HQ0028-16-R-0002_Amendment_0001.pdf

HQ0028-16-R-0002

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this amendment is to add the follow ing to paragraph 3.9 of the Addendum to FAR 52.212-1 Instructions to Offerors:

'Offerors shall provide f ive (5) hard copies of Volumes I-Executive Summary, II-Technical/Managment, III-Relevant Past Performance, V-Contract Documentation and tw o (2) hard copies of Volume IV-Cost/Price. In addition, one copy of the complete proposal must be submitted electronically via email to: Susan Madrid, Contract Specialist, email: susan.m.madrid.civ@mail.mil.

1. CONTRACT ID CODE PAGE OF PAGES

Y 1 24

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 10-Dec-2015

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X HQ0028-16-R-0002

X 9B. DATED (SEE ITEM 11)

30-Nov-2015

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

10-Dec-2015

CODE

HQ0028 DEFENSE MEDIA ACTIVITY

CONTRACTING OFFICE

23755 Z STREET, POC: SUSAN MADRID

RIVERSIDE CA 92518-2031

HQ0028 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

ADDENDUN TO 52.212-1

Addendum to 52.212-1 Proposal Preparation Instructions

1. 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 shall be compliant with all the requirements as stated in solicitation and the Performance Work Statement (PWS), including terms and conditions, representations and certifications, and any technical/management 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. Failure to comply with the instructions provided in this Information to Offerors may result in removal of the proposal from further consideration for award.

(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 a 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 acceptance period is specified in Section A of the solicitation. The offeror shall 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. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

2. General Information

2.1 Point of Contact

The Contract Specialist (CS) is the sole point of contact for this procurement. Address any questions or concerns you may have to the CS. Written requests for clarification must be sent to the CS at the address located in Block 9.

of the SF 1449, or e-mail at susan.m.madrid.civ@mail.mil.

2.2 Debriefings

Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

2.3. 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 CS 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.

2.4 Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities website at http://www.fbo.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.6 Oral Presentations

Oral presentations are not applicable for this RFP.

2.7 Communications

Exchanges of source selection information between Government and Offerors will be controlled by the CS. 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. Otherwise, source selection information must be transmitted via the U.S. Postal Service or other carrier (e.g., FedEx, UPS, etc) and mailed to the following address:

Defense Media Activity

Attn: Susan Madrid Contract Specialist

23755 Z. Street Riverside, CA 92518

3. 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 attachments identified in the table shall be separately bound in 3-ring, loose-leaf binders, as necessary, if requested as part of this RFP. The contents of each proposal volume are described in the Information to Offerors paragraph as noted in the table below.

Table 3.1 - Proposal Organization

VOLUME RFP Paragraph Number

VOLUME TITLE COPIES PAGE LIMIT

I L3.0 Executive Summary 3 1 II L4.0 Technical/Management 3 20

III L5.0 Relevant Past Performance 3 10 IV L6.0 Cost/Price 3 10 V L7.0 Contract Documentation 3 10 etc. L6.2 Volume Organization 3 10

3.1 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 transmitting 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, tables of contents, glossaries, resumes, executive summaries, OCCI mitigation plans, and Section 508 compliance.

3.2 Page Size and Format

http://www.fbo.gov/

3.2.1 A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single spaced, typed with 1.5 line spacing. Except for the reproduced sections of the solicitation document, the text size shall be no less than 12 Times New Roman font for all text. The technical volume of the proposal is to be submitted as an MSWord 2007 or PDF document. 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. The technical portion of the quotation is to be submitted as an MSWord 2007 or PDF document. These limitations shall apply to both electronic and hard copy proposals.

3.2.2 Legible tables, charts, graphs and figures. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than 10 point Times New Roman font for all text included in a table. These limitations shall apply to both electronic and hard copy proposals.

3.3 Cost or Pricing Information

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

3.4 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.

3.5 Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

3.6 Glossary of Abbreviations and Acronyms

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

3.7 Binding and Labeling

Each volume of the proposal submitted electronically should be clearly labeled and separately identified in the email. An email should accompany the proposal volume that is clearly marked as to volume number, title, copy number, solicitation identification, and the offeror's name. The Executive Summary should contain the Company’s address, cage code, DUNS and Tax ID number. Be sure to apply all appropriate markings including those prescribed in accordance with FAR 52.215-1(e), Restriction on Disclosure and Use of Data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

3.8 Electronic Offers

In order to respond to this solicitation, the offeror shall deliver a copy of its proposal via email to the CS and not later than the time and date specified in this solicitation. In accordance with FAR 52.215-1, Instructions to Offerors, the offeror's proposal submission will be considered complete when all volumes are received.

