Instructions to Bidders T-BOSS 25 Nov 2024.pdf

INSTRUCTIONS TO BIDDERS (ITB)

TINKER BASE OPERATIONS SUPPORT SERVICES (T-BOSS)

1.0. Program Structure and Objective

1.1. The Government plans to award a single contract for the T-BOSS program under this Two- Step Sealed Bid. The CE Services – Operations Management will primarily include:

(a) Maintenance and repair of Tinker Air Force Base’s (TAFB) facilities and infrastructure, both built and natural, to ensure the delivery of war-winning expeditionary capabilities to the warfighter;

(b) Effective physical plant operations and delivery of high quality services;

(c) Modernization of the installation so that essential facilities and services are available to carry out assigned missions on-time and within budget; and

(d) Continuous improvement of services and capabilities to meet TAFB’s mission and vision.

Major functional areas include:

(a) Operations Management;

(b) Resource Management; and

(c) General Services including Daily Management and Administration.

2.1 General Instructions

2.1.1. Contract award will be made utilizing the two-step sealed bidding procedures described in Federal Acquisition Regulation (FAR) Subpart 14.5, as supplemented in the Defense Federal Acquisition Regulation Supplement (DFARS) and Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS). Step-one consists of the request for, submission, evaluation, and (if necessary) discussion of a technical proposal. No pricing is involved. Step-two involves the submission of sealed priced bids by those who submitted acceptable technical proposals in step one.

2.1.2. Contract award will be made to the Bidder who is determined technically acceptable in step-one with the lowest evaluated price in step-two, considering only price and the price-related factors specified elsewhere in the solicitation IAW FAR 52.214-10 - Contract Award-Sealed Bidding. This section of the Instructions to Bidders (ITB) provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal.

The Bidder’s proposal must include all data and information requested by the ITB and must be submitted in accordance with these instructions. Any Bidder who submits an incomplete package may be considered ineligible for award. The bid shall be compliant with the requirements as stated in the Performance Work Statement (PWS), attachments, and appendices.

Non-conformance with the instructions provided in the ITO may result in an unfavorable proposal evaluation.

2.1.3. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements, but rather shall provide convincing rationale to address how the Bidder intends to meet these requirements. Bidders shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the bidder’s proposal.

2.1.4. Elaborate brochures, documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

2.1.5. The technical proposal acceptance period is specified in the request for technical proposals. The Bidder shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid as required in provision FAR 52.214-16, Minimum Bid Acceptance Period.

2.1.6. In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals received in step-one and step-two.

2.2. General Information

2.2.1. Point of Contact

The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO. Written requests for clarification may be sent to the CO at the address located on the front page of the model contract/solicitation.

2.2.2. Discrepancies

If a Bidder believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Bidder shall immediately notify the CO in writing with supporting rationale as well as the remedies the Bidder is asking the CO to consider as related to the omission or error. All omissions or errors shall be remedied as result of solicitation amendment.

Solicitation amendments are issued at the discretion of the CO.

2.2.3. Electronic Reference Documents

All referenced documents for this solicitation are available on the SAM web site at https://sam.gov. Potential Bidders are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.2.4. Amendments to Solicitation

If this IFB is amended, all terms and conditions that are not amended remain unchanged and in full force and effect. Bidders shall acknowledge receipt of any amendment and provide confirmation upon submission of the bid IAW FAR Provision 52.214-3.

2.2.5. Submission, Modification, Revision, and Withdrawal of Bids Proposal packages shall be transmitted to the Solicitation CO via DoD SAFE (safe.apps.mil).

Physical delivery of proposal packages will not be accepted. See ITB sections 3.12. Late submissions, modifications, revisions, and withdrawals of technical proposals under two-step sealed bidding shall be in accordance with FAR 52.214-23.

2.2.6 Communications

Exchanges of proposal or bid information between Government and Bidders will be controlled by the CO. E-mail (encrypted when possible or with password protected attachments) may be used to transmit such information to Bidders and shall include “Source Selection Information – See FAR 2.101 & 3.104” in the subject line.

2.2.7. Explanation to Prospective Bidders

Any prospective bidder desiring an explanation or interpretation of the solicitation, drawings, specifications, etc., must request it in writing soon enough to allow a reply to reach all prospective bidders before the submission of their bids. Oral explanations or instructions given before the award of a contract will not be binding. Any information given a prospective bidder concerning a solicitation will be furnished promptly to all other prospective bidders as an amendment to the solicitation, if that information is necessary in submitting bids or if the lack of it would be prejudicial to other prospective bidders.

