Attachment_7 _Section_L.pdf

FSS

FA9101-14-R-0200

Attachment 7

SECTION L

AEDC-L001. INFORMATION TO OFFERORS (ITO) (AUGUST 2014)

L-1.0. Program

This acquisition is for the Facility Support Services (FSS) at Arnold Engineering Development Complex (AEDC), Arnold Air Force Base, Tennessee. These services include fire protection, emergency services, security forces, visitor control center services, information protection, operations center, command and control (C2) element, environmental management, safety, occupational medicine, industrial hygiene, logistics management, base supply, vehicle management, janitorial services, grounds maintenance, and refuse collection. The AEDC mission is to provide developmental test and evaluation (DT&E) to Air Force Materiel Command (AFMC), other Air Force Major Commands (AF MAJCOMs), Department of Defense (DoD), and other users. AEDC also performs tests for foreign governments and companies when so required. For the past 60 years, the FSS services were included in the operations and maintenance contracts at AEDC. However, the current single consolidated contract is now being separated into six efforts, one of which is the FSS acquisition. AEDC is a test facility of the DoD Major Range and Test Facility Base (MRTFB) managed by the Air Force as outlined in DoD Directive 3200.11.

L-1.1. Budget / Funding Information

These services are continuing in nature and are necessary for operations at AEDC. All the efforts included in this contract are efforts for which Congress has consistently appropriated funds. Total resources available in any fiscal year are based upon a budget subject to congressional approval and funding allocation to AEDC. Contract modifications for budget shortfalls may occasionally be necessary but are not anticipated.

The Government estimate of full-time equivalent (FTE) employees required for this effort is shown in the table below. These FTE estimates are approximate and are provided for Offerors only. This estimate is only provided as a reference to allow Offerors to better understand the general scope of this effort from the Government’s perspective.

FTEs

Security Forces and Visitor Control 57

Industrial Security 8

Environmental (Natural Resources) 4

Environmental (Compliance) 12

Environmental (Pollution Prevention) 1

Fire Dept Operations / Emergency Services 48

Grounds Maintenance 7

Occupational Health / Industrial Hygiene 2

Custodial Services 23

Refuse Collection and Disposal 2

Logistics Mgmt / Base Supply 44

Vehicle Management 19

Operations Center / Command & Control (C2) 12

Safety 6

L-2.0. General Instructions

(a) The Offeror's proposal must include all data and information requested by this 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 solicitation. 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) Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired.

(d) The proposal acceptance period is specified in Section A of the solicitation. The Offeror shall make a clear statement in Section A of the contract documentation volume that the proposal is valid for a period of not less than 240 calendar days from release of the Request for Proposal (RFP). This period may be extended upon the mutual agreement of the Offeror and the Contracting Officer.

(e) 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.

L-2.1. General Information

L-2.1.1. Point of Contact

The Contracting Officer, Ms. Kathy Swanson, is the sole point of contact for this acquisition.

Address any questions or concerns you may have to the Contracting Officer at aedc.sso@us.af.mil .

L-2.1.2. Debriefings

The Contracting Officer 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 source selection 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 Contracting Officer will notify unsuccessful Offerors in the competitive range of the source selection 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.

L-2.1.3. 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 Contracting Officer in writing with supporting rationale as well as the remedies the Offeror is asking the Contracting Officer to consider as related to the omission or error.

L-2.1.4. Discussions

The Government intends to evaluate proposals and award a contract without discussions with Offerors whose proposals have been determined to be within the competitive range. The Government, however, reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition. Therefore, the Offeror’s initial proposal should contain the Offeror’s best terms from a price and technical standpoint.

L-2.1.5. Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FBO) website at https://www.fbo.gov. Potential Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

In addition, a competition library was established on the AEDC public website, www.arnold.af.mil/toslibrary, where a significant amount of unclassified information is available to potential Offerors.

L-2.1.6. Communications

Exchanges of source selection information between Government and Offerors will be controlled by the Contracting Officer. Email may be used 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 and 3.104” in the Subject line. Otherwise, source selection information will be transmitted via other means as appropriate.

L-2.2. Specific Information

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 subfactors. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The response shall consist of three (3) separate parts; Part I - Price Proposal, Part II - Technical Proposal, and Part III - Past Performance Information.

