Attachment 5.pdf

SUPPLEMENTAL INSTRUCTIONS

HSCG23-08-R-MMZ339 Attachment no. 5 PAGE 1

ACCESS TO THE NATIONAL MARITIME CENTER PRIOR TO CONTRACT AWARD

(a) Any prospective offeror may request to send not more than two (2) representatives to the NMC on May 21, 2008. Submit requests via e-mail to james.f.ferguson2@uscg.mil.

Provide company name and name(s) of representatives who will attend. The NMC is located at 100 Forbes Drive, Martinsburg, WV 25404. However, the following address works better when using a global positioning system: 1200 Edwin Miller Blvd. Arrive between 9:30 – 9:45 AM and bring government-issued photo identification. Contact phone number at NMC on May 21, 2008 is 304-433-3683.

(b) There will be a formal presentation at 9:45 AM followed by a tour of the facility. To facilitate the process of recruiting talented employees for this contract, representatives may remain at a designated place in NMC for 90 minutes (11:00 – 12:30) to distribute business cards or information packages from your company.

PROPOSAL INSTRUCTIONS TO OFFERORS

(a) Access to U.S. Coast Guard Headquarters: The building at 1900 Half Street, SW, Washington, DC 20024 is a controlled access building. If you intend to hand-deliver your proposal, you should notify the contracting officer at least three hours in advance of arrival. Without giving prior notification of hand-delivery, you should allow 30 minutes for visitor access. You are responsible for ensuring that proposal is received by the time and date published in the solicitation.

(b) Proposals should set forth any exceptions/assumptions taken with regard to the PWS or any aspect of the RFP or any other information pertinent to your proposal. However, vendors are cautioned that any exceptions/assumptions to the terms and conditions of the solicitation will be at their own risk. Any exceptions/assumptions should clearly identify the paragraph and term or condition to which exception or assumption is made and include supporting rationale. Offerors shall propose the entire PWS. Offerors shall address all PWS requirements sequentially without deviation and in sufficient detail to demonstrate the capability to perform all PWS requirements. If a proposal is not properly organized, the Government may disqualify it as non-conforming.

(c) General Instructions for Preparation and Submission of Proposals: These instructions prescribe the format for Offerors proposals and describe the approach to be used by Offerors in the development and preparation of proposal information. Offeror proposals shall be prepared according to these instructions, with the Offeror providing all required information in the format specified herein. Each Offeror’s proposal in response to this solicitation shall consist of a written proposal submission. Details are provided below.

Preparation and Submission of Written Proposals: Each Offeror’s written proposal submitted in response to this solicitation shall consist of five (5) volumes –

HSCG23-08-R-MMZ339 Attachment no. 5 PAGE 2

Volume I: Technical Approach

Volume II: Management Capability

Volume III: Organizational Capability

Volume IV: Past Performance Information

Volume V: Price Proposal - for contract and initial task order.

Submit an original and six (6) copies of each volume. Each proposal volume shall include a cover page which includes (at a minimum) the following information: (1) Volume Number; (2) Solicitation Number; (3) Offeror’s Name and Address; (4) Offeror’s DUNS number; and (5) copy number. Each volume shall also include a table of contents and tabs or dividers as appropriate. The sum of the pages in Volumes I - III shall be limited to no more than a total of 100 pages. Personnel Data Forms and resumes do not count against the page count. There is no page limitation for Volumes IV and V.

A page is defined as one side of standard 8.5” x 11.0” paper, 12 pitch or equivalent, with 1 inch margin on all sides. The minimum font size is 9. All charts and graphs must be clearly legible. Foldouts are permissible; however, each 8.5” x 11.0” fold will count as a page. All pages shall be numbered. All proposal material shall be submitted in 3-ring binders not more than 3 inches wide.

In addition, all proposal material (except Volume III) shall also be submitted on a compact disc. Documents shall be in Microsoft Word (.doc) or Microsoft Excel (.xls).

