FAR 52.212-1 Instructions to Offerors Addendum.pdf

ADDENDUM to FAR 52.212-1-INSTRUCTIONS TO OFFERORS

A. Proposal Submittal and Inquiries

1. Proposals shall be submitted prior to the closing date and time which is NOT LATER THAN 12:00 P.M. (noon) CENTRAL DAYLIGHT TIME on 30 April 2025.

2. All proposals shall be submitted electronically via email to the attention of both the following:

Contract Specialist: Tim Hallahan, timothy.d.hallahan.civ@army.mil

Contracting Officer: Ralph Bowie, ralph.m.bowie.civ@army.mil

3. Offerors shall review the solicitation and its amendments (if applicable) and submit only written questions and/or comments with the Subject Line Reference:

Questions/Comments/Exceptions for EFMP Respite Care Provider Services, W9124J-25-R- EFMP. All inquiries, questions and or comments shall be directed to the attention of both the following:

Contract Specialist: Tim Hallahan, timothy.d.hallahan.civ@army.mil

Contracting Officer: Ralph Bowie, ralph.m.bowie.civ@army.mil

The deadline for the submittal of all Questions/Comments/Exceptions is Thursday, 24 April 2025 at 12:00 P.M. (noon) CDT.

B. General Instructions

1. The selection of a source for award purposes will be conducted utilizing Lowest Price Technically Acceptable (LPTA) source selection (negotiated) procedures as delineated in FAR subpart 15.3, “Source Selection”. Offers will be evaluated using the criteria under ADDENDUM 1, “Evaluation Factors for Award”. Noncompliance with the Request for Proposal (RFP) requirements may hamper the Government’s ability to properly evaluate the proposal and may result in elimination of the proposal from further consideration for contract award.

2. The Offer. The submission of the documentation specified will constitute the offeror's acceptance of the terms and conditions of the RFP, the Performance Work Statement and contract type.

3. It is the Government's intention to award without discussions. Offerors are encouraged to present their best technical proposal and price in their initial proposal submission. However, in accordance with FAR 15.306, should discussions become necessary, the Government reserves the right to hold them. If this occurs, a competitive range will be determined, and offerors will be notified. The competitive range may be limited for purposes of efficiency IAW FAR 15.306(c)(2).

4. Instructions outlined in paragraph C below, prescribe the format for the proposal, and describe the approach for the development and presentation of proposal data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of proposals.

5. If an offeror believes that the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise deemed unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

6. All referenced documents for this solicitation are available on the SAM.gov website at https://sam.gov/. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

7. 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. The Contracting Officer will notify offerors who were in the competitive range of the source selection but were not selected for award in accordance with FAR 15.503(b). Upon such notification, unsuccessful offerors may request and receive a debriefing in accordance with the requirements of FAR 15.506. The Contracting Officer will notify offerors who are not selected for award in writing.

C. Proposal Preparation Instructions:

1. The offeror’s proposal shall consist of Three (3) Volumes:

Volume I – Technical Capability

Volume II - Past Performance

Volume III - Cost/Price

2. Proposal Format

(a) Offerors shall submit an electronic copy of their proposal via e-mail.

(b) Exceptions. Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors found in FAR 52.212-2 Evaluation Factors Addendum.

Failure to meet any requirement in this solicitation may result in an offer being ineligible for award. If the offeror finds it necessary to take exception to any of the requirements specified in this solicitation, the offeror shall clearly identify the applicable exception(s) with a complete explanation of why the exception was taken, what benefit accrues to the Government (if any), and its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken.

It is recommended that the offeror contact the Contracting Officer immediately upon identifying an area that may result in an exception. The offeror must contact the Contracting Officer prior to the date for receipt of offers. Upon notification of an exception the Contracting Officer will gather facts and if facts warrant solicitation revision an amendment will be issued.

All exception(s) shall be submitted electronically in the format below.

Table 1 – Solicitation Exceptions Example

Solicitation Document

Page/Paragraph Requirement/Portion Rationale & Impact

Section 1.6, PWS, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken.

Describe the rationale and impact of the exception.

(c) The proposals shall be organized into three (3) volumes. Volumes I – III shall be submitted as separate files. All text shall be single spaced and black font on white background.

Black and white requirement does not apply to graphics, photos, Company stationery and logos.