Submitting proposals via EMAIL: The content and page size of electronic copies must be identical to the hard copies. For electronic copies, indicate on each file the volume number and title. Use separate emails to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any. The offeror shall submit volumes 1 through 4 in electronic format, via email. Each volume shall be in a different email. If files are compressed, the necessary decompression program must be included. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Office Word 2007, MS Office Excel 2007, MS Office Project

2007, and MS Office Power Point 2007, and pdf as applicable. In the event that hard copies and electronic copies of a proposal are submitted and if there are any discrepancies between the hard copies and the electronic copies of the proposal, the hard copies will be used for evaluation.

3.9 Distribution

The "original" proposal shall be identified. Offerors shall provide five (5) hard copies of Volumes I-Executive Summary, II-Technical/Managment, III-Relevant Past Performance, V-Contract Documentation and two (2) hard copies of Volume IV-Cost/Price. In addition, one copy of the complete proposal must be submitted electronically via email to: Susan Madrid, Contract Specialist, email: susan.m.madrid.civ@mail.mil.

3.9.1 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.

3.9.2 Efforts by the Government to clarify or expedite installation of electronic proposal submissions, in accordance with FAR 15.207(c), will not be considered discussions.

3.10 Cost and Pricing Information

No cost or pricing information of any kind shall be included in any volume except Volume IV, Cost/Price Proposal.

3.11 Proposal Submission

Proposals shall be transmitted via email to the Contract Specialist’s addresses by the date/time specified in Block 8.

of the SF 1449. The Government reserves the right to not consider late offers. The Offeror bears all responsibility for submitting their offer by the specified date/time.

3.12 Volume I - Executive Summary

In the executive summary volume, the offeror shall provide the following information:

3.12.1 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. The salient features should tie in with FAR 52.212-2, Evaluation Factors/Subfactors, and it’s Addendum. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the proposal.

3.12.2 Table of Contents

Include a master table of contents of the entire proposal.

3.13 Volume II – Technical/Management Volume

Limited to no more than 20 pages. Submit original plus one (1) hard copy and one electronic version.

Offerors shall submit their Technical/Management Approach as Volume II of the written proposal. The Technical/Management Proposal shall not include cost/price information, classified information, or "For Official Use Only" information.

3.13.1 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 FAR 52.212- 2, Evaluation Factors for Award, and it’s Addendum. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these subfactors. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation. Address your proposed approach to meeting or exceeding the minimum performance or capability requirements of each technical/ management subfactor.

3.13.2 Format and Specific Content

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

a) Part A - Compliance and Cross Reference Matrix

b) Part B - Subfactor 1 – Technical

c) Part C - Subfactor 2 – Management

d) Part D - Subfactor 3 – Subcontracting Plan

e) Part E – Subfactor 4 – Transition Plan

3.13.3 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.

3.13.4 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) Cross Reference Matrix

(5) Factor One

(6) Factor Two (etc.)

3.13.4.1 Factor 1 - Technical/Management. The offeror’s proposal shall include the following with respect to the technical element of this factor:

Subfactor 1 Technical capabilities:

• Describe and demonstrate a clear and comprehensive methodology for providing 24/7 Audio-Visual Maintenance in a complex television, radio and satellite broadcast facility and provide control of audio and video maintenance supplies and materials. The Government will evaluate the offeror’s proposal to ascertain whether the offeror has the ability to provide the 27/7 AV support.

• Describe and demonstrate a clear and comprehensive methodology for providing audio visual drafting support to maintain as-built installation drawings, system integration plans and plant AV configuration drawings. The Government will evaluate the offeror’s proposal to ascertain whether the offeror has the ability to provide AV drafting support.

• Describe and demonstrate a clear and comprehensive methodology for providing the Government a Quality

Control Program (QCP) that is designed to ensure the Contractor meets all of the requirements of this contract. The Government will evaluate the offeror’s proposal to ascertain whether the offeror’s QCP does meet the requirements of the PWS.

