CIPS_Section_L.pdf

L-1 PROPOSAL PREPARATION INSTRUCTIONS

A. General Instructions.

1. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein.

Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, in addition to those identified as Factors. The proposal shall be compliant with the requirements as stated in the Performance Work Statement (PWS), Pricing Table, and the remainder of the RFP. Failure to meet a requirement may result in an offer being ineligible for award. Alternate proposals will not be accepted.

2. The proposal shall be clear, 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 and details that address how the Offeror intends to meet these requirements. Offerors shall assume that (1) the Government has no prior knowledge of their facilities and experience, and (2) the Government will base the evaluation on the information presented in the Offeror’s proposal.

3. The Contracting Officer (CO) and/or Contract Specialist (CS) are the only points of contact for this acquisition.

Address any questions or concerns you may have to the CO or CS specified in Blocks 10a through 10c of the SF33.

Written requests for clarification (questions) may be sent to the CO and CS to the e-mail address located in Block 10c of the SF33 until the date/time specified in provision 5352.215-9001. Changes to the Contracting Office point of contact will be made by amendment to the solicitation. Late requests may not be considered.

4. The CO will control exchanges of source selection information between Government and Offerors. The Government may use email to transmit such information to Offerors only if the email can be sent and received encrypted and includes “Source Selection Information – See FAR 2.101 & FAR 3.104” in the Subject line.

Otherwise, the Government will transmit source selection information via fax or other carrier.

B. Specific Instructions.

1. The response shall consist of three (3) separate parts; Part I – Mission Capabilities (Technical) Proposal, to include a Staffing Plan, Part II – Present/Past Performance and Part III – Price Proposal/Contracting Information.

The Offeror shall prepare the proposal as set forth in the Proposal and Binder Organization Tables (Tables 1 and 2 below). The titles and content of each part, all of which shall be within the required page limits, are defined in Table 1, and the number of copies is described in Table 2.

TABLE 1 – PROPOSAL ORGANIZATION (within binders)

PART TITLE PAGE LIMITS

(Excludes only Cover Page and Table of Contents)

I Mission Capabilities (Technical) Proposal Not to Exceed 25 II Present/Past Performance See citation limitations in D. II. 5 III Price Proposal/ Hard Copy pricing table Contracting Information

TABLE 2 – BINDERS ORGANIZATION

# OF BINDERS PARTS

INSTRUCTIONS TO OFFERORS (ITO)

Original: one Copy + one electronic compact disk (CD)

I, II, III

Original binder, marked “Original”, contains the complete proposal package. Also includes one CD that contains all parts (complete proposal) of the documents submitted in “Original” folder. Only one CD is allowed; separating the parts among multiple CDs could result in loss of information.

Exclude RFP Parts B-F, H, J, L, and M.

Reproduction of the entire RFP unnecessary.

Five additional binders holding Copies 2 through 6

I & II Evaluation Team copies; Exclude Part III (no Contracting or Price information shall be included)

2. Page Limitations. 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. Each page shall be counted except cover pages, table of contents, glossary and resumes. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Excess paper copies will be destroyed (except within the original proposal), which may render the Offeror’s proposal “technically unacceptable.”

a. Page size shall be 8.5 x 11 inches, not including foldouts. Pages may be single-spaced but shall have at least double spacing between paragraphs and factors. Except for the reproduced sections of the solicitation document, Attachment 1 (Pricing Table), and items specified in paragraph (b) below, the text size shall be no less than 12 point, Times New Roman type. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least one-inch margins on all sides. Pages shall be numbered sequentially by part. These limitations shall apply to both electronic and hard copy proposals.

b. Legible tables, charts, graphs and figures may 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 part, and shall count as two pages. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics and not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than eight-point. These limitations shall apply to both electronic and hard copy proposals.

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

4. Binding and Labeling. The proposal shall be bound in two-inch, three-ring, loose leaf binders permitting the binders to lie flat when open. Staples shall not be used. A cover sheet shall be bound in each binder, clearly marked with the title, copy number, solicitation identification, and the Offeror’s name. The same identifying data shall be placed on the spine of each binder. All document binders shall have a color other than red (or shades thereof) or other applicable security designation colors.

5. Electronic Documents. The Offeror shall include a recordable, virus-free data compact disk (CD) in the “Original” binder containing all parts. The content and page size of electronic documents must be identical to the hard copies. Label the CD with the RFP number, title, and Offeror’s name. Within the CD, use a separate electronic file for each part with associated exhibit, annexes, and attachments to permit rapid search and location.

