23R0020 - Attach 10 - Section L.pdf

L-900. Proposal Requirements

INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

I. GENERAL INFORMATION

A. Point of Contacts

The Contract Specialist (CS)/ Contracting Officer (CO) is the sole point of contacts for this acquisition.

Address any questions or concerns you may have to the CS/CO. Written requests for clarification may be sent to the CS/CO as follows:

Contracting Officer: Ms. Carrie R. Williams, Email: carrie.williams.7@us.af.mil

Contract Specialists: Mr. Samuel L. Mendez, Email: samuel.mendez@us.af.mil and Ms. Linda L.

Cavazos linda.cavazos@us.af.mil

B. Communications: Exchanges of information between Government and offerors will be controlled by the Contracting Officer. Email may be used to transmit such information only if the email can be sent encrypted. Otherwise, information will be transmitted via direct mailing or electronically. In order to facilitate the sending and receiving of encrypted emails, offerors must use MS Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your information via encrypted email, you will need to contact the

Buyer/Contracting Officer indicated on the face page of the solicitation prior to that first submittal in order to exchange certificates used for encryption. To ensure the process is working correctly, send a test encrypted message first (without including any information). Otherwise, information will be transmitted via direct mailing or DOD SAFE at https://safe.apps.mil/req.php. When submitting information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

C. Notification/Debriefings

The CO will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the award decision to request a post-award debriefing. However, Offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The CO will notify unsuccessful

Offerors in the competitive range of the decision in accordance with FAR 15.506. Upon such notification, unsuccessful Offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

1. Discrepancies

If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing no later than 10 business days after release date of the solicitation with supporting rationale as well as the remedies the offeror is asking the CO to consider as related to the omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal as received, without discussion. This reservation includes matters of additional or substitute pages of the initial proposal.

2. Oral Presentations Oral presentations will not be used for this requirement.

3. Teaming mailto:carrie.williams.7@us.af.mil mailto:samuel.mendez@us.af.mil mailto:linda.cavazos@us.af.mil https://safe.apps.mil/req.php

All Team Members shall have a signed Teaming Arrangement (TA) or Letter of Intent (LOI). TAs/LOIs must be provided in Volume I, Contract Documentation.

a) Any business entity without a TA or LOI with the Prime is NOT considered a Team Member and will not be evaluated.

b) Mentor-Protégé (M-P) is a relationship and not a business entity. M-Ps require formal TAs or

LOIs to qualify for consideration as a Team Member.

c) A Joint Venture (JV) will be considered a sole business entity. Signed JV documentation must be provided in Volume I, Contract Documentation, and Volume II, Technical.

d) The proposal shall present a complete, coherent presentation of the Team’s ability as applicable.

II. Proposal Format

A. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall submit only one proposal for the Remediation and Release of

McClellan Air Force Base (AFB) Old Magpie Creek Channel South of Magpie Creek as the

Government will review only one (1) proposal per offeror. Electronic Proposals are to be sent through

PIEE using the following link:

“https://piee.eb.mil/sol/xhtml/unauth/search/oppMgmtLink.xhtml?solNo=FA890323R0020 “

Proposals must be received by 772 ESS/PKS, 2261 Hughes Ave Suite 163, JBSA Lackland AFB TX

78236-0853, Attention: Samuel L. Mendez, Linda L. Cavazos and Carrie R. Williams, no later than the date and time specified in Block 13 on the face page of the RFP. Hardcopy proposals will not be accepted. However, offerors are requested to submit Volume III, Past Performance Information, so that it is received ten (10) calendar days prior to the required due date for proposals. Failure to submit Volume

III by the earlier date will not result in offeror disqualification.

III. Volume Organization

A. General: Proposals shall be submitted to the Government in four (4) separate volumes as set forth below:

Volume Title Page Limit Original

I Contract Documentation

Cover Letter Unlimited 1

II TECHNICAL (FACTOR 1)

Subfactor 1 Technical Approach 15 1

Milestone Payment Schedule (MPS) 2 1

Subfactor 2 Management Approach 5 1

III PAST PERFORMANCE (FACTOR 2)

Section A

15 1

Summary Page, Organizational Structure

Change History, Key Personnel, Subcontractor/Teaming Member Consent

Unlimited 1

Form, Client Authorization, Section B of

PPQ Form

IV COST/PRICE (FACTOR 3) Unlimited 1

In addition to the page limitations set forth above, proposal volumes shall comply with the following format:

1. The proposal package must show the time and date specified for receipt. Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume, i.e. I, II, III, etc.

Proposals shall be in the English language and all monies shall be proposed in United States dollars.