3.0. Bid Organization/Number of Copies

3.1. The Title Page of each volume must show solicitation number, name, address, and telephone numbers of the Bidder and electronic e-mail address.

3.2. Team List of the Bidder’s primary Point of Contacts shall be submitted in each volume using the format shown in Appendix 1 of the ITB.

3.3. The Bidder shall prepare the bid as set forth in the Organization Table (Table 1 below). The titles and contents and number of volumes shall be as specified in this table. The contents of each volume are described in the ITB paragraph as noted in the table below.

Table 1 Bid Organization

Volume

ITB

Paragraph

Number

Volume Title

Disk

Copies

Page Limit

Step One I Technical 2 65

3.1 Title Page (Not Included in 65 page limit) 1

3.2 Team List (see Attach 2.0)(Not included in 65 page limit) 5

3.8 Table of Contents Unlimited

3.9 List of Tables and Figures Unlimited

3.10 Glossary of Abbreviations and Acronyms Unlimited

4.8.3 Subfactor 1 – Transition

4.8.4 Subfactor 2 – Program Management

4.8.5 Subfactor 3 - Resource/Personnel Management

4.8.6 Subfactor 4 – Experience/Qualifications

Step Two

II 5.0 Price Volume N/A -Email

5.2 Pricing Information Requirements N/A

5.2.1 Volume Organization Unlimited

III Contract Documentation N/A -Email

3.1 Title Page

3.2 Team List (see Appendix 1)

3.8 Table of Contents

3.9 List of Tables and Figures

3.10 Glossary of Abbreviations and Acronyms

Model Contract (Sections A-J) Representations and Certifications (Section K) Exceptions Other Information Required

3.4. Names

Bidders shall submit volumes with the following file names: Volume I – Technical.doc or .docx, Volume II – Price.doc or .docx with PricingMatix.xlsx, and Volume III – Contract Documentation.doc or .docx. Files provided in .pdf format are also acceptable if conversion is made from a Word document or equivalent Word processing software while maintaining searchable text.

3.5. Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be considered in the evaluation of the proposal. Page limitations may also be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the Bidders. Each page shall be counted except the following:

blank pages, title pages, tables of contents, tabs, indexes, glossaries, and those noted in the Proposed Organization Chart as unlimited.

3.6. Pricing Information

All pricing information shall be addressed ONLY in the Price Proposal and Contract Documentation volumes. Cost trade-off information, work hour estimates, and material kinds and quantities may be used in other volumes only as appropriate for presenting rationale for alternatives or design and trade-off decisions.

3.7. Cross Referencing

The Technical volume shall be written on a stand-alone basis so that its contents may be evaluated without cross-referencing to other volumes of the proposal. Information required for the technical proposal evaluation, which is not found in the Technical volume, will be assumed to have been omitted from the proposal, and will not be considered in the technical evaluation.

Cross-referencing within a proposal volume is permitted when its use would conserve space without impairing clarity. The Price evaluation in Step Two will utilize information from each respective volume for the evaluation but may also utilize information from other volumes as well.

3.8. Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

3.9. Tables and Figures

Include an indexed list of Tables and Figures.

3.10. Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each.

3.11. Page Size and Format

3.11.1. A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches, not including foldouts. Page line spacing shall be 1.5 lines. Except for the reproduced sections of the solicitation document, the text size shall be no less than Arial 12 points. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1-inch margins on the top and bottom and 3/4 inch side margins. Pages shall be numbered sequentially by volume. These page format restrictions shall apply to responses to Evaluation Notice (ENs).

3.11.2. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated and shall not exceed 11 x 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics, not for pages of text. The following limitation only applies to the Technical Volume. Text intended for evaluation within all figures, charts, tables, and graphs, to include imbedded images, shall be no less than Arial 8-pt. Any text within figures, charts, tables, and graphs which do not meet this requirement will not be considered in the evaluation.

3.11.3. Labeling

A cover sheet shall be included in each proposal volume, clearly marked as to volume number, title, copy number, solicitation identification, and the Bidder’s name. For each proposal volume, the Bidder shall apply all appropriate markings including those prescribed IAW FAR 52.215- 1(e), Restriction on Disclosure and Use of Data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

3.12. Electronic Bids

The bidder shall submit the proposal electronically via DoD Safe to the following Government Points of Contact:

Mr. Burl Sellers, Contracting Officer, Burl.Sellers@us.af.mil and Mr. Darian Permetter, Darian.Permetter@us.af.mil

