for Proposal (RFP). Non-conformance with the instructions may result in an unfavorable proposal evaluation. In accordance with Federal Acquisition Regulation (FAR), any proposal, modification, or revision that is received at the designated Government office after the exact time specified for receipt of proposals will not be considered.

(c) The proposal shall be clear and concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal shall not simply rephrase or restate the Government's requirements but rather shall provide convincing rationale to address how the Offeror intends to meet those requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and/or experience and will base its evaluation solely on the information presented in the Offeror's proposal. Elaborate brochures or documentation, bindings, detailed art work, or other embellishments are unnecessary and are not desired.

(d) The Offeror shall make a clear statement in the cover letter of their proposal that the proposal is valid for 365 days from the closing date for receipt of proposals.

(e) In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one paper copy of all unsuccessful proposals and will destroy extra copies of such unsuccessful proposals.

1.1 Points of Contact

The Contracting Officer (CO), Amber Taylor, and the Contract Specialist, Grant Hutchison, are the primary and secondary points of contact for this acquisition, respectively. Offerors may address any questions or concerns, in writing, to amber.taylor.9@us.af.mil and grant.hutchison@us.af.mil.

Offerors shall submit any questions relating to the RFP within 10 calendar days of the RFP release date. The CO will then post responses in Questions and Answers (Q&A) on the Federal Business Opportunities (FedBizOpps) website (https://www.fbo.gov)*. In the event of conflict between any provided clarification and the RFP, the RFP shall take precedence. *Note: FBO is moving to beta.SAM.gov starting on 8 November 2019; information about the transition is available in the Federal User Transition Quick Start Guide available on the FBO home page.

1.2 Debriefings

(a) The CO will notify offerors of any decision to exclude them from the competitive range, whereupon they may request to receive either a pre- or post-award debriefing in accordance with FAR 15.505 or 15.506, as applicable, within three (3) days after receipt of the notice. Offerors excluded from the competitive range are entitled to no more than one debriefing.

(b) Offerors are reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

(c) The CO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506, whereupon they may request to receive a post-award debriefing within three (3) days after receipt of the notice.

1.3 Discrepancies

If an offeror believes that the requirements in these instructions contain an error or omission, or are otherwise unsound, the Offeror shall immediately notify the CO in writing with supporting rationale.

1.4 Electronic Documents

(a) Referenced documents for this solicitation are available in the Bidders Library of the solicitation on FedBizOpps.

(b) Potential offerors are encouraged to subscribe for real-time, e mail notifications when information has been posted to the website for this solicitation.

1.5 System for Award Management (SAM)

An offeror will not be eligible to receive a contract award from a Department of Defense (DoD) activity unless it is registered in the System for Award Management (SAM). Registration and instructions are accessed at https://www.sam.gov.

2.0 PROPOSAL PREPARATION INSTRUCTIONS

2.1 Organization / Number of Copies / Page Limits

The Offeror shall prepare the proposal as set forth in the Proposal Organization Table below. The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with number of copies, as specified. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Electronic and paper copies will be destroyed.

Table 1 Proposal Organization Table

Volume Title Sec L Para.

Number

Electronic Copies

Paper Copies

Page Limit

I Technical Volume 3.2

1 2

See Below

Entry Gate 3.2.3 5

Factor 1 – Product Sourcing

3.2.4.3 20

II Contract Documentation

3.3 1 2 Unlimited

2.2 Page Size and Format

(a) A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 by 11 inches, not including foldouts, which shall be legible and shall not exceed 11 by 17 inches in size.

Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; not for pages of text. Pages shall be single spaced. Except for the reproduced sections of the solicitation document, the text font shall be Times New Roman and font size shall be no less than 12 point, not including tables, charts, graphs, diagrams, and schematics. For tables, charts, graphs and figures, the text shall be no smaller than 10 point font. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1-inch margins on the top and bottom and ¾-inch side margins.

(b) Pages shall be numbered sequentially by volume. Each page shall be counted except the following: Cover pages, tables of contents, tabs, cross reference matrices, glossaries, and appendices.

2.3 Table of Contents and Indexing

Each volume shall contain a table of contents that delineates the subparagraphs within that volume.

Tab indexing shall be used to identify sections.

2.4 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used. Glossaries do not count against the page limitations for their respective volumes.