(d) Volume I - Technical Approach: The technical proposal shall address topics in appropriate detail. Paraphrasing the PWS (stating that the offeror can or will meet the requirement – without a description of how the work will be performed) is not persuasive and may result in technical ratings that are less than desirable. Provide a comprehensive technical approach that clearly addresses in detail every aspect of the Mariner Licensing and Documentation Program and each requirement in the PWS.

(e) Volume II - Management Capability: Provide a comprehensive management plan that addresses in detail a plan that will ensure quality services are provided throughout the life of the contract. At a minimum, the plan shall address: the Offeror’s ability to provide accurate services in a timely manner; a mechanism to take corrective action as deemed appropriate by the Offeror’s key personnel; and a system for continuous

HSCG23-08-R-MMZ339 Attachment no. 5 PAGE 3 improvement of established USCG processes.

(f) Volume III - Organizational Capability: Provide a Personnel Data Form or resume for each person proposed for the initial task order. Provide detailed compensation/fringe-benefit package for employees supporting this contract.

(g) Volume IV - Past Performance Information:

Submit a list of three (3) similar contracts, task orders, or subcontracts completed during the past three (3) years or currently in progress. Similar contracts, task orders, or subcontracts may include any contract, task order, or subcontract larger than $100,000 entered into by the Federal Government, agencies of state or local government, and commercial customers. Include the following information for each contract, task order, or subcontract: (a) name of contracting activity; (b) contract number; (c) contract type;

(d) total contract value; (e) description of contract work; (f) name and e-mail addresses of Contracting Officers (both awarding and administering); (g) program manager name and e-mail address (if applicable); (h) Contracting Officer’s Technical Representative (COTR) name and e-mail address; and (i) list of first-tier subcontractors.

The offeror may provide information on both challenges faced and solutions applied to resolve those challenges on the contracts, task orders or subcontracts identified. The offeror may describe any quality awards or certifications which indicate that it possesses high-quality processes for developing and producing the services required. Such awards or certifications include the Malcolm Baldrige Quality Award, other government quality awards, and private sector awards or certifications. Identify what segment of the company (one division or entire company) received the award or certification. If the award or certification is more than three (3) years old, present evidence that the qualifications still apply.

A Past Performance Questionnaire is included in the solicitation (see Attachment no. 4).

Offerors are responsible for soliciting all past performance references for completion of a questionnaire. Offerors’ references shall fill in the questionnaire and submit directly to the contracting officer via e-mail (james.f.ferguson2@uscg.mil) or via fax (202-475- 3905) not later than the due date for submission of proposals.

Sources other than those identified by the Offeror may also be contacted by the Government. The Government may query (government-sponsored) past performance databases for information to evaluate the Offeror’s past performance.

(h) Volume V – Price Proposal: The Price Proposal shall include a summary sheet with the following information: (1) Offeror’s name and address; (2) total dollar value of proposal (for 5 years); (3) a completed SF-1449 and contract price schedule.

Include representations and certification as required.

For the purposes of pricing, assume a contract award date of June 16, 2008.

HSCG23-08-R-MMZ339 Attachment no. 5 PAGE 4

Subcontracts identified in the technical proposal shall be priced in the price proposal.

Subcontracts regardless of dollar value shall be adequately documented to allow a determination of price reasonableness.

Price information shall be submitted for each of the five (5) consecutive years (base and 4 options), and the initial task order for the services specified in the PWS. Explain any methodology used to determine escalation of rates throughout the contract periods. If there is no escalation, explain why not.

Prices that are unrealistically high or low may indicate a lack of understanding of project requirements. The Government may conclude that such prices present high risk to contract performance.

(1) Other Direct Costs:

Provide General-and-Administrative (G&A), overhead, and Material Handling rates that will be applied against the Other Direct Costs at the Task Order level as applicable. Use the following figures for Other Direct Costs – travel: $10,500 for base year; $11,550 for option year 1; $12,600 for option year 2; $13,650 for option year 3; and $14,700 for option year 4. Do not apply G&A rates to these travel estimates in your proposal.

