SF 30 Amendment 0003.doc

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION J - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

The following have been modified:

LIST OF ATTACHMENTS

J-1.

Equipment List Spreadsheet

J-2. Performance Work Statement (PWS), dated 6 March 2012 J-3.

DD Form 254

J-4. Quality Assurance Plan (QASP), dated 25 January 2012

J-5. Question/Answer Template Form

J-6. Wage Determinations

The following wage determinations (and future revisions to the wage determinations) are applicable to this contract if your company does NOT certify for exemption under FAR Provision 52.222-48 in Section K of the RFP. Copies can be obtained at http://www.wdol.gov/sca.aspx#0.

05-2007 AL, Huntsville/Redstone Arsenal, Rev-15, dated 13 Jun 11

05-2011 AL, Montgomery, Rev-14, dated 13 Jun 11

05-2081 CO, Denver, Rev-11, dated 13 Jun 11

05-2115 FL, Jacksonville, Rev-11, dated 13 Jun 11

05-2139 GA, Robins AFB, Rev-11, dated 13 Jun 11

05-2153 HI, Pearl Harbor, Rev-15, dated 13 Jun 11

05-2249 PA, Chambersburg, Rev-11, dated 13 Jun 11

05-2309 MO, St. Louis, Rev-11, dated 13 Jun 11

05-2417 OH, Columbus, Rev-14, dated 13 Jun 11

05-2419 OH, Dayton, Rev-15, dated 13 Jun 11

05-2431 OK, Tinker AFB, Oklahoma City, Rev-15, dated 13 Jun 11

05-2447 PA, Mechanicsburg, Rev-12, dated 13 Jun 11

05-2521 TX, San Antonio, Rev-12, dated 13 Jun 11

05-2531 UT, Hill AFB, Rev-11, dated 13 Jun 11

05-3033 FL, Pensacola, Rev-11, dated 13 Jun 11

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO BIDDERS

The following have been modified:

INSTRUCTIONS TO OFFERORS

SECTION L

INFORMATION TO OFFERORS AND INSTRUCTIONS FOR PROPOSAL PREPARATION

1.0 Program Structure and Objectives

The purpose of this solicitation is to procure responsive, reliable, and cost-effective recurring hardware maintenance for DISA hardware based upon the levels of maintenance service support identified for each equipment asset. This solicitation covers the requirement for on-site preventative, predictive, and remedial hardware maintenance and internal hardware operating system’s software, engineering changes, and other related hardware maintenance services at the DISA Computing Services Directorate (CSD) processing centers, or its successor, as well as satellite installations/information processing centers, at various locations. The solicitation covers hardware internal operating system software and software technical support when they are offered as an integral and essential part of providing hardware maintenance.

2.0 General Instructions

(a) This section of the Information 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 must be compliant with the requirements as stated in the Performance Work Statement (PWS). Non-conformance with the instructions provided in this Information to Offerors may result in an unfavorable proposal evaluation.

(b) The proposal should be clear, concise, and must 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 provide a convincing rationale to address how the Offeror intends to meet these requirements. Offerors should 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 must 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.

(f) Please note: The Government anticipates conducting discussions as part of the evaluation process, but reserves the right to award without discussions.

(g) The offerors’ proposal will not be incorporated in its entirety into the resultant contract.

2.1 General Information

2.1.1. Points of Contact

The Contracting Officer (KO), Jacqueline Johnson (Jacqueline.Johnson@disa.mil), and Contract Specialist (CS), Lisa O’Donnell (Lisa.ODonnell@disa.mil), are the only points of contact for this procurement. Address any questions or concerns you may have to the KO and CS. Requests for clarification must be sent electronically to the KO and CS at the email addresses located in Section A of the solicitation. All questions must be submitted using the template provided as Attachment J-5, Question/Answer Submission Template.

