Atch_9_Section_L_Instructions_to_Offerors.pdf

SECTION L

INFORMATION TO OFFERORS (ITO)

INSTRUCTIONS FOR PROPOSAL PREPARATION

1.0 Program - Simplified Acquisition of Base Engineering Requirements (SABER)

This procurement is 100% Service Disabled Veteran Owned Small Business (SDVOSB) Set- Aside. For reference, the NAICS code is 236220.

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 Statement of Work (SOW), 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) 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 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.

(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.

2.1 General Information

2.1.1. 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 or as listed below.

AFTC/PZI (ARNOLD)

100 Kindel Drive, Suite A332 Arnold AFB TN 37389-1332 ATTN: Mr. Robert A. Greene

1058964545C Text Box Attachment 9

FA9101-15-R-0002

Solicitation - FA9101-15-R-0002

Fax to (931) 454-7330, ATTN: Robert A. Greene. If emailing, ensure questions are emailed to the following address: robert.greene.17@us.af.mil.

2.1.2. 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 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 CO 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.

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 CO in writing 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.

2.1.4. Electronic Reference Documents

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

2.1.5. Oral Presentations - Not-applicable

2.1.6 Communications

Exchanges of source selection information between Government and offerors will be controlled by the CO. 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 & 3.104” in the Subject line. Otherwise, source selection information will be transmitted via Fax, USPS, FedEx, UPS, or pickup by local Government representative.

All envelopes/boxes used in submitting the proposal must be plainly marked with the solicitation number, the date and time set forth for the Request for Proposals (RFP) and Attn: Robert A.

Greene.

2.2 Organization/Number of Copies/Page Limits

The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 2.2 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 2.2. 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 2.2 - Proposal Organization

VOLUME ITO Paragraph

Number

VOLUME TITLE COPIES PAGE LIMIT

I 3 Executive Summary 1 2 II 4 Past Performance 1 *40 III 5 Cost/Price (Coefficient) 1 **10 IV 6 Representation, Certifications, Acknowledgements

1 4

* See Paragraph 4.1 & 4.3 “General” - Per Relevant Contract/Reference

** Includes Section B - Pgs 3-6

2.2.1 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.

2.2.1.1. 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. Except for the reproduced sections of the solicitation document, the text size shall be no less than 12 point and single spaced. 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 apply to responses to ENs.

2.2.2 Cost or Pricing Related Data - See Paragraph 5 Vol III - Cost/Price - Coefficient

2.2.3 Cross-Referencing

To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal.

2.2.4 Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

2.2.5 Binding and Labeling

Each volume 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 volume 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.

2.3 Electronic Offers - Acceptable - See FAR 52.215-05

2.4 Distribution

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

AFTC/PZI (ARNOLD)

100 Kindel Drive, Suite A332 Arnold AFB TN 37389-1332 ATTN: Mr. Robert A. Greene Solicitation - FA9101-15-R-0002

3.0 Volume I - Executive Summary

In the executive summary volume, the offeror shall provide the following information:

3.1 Narrative Summary

The narrative summary of the entire proposal should be concise. 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 other volumes of the proposal.

3.2 Table of Contents

Include a master table of contents of the entire proposal.

4.0 Volume II - Past Performance

4.1 General

Each offeror shall submit a past performance volume with its proposal, containing past performance information in currently available (letters, metrics, customer surveys, independent surveys, etc.). 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 period, numerous warranty calls, etc. Offerors are cautioned that the Government will use data provided by each offeror in this volume and data obtained from other sources in the evaluation of past performance. Along with the information required in this paragraph, the offeror shall submit a consent letter executed by each subcontractor, teaming partner, and/or joint venture partner, 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.

4.2 Past Performance Questionnaires (PPQs)

The Government will evaluate the quality and extent of offeror's performance deemed relevant to the requirements of the RFP. The government will use information submitted by the offeror and other sources such as other Federal Government offices, Contractor Performance Assessment Reporting System (CPARS) within the Past Performance Information Retrieval System (PPIRS), and commercial sources, to assess performance.

The more efforts meeting the criteria of relevant in the offeror's past performance information, the more relevant that offeror's past performance will be considered. The Government will also consider offeror’s past performance regarding quality, timely performance, management effectiveness, contract administration, compliance with safety standards, and overall performance as reported on PPQs and in PPIRS. The evaluation of past performance information will take into account past performance information regarding predecessor companies, key personnel who have relevant experience when such information is relevant to the instant acquisition.

The offeror shall forward a copy of Attachment 9, "Past Performance Questionnaire" to each reference and include one (1) copy with your proposal. On a separate sheet of paper, offerors shall clearly describe the relevance to this solicitation of each project referenced on the PPQs and submit with the PPQ. Relevance is defined above. The questionnaires must be forwarded to a verified point of contact. Prior to forwarding the questionnaire to each reference, the Offeror shall complete the section entitled, "Section III, "Contractor Information". Offerors are responsible for ensuring that their reference provide completed PPQ information no later than the proposal due date. Completed PPQ can be mailed to AFTC/PZI (Arnold) 100 Kindel Drive Suite A332 Arnold AFB, TN 37389-1332 or by faxing PPQ to 931-454-7330 (Attn: Robert A.

Greene).