Times New Roman or Arial font required. Text shall be a minimum font size of 12. Cross-references should be utilized to preclude unnecessary duplication of data between sections. Page numbers, headers and footers may be outside the page margins and are not bound by the 12-font size but shall be no smaller than 8-point. Additionally, fonts as small as 8-point can also be used in tables, charts, graphs, and figures as well as used in callout boxes and figure captions. Each paragraph shall be separated by at least one blank line. All text pages shall be oriented in portrait.

Landscape orientation is acceptable for tables and/or charts if required to properly present the information. Margins shall be at least 1 inch on the top and bottom and ¾ inch on the sides. The offeror shall number each page. In the event the offeror creates an ambiguity in their numbering, the Government may exercise its own discretion in counting pages. Page limitations are as follows:

Table 2 – Page Limitation

VOLUME TITLE PAGE LIMITS

I Technical Capability 50 II Past Performance (Not greater than 5 years)

III Price or Cost N/A

(d) Proposal Limitation. The proposal shall not exceed the limits stated above. If the page limits are exceeded, the pages in excess of the limit shall not be read or evaluated. The Government will not accept any changes to the contractor’s proposal after the closing date of the solicitation (see FAR 15.208 for further information regarding late proposals). If discussions are necessary, 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 offerors.

(e) Resume pages shall not be counted against the 50 pages allowed for Volume I.

However, resumes shall be limited to no more than 5 pages.

(f) Page limits include all appendices, charts, graphs, diagrams, tables, photographs, drawings, and other information provided in the proposal.

(g) Page Limit does not include covers for volumes, table of contents, glossary of abbreviations and acronyms, indices, title pages, cross reference indices, and section dividers/tables if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. Pages will be counted if they contain any other information, i.e. diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” will not be counted.

(h) What counts as a page? A page shall be an 8 ½ X 11” sheet of paper. When both sides of a sheet display printed material, it shall be counted as two pages. Letter size and spacing requirements for illustrations and tables can be at the discretion of the offeror but must be easily readable. Fold-outs will be counted as the appropriate number of pages based on an 8 ½” X 11” sheet of paper. Margins shall be at least 1 inch on the top and bottom and 3/4 inch on the side.

The Contractor shall number each page in order to eliminate any confusion. In the event contractor creates an ambiguity in their numbering of pages, the Government may exercise its own discretion in counting pages.

(i) Indexing. Each volume shall contain a detailed table of contents to delineate the subparagraphs within that volume. Section dividers shall be used to identify sections.

(j) Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with a definition for each.

3. Proposal Content

(a) Volume I – Technical Volume

(1) The Technical Volume shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims in the offeror’s proposal.

Legibility, clarity and coherence are very important. Your responses will be evaluated against the Technical factors defined in FAR 52.212-2 Evaluation Factors Addendum. 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. Statements that the offeror understands, can, or will comply with the PWS (including referenced publications technical data, etc.); statements paraphrasing the PWS or parts thereof (including applicable publications, technical data, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used,” etc., will be considered unacceptable. 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. Elaborate brochures or documentation, detailed artwork, or other embellishments are unnecessary and are not desired.

(2) The Technical Volume shall, at a minimum, be prepared in a form consistent with the Performance Work Statement and the evaluation criteria for award set forth in FAR 52.212-2 Evaluation Factors Addendum. The section shall be prepared in an orderly format and in sufficient detail to enable the Government to make a thorough evaluation of the offeror’s technical competence and ability to comply with the contract task requirements specified in the PWS. The offeror shall address as specifically as possible the actual methodology used for accomplishing the PWS tasks. Any assumptions, exceptions or deviations must be addressed and communicated to the Contracting Officer no later than instructed above. The volume shall be organized according to the following general outline:

- Table of Contents

- List of Tables and Drawings

- Cross Reference Matrix (if any)

- Exceptions/Assumptions (Identification and ex planation of any exceptions or deviations). Additionally, identify any assumptions used in preparing the proposal.

a. Subfactor 1: Staffing/Management Approach. Responses to this subfactor must demonstrate the offeror’s ability to provide a staffing/management approach for rendering Respite Care Service to Army Families with special needs. Content for this subfactor shall demonstrate the Offeror’s understanding of the key personnel requirements (see table) as well as the ability to provide the personnel with the experience, qualifications, and clearances necessary to perform and manage the PWS requirements. At a minimum, the Offeror’s proposal must address in detail each of the following specified minimum requirements:

i. Provide proposed organizational chart and narrative depicting business processes and work flow the offeror will utilize in providing EFMP Respite Care Provider Services to include positions, decision authority, and which parts of the organization are responsible for managing and accomplishing each task.