3.12.1. All proposals shall be submitted using DoD SAFE, https://safe.apps.mil/. All interested Bidders must e-mail XXXXXX (name.name@us.af.mil) in order to receive a request code to drop-off (upload) files in DoD SAFE. One of the Government Points of Contact (GPOCs) will send an e-mail to the Bidder acknowledging the request for a proposal drop-off code in DoD Safe. The GPOC e-mail acknowledging the request will not be sent to the Bidder after close of business hours, weekends, or on nationally observed holidays. If you do not receive an acknowledgement e-mail from either of the GPOCs after 72 hours, you must send another e-mail. E-mails will not be returned after close of business hours, weekends, or on nationally observed holidays. After the e-mail request for a drop-off code has been sent from the Bidder and the Bidder has received the acknowledgment e-mail from either GPOC, the Bidder will then receive an e-mail from DoD SAFE to drop-off proposals and other requested documents. If the Bidder does not receive the e-mail from DoD SAFE the Bidder will need to check SPAM and JUNK folders before requesting another drop-off code from the GPOC. The request for drop-off is only valid for 14 days. If the 14 days has expired and the RFP is still open, the Bidder may send another e-mail request for drop-off code to the GPOCs e-mail addresses listed above.

3.12.2. Be advised that classified information is not allowed on DoD SAFE. Any files containing CUI/PII/PHI must be encrypted prior to uploading or by checking the “Encrypt every file” box. The Bidder is allowed to drop-off one or more files (up to 8GB total). The Bidder may select the box ‘Send me an e-mail when each recipient picks up the files” for documentation purposes. The GPOC will receive an automated e-mail containing the information the Bidder has entered and instructions for downloading the file(s). The GPOC will have 7 days to retrieve the files submitted in the drop-off. DoD SAFE does not guarantee delivery of documents within a specified time period under 4 hours.

3.12.3. All electronic documents and files submitted shall contain the volume number and title.

Use separate files to permit rapid location of all portions, including subfactors, required plans, exhibits, appendices, and attachments, if any.

mailto:Burl.Sellers@us.af.mil mailto:Darian.Permetter@us.af.mil

3.12.4. The be considered timely, the entire proposal must be received by the Government prior to the due date and closing time specified in the RFP. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word 365, MS Excel 365, and Adobe PDF.

Note PDF files must be searchable and able to copy and paste. For amendment purposes to the proposal, the "original" proposal shall be clearly identified.

4.0. Step One – Technical Proposals

4.1. Minimum Bid Acceptance Period

The minimum bid acceptance period of is specified in FAR Provision 52.214-16.

4.2. In step one, bidders shall submit a technical proposal containing the information required in section 3.0, Factor 1 – Technical of this ITB. Step one technical proposals shall not include prices or pricing information. Each bidder may submit one technical proposal.

4.3. Bidders should submit proposals that are acceptable without additional explanation or information. The Government may make a final determination regarding a proposal’s acceptability solely based on the proposal as submitted.

4.4. The Government may proceed with the step two without requesting further information from any Bidder; however, the Government may request additional information from Bidders of proposals that it considers reasonably susceptible of being made acceptable and may discuss proposals with the Bidders.

4.5. The Government will not establish a formal “opening” and “closing” of discussions and will not request final proposal revisions. Since final proposal revisions will not be requested, each Bidder is put on notice that all updates to the technical proposal will be provided at the time of the request for additional information, and all submittals will be considered incorporated into the proposal as the final offer.

4.6. When a technical proposal is found unacceptable (either initially or after submission of further information), a notice of unacceptability will be forwarded to the bidder upon completion of the proposal evaluation and final determination of unacceptability IAW FAR 14.503-1.

Bidders determined technically unacceptable may request a pre-award or post-award debriefing.

Bidders are entitled to only one debriefing either pre or post award per proposal. Bidders desiring a debriefing must make their request IAW the requirements of FAR 15.505 or 15.506.

4.7. Factor 1 - Technical

4.7.1. General

The Technical proposal should be specific and complete. Legibility, clarity and coherence are very important. Your responses will be evaluated against the Technical subfactors defined in

Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible, the actual methodology you would use for accomplishing/satisfying these subfactors. Bidders shall assume that the government has no prior knowledge of their experience or facilities and will base its evaluation on the information presented in the proposal.

All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation.

It is neither necessary nor desirable for you to tell us so in your technical proposal. The technical proposal should only address the requirements of the subfactors listed below. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

4.8. Format and Specific Content

4.8.1. Technical

In the Technical Volume, address your proposed approach to meeting the minimum performance or capability requirements of each technical subfactor.

