L-1 Instructions to offerors 7 Oct 09.pdf

RFP FA8811‐09‐R0002 SECTION L‐1

7 Oct 09 Instructions To Offerors

I. General Instructions To Offerors (ITO)

(a) This section of the ITO provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The offeror's proposal must include all data and information requested by the ITO and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS), Contract Data Requirements List (CDRL), and Model Contract. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation.

(b) The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal 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 offeror's proposal.

(c) The proposal acceptance period is specified in Section A of the model contract/solicitation. The offeror shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid through this date.

(d) In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

(e) Point of Contact. The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO. Written requests for clarification may be sent to the CO at the address located in Section A of the model contract/solicitation.

(f) 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 and affordability of the price.

(g) The Government intent is to make a single award contract consisting of a one-year base period with three one-year core option periods and six one-year Award Term option periods.

II. PROPOSAL PREPARATION INSTRUCTIONS

(a) 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, and technical requirements, in addition to those identified as evaluation factors or sub-factors. 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 in the Table 1 format below. The response shall consist of three (3) separate parts;

Part I - Price Proposal, Part II - Technical Proposal, and Part III - Past Performance Information.

Table 1 – Solicitation Exceptions (excluded from page count limitations)

Page/Para Solicitation Doc Requirement/Portion

Rationale

Applicable Pg Para

PWS, SPEC,

Model Contract, ITO, etc

Identify the requirement or portion to which the exception is taken

Describe why the req’t can/will not be met

(b) Proposal Delivery

1) With the exception of the offeror’s OCI mitigation plan (as applicable), electronic and paper copies of proposals in response to this RFP shall be submitted no later than 1200 PST 9 November 2009. Proposals shall be delivered to: Robert L. Nadeau, LRSW/PK, 2400 S. Pacific Ave. Ft MacArthur, Bldg 410 1st Floor, San Pedro, CA 90731. A transmittal letter may be used to forward the proposal to the CO, Robert L.

Nadeau. This letter will not be used administratively and will not be evaluated. The CO should be notified of an approximate time of delivery at (310) 653-1591, Blackberry 310 505-9142, cell 310 999-2694, or the Business Manager, Ms. Jackie Fantroy-Barlow 310) 653- 1441 at least one (1) hour prior to proposal delivery.

2) Proposals may be delivered by mail, FEDEX or UPS. Offerors are reminded to take into consideration that security measures at Los Angeles AFB will generally delay the receipt of proposals by at least 12-15 hours.

3) Mailing address for proposals is as follows:

LRWS/PK

Attn: Robert L. Nadeau 483 N Aviation Blvd. Bldg 270 rm A2-360 El Segundo, CA 90245

4) Faxed or emailed proposals will not be accepted or evaluated.

III. Specific Instructions:

(a) Executive/ Narrative Summary (limit 8 pages)

1) The narrative should be a concise summary of the entire proposal including significant risks and highlights of key or unique features, excluding cost/price. The salient features should tie in with Section M evaluation factors/subfactors. Any summary material presented here shall not be considered as meeting the requirements for any portions of the other parts of the proposal. Include the following information as a section of the Exec Summary:

2) Mailing address, telephone and fax numbers and facility codes for the cognizant Contract Administration Office, DCAA, and Government Paying Office.

3) Name and telephone and fax number for the Administrative Contracting Officer (ACO), Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code; CAGE code;

DUNS code; TIN; size of business (large or small); and labor surplus area designation.

4) 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 (based on FTE count) to be performed at each location. Provide the name, title, and telephone number of the CEO, Division President, and/or Vice President of the Offeror.

5) Offeror POCs names, email addresses, phone numbers and their respective authorities.

6) Table 1 Solicitation Exceptions, if applicable. (excluded from page count limitation).

(b) PART I - PRICE PROPOSAL - Submit original and one (1) copy and one (1) virus free CD copy in Adode (pdf) and spreadsheets in Microsoft Office Excel. Microsoft Office Word and Microsoft Office Excel files must be compatible with Microsoft Office Suite 2007.

1) Complete blocks 13, 15, 16, 17 and 18 of the RFP Section A, on the SF33. In doing so, the offeror accedes to the contract terms and conditions as written in the RFP Sections A through K. These sections constitute the model contract.

