ID07180031-Appendix_B_Instruction_to_Offerors-revised_11.13.18.pdf

Revised 13 Nov 2018

APPENDIX B

INSTRUCTIONS TO OFFERORS

B1.0. Response Package Instructions

The contractor’s response package must include the following information and must not exceed the following page limitations. Quote should be 8.5” x 11” page size in Times New

Roman font with minimum of 10-point font (8-point font in tables) with the exception of the

Excel pricing spreadsheet which must be legible.

Title Includes Format Page Limit

Task Order Contract

Documentation

Cover Letter/Executive

Summary

Including contractor’s DUNS, Tax

ID, and Prompt Payment Discount

Microsoft

Word

Max 3 pages to include index/table of contents

Technical Portion

Past Experience See Appendix C for Past Experience

Information Sheet

Microsoft

Word

Max 3 references and

3 Page limit per reference

Technical/Management

Approach Technical Approach (PWS Sections

Listed on Appendix A), Staffing

Plan, Transition Plan (PWS Section

6.5.2) and Management Approach

(See Appendix A).

Microsoft

Word Max 30 pages to include index table of contents

Past Performance Provide information for a minimum of three (3), and a maximum of five

(5) ten (10) Past Performance references, as instructed in the

Appendix D

Past

Performance

No page limit

Pricing

Pricing Appendix E Pricing shall be submitted as a

Microsoft Excel document separate from the Technical Portion and shall contain Labor Categories and

Proposed Rates with Discounts for the entire period of performance (See attached Appendix E Pricing

Spreadsheet). Do not PDF.

Microsoft

Excel

No page limit

Additional Required Information

Tax Liability Letter Submitted on company letterhead PDF Format

2 page limit

Organizational Conflict of Submitted on company letterhead PDF No page limit

Interest and OCI

Mitigation Plan

Format

B1.1. Response package Development Instructions

The contractor must submit the response by the date and time established in the notice posted in GSA’s Electronic Ordering System, known as ITSS. If the submission cannot be uploaded to ITSS due to technical difficulty, immediately report the problem to the ITSS help desk and the CO, Latasha M. Goines, 817-978-3075, latasha.goines@gsa.gov and the

PM, Carol England, 210-306-2346, carol.england@gsa.gov , in sufficient time prior to closing to allow for the submission of the package via an alternative method.

NOTE: Failure to register properly in GSA’s Electronic Ordering System (ITSS) is not an acceptable excuse for the inability to submit a timely response to the solicitation.

All interested offerors must submit their proposal via GSA’s IT Solution Shop (ITSS) web- based order processing system. Proposals will only be received and awarded via

ITSS. The link is listed below and the ITSS Help Desk number is 1-877-472-4877. ITSS webpage is https://portal.fas.gsa.gov.

Vendors shall use IT Solution Shop (ITSS) to receive the RFP and all amendments, as well as submit its proposal through the system. To receive the RFP, and submit a proposal for consideration for award, all interested vendors must: send GSA an email identifying (1) vendor’s name, and (2) the name of an individual vendor employee who will act as the vendor’s GSA point of contact (POC) for this requirement that is

“registered in IT Solution Shop (ITSS)”. VENDORS MUST IDENTIFY THE

COMPANY NAME OF THE VENDOR AND THE POC’S NAME EXACTLY AS IT

APPEARS IN ITSS. “Registered in ITSS” or “Registration in ITSS” means a vendor is successfully registered in ITSS such that the Government can select vendor’s designated POC in ITSS to receive the

RFP, view an order, and be able to submit a proposal. Some vendors have multiple company divisions and employees registered in ITSS making it difficult for GSA selection. Therefore, to ensure that all interested vendors receive the RFP, prompt submission of the above ITSS vendor information (vendor’s name and POC) is requested. An email must be sent to latasha.goines@gsa.gov in order to ensure registration.

The proposal closing date in ITSS is 28 November 2018 at 2 PM (CST). Extension to the

RFP closing date and time will not be granted due to a vendor’s late registration in ITSS.

Any proposal received by GSA after the closing date/time is late and will not be accepted or considered for award.

Any questions regarding this procurement shall be sent to e-mail:

latasha.goines@gsa.gov and carol.england@gsa.gov simultaneously with the subject line “RFQ Questions on SOLICITATION #ID07180031,” no later than 12 PM Central

Standard Time (CST) five (5) business days after the solicitation is released. No mailto:latasha.goines@gsa.gov mailto:carol.england@gsa.gov https://portal.fas.gsa.gov/ mailto:latasha.goines@gsa.gov mailto:latasha.goines@gsa.gov mailto:carol.england@gsa.gov questions shall be entertained regarding this RFQ after November 5, 2018, 12PM CST.

The GSA CO will compile all questions and responses and post them in ITSS and on

FBO via solicitation amendment for all vendors to view. It is the Government’s intention not to extend the RFQ beyond the original closing date of November 28, 2018 at 2PM CST.