2.5 Binding and Labeling

(a) Each hard copy proposal shall be printed on both sides of the sheet. Each volume shall be bound separately in a three-ring loose leaf binder. Staples shall not be used. The original copy of each volume shall be labeled “original” in addition to all required document labeling. The additional hard copy of each volume shall be separately bound and shall be labeled “Copy 2 of 2”.

(b) 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.

(c) Apply all appropriate markings including those prescribed in accordance with FAR 52.215-1(e), “Restriction on disclosure and use of data,” and FAR 3.104-4, “Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.”

2.6 Electronic Offers

(a) The content and page size of electronic copies must be identical to the hard copies of the proposal submitted. For electronic copies, indicate on each CD the volume number and title. Use separate files to permit rapid location of all portions, including gate(s), factors, exhibits, annexes, and attachments, if any.

(b) Submit both volumes in electronic format, using recordable CDs. Each volume shall be in a different directory on a CD. If files are compressed, the necessary decompression program must be included. The electronic copies of the proposal shall be submitted in a format readable by Microsoft Office 2010 or later.

(c) In the event of a discrepancy between the hard copies and the electronic copies of the proposal, the hard copies will be used for evaluation.

(d) In addition to other instructions for submitting electronic versions of the proposal, offerors shall follow these instructions:

a. Electronic storage media Shall be submitted in one of the following formats: prerecorded (pressed) DVD/CD- ROM or DVD/CD-R.

b. PDF Documents Submit PDF documents using only Adobe Acrobat 9.0 or later. Do NOT submit any documents in PDF format that are copied as “images.” When creating PDF files always create to enable textual search and copy functions.

2.7 Proposal Classification

Proposals submitted via hardcopy or electronically shall not contain classified information. Offerors should construct proposals at the unclassified level.

2.8 Proposal Submission

Proposals must be received by 5:00pm (Eastern Time) on 10 December 2019 at the address below. Any proposal received after this time will be considered late and will be returned unopened to the Offeror. Proposals shall be addressed to the CO and Contract Specialist and either mailed or hand carried to:

Acquisition Center of Excellence 1755 Eleventh St, Bldg. 570, Room 118 ATTN: Amber Taylor or Grant Hutchison Wright-Patterson AFB, OH 45433

2.9 Use of Non-Government Advisors

(a) The following support contractors will be part of the evaluation of the SW-MAC source selection:

Ascension Global Solutions 218 Rangeway Rd, Unit 292, North Billerica, MA 01862 POC: Susan Thibodeau

Modern Technolog Solutions, Inc. (MTSI) 5285 Shawnee Rd, Suite 400, Alexandria, VA 22312 POC: Gary Libell

Odyssey Systems 4141 Colonel Gleen Highway, Suite 301, Beavercreek, OH 45431 POC: Kerry Taylor

Torch Technologies 11th Ave, Bldg E Suite 2, Shalimar, FL 32579 POC: Sam Burkett

Whitney Bradley and Brown 2661 Commons Blvd., Suite 100, Beavercreek, OH 45431

(b) Any offeror that has a concern regarding the contractor stated above evaluating their proposal should notify the CO, Amber Taylor, via email within 10 business days at amber.taylor.9@us.af.mil. If no concerns are submitted within the 10 day period, it is assumed that the Offeror has no objection to the above contractors participating in the source selection.

3.0 PROPOSAL ORGANIZATION

3.1 Table of Contents and Cross Reference Matrix

In each volume, include a Proposal Cross Reference Matrix that provides traceability from the RFP requirements to the proposal volumes.

3.2 Volume I: Technical Volume

3.2.1 General

The Technical Volume should be specific and complete. Legibility, clarity, and coherence are very important. The responses will be evaluated against the Technical factor defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible, the actual solution/process proposed for accomplishing/satisfying the factor. All the requirements specified in the solicitation are mandatory. By the proposal submission, the Offeror is representing that it will be able to meet the requirements for SW-

MAC as stated in the SOW. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

3.2.2 Volume Organization

The Technical volume shall be organized according to the following general outline:

(1) Table of Contents

(2) List of Table and Drawings

(3) Glossary

(4) Entry Gate

(5) Factor 1 – Product Sourcing

3.2.3 Entry Gate

ITAR Compliance: The Offeror shall provide a narrative that describes the necessary steps to accomplish OCONUS shipping of an item with ITAR restrictions. The narrative shall describe corporate processes to ensure ITAR violations do not occur. The described approach must include shipment of a product from one of the NAICS codes identified in the SOW Appendix 1. The Offeror must be registered with the State Department’s Directorate of Defense Trade Controls (DDTC) and must provide their valid DDTC documentation with the proposal submission.