L-2.2.1. Organization / Number of Copies / Page Limits

L-2.2.1.1. The Offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 2.1 below). The titles and contents of the parts shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 2.1. The attachments identified in the table shall be separately bound in three-ring, loose-leaf binders, as necessary. The contents of each proposal volume are described in the ITO paragraph as noted in the table below:

Table 2.1 - Proposal Organization

PART

ITO Paragraph

Number

PART TITLE

COPIES

(Electronic / Paper)

PAGE LIMIT /

GOAL

I L-3.1 Price (2 / 5) NA II L-3.2 Technical (2 / 5) 100 / NA III L-3.3 Past Performance (2 / 5) NA

L-2.2.1.2. Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and excess paper copies will be returned to the Offeror as soon as practicable. Page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the Offerors. Each page shall be counted except the following: Cover pages, tables of contents, glossaries, tabs, the cross-reference matrix, and the Contract Performance Work Statement.

L-2.2.1.3. 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 x 11 inches, not including foldouts. Pages shall be typed with single line spacing. Except for the reproduced sections of the solicitation document, the text size shall be no less than 12-point Times New Roman 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. Pages shall be numbered sequentially by volume.

These page size and format restrictions shall also apply to responses to ENs. These limitations shall apply to both electronic and hard copy proposals.

(b) Legible tables, charts, graphs, and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page, i.e., information shall only be on one side of the page. Foldout pages may only be used for large tables, charts, graphs, diagrams, and schematics not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than 8 point. These limitations shall apply to both electronic and hard copy proposals.

L-2.2.1.4. Binding and Labeling

Each part of the proposal should be separately bound in a three-ring, loose leaf binder permitting the volume to lie flat when open. Staples shall not be used. A cover sheet should be bound in each book, clearly marked as to part number, title, copy number, solicitation identification, and the Offeror's name. The same identifying data should be placed on the spine of each binder. All unclassified document binders shall have a color other than red or other applicable security designation colors. Be sure to 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.

L-2.3. Electronic Offers

The content and page size of electronic copies must be identical to the hard copies. For electronic copies, indicate on each CD the part number and title. Use separate files to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any.

The Offeror shall submit parts I through III in electronic format, using virus-free CD-R. The Offerors shall not use CD-RW. Each part 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 and searchable by Adobe Acrobat Version

9.0 or later, Microsoft (MS) Office Word 2010, MS Office Excel 2010, MS Office Project 2010, and MS Office Power Point 2010, as applicable. In the event there are any discrepancies between the hard copies and the electronic copies of the proposal, the hard copies will be used for evaluation.

L-2.4. Distribution

The "original" proposal shall be identified. Proposals shall be addressed to the Contracting Officer and mailed or hand carried to:

AEDC/SSO

Attn: Ms. Kathy P. Swanson 1307 Schriever Avenue Arnold AFB TN 37389-5100

L-2.5. Determination of 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 data 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 cost data to the extent necessary for the contracting officer to determine the reasonableness and affordability of the price.

L-3.0. Specific Instructions

L-3.1. Part I – Price Proposal

L-3.1.1. Complete blocks 13, 15, 16, 17 and 18 of the RFP Section A, Standard Form 33 (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.

L-3.1.2. Insert proposed unit and extended prices in Section B for each Contract Line Item Number (CLIN) or SubCLIN (SCLIN), including all option periods. The extended amount must equal the whole dollar unit price multiplied by the number of units. All displayed dollar amounts shall be rounded to the nearest dollar.

L-3.1.3. Complete the necessary fill-ins and certifications in Sections I through K. Section K shall be returned in its entirety. For Sections C through I, the offeror shall submit only those pages that require a fill-in.

L-3.1.4. As required by Section M-2.2.1.5, FAR Clause, 52.222-46, Evaluation of Compensation for Professional Employees, Offerors shall submit a total compensation plan setting forth salaries and fringe benefits proposed for the professional employees who will work under the contract.

L-3.1.5. If applicable, provide a copy of the letter from the Small Business Administration (SBA) showing proof of Section 8(a) status.

L-3.1.6. Defined Benefit Pension Plan

The FSS contractor will be a participating employer in the AEDC Multiple Employer Defined Benefit Pension Plan (see Section H099, Multiple Employer Defined Benefit Pension Plan). The costs associated with the plan will be reimbursed each year of the contract under the Contract Line Item Number (CLIN) for Defined Benefit Pension Plan (DBPP). Inclusion of the DBPP presents special challenges in pricing of the fixed-price CLINs. Therefore, the price of each CLIN should only include the full cost of labor, material, and supplies. Since the pension will be separately reimbursed, none of the fixed-price CLINs should be priced to include pension amounts. Offerors shall include $1,600,000 in each reimbursable CLIN for the DBPP contribution and administrative costs for the base period and each option year of their proposal.

This amount is the Government’s estimate of annual costs for the DBPP.

L-3.2. Part II – Technical Proposal

L-3.2.1. Subfactor 1: Management Approach:

Provide a description of your management approach to provide a sound organization, sufficient staffing with appropriate qualifications, and performance management process to successfully manage those aspects of your work that depend on or are depended on by the Government and / or one or more of the other contractors supporting AEDC’s mission and vision.