2.1.2. Debriefings

The KO and CS 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 KO and CS 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 should immediately notify the KO or CS in writing with supporting rationale, as well as, the remedies the Offeror is asking the KO or CS 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) 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 FedBizOps website for this solicitation. Also, potential Offerors must also be registered on the DITCO Contracting Opportunities web site, https://www.ditco.disa.mil/dcop. If the Offeror has an existing account (i.e. registered with DITCO for a prior solicitation) it is not necessary to re-register. The Offeror may use that existing account to upload this proposal. If the Offeror is required to register on the DITCO web site, during the registration process, choose the option for “The solicitation requires offeror registrations for eligibility.” The Offeror will then be prompted to enter the Request for Proposal (RFP) number. The RFP number entered at this point is only used to help DITCO prioritize the order in which to review and approve the registration requests. Upon completion of the on-line registration process, a DITCO representative will review and approve the registration request before the Offeror will be given access to the protected areas of the web site. As soon as the registration has been approved, an email will be sent to the email address of the person who registered. The email will contain a user id and password that will be needed when uploading proposals. The approval of the registration request usually takes about one business day. This registration process allows DITCO to precisely track when proposals are uploaded (or attempted to be uploaded). Offerors are strongly encouraged to register a minimum of one week prior to uploading a proposal to ensure the proposal upload is accomplished by the closing date and time. Offerors should also attempt to upload their proposal as early as possible to ensure no problems arise at the last minute. If you have any problems, please contact the DITCO customer service center at (618)229-9333.

In order to respond to this solicitation, the Offeror must upload a complete proposal to the DITCO web site at https://www.ditco.disa.mil/dcop no later than the time and date specified in Section A. It will be necessary to use a web browser with 128-bit (domestic strength) encryption. Secure Sockets Layer (SSL), ensuring the confidentiality of the submission, will protect the proposal submission web session. The DITCO Contracting Opportunities web site provides a link for Offerors to test the upload process. This test link can be found on the web site’s home page, https://www.ditco.disa.mil/dcop, in the right side menu under the heading, Test the Upload Process, RFP Number, HC1028-12-R-0003. If you have any problems the DITCO Customer Service Center at (618) 229-9333. The DISA Computing Services Directorate (CSD) Information Technology (IT) Engineering Support ServicesFedBizOpps web page is http://www.fedbizopps.gov/ and https://www.ditco.disa.mil/dcop.

2.1.5 Communications

Exchanges of source selection information between Government and Offerors will be controlled by the contracting officer and/or contract specialist. Formal communications such as requests for clarification and/or information concerning this solicitation should be submitted by electronic mail addressed to each of the following: Jacqueline.Johnson@disa.mil and Lisa.ODonnell@disa.mil. 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. All questions must be submitted using the template provided as Attachment J-5, Question/Answer Submission Template.

2.2 Organization/ Page Limits

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

Table 2.2 - Proposal Organization

Number

I

II

Section L & RFP Section C

Technical/Management - Response to PWS

20 Pages

Note 1: A section for signed OEM agreements must be included; however, the OEM agreements section will have unlimited page count and will not count in the 20 page limitation.

Note 2: Resumes for Key Personnel shall not exceed 2 pages per person; however, the resumes will have an unlimited page count and will not count in the 20 page limitation.

III

IV

V

2.2.1 Page Limitations

Page limitations will 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. Each page will be counted except the following: Cover pages, tables of contents, tabs, glossaries.

2.2.1.1. Page Size and Format

(a) Pages should be typed with 1.5 line spacing. Except for the reproduced sections of the solicitation document, the text size will be no less than 10 point. Tracking, kerning, and leading values should 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 should be numbered sequentially by volume. These page format restrictions also apply to responses to ENs.

(b) Legible tables, charts, graphs and figures may be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays should be uncomplicated, legible, and may not exceed 11 by 17 inches in size. For tables, charts, graphs and figures, the text should be no smaller than 10 point.

2.2.2 Cost or Pricing Information

All cost or pricing information should be addressed ONLY in the Cost/Price Proposal and Contract Documentation Volumes.

2.2.3 Classified Information

No classified requirements exist for this requirement. Security requirements however are outlined in the DD254.

2.2.4 Cross-Referencing

To the greatest extent possible, each volume should 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.

The Offeror should fill out the cross reference matrix at Attachment L-1 of this Instruction to Offerors indicating the proposal reference information as it relates to the RFP, PWS, and CLIN/SLIN numbers references found therein.

