Attachment_03_Instructions_to_Offerors.pdf

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

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 electronically to Woodrow Bell at woodrow.w.bell.civ@mail.mil. Title the emails “(Your Company’s Name) QUOTE FOR

HQ0013-18-Q-0041”. This will enable Mr. Bell to find your submission much easier. Offers must be received no later than 2:00 pm EST, on 22 March 2018. 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/attachment, other than the Price 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/attachments 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.

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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 14 March 2018.

Offerors shall submit the questions and comments via email to Woodrow Bell at woodrow.w.bell.civ@mail.mil.

1.2. Volume I: Technical

1.2.1. Offerors shall submit a management/performance approach plan. The management/performance approach plan shall address and schedule performance of each task listed in Section 5 Specific Requirements, of the PWS. The management/performance approach 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/performance approach plan shall be of no more than twenty-five (25) 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 twenty-five (25) 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.

1.2.2. Notice: The Government reserves the right to reject any quotes that include any assumptions or conditions that impacts or affects the Government’s requirements.

1.2.3 Quality Control Plan (QCP):

1.2.3.a The QCP shall demonstrate how the contractor intends to ensure quality performance during the contract period of performance, in accordance with 6.1.1 of the PWS.

1.2.3.b The QCP shall include an inspection system, in accordance with 6.1.2 of the PWS.

1.2.3.c The QCP shall include deficiency prevention method, in accordance with 6.1.2 of the

PWS.

1.2.3.d The QCP shall include an inspection record, in accordance with 6.1.4 of the PWS.

1.2.4 Minimum Acceptability Standards Tracking and Confirmation Sheet

1.2.4.a Minimum Acceptability Standards Tracking and Confirmation Sheet (Attachment 05):

Offerors shall complete the Minimum Acceptability Standard Tracking and Confirmation Sheet.

In the space under the “Location in Submission” 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.

1.2.4.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 06).

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 1.5.1 of this section. Offerors are to inform the vendors the questionnaires are due by 2:00 pm, on 22 March 2018.

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.

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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, 0002, 0003 and 0004; 1001, 1002, 1003 and 1004; 2001, 2002, 2003 and 2004; 3001, 3002, 3003 and 3004; 4001, 4002, 4003 and

4004;

Enter the Unit price and the

Amount in the spaces provided.

Non-Separately Priced (NSP) 0005, 1005, 2005, 3005 and 4005 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 TOTAL PRICE 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.

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

There is nothing for offerors to add at this CLIN.

1.4.5. 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.

1.5. Submission Information

1.5.1. In addition to the electronically submitted copies, offers shall submit two (2) hardcopies to the address below. One (1) of the copies shall have the offeror’s name and any other identifiers redacted or removed. The two (2) copies are to be received no later than 2:00 pm

EST, on 22 March 2018.

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

1.5.2. 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.