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PERFORMANCE WORK STATEMENT FOR QUALITY MANAGEMENT FACILITATION

SUPPORT BLANKET PURCHASE AGREEMENT

1.0 Introduction

The purpose of this Single Award Blanket Purchase Agreement (BPA) is to obtain support for Facilitation efforts within the Washington Headquarters Service DoD, DA&M and Washington Headquarters Services (WHS). The primary objective of this support is to assist DoD/DA&M/WHS clients in the use of quality management methods as they apply to continual process improvement. This BPA provides for the award of individual orders, defined hereinafter as "Task Orders," to assist with the accomplishment of these efforts.

1.1 Term and Capacity of BPA. The Single Award BPA will have a performance period of twelve (12) months after date of award with four (4) twelve (12) month option periods. The combined value of all task orders issued under this BPA will not exceed $3,000,000.00. Should the combined value of all task orders issued under this BPA reach $3,000,000.00 at any time during the period of performance, no additional task orders will be issued.

1.2 Issuance of Task Orders. Task Orders will be solicited from the awardee of the BPA in accordance with FAR 12.6 and procedures described herein. WHS will utilize task order procedures that include a statement of work (SOW) and pricing requirements when soliciting task orders. Upon issuing an RFP for task orders, the BPA holder will typically have two (2) to five (5) days to submit a proposal. Evaluation criteria will typically include management/quality plan for the required tasks to be accomplished, and/or a Capabilities and Experience Statement for the personnel proposed along with a Firm Fixed price offer. Pricing information requested will typically be the same as what is required in paragraph 22.5. An evaluation will be performed and an order made based on pricing established in this BPA.

2.0 Background

The Director, Administration and Management (DA&M) is a key staff element of the Office of the Secretary of Defense (OSD) and manages the following three broad areas of responsibility:

1) serves as advisor to the Secretary on emerging organization and management matters of institutional importance; 2) oversees and provides administrative support to the Pentagon Reservation and 3) secures and protects the people, facilities and infrastructure of the Pentagon Reservation and DoD leased facilities in the National Capital Region (NCR). The WHS Planning and Evaluation Directorate is responsible for supporting the Director of WHS with strategic planning, the WHS Management Control Program, program analysis and integration, performance measurement and assessment, internal review and process improvement.

3.0 Performance Work Statement

3.1 The contractor will provide services in the following areas on an on-going basis;

3.1.1 Strategic Planning: Provide executive level consulting, facilitation services for the DoD, DA&M and WHS Strategic Plans. Consulting support includes completing organization assessments, developing executive briefs, scenario planning and identifying appropriate advance materials that support the strategic plan creation; conducting the environmental scan and context map using various tools, including gap, force field, SWOT and situation analysis; completing needs analysis; creating corporate strategic vision; providing strategic planning models and providing expert advice on the process of strategic planning and related methodology to include Technology of Participation, Appreciative Inquiry, Whole-Scale Change, Future Search, Six-Box Model, designing effective interventions, Open Space, affinity diagramming, FutureScape;

supporting change leadership efforts related to the strategic plan. Facilitation support includes planning the off-sites, developing the agenda and coordinating the pre-offsite preparation. Post-offsite work includes aligning various systems (i.e. performance management, human resources, communication, leadership, etc.); coordinating the development of plans of action and milestones (POAM’s), tracking the implementation of the POAM’s and reporting implementation status to leadership, ensuring coordination of plans with leadership priorities, communications methods and tools. Administrative support includes staffing the draft plans prior to publication, producing reports, maintaining the currency of data, coordinating staff teams throughout DoD, DA&M and WHS to ensure accuracy, and developing mechanisms for follow-up.

3.1.2 Baldrige National Quality Program Assessments: Experienced National Institute of Standards and Technology (NIST) trained personnel who have previously qualified as MBNQA examiners and have experience assessing government organizations are required to conduct MBNQA assessments of DoD, DA&M and WHS organizations on demand. These assessments will be conducted without an application by the use of team interviews. A cross-section of the organization will be interviewed, findings will be developed, and a feedback report following the structure of the criteria and identifying strengths and areas for improvement in each category will be prepared. High leverage action items will be developed that identify the vital few priorities for improvement. The senior leadership will then be briefed on the results and provided with a written report. If desired, the improvement plans will be developed and follow-on assistance will be provided. These assessments will normally be completed and reported within two weeks.

