Instructions_Attachment_No._6.pdf

HQ0034-15-R-0047

Instructions to Offerors Attachment No. 6

I. FORMAL SITE VISIT REQUESTS

(a) Submit the names of all attendees (not to exceed 3 individuals per offeror) to Mrs. Sara Rodriguez-Matos, sara.c.rodriguezmatos.civ@mail.mil and Mr. Dharam Goel, dharam.p.goel.civ@mail.mil . It is recommended that individuals traveling to the Pentagon, take the Metro or park at Pentagon City Mall.

Individuals attending the Site Visit must provide their names to Sara Rodriguez-Matos and Dharam Goel no later than 10:00 am EST Friday; 22 May 2014. Attendees should bring two ID’s, one of which must be a photo identification. *Attendees, please wear comfortable walking shoes*.

(b) A site visit will be conducted at the Pentagon Reservation on Thursday, 28 May 2015 from 8:30am – 2:00pm EST. The site visit is expected to take approximately 6 hours. Offerors will tour different locations of the site during the visit.

(c) Potential offerors may submit questions in writing regarding the Performance Work Statement (PWS) and terms and conditions of this request for quotation by email to the contacts listed below no later than 4:00PM EST on Monday, 1 June 2015.

To: Sara C Rodriguez-Matos (Contract Specialist) – sara.c.rodriguezmatos.civ@mail.mil To: Elizabeth E Fuller (Contract Specialist) – elizabeth.e.fuller2.civ@mail.mil Cc: Alvina F Woodson (Contracting Officer) - alvina.f.woodson.civ@mail.mil

(d) A written record of the site visit shall be made and furnished to all prospective offerors. The record will include a summary of all the areas visited.

(e) Questions may be asked during the site visit. Due to time limitations questions will be answered via www.fbo.gov after the site visit is concluded. All questions shall be submitted in writing as stated below.

(f) All prospective offerors are permitted to take notes. Photos are NOT to be taken during the site visit.

(g) Offerors are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. A CD containing drawings of select systems will be provided to offerors for informational purpose at the site visit (limit 1 CD per offeror). Offerors who do not attend the site visit must request, in writing to the contract specialist, a time to schedule pick-up of the CD. CDs of Pentagon drawings will not be emailed or transmitted electronically.

(h) Vendor check-in will be from 8:00am EST - 8:30am EST. Person(s) attending the Site Visit are requested to arrive at the Pentagon and enter through the Visitors Entrance (near Metro Entrance/Exit) no later than 15 minutes prior to the start of the site visit in order to allow time to process through security.

(i) After entering through the metal detectors/baggage check point, participants should meet the point of contact or his/her representative who will be standing, inside the Pentagon, Visitor Entrance near the rear of the visitor’s area with a sign reading “Pentagon Plumbing & Facilities Services”.

After gathering, the prospective offerors will be processed through security check-in and escorted into the Pentagon to the appropriate site(s). Person(s) attending the site visit will be escorted back to the Metro Entrance at the conclusion of the Site Visit. All visitors must follow the rules and regulations as well as the direction of Government personnel.

mailto:sara.c.rodriguezmatos.civ@mail.mil mailto:dharam.p.goel.civ@mail.mil mailto:sara.c.rodriguezmatos.civ@mail.mil mailto:elizabeth.e.fuller2.civ@mail.mil mailto:alvina.f.woodson.civ@mail.mil http://www.fbo.gov/

II. PROPOSAL PREPARATION INSTRUCTIONS

A. General:

To assure timely and equitable evaluation of Proposals, offerors must follow the instructions contained herein.

Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or sub factors. Failure to meet a requirement may result in an offer being ineligible for award. The response shall consist of three (3) separate parts; Volume I – Technical Proposal, Volume II – Price, and Volume III – Past Performance Information.

Quotations that contain exceptions to the RFP’s terms, qualifications, redlines or other deviations to the solicitation are unacceptable and shall be ineligible for award.

B. Specific Instructions:

1. Volume I – Technical Proposal -- Limited to no more than twenty-nine (29) pages. Submit one (1) original hardcopy, three (3) additional hardcopies, and one (1) softcopy (on CD). Documents incorporated by reference shall be counted in the page limitation.

In this volume, the offeror will demonstrate their understanding of the requirement for this contract. Using the instructions provided below, provide the methodology you would use for accomplishing/satisfying the factors. All the requirements specified in the request for proposal are mandatory. By your submission, you are representing that your firm will perform all the requirements specified in the request for proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the request for proposal.

(j) Factor I – Key Personnel (Evaluation Criteria, Attachment No. 7)

Offerors shall submit a maximum of three (3) page resume for each of the key personnel, shown below, Relevancy will be determined by the complexity and similarity of the project and the estimated value of the project. (See Section M – Evaluation Criteria.)

1. Program Manager

2. Hood Duct Specialty (Group 1)

a. On Site Supervisor – Maximum three (3) page resume

3. Grease Trap Specialty (Group 2)

a. On Site Supervisor – Maximum three (3) page resume

4. Lift Stations Specialty (Group 3)

a. Subject Matter Expert(s) – Maximum three (3) page resume/ per SME

(ii) Factor II – Quality Management (Evaluation Criteria, Attachment No. 7)

Offerors shall submit responses to each subfactor within the maximum page limit listed below:

• Subfactor A - Maximum six (6) pages

• Subfactor B - Maximum four (4) pages

• Subfactor C - Maximum four (4) pages

2. Volume II – Price Proposal -- Submit one (1) original hardcopy, two (2) additional hardcopies, and one (1) softcopy (on CD). There is no page limit to this volume, any information provide that was not requested in the Volume will not be reviewed.