2.2.5 Glossary of Abbreviations and Acronyms

Each volume should contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

2.3 Electronic Offers

a. The Government will evaluate ONLY softcopy versions of the Offeror’s proposal over the Internet using a web-based source selection tool. Use of the software and procedures described in this section will reduce the amount of time and effort needed by the Government to receive and install proposals into an electronic evaluation system and will help to ensure that proposals are suitable for reading electronically. Information regarding electronic products listed herein should not be construed as Government endorsement for such products.

b. As indicated above, and except as otherwise identified, all proposals must be submitted in Adobe Acrobat PDF, Version 9.0 or newer. Offerors may use the Acrobat Link feature for cross-references that are electronically linked, and linked files must be contained in the same directory. The Acrobat Bookmark feature may also be used for document navigation; however use of the Acrobat Notes feature is prohibited. Offerors may use the ‘Optimize’ feature of Adobe Acrobat to decrease file size and prepare them for viewing on the Internet. Offerors are encouraged to limit file size to 1MB to reduce delay in downloading proposals over the Internet.

The Offeror should prepare a “readme” file, which describes the organization and layout of the proposal’s softcopy submission. Exceptions to Adobe Acrobat. Proposal documents required to be submitted in other than Adobe Acrobat PDF media are described in paragraph above.

c. Page Numbering. The Offeror must use a standard page numbering system to facilitate proposal references. Consecutive page numbering within sections is preferred, e.g. Page I-2-5, indicates Part I, Section 2, page 5. Charts, graphs and other insert materials should be page-numbered as part of the page numbering system.

3.0 Volume I ‑ Executive Summary

In the executive summary volume, the Offeror will provide the following information:

3.1 Narrative Summary

The narrative summary of the entire proposal should be concise, to include addressing the significant risks, and highlighting any key or unique features, excluding cost/price. Discussion of the salient features should tie in with Section M evaluation factors/subfactors in the following order: Technical Management Factor 1 - Subfactor 1 Response time; Subfactor 2 Repair Time; Subfactor 3 Predictive maintenance (to include remote diagnostics, call home, and OEM ECP); Subfactor 4, Remedial maintenance; Subfactor 5 Preventive Maintenance and Subfactor 6 Key Personnel (provide Training/Repair Certification for each technician/specialist that will complete service on Level I and Level II equipment assets. At a minimum, Training/Repair Certification shall confirm that technician/specialist/s have current certification for each make/model of Level I and II equipment; Past Performance Factor 2 and Cost/Price Factor 3. Any summary material presented here will not be considered as meeting the requirements for any portions of other volumes of the proposal and will not be evaluated.

3.2 Table of Contents

Include a master table of contents of the entire proposal.

4.0 Volume II – Technical/Management

4.1 General

The Technical/Management Volume should be specific and complete. Legibility, clarity, and coherence are very important. Your responses will be evaluated against the technical/management subfactors defined in Section M, 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. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

4.2 Format and Specific Content

Please construct and present your responses according to the PWS. Ensure your responses to the PWS address the following:

Volume II-Technical/Management -Factor 1

4.2.1 Technical/Management

In the Technical/Management volume, address your proposed approach to meeting the minimum performance or capability requirements of each technical/management subfactor. All information for your approach will be identified directly in your response to the PWS (RFP Section C).

4.2.2 Volume II Organization

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

(1) Table of Contents

(2) PWS Response

5.0 Volume III – Past Performance – Factor 2

5.1 General

Each Offeror must submit a past performance volume with its proposal, containing past performance information in accordance with the format contained in Attachment L-2, Past and Present Performance Information. This information is required on the Offeror and all subcontractors, teaming partners, and/or joint venture partners who are proposed to perform any percentage of the proposed effort based on the total proposed price or perform aspects of the effort the Offeror considers critical to overall successful performance. 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.

Offerors may identify efforts for which they were the prime Offeror, teaming partner, or a significant subcontractor. Experience as a prime or teaming partner may carry more weight than experience as a subcontractor. Past efforts in which the Offeror was a teaming partner will not be evaluated unless the team arrangement met the definition in FAR 9.601(1): “Two or more companies form a partnership or joint venture to act as a potential prime Offeror.” Offerors submitting past performance efforts meeting this definition must be able to demonstrate how their performance on the effort directly contributed to the overall outcome.