3.1.3 Baldrige Award Administration & Management: Administer and coordinate the DoD Baldrige application process. This includes providing experienced, NIST trained personnel, who have previously qualified as MBNQA examiners, to assist applicants with the application, review applications and recommend the best five for submission to NIST. Contractor will coordinate with DOD clients, answer questions, interface with NIST and provide status updates on the program.

3.1.4 Presidential Quality Award Administration & Management: Administer and coordinate the Presidential Quality Award submissions for DoD. Personnel must be experienced with the President’s Management Agenda and assist applicants with the application process. Contractor will coordinate with DOD clients, answer questions, interface with NIST and provide status updates on the program.

3.1.5 Metrics: Advise and assist DA&M and WHS in the development, reporting and analysis of performance metrics. Teach metrics for government organizations and an executive overview of metrics, as required. Conduct Executive overviews with DA&M and WHS Directors on metrics.

3.1.6 Lean Six-Sigma (LSS): Provide facilitation and consulting for DA&M and WHS LSS Green Belt candidates to assist the candidates in achieving certification.

3.1.7 Process Mapping: Provide assistance in process mapping for DA&M and WHS

3.1.8 Management Internal Controls: Provide consulting and assistance in the administration and improvement of the WHS management Internal Controls Program. Assist in development of the WHS Annual Assessment of Assurance.

3.1.9 Organizational Climate Surveys: Conduct Organizational Climate Surveys within DA&M, WHS and OSD. Provide reports to senior officials within two weeks.

3.1.10 Outlook Calendar Administration and Data Management: Collect, aggregate, chart and analyze the daily activity data of the P&ED staff.

3.1.11 Activity Based Accounting: Support the P&ED staff in developing an Activity Based Accounting System.

3.1.12 Biennial Review: Assist the P&ED staff in administering and coordinating the WHS input for the Biennial Review.

3.2 Within two weeks of award, the Contractor shall conduct an orientation briefing for the Government. The Government does not want an elaborate orientation briefing nor does it expect the Contractor to expend significant resources in preparation for this briefing. The intent of the briefing is to initiate the communication process between the Government and Contractor by introducing key task participants and explaining their roles, reviewing communication ground rules, and assuring a common understanding of subtask requirements and objectives.

The Orientation Briefing will be held at the Washington Headquarters Services, Planning and Evaluation Directorate Office and the date and time will be mutually agreed upon by both parties. The completion of this briefing will result in the following:

a) Introduction of both Contractor and Government personnel performing work under this BPA. This introduction is geared toward the overall BPA. The government reserves the right to call for introduction on any specific task order.

b) The Contractor will demonstrate confirmation of their understanding of the work to be accomplished under this SOW.

4.0 Deliverables (Task Order Deliverables)

The contractor shall provide all data deliverables in a hard copy format with an editable electronic version. Electronic versions will be provided in standard Microsoft formats (MS Word, MS Excel, MS PowerPoint, Etc.) on a CD-ROM.

Based on the below Project Plan, the COR will provide approval to move forward on activities planned.

Unless otherwise specified, the Government will have a maximum of ten (10) working days from the day the draft deliverable is received to review the document, provide comments back to the contractor, approve or disapprove the deliverable(s). The contractor will also have a maximum of ten (10) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government.

In fulfillment of this effort, the Contractor shall provide the following deliverables. All deliverables shall be submitted to the Contracting Officer’s Representative (COR), unless otherwise agreed upon.

4.1 Project Plan The contractor shall prepare a Project Plan describing the technical approach, organizational resources and management controls to be employed to meet the cost, performance and schedule requirements for the effort within 5 calendar days of the assignment of a project. The Project Plan shall detail the key activities and milestones, distance learning technology, allocation of staff and other resources necessary for successful completion of the effort. The COR shall receive the revised Project Plan in both hard copy and electronic form, Microsoft Word. The contractor shall request prior approval on all activities not included in the plan or any modifications to the plan after approval has been given.