• Describe and demonstrate a clear and comprehensive methodology to operate and maintain a Financial

Information System, to assist the Government in tracking maintenance costs, preparing budgets, and maintaining Government financial records. The Government will evaluate the offeror’s proposal to ascertain whether the offeror’s financial information system is capable of tracking maintenance costs, preparing budgets, and maintaining Government financial records.

• Subcontracting Plan - The Contractor, if a large business, shall submit a Subcontracting plan to contract

25% of the work with small business to include veteran-owned small business, service-disabled veteran-owned small business, HUBZone small business, small disadvantaged business (SDB) (including 8(a) program participants), and women-owned small business. The assessment of this subfactor will consider the extent to which the contractor provides small business sub-contractor opportunities in their proposal.

Subfactor 2 - Management capabilities:

• Describe and demonstrate the ability to recruit and provide qualified personnel who are subject matter experts in the principles, techniques, and applications of Television, Radio and Satellite Maintenance and Installation Support, Computer-Aided Design, Equipment Accountability and Inventory Control, Quality Control and Financial Management.

• The Government will evaluate the offeror’s proposed key personnel to include identification of key personnel positions, roles, responsibilities and the description of the key personnel change process to include Government notification and coordination. The Government will also evaluate the proposed key personnel to ascertain whether the proposed key personnel meet the Security Requirements stated in Section 12 of the PWS. The contractor shall provide resumes of key personnel that meet or exceed the minimum qualifications and experience of this requirement.

KEY PERSONNEL

The personnel listed below are considered essential to the work being performed hereunder. Prior to substituting, removing, replacing, or diverting any of the specified individuals, the Contractor shall notify the Contracting Officer 15 working days in advance and shall submit a written request, justification and resume (including proposed substitutions) in sufficient detail to permit evaluation of the impact on this Contract. The proposed substitution of personnel must meet the education, experience, and other technical requirements of the personnel being replaced.

No change in personnel shall be made by the Contractor without the prior written consent of the Contracting Officer.

However, in urgent situations, as determined or agreed to by the Contracting Officer, an oral request to substitute key personnel may be approved and subsequently approved by the Contracting Officer in writing. Such ratification shall constitute the consent of the Contracting Officer required by this paragraph. The Contracting Officer will notify the Contractor within 10 working days after receipt of all required information of the decision on the substitution(s). In the event the proposed substitution of key personnel does not meet or exceed the education, experience, and other technical requirements of the personnel being replaced, the Government reserves the right to require continued performance of previously approved key personnel or to require substitution of acceptable replacements for the individuals specified below.

Minimum Qualifications/Experience: The following labor categories MUST have the following minimum qualification and experience:

Site Manager

The project manager of this contract must have a minimum of twenty years’ of experience of in all aspects of broadcast engineering and maintenance at a network broadcasting facility. This includes “hands-on” comprehensive experience and knowledge in television and radio broadcast engineering, satellite distribution and ability to QC and maintain complex broadcast network systems. Must have a thorough understanding of FCC Rules and Regulations relating to radio, television and satellite broadcast (including NTSC Standards).

Must have a BS degree in Television Broadcasting or Communications Engineering and/or Society of Broadcast Engineers as a Professional Broadcast Engineer or equivalent.

Operations Manager

The operations manager of this contract must have a minimum 20 years’ experience in all aspects of radio and television broadcast engineering and maintenance at a network broadcasting facility. This includes “hands-on” comprehensive experience and knowledge in television and radio broadcast engineering, satellite distribution and ability to QC and maintain complex broadcast network systems. Will manage and monitor Contractor Quality Control program. Must have a BS degree in Television Broadcasting or Communications Engineering and/or Society of Broadcast Engineers as a Professional Broadcast Engineer or equivalent.