(a) Provide a cover sheet with the following information:

(i) Company name and address

(ii) Name, telephone number, and email address for a point of contact

(iii) Solicitation number

(iv) Cage code and DUNS number

(b) Signed acknowledging all amendments, if any.

(c) Insert proposed unit and extended prices for each Contract Line Item Number (CLIN), except for “Repairs”, including all option periods stated “Repair” CLINS 0005, 1005, 2005, 3005, & 4005 will be IDIQ Ordering CLINS for each offeror and shall not be changed by offerors for any reason. All offerors will be evaluated on the total pricing, including evaluating the price of all option years.

(d) Complete the necessary fill-ins and certifications, the offeror shall submit only those pages that require a fill-in.

3. Volume III – Past Performance Information -- Only references for same or similar type contracts desired.

Submit one (1) original hardcopy, two (2) additional hardcopies, and one (1) softcopy (on CD).

The Offeror shall submit a maximum of (3) references that can provide information regarding the offeror’s relevant past performance and a maximum of two (2) references for each subcontractor. If offerors submit above (3) references, or two (2) references for subcontractors, those references will not be evaluated. This information must be submitted on Attachment 3 Past Performance Data Sheet.

As soon as practicable, offerors shall complete Section 1 of the Attachment 4 Past Performance Questionnaire and e-mail it to all individuals or organizations listed as references in section above. The reference must submit their completed questionnaires via e-mail to sara.c.rodriguezmatos.civ@mail.mil by 4:00PM EST 15 June 2015. The information contained in the submitted Attachment 4 Past Performance Questionnaire is proprietary to the individual or the organization providing the reference; therefore, it will not be released to the offerors.

Questionnaires must be submitted to the Government by the individual or the organization listed as the reference.

Attachment 4 Past Performance Questionnaires that are submitted to the Government by the offeror will not be considered. Past Performance Questionnaires will not count towards the page limit for this volume.

If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with same partner. If this is a first time joint effort, each party to the arrangement will be allowed to provide a list of past and present relevant contracts but the total references shall not exceed three (3) for the prime contractor and two (2) for each subcontractor.

C. Response to RFP

Documents submitted in response to this RFP must be fully responsive to and consistent with the following:

1. Requirements of the RFP (CLINs & PWS) and government standards and regulations pertaining to the

PWS.

2. Evaluation Factors for Award in Attachment No. 7– Evaluation Criteria of this RFP.

3. Any limitation on the number of proposal pages. Pages exceeding the page limitations set forth in this section will not be read or evaluated, and will be removed from the proposal.

4. Format for proposal shall be as follows:

(a) The proposals will be 8 1/2” x 11” paper.

(b) A page is defined as one face of a sheet of paper containing information.

(c) Typing shall not be less than 12 font.

(d) Elaborate formats, bindings or color presentations are not desired or required.

(e) Required copies in any media must be identical to the original proposal. Proposals that do not contain copies identical to the original shall not be considered or evaluated.

5. The content and page size of electronic copies must be identical to the hard copies. When discrepancies exist between the written Proposals and those provided in electronic format, the written offer will take precedence in all cases. For electronic copies, indicate on each CD-ROM the volume number and title. The electronic copies of the proposal shall be submitted in a format readable by current Microsoft (MS) Word®, MS Excel®, MS-Project®, and MS-Power Point®.

D. Ombudsman

An Ombudsman has been established for this procurement. The role of the Ombudsman is to provide contractors and other interested parties as a conduit to address issues of impropriety on the part of Government officials and other concerns not suitable for a more open forum. Offerors may contact the Ombudsman directly at the number below:

Washington Headquarters Services Attn: David E Dornburgh 1225 South Clark Street, Suite 1202 Arlington, VA 22202 david.e.dornburgh.civ@mail.mil (703)545-1570

III. ADDRESS AND OFFER DUE DATE

Proposals, in the quantities specified, shall be received at:

Sara Rodriguez-Matos, Contract Specialist Washington Headquarters Services, Acquisition Directorate 1225 South Clark St., Suite 1202 (12th Floor) Arlington, VA 22202

Phone: 703-545-9496 Email: sara.c.rodriguezmatos.civ@mail.mil mailto:david.e.dornburgh.civ@mail.mil

Proposals shall be received in the office identified above by 4:00PM EST on Monday, 15 June 2015

Late submissions will not be accepted, considered or evaluated.

The use of United States Postal Service (USPS) for the submission of proposals is NOT recommended as it may significantly delay the receipt of proposals by the Government for evaluation. Offerors are strongly advised to hand deliver proposals and to make arrangements to ensure proposals are received in the office identified above prior to the time and date set for receipt of proposals. Emailed proposals will not be accepted. Offerors should contact Sara C Rodriguez-Matos and/or Elizabeth E Fuller to make delivery arrangements.

Sara C Rodriguez-Matos (Contract Specialist) sara.c.rodriguezmatos.civ@mail.mil / (703) 545-9496

Elizabeth E Fuller (Contract Specialist) elizabeth.e.fuller2.civ@mail.mil / (703) 545-9509 mailto:elizabeth.e.fuller2.civ@mail.mil