Files shall not be compressed. Submit electronic proposal documents in a format readable by Microsoft (MS) Office Word 2007, MS Office Excel 2007, and MS Office Power Point 2007, as applicable. In the event of discrepancy(s) between the hard copies and electronic copies of a proposal, the hard copies will be used for evaluation.

C. Part I – Mission Capabilities (Technical) Proposal.

1. Using the instructions below, provide the specific and actual methodology you will use to accomplish/satisfy these factors. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

Identify submitted material by corresponding factor and paragraph herein. If an Offeror is subcontracting/teaming with another vendor who will perform more than ten percent of the work, the prime shall clearly identify work to be performed by each specific sub-contractor within the appropriate factors in the prime’s proposal. The proposals shall provide a clear distinction of functions to be performed by the prime and subcontractor to include the following: the nature of work, criticality of the work, and the percentage of overall effort performed by each subcontractor in each area of service provided.

2. Offeror shall address proposed approach to meeting or exceeding the minimum performance or capability requirements of each Technical Proposal subfactor described in Section M FACTOR 1 – Mission Capability as follows:

SUBFACTOR 1 -- Capability Maturity Model Integrated (CMMI)-Dev Maturity Level. Provide evidence of rating of 3 or higher that addresses criteria in Section M 2.1 for Subfactor1.

SUBFACTOR 2 – Management Approach. Provide a staffing plan and narrative discussion that addresses criteria in Section M 2.1 for Subfactor 2. Provide a staffing plan identifying proposed organizational structure to support CIPS, description of proposed labor categories experience, security clearances and technical certifications to include any subcontracting and teaming arrangements. Describe how for CIPS staff with all necessary security clearances and technically certified personnel to assure task coverage for the workload estimates provided to support CIPS operations. Address approach for recruiting and replacing personnel. Also address how training will be approached both for new personnel and continuing training for existing staff.

D. Part II – Present/Past Performance Information.

1. General. Using questionnaires, the contracting officer shall seek relevant performance information based on (1) the past and present efforts provided by the offeror and (2) data independently obtained from other government and commercial sources. Present/Past Performance Information (PPI) is required on the Offeror and all subcontractors, teaming partners, and/or joint venture partners who are proposed to perform ten percent or more of the proposed effort based on the total proposed price or perform aspects of the effort the Offeror considers critical to overall successful performance. In evaluating past performance, the Government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this RFP.

2. New Corporate Entities. New corporate entities may submit data on prior contracts involving its officers, employees, and key personnel who have relevant experience, and/or data of efforts that will perform major or critical aspects of the requirement. Discuss the roles and responsibilities of personnel involved in the prior contracts cited.

3. Reference Data. The Government reserves the right to contact and use information provided by the references and any other sources. The Government will also obtain and consider information about other contracts not mentioned in the Offeror’s proposal, but which the Government believes to be similar to the proposed effort. It is the Offeror’s responsibility to ensure all reference data is current and correct so that the Government can properly evaluate PPI.

4. Quality and Satisfaction Rating for Contracts Completed in the Past Three Years. Provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) which demonstrates customer satisfaction with overall job performance and quality of completed product for recent and relevant contract information provided below. In addition, explain corrective actions taken in the past, if any, for substandard performance and any current performance problems such as cost overruns, extended performance periods, numerous warranty calls, etc.

5. Performance Surveys. Offeror shall provide a list of five contracts for the prime and up to three for each subcontractors or teaming partner(s) that you consider most relevant performed for Federal agencies and/or commercial customers within the last three (3) years from the date of issuance of the solicitation demonstrating Offeror’s ability to perform the proposed effort. Do not duplicate a contract reference for prime and subcontractor but rather explain the role each played within the contract reference itself. Include rationale supporting your assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining how contracts are considered recent and relevant, see Section M-1,2.2 Factor 2 Past/Present Performance..

