Attachment_A.pdf

ATTACHMENT A

PROPOSAL PREPARATION INSTRUCTIONS

A. GENERAL INSTRUCTIONS

1. Site Visit – there will be two (1) site visits for this solicitation. June 11, 2014 at 10:00 A.M.

EST. If you are interested in a site visit as the prime contractor, submit all names and company represented to Twalla.gray@fema.dhs.gov. All names should be received within

48 hours prior to the site visit date and time. Security clearance will be conducted at the entrance of the facility, please have valid identification with you.

2. Request For Information (RFI) – submit ALL RFI’s to email address

Twalla.gray@fema.dhs.gov. Phone calls will not be accepted. RFI’s will be submitted using the FEMA RFI form provided in Attachment C.

3. The offeror shall comply with the following instructions for preparing the Request for

Proposal. Failure to do so may result in the contractor’s proposal being considered non-compliant.

4. The proposal must be prepared in 2 volumes: Offerors shall submit a Business Proposal, Technical Proposal and Past Performance. Each part can be evaluated independently from the other. The technical and past performance proposal must not contain reference to price;

however, resource information (such as data concerning labor hours and categories, materials, etc.) may be contained in the technical proposal.

5. Each Volume shall be marked with the Solicitation number, Title of the project, and offeror’s name.

6. Pages shall be numbered. Bookmarks are encouraged. Front matter (i.e., title pages, tables of contents, cross-reference matrices, acronym lists, and glossaries) may be provided for the sole purpose of ease in evaluation and won’t be counted in the page limitation.

7. Font size for the proposal shall be at least 12 point and must be easy to read such as Arial or

Times New Roman. Page margins shall not exceed 1 inch. All page limits referenced below include tables, graphics, and appendices.

8. Submit 2 volumes with 1 Original and 3 redacted Copies.

9. Amendments to Proposal - Any changes to a proposal made by the offeror after its initial submittal at the request of the Contracting Officer (i.e., in the Final Revised

Proposal) shall be accomplished by replacement pages. The offeror shall include the date of the amendment on the upper right corner of the changed pages.

10. It is anticipated that this solicitation will result in fixed prices

B. TECHNICAL PROPOSAL INSTRUCTIONS VOLUME 1

The technical proposal shall not exceed 20 double sided pages and shall address the following areas: (the review board will look at the first 40 pages only).

1. WORK PLAN - Describe the approach you will use to accomplish each task listed in the Performance Work Statement (PWS). The projects should be numbered and mailto:Twalla.gray@fema.dhs.gov mailto:Twalla.gray@fema.dhs.gov coincide with task number of the PWS and the Schedule of Pricing under Section B.1.

Your approach should be specific, detailed, and complete enough to clearly and fully demonstrate that you understand the requirement. The work plan shall address all proposed labor, staffing plan, supervision, Bio base materials, and supplies that will be provided to meet the contract requirements.

2. MANAGEMENT PLAN - Provide a management plan which includes at minimum, detailed information on the following: The management plan shall include a discussion on how work will be managed and coordinated to achieve the requirements in the PWS. The management plan shall demonstrate the Offeror’s ability to recruit and maintain a qualified work force available for this requirement. In addition, the offeror shall describe the organizational structure, including supervisory responsibilities, lines of authority, and relationships to corporate headquarters. Specifically, the offeror shall show its understanding of who will be in a position of authority over, or could impact, the technical and management entities. This should include a discussion on how subcontracts will be managed.

The management plan shall include a staffing plan showing the number of proposed staff, the distribution and effective use of the staff, levels of expertise and qualifications required for key positions and other than "Key Personnel" positions. Key Personnel shall be designated by the offeror. In addition, the offeror shall provide the duties and responsibilities for each position proposed.

3. PROPOSED SCHEDULE – Include proposed schedule for a 365 day period of performance.

4. KEY AND OTHER RESUMED PERSONNEL EXPERIENCE/QUALIFICATONS - The offeror shall identify key and professional personnel positions by title and name that are proposed for this requirement. The offeror shall demonstrate that the proposed key personnel and professional staff have an understanding of the requirements, as well as appropriate qualifications and previous experience in performing similar services. The offeror shall provide resumes for all proposed key and professional personnel proposed.

5. PAST PERFORMANCE - The offeror shall provide at least three (3), no more than five (5) projects for the last three(3) to five (5) relevant (meaning similar in services and scope) and recent (completed within five (5) years or current with at least 70% complete) contracts or subcontracts performed. Offeror shall provide the Contract number, title of project, contract cost, location of project, year completed, point of contact (POC), phone number, email address and a brief description of duties or tasks performed under the contract.