ii. Offerors shall describe experience working with commercial and military Child, Youth and School Programs that provide care for individuals with special needs. In general, the Offeror shall illustrate their knowledge and experience in currents trends in well-being of those with special needs as outlined in the PWS.

iii. Provide the names of the Key Personnel and their resumes. Resumes shall clearly demonstrate that the Key Personnel satisfy or possess all applicable certifications, security clearances, and other qualifications required for their designated positions as outlined in Table 3 below:

Table 3 Key Personnel

Key Personnel

Education Experience with

Respite Care

Experience working with Army Families

Case Manageme nt Experience

Respite Care

Training

MA –

Mental Health Counseling/ Healthcare Administrat ion/ Psychology / or other Healthcare related field and 5 years of military respite care experience or a B.S.

degree with at least 10 years of Respite Care Manageme nt experience.

10 Years of experience providing similar support services and Program Administration

10 Years (Within 5 years of date of solicitation) working with Military Families and Army Programs

10 years (Within 5 years of date of solicitation) of case management with military special needs and/or behavioral health clients

Must have completed training on:

Providing respite care;

Determining Appropriate Support for Children with Disabilities;

and Exceptional Needs of Military Families.

Program Manager

Alternate Program Manager

B.S. degree with at least 5 years of Respite Care managemen t experience or similar support service contracts.

5 years of experience providing similar support services and military Family Programs/ Administration

5 Years (Within 7 years of date of solicitation) working with Military/geogr aphically disperse Families and Army Programs

5years (Within 5 years of date of solicitation) of case management with military geographically disperse special needs and/or behavioral health clients

Must have completed training on Providing respite care support services

Regional Coordinato r

Minimum Bachelor’s degree in business administrati on or related social service field

Minimum Three (3) years working on similar support services contract

Minimum Five (5) years working with Army Programs

Minimum Three

(3) years providing remote management oversight of employees

Minimum Five (5) Years supporting Respite care/family support related programs

Recruiter Minimum Bachelor’s Degree in

HR

or related field

Minimum Three (3) years sourcing professional candidates that require credentialing Level III and IV RCPs

iv. Identify the number of complaints filed against the OFFEROR with any consumer agency within the past five years. If none, state that there have been no complaints within such time period.

v. Provide the names, addresses, and telephone numbers of any clients who have terminated services within the past two years for any reason. Describe in detail the circumstances for the termination. If none, state that there were no terminations within such time period.

b. Subfactor 2: Operational Management: Responses to this subfactor must demonstrate the offeror’s ability to provide an operational management approach for rendering Respite Care Services to Army Families with Special Needs. Offerors shall demonstrate the ability to provide the experience, qualifications, and clearances necessary to perform and manage the PWS requirements. At a minimum, the offeror’s proposal must address in detail each of the following specified minimum requirements:

i. The offeror shall provide a start-up plan, to include a timeline that describes how the Offeror plans to continue respite care services for existing enrollees in the program with their preferred provider with a minimum or no interruption in services.

ii. The offeror shall provide a detailed illustration of the offerors network of skilled, trained, and certified respite care providers available throughout CONUS, Hawaii, Puerto Rico and Alaska. For each level of care described in section 1.13.1 of the PWS. The offeror shall identify the appropriate Department of Labor occupational code.

iii. The offeror shall disclose any teaming arrangements, including subcontracting, they will have in connection with the performance of this contract.

iv. The offeror shall outline their plans to operate a successful respite care program to include administering program eligibility, screening providers to include determining level of care qualifications, matching EFM with qualifying providers, monitoring authorized usage per approved EFM, and monthly reporting of all required data.

v. The offeror shall describe its plan to obtain the required background checks for all personnel providing care under this contract. The plan shall include timelines for obtaining the required checks and procedures on how the Offeror will handle background checks with adverse information.

vi. The offeror shall describe strategy for maintaining quality control, measuring customer satisfaction and managing conflict resolution.