Engineering Technician V

The Engineering Technician V provided in support of this contract must have a minimum of 10 years’ experience in all aspects broadcast engineering and maintenance. Supervise and perform maintenance and repair in all areas of broadcasting, always keeping abreast of state of the art changes and display a continuous desire for perfections in the maintenance of the broadcast facility. Assist in training others in the installation, operation and maintenance of production switchers, routing switchers, monitors, VTRs, satellite receivers, CCTV cameras and test equipment used in the Broadcast Center. This is a critical role that will work to maintain maintenance work flow, create production schedules and deadlines, identify problems and offer process solutions. Ensures technical quality assurance to ensure that maintenance performed for the Government meets U.S. broadcast audio and video technical standards as established by the FCC and SMTPE and established quality practices of major U.S. networks. Must have a BS degree in Television Broadcasting or Communications Engineering and/or Society of Broadcast Engineers as a Senior Radio or Television Broadcast Engineer or equivalent.

Engineering Technician IV

The Engineering Technician IV provided in support of this contract must have a minimum of 5 years’ experience in broadcast engineering and maintenance. Perform maintenance and repair in all areas of broadcasting, always keeping abreast of state of the art changes and display a continuous desire for perfections in the maintenance of the broadcast facility. This is a critical role that will work to maintain maintenance work flow, create production schedules and deadlines, identify problems and offer process solutions. Ensures technical quality assurance to ensure that maintenance performed for the Government meets U.S. broadcast audio and video technical standards as established by the FCC and SMTPE and established quality practices of major U.S. networks.

Must have certification from an accredited technical school and/or Society of Broadcast Engineers as a Radio, Television or Network Broadcast Engineer or equivalent.

Engineering Technician III

The Engineering Technician III provided in support of this contract must have a minimum of 2 years’ experience in broadcast engineering and maintenance. Perform maintenance and repair in all areas of broadcasting.

Must have certification from an accredited technical school and/or Society of Broadcast Engineers as a Broadcast Technologist or equivalent.

Drafter/CAD Operator III

The Drafter/CAD Operator III provided in support of this contract must a minimum of 5 years of verifiable experience in maintaining AutoCAD drawings. This person will be responsible each drawing currently in use and possess the necessary skills to read and edit said drawings. Possess the skills to accept various drawing formats provided by outside sources for format conversion or recreation. Must be able to prioritize multiple tasks and adhere to strict deadlines under pressure, producing and planning AutoCAD drawings from conceptualization to successful execution using state-of-the-art technology to achieve professional quality in accordance with AFN’s standards.

Must have a working knowledge of broadcast systems and how they interrelate. Extensive knowledge of computer operation, CAD software and hardware, database management and office software programs essential.

Material and Stock Level Control Technician

Material and Stock Level Technician must have a minimum of 2 years of current experience working with an inventory management and/or inventory tracking database system, and knowledge of shipping and receiving procedures.

Subfactor 3 – Subcontracting Plan:

• Provide a subcontracting plan that demonstrates compliance with a minimum of 25% of the proposed total contract value subcontracted among all the socioeconomic business categories listed in FAR Part 19.704.

The subcontracting plan shall conform to the requirements of FAR Part 19.704 and DFARS 215.304 unless exempted pursuant to FAR Part 19.702(b)(1). Subcontracting Plans are not required from Small Business Offerors.

Subfactor 4 – Transition Plan:

• Provide a transition plan that demonstrates a timely and smooth transition between contractors. The plan shall clearly demonstrate the contractor’s ability to assume full responsibility for all areas of operation in accordance with the terms and conditions of this contract. The transition plan shall clearly demonstrate the contractor’s grasp of phase-in problems and present reasonable solutions and rationale to these problems.

The transition plan shall clearly demonstrate how the contractor will transition out by having personnel assigned to this contract present or available on or before expiration of the phase out period.

In responding to the Technical and Management Approaches - Do not merely restate or reformulate the evaluation criteria or PWS requirements specified in the solicitation. Restating or reiterating the criteria or PWS requirements specified in the solicitation will render your proposal as non-responsive.

3.14 Volume III - Past Performance

Limited to no more than three (3) pages per past performance cited. Only references for same or similar type contract desired. Submit original plus one copy and one electronic copy. All past performance surveys (one electronic copy) must be submitted and received by the closing date of the RFP.

3.14.1 General

Each offeror shall submit a past performance volume with its proposal, containing past performance information in accordance with the format contained in the Past and Present Performance Information shown below. 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, including but not limited to the Past Performance Information Retrieval System (PPIRS), any other available Government and commercial databases, and interviews with Contracting Officers, Points of Contact, and Government or commercial customers.