Along with the information required in this paragraph, the Offeror must 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 should also submit a client authorization letter, authorizing release to the Government of requested information on the Offeror's performance. See Attachments L-6 and L-7 for sample consent and client authorization letters.

5.2 Relevant Contracts

Submit information in accordance with the past performance information using the format contained in Attachment L-2, Past and Present Performance Information for the offeror/prime, teaming partner, and/or joint venture (within the same division or cost center) on a minimum of 2 recent (within the past two years from the date of the solicitation) contracts or orders in all task areas or two contracts or orders with substantial capacity services and /or processor capability. Also include Past and Present Performance Information on 2 recent contracts performed by each major or critical subcontractor. This information is required on the offeror/prime, teaming partner, and /or joint venture partners, and subcontractors proposed to perform at least 20% of the proposed effort based on the total proposed price, or perform aspects of the effort the offeror considers relevant to overall successful performance. The total of Past and Present Performance Information references will not exceed 10 of which 2 must be for the offeror/prime. Total page count will not exceed 20 pages. Include rationale supporting your assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining recency and relevance, see Section M, provision M002 - Evaluation Factors, paragraph M002c - Past Performance Factor.

5.2.1 Specific Content

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/management subfactors and cost/price factor used to evaluate the proposal.

5.2.2 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 procurement. 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 Offerors, 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.

6.0 Volume IV - Cost/Price

6.1 General Instructions

6.1.1 Cost/Price Reasonableness

This section is to assist you in submitting information other than cost or pricing data that is required to evaluate the reasonableness of your proposed cost/price. Compliance with these requirements is mandatory and failure to comply may result in rejection of your proposal. Note that unreasonably 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. Offers should be sufficiently detailed to demonstrate their reasonableness. The burden of proof for credibility of proposed costs/prices rests with the Offeror.

6.1.2 Cost/Price Information

Information beyond that required should 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 should this information and documentation be included elsewhere in the proposal.

6.1.3 Cost or Pricing Information Requirements

In accordance with FAR 15.403-1(b) and 15.403-3(a), information other than 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 CO determines that there is insufficient information available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the Offeror shall be required to submit cost or pricing data.

6.1.4 Format for Cost and Pricing Data

Offeror should stringently follow the Government’s Schedule of Supplies or Services (Schedule B) construct and calculations and should not deviate from this format.

6.2 Volume Organization

The Cost/Price volume shall consist of a price/cost proposal outlining the proposed prices for each of the Contract Line Item Number (CLIN)/Sub-Contract Line Item Number (SLIN) in MS Excel Version 2000 or newer. The Government has provided a excel spreadsheet in Section B for the Offerors to utilize in pricing their proposal. Within the spreadsheet, offerors are required to provide unit prices for all contract years for all CLINs/SLINs. The proposed monthly unit prices for maintenance will be multiplied by the number of months for each year and added together to arrive at a Total Evaluated Price on the spreadsheet’s ‘Evaluation Summary’ tab.

7.0 Volume V ‑ Contract Documentation

7.1 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 must include a signed copy of the solicitation and completion of Sections A through K.

7.1.1 Section A - Solicitation/Contract Form

Completion of blocks 15A and 16 and signature and date for blocks 17 and 18 of the Standard Form 33. Signature by the Offeror on the SF33 constitutes an offer, which the Government may accept. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes.

7.1.2 Section B - Supplies or Services and Costs/Prices

Completed pricing information in Section B of the solicitation.

7.1.3 Section G - Contract Administrative Data

See RFP

7.1.4 Section H - Special Contract Requirements

See RFP.

7.1.5 Section I - Contract Clauses

See RFP

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

Offerors are required to complete annual representations and certifications electronically via the Online Representations and Certifications Application (ORCA) website at http://orca.bpn.gov. After reviewing the ORCA database information, the Offeror verifies by submission of the offer that the representations and certifications currently posted electronically have been entered or updated within the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in their offer by reference.

7.2 Exceptions to Solicitation Requirements

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 or subfactors. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception should 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 should be provided in the format and content of Table 7.2. However, any exceptions taken to the PWS, must also be included in the technical volume to allow for technical review.

