Instructions for Electronic Proposals.pdf

Electronic Proposals

The Offeror's proposal shall be submitted electronically, as described below. The Offeror's proposal shall not contain classified data. The use of hyperlinks in a proposal is prohibited. Elaborate brochures or documentation, detailed artwork, or other embellishments are unnecessary and are not desired. The proposals will be submitted in electronic copies. No models, mockups, or videos will be accepted.

NOTE: The only authorized transmission method for a proposal in response to this solicitation is electronically via SAFE online submission. NO OTHER TRANSMISSION METHOD WILL BE

ACCEPTED.

The Offeror's proposal must be received by the Government no later than the date and time specified in the solicitation. An Offeror shall use the following link for proposal submission:

https://safe.apps.mil/

Please send proposals using the link above to Contract Specialist Mr. Colin Waki, at colin.k.waki@usace.army.mil AND the Contracting Officer, Mr. Kent Tamai, at kent.a.tamai@usace.army.mil.

INSTRUCTIONS FOR SUBMITTING ELECTRONIC PROPOSALS:

In an effort to reduce paperwork and cost, each proposal shall be submitted electronically through the SAFE site. Submission shall be in Adobe PDF format. There is a limit of five (5) files per upload (total size cannot exceed 2GB). If the proposal contains a large number of files, recommend that the files be combined or condensed (ZIP files) before uploading to the SAFE site. An Offeror may use compression utility software such as WinZip or PKZip to reduce file size and facilitate transmission.

REQUEST FOR DROP-OFF LINK:

An Offeror must email the Contract Specialist, Mr. Colin Waki, at colin.k.waki@usace.army.mil and the Contracting Officer, Mr. Kent Tamai, at kent.a.tamai@usace.army.mil no later than five (5) working days prior to the proposal due date to request a drop-off link to upload files via the SAFE site. An Offeror that fails to submit an email for request at least five (5) working days before the proposal submission date might not be able to receive a drop-off link in time to upload the submission.

Once the drop-off request is submitted by the Government, you will receive an automated email from noreplyto@mail.mil with “[DoD SAFE]” in the subject line. The email will contain a unique web link that will direct you to the SAFE web page that will allow you to drop-off (upload) your proposal.

FILE DESCRIPTION:

Include a "File Description" for each file(s) you upload. The "File Description" will be included in the email notice to each of the recipients you choose to have access your file(s). NOTE: Do NOT enter Privacy Act Data (Personal Identification Information (PII)) in the File Description.) Submission shall be in Adobe PDF format.

INSTRUCTIONS FOR UPLOADING PROPOSAL:

1. Click the link contained in your email from noreplyto@mail.mil.

2. Enter the email address for every recipient in the “To:” line. For this solicitation, the Contract

Specialist and the Contracting Officer will be the recipients.

The Contract Specialist for this solicitation is: colin.k.waki@usace.army.mil and the Contracting Officer is kent.a.tamai@usace.army.mil.

The E-Mail address of the Government Employee who initiated the request code will be automatically entered. The Offeror must enter the E-Mail address for both the Contracting Officer and Contract Specialist. The Offeror can enter an additional email address if desired.

After entering the email address, click the green “+” button to add the person(s) email to the "Recipients List" of your response.

3. Enter the Solicitation number, followed by your Firm’s name, in the “Short note to the Recipients:” section.

4. Click the “Click to Add Files” icon or drag them over to the web page to add them.

5. Complete your drop off by clicking the “Drop-off Files” icon.

When your proposal is submitted, a “Drop-Off Completed” screen will be displayed, and a notification will be sent to the recipients you added with a download URL and Claim Passcode.

NOTE: Do NOT send the SAFE site packages to group email accounts.

Entering an incorrect email may result in the rejection of your submission. An Offeror can confirm proper submission by the 'Drop-Off Completed" screen that is generated based on proper file submission.

NOTE: It has been reported that documents are more quickly uploaded into the SAFE website when using a Firefox or Google Chrome web browser. The Government cannot verify that this is true and offers no guarantee that an Offeror will have more success utilizing any particular browser.

RECEIPT OF SUBMISSIONS:

For the purpose of establishing a timely proposal, the government will use the date and time the submission is completely uploaded into the SAFE website. For a Proposal that is larger than the 2GB capacity of the SAFE website and that requires multiple submissions, the Government will use the date and time the final submission is completely uploaded into the SAFE website. Do not assume that electronic communication is instantaneous. It may take several minutes or even hours in some cases.

The Government will not be responsible for any submission that is not delivered in accordance with these instructions. An Offeror is responsible for ensuring that its proposal is submitted such that it reaches the designated recipient. The Offeror is also responsible for allowing sufficient time for the proposal to be received in accordance with the instructions provided.