4.2 Monthly Status Report The contractor shall document the efforts performed in the completion of each task in a detailed Monthly Status Report due on or before the 10th of each Month. The status report shall include, at a minimum:

4.2.1 Progress for the period: detailed progress report of findings, activities and accomplishments during the reporting period, and summary of work accomplished during the reporting period and percent complete.

4.2.2 Activities planned for the next reporting period: planned activities, as well as the status of any/all deliverables, including planned delivery date(s) and actual and/or anticipated delivery date(s).

4.2.3 Problems encountered: identification of any problems, issues or delays and recommendations as to their resolution, and any corrective action that was taken to correct identified problems.

4.2.4 Strategy revisions: recommended changes to include any lessons learned

4.3 Final Report The contractor shall provide a final report, to the COTR, at the conclusion of effort. The report will summarize objectives achieved, significant issues, problems and recommendations to improve the process in the future. The contractor is advised to submit a draft final report 10 days prior to the completion of each project in order to incorporate any comments from the Government into the Final Report.

4.4 Deliverable Table

Reference Milestone/Deliverable

Responsibility Date

4.1 Project Plan Contractor Within 5 calendar days after award of a task order

4.2 Monthly Status Report Contractor On or before the 10th of each month

4.3 Final Report Contractor Within 10 calendar days after

completion of the task order

4.5 Inspection and Acceptance Criteria Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by the COTR.

4.5.1 General Acceptance Criteria General quality measures, as set forth below, will be applied to each work product received from the contractor under each task.

4.5.1.1 Accuracy - Work Products shall be accurate in presentation, technical content, and adherence to the customer’s accepted elements of style.

4.5.1.2 Clarity - Work Products shall be clear and concise. Any and all diagrams shall be easy to understand and be relevant to the supporting narrative.

4.5.1.3 Consistency to Requirements - All work products must satisfy the requirements of each task’s statement of work.

4.5.1.4 File Editing - All text and diagrammatic files shall be editable by the Government.

4.5.1.5 Format - Work Products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals.

4.5.1.6 Timeliness - Work Products shall be submitted on or before the due date specified in each task’s statement of work or submitted in accordance with a later scheduled date determined by the Government.

Performance Requirements Summary

THE CONTRACTOR SERVICE REQUIREMENTS ARE SUMMARIZED INTO PERFORMANCE OBJECTIVES

THAT RELATE DIRECTLY TO MISSION ESSENTIAL ITEMS. THE PERFORMANCE THRESHOLD BRIEFLY DESCRIBES THE MINIMUM ACCEPTABLE LEVELS OF SERVICE REQUIRED FOR EACH REQUIREMENT.

THESE THRESHOLDS ARE CRITICAL TO MISSION SUCCESS.

Task Performance Objectives

Performance Standard Schedule Method of Surveillance

Incentives/ Disincentives

PRS #1 The contractor shall provide a Project Plan, as the specific requirement demands.

Section 4.1

Deliverable shall describe the technical approach, organizational resources and management controls to be employed to meet the cost, performance and schedule requirements for assigned efforts; shall detail the key activities and milestones, distance learning technology, allocation of staff and other resources necessary to the for successful completion of assigned efforts.

Deliverable shall be accurate in presentation, technical content, and adherence to accepted elements of style; shall be clear and concise, including any diagrams shall be understandable and relevant to the supporting narrative;

must satisfy the requirements of this statement of work; are written and formatted as directed; reflect Government guidance on the draft(s); and are comprehensive, coherent, accurate, and timely.

Within 5 calendar days after assignmen t of a project

100% COR

Review

Reports submitted by or before the tenth calendar day after completion of the project

More than three reports submitted late by more than five business days will adversely impact past performance rating.

Performance Standard Schedule Method of Incentives/ Surveillance Disincentives

PRS #2 The contractor shall provide Monthly Status Report(s).