Table 7.2 - Solicitation Exceptions

Solicitation Document Page/ Paragraph Requirement/ Portion Rationale

Page and Paragraph

Numbers

why the requirement can/will not be met

7.3 Other Information Required

7.3.1 Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact and an alternate 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.

7.3.2 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 partners, and the percentage of work to be performed at each location.

7.3.3 Required Submittals

The Offeror must provide the following submittals in response to the RFP:

1) Transmittal Letter, Form SF33, Solicitation, Offer and Award

2) On-Line Representations and Certifications (www.bpn.gov/orca)

3) Cross-Reference Matrix

4) Past Performance Information Sheets

5) Technical/Management Document- Response to Performance Work Statement (Section C) – Which will include OEM Agreements

6) Section B-Pricing Spreadsheet

SECTION L ATTACHMENTS

Attachment L-1

Cross Reference Matrix Attachment L-2

Past and Present Performance Information Format

Attachment L-3 Past Performance Information Sheet Format (requirement described in Attachment L-2)

Attachment L-4

Past Performance Questionnaire (requirement described in Attachment L-2)

Attachment L-5

Sample Questionnaire Cover letter

Attachment L-6 Teaming Partner Consent Letter for the Release of Past and Present Performance Information to the Prime Offeror

Attachment L-7 Client Authorization Letter

ATTACHMENT L-1

CROSS REFERENCE MATRIX

The offeror shall fill out the following Compliance and Cross Reference Matrix indicating the proposal reference information as it relates to the PWS, CLIN numbers, Sections L and M references found therein, and the corresponding paragraph in the Technical volume which addresses the referenced item.

The offeror can also add rows to the matrix as they see fit to provide clarity to their submittal. If this matrix conflicts with any other requirement, direction, or provision of this solicitation, the other reference shall take precedence over this matrix. In addition, to the extent this matrix discloses details as to the extent or manner by which the Government intends to evaluate the offeror’s proposals for award, Section M references in the matrix are for information purposes only and the Government shall be obligated to evaluate proposals solely in conformance with the provisions of Section M of the solicitation.

L Instructions to Offerers Section

M

Factors

And

Subfactors

M002 A thru C

M003

Past Performance

Cost/Price

ATTACHMENT L-2

Past and Present Performance Information Format

Volume III- Past Performance

a. Contents. The offeror must submit a Past Performance Volume containing the following:

1. Table of Contents

2. One (1)-Page Summary 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 Information Sheets on in accordance with paragraph b. below.

3. Past Performance Information Sheets in accordance with Attachment L-3.

4. Subcontractor/Teaming Partner Consent Letters executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing the release of past performance information so the offeror can respond to such information. A sample consent letter is Attachment L-6.

5. Client Authorization Letters for each identified effort for a commercial customer authorizing release to the Government of requested information on the offeror’s performance.

6. Organization Structure Change History—See paragraph e below.

b. Past and Present Performance Information Sheets. Submit information on contracts you consider most relevant in demonstrating your ability to perform the proposed effort. The offeror must submit Performance Information Sheets in accordance with the format contained in Attachment L-3. This information is required on the offeror/prime, teaming partners, and/or joint venture partners and subcontractors proposed to perform at least 20% of the proposed effort based on the total proposed price, or perform aspects of the effort the offeror considers relevant to overall successful performance.

The offeror must submit:

1. TWO - Performance Information Sheets (Attachment L-3) identifying active or completed contracts, either Government or commercial, for each prime, teaming partner, and/or joint venture partner (within the same division or cost center).

2. TWO- Performance Information Sheets (Attachment L-3) for each major or critical subcontractor. Each relevant contract must have been performed during the past 2 years from the date of issuance of this solicitation. Each Performance Information Sheet for each contract is limited to 4 pages. 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.