Note: Projects should be the last three to five relevant projects performed.

C. PAST PERFORMANCE

The offeror will send questionnaires provided in this solicitation in Attachment D to the POC’s listed above under Section 5. Technical Proposal. It is the responsibility of the offeror to ensure the POC who is being sent the questionnaires submit them to the Contracting Officer within one

(1) week beyond the proposal due date listed in the solicitation.

If the offeror has past performance reports for previous contracts, include them in this section.

D. BUSINESS PROPOSAL INSTRUCTIONS VOLUME 2

The offeror shall provide capabilities of services.

E. PRICE/COST PROPOSAL INSTRUCTIONS

The Price Proposal shall be priced using the Contract Line Item Number (CLIN) as provided.

Provide a breakdown of cost worksheet (example, labor hours, supplies, equipment, etc.,)

Fixed Price CLINS A fixed unit rate and extended price shall be provided for all fixed priced CLINS.

The fixed hourly rate shall be fully burdened and include fringe benefits, overhead, G&A, and fee, etc.

A fixed price material handling fee shall be proposed to be applied to all material costs. The material handling fee shall be inclusive of all contractor indirect costs and fee that will be charged as a mark-up for authorized materials and travel delivered under the contract. Actual material and travel costs may vary.

F. EVALUATION FACTORS FOR AWARD (AWARD CRITERIA)

Proposals will be evaluated in accordance with Federal Acquisition Regulation Parts 15.101-1 and 15.305. Evaluation is performed to determine the Offeror’s understanding of the work to be performed, technical approach, realism of contract schedule, Past Performance and price/cost reasonableness.

The Government intends to award one contract to the to the highest rated qualified Small

Business Offeror deemed responsible in accordance with the Federal Acquisition Regulation

(FAR), and whose proposal conforms to the RFP's requirement and represents the Best Value to the Government. The Best Value is the most advantageous offer where Past Performance and

Technical when combined is of equal weight to Price. The evaluation process will be conducted in accordance with FAR Part 15.3.

TECHNICAL EVALUATION: The offeror’s technical proposal shall be evaluated using the following methodology:

1. The Work and Management Plan should clearly demonstrate an understanding of the tasks necessary to perform all Janitorial Services, Inspection, and Monitoring accordance with the, local, state and Federal codes to ensure their safe, reliable, and continued operation.

2. The Work and Management Plan should clearly demonstrate an understanding of the tasks ensuring there is minimal disruption in operations.

3. The Work and Management Plan should clearly demonstrate an understanding of the tasks of emergency services and ensuring the work will be executed in accordance with the PWS

Attachment A

4. Maintenance Schedule will be evaluated to determine an understanding of the tasks in line item 0001.

Table 1. Combined Technical/Risk Ratings

Color Rating Description

Blue Outstanding Proposal meets requirements and indicates an exceptional approach and understanding of the requirements. Strengths far outweigh any weaknesses. Risk of unsuccessful performance is very low.

Purple Good Proposal meets requirements and indicates a thorough approach and understanding of the requirements. Proposal contains strengths which outweigh any weaknesses. Risk of unsuccessful performance is low.

Green Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements. Strengths and weaknesses are offsetting or will have little or no impact on contract performance. Risk of unsuccessful performance is no worse than moderate.

Yellow Marginal Proposal does not clearly meet requirements and has not demonstrated an adequate approach and understanding of the requirements. The proposal has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is high.

Red Unacceptable Proposal does not meet requirements and contains one or more deficiencies. Proposal is unawardable.

PAST PERFORMANCE EVALUATION: The Offeror’s Past performance will be rated using

Currency, Relevancy, and Confidence Assessments. Currency is defined as performance occurring within the last three years. In assessing Relevancy, the Government will look at the general scope, type of work performed and cost. The following methodology will be used to assess relevancy:

Past Performance Relevancy Ratings

Rating Definition

Very Relevant Present/past performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

Relevant Present/past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Somewhat Relevant Present/past performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires.

Not Relevant Present/past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

The following methodology will be used to assess Government’s confidence in ability to successfully perform:

Performance Confidence Assessment

Rating Definition

Substantial Confidence Based on the offeror’s recent/relevant performance record, the

Government has a high expectation that the offeror will successfully perform the required effort.