When submitting past performance references and questionnaires, there should only be one contract, task order or delivery order per reference/questionnaire. Contracts, task orders or delivery orders SHALL NOT be combined or bundled and submitted as one effort, even if there were predecessor or follow-on efforts involving the same type of work. Submitting past performance references in this manner may be considered non-responsive, and such references may not be considered in the Agency’s past performance evaluation.

If any past performance reference was performed under an IDIQ contract, you must provide the correct task order number associated with the work for that contract. This also applies to any GSA Schedule effort. You should list the task or delivery order number, not the GSA Schedule number. A reference containing only an IDIQ or GSA Schedule number may not be considered in the Agency’s past performance evaluation.

Along with the information required in this paragraph, the offeror shall submit a consent letter executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of past performance information to the offeror so the offeror can respond to such information. Client authorization letters cannot exceed more than one page.

3.14.1 Relevant Contracts

Submit information using the format contained herein, Organization’s Performance Questionnaire. The information submitted shall identify whether the effort pertains to the Offeror or to one of the Offeror’s proposed subcontractors, teaming partners, or joint venture partners, and the information on each effort must include whether the Offeror, subcontractor, teaming partner, or joint venture partner performed the effort as a prime contractor, partner, or subcontractor. The maximum number of past performance efforts submitted by the prime offeror and all of its subcontractors, teaming partners, and joint venture partners may not exceed seven (7). Total page count for this Past Performance volume is annotated above in Table 3.1. Include rationale supporting your assertion of relevance. The Government uses degrees of relevancy when assessing recent, relevant contracts,

3.14.2 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. Categorize the relevant information into the specific technical/management subfactors used to evaluate the proposal.

The Past Performance volume shall be organized according to the following general outline:

a) Part A – Summary Pages, in accordance with the page limitations set forth herein, describing the proposed role of the offeror and each teaming partner, joint venture partner, and/or significant subcontractor for which the offeror is providing past performance information.

b) Part B – Subcontractor/Teaming Partner Consent Letters executed by each teaming partner, joint venture partner and/or significant subcontractor authorizing the release of past performance information so the offeror can respond to such information.

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

d) Part D – Past Performance Reference Sheets. (Sample Below)

3.14.3 Recent and Relevant Contracts. Submit information in accordance with the RFP Past Performance Attachment herein. The information submitted shall reference the Offeror's past performance and the past performance of the Offeror's teaming partners, joint venture partners, and/or significant subcontractors. Submit past performance information on no more than three (3) recent contracts that the prime offeror considers most relevant in demonstrating the prime’s ability to perform the proposed effort. Also include information on up to two (2) recent contracts performed by each of your significant joint venture/teaming partners and significant subcontractors that you consider most relevant in demonstrating their ability to perform the proposed effort. The Government considers a significant subcontractor and/or joint venture/teaming partner to be a company who provides 20% or more of the support required based on the total proposed price (or cost, as applicable), and/or a company who provides a critical portion of the effort required and/or significantly influences the results of performance.

Recency is defined as an effort that is ongoing or has been performed during the past three (3) years from the date of issuance of this solicitation, or for ongoing efforts, must have been in place at least six (6) months before the proposal due date.

For all Past Performance Information submitted, include rationale supporting your assertion of relevance.

3.14.4 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/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.

3.14.5 Questionnaires.

The offeror shall provide the Past Performance Questionnaire found at Attachment L-2 herein, to each of the customer Points of Contact (“POC”) identified for each of the relevant past performance efforts. In order to expedite the assessment process, the Offeror may complete Sections 1, 2, and 3 of the Past Performance Questionnaire for the convenience of the POC. The Offeror shall not, however, complete any other section of the Past Performance Questionnaire. Once the questionnaires are completed by the POCs, the information contained therein shall be considered Source Selection Information in accordance with FAR 2.101 and 3.104 and shall not be released to the Offeror. Early submission of the Past Performance Questionnaires is encouraged. Questionnaires shall be sent directly via email to the contract specialist (Susan Madrid, email: susan.m.madrid.civ@mail.mil) no later than the proposal due date. Past Performance Questionnaires submitted for an Offeror’s significant joint venture/teaming partners and significant subcontractors shall clearly indicate the name of the Offeror within the questionnaire. If the Offeror, joint venture/teaming partner, or significant subcontractor performed the effort as a subcontractor, the Offeror must request that the POC specifically address the portion of the work performed by the subcontractor, rather than address the performance of the prime contractor.