Section 4.2

Deliverable shall be accurate in presentation, technical content, and adherence to accepted elements of style; shall be clear and concise, including any diagrams shall be understandable and relevant to the supporting narrative;

must satisfy the requirements of this statement of work; are written and formatted as directed; reflect Government guidance on the draft(s); and are

On or before the 10th of each month

100% COR

Review

Reports submitted by or before the tenth calendar day after completion of the project

More than three reports submitted late by more than five business days will adversely impact past performance

Performance Standard Schedule Method of Incentives/ Surveillance Disincentives

PRS #3 The contractor shall provide a Final Report(s) at the conclusion of each project.

Section 4.3

Deliverables will summarize objectives achieved, significant issues, problems and recommendations to improve the process in the future.

Deliverables shall be accurate in presentation, technical content, and adherence to accepted elements of style; shall be clear and concise, including any diagrams shall be understandable and relevant to the supporting narrative;

must satisfy the requirements of this statement of work; are written and formatted as directed; reflect Government guidance on the draft(s); and are

By close of business on the tenth calendar day after completio n of the project

100% COR

Review

Reports submitted by or before the tenth calendar day after completion of the project

More than three reports submitted late by more than five business days will adversely impact past performance

5.0 Place of Performance

The place of performance shall be designated on each task order by the Contracting Officer

(CO).

All work on this BPA will be performed in a government provided facility. The majority of work is anticipated to be performed at facilities located on the Pentagon Reservation in Arlington, Virginia. The Pentagon Reservation includes the Pentagon, Federal Office Building #2, the Heating & Refrigeration Plant and the Remote Delivery Facility. The services of this BPA may also be requested at other federally owned buildings; namely, other WHS locations within the National Capital Region (NCR) that are leased by government tenants. These are not the only buildings where work may be required, but will be the primary locations of work. All work is primarily located in the NCR, however if work outside the NCR is necessary it will be addressed in the task order and appropriate travel costs will be included.

6.0 Government Furnished Equipment

The government will furnish all office space and equipment including computer, printer, fax, copy, telephone and other office equipment necessary to fulfill the contract. All data will be stored/processed on government owned equipment only. The contractor may not use personal or company-owned assets to store or process data on this contract.

7.0 Security Requirements

All Contract personnel assigned to this contract must possess a DOD secret security clearance or be able to obtain one within 30 days after the contractor personnel submits the security form.

The clearance must be maintained during the performance of the contract. Washington Headquarters Services P&ED will sponsor the BPA awardee if necessary.

All Security Classification Guidance is provided on DD Form 254, Department of Defense Contract Security Classification Specification (hereafter referred to as the DD 254). Any changes or additional security classification guidance shall be provided to the Contractor in writing, through updates and modifications to the DD 254. Prior to assignment of Contractor employees to this project, the Contractor’s FSO shall submit clearance validation through use of a Visit Authorization Request (VAR) for each employee, in accordance with DoD 5220.22-M, National Industrial Security Program Operating Manual (NISPOM) to the designated security representative. Changes in the clearance status of Contractor employees shall be forwarded in writing to the Contracting Officer and the designated security representative.

8.0 Contractor Interfaces

The Contractor and/or his subcontractors may be required as part of the performance of this effort to work with other Contractors working for the Government. Such other Contractors shall not direct this Contractor and/or their subcontractors in any manner. Also, this Contractor and/or their subcontractors shall not direct the work of other Contractors in any manner.

The Government shall establish an initial contact between the Contractor and other Contractors and shall participate in an initial meeting at which the conventions for the scheduling and conduct of future meetings/contacts will be established. Any Contracting Officer’s Technical Representatives (COTR) of other efforts shall be included in any establishment of conventions.

9.0 Disclosure of Information

No data provided to, or developed by, the contractor shall be used for any purpose other than the tasks assigned. All information (data files and hard copy) becomes the property of the Government and the contractor shall return said documents at the completion of the tasks.

Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. All materials provided to the Contractor by the Government and their results, conclusions, and recommendations obtained thereof should be considered confidential in nature and treated with the appropriate level of respect and confidentiality.

The contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each contractor or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

10.0 Limited Use of Data

Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others.

Contractor and/or contractor personnel shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorized Government personnel or upon written approval of the Contracting Officer (CO).

The contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at no cost to the Government between the contractor and the data owner which provides for greater rights to the contractor.

11.0 Hours of Work

Contractor personnel are expected to conform to normal operating hours. The contractor shall provide the required services at times determined by the P&ED or P&ED clients serviced by the contractor, with the exception of Federal Government holidays, with an allowance for a 30 minute lunch period each day.

12.0 Travel.

All travel plans and arrangements shall be authorized and approved by P&ED prior to the commencement of travel. The government will reimburse the contractor for actual and reasonable travel expenses associated with providing services outside the Washington, D.C.

Metropolitan Area. Travel will be conducted and paid in accordance with the Federal Acquisition Regulations (FAR) Part 31.205-46. The contractor will include itemized travel costs in the invoice.

13.0 Government Holidays

The following Government holidays are normally observed by Government personnel: New Years Day, Martin Luther King’s Birthday, Presidential Inauguration Day (metropolitan DC area only), President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation, or any other kind of administrative leave such as unexpected government closures.

14.0 Payment for Unauthorized Work

No payments will be made for any unauthorized supplies and/or services or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting

Officer. Only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

15.0 Contractor Personnel

The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor's management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the statement of work. Contractor employee qualifications submitted for employees assigned to perform under this statement of work shall contain documented experience directly applicable to the functions to be performed. Further, these prior work experiences shall be specific and of sufficient variety and duration that the employee is able to effectively and efficiently perform the functions assigned.

15.1 Project Manager The Contractor shall provide a Project Manager to facilitate Government- Contractor communications. The Project Manager shall be the primary technical and managerial interface between the Contractor and Contracting Officer (CO) and the Contracting Officer’s Technical Representative (COTR) located at the Washington Headquarters Services. The name of this person, and an alternate or alternates, who shall act for the contractor when the Project Manager is absent, be designated in writing to the CO. The Project Manager or alternate will have full authority to act for the contractor on all contract matters relating to daily operations.

The Project Manager or alternate must be available during normal duty hours, as specified herein and to meet with government personnel within 24 hours to discuss problems.

The Contractor's Project Manager shall meet with the CO/COTR as necessary to maintain satisfactory performance and to resolve other issues pertaining to Government/Contractor procedures. At these meetings, a mutual effort will be made to resolve any and all problems identified. Written minutes of these meetings shall be prepared by the Contractor, signed by the Contractor's designated representative, and furnished to the Government within two (2) workdays of the subject meeting.

The Project Manager and alternate or alternates must be able to read, write, speak, and understand English.

15.2 Contractor Employees Contractor personnel shall present a neat appearance and be easily recognized as contractor employees by wearing a Security Identification Badge at all times while on Government premises. When Contractor personnel attend meetings, answer phones, and work in other situations where their status is not obvious to third parties they must identify themselves as such to avoid creating the impression that they are government employees. All Contractor personnel assigned to this contract must be able to read, write, speak and understand English.

16.0 Physical Security

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the end of normal duty hours and/or after normal duty hours, all government facilities, equipment and materials must be secured.

16.1 Access Controls The contractor shall establish and implement methods of making sure all keys/access cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. The contractor shall not duplicate any keys/access cards issued by the government. The contractor shall immediately report to the COTR any occurrences of lost or duplicated keys/access cards.

In the event keys/access cards, other than master keys, are lost or duplicated, the contractor may be required, upon written direction of the COTR, to re-key or replace the affected lock or locks at no cost to the government. The government may, however, at its option, replace the affected lock or locks or perform re-keying and deduct the cost of such from the monthly payment due the contractor. If a master key is lost or duplicated, the government must replace all locks and keys for that system and the total cost deducted from the monthly payment due the contractor.

The contractor must prohibit the use of keys/access cards issued by the government by any persons other than the contractor's employees. Opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in performance of work requirements in those areas is prohibited.