2) Insert proposed estimated cost in Section B for each Contract Line Item Number

(CLIN), including all option periods and the Award Term Clause SMC H005, Section H.

3) Provide fixed fee rate for labor and in accordance with FAR 15.404-4(c)(4)(i), fee shall not exceed 10%. Provide labor rates, G&A rates, Overhead rates, and escalation rate for the out years, by location for the prime and major subcontractors and or teaming partners. If available, provide current DCMA approved Forward Price Rate Agreements for the prime and subcontractors. Complete the cost spreadsheets, Sec L-1, Attachment 1 (cost spreadsheets must be in Excel, not pdf, instructions provided in L035). Your spreadsheet/cost model must be consistent with your approved estimating system and must duplicate the logic and mathematical formulas used to arrive at the cost in your proposal. Describe your estimating methodology for each major cost element. Provide the Gov't approval status of your estimating, accounting and purchasing systems and any problems with your accounting practices.

4) Cost/Price Reasonableness and Realism

These instructions are to assist the Offeror in submitting information other than cost or pricing data that is required to evaluate the reasonableness and realism of the proposed cost/price. Compliance with these instructions is mandatory, and failure to comply may result in rejection of the proposal. Note that unrealistically low or high proposed costs or prices, initially or subsequently, may be grounds for eliminating a proposal from competition either on the basis that the Offeror does not understand the requirement or has made an unrealistic proposal. Offers should be sufficiently detailed to demonstrate their cost reasonableness and realism. The burden of proof for cost credibility of proposed costs/prices rests with the Offeror.

5) Estimating Techniques and Methods When responding to the Cost/Price Volume requirements in the solicitation, the Offeror and associated subcontractors may use any generally accepted estimating technique, including contemporary estimating methods (such as Cost-to-Cost and Cost-to-Non-Cost Estimating Relationships (CERs), commercially available parametric cost models, in-house developed parametric cost models, etc.) to develop estimates. If necessary, reasonable and supportable allocation techniques may be used to spread hours and/or cost to lower levels of the PWS.

6) Non-Required Data Data beyond that required by this instruction shall not be submitted, unless the Offeror considers it to be essential to document or support the cost/price position. All information relating to the proposed price, including all required supporting documentation must be included in the section of the proposal designated as the Part I- Price Proposal.

7) Cost or Pricing Information Requirements In accordance with FAR 15.403-1(b) and 15.403-3(a), information other than cost or pricing data is required to support price reasonableness or cost realism. Information shall be provided in accordance with the tailored formats specified hereunder. This information is not considered cost or pricing data, and, thus, certification is not required in accordance with FAR 15.406-2. To avoid major reformatting of pricing data, the use of contractor formats is allowed, providing that all the required information is provided. Information submitted shall be prepared following the instructions in FAR 15.403-5. If, after receipt of proposals, the PCO determines that there is insufficient information available to determine price reasonableness, and none of the exceptions at FAR 15.403-1 apply, the Offeror shall be required to submit certified cost or pricing data.

8) Estimating Methodology A Estimating System. The Offeror shall provide a summary description of the standard estimating system or methods. The summary description shall cover separately each major cost element (e.g., Direct Material, Engineering Labor, Manufacturing Labor, Intercompany Costs, Indirect Costs, Other Direct Costs, Overhead, General and Administrative (G&A). If a parametric model was used, provide a description of the model and the input parameters required. Indicate whether the Government has approved the estimating system and/or parametric model and, if so, provide evidence of such approval. Also, identify any deviations from standard estimating procedures in preparing this proposal.

B Purchasing System. Provide a summary description of your purchasing system or methods (e.g., how material requirements are determined, how sources are selected, when firm quotes are obtained, what provision is made to ensure quantity and other discounts) and indicate whether the Government has approved the purchasing system and, if so, provide evidence of such approval. Also, identify any deviations from standard procedures in preparing this proposal.

C Accounting System. The Offeror shall indicate whether the Government has approved the accounting system and, if so, provide evidence of such approval.

Also, identify any deviations from standard procedures in preparing this proposal.