3. The total Performance Information sheets will not exceed ten (10) - two of which must be from the offeror/prime. Total page count will not exceed 20 pages.

c. Relevant Contracts. Submit information on contracts that you consider relevant in demonstrating your ability to perform the proposed effort. Include rationale supporting your assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining relevance, see Section M, provision M002, paragraph (C)(2)(ii). Note that the Government generally will not consider performance on an effort that concluded more than 2 years prior to the issuance date of this solicitation. 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. To clearly link the past performance information to the technical/management subfactors, the offeror should identify which contracts are relevant indicators of performance against a technical/management subfactor. Categorize the relevance information into the specific evaluation subfactors used to evaluate the proposal:

(1) Subfactor 1 - Response time

(2) Subfactor 2 – Repair Time

(3) Subfactor 3 – Predictive maintenance (to include remote diagnostics, call home, and OEM ECP)

(4) Subfactor 4 – Remedial maintenance

(5) Subfactor 5 – Preventive Maintenance

(6) Subfactor 6 - Key Personnel (provide Training/Repair Certification for each technician/specialist that will complete service on Level I and Level II equipment assets. At a minimum, Training/Repair Certification shall confirm that technician/specialist/s have current certification for each make/model of Level I and II equipment.

d. Specific Content. Offerors 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 an Unacceptable 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 as an Acceptable candidate.

e. 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 present 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 procurement. To facilitate this relevancy determination, include in this proposal volume a "roadmap" describing all such changes in the organization of your company. 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 offerors, 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.

f. Questionnaires. The Government requests the offeror send Past Performance Questionnaires (Attachment L-4) to each of the Points of Contact (POCs) identified in the Past Performance Volume. POC should submit completed questionnaires (see Attachment L-4) DIRECTLY to the Government. Once the Past Performance Questionnaires are completed by the POCs; the information contained therein will be considered sensitive and will not be released to you, the Offeror. A cover letter for transmitting the questionnaire to each POC is provided.

g. Page Limitations. Page limitations will 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. Each page will be counted except the following: Cover pages, tables of contents, 1-Page summary, Subcontractor/Teaming Partner Consent Letters, Client Authorization Letters, Organization Structure Change History, tabs, and glossaries.

h. Page Size and Format. Pages should be typed with 1.5 line spacing. Except for the reproduced sections of the solicitation document, the text size will be no less than 10 point. Tracking, kerning, and leading values should 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 should be numbered sequentially by volume. These page format restrictions also apply to responses to ENs.

ATTACHMENT L-3

PAST PERFORMANCE INFORMATION SHEET FORMAT

Provide the information requested in this form for each contract/program (citation) being described. Provide frank, concise comments regarding your performance on the contracts you identify. Provide a separate completed form for each contract/program submitted. Limit the number of citations submitted and the length of each submission to the limitations set forth at paragraphs 5.0. thru 5.2.2, respectively, of Section L-III of this solicitation.

A.

Offeror Name (Company/Division):

CAGE Code:

DUNS Number:

(NOTE: If the company or division performing this effort is different than the offeror or the relevance of this effort to the instant procurement is impacted by any company/corporate organizational change, note those changes. Refer to the "Organizational Structure Change History" you provided as part of your Past Performance Volume.)

B.

Program Title:

C.

Contract Specifics:

1. Contracting Agency or Customer

2. Contract Number

3. Contract Type

4. Period of Performance

5. Initial Contract Cost/Price

6. Current/final Contract Cost/Price

7. Annual Contract $ Value _________________

8. If Amounts for 5 and 6 above are different, provide a brief description of the reason ________________________________________________________________________________________________________________________________________________________________ D.

Brief Description of Effort as __Prime or __Subcontractor

(Please indicate whether it was development and/or production, or other acquisition phase and highlight portions considered most relevant to current procurement)

E.

Completion Date:

1. Original date:

2. Current Schedule:

3. Estimate at Completion:

4. How Many Times Changed:

5. Primary Causes of Change:

F. Primary Customer Points of Contact: (For Government contracts provide current information on both individuals. For commercial contracts, provide points of contact fulfilling these same roles.)

1. Program Manager:

Name

Office

Address____________________

Telephone ____________________

2. Contracting Officer:

Name

Office

Address____________________

Telephone ____________________ G. Address any technical/management (or other) area about this contract/program considered unique.

H.

For each of the applicable subfactors under the technical/management factor in Section M, illustrate how your experience on this program applies to that subfactor.

I.

Specify, by name, any key individuals who participated in this program and are proposed to support the instant procurement. Also, indicate their contractual roles for both procurements.

J.

Include relevant information concerning your compliance with FAR 52.219-8, Utilization of Small Business Concerns, on the contract you are submitting.

K.