17.0 Quality Assurance

In accordance with the Performance Requirements Summary, the COR will review, for completeness, preliminary or draft documentation that the Contractor submits, and may return it to the Contractor for correction. Absence of any comments by the COR will not relieve the Contractor of the responsibility for complying with the requirements of this work statement.

Final approval and acceptance of documentation required herein shall be by letter of approval and acceptance by COR. The Contractor shall not construe any letter of acknowledgment of receipt material as a waiver of review, or as an acknowledgment that the material is in conformance with this work statement. Any approval given during preparation of the documentation, or approval for shipment shall not guarantee the final acceptance of the completed documentation.

INSTRUCTION FOR REQUEST FOR PROPOSAL (RFP)

INSTRUCTIONS TO OFFERORS, EVALUATION FACTORS, EVALUATION, AND

SUBMISSION REQUIREMENTS

18.0 Instructions to Offerors

18.1 Washington Headquarters Services (WHS) is releasing this solicitation in electronic format only. This electronic version of the Request for Proposal (RFP) is the official version for this acquisition. No hard copy of this solicitation will be issued. Offerors will be sent any and all applicable amendments to this solicitation electronically. Offerors may submit their proposals through the US Postal Service, use a commercial delivery service, or by hand-delivery. Use of commercial delivery service or hand-delivery is most strongly encouraged.

Offerors choosing to submit their proposal using a commercial delivery service or by hand-delivery shall provide their proposal to the following address prior to the closing time and date of this solicitation:

WHS/ Acquisition & Procurement Office OSD Professional Services Acquisition Division ATTN: Kristin Fuller 1777 N. Kent Street, Suite 12063 Arlington, VA 22209 Phone: 703-696-4049

Offerors submitting their proposal through the US Postal Service shall provide their proposal to the following address prior to the closing time and date of this solicitation:

WHS/ Acquisition & Procurement Office OSD Professional Services Acquisition Division ATTN: Kristin Fuller 1155 Defense Pentagon RPN Suite 12063 Washington, DC 20301-1155

NOTE: Due to changes in security procedures since September 11, 2001, the time required for hard-copy written materials to be received has increased. Materials submitted through the U.S.

Postal Service, for example, may take seven days or more to be received, even when sent by Express Mail. Thus any hard-copy proposal should be submitted long enough before the deadline established in the solicitation so that it will not be received late and thus be ineligible for award consideration.

18.2 Questions – The requested cut off date for questions is Friday, June 5, 2009 at 1:00 p.m.

EST. Offerors are requested to email questions to Leanne Condren at leanne.condren@whs.mil and Kristin Fuller at kristin.fuller@whs.mil. All questions and any e-mails must be submitted to both Ms. Condren and Ms. Fuller. Responses to all questions will be in the form of an amendment to this solicitation and issued via FedBizOpps.

18.3 Offerors shall submit their proposals before the due date and time for this solicitation. The due date and time for proposals is Friday, June 12 at 10:00 a.m. Proposals shall be submitted in accordance with the parameters set forth herein. Failure to do so may result in a non-responsiveness determination resulting in rejection of the proposal and removal from further consideration.

18.3.1 Text - Text shall be at least single-spaced, on 8 1/2 x 11-inch paper, with a minimum one-inch margin all around. Pages shall be numbered consecutively. A page printed on both sides shall be counted as two pages. No foldout pages shall be used. Pages submitted in excess of the page limitations stated throughout this document will be removed and not evaluated.

mailto:leanne.condren@whs.mil mailto:kristin.fuller@whs.mil

18.3.2 Font Size - Print shall be of a minimum 12-point font size or a maximum 10 characters per inch (10-pitch, pica) 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.

18.3.3 Binding and Labeling- Originals should be unbound. The number of copies shown in the table below should be submitted in economical, three-ring binders. Responses to Technical Capabilities, Technical Approach and Past Performance shall be in a one binder, and Price shall be in a separate binder.