2. Print shall be no smaller than a font size of 10. Paper size shall be 8 1/2” X 11,” excluding any drawings, diagrams, and/or supporting illustrations, spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets shall not be greater than 11” x 17.” Each volume within the proposal shall be separately tabbed and identified. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively. Elaborate formats, bindings, color presentations are not desired or required. A page printed on both sides will count as two (2) pages. If page limits are exceeded, the excess pages will be destroyed and will not be read or considered in the evaluation of the proposal. All proposal information shall be submitted in either MS Word or PDF form.

3. The page limitation for Volume II, Technical Proposal is 22 pages. This section is limited to 15 pages for Subfactor I, two (2) pages for Milestone Payment Schedule (MPS) and 5 pages for

Subfactor II. The page limitations include any cover page, charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any table of contents or list of acronyms (if utilized). Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation or sent back to the offeror.

4. Page limitations may be placed on responses to Evaluation Notices (ENs), if issued. The specified page limits for EN responses will be identified in the letters forwarding the ENs to offerors or on the EN form itself.

5. Each page containing proprietary information should be so marked.

6. Submission of proposal packages shall be through PIEE. Submission of PPQ/CPAR information due on 29 September 2023 may be submitted via email to the below POCs only.

• Samuel Mendez – Contract Specialist – samuel.mendez@us.af.mil

• Linda Cavazos – Contract Specialist- linda.cavazos@us.af.mil

• Carrie Williams – Contracting Officer - carrie.williams.7@us.af.mil

B. Volume I, Completed RFP

1. General: Volume I, Completed RFP shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require “fill in” information are appropriately mailto:samuel.mendez@us.af.mil mailto:linda.cavazos@us.af.mil mailto:carrie.williams.7@us.af.mil completed, including the proposed prices associated with the contract line items in the Schedule B of the RFP.

1.1. Offerors shall provide a cover letter in their proposal to include current points of contact (Contract

Manager and Program Manager), cage code, mailing address, current e-mail address and phone number.

Provide the name, title, telephone number and email address of the company point of contact regarding decisions with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

1.2 If Teaming, offeror shall submit a team list of the Offeror’s POCs using the format in Attachment 10.

1.3 Offerors shall also confirm proposal validity for 120 days.

2. Cross Reference Matrix: The offeror shall fill out the cross reference matrix at RFP Attachment 9 indicating where in its proposal the information can be found as it relates to the RFP. The cross reference matrix will be utilized as a tool to show critical interrelationships and dependencies among the technical requirements document (Statement of Work (SOW)), the Contract Line Item Number (CLIN), the

Contract Data Requirements List (CDRL), Section L (Instructions to Offerors or Proposal Requirements), and Section M (Evaluation Basis for Award). The cross reference matrix will help an offeror ensure it has responded to all the evaluation criteria and proposal submittal requirements identified in the solicitation.

If the matrix conflicts with any other requirement, direction, or provision of this solicitation, the other reference shall take precedence over the matrix. Additionally, to the extent the matrix discloses details as to the manner by which the Government intends to evaluate the offeror’s proposals for award, Section M references in the matrix are for informational purposes only, and the Government shall be obligated to evaluate proposals solely in conformance with Section M of the solicitation.

C. Volume II, Technical Proposal

1. General: The written technical proposal shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. 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 the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the offeror’s technical proposal.

2. Format and Specific Content: The following information shall be provided in the written technical proposal and will be evaluated to assess the proposed technical approach and associated technical risk in accordance with Section M, Paragraph II, Evaluation Factors for Award. The written technical proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements set forth in the Remediation and Release of McClellan Air Force Base (AFB) Old

Magpie Creek Channel South of Magpie Creek SOW. For each subfactor, the offeror shall identify risks, if any, associated with the proposed approach and actions the offeror will take to mitigate the identified risks. If no risks/mitigations are identified in the offeror’s proposal, it indicates the offeror does not consider there to be any risk associated with their proposed approach. Offerors shall include their technical narratives for FACTOR 1. The technical narrative portion shall be in the same exact order as the tasks identified within the SOW.

SUB FACTOR 1 - Technical Approach: Offeror shall provide a sound approach that is technically appropriate based on current site conditions, is consistent with the Government’s objectives, and provides an explanation in sufficient detail to support Government evaluation of how the objectives and requirements in the SOW and other applicable agreements will be met or exceeded while ensuring protection of human and ecological health, to include maintaining regulatory compliance. The technical approach shall not exceed fifteen (15) pages.

Milestone Payment Schedule (MPS): Offeror shall submit a proposed Milestone Payment

Schedule (MPS) detailing the specific milestones and payment dates anticipated based on completion of requirements of the SOW. The MPS shall not exceed two (2) pages.

SUB FACTOR 2 – Management Approach: Offerors shall submit a management approach detailing how they plan to accomplish all the requirements of the SOW. The management approach shall not exceed five (5) pages. At a minimum, the Offeror shall provide a comprehensive Management

Plan and Key Personnel Qualifications. The Project Management Plan shall include a qualified field and management team, including key personnel with relevant experience to efficiently and effectively achieve the proposed performance objectives and milestones as scheduled, manage the requirements, and ensure quality services and deliverables.