Describe the nature or portion of the work on the proposed effort to be performed by the business entity being reported here. Also, estimate the percentage of the total proposed effort to be performed by this entity and whether this entity will be performing as the prime, subcontractor, or a corporate division related to the prime (define relationship).

L. Identify any Earned Value Management (EVM) or similar metrics required to track contract performance. If such metrics were required for this contract, provide the summary level data.

ATTACHMENT L-4

PAST PERFORMANCE QUESTIONNAIRE

When filled in this document is source selection sensitive information iaw FAR 3.104

SECTION 1: CONTRACT IDENTIFICATION

A. Contractor:___________________________________________________________

B. Cage Code of contractor contract was awarded to: _________________________________

C. Contract number: _______________________________________

D. Contract type: ______________________________

E. Was this a competitive contract? Yes _____ No _____

F. Period of performance: ______________________________________________________

G. Initial contract cost: $____________________________

H. Current/final contract cost: $_______________________________

I. Reasons for differences between initial contract cost and final contract costs:

J. Description of service provided: _____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

SECTION 2. CUSTOMER OR AGENCY IDENTIFICATION

A. Customer or agency name: ___________________________________________________

B. Customer or agency description (if applicable): ____________________________________

C. Geographic description of services under this contract, i.e., local, nationwide, worldwide, other Commands:

SECTION 3. EVALUATOR IDENTIFICATION

A. Evaluator's name: ___________________________________________________________

B. Evaluator's title: ____________________________________________________________

C. Evaluator's phone/fax number: ________________________________________________

D. Number of years evaluator worked on subject contract: _____________________

SECTION 4: EVALUATION

Please indicate your satisfaction with the contractor’s performance by placing an “X” in the appropriate block using the scale provided to the right of each question. This scale is defined as follows:

TABLE A-2. PAST PERFORMANCE EVALUATION RATINGS

Technical Solution

TS1.1 Response Time

TS1.2 Repair Time

TS1.3 Predictive maintenance (to include remote diagnostics, call home, and OEM ECP)

TS1.4 Remedial maintenance

TS1.5 Preventive Maintenance

TS1.6 Key Personnel (provide Training/Repair Certification for each technician/specialist that will complete service on Level I and Level II equipment assets. At a minimum, Training/Repair Certification shall confirm that technician/specialist/s have current certification for each make/model of Level I and II equipment

2. Please discuss each and every response for which you indicated U (Unacceptable) in response to the questions above (use additional sheets, if necessary).

3. Government Contracts Only: Has/was this contract been partially or completely terminated for default or convenience or are there any pending terminations?

Yes___ Default___ Convenience___ Pending Terminations___

No ___

If yes, please explain (e.g., inability to meet cost, performance, or delivery schedules, etc).

SECTION 5: NARRATIVE SUMMARY

What were the contractor’s most positive aspects in the performance of the contract?

What was the contractor’s most negative aspect in the performance of the contract? ______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Would you have any reservations about soliciting this contractor in the future or having them perform one of your critical and demanding programs?

Please provide any additional comments concerning this contractor’s performance, as desired.

Evaluator’s Signature

Date

Thank you for your prompt response and assistance!

Please return this completed questionnaire to:

Mailing Address: Lisa ODonnell.@disa.mil

Or FAX to: 618-229-9177

ATTACHMENT L-5

SAMPLE QUESTIONNAIRE COVER LETTER

LETTERHEAD

(Date)

FOR OFFICIAL USE ONLY

Defense Information Systems Agency (DISA)/ Defense Information Technology Contracting Organization (DITCO) is in the process of selecting a contractor for their Level 1 and 2 Maintenance requirement RFP# HC1028-12-R-0003.

One of the considerations in proposal evaluation is the verification of the offerors' past and present performance on contracts, which reflect the offeror's ability to perform on the proposed effort. We depend on information received from agencies such as yours, which have had firsthand experience with an offeror, for the evaluation of the offeror's performance on those contracts.

Our areas of interest in the offeror are summarized in the enclosed questionnaire. As discussed in our initial phone contact with your office, our schedule is extremely tight and we need your written response no later than _______ calendar days after your receipt of this letter.

To assist you in preparing your response and expediting your reply, the questionnaire…