Binder Chapter /Title Page Limits Factor 1 - Technical Capabilities (BPA)

Management Approach Not to exceed 2 pages total Experience Not to exceed 3 pages total Factor 2 - Technical Approach (Sample Task Order) Not to exceed 3 pages total

Factor 3 – Past Performance Not applicable

1 – Technical and Past Performance

Factor 4 – Price (Task Order 0001) No page limit II – Price

Copies: Original, plus 1

Copies: Original, plus 3

*Past Performance Questionnaires

* Past Performance Questionnaires while part of the evaluation, are provided directly to the Contracting Officer from the reference(s) and are not part of the Binders.

18.3.4 Cover Sheet - A cover sheet shall be inserted in each binder, clearly marked as to the RFP identification, date of submittal, acknowledgement of any amendments, the Offeror’s name, address, Taxpayer ID number, CAGE code, and the Offeror’s POC name, phone, and email. The cover sheet shall not count against any page limitation.

18.3.5 Pricing Data – Pricing information shall only appear in the Price Binder.

18.3.6 Electronic Submission – The Offeror shall also submit all proposal information in electronic format (CD). Text and graphics portions of the electronic copies shall be in a format readable by Microsoft (MS) Office 2000, MS Word 2000. Data submitted in spreadsheet format shall be readable by MS Office 2000, MS Excel 2000. All Cost/ Price information shall be in files separate from Technical Approach and Past Performance. In case of conflict between the paper copy and the electronic copy of the proposals submitted, the paper copy shall take precedence.

19.0 Evaluation Factors

19.1 Factor Identification. The proposals will be evaluated based on the following factors:

Factor 1 – Technical Capabilities

Sub-factor 1.1 – Management Approach Sub-factor 1.2 – Experience Factor 2 – Technical Approach (Sample Task Order) Factor 3 – Past Performance Factor 4 – Price (Sample Task Order)

Order of Importance: Factors 1 and 2 are of equal importance. Factors 1, 2 and 3 combined are more important than Factor 4. Sub-factors within Factor 1 are of equal importance to each other.

Price becomes more important as the factors become more equal.

20.0 Evaluation

The Government intends to evaluate offers and award a single BPA to a service-disabled veteran-owned small business based upon the Offeror’s technical capabilities, technical approach, past performance and price, using Firm-Fixed-Price CLINs, without discussions.

Therefore, the Offeror’s initial proposal should contain the best terms from a technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all proposals if such action is in the public interest; accept an offer other than the lowest cost/priced proposal; and waive informalities and minor irregularities in proposals received. The vendor evaluation will be conducted in accordance with the Federal Acquisition Regulation (FAR) Sub- Part 12.6, with the intention to award a single BPA utilizing Streamlined Acquisition Procedures.

Included with this solicitation to establish a single BPA is the Statement of Work for a sample Task Order. The Government reserves the right but does not guarantee to award a task order to the successful Offeror immediately after the BPA has been awarded. The Government requests that pricing information and labor rates be included with the Offeror’s response to the task order pricing. At this time, pricing information provided will be used by the Government as Factor 4 of the evaluation for awarding a single BPA.

The Government intends to award a single BPA from this solicitation to the responsible Offeror whose proposal conforms to this solicitation and will be the most advantageous to the Government, price and other factors considered.

21.0 Submission Requirements

21.1 Factor 1 – Technical Capabilities

21.1.1 Management Approach. The Offeror shall submit their approach to demonstrate the Offeror’s overall understanding of how the quality control processes for several task orders will be managed over the entire period of performance. Discuss what proactive measures or processes will be employed to avoid Government interruption if performance concerns arise. The Offeror should also provide a capabilities statement which describes the qualifications of the Program Manager who will lead the contractors efforts (Management Approach is not to exceed 2 pages).

21.1.2 Experience. The Offeror shall identify up to three (3) recent and most relevant projects the Offeror has performed (completed or ongoing) of similar type and complexity to the requirements of the contract. For the three (3) recent and relevant projects selected, the Offeror shall summarize the following information, (not to exceed one (1) page each, three (3) pages total):

• Identify the customer for the project, and provide the name, title/ role, phone number, email address of a customer POC that is knowledgeable of the Offeror’s performance on the project.

• Describe the nature of the project and the specific tasks performed by the Offeror. Also, identify if the Offeror was the prime contractor or a subcontractor on the project.