D Management Reduction. If estimated costs required to perform the proposed effort have been decreased due to a management decision, the Offeror shall provide a summary of the reduction by major cost element. Also provide a complete rationale for the reduction. If the management reduction does not impact the estimated cost to perform the proposed effort, provide a description of the contractual mechanism proposed to make the management reduction contractually binding.

NOTE: The Government does not encourage nor require an Offeror to supplement DoD appropriations by bearing a portion of defense contract costs, whether through use of its independent research and development (IR&D) funds or profit dollars.

E Cost Assumptions. The Offeror shall provide any other relevant cost assumptions and information, which form the basis of its proposal. These cost assumptions and information include, but are not limited to, the use of Government-Furnished Property, Government-Furnished Equipment/Facilities (GFE), Government-Furnished Information (GFI), overtime premiums, base support, termination costs, and inflation rate summary and explanation.

9) For proposal purposes for each of the ten years, the Government estimated Full

Time Equivalents (FTE)s are as follows:

At SMC:

51.3 FTEs for LRSW (3020) (CLIN 0010 base year, and for all subsequent option years);

At CCAFS:

23.8 FTEs for LRSW (3020) (CLIN 0020 base year, and for all subsequent option years);

8 FTEs for 45th LCG (3400) (CLIN 0030 base year only, 7 FTEs for all subsequent option years);

At VAFB:

10.7 FTEs for LRSW (3020) (CLIN 0040 base year, and for all subsequent option years);

12 FTEs for 30th LCG (3400) (CLIN 0050 base year, and for all subsequent option years);

10) The following table represents the Government budget (including fee and travel) by Government Fiscal Year in thousands of escalated $. Offerors shall propose realistic costs consistent with their proposed skills mix to meet PWS requirements.

2010 2011 2012 2013 A/T Opt 1

A/T Opt 2

A/T Opt 3

A/T Opt 4

A/T Opt 5

A/T Opt 6

Base yr Opt 1 Opt 2 Opt 3 2014 2015 2016 2017 2018 2019

$18,761 $19,105 $19,652 $20,212 $20,788 $21,379 $21,988 $22,613 $23,255 $23,916

11) Complete the necessary fill-ins and certifications in Sections I through K. Section K shall be returned in its entirety. For Sections B through I, the offeror shall submit only those pages that require a fill-in.

12) If applicable, provide a copy of the letter from the Small Business Administration

(SBA) showing proof of Section 8(a) status.

(c) PART II - TECHNICAL PROPOSAL - Limited to no more than 25 pages. Submit original plus four (4) copies and one (1) virus free CD copy in Adobe (pdf), Microsoft Office Word or Microsoft Office Excel. Microsoft Office Word and Microsoft Office Excel files must be compatible with Microsoft Office Suite 2007. Do not include any cost or pricing data in the technical proposal.

Mission Capability Subfactor 1 - Organizational Methodology -

Organization Narrative. Provide a clear description of any proposed subcontractors, teaming and/or joint venture partner(s) personnel, their specific areas of responsibilities, and percentages of services to be performed under the PWS requirements. Complete the matrix ( Sec L-1 attachment 2) listing both prime and subcontractors areas of responsibilities in relation to the eight task areas, by location (matrix not included in page count). If teaming and/or joint venture are being included as part of the proposal, include a copy of the formal approved teaming and/or joint venture documentation. If formal approved teaming and/or joint venture documentation is submitted ensure that all employee names are blocked out. Approved team and/or joint venture documentation are excluded from the page limitations. Do not identify by name, individuals within your company, or any individuals of proposed subcontractors, teaming and/or joint venture partner(s) that you have identified to perform the contemplated contract (reference Key Positions below).

Subfactor 2: Key Positions. Identify key management and technical positions whose duties are critical to successful contract performance including those minimum named positions identified in SMC H007. Provide rationale for designating them as key positions including management/technical position primary duties, responsibilities and qualifications. Identify management and supervision to the lowest supervisory level. Include in these key positions, the levels of authority to obligate the company. Submit resumes without names using position title instead such as Senior Engineer. Resumes will be evaluated. Resumes are excluded from the page limitations.

Subfactor 3: Workload Fluctuation. Describe your methodology for responding to workload fluctuations necessary to meet mission requirements, during launch periods as addressed in PWS 1.2.1.2.4, 1.3.1.1.1.12, 1.4.2.1.2.4, 1.4.2.1.3.5, 1.4.1.1.2.1 and 1.4.2.1.2.2.