6. Furnish the following information for each contract listed:

a. Offeror/Subcontractor Name (Company/Division):

CAGE Code:

DUNS Number:

(NOTE: If the company or division performing this effort is other than the Offeror, or the relevance of this effort to the instant acquisition is impacted by any company/corporate organizational change, refer to paragraph 8 below, "Organizational Structure Change History," and provide as part of the Past Performance proposal.)

b. Acquisition Title:

c. Contract Specifics:

(1) Contracting Agency or Customer:

(2) Contract Number

(3) Contract Type (e.g. firm-fixed-price, T&M, etc):

(4) Period of Performance (within the last five years):

(5) Initial Contract Cost/Price (Rounded to nearest thousand): $

(6) Current/final Contract Cost/Price(Rounded to nearest thousand): $

(7) Annual Contract Value(Rounded to nearest thousand): $

(8) If Amounts for 5 and 6 above are different, provide a brief description of the reason: ____

d. Brief Description of Effort as __Prime or __Subcontractor

e. Completion Date:

(1) Original date:

(2) Current Schedule:

(3) Estimate at Completion:

(4) How Many Times Changed:

(5) Primary Causes of Change:

f. Primary Customer Points of Contact: Provide current information on all three individuals for Government contracts. Provide points of contact fulfilling these same roles for commercial contracts.

(1) Program Manager: Name Office Address Email Telephone

(2) Contracting Officer: Name

Address

(3) Administrative: Name

Address

g. Relevancy: For each of the applicable focus areas factors under the Past/Present Performance in Section M, 2.2 Factor 2. .

h. Address any technical (or other) area about this contract/program considered unique.

i. Specify, by name, any key individual(s) who participated in this program and are proposed to support the instant acquisition. Also, indicate their contractual roles for both acquisitions.

j. Describe any past or present litigation or administrative proceeding pertaining to the reference contract, including the results if the proceedings are complete or the status if the proceedings are ongoing. Indicate if the contract was terminated and the type and reasons for termination.

k. Discuss the number and severity of any problems in the referenced contract considered relevant to the proposed efforts and identify the effectiveness of corrective actions to resolve the problems.

l. Include any information not previously covered, which will enhance the evaluators’ understanding of the Offeror or any sub-contractor’s proposed qualifications.

7. 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 present/past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal part a "roadmap" describing all such changes in the organization of your company. 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 PPI 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.

8. Consent Letters. Subcontractor Consent: Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s 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 to the prime contractor.A sample letter follows:

SAMPLE

Contracting Officer:

We are participating as a (subcontractor/teaming partner) with (prime contractor or name of entity providing proposal) in responding to the 38 CEG/PKE, Tinker Air Force Base Request for Proposal FA8773-10-R-0088 for the Cyberspace Information Planning System contract at Tinker AFB OK.

We understand that the Government is placing increased emphasis on past performance in order to obtain best value in source selections. In order to facilitate the performance confidence assessment process we are signing this consent letter to allow you to discuss our past and present performance information with the prime contractor during the source selection process.

(Signature, printed name, and title of individual who has the authority to sign for and legally bind the company)

Company Name:

Address:

10. Client Authorization Letters. In some cases PPI responses from private sector contractors, subcontractors and joint venture partners may not be disclosed to the Government without the- consent of the contractor . In an effort to assist the Source Selection Evaluation Team (SSET) in assessing Offeror’s past performance relevancy and confidence, the Government requests the contractor assure any private sector parties identified will be willing to provide past performance information . The following is a sample letter which may be used:

SAMPLE

“Client:”

We are responding to the 38 CEG/PKE, Tinker Air Force Base Request for Proposal FA8773-10-R-0088 for the Cyberspace Information Planning System contract at Tinker AFB OK.

In their acquisitions, the Government is placing increased emphasis on past performance as a source selection factor. The Government requires entities responding to their solicitation to identify clients and requests client participation in the evaluation process. You are hereby authorized to respond to those inquiries if the contracting office contacts you for information on work performed by our firm.

We have identified ______ of your organization as the point of contact based on his/her knowledge of our work. We appreciate your cooperation. You may direct any questions to .

E. Part III – Price Proposal.

1. Price Reasonableness, Completeness, Balance, and Affordability. This part is to assist the Offeror in submitting sufficient pricing information that demonstrates reasonableness, completeness, balance, and affordability of the proposed price. Failure to comply with these requirements may result in rejection of Offeror’s proposal.

Unreasonable proposed prices, initially or subsequently, may be grounds for eliminating a proposal from competition. Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an Offeror’s proposal. The burden of proof for credibility of proposed prices rests with the Offeror at the time of proposal or during subsequent discussions (if any are held).