4.8.2. The Technical Volume shall be organized according to the following general outline:

(a) Team List Appendix 1

(b) Table of Contents

(c) List of Table and Drawings

(d) Glossary

(e) Subfactor One – Transition

(f) Subfactor Two – Program Management

(g) Subfactor Three – Resource and Personnel Management

(h) Subfactor Four – Experience/Qualifications

4.8.3. Subfactor One: Transition

(a) The Bidder shall provide an approach for transitioning-in for the CE Services –

Operations Management program IAW PWS Appendix A.7.1, including section sub-paragraphs.

The approach shall address how the Bidder intends to transition-in personnel and prepare for full contract performance. At a minimum, the approach shall provide the following essential elements:

(b) Hiring and obtaining personnel during transition;

(c) Implementation of existing collective bargaining agreements;

(d) Transition strategy/incumbent coordination to minimize mission impact;

(e) Transition/acceptance of on-going workload, completion, and accountability of unfinished work orders and prioritizing and execution of incomplete service calls;

(f) Transition milestones/tasks, identifying critical path (e.g. human resource actions, training, transfer of Government property, and start work dates);

(g) Process for training incoming personnel;

(h) Mitigation strategy to preclude the occurrence of a workforce strike; and

(i) Risk identification and mitigations, as necessary

4.8.4. Subfactor Two: Program Management

The Bidder shall provide an approach for program management for the CE Services – Operations Management program. As a minimum, the approach shall provide the following essential components:

(a) Program management: Bidder will propose a process for:

(1) Tracking, monitoring, managing, and controlling schedule and performance (preventive maintenance (PM), work request management and performance of corrective maintenance (CM)). Maintenance operations: process for simultaneous execution of preventive maintenance (PM), scheduled sustainment work (SSW), and management of enhancement work (EW), while providing event support and responding to short notice tasks or emergency corrective maintenance (CM) IAW PWS 1.2.20 and 2.1, 2.2, 2.3, 2.4, 2.5, 2.6, 2.7, 2.8, including section sub-paragraphs;

(2) Demonstrating how the Government will be kept informed; and process and procedures for updating respective shared information, ensuring quality control (QC) discussions and remedies with Government, and explaining the hierarchy for communication;

(3) Managing all emergency response functions and requirements IAW PWS Appendix

A 3.10, including section sub-paragraphs;

(4) Implement technology to improve direct labor efficiency and reduce downtime related to scheduling, routing and tracking of vehicles and personnel; and

(5) Implement lessons learned and other improvements related to indirect labor and provide an indirect labor efficiency curve;

(b) Safety: Process for safety procedures IAW PWS Appendix A 6.1, 6.2, 6.3, 6.4, including section subparagraphs. Bidders are not required to submit a full health and safety plan IAW PWS Appendix A 6.2 but are required to submit an outlined approach. The approach shall address general safety processes that can be utilized in developing a formal health and safety plan upon award.

(c) Quality Control (QC): Process for QC procedures, work acceptance and rejection IAW

PWS Appendix A 5, including section sub-paragraphs. Bidders are not required to submit a full QC plan IAW PWS Appendix A 5 but are required to submit an outlined approach. The approach shall address general QC processes that can be utilized in developing a formal QC plan upon award.

4.8.5 Subfactor Three: Resource and Personnel Management

The Bidder shall provide an approach for resource/personnel management for the CE Services – Operations Management program. As a minimum, the approach shall provide the following essential components:

(a) Manning: Process for recruiting, hiring, training, and retaining a qualified/certified and capable workforce that can accomplish the entire scope of the effort, and handle surges/variables in workload requirement IAW PWS 1.4, 1.5, Appendix C.7 Minimum Team Complement, including section subparagraphs. The bidder shall provide a labor mix that clearly demonstrates each level of service (LoS) is met per the minimum team compliment (MTC) shown in Appendix C.7.

(b) Organizational Structure: Organizational approach and management structure, including an organizational chart. This element shall include the following:

(1) Organizational chart: the number of people for every skill set and the number of key members of the Bidder's proposed management team for each LoS per the MTC.

(2) Managing subcontractor performance, if applicable. The Bidder shall address a process to select, manage, and facilitate coordinating activities among team members (i.e.

subcontractors), including, mentor/protégé, and joint venture partners, as applicable.

(c) Materials Acquisition: Describe process for acquiring materials (Contractor Acquired

Parts), implementation of process improvements to reduce material handling, and procedures to ensure material is acquired at best value to government, including concepts such as category management, bulk purchasing, and others.