3.2.4 Technical Factor

3.2.4.1 Technical Approach

The Offeror shall provide documentation for the Offeror’s technical solution for meeting the Government requirements. The Offeror shall provide documentation, descriptions, and plans as requested for the Technical factor, Product Sourcing, in the subsequent paragraphs.

3.2.4.2 Technical Risk

The Government will classify risk in accordance with the Technical Risk Rating Table 2 found in Section M, Paragraph 3.3. Risk classification shall consider potential for disruption of schedule, degradation of performance, the need for increased Government oversight, or the likelihood of unsuccessful contract performance.

3.2.4.3 Factor 1: Product Sourcing

The Proposal shall address:

(a) Measure of Merit 1: The Offeror’s process for establishing the contractor’s supplier arrangements (e.g. business alliances/contractual relationships). This documentation should describe the arrangement(s) currently in place (i.e.

sustaining supplier relationships) as well as the plan to establish new arrangement(s) that enable the Offeror to provide and distribute the types of supplies and product support required in the SOW.

(b) Measure of Merit 2: The Offeror’s Diminishing Manufacturing Sources and Material Shortages (DMSMS) process for identifying the loss (or impending loss) of manufacturers, suppliers of end items, raw materials and/or software.

The documentation should describe an approach that anticipates problems, needs, or changes to enable the Government to make decisions on offeror-presented alternatives.

(c) Measure of Merit 3: The Offeror’s approach to sourcing supplies that comply with the restrictions as set forth in the contract (i.e. Buy American and Balance of Payments Program, Preference for Certain Domestic Commodities, and Restrictions on Certain Foreign Purchases). The documentation should describe the process(es) for confirming the source of material(s), assuring requirements and clauses are communicated with relevant participants in the supply chain, monitoring suppliers’ compliance, and providing remedies in the event delivered items are subsequently found to be in violation of the source restriction requirements. This includes identifying alternatives to non-compliant brand name items.

3.3 Volume II - Contract Documentation

3.3.1 Model Contract/Representations and Certifications

The Offeror's proposal shall include a signed copy of the Model Contract, and Sections A through K. This includes:

(a) Section A - Solicitation/Contract Form

Completion of blocks 17A, 17B, 29 and 30B as well as the signature and date for blocks 30A and 30C of the Standard Form (SF) 1449. Signature by the Offeror on the SF 1449 constitutes an offer, which the Government may accept. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes.

(b) Section F - Deliveries or Performance Compliance with all clauses found in Section F.

(c) Section G - Contract Administrative Data Compliance with Wide Area Work Flow (WAWF) DFARS 252.232-7006.

(d) Section I - Contract Clauses The contract clauses pertinent to this section and that are required to be filled-in are contained in Section I of the solicitation. The Offeror shall comply with all clauses contained in this solicitation.

(e) Section K - Representations, Certifications, and other Statements of Offerors Offerors shall provide completed representations, certifications, acknowledgments and statements with the proposal. This includes completion of necessary fill-ins.

3.3.2 Exceptions to Solicitation Requirements

Offerors are required to meet all solicitation requirements of the model contract, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation gates and/or factors. 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, and specific requirements of the solicitation.

Table 2 - Solicitation Exceptions

Solicitation Document Page / Paragraph Requirement / Portion Rationale

SOW, Model Contract, Section L, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

3.3.3 Other Information Required

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

(b) Government Offices Provide the mailing address, telephone and fax numbers and facility codes for the cognizant Contract Administration Office, Defense Contracting Audit Agency (DCAA), and Government Paying Office. Also, provide the name and telephone and fax number for the Administrative Contracting Officer (ACO).

(c) Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code; CAGE code; DUNS code; TIN; and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other location(s). List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

3.3.4 Pricing Related Data

Pricing data is not required in the proposal and will not be evaluated for award. (Price will be evaluated at the Delivery/Task Order level)