3.14.6 Volume IV - Cost/Price

NOTE: The Government is setting fixed amounts for the following Time & Material (T&M) CLINs, proposals should reflect this:

CLIN 0009 - $60,000.00

CLIN 0010 -$116,000.00

CLIN 1009 - $60,000.00

CLIL 1010 - $116,000.00

CLIN 2009 - $60,000.00

CLIN 2010 -$116,000.00

CLIN 3009 - $60,000.00

CLIN 3010 - $116,000.00

CLIN 4009 - $60,000.00

CLIN 4010 - $116,000.00

3.14.6.1 General Instructions. The following instructions are applicable to the prime offeror, subcontractors, teaming partners and joint venture partners.

Pricing submitted for the base period and all option periods, including pricing for an additional six-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 six-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.

3.14.6.2 Cost Reasonableness, Realism, and Completeness.

This section is to assist you in submitting other than certified cost or pricing data that is required to evaluate the reasonableness, completeness, realism, and/or balance of your proposed cost/price. The Government will verify that all solicitation requirements have been priced, figures are correctly calculated, and prices are presented in a clear and useful format. Note that unrealistically low or high proposed costs, 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 costs pose an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. Cost submissions should be sufficiently detailed to demonstrate their reasonableness and be adequate enough to support and sustain a DCAA audit.

3.14.6.3 Estimating Techniques and Methods.

When responding to the Cost/Price Volume requirements in the solicitation, the offeror and associated partners/subcontractors may use any generally accepted estimating technique, including contemporary estimating methods (such as Cost-to-Cost and Cost-to-Non-Cost Estimating Relationships, commercially available parametric mailto:susan.m.madrid.civ@mail.mil cost models, in-house developed parametric cost models, etc.), to develop their estimates. If necessary, reasonable and supportable allocation techniques may be used to spread hours and/or costs to lower levels of the Work Breakdown Structure WBS.

3.14.6.4 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.

3.14.6.5 Cost or Pricing Information Requirements

IAW FAR 15.403-5(b)(1),(2), and (3), the Offeror's format for submitting such information should be used unless the contracting officer decides that use of a specific format is essential and the format has been described in the solicitation. In accordance with FAR 15.403-1(b) and 15.403-3(a), information other than certified cost or pricing data may be required to support price (or cost, as applicable) reasonableness. If, after receipt of proposals, the Contracting Officer 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 certified cost or pricing data (see FAR 15.406-2 -- Certificate of Current Cost or Pricing Data).

3.14.6.6 Volume Organization

The Offeror shall comply with instructions contained herein for development of its cost / price proposal. The Offeror is required to submit all pricing data for this contract. The Cost/Price volume shall consist of the following sections:

SECTION 1 - Table of Contents; summary descriptions of estimating, purchasing, and accounting systems;

changes to estimating, accounting practices, or Cost Accounting Standards (CAS) Disclosure Statement.

SECTION 2 - Cost or pricing information and supporting data, to include estimating methodology.

SECTION 3 - Other information such as Government Furnished Property/Government Furnished Equipment (GFP/GFE), long lead costs, termination costs, development/production schedule, inflation rate summary and explanation, life cycle cost, and special tooling/test equipment. List each exception to the ground rules and assumptions provided in the solicitation and each qualification of the Cost/Price volume, if any. Provide complete rationale for any exceptions. The Cost/Price volume shall consist of the following sections:

a) Part A – Introduction

b) Part B – Microsoft Excel Spreadsheets

c) Part C – Table of Labor Categories and Rates

d) Part D – Unsanitized Cost Proposals

e) Part E – Sanitized Cost Proposal to include Basis of Estimates (BOE)

f) Part F - Reserved for Final Proposal Revisions (if requested by the contracting officer)

f) Part G – Other Information

3.15 Estimating Methodology

3.15.1 Estimating System

Provide a summary description of your standard estimating system or methods. The summary description shall cover separately each major cost element (e.g., Direct Material, Engineering Labor, Manufacturing Labor, Indirect Costs, Other Direct Costs, Overhead, G&A, etc.). Also, identify any deviations from your standard estimating procedures in preparing this proposal volume. Indicate whether you have Government approval of your system and if so, provide evidence of such approval.