D. Volume III, Past Performance

1. General: The offeror shall submit Present and Past Performance Information for itself and any joint venture member, as well as each proposed subcontractor in accordance with the format contained in the

Past Performance Questionnaire (PPQ) (RFP Attachment 2) and the following paragraphs. The evaluation of the offeror’s/joint venture member’s present/past performance may include the present/past performance of any subcontractor(s), vendor(s)/supplier(s) even though they may perform major or critical aspects of this requirement. The offeror shall address past performance associated with those aspects of the offeror’s technical approach. Offerors are advised the Government will use data provided by each offeror and their subcontractors/partners and data obtained from other sources in the evaluation of past performance.

2. Specific Content: The requested present and past performance information shall be provided in a separate volume labeled "Volume III - Past Performance". A summary page shall be provided for this acquisition, describing the proposed role of the offeror, any joint venture member and subcontractor (nature of work and percentage of overall work). Each offeror/joint venture shall complete a Past Performance Questionnaire for five (5) (Maximum of 5 total at least 2 from Prime) active or completed contract in the past five (5) years from the issuance date of the RFP, that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds five (5), each offeror/joint venture shall address its five (5) most recent and relevant contracts.

3. Organizational Structure Change History: The evaluation of the offeror’s/joint venture member’s present/past performance may include the present/past performance of any predecessor companies, affiliates, other divisions or corporate management, management if the offeror’s past performance volume demonstrates the company, affiliate, or division will provide the offeror with resources for the instant proposed effort, such as workforce, management, facilities, or other capabilities demonstrating direct and meaningful involvement in the performance of the instant proposed effort. Many companies have acquired, been acquired, or otherwise merged with other companies and/or reorganized divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the period of performance of relevant past efforts or between the conclusion of recent past efforts and this acquisition. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, offerors shall include detailed information describing all such changes in the organization of the offeror’s company. As part of this explanation, show how these changes impact the relevance of any efforts identified for past performance evaluation.

The Past Performance Questionnaire shall clearly indicate the division or corporate organization that performed or is presently performing the contract. Contracts listed may include those with the Federal

Government, state and local governments or their agencies, and commercial customers.

4. Key Personnel: The evaluation of the offeror’s/joint venture member’s present/past performance may include the present/past performance of any key personnel, even though they may perform major or critical aspects of this requirement. Offerors, joint venture members, or subcontractors that are newly formed entities (in existence less than three (3) years from the issuance date of this solicitation) who either have no prior contracts or do not possess relevant corporate past performance, but have key personnel with relevant past performance while employed by another company, may demonstrate the performance of such key personnel by submitting Past Performance Questionnaire for five (5) of their most recent and relevant contracts under which such key personnel performed the same role currently being proposed on the instant acquisition and this performance occurred during the past three (3) years from the issuance date of this solicitation. Note however, that the quality of the key personnel’s performance under the submitted contract must be able to be verified by the Past Performance Team in order to be considered in the assessment of confidence. Any such key personnel must already be employed by the offeror /joint venture member, or in the case of a subcontractor, must already be employed by the subcontractor; a letter of intent to hire does not constitute employment.

5. Subcontractor/Teaming Member Consent Form: In addition to the information provided in the Past

Performance Questionnaire for each entity as required above, the offeror must submit a consent letter executed by each of its proposed teaming member(s) and/or subcontractors authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond.

A sample Subcontractor/Teaming Partner Consent Form is attached to this RFP (see RFP, Attachment

8). The consent form shall be completed by the team member(s) and/or subcontractors identified in your proposal. The completed consent forms shall be submitted as part of your Past Performance Volume III.

6. Past Performance Questionnaire: The offeror/joint venture member or subcontractor, if applicable, shall focus its Past Performance Questionnaire responses so that they clearly correlate present and past performance with the requirements of this RFP. The Past Performance responses must clearly describe the relevance of the effort to the work proposed. The answering space on the Past Performance

Questionnaire Section A for the offeror may be expanded so that the filled-in for each relevant contract covers no more than three (3) 8 ½ x 11 inch pages. If the offeror is submitting a previously completed

PPQ form that does not include the information requested in Section A of the PPQ form, the offeror shall provide this information and not exceed more than three (3) pages per PPQ submittal or a total of fifteen

(15) pages maximum. Section B of the PPQ is not subject to any page limitations. At least two of the following (in descending order of availability) should be identified as current POCs:

(a) Procuring Contracting Officer/Contract Negotiator or equivalent

(b) Program/Project Manager, or equivalent

(c) Administrative Contracting Officer/Contract Administrator or equivalent

(d) Other (As specified in your FACTS Sheet)

If problems were encountered during the performance of the identified contracts, provide evidence of the ability to isolate the root causes of problems and a description of programs or actions taken to resolve those causes. Problems not addressed but found by the Government during the evaluation of the information in this volume, will be assumed to still exist. Note: In the case of Contractor Performance

Assessment Report System (CPARS), if your input has already been provided and the rationale/circumstances have not changed, DO NOT repeat them here.