(d) Inventory Management: An approach to address inventory controls and accountability of material (contract acquired parts), furnishings and Government furnished property (GFP). The approach must demonstrate how the Bidder plans to account for, track and update inventory IAW PWS 3.3, Appendix A.3.12.3.1, A.8, and A.9.4, including section subparagraphs.

(e) A vehicle, equipment, and tool acquisition and management approach including all operational and maintenance cost associated such as, but not limited to, vehicle tag and title, maintenance, repair, fuel, and replacement that meets all PWS requirements and ensures best value to the government. The bidder’s proposal must describe the rationale used to develop the type and count of vehicles, equipment, and tools. Additionally, the bidder’s proposal must describe the process taken for initial acquisition and to replace vehicles, equipment, and tools when their disposition becomes out of service for repairs and unserviceable or condemned.

4.8.6. Subfactor Four: Experience/Qualifications

4.8.6.1. The bidder shall provide evidence of recent (not more than 5 years prior to ITB response date) and relevant experience in the following areas:

(a) For providing base operations support and facility maintenance for military installations

(b) Physical plan operations, and

(c) Property control systems, and

(d) Quality Assurance Measures, and

(e) That are of similar in technical complexity as the requirements described in the PWS.

Requirement examples are thermal central plants, boilers, chillers, pavements, industrial water treatment, industrial wastewater and treatment, mechanical, electrical, plumbing, base operations with active runways.

4.8.7. Technical Requirements Correlation Matrix

The Bidder shall complete the Technical Requirements Correlation Matrix provided in Table 2 that will indicate the corresponding technical proposal page and paragraph which addresses the referenced item.

Table 2 Technical Requirements Correlation Matrix

FACTOR 1 - TECHNICAL PWS ITB

Evaluation

Factors

Technical Page and

Para Subfactor 1 - Transition Plan

a. Approach A.7.1 4.8.3 (a) 2.2.1

b. Hiring A.7.1 4.8.3 (b) 2.2.1

c. Implementation of CBA A.7.1 4.8.3 (c) 2.2.1

d. Strategy/Incumbent Coordination A.7.1 4.8.3 (d) 2.2.1

e. Acceptance of on-going workload A.7.1 4.8.3 (e) 2.2.1

f. Transition Milestones/Tasks A.7.1 4.8.3 (f) 2.2.1

g. Process for Training A.7.1 4.8.3 (g) 2.2.1

h. Workforce Strike Mitigation A.7.1 4.8.3 (h) 2.2.1

i. Risk Identification and Mitigation A.7.1 4.8.3 (i) 2.2.1

Subfactor 2 - Program Management

a. Preventative maintenance, Corrective Maintenance, Schedule Sustainment, Enhancement work

1.2.20, 2.1, 2.2, 2.3, 2.4, 2.5, 2.6, 2.7, 2.8

4.8.4 (a) 2.2.2 (a)

b. Safety A.6.1, A.6.2, A.6.3, A.6.4

4.8.4 (b) 2.2.2 (b)

c. Quality Control A.5 4.8.4 (c) 2.2.2 (c) Subfactor 3 - Resource and Personnel management

a. Manning 1.4, 1.5, C.7 4.5.8 (a) 2.2.3 (a)

b. Organizational Structure 1.1, C.7 4.5.8 (b) 2.2.3 (b)

c. Material Acquisition 3.3 4.5.8 (c) 2.2.3 (c)

d. Inventory Management 3.3, A.3.12.3.1, A.8, A.9.4

4.5.8 (d) 2.2.3 (d)

e. Vehicle, equipment, and tool management

1.2.1, A.8, C.5 4.5.8 (e) 2.2.3 (e)

Subfactor 4 - Experience/Qualifications 4.8.6 2.2.4

4.8.8. Adequate Accounting System Information

4.8.8.1. Accounting System Requirements

As stated in FAR 16.301-3(a)(3), a cost-reimbursement contract may only be awarded to a contractor whose accounting system is adequate for determining costs applicable to the contract.

Defense Contract Management Agency (DCMA) determines the adequacy of a contractor’s accounting system following an audit performed by Defense Contract Audit Agency (DCAA).

Since CLINs X015 – X018 are Cost Reimbursable CLINs, any potential contract awardee must have their accounting system determined adequate before contract award can be made.

4.8.8.2. Accounting System Documentation

In step-two with its sealed price bid, the Offeror shall state whether their accounting system has been reviewed and determined adequate by the Government and provide evidence of the review and approval by DCAA/DCMA.