Subfactor 4: Recruitment and Retention: Demonstrate that your company has the knowledge, resources, insight, and ability to attract, retain and motivate highly-qualified, fully trained, professional, and dedicated personnel, at all levels within the proposed organizations structure, to successfully execute the requirements throughout the potential life of the contract. If available, provide as an attachment your company recruitment/retention plan. Recruitment/retention Plan is excluded from the page limitations.

Subfactor 5: Skill mix. Complete Section L-1, Attachment 2 matrix showing the number of FTEs by skill/labor category for each task area at each location and complete the tabbed spreadsheet that identifies the offeror's position description for each category including years of experience and education requirements. This item is excluded from the page limitations.

Subfactor 6: Subcontracting. Large Business offerors shall subcontract no less than 20% of the total number of FTEs on contract to small businesses.

Subfactor 7: Small Business Subcontracting Plan. Only large businesses shall provide a Subcontracting Plan in accordance with FAR 19.704 and Sec H SMC-H033. This item is excluded from page limitations.

1) In accordance with Section H, paragraph SMC-H033, the percent of total small business subcontracted shall be no less than 20% of the number of FTEs on contract. The plan shall state the apportionment of the minimum 20% among the small business types. Minimum content requirements of the plan are addressed in FAR 52.219- 9 and FAR 19.704. In addition to these requirements, the offeror shall include in the plan a table that shows 1) a brief description of the subcontracted effort. 2) the North American Industrial Classification System (NAICS) code assigned by the offeror 3) the type of small business contractor anticipated to be used, and 4) goals expressed in dollars and percentage of total and annual contract value. Small Disadvantaged Business (SDB) subcontracting must be separated into subcontracting under the NAICS Major Groups as determined by the Dept of Commerce (see 19.201 (b)) and all other SDB subcontracting.

2) Prime contractors are to assign a code to each subcontract, based on the nature of the work being subcontracted, using the 2007 North American Industrial Classification System coding manual and the footnotes in 13 CFR 121. Be advised that the contracting officer established 541712 for the basic contract. Subcontracted work which is similar to the basic contract should use 541712. While offerors are not bound to use the same code for all effort that is subcontracted which is similar in nature to the contract code assigned for the prime contract, deviations must clearly fit the description chosen. For example, in a grounds maintenance contract coded as 561730, walkway construction is included in this description. Subcontracted work to build a walkway could either be coded 561730 or 234110 which is highway and street construction. If the subcontracted work is arborist services, however, the NAICS code of 561730 would be appropriate.

3) In all cases, to qualify as a small business, subcontractors must meet the size standard (see 13 CFR 121) for the NAICS code of the subcontract. To further qualify as a small disadvantaged business, or a small HUBZone firm, subcontractors must be certified by SBA. All other types of small business are self-certified.

IV. PART III - PAST PERFORMANCE INFORMATION - Limited to no more than 5 pages per contract listed (Sec L-1 Attachment 3). Only references for relevant and recent past performance are desired. Submit original plus three (3) copies and one (1) virus free CD in Adobe (pdf), Microsoft Office Word or Microsoft Office Excel. Microsoft Office Word and Microsoft Office Excel files must be compatible with Microsoft Office Suite 2007.

(a) The offeror shall provide past performance information as specified in Sec L-1, attachment 3. 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 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 relevant past performance information. Information shall demonstrate customer satisfaction with overall job performance and quality of completed product for same or similar type contract. 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.

(b) Performance Surveys: Provide a list of no more than four (4) of the most relevant offeror (identify as to performance as a sub or prime) contracts (limited to five pages per contract) performed for Federal agencies and commercial customers within the last three (3) years. Also provide a list of no more than three (3) most relevant contracts (limited to five pages per contract) performed by each first-tier subcontractor(s) and/or teammate(s) within the last three

(3) years. Relevant contracts include contracts demonstrating past performance in major space launch programs, preferably on military/joint programs. Experience within the following discipline areas will be considered relevant: mission integration management; systems security and information assurance; systems engineering & integration, systems safety engineering;

systems environmental engineering, product assurance, launch risk management and launch schedule management. Relevancy definitions are provided in Sec M, attachment 1.