2. Price Information. The price proposal shall not include information beyond that required by this instruction unless the Offeror considers it essential to document or support Offeror’s price position. All information relating to the proposed price, including all required supporting documentation must be included in this part or assumptions of the proposal. Under no circumstances shall this information and documentation be included in the Technical Proposal or Past Performance Information.

3. Adequate Price Competition. The contracting officer has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial offers, the contracting officer will review this determination and if, in the contracting officer's opinion, adequate price competition exists, no additional cost information will be requested and certification under FAR 15.406-2 will not be required. However, if at any time during this competition the contracting officer determines that adequate price competition no longer exists, offerors may be required to submit information to the extent necessary for the contracting officer to determine the reasonableness of the price.

4. Rounding. All dollar amounts (unit and extended prices and other price factors) provided shall be rounded to the nearest penny (two decimal places only). This includes base period and out-year (option) prices. .

5. Pricing Table (included as Attachment 1 to the solicitation). The Offeror shall comply with the following requirements and instructions:

a. Price all Contract Line Item Numbers/Subcontract Line Item Numbers (CLINs/SLINs). Limit unit prices and rates to two decimal places. The abbreviations Not Separately Priced (NSP) and No Charge (N/C) are not acceptable entries. If the Offeror is providing a CLIN/SLIN to the Government at no additional charge, “$0.00” must be entered for that item.

b. Electronic Media Submission of Pricing Table. The SLINs in the Pricing Table of this solicitation are an electronic file, presented as Excel for Microsoft Office 2007 spreadsheets/workbook format. Submit an electronic copy using the exact file provided by the Government without changing the format of the files.

6. Contract Documentation. Complete and submit the following:

Section A - Solicitation/Contract Form. Complete Blocks 12 through 18 (including original signature and date) of the SF 33. Signature by the Offeror on the SF 33 constitutes an offer, of which the Government may accept. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes. Instead, secure the original signed SF33 in a document protector bound in the “original proposal” binder.

Section G - Contract Administrative Data. Offeror shall provide a “remit-to” address if different from the mailing address in Block 15A on the SF33. The Remit-to address will be included in Section G of any resultant contract at the time of award. DO NOT INCLUDE Section G if “remit-to” address does not apply.

Section I - Contract Clauses. Submit pages for only the clauses that require fill-ins. Ensure they are from the RFP itself, which includes the RFP and page numbers. Other pages in this section need not be included with the submission.

Section K – Representations and Certifications. Complete and include the additional representations and certifications specified within Section K of this RFP.

**Proposals SHALL NOT INCLUDE Sections B-F, H, L, and M. These sections are not modifiable by the Offeror and are redundant to include with the proposal submission.

7. Assumptions. Offerors shall specify any assumptions taken to the RFP and/or assumptions made for proposal preparation. Assumptions shall be addressed by part (and factor if applicable). Offerors shall provide complete accompanying rationale. Should the Offeror have no assumptions, then the proposal shall so state “no assumptions made for the RFP proposal submission.” Moreover, failure to include assumptions in this area will be deemed as acceptance of all terms and conditions of the solicitation (as amended) and resulting award document.

8. Other Information Required.

a. Joint Venture Agreements. Per the Small Business Administration (SBA), Joint Ventures are allowable on competitive 8(a) set-asides; however, the joint venture agreement must be received by SBA PRIOR to proposal due date and approved before award of any resulting contract. If you are contemplating a joint venture on this project, you must advise your assigned SBA Business Development Specialist (BDS) as soon as possible. It is also recommended that the agreement be submitted as soon as practicable to ensure compliance with established regulations. Any corrections and/or changes needed can be made only when the BDS has adequate time for a thorough review before the proposal due date. No corrections and/or changes are allowed after time of submissions of proposal or bids.

b. On-Line Representations and Certifications Application (ORCA). Offerors are required to maintain an active registration in ORCA at the following website: http://orca.bpn.gov. Offeror shall be eligible for award under the specified NAICS code, 517110, and the specified set-aside at the time of submittal of their proposal and remain eligible when verified again prior to award of the contract.

c. Central Contractor Registration (CCR). Offerors are required to maintain an active registration in the CCR database at http://www.ccr.gov (see 52.204-7).

http://orca.bpn.gov/� http://www.ccr.gov/�

SUBFACTOR 1 -- Capability Maturity Model Integrated (CMMI)-Dev Maturity Level. Provide evidence of rating of 3 or higher that addresses criteria in Section M 2.1 for Subfactor1.