4.8.8.3. Preaward Survey

If the Offeror does not currently have an adequate accounting system, the Offeror shall complete and submit to DCAA the Standard Form 1408, “Pre-Award Survey of Prospective Contractor Accounting System Checklist.” The checklist is located at https://www.dcaa.mil/Checklists- Tools/Pre-award-Accounting-System-Adequacy-Checklist/ The completed checklist is then used by DCAA auditors in the performance of a Pre-award Accounting System Survey to gain an understanding of how the company's system is designed to meet the criteria for a cost type contract. Contract award will not be delayed awaiting an Offeror to receive determination of adequacy of their accounting system. The Offeror shall provide a statement confirming the Pre- Award Survey was submitted to DCAA and the date of submission.

5.0. Step Two

5.0.1. Step Two

In the second step, only bids based upon technical proposals determined to be acceptable, either initially or as a result of discussions, will be considered for awards. Each bid in the second step must be based on the bidder’s technical proposal and additional information submitted in step one. The Government intends to incorporate the successful Bidder’s technical proposal into the resultant contract. The successful bidder shall perform all requirements as stated in the contract schedule to include all attachments and its technical proposal.

5.0.2. Bid opening

The bid opening location will be provided in the step two IFB.

5.0.3. Administrative Exchanges

The Government reserves the right to adjudicate administrative issues regarding a Bidders submission in step two for the purpose of ensuring responsibility matters are resolved, contract document omissions or errors, or other similar administrative matters. The Government will not hold discussions for the purpose of allowing contractors to change their price bid or matters related to their technical proposal.

5.1. General Instructions

In the price volume, the Bidder shall provide the following information in addition to the Pricing Matrix (Attachment 6). These instructions are to assist you in submitting information required to evaluate the reasonableness, balance, and realism of your proposed price. Compliance with these instructions is mandatory and failure to comply may result in rejection of your bid.

5.2. Pricing Information Requirements

Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your price position. All information relating to the proposed price including all required supporting documentation must be included in the section of the bid designated as the Price Volume. Under no circumstances shall this information and documentation be included elsewhere in the bid.

https://www.dcaa.mil/Checklists-Tools/Pre-award-Accounting-System-Adequacy-Checklist/ https://www.dcaa.mil/Checklists-Tools/Pre-award-Accounting-System-Adequacy-Checklist/

5.2.1. Price Volume Organization

The Price volume shall consist of the following sections and include Title Page, Table of Contents, List of Tables and Figures, and Glossary of Abbreviations and Acronyms:

SECTION 1 – Include in this section your rationale in response to the following paragraphs:

5.2.2.2 – Price Reasonableness

5.2.2.3 – Balanced Pricing

5.2.2.4 – Price Realism

5.2.2.5 – Other Documentation

SECTION 2 – Include your response to the following paragraphs

5.3 – Total Evaluated Price (TEP)

5.3.1 – Plug Numbers

5.3.2 – Submission of Pricing Matrix

5.2.2. Bid Pricing

Bidder’s pricing bid will be evaluated for reasonableness, balance, and realism. Unreasonable and/or unrealistic proposed prices, initially or subsequently, may be grounds for eliminating a bid from competition. Additionally, unbalanced pricing may pose an unacceptable risk to the Government and may render a Bidder’s bid ineligible for award. Bids should be sufficiently detailed to demonstrate their price reasonableness, balance, and realism. The burden of proof for credibility of proposed prices rests with the Bidder.

5.2.2.2. Price Reasonableness

The Government will evaluate bids for reasonableness IAW FAR 14.408-2. Normally, price reasonableness is established through adequate price competition but may also be determined through other price analysis techniques in FAR 15.404-1(b)(2), as supplemented in the DFARS and DAFFARS. The burden of proof for credibility of proposed costs/prices rests with the Bidder. It shall be noted that completeness is one aspect of price reasonableness. For completeness, Bidders must provide unit prices for all listed items in the Pricing Matrix (Attachment 6). It shall be noted that completeness is one aspect of reasonableness. For completeness the Offeror shall provide unit prices and/or rates for all listed items in the Pricing Matrix (Attachment 6). If an Offeror’s proposed unit price is zero, then the Bidder shall provide rationale to support the zero-dollar entry.

5.2.2.3. Balanced Pricing

The Government will evaluate bids for balance. The Bidder is cautioned against submitting an offer which exhibits unbalanced pricing. Unbalanced pricing may increase performance risk and could result in payment of unreasonable or unrealistic prices. For this acquisition, balanced pricing is determined with respect to year-to-year price variances for separately priced CLINs.

