Attachment_7_-_Instructions_to_Offerors_Amd_001.pdf

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INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

1.0 Program Title and Objectives

(a) Puerto Rico Area Wideband System (PRAWS). This is a as a competitive 8 (a) Request for Proposal (RFP) for a Firm Fixed Price (FFP) contract to operate and maintain the DISA-owned microwave network, along with the equipment it entails, which transverses Puerto Rico, St. Croix, St. Thomas and the US Virgin Islands (USVI).

(b) The contract resulting from this RFP will consist of a 12-month base year plus two 1-year options and the 6-month extension option (FAR 52.217-8--Option to Extend Services). The total length of the contract, if all options are exercised, will be three years and six months.

(c) Offerors are to provide their proposed prices for all Contract Line Item Numbers (CLINs) indicated on Monthly Recurring Charge spreadsheet (Attachment 5) to this RFP.

2.0 General Instructions

(a) This section of the Instructions to Offerors provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The Offeror's proposal must include all data and information requested by the RFP 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). Non-conformance with the instructions provided in this Instruction to Offerors may result in removal of the proposal from further 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, internet hyperlinks, or other embellishments are unnecessary and are not desired.

(d) The proposal must be submitted electronically to the address indicated in Section 2.3.b by the time and date specified in Block 8 of the SF 1449, “Solicitation/Contract/Award for Commercial Items.” The time specified on the SF 1449 is Central Time. The Offeror is requested to indicate that their offer is valid for 60 calendar days.

(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.

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2.1 General Information

2.1.1 Point of Contact

(a) The KO and the Contract Specialist are the sole points of contact for this procurement. No information concerning this solicitation or requests for clarification will be provided in response to Offeror-initiated telephone calls. Such requests must be made in writing, indicate the applicable section(s) from the solicitation that pertain to the specific inquiry and submitted via email to (angela.k.zang.civ@mail.mil and matthew.s.davis104.civ@mail.mil). The request should be submitted using the attached Microsoft Excel document titled, “PRAWS RFP Question Format,” included as Attachment 6 to this RFP.

(b) Please provide any questions in writing no later than 1200 Central, ThursdayTuesday, February March 48, 2016. The Government may elect not to respond to questions received after the deadline. Proposals are due no later than 1200 Central, MondayFriday, February April 291, 2016. All questions and proposals must be submitted via email to (angela.k.zang.civ@mail.mil and matthew.s.davis104.civ@mail.mil).

(c) Written inquiries will be answered in writing and provided to all Offerors via

FedBizOpps http://www.fedbizopps.gov.

2.1.2 Debriefings

The KO will 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 KO 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 KO in writing. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

2.1.4 Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) web site 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 Communications

mailto:angela.k.zang.civ@mail.mil mailto:matthew.s.davis104.civ@mail.mil mailto:angela.k.zang.civ@mail.mil mailto:matthew.s.davis104.civ@mail.mil http://www.fedbizopps.gov/ http://www.fedbizopps.gov/

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Exchanges of source selection information between Government and Offerors will be controlled by the KO. 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.

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 contents of each proposal volume are described in the information to Offerors paragraph as noted in the table below.

Table 2.2 - Proposal Organization

VOLUME VOLUME TITLE FORMAT COPIES PAGE LIMIT

I Contract Documentation Adobe PDF 1 30 II Technical/Management Adobe PDF 1 25 III Cost/Price MS Excel 1 NA

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. 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. Page limitations shall not be circumvented by including inserted text boxes/pop-ups or internet links to additional information; such inclusions are not acceptable and will not be considered part of the proposal. The Government reserves the right not to consider for award any proposal that does not adhere to the administrative requirements of this solicitation. Each page shall be counted except the following: Cover Pages, Table of Contents, Tabs and Glossaries.

2.2.2 Page Size and Format

2.2.2.1 A page is defined as each face of a sheet of paper containing information. Page size shall be 8.5 x 11 inches. Except for the reproduced sections of the solicitation document, the font size for text contained in embedded graphics (tables, charts, figures and illustrations) shall be no smaller than 10 point Times New Roman or Arial Narrow. 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 format restrictions shall apply to responses to ENs.

