Attch_03_Instructions_to_Offerors.pdf

ATTACHMENT 3 – INSTRUCTIONS TO OFFERORS

1. Instructions to Offerors

1.1 Quote Submission

1.1.1 Offerors shall submit the quote in three (3) separate volumes/attachments.

a. Volume I/Attachment 01: Technical Expertise

b. Volume II/Attachment 02: Past Performance

c. Volume III/Attachment 03: Price

1.1.2. Offerors shall submit two (2) copies of their quote. One (1) of the copies shall have the offeror’s name and any other identifiers redacted or removed.

1.1.3. Text shall be in a format readable by Microsoft (MS) Word 2000. Data submitted in spreadsheet format shall be readable by MS Excel 2000. When printed, it shall appear as single-spaced, on 8½” x 11” paper (except as specifically noted), with a minimum one-inch margin all around, when printed. Pages shall be numbered consecutively. A page printed on both sides shall be counted as two pages. Submission as double-sided printing/copying on recycled paper is encouraged. Offerors may use 11” x 17” sized format for tables, charts, graphs, or pictures that cannot be legibly presented on 8½” x 11” paper. An 11” x 17” is a two-sheet equivalent (with regards to the page count limitations). Print shall be of a minimum 12-point font size or a maximum 10 characters per inch spacing. Bolding, underlining, and italics may be used to identify topic demarcations or points of emphasis. Graphic presentations, including tables, while not subject to the same font size and spacing requirements, shall have spacing and text that is easily readable.

1.1.4 Each volume/attachment in the quote shall include a copy of the cover letter (letter of transmittal), title page and table of contents. The table of contents shall list sections, subsections and page numbers. Each volume shall contain a glossary of all abbreviations and acronyms used.

Each acronym used shall be spelled out in the text the first time it appears in each quote volume.

1.1.6. Restriction of Disclosure/Proprietary Information. If the offeror wishes to restrict the disclosure or use of its quote, use the legend permitted by FAR 52.215-1(e). Individual subcontractor/vendor proprietary information may be submitted via separate binders/attachments.

1.1.7. Cross Referencing. Each volume, other than the Cost volume/attachment, shall be written to the greatest extent possible on a stand-alone basis so that its content may be evaluated with a minimum of cross-referencing to other volumes of the quote. Cross-referencing within a quote volume is permitted where its use would conserve space without impairing clarity. Hyperlinking of cross-references is permissible. Information required for quote evaluation, which is not found in its designated volume or cross-referenced, is assumed omitted from the quote.

1.1.8 Period for acceptance of offers. The Offeror agrees to hold firm the prices in its offer for

120 calendar days from the date specified for receipt of offers.

1.1.9 Acknowledgement of Solicitation Amendments. Should amendments be issued against this solicitation, the Offeror shall acknowledge by signing the Standard Form (SF) 30 entitled

Amendment of Solicitation/Modification of Contract and include it in the quote submission.

1.1.10 Offerors shall submit questions no later than, 11:00 am, EST, on 23 Aug 2017. Offerors shall submit the questions and comments via email to Woodrow Bell at woodrow.w.bell.civ@mail.mil.

1.2. Volume I: Technical Expertise

1.2.1. Offerors shall submit a management plan. The management plan shall describe how the offeror intends to manage personnel performing under the resulting contract and the process the offeror shall use to ensure all tasks are accomplished. The management plan shall be of no more than ten (10) pages. The Offeror shall address how the team will use this approach in monitoring and adjusting project performance and mitigating risks. The offeror shall include any assumptions and constraints to achieving PWS objectives within this ten (10) page limit. Quote contents that exceed the stated page limitations will be removed from the quote by the

Contracting Officer, prior to turning the quote over to the Government evaluation teams, and will not be considered in the evaluation. This volume shall be sufficiently specific, detailed, and complete as to demonstrate clearly and fully that the Offeror has a thorough understanding and knowledge of the complexities inherent in the performance of this requirement. Statements that the Offeror understands, can, or will perform the listed functions without supporting information or narratives are inadequate. Paraphrasing the PWS or parts thereof, is similarly inadequate, as are phrases such as “standard procedures will be employed” or “well-known” techniques will be used.” This volume shall be written such as to enable evaluators to make a thorough evaluation as to whether the services proposed adequately respond to the specific Government requirements. (Notice: The Government reserves the right to reject any quotes that include any assumptions or conditions that impacts or affects the Government’s requirements.)

1.2.2 Sub-Factor A -- Capability:

1.2.2.a. Offeror shall submit the resume of their proposed personnel. Any offeror, other than the incumbent, submitting the resume of the contractor employee that is currently performing as the database management specialist shall submit a letter that verifies the employees consent to allow the offeror to propose that employee’s services and the employee’s intent to work the offeror, should the offeror be successful, in receiving award.

1.2.2.b The resume shall be no more than eight (8) pages.

1.2.3 Sub-Factor B – Quality Control Plan (QCP):

1.2.3.a The QCP shall demonstrate the contractor's ability to provide oversight, measurements, and reporting processes to ensure compliance with all contract requirements.

1.2.3.b The QCP shall include all elements in the PWS and Performance Requirements

1.2.4 Sub-Factor C – Security Requirements:

1.2.4.a Each offeror shall provide, as part of their quote, a copy of their FACILITY Clearance.

1.2.4.b Each offeror shall submit the security level information for their proposed personnel.

The proposed personnel are to have no less than a SECRET level clearance.

1.2.4.c Offerors shall include a statement certifying that all personnel employed to perform under the resultant contract meet the qualifications in the DD Form 254, Contract Security

Classification Specification, at Attachment 05.