Bidders shall provide rationale for any proposed CLIN price increase greater than 5% from one year to another, or any proposed CLIN price decrease from one year to another. In addition, the Bidder shall provide rationale for any proposed CLIN price that does not change from one year to another. Unexplained price variances from year-to-year could suggest unbalanced pricing. It is in the Bidder’s best interest to provide explanations or supporting rationale for any significant annual CLIN price variances.

5.2.2.4. Price Realism

The Government will evaluate bids for price realism to determine whether proposed prices are based on an adequate understanding of contract requirements and to ensure the proposed price does not pose an unacceptable risk to performance. Bidders shall provide sufficient rationale describing how prices were developed (such as assumptions, historical data, projections, expertise, management decisions, etc). Bidders shall propose pricing IAW the labor mix provided in step 1 technical volume and IAW with Appendix C.7 MTC.

5.2.2.4.1. Services Contract Labor Standards (SCLS) / Collective Bargaining Agreement (CBA) It is the responsibility of the bidder and the subsequent contract awardee to comply with the SCLS/CBA. IAW FAR 22.1002-3(a), Successor contractors performing on contracts in excess of $2,500 for substantially the same services performed in the same locality must pay wages and fringe benefits (including accrued wages and benefits and prospective increases) at least equal to those contained in any bona fide collective bargaining agreement entered into under the predecessor contract. In addition, the Offeror must comply with the minimum team complement IAW Appendix C.7 MTC.

5.2.2.5. – Other Documentation Other documentation considered by the Bidder to be essential for support of proposed prices shall be presented in this section. In addition, the Bidder shall state whether their accounting system has been reviewed and determined adequate by the Government and provide evidence of the review and approval by DCAA/DCMA.

5.2.3. Cost or Pricing Information Requirements

The CO has determined there is a high probability of adequate price competition in this acquisition. However, if after initial submission of bids the Contracting Officer notifies the Bidder that only one bid was received, the Bidder shall provide data other than certified pricing data as requested by the CO to support a determination of reasonable and balanced pricing IAW DFARS 252.215-7008 – Only One Offer. This information will only be requested if all other sources have been insufficient to support a determination of reasonable and/or balanced pricing and/or realism. Bidder’s may provide any additional data other than certified cost or price data as believed necessary to support or justify proposed pricing.

5.2.3.1. Other than Certified Cost or Pricing Data

FAR part 15 applies. In accordance with FAR 15.403-3-1(b), prices based on adequate price competition do not require submission of cost or pricing data. In accordance with FAR 15.403- 3(a), however, information other than cost or pricing data may be required to support price reasonableness. FAR 15.403-3(a)(1) provides for obtaining information other than cost or pricing data if needed to determine price reasonableness. Therefore, the FAR does not preclude the requirement for obtaining other than cost or pricing data under certain circumstances and the

Government reserves the right to obtain data as appropriate. Should the CO determine proposed prices to appear unreasonable or the possibility that a Bidder does not fully understand the requirement, the Bidders may be required to support price reasonableness via other than cost or pricing data. If, after receipt of bids, the CO determines that there is insufficient information available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the Bidder shall be required to submit cost or pricing data.

5.2.3.2. Rounding

All dollar amounts shall be rounded to the nearest cent.

5.3. Total Evaluated Price (TEP)

Bidders shall complete the Pricing Matrix (Attachment 6). Bidders must ensure all required proposed pricing is provided in the Pricing Matrix, ensuring all CLINs are priced. This effort includes a three-month Transition Period, nine-month Basic Period 1, 12-month Basic Periods 2 and 3, 12-month Option Periods 1, 2, and 3, and 6-month extension. The input spreadsheet in the Pricing Matrix automatically applies the Option Period 3 unit prices to the six-month extension unit prices as applicable. Pricing shall be provided for the Transition Period, all Basic Periods, all Option Periods, and the six month extension, by CLIN. The Pricing Matrix will be used for all pricing. The TEP is for evaluation purposes only.

5.3.1. Plug Numbers

The Government has provided plug numbers for the Cost Reimbursable CLINs (CLINs X015- X018) in the Pricing Matrix (Attachment 6). The plug numbers provided include costs only and are based on historical data. The total plug number for each CR CLIN will be included in the TEP, but do not guarantee that amount will be utilized during contract execution. The TEP is for evaluation purposes only.

5.3.2. – Submission of Pricing Matrix Submit the completed, Pricing Matrix (Attachment 6) in support of the proposed TEP. The Pricing Matrix shall remain locked without any revisions, adjustments, or tampering by the Offerors. The Pricing Matrix (Attachment 6) submitted shall comply with the following format requirements:

(a) Data file shall be submitted to the Solicitation Contracting Officer via DoD SAFE (safe.apps.mil).