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2.2.3 Cost or Pricing Information

All cost or pricing information shall be addressed ONLY in the Cost/Price Proposal Volume.

Cost trade-off information, work-hour estimates, and material kinds and quantities may be used in other volumes only as appropriate for presenting rationale for alternatives or design and trade-off decisions.

2.2.4 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. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

2.2.6 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each.

2.3 Electronic Offers

(a) In order to respond to this solicitation, the Offeror shall email the proposal in the specified format, not later than the time and date specified in this solicitation. In accordance with FAR 52.215-1, ALT, Instructions to Offerors, the Offeror's proposal submission will be considered complete when all volumes are received.

(b)Proposal shall be addressed to the attention of the following:

DISA/DITCO/PL8223

ATTN: Angela K. Zang, Contracting Officer 2300 East Drive, Bldg. 3600 Scott AFB IL 62225 Email: angela.k.zang.civ@mail.mil

DISA/DITCO/PL8223

ATTN: Matthew S. Davis, Contract Specialist 2300 East Drive, Bldg. 3600 Scott AFB IL 62225 Email: matthew.s.davis104.civ@mail.mil

3.0 Volume I – Contract Documentation

The contract proposal documents shall contain the signed original of all documents requiring the Offeror’s signature. The Contract Proposal Volume shall be organized as follows and contain the identified information.

3.1.1 Offeror’s Authorized 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 mailto:angela.k.zang.civ@mail.mil mailto:matthew.s.davis104.civ@mail.mil

5 (of 8) contractually. Also, identify those individuals authorized to negotiate with the Government.

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

TIN; size of business (large or small); and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other locations. List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

3.1.3 Standard Form (SF) 1449, Solicitation/Contract/Order for Commercial Items and Amendments.

The Offeror is cautioned that the SF1449 must contain an original signature in block 30. An authorized official of the firm shall sign the offer and all certifications requiring original signature. The Offeror shall acknowledge any amendments to the RFP in accordance with the instructions on the SF 1449 and with FAR 52.212-1, Instructions to Offerors.

3.1.3.1 Representations, Certifications, and Other Statements of Offerors.

If the information required under this RFP is available and up-to-date through the System for Award Management (SAM) database, the Offeror should make a statement to that fact. SAM is the preferred method for retrieving an Offeror’s representations and certifications.

3.1.4 Organizational and Consultant Conflicts of Interest (OCCI).

Pursuant to DARS clause 52.209-9000, each Offeror shall submit an OCCI mitigation plan which delineates whether or not an OCCI exists. If the Offeror believes that none is present, the OCCI plan shall set forth sufficient details to support its position. If an OCCI exists, the plan shall explain in detail how the OCCI will be mitigated. There is no page limit on the OCCI Mitigation Plan.

4.0 Volume II – Technical/Management Volume

4.1 General

The Technical/Management Volume should be specific and complete. Your responses will be evaluated against the technical/management subfactors defined in Attachment 8, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these subfactors. All the requirements specified in the solicitation are mandatory. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

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4.2 Format and Specific Content

Offerors shall describe how their proposal addresses the PWS requirements and, in particular, to the technical and management approach areas listed below. The proposal shall address how the Offeror’s proposed approach will meet or exceed the minimum performance requirements of the PWS, as well as the risks in the proposed approach in terms of technical/performance, cost, and/or schedule. Evaluation of the technical proposal shall consist of the following sections, which correspond with the performance requirements of the PWS:

• Subfactor 1: Project Management

• Subfactor 2: DISN Services to PRAWS Sites

• Subfactor 3: Operations and Maintenance

• Subfactor 4: PRAWS O&M Services Security Requirements

4.2.1 Technical/Management

In the Technical/Management volume, address your proposed approach to meeting or exceeding the minimum performance or capability requirements of each technical/management subfactor, as well as the risks in your proposed approach in terms of technical/performance, cost, and/or schedule.