1.2.5.a Minimum Acceptability Standards Sheet (Attachment 06): Offerors shall complete the

Minimum Acceptability Standard Sheet. In the space under the “Location in Quote” column, offerors are to state the location in their submission where the offeror addressed/met the corresponding standard located in the “Minimum Acceptability Standards” column.

1.2.5.b The Minimum Acceptability Standards Sheet is included in the package in an editable form. Offerors shall take care not to change any language in the “Minimum Acceptability

Standards” column. The language of the posted original document, unless amended by the

DSCA Contracting Office, shall take precedent over any language changed by contractor.

Should the original document be amended by the DSCA Contracting Office, the amended language shall take precedent.

1.3. Volume II: Past Performance

1.3.1 Offerors shall submit Contractor Performance Data Sheets on at the most three previous contracts in the last three (3) years with similar scope and size. Offeror shall submit a past performance summary sheet describing its experiences.

1.3.2 The information shall include:

a. Name of (past) customer

b. Name/Number of contract

c. Description of work performed

d. Period of performance of contact

e. Price of the contract.

f. Name of Point of Contact for the customer

g. Phone number and email of POC.

1.3.3 A Past Performance Questionnaire is included in the solicitation package (Attachment 07).

Offerors shall send copies of the Past Performance Questionnaire to vendors. Offerors shall instruct the vendors to return the questionnaire directly to Mr. Woodrow Bell at the Defense

Security Cooperation Agency Contracting Office. Past Performance Questionnaires may be returned via email to woodrow.w.bell.civ@mail.mil or mailed or delivered to the addressed at paragraph 1.5.2 of this section. Offerors are to inform the vendors the questionnaires are due by 2:00 pm, on 25 Aug 2017.

mailto:woodrow.w.bell.civ@mail.mil

1.3.4. The offeror may also submit relevant contracts performed by subcontractors that will perform under this contract, but under no circumstances may an offeror submit more than three contracts for review, regardless of whether the contracts were performed by the offeror, subcontractor(s), or any combination thereof. If subcontractor contracts are submitted, the offeror must also clearly indicate the percentage of work that the subcontractor(s) performed under each task/category of effort throughout the course of the contract.

1.3.5. The Government will choose the excluded contract(s) at random, or in any manner that the Government, in their absolute discretion, deems appropriate, without any consideration for the best interests of the offeror.

1.3.6. If the offeror possesses no relevant past performance, it should affirmatively state this fact in the Contractor Performance Data Sheets. Failure to submit the completed Contractor

Performance Data Sheets shall be considered certification (by signature on the quote) that the offeror has no past performance for like or similar items for the Government to evaluate.

1.4. Volume III: Price Quote.

1.4.1. CLIN Type Chart and Instructions

CLIN Type Applicable CLINs Instructions

Firm fixed Price (FFP) 0001, 1001 and 2001 Enter the Unit price and the

Amount in the spaces provided.

Cost Reimbursable (Travel) 0002, 1002 and 2002 An estimated ceiling price of

$500.00 has entered by the

Government. There is nothing for offerors to enter. No fees shall be added.

Non-Separately Priced (NSP) 0003, 1003 and 2003 The Manpower Reporting CLINs shall be left as NSP. There is nothing for the Offerors to add at these CLINs

1.4.2. Attachment 02, titled Contract Schedule, is provided. Offerors shall enter the UNIT

PRICE and calculated AMOUNT for each FFP type CLIN, in the spaces provided. For evaluation purposes, the unit price provided in the quote shall be used shall be multiplied by the quantity provided in the solicitation. The result of this multiplication shall be the figure used for the purpose of price evaluation.

1.4.3. Offerors shall end the unit price at two decimal places.

1.4.3. Travel CLINs are Cost Type CLINs. No fee shall be added to Travel CLINs. The ceiling amount of $500.00 has been entered, at the travel CLINs. There is nothing for offerors to enter.

1.4.4. Should amendments be issued against this solicitation, the Offeror shall acknowledge by including the Federal Business Opportunities (FBO) posted amended announcement in their submitted package.

1.4.5. The Contract Manpower Reporting CLINs are marked as Not-Separately Priced (NSP).

There is nothing for offerors to add at this CLIN.

1.5. Submission Information

1.5.1. Offerors may submit the two (2) requested copies via email to Woodrow Bell at woodrow.w.bell.civ@mail.mil. Title the emails “(Your Company’s Name) QUOTE FOR

HQ0013-17-Q-0092”. This will enable Mr. Bell to find your submission much easier. Offers must be received no later than 2:00 pm EST, on 28 August 2017.

1.5.2. Offers may be mailed to the address below. The two (2) copies are to be received no later than 2:00 pm EST, on 28 August 2017.

All Mailed and Hand Delivered Submissions shall be delivered to:

Defense Security Cooperation Agency

ATTN: Mr. Woodrow Bell

201 12th Street South

Suite 203

Arlington, VA 22202

1.5.3. In accordance with contract provision 52.212-1, INSTRUCTIONS TO OFFERORS –

COMPETITIVE ACQUISITIONS (JAN 2017), [52.212-1(g)] the Government intends to award a contract without discussions, but reserves the right to hold discussions if necessary. Since

Offerors may correct deficiencies, only through discussions, Offerors are cautioned to examine this solicitation in its entirety and to ensure that their quote contains all necessary Information, provides all required documentation, and is complete in all respects. Failure to do so shall be at the offeror’s risk. The offeror’s initial quote should contain the offeror’s best terms from a cost or price and technical standpoint. The government will not pay the Offeror for preparing the quote.

mailto:woodrow.w.bell.civ@mail.mil