Satisfactory Confidence Based on the offeror’s recent/relevant performance record, the

Government has a reasonable expectation that the offeror will successfully perform the required effort.

Limited Confidence Based on the offeror’s recent/relevant performance record, the

Government has a low expectation that the offeror will successfully perform the required effort.

No Confidence Based on the offeror’s recent/relevant performance record, the

Government has no expectation that the offeror will be able to successfully perform the required effort.

Unknown Confidence

(Neutral)

No recent/relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

PRICE EVALUATION:

Price will be evaluated to determine reasonableness and realism of the proposed price.

Unreasonable/ Unrealistic Offers cannot be selected for award.

G. CONTRACT ADMINISTRATION

1. Insurance – The following insurance premiums are required for this contract:

Reference Contract FAR Clause 52.228-5 “Insurance – Work on a Government Installation”

Kinds and minimum amounts required are as follows:

Kind Amounts (FAR28.307-2)

Workmen’s Compensation $100,000 except in States with exclusive or monopolistic funds that do not permit workers’ compensation to be written by private carriers.

Comprehensive General Liability The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

Automobile Liability $200,000 per person and $500,000 per occurrence for bodily injury and

$20,000 per occurrence for property damage. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract.

2. Wage Determination - The following wage determination will apply to this contract:

Wage Determination No: 2005-2255, Revision No: 15, Dated: 6/19/2013

3. Federal Holidays – The following Federal legal Holidays are observed by FEMA

New Year’s Day 1 st January

Martin Luther’s King’s Birthday 3 rd

Monday of January

President’s Day 3 rd

Monday of February

Memorial Day Last Monday of May

Independence Day 4 th

July

Labor Day 1 st Monday in September

Columbus Day 2 nd

Monday in October

Veteran’s Day 11 th

November

Thanksgiving Day 4 th

Thursday in November

Christmas Day 25 th

December

Note: Any of the above holidays falling on a Saturday will be observed the preceding Friday, holidays falling on a Sunday will be observed on the following Monday.

4. Normal Duty Core Hours – 7:00 AM through 3:30 PM Monday through Friday, excluding

Saturdays, Sundays, and Federal Holidays.

5. Period of Performance – Five (5) to Ten (10) days from the time of award.

6. Place of Performance – 63 Old Marlboro Road, Building A, Maynard, MA 01754

7. Contracting Officer Authority - The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract and, notwithstanding provisions contained elsewhere in this contract, the said authority remains solely with the Contracting

Officer. In the event the contractor effects any change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase as a result thereof.

The Contracting Officer for this project Twalla Gray, Twalla.gray@dhs.gov Office 617-

832-4783.

8. Contracting Officer’s Representative (COR) – The Contracting Officer's Representative will be appointed at the time of award by the Contracting Officer. The letter of appointment will state the individual's name, title, and will stipulate the rights, responsibilities and limitations of the appointment. In any event, no such named individual has the authority to issue any direction under this contract, either technical or otherwise, which constitutes a change to the terms, conditions, price or delivery schedule of the contract. Only the

Contracting Officer is authorized to alter the contract in any manner. Technical direction received from the COTR or Project Manager must be within the contract scope of work and must be issued in writing. The COTR does not have the authority to, and may not, issue any technical direction which:

Constitutes an assignment of additional work outside the general scope of the

Technical Provisions of this contract or task order issued.

Constitutes a change as defined in the contract clause entitled "Changes", FAR

52.243-1.

In any manner causes an increase or decrease in the total contract price or the time required to perform the contract.

Changes any of the expressed terms, conditions, of the contract.

Interferes with the contractor's right to perform the terms and conditions of the contract.

mailto:Twalla.gray@dhs.gov

9. Invoicing and Payment - All payments shall be made by electronic transfer of funds

(EFT).

The contractor must maintain a current registration in the Systems Award Management

(SAM) System. A Release of Claims is required for all final payment requests and shall be submitted by the contractor with its final invoice.

10. Paperless Contracting – FEMA is fully committed to the Federal Government’s electronic commerce and paperless contracting initiatives. As such, it is anticipated that, to the maximum extent possible, Solicitation, Amendments, Contract and Modifications distribution and all other correspondence, will be issued via email or other electronic methods. Contractor shall have and maintain capability to receive documents in this manner.

11. Correspondence – All email correspondence must contain the Solicitation number or

Contract number (once awarded) and specific subject in the subject field.

12.