(d) Volume II - Past Performance (Factor 2). The Past Performance evaluation will be accomplished by reviewing aspects of an offeror’s recent and relevant Past Performance, focusing on and targeting performance, which is relevant to the effort, as it directly relates to the work being procured under this solicitation and as defined in Section M. Past Performance information described herein is required on the offeror and all subcontractors, teaming partners, and/or joint venture partners proposed to perform 25% or more of the proposed effort based on the total proposed price. The offeror shall submit, along with the information required in this paragraph, 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.

(1) The offeror shall include documentation regarding their relevant past performance as it directly relates to the work being procured under this solicitation. The offeror SHALL NOT go back any farther than 5 years from the date of the solicitation for services for the submitted data. The past performance data shall document a successful history of past contract performance.

(2) In conducting the Past Performance evaluation, the Government reserves the right to use both the information provided in the offeror’s Past Performance Volume and information obtained from other sources, such as the Contractor Performance Assessment Reporting System (CPARS) or similar systems, Defense Contract Management Agency (DCMA) and commercial sources. Offerors are reminded that both independent data and data provided by offerors in their proposals may be used by the Government to evaluate offeror past performance. However, the burden of providing thorough, complete, and current past performance information as requested in this paragraph remains with the offerors. Proposals that do not contain the information requested by this paragraph risk rejection or a less than acceptable performance rating by the Government. All past performance comments received will be taken into account and could affect the overall rating. The overall past performance evaluation is a subjective decision based on the whole of all data received. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown (or “neutral”) past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered “acceptable.”

(3) Submission Requirements. The offeror shall submit a Past Performance Volume containing the following:

- Table of Contents

- Summary Page describing the role of the offeror and each subcontractor, teaming partner, and /or joint venture partner that the offeror is required to provide Past Performance Specific Relevant Contract Reference Sheets for the past performance experience.

(e) Volume III – Cost/Price (Factor 3) Price will not be scored or rated.

(1) Other Than Certified Cost or Pricing Data is not anticipated for the award of this contract since adequate competition is anticipated; however, the Government reserves the right to request such information should it become necessary consistent with Federal Acquisition Regulation (FAR) Subpart 15.4, Contract Pricing.

The Table below must be filled out with the proposed Labor Categories, Labor Rates, Fully Burdened Rates, and Total’s:

CLINs Labor

Category Location CMEs Labor

Rate Per

CME

Hours Per

CME

Total Direct Labor

Labor Rate w/Burdens

Total w/Burdens

0001 Program Manager

1 $ 1920 $ % $

Regional Coordinator

3 1920

0003 Recruiter 1 1920 0004 Respite Care

Provider – Level 3 Standard

80 240

0005 Respite Care Provider – Level 3 High Cost

60 240

0006 Respite Care Provider – Level 4 Standard

60 384

0007 Respite Care Provider – Level 4 High Cost

30 384

0008 Contract Manpower Reporting

0009 Travel 1001 Program

Manager 1 1920

1002 Regional Coordinator

3 1920

1003 Recruiter 1 1920 1004 Respite Care

Provider – Level 3 Standard

80 240

1005 Respite Care Provider –

60 240

Level 3 High Cost

1006 Respite Care Provider – Level 4 Standard

60 384

1007 Respite Care Provider – Level 4 High Cost

30 384

1008 Contract

1009 Travel 2001 Program

Manager 1 1920

2002 Regional Coordinator

3 1920

2003 Recruiter 1 1920 2004 Respite Care

Provider – Level 3 Standard

80 240

2005 Respite Care Provider – Level 3 High Cost

60 240

2006 Respite Care Provider – Level 4 Standard

60 384

2007 Respite Care Provider – Level 4 High Cost

30 384

2008 Contract

2009 Travel 3001 Program

Manager 1 1920

3002 Regional Coordinator

3 1920

3003 Recruiter 1 1920 3004 Respite Care

Provider – 80 240

Level 3 Standard

3005 Respite Care Provider – Level 3 High Cost

60 240

3006 Respite Care Provider – Level 4 Standard

60 384

3007 Respite Care Provider – Level 4 High Cost

30 384

3008 Contract

3009 Travel 4001 Program

Manager 1 1920

4002 Regional Coordinator

3 1920

4003 Recruiter 1 1920 4004 Respite Care

Provider – Level 3 Standard

80 240

4005 Respite Care Provider – Level 3 High Cost

60 240

4006 Respite Care Provider – Level 4 Standard

60 384

4007 Respite Care Provider – Level 4 High Cost

30 384

4008 Contract

4009 Travel

(End of Summary of Changes)