4.3 Relevant Contracts - References

Offerors may submit no more than five (5) of the most recent and relevant contracts for the prime contractor and not more than two for each major subcontractor in demonstrating the offerors ability to perform the proposed effort. If the prime is a joint venture, Offerors may submit no more than three references per joint venture partner. Relevant contracts include extensive renovation of facilities of similar size and complexity to include involvement of a minimum of three disciplines (multi-discipline), having a total project cost of $100,000 or greater, and were managed concurrently with other similar projects. Offerors are cautioned that the Government will use data provided by each offeror and data obtained from other sources in the evaluation of past and present performance. 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 period, numerous warranty calls, etc. See Attachment 10, Section M, Paragraph 2, Performance Confidence Assessment in recency and relevance. Furnish the following information for each contract referenced:

4.3.1 Specific Content

Furnish the following information for each contract referenced:

A. Contracting Agency

B. Contract Number

C. Type of Contract

D. Title of Contract

E. Whether offeror performed as Prime or Subcontractor

F. Description of Work

G. Original Contract Dollar Value

H. Current or Completed Contract Dollar Value

I. How many times changed and primary causes of changes

J. Percentage of work completed in-house versus subcontracted

K. Name, Address, Fax and Telephone Number of the Contracting Officer

L. Comments regarding compliance with contract terms and conditions.

M. Comments regarding any known performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

N. Number of punch list items found during final inspection and how fast they were completed.

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.

4.3.2 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 past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal volume a "roadmap" describing all such changes in the organization of your company. A pamphlet or other commercial document describing such reorganizations may suffice. 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 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.

NOTE: 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 joint effort, each party to the arrangement must provide a list of past and present relevant contracts.

5.0 Volume III - Cost/Price - Coefficient

5.1 General Instructions

This section must include Section B of the solicitation (Supplies or Services and Price/Costs) as well as the documentation supporting the coefficients proposed. Your price proposal must be inclusive of all aspects of the proposal, the Government's specifications, special requirements, and other contractual requirements specified in this solicitation. The offeror shall prepare and submit a price proposal that corresponds to all requirements of the RFP. All information relating to pricing data shall be included exclusively in this section.

The price proposal shall consist of coefficients (percentage factors). The coefficients shall be entered in Section B, Supplies or Services and Prices/Costs (Pgs 3 - 6), for CLIN0001, CLIN0002, CLIN0003, CLIN0004, CLIN0005, CLIN0006, CLIN0007, CLIN0008, CLIN0009, CLIN0010, and shall be carried out to three (3) decimal places. The coefficients submitted in Section B must represent all costs associated with the completion of the requirements of the contract including, but not limited to, all direct costs, overhead, G&A, bond premiums, profit, main or home office and on site office expenses (See Section B, Offers, Pages 7 & 8).

5.2 Specific Instructions

A. Detail the percentage of profit included in each coefficient proposed.

B. Detail the overhead and general and administrative (G&A) percentages included in each coefficient proposed.

C. Offerors shall provide a financial plan detailing the means for covering phase-in, initial mobilization, and recurring performance costs based on two (2) different projects of $100,000 each, on-going at the same time one (1) month after contract start. Offerors shall provide, a letter from bonding company showing the Offeror’s capability to provide Payment and Performance Bonds.

Letter will indicate capability to provide payment and performance bonds in the singular amount of $750,000.00, and combined project amount of $6,000,000.00. The bonding capability documentation is not limited as to the number of pages.

D. The non-standard coefficients account for work completed during non-standard work hours.

It is recognized that these conditions result in increased labor costs due to wage premiums or non-productive time.

6.0 Volume IV - Representation, Certifications, Acknowledgements

6.1 Model Contract/Representations and Certifications

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The offeror's proposal shall include a signed copy of the Model Contract. This includes:

6.1.1 Section A - Solicitation/Contract Form

Completion of blocks 14 - 18, 19 (if Applicable), Block 20A, signature and date for Blocks 20B - 20C of Page 2 of Section A. Signature by the offeror in Block 20B constitutes an offer, which the Government may accept. 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. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes.

6.1.2 Section K - Representations, Certifications, and other Statements of Offerors

Completed representations, certifications, acknowledgments and statements.

Prospective contractors shall complete electronic annual representations and certifications at System for Award Management (SAM) accessed via https://www.acquisition.gov as a part of required registration. Prospective contractors shall be registered in the SAM database prior to award of a contract (See FAR 4.1102 - FAR 4.1103).

The CO will validate SAM database on prospective offerors to ensure representation and certifications are complete (Ref: FAR 52.204-8 -- Annual Representations and Certifications).

6.2 Exceptions to Solicitation Requirements

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements (if applicable), 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. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. This information shall be provided in the format and content of Table 6.2.

Table 6.2 - Solicitation Exceptions

Solicitation Document

Page/ Paragraph

Requirement/ Portion Rationale

SOO, SOW, SPEC,

Model Contract, ITO, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

6.3 Other Information Required

6.3.1 Authorized Offeror Personnel

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

6.3.3 Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code; CAGE code; DUNS code;

TIN; and size of business (large or small).

6.3.4 Attachments to the Model Contract

The offeror shall provide the following as attachments to the model contract:

6.3.4.1 Associate Contractor Agreements

Include Associate Contractor Agreements, if applicable.