3.15.2 Purchasing System

Provide a summary description of your purchasing system or methods (e.g., how material requirements are determined, how sources are selected, when firm quotes are obtained, what provision is made to ensure quantity and other discounts). Also, identify any deviations from your standard procedures in preparing this proposal. Indicate whether you have Government approval of your system and if so, provide evidence of such approval.

3.15.3 Accounting System

Indicate whether the Defense Contract Audit Agency (DCAA) has determined your accounting system to be adequate and if so, provide evidence of such determination. Also, identify any deviations from your standard procedures in preparing this proposal.

3.15.4 Explanation of Estimating Methods Used

Explain the methodology used to estimate each cost element. As a minimum, provide the following information for each cost element. If a portion of the required information is not applicable for a particular cost element, so state.

3.15.4.1 Microsoft Excel Spreadsheets. The cost proposal shall be submitted using Microsoft Excel and shall include all formulas and calculations.

3.15.4.2 Summary Spreadsheet. The offeror shall complete Section J – Pricing Summary containing a summary spreadsheet of the contract proposals. The summary spreadsheet shall include the total proposed cost / price for this contract. The summary spreadsheet should include all calculations/formulas used to develop final cost / price.

3.16 The Offeror’s proposal for this effort, whether CPFF, FFP, or Cost, shall include detailed cost/price amounts of all resources required to accomplish the task, (i.e. labor categories, labor hours, number of employees for each labor category, rates, On-Site and Off-Site, travel, incidental equipment, etc.). Labor and overhead rates should include sufficient detail to sustain a DCAA audit (e.g. Direct Labor Rates, Overhead, Fringe Benefits, G&A, and Fee, etc.).

Offerors shall utilize the Not to Exceed amounts for travel and ODCs if provided by the Government. Failure to use the Government-specified amounts for travel and ODCs, if applicable, will result in an adjustment of the Offeror’s pricing to reflect these amounts. All ODCs shall annotate the specific detail (qty, part number, manufacturer, etc.) to include supporting documentation to justify the cost (i.e., vendor quotes, price history, etc.). Costs shall be reimbursed at cost plus applicable indirect costs. If a subcontractor relationship exists, the subcontractor must break out their costs, in accordance with the above requirements. If needed, the subcontractor may submit their cost breakout directly to the Contracting Officer. All travel shall be authorized by the Contracting Officer’s Representative (COR), in writing, prior to performance and will be paid IAW FAR Part 31.205-46. The contractor will be authorized to invoice monthly for all incurred travel costs approved by the COR or TO/COR. We also request information on whether the prime contractor has performed an evaluation to determine the reasonableness of subcontractor prices or hourly labor rates and if so please provide that analysis to the Contracting Officer. This analysis may be submitted in accordance with the Offeror’s internal accounting procedures. There is no specified format. Additionally please discuss what type of contract you anticipate giving to your various subcontractors such as firm-fixed-price, cost-plus-fixed-fee, etc.

3.17 The Offeror’s proposed cost / price for this requirement shall reflect the entire potential period of performance (base year, each option period, and a six-month Option to Extend Services under FAR 52.217-8).

3.18 Percentages. Percentages should be limited to four decimal points; for example 25.15 percent shall be reflected as .2515.

3.19 Additional Criteria. All proposal amounts shall be proposed in U.S. currency.

3.20 Table of Labor Categories and Labor Rates. Offerors shall include a table reflecting Contractor proposed Labor Categories that are cross-mapped to the Government provided Labor Categories and descriptions and applicable Labor Rates used in the development of their proposal. The cross-mapping requirement is only applicable if the Offeror proposes labor categories with names other than those provided by the Government in Section J. A separate column shall be prepared for each period of performance (i.e., Months 1-12, 13-24, etc.). Descriptions of the labor categories are provided as Section J. Failure to provide Contractor proposed prices for all labor categories for all years (to include the Option to Extend Services under FAR 52.217-8) for work performed on Government Site and work performed at the Contractor Site may result in a rejection of the offeror’s proposal.

3.21 Other Information.

3.22 DCAA and DCMA Point of Contact Information. The offeror and all of its subcontractors/teaming partners should submit…