The contractor must submit proposals by the date and time established in the request for quote

(RFQ)/request for proposal (RFQ) notice posted in GSAs Electronic Ordering System (ITSS). If you are unable to attach your quote/proposal in GSAs Electronic Ordering System due to some type of technical difficulty, you must report the problem to the Contracting Officer Latasha M.

Goines, email: latasha.goines@gsa.gov, in sufficient time prior to closing to allow for the submission of the quote/proposal via an alternative method at the CO’s discretion. NOTE:

Failure to register properly in GSA’s Electronic Ordering System, ITSS, is not an acceptable reason for the inability to submit a quote/proposal or to receive communications regarding this solicitation.

*If a contractor decides to submit a “No Bid” in response to the solicitation, GSA requests a reason be provided.

All questions concerning this solicitation package will be submitted to the GSA PM and CO via email only. Instructions will be provided to the contractor’s at the time the PWS is submitted in

ITSS for request for quote. The GSA PM/CO will compile all questions and responses and post them in ITSS for all solicited contractors to view via an amendment.

The only method by which any terms of this solicitation (to include the PWS) may be changed is by a formal amendment to the solicitation generated by the issuing office. No other communication made whether oral or in writing (e.g., at any Pre-offer submittal conference, Industry Questions & Answers prior to response closing date and time, clarifications, etc.), will modify or supersede the terms of the PWS. No contact with anyone other than the responsible

CO is allowable after the release of the solicitation.

The Government reserves the right to make a selection based upon initial submittal packages;

therefore the offeror should submit its best terms in its initial submission. The Government also reserves the discretion to confer with offerors/interested parties and request revised submittal packages if needed. The Government reserves the right to make no award.

Offeror’s shall thoroughly examine all solicitation documents and instructions. Failure to do so will be at the Offeror’s own risk. Failure to comply with all of the terms and conditions of the solicitation, to include the PWS, may result in the Government’s elimination of the submittal package received in response to the solicitation, from further consideration for award.

B1.1.1. Required Past Performance (PP) Information (See Appendix A, A1.1 for PP

Evaluation Criteria)

Since PP is an official evaluation factor for award, PP references and all PP reference questionnaires

(Appendix D) are required to be submitted by the due date/closing date of this solicitation from the individual who completes the questionnaire, only.

Using the Past Performance Questionnaire Sheet (Appendix D of this document) provide information for a minimum of three (3), and a maximum of five (5) PP references, as instructed in the Appendix D.

The offeror SHALL send Past Performance questionnaires to each of their references. The offeror shall not see the completed questionnaires; therefore, the references shall submit PP questionnaires directly to the Contracting Officer: latasha.goines@gsa.gov . Any past performance questionnaire (Appendix

D) submitted directly from the offeror to the Contracting Officer will not be evaluated.

PP will be considered for the prime contractor. The PP must reflect that the prime contractor has demonstrated PP that is recent and relevant to this solicitation.

** PP submissions must be considered recent and relevant.

Relevancy is defined as work that has been/is being performed for prior or current customer contracts/task orders/projects that are of comparable scope, size, and duration which is similar to the requirement described herein.

Recency is defined as current/former task orders/contracts/projects executed within the past three (3) years from the closing date of the solicitation. The work can be in progress at the time of solicitation submission; however, the project must be far enough along to create a performance record with the client.

The Government does not assume the duty to search for data to cure the problems it finds in the information provided by the Offeror. The burden of providing thorough and complete past performance information remains with the Offeror.

B1.1.2 Required Past Experience (PE) Information (See Appendix A, A1.2 PE for

Evaluation Criteria)

Using the Past Experience Information Sheet (Appendix C) provide the recent and relevant PE information for three (3) past or current contracts/task orders executed and/or completed within the past 3 to 5 years with comparable (same or similar scope, size, duration) requirements to the solicited task. See Appendix C for Past Experience Information Sheet.

B1.1.3.Required Technical/Management Approach (TMA) Information (See Appendix A, A.1.3, TMA Evaluation Criteria)

In support of the evaluation of the TMA each offeror must submit the information required in

A1.3 Technical/Management Approach.

B1.1.4 Organizational Conflict of Interest Plan (See Appendix A, A1.5 and referenced in

Section 6.6.8).

If a potential/existing OCI is identified by the offeror in their response package, an OCI plan is required to be submitted with the response package.

B1.1.5.Required Pricing Information

This procurement is limited to eligible 8(a) concerns. This solicitation is 100% set-aside for

8(A) small businesses. Required tasks are fully funded. Optional Requirements will be fully funded when exercised. The offeror will use the Pricing Spreadsheet (Appendix E). The offeror shall quote FFP fully funded labor hours and labor rates. The offeror will provide the rates for each labor category for each year. These rates shall be fully burdened, and not subject to DCAA or other finalized audited rates. After award, this order shall not be considered a Forward pricing

Rate Agreement (FPRA).