(2) Mariner Information Call Center (MICC):

The Government estimates, but does not guarantee, that the estimated totals for labor hours to operate the MICC are: 23,520 hours for the base year and 24,480 for each option year. Offerors may use another basis for their proposal, but should explain the rationale for doing so. Identify your company’s labor categories required to perform the PWS requirements, the number of labor hours needed for each labor category, and the associated labor rates. Allocate labor hours across the labor categories, as you deem appropriate. Provide a brief description for each labor category proposed.

Summarize the total number of labor hours and the extended price for each labor category required. Show the monthly price to operate the MICC in your price proposal and on the Standard Form 1449.

Offerors shall propose all hourly rates based on 40 hours in a workweek and 1,920 labor hours in a year. The use of uncompensated overtime is discouraged. If composite or category average labor rates are proposed, provide a breakdown of how they are developed.

(3) Professional Qualification Evaluation (PQE) and Safety and Security Evaluation

(SSE):

Use the following figures for evaluation quantities: 90,500 units for PQE in base year;

91,000 units for PQE in each option year; and 65,000 units for SSE in base year and each option year. These figures represent the USCG’s annual requirements, and they appear on the SF-1449 at Sub-CLIN C.

HSCG23-08-R-MMZ339 Attachment no. 5 PAGE 5

Sub-CLIN C represents the standard level of performance for PQE and SSE. In determining best-value, only sub-CLIN C prices for PQE and SSE will be evaluated. The Government expects that sub-CLINs (A – E) for PQE and SSE will be progressively-priced (i.e. price for A is lowest and price for E is highest). Offerors are cautioned against unbalanced pricing. The Government will use sub-CLIN E prices for PQE and SSE to calculate contract ceilings.

The monthly pricing structure on the SF-1449 will provide the basis for paying monthly invoices. The Government may pay different unit prices for PQE and SSE from month to month depending on number pulled, number accepted and cycle times. The daily average number pulled is the total number of credentials (PQE) or applications (SSE) pulled by contractor for month divided by actual number of work days in that month. The daily average number accepted is the total number of credentials (PQE) or applications (SSE) accepted by government for month divided by actual number of work days in that month.

The average cycle time is the sum of cycle times for credential evaluations (PQE) or application evaluations (SSE) for month divided by total number of credential evaluations (PQE) or application evaluations (SSE), respectively.

(4) Transition / Phase-Out: A transition / phase-out task order may be issued approximately fifteen (15) days prior to the end of the contract period (base or option – if exercised) for the purpose of transitioning contract performance to an incoming contractor. Transition / phase-out activities shall be coordinated through the COTR. The period of performance shall begin on the first business day after a new (follow-on) contract is awarded and shall continue for thirty calendar days.

Under the transition / phase-out task order, the outgoing contractor shall:

transfer activities to the incoming contractor so as to minimize disruption of services to the government;

maintain sufficient qualified staff to meet all requirements of the transition effort;

submit to the COTR a written transition / phase-out plan within two (2) business days of preliminary notification that this contract item will be exercised;

submit a weekly status report of transition / phase-out activities to the COTR; and complete transition / phase-out activities by the 30th calendar day after task order award.

INITIAL TASK ORDER PRICE: Provide a separate price proposal for the initial task order (i.e. PQE). This task order will be number HSCG23-08-J-MMZ080. The requirement under this initial task order is 33,050 units (credential evaluations) during a period of performance of approximately five (5) months.

(f) Technical Questions: All questions concerning this RFP shall be submitted via e-mail to james.f.ferguson2@uscg.mil by May 13, 2008. Include complete name of person asking question and company represented. Cite appropriate section of PWS or RFP with each question. Questions received by any means other than e-mail will not be addressed.

Answers will be distributed without identifying source of questions.

HSCG23-08-R-MMZ339 Attachment no. 5 PAGE 6