(b) Data file shall be .XLS file format (MS Office 365-Excel) without passwords or hidden information.

6.0. Contract Documentation

6.1. Model Contract/Representations and Certifications

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The Bidder's proposal shall include a signed copy of the Model Contract.

6.1.1. Solicitation/Contract Form

Completion of blocks 12 through 18 on the SF33. Signature by the Bidder on the SF33 constitutes an offer, which the Government may accept. The "original" copy should be clearly marked under separate cover.

6.1.2. Supplies or Services and Costs/Prices and Delivery (Contract Schedule) Completed pricing and delivery information shall be provided as part of the IFB/model contract.

Bidders are required to meet the Government’s required delivery schedules. Failure to meet a requirement may result in an offer being ineligible for award.

6.1.3. Contract Clauses

The Bidder shall provide required information to complete clauses and provisions.

6.1.4. Representations, Certifications, and other Statements of Bidders The Bidder must complete the annual representations and certification electronically via the System for Award Management (SAM) website SAM website at https://www.sam.gov/SAM/.

After reviewing the SAM database information, the Bidder verifies by submission of this bid that the representation and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certification – Commercial Items are correct.

6.1.5. Notice of NISTSP 800-171 DoD Assessment Requirements

In accordance with DFARS 252.204-7019, the Bidder must have a current assessment ( i.e., not more than 3 years old) (see 252.204–7020) for each covered contractor information system that is relevant to the bid in the Supplier Performance Risk System at https://www.sprs.csd.disa.mil/.

If the assessment score falls short of 110 or reveals a negative value, the contractor shall submit a Plan of Action and Milestone (POA&M) developed IAW NIST SP 800-171. The POA&M shall explain how the deficiencies will be addressed and how the failing items with be remediated. A Bidder that is not compliant with the requirements addressed in this paragraph may be ineligible for award at step two even if the bidder is the apparent low bidder in step two.

6.2. Exceptions to Solicitation Requirements

Bidders are required to meet all requirements, such as terms and conditions, representations and certifications, delivery and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in a bid being rejected IAW FAR 14.404-2.

6.2.1. The Government will incorporate the Bidder’s technically acceptable proposal into the contract at time of award. The successful Bidder shall perform all requirements of the contract inclusive of all contract attachments in addition to its incorporated technically acceptable proposal.

https://www.sprs.csd.disa.mil/

6.3. Other Information Required

6.3.1. Ombudsman

An Ombudsman has been appointed to hear concerns from Bidders or potential Bidders during the proposal development phase of this acquisition. The Ombudsman for this acquisition is AFSC/PZC, located at Tinker AFB. This does not diminish the authority of the program director or CO, but communicates Bidder concerns, issues, disagreements and recommendations to the appropriate Government personnel. When requested, the Ombudsman shall maintain strict confidentiality as to the source of the concern. The Ombudsman does not participate in the evaluation of proposals or in the award process; interested parties are invited to call AFSC/PZC at 405-736-3273 or email at susan.skaggs@us.af.mil.

6.3.2. Authorized Bidder Personnel

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

6.3.3. Government Offices

Provide the mailing address, telephone and fax numbers and facility codes for the cognizant Contract Administration Office, DCAA, and Government Paying Office. Also, provide the name and telephone and fax number for the Administrative Contracting Officer (ACO).

6.3.4. Provide company/division's street address, county and facility code; CAGE code; DUNS code; TIN; size of business (large or small); and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other location(s). List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

ITB APPENDIX

ITB Appendix – 1 PROPOSED TEAM LIST

ITB Appendix 1

PROPOSED SIGNIFICANT SUBCONTRACTORS, TEAMING ARRANGEMENT, AND TEAM LIST

Bidder shall provide the data in the table below for themselves and each significant subcontractor and/or teaming arrangement.

Significant partners are companies performing 5% or more of the total proposed contract value or those partners performing key or critical portions of the Tinker BOS effort.

TABLE 2.1

SIGNIFICANT

SUBCONTRACTORS

& TEAMING

ARRANGEMENT

LIST

Small Business

(Y/N)

DESIGNATION

CODE*:

CAGE CODE:

UEI NUMBER

Primary

Responsibility

Total % of Work Performed

BIDDER (PRIME)

CONTRACTOR:

SUBS/TEAMING

CONTRACTOR

1. Name & Phone

2. Name & Phone

XX

* Designation Codes: Joint Venture, JV Informal Joint Venture, IJV Prime/Sub, PS Mentor/Protégé, MP

TABLE 2.1