The Present/Past Performance Questionnaire (see RFP Attachment 2) will be one means used by the

Government to obtain present/past performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s). In the event that commercial contracts are presented as present/past performance sources of information, a client authorization letter shall be prepared for those commercial POCs requesting/authorizing them to complete a Present/Past Performance Questionnaire when sent by the Government. A sample client authorization letter is attached as RFP Attachment 6. The client authorization letter(s) for each commercial contract shall be included in the offeror’s Present/Past Performance submission to indicate the commercial client has been notified of the forthcoming questionnaire.

7. Client Authorization Letter: In the event that commercial contracts are presented as present/past performance sources of information, a client authorization letter shall be issued to those commercial

POCs requesting/authorizing them to complete a Present/Past Performance Questionnaire. A sample client authorization letter is attached to this RFP (see RFP Attachment 6). The offeror is required to send the client authorization letter(s) with the Present/Past Performance Questionnaire(s) to each POC on commercial contracts. A separate copy of client authorization letter(s) for each commercial contract shall be included in the offeror’s Present/Past Performance submission for the Government’s use in case additional questionnaires need to be sent by the Government after the RFP due date.

8. Follow-up Discussions: The Government may conduct follow-up discussions with any of the people identified in the Past Performance Questionnaire or in the offeror’s Present/Past Performance Volume.

Pursuant to FAR 15.305(a)(2)(ii), the Government may obtain other information by sending out additional questionnaires and through other sources, other than those listed within the Past Performance

Questionnaires.

E. Volume IV - Cost/ Price Proposal

1. Certified Cost and Pricing Data is not required under this competitive acquisition; but, if only one proposal is received, cost and pricing data may be required (which may include other than cost and pricing data or certified cost and pricing data). All information relating to the proposed price including all supporting documentation must be included in the section designated as the Cost/Price

Volume. Information beyond that required by this section shall not be submitted unless you consider it essential to document or support your price position. Any cost or pricing information submitted shall be addressed ONLY in the pricing section.

2. The offeror shall submit the following information in the cost/price proposal:

• Complete SCHEDULE B of the solicitation and detailed price model (Excel) o All proposed dollar amounts shall be rounded to nearest whole dollar. If labor rates are included with price model rounding will be rounded to the nearest cent.

• Offeror shall provide sufficient rationale describing how prices were developed (such as assumptions, historical data, projections, expertise, management decisions, etc.).

o Explain the methodology used to estimate the prices in the development of the proposed pricing.

o Ensure compliance with applicable Wage Determination (WD) and any labor laws.

Identify any job categories/skill level proposed and provide any cross reference to tie between the labor categories/skill levels listed in applicable WD.

o Where price estimates are based on past experience, identify the past experience, explain how the past experience relates to the current effort including similarities and difference and how price data available from past experiences was adapted to the current pricing effort.

o All significant assumptions (including indirect rates for the offeror’s appropriate accounting period, volume or location discounts), scope limitations and/or qualifications of the pricing proposal shall be addressed and explained. If there are no proposed price assumptions, then state accordingly.

o Include a list of the proposed subcontractors identifying the supplier, description of the effort and type of contract. Include a detailed explanation of the prime’s determination of proposed subcontractor or vendor pricing considered fair and reasonable. Include a detailed description for evaluating subcontractor/vendor pricing in your determination of fair and reasonable pricing.

o Provide an explanation of how indirect costs, general & administration (G&A), and profit are applied to subcontractor proposal pricing and if all subcontractor costs

(including indirect costs, G&A and profit) are included as a total subcontract amount.

o Material, equipment and or tooling is necessary to meet the requirements is the contractor’s responsibility to obtain that material, equipment and/or tooling. Include all assumptions regarding materials, parts, and manpower provided by contractors

(prime contractor, subcontractors and/or vendors).

o If proposed prices to perform the proposed effort have been decreased due to a management decision, provide a summary of the reduction by major pricing element

(e.g. material, labor, overhead, profit, etc.). Provide complete rationale for the reduction. Provide the estimated dollar and percentage of the reduction, explaining how such reductions are ensured not to increase performance risk to the government.

o Identify any cognizant Defense Contract Audit Agency (DCAA) and Defense

Contract Management Agency (DCMA) office for administration of any of the offeror’s government contracts.

• Offer may include other documentation considered by offerors to be essential for support of proposed prices. Offerors are requested to address any proposed prices which reflect a business decision to offer prices at or below cost.