Demonstrate planning, controlling, directing, and integrating sufficient to accomplish the requirements identified in the PWS.

Provide a process that will be used throughout the life of the contract to recruit / retain / replace personnel who have the knowledge, experience, training, and technical expertise / certification / security clearances commensurate with the requirements of the PWS. Specifically, address capability to provide experience / expertise with Operations Center and Command and Control (C2) Element functions.

Demonstrate a performance management approach that plans for early identification and analysis, prevention / mitigation, and monitoring for potential performance deficiencies.

Provide an adequate description of the teaming arrangements with any subcontractors or joint ventures including the organizational relationship and the responsibilities between the prime, subcontract, and / or joint venture partner employees.

Identify the Offeror’s key interfaces with multiple contractor and Government entities and the associated contractual issues. Discuss how the Offeror’s approach will manage these interfaces.

Address any risks that are considered likely to have a significant adverse impact to cost, schedule, or performance relating this subfactor. The proposal shall effectively identify risk mitigating strategies in a detailed risk management plan.

L-3.2.2. Subfactor 2: Transition Management:

Provide a detailed plan that addresses the transition from the current organization, contract structure and workforce, and workload to those which will be in place by contract start date. Discuss how the Offeror will ensure no interruption or degradation in delivery of services that meet the FSS requirements.

Provide an effective time-line schedule with sound rationale, which addresses the start and completion of each event for the transition period (e.g., interviewing, hiring, human resource actions, training, and acquisition of equipment).

Provide a plan on how your company intends to meet eligibility requirements in order to be processed for a Top Secret Facility Clearance Level (FCL) or if necessary an interim FCL.

Address the timelines involved and the impact to mission performance.

Address any risks that are considered likely to have a significant adverse impact to cost, L-3.2.3. Subfactor 3: Technical Operations and Compliance:

Submit a Contractor Performance Work Statement (CPWS) and proposal describing how you will deliver services covering all sections of the PWS and satisfying all applicable compliance documents.

Provide a plan on your process for determining position sensitivity requirements and procedures relating to suitability and fitness for employment, physical access to controlled facilities, and logical access to information. Include classified access, DoD Homeland Security Presidential Directive-12 (HSPD-12) requirements and other position of public trust requirements.

Address any risks that are considered likely to have a significant adverse impact to cost, L-3.3. Part III – Past Performance Information

L-3.3.1. Part Organization

The Past Performance part shall be organized according to the following general outline

Table of Contents

Summary (Not to exceed two pages. See Para L-3.3.2)

Past Performance References (See Para L-3.3.3.1)

PPI Submission (See Para L-3.3.3.2)

Relevant and Recency Determination (See Para L-3.3.3.3)

Relevancy Matrix (See Para L-3.3.3.4)

Organizational Structure Change History (See Para L- 3.3.3.5)

Consent Letters. Consent letters executed by each joint venture partner, major subcontractor, and key management personnel authorizing release of adverse past performance information so the Offeror can respond to such information.

A sample consent letter is provided as Attachment L-5.

Client Authorization Letters. Client authorization letters for each identified effort for a commercial customer authorizing release to the Government of requested information on the Offeror's performance.

List of Questionnaire Recipients (See Para L-3.3.3.2)

L-3.3.2. Summary. Describe roles of Offerors and all subcontractors, teaming partners, or joint venture partners requiring past performance information IAW Para L-3.3.3.1.

L-3.3.3. Past Performance Information (PPI) Sheets (See Attachment L-1).

L-3.3.3.1. Number of PPI References. Offerors shall submit information in the Past Performance Tool, Relevancy Matrix, Consent Letters, Authorization Letters, and List of Questionnaire Recipients on contracts considered most relevant in demonstrating the ability to perform facility support services. This information is required on Offerors, subcontractors, or joint venture partners considered relevant to overall successful performance. Offerors may submit not more than five recent and relevant contracts for the prime contractor (including joint venture partners) and not more than two for each major subcontractor. For purposes of proposals only, a major subcontractor is defined as a subcontractor, other than the Offeror itself, that will be responsible for one or more of the performance requirements as stated in the PWS. Offerors are cautioned that the Government will use data provided by each Offeror in this part and data obtained from other sources in the evaluation of past performance.