(c) 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 present or 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, provide a "roadmap" describing all such changes, including all current and previous CAGE & DUNS codes, in the organization of the company, team partners and major subcontractors. As part of this explanation, show how these changes impact the performance of any efforts the Offeror identifies for past performance evaluation/performance confidence assessment. Since the Government intends to consider present and past performance information provided by other sources as well as that provided by the Offeror(s), the "roadmap" should be both specifically applicable to the efforts the Offeror identifies and general enough to apply to efforts on which the Government receives information from other sources.

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.

Subcontractor Consent is excluded from page count limitations.

V. Proposal Documents Documents submitted in response to this RFP must be fully responsive to and consistent with the following:

(a) Requirements of the RFP (CLINs & PWS) and Government standards and regulations pertaining to the PWS.

(b) Evaluation Factors/subfactors in Section L of this RFP.

(c) Limitation on the number of proposal pages. Pages exceeding the page limitations set forth in this Section L will not be read or evaluated, and will be removed from the proposal.

(d) If there are discrepancies between the offeror's hard copy submittal and its softcopy submittal, the hardcopy submittal shall be considered the offeror's official submittal.

(e) Given the importance of potential OCI issues, offerors are requested to submit their OCI mitigation plans (SMC- L001) and their completed OCI checklists (Section L-1, Attachment 4) Not Later Than 14 days in advance of the proposal due date (deliver to CO at 483 N Aviation Blvd, Bldg 270, rm A2-360, El Segundo, Ca 90245 either in person or by mail, UPS, FedEx) and the offeror will receive CO email acknowledgement of receipt (offeror to provide email address for transmission of receipt). Submit original plus two (2) copies and one (1) virus free CD in Adobe (pdf), Microsoft Office Word or Microsoft Office Excel. Microsoft Office Word and Microsoft Office Excel files must be compatible with Microsoft Office Suite 2007. However, the Government will not accept iterative changes thereafter prior to submittal of the remainder of the proposal. The offeror should insert the CO email acknowledgement in its final proposal package in lieu of the OCI plan to avoid duplicate OCI plan submittals. This does not preclude the offeror from submitting an updated OCI plan, if necessary, with its complete proposal package, providing however, that offeror highlights/annotates any changes from its original submittal. For reference, Sec L-1, Attachment 5 identifies the minimum PWS task areas wherein the Government believes there may be potential for OCI. However, the offeror is ultimately responsible for conducting its own complete analysis of potential PWS OCI issues to ensure a thorough OCI mitigation plan is submitted.

(f) The successful offeror shall provide a letter to the CO at least fifteen days prior to contract award identifying the names and associated positions of all key personnel for the first 365 days of the contract. The CO will review and approve the list relative to the personnel meeting the Key position qualification requirements as specified in the offeror's proposal and ensure they are consistent with the offeror's personnel system qualification requirements for these positions. If successful offeror's list of Key Personnel includes names of personnel that were not originally associated with the proposal resumes, then the resumes of these new individuals must also be submitted to the CO for evaluation and approval.

(g) Format for proposal Parts II and III shall be as follows:

1) The proposals will be 8 1/2" x 11" paper except for fold-outs used for charts, tables, or diagrams, which may not exceed 11" x 17". Page margins shall not be less than 0.5 inches. Foldouts will count as two pages.

2) A page is defined as one face of a sheet of paper containing information.

3) Typing shall not be less than 12 point except data in tables may be 10 point.

4) Elaborate formats, bindings or color presentations are not desired or required.

5) Proposal page count limitations:

A Executive/ Narrative Summary – Limited to 8 pages

(01) Solicitation Exceptions - no limitations

B Part 1 Price Proposal - no limitation C Part II Technical Proposal - Limited to 25 pages

(01) Excluded from page limitation:

Subfactor 2 - Resumes Subfactor 4 - Retention plan Subfactor 5 - Skill mix Subfactor 7 - Small Business Plan

D Part III Past Performance

(01) Limited to five pages per contract listed

(02) Maximum of 4 contracts for prime offeror

(03) Maximum of 3 contracts for each first-tier subcontractor/teammate

(04) Subcontractor Consent – no limitation

E OCI plan – no limitation