• Describe the relevance to this requirement.

• Describe cost and schedule performance (include explanations for any cost and/or time growth experienced).

The Offeror shall also provide a Capabilities Statement which describes the qualifications of the Program Manager who will lead the contractor’s efforts.

22.2 Factor 2 – Technical Approach (Sample Task Order)

22.2.1 Describe in sufficient and succinct detail the means and methods expected or envisioned to be utilized in providing quality delivery of services and deliverables for all work to be performed for this sample task order. The Offeror should discuss the planned approach to satisfy the requirements of the Sample Task Order; the quality control processes that will be utilized over the entire period of performance; and what proactive measures or processes will be employed if performance concerns arise. The Offeror is instructed to propose a labor matrix which it believes will provide the best capability to accomplishing the sample Task Order.

Provide a short Capabilities Statement for the individual(s) proposed to meet the requirement(s).

(Not to exceed 3 pages.)

22.3 Factor 3 – Past Performance

22.3.1 Past Performance Questionnaires. The Offeror shall initiate the Past Performance Questionnaires for each of the projects used for the Experience Subfactor (Paragraph 20.1). The Offeror shall complete blocks 1 through 7 on the form. The Offeror shall request that the owner’s representative most knowledgeable of the project complete block 8 on the form and that they submit the Past Performance Questionnaires directly to the WHS/A&PO POC identified on the form no later than the proposal due date. Offerors are responsible for ensuring that the telephone numbers provided for the owner’s representative indicated on each Relevant Project Summary are accurate and that the representative is aware that the WHS Acquisition & Procurement Office may be contacting them regarding the questionnaire and the Offeror’s past performance. Offerors are also reminded that it is their responsibility to ensure the Questionnaires are properly received by the due date and time specific herein.

22.3.2 Other Sources. The Government reserves the right to contact and verify past performance information with references provided on the Past Performance Questionnaires, and to use any other past performance information available on the firm. Additional past performance data may be obtained through the Past Performance Information Retrieval System (PIPRS), the Contractor Performance Assessment Reporting System (CPARS) or similar systems, other Government departments and agencies, program managers, contracting officers, and other sources known to the Government (including commercial sources). Offerors will be given the opportunity to address any negative performance information resulting from the past performance assessment inquiries.

22.4 Factor 4 – Price

The Offeror shall provide their proposed firm-fixed-price for all future task orders on an SF 1449. The Offeror shall also provide a detailed basis for the price, identifying all prospective labor categories and rates for the labor categories including any discounts. The Offeror shall also show profit and overhead, if not included in the labor rate. Lack of detail may result in an application of higher risk by the Vendor Evaluation Authority in the selection process.

Significant discounts are considered highly desirable. Discounts offered must be explicit. (There is no page limit for this factor.)

The contractor will provide its pricing schedule by utilizing the sample task order provided (see attachment 4).

As part of the price proposal, the Offeror shall provide the information required to complete the Contractor POC and Financial Information.

In accordance with the Federal Acquisition Regulations (FAR), this solicitation is a Request for Proposals, not a Request for Quotations. The Government desires to issue a task order from an offer received in response to this solicitation. FAR 2.101 provides the following definition of an offer: “Offer” means a response to a solicitation that, if accepted, would bind the Offeror to perform the resulting contract. Responses to requests for proposals (negotiation) are called “proposals”; however, responses to requests for quotations are “quotations”, not offers.” FAR

13.004 “Legal Effect of Quotations” provides further distinction between an offer and a quotation: “A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier’s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer.”

Any reference or implication within this Request for Proposals assumed to be contrary to the requirement to provide an offer is unintentional and shall not be construed as an opportunity or a choice to provide a quote. Offerors are therefore reminded that they are to submit offers in response to the task order solicitation that will be binding should the Government select them for award without discussions, and to do so that they must include their best firm-fixed pricing on a fully complete and signed SF 1449 for the task order solicitation. Failure to do so may result in the Offeror being determined as non-responsive and not considered for award.

17.0 Quality Assurance