L-3.3.3.2. PPI Submission. Offerors must use the past performance information tool, which they shall download from the FSS RFP posting to Federal Business Opportunities (FBO) at https:www.fbo.gov for their electronic proposal submittal of relevant past performance contract information. Offerors shall provide hard copies of the pages generated from this tool as part of their Past Performance part. Offerors shall save the PPI database file as Offeror name-part name (PPI)-FSS.mdb (e.g., XYZ Company-Past Performance Part (PPI)-FSS.mdb) to submit as part of the electronic copy of the Past Performance Volume. Once complete, PPI sheets and past performance questionnaires (PPQs) will be treated as source selection information in accordance with FAR Part 3.104.

Offerors shall send PPQs on each identified contract to the points of contact for that contract. If the identified contract was a Government effort, please send to the Program Manager and Contracting Officer. This questionnaire is contained at Attachment L-2, Past / Present Performance Questionnaire. Provide a list of questionnaire recipients to include POCs and phone numbers.

Responses to questionnaires and the Past Performance Part are to be provided directly to the FSS Contracting Officer not later than 30 calendar days after release of the RFP.

PPI concerning subcontractor and teaming / joint venture partners cannot be disclosed to a private party without the subcontractor’s or teaming / joint venture partner’s consent. Because a prime contractor is a private party, the Government will need that consent before disclosing subcontractor / teaming / joint venture partner to the prime during exchanges. Therefore, the Offeror shall submit a consent letter executed by each teaming / joint venture partner and major subcontractor authorizing release of adverse past performance information to the Offeror, so the Offeror can respond to such information. For each identified effort for a commercial customer, the Offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the Offeror's performance.

L-3.3.3.3. Relevant Contracts and Recency Determination

Offerors shall submit information on up to five recent contracts deemed relevant in demonstrating the ability to perform the full range of capabilities IAW FSS PWS requirements and explain how / why the referenced contracts are relevant (including joint venture partners). Also provide Past Performance Information on up to two recent contracts for each of your major subcontractors that you consider most relevant in demonstrating their ability to perform the proposed effort. To be recent, the effort must be ongoing or must have been performed during the past three years from the date of issuance of this solicitation. For a description of the characteristics or aspects the Government will consider in determining recency and relevancy, see Section M, provisions M-

2.4.1 and M-2.4.2.

Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort and to what aspects of the proposed effort they relate. This may include a discussion of efforts accomplished by the Offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to a limited or no confidence rating, since the problems encountered may have been on a more complex program, or an Offeror may have subsequently demonstrated the ability to overcome the problems encountered. The Offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. This may allow the Offeror to be considered a higher confidence candidate. For example, submittal of quality performance indicators or other management indicators that clearly support that an Offeror has overcome past problems is required. Categorize the relevant information into the specific Technical subfactors and Cost / Price factor used to evaluate the proposal.

L-3.3.3.4. Relevancy Matrix

The Offeror shall provide a completed relevancy matrix (see Attachment XX). Provide not more than five recent and relevant contracts for the prime contractor (including joint venture partners) and not more than two for each major subcontractor. The relevancy matrix will be used to establish the relevance of present and past efforts.

L-3.3.3.5 Organizational Structure Change History

Many companies have acquired, have been acquired by, or otherwise merged with other companies or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant current 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, include a "roadmap" describing all such changes in the organization of your company, or joint venture partner and proposed major subcontractors. 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 present and past performance information 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.

L-3.3.4. No Applicable Past Performance Information

If an Offeror has no recent or relevant past performance information, they should so state that in this part. However, the Government reserves the right to determine whether any relevant past performance information exists and is relevant.

L-4.0. Documents submitted in response to this RFP must be fully responsive to and consistent with the following:

L-4.1. Requirements of the RFP (CLINs and PWS) and Government standards and regulations pertaining to the PWS.

L-4.2. Evaluation Factors for Award in Section M of this RFP.

L-5.0. Attachment to Model Contract

L-5.1. Contract Performance Work Statement (CPWS)

A PWS is provided as Attachment 1 to the solicitation. The PWS represents the Government's minimum requirements for the FSS Program. The Offeror shall use the Government-provided PWS and alter it to develop a CPWS which includes their proposed technical solution(s) for meeting the minimum requirements of the FSS effort. This CPWS then expands upon minimum requirements and ensures the Government has a complete, accurate, and accountable CPWS over the life of the contract to ensure accountability for achieving results that are in compliance with the cited documents and a thorough explanation of the Offeror’s approach. The proposed CPWS shall consist of succinct statements, which define the tasks required for the FSS Program. Each tasking statement shall reference any CDRL items which will be delivered by that task. The proposed CPWS shall not contain informational notes, as the Technical part provides ample opportunity for discussion and description of the Offeror's approach. The Offeror’s proposed CPWS shall be in the Offeror’s Technical part (see L-2.1) but will not be included in page count.

The proposed CPWS, when accepted by the Government, will be put on contract at award.