4.2.2 Volume Organization

The Technical/Management volume shall be organized according to the following general outline:

(1) Table of Contents

(2) List of Table and Drawings

(3) Glossary

(4) Subfactor 1: Project Management

(5) Subfactor 2: DISN Services to PRAWS Sites

(6) Subfactor 3: Operations and Maintenance

(7) Subfactor 4: PRAWS O&M Services Security Requirements

5.0 Volume IV - Cost/Price

5.1 General Instructions

5.1.1 Price Reasonableness and Completeness

The KO has determined there is a high probability of adequate price competition in this acquisition. However, if at any time during this competition the KO determines that adequate price competition no longer exists, this section is to assist you in submitting information other than cost or pricing data that will assist the Government in evaluating the reasonableness of your proposed cost/price. If requested, compliance with these requirements is mandatory and failure to comply may result in rejection of your proposal. Note that unrealistically low or high proposed costs or prices, initially or subsequently, may be grounds for eliminating a proposal from competition either on the basis that the Offeror does not understand the requirement or has submitted an unrealistic proposal. Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an Offeror’s proposal. If this data is requested, 7 (of 8) the offeror’s response should be sufficiently detailed to demonstrate their reasonableness. The burden of proof for credibility of proposed costs/prices rests with the offeror.

5.1.2 Price Information

Pricing submitted for the base period and all option periods, including option pricing for an additional 6-month period that may be authorized IAW FAR 52.217-8 "Option to Extend Services" will be evaluated. See FAR 52.217-8 which authorizes the Government to require continued performance of any services within the limits and at the rates specified in the contract. The pricing proposal should include separate line items by CLIN for the additional 6-month period IAW FAR 52.217-8. These prices shall be identical to the proposed pricing in the six months prior to expiration of the base period, or the final option period, if option periods are present. The total evaluated price will consist of the proposed price for the base period, all option periods, and the option pricing for the additional 6-month period. Pricing will be incorporated into Schedule B and related B-Tables upon contract award and used for all orders placed post-contract award.

Upon award, funds will be obligated for the base period only. Evaluation of options shall not obligate the Government to exercise such options. Exercising any option period will be contingent upon:

a. A satisfactory or better review of the contractor's performance during the previous period;

b. A market research establishment that pricing is fair and reasonable at time of option award; and

c. The Government’s determination that a continuing need exists for the requirement

5.1.3 Cost/Price Information

Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your cost/price position. All information relating to the proposed price, including all required supporting documentation must be included in the section of the proposal designated as the Cost/Price Volume. Under no circumstances shall this information and documentation be included elsewhere in the proposal.

5.1.4 Cost or Pricing Information Requirements

In accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support price reasonableness. Information shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the KO determines the required conditions of adequate competition do not exist that there is insufficient information available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror may be required to certify its submitted cost or pricing data (see: FAR 15.406-2 -- Certificate of Current Cost or Pricing Data).

5.1.5 Format for Cost and Pricing Data

The cost/price proposal must be submitted in compliance with the CLIN structure contained in the RFP. Additionally, the Offeror is to provide all supporting spreadsheets in Microsoft Excel to include all formulas and calculations. All formulas shall remain present in the spreadsheets

8 (of 8) for verification; therefore the document cells shall be unprotected. All spreadsheets/tabs must roll up into a summary page, utilizing the CLIN structure provided in the RFP. Items within the CLIN structure must make a clear reference to other spreadsheets/tabs for detailed calculations such as materials, indirect rate computations, etc., if applicable. All pricing shall be in U.S.

currency and carried to no more than two decimal places.

5.2.2 Additional Information

The Offeror’s proposal is presumed to represent its best efforts to respond to the solicitation.

Any inconsistency between promised performance, the technical proposal, identified personnel resources and cost/price must be explained in the proposal. For example, if the intended use of new and innovative techniques is the basis for an abnormally low price the nature of these techniques and their impact on cost or price shall be explained; or, if a corporate policy decision has been made to absorb a portion of the proposed price, that must be stated in the proposal.

Any inconsistency, if unexplained, may raise a fundamental question of the Offeror’s understanding of the nature and scope of the work required and may adversely impact the Offeror’s standing upon evaluation.

2.3 Electronic Offers

5.1.5 Format for Cost and Pricing Data