In an effort to receive the highest quality solution at the lowest possible price the government requests all available discounts on all services offered by the contractor for this requirement. The contractor will provide/offer prompt payment terms in their quote.

Price will be evaluated to determine that the price is fair and reasonable.

B1.1.6. Travel

Travel is anticipated for this task. The amount provided in Appendix E is a not to exceed amount and the vendor will not change these amounts. The vendor’s will be required to submit Consent to Purchase forms (Attachment 9) to determine prices are fair and reasonable.

B.1.1.7 Other Direct Costs (ODC’s)

ODC’s is anticipated for this task. The amount provided in Appendix E is a not to exceed amount and the vendor will not change these amounts. The vendor’s will be required to submit Consent to Purchase forms (Attachment 9) to determine prices are fair and reasonable.

B1.1.8. Organizational Conflict of Interest Certification

a) The prospective Contractor certifies, to the best of its knowledge and belief, that it is not aware of any information bearing on the existence of any potential organizational conflict of interest. If the prospective Contractor cannot so certify, it shall provide a disclosure statement in its quote which describes all relevant information concerning any past, present, or planned interests bearing on whether it (including its chief executives and directors, or any proposed consultant or subcontractor) may have a potential organizational conflict of interest.

b) Prospective Contractors should refer to FAR Subpart 9.5 and GSA Part 509 for policies and procedures for avoiding, neutralizing, or mitigating organizational conflicts of interest.

c) If the Contracting Officer determines that a potential conflict exists, the prospective

Contractor shall not receive an award unless the conflict can be avoided or otherwise resolved through the inclusion of a special contract clause or other appropriate means. The terms of any special clause are subject to negotiation.

The offeror certifies to the following:

The offeror [ ] is [ ] is not aware of any information bearing on the existence of any potential organizational conflict of interest. If the offeror is aware of information bearing on whether a potential conflict may exist, the offeror shall provide a disclosure statement describing this information.

NOTE: If specific Conflicts of Interests (COI’s) have been identified in the above COI

Declaration, offerors must include a COI Mitigation Plan where specific measures will be proposed in order to avoid, mitigate, or neutralize COI’s.

B1.1.9. Required Representations and Certifications

The following reps and certs are required to be submitted in response to the solicitation. If the reps and certs are on the SAM.gov website, please state that fact in the cover letter of the submittal package.

B1.1.9.1. REQUIRED TAX CERTIFICATION LETTER

Please submit the following in accordance with the Department of Justice's policy certifying that your company does not have any unpaid federal tax delinquencies or, within the preceding 24 months, has a felony criminal conviction under any federal law or state law.

Response is required on your company letterhead identifying the project title, and ID #. Date the document, and ensure the document is signed by an official of the company who is authorized to represent the company on this topic.

Submission is required via ITSS with the response to the solicitation, on a separate document using company letterhead.

FAR 52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a

Felony Conviction under any Federal Law (Feb 2016)

(a) As required by sections 744 and 745 of Division E of the Consolidated and Further

Continuing Appropriations Act, 2015 (Pub. L. 113-235), and similar provisions, if contained in subsequent appropriations acts, the Government will not enter into a contract with any corporation that--

(1) Has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability, where the awarding agency is aware of the unpaid tax liability, unless an agency has considered suspension or debarment of the corporation and made a determination that suspension or debarment is not necessary to protect the interests of the Government; or

(2) Was convicted of a felony criminal violation under any Federal law within the preceding

24 months, where the awarding agency is aware of the conviction, unless an agency has considered suspension or debarment of the corporation and made a determination that this action is not necessary to protect the interests of the Government.

(b) The Offeror represents that--

(1) It is [ ] is not [ ] a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability; and (2) It is [ ] is not [ ] a corporation that was convicted of a felony criminal violation under a Federal law within the preceding 24 months.

(End of provision)

FAR 52.209-12 Certification Regarding Tax Matters Certification Regarding Tax Matters (Feb

2016)

(a) This provision implements section 523 of Division B of the Consolidated and Further

Continuing Appropriations Act, 2015 (Pub. L. 113-235), and similar provisions, if contained in subsequent appropriations acts.

(b) If the Offeror is proposing a total contract price that will exceed $5,000,000 (including options), the Offeror shall certify that, to the best of its knowledge and belief, it--

(1) Has [ ] filed all Federal tax returns required during the three years preceding the certification;

(2) Has not [ ] been convicted of a criminal offense under the Internal Revenue Code of 1986;

and

(3) Has not [ ], more than 90 days prior to certification, been notified of any unpaid Federal tax assessment for which the liability remains unsatisfied, unless the assessment is the subject of an installment agreement or offer in compromise that has been approved by the Internal Revenue

Service and is not in default, or the assessment is the subject of a non-frivolous administrative or judicial proceeding.

(End of provision)

B1.1.9.2. 52.212-3, Representations and Certifications – Commercial Items (Nov 2017)

If this document has been completed on the SAM.gov website, please indicate as such in the response cover letter that will accompany the response package.