instructions to offerors and eval criteria.pdf

ADDENDUM TO FAR 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services

Paragraph 52.212-1(c), Period for Acceptance of Offers, is tailored as follows: the offeror agrees to hold the prices in its offer firm for 240 calendar days from the date specified for receipt of offers. Offerors may specify a longer acceptance period than the Government's minimum requirement.

The following is inserted as new paragraph (m) of the provision:

(m) Proposal Preparation Instructions.

1. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet solicitation requirements may result in the proposal being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

2. The response shall consist of a cover page followed by four (4) separate parts:

Part I - Summary and Miscellaneous Data Part II - Price Proposal Part III - Technical Proposal Part IV - Past Performance Information

Where Page Limits are specified:

Pages Counted. Each page shall be counted except for the following:

Table of Contents List of Figures Glossaries

3. Offerors shall submit proposals via PIEE/Solicitation Module (https://cac.piee.eb.mil/). To upload documents to this site, please contact Lt Darren Ostrander at darren.ostrander.1@us.af.mil or Ms.

Christine Docker christine.docker.2@us.af.mil no earlier than 15 days prior to proposal due date. Lt Ostrander will "request a Drop-off" which initiates an email with a link to upload files. It will be valid for 14 days. Once all documents are uploaded, select "Drop-off Files". All files will be active for 7 days from the date of drop-off. The date and time ascribed to the proposal shall be the date/time the email notification of drop-off is received. Ensure to select the "Encrypt all Files" button for all FOUO, PII, and PHI. If issues occur utilizing this site, please contact Lt Ostrander 3 working days prior to the proposal due date. IAW FAR 52.212-1(f) it is the offerors responsibility to ensure the proposal is received by the date and time specified on page one of the SF1449.

4. Specific Instructions:

A. PART I - SUMMARY AND MISCELLANEOUS DATA

a. Standard Form (SF) 1449. Complete blocks 12, 17a, 30a, 30b, and 30c. In doing so, the offeror accedes to the contract terms and conditions as written in the solicitation unless the offeror affirmatively states any exceptions, deviations or waivers to the contract terms and conditions. An incomplete proposal may be considered to indicate lack of understanding of the requirement and may result in the entire proposal being determined "unacceptable" and eliminated from further consideration.

b. All offerors must be registered and active in the System for Award Management:

https://sam.gov/SAM/, at the time of proposal submission to be considered for award.

i. For provisions and clauses in the solicitation, if not included in your reps and certs at SAM.gov, complete the necessary fill-ins and certifications and submit the completed pages with Part I. IAW FAR 52.204-7 and 52.204-13 the Contractor is to ensure the SAM and the reps and certs are up to date.

c. Submit an acknowledgment of all solicitation amendments, if issued. Failure to acknowledge amendments to the solicitation shall result in the proposal being considered nonresponsive and therefore ineligible for award. Amendments shall be acknowledged by signing and returning the first page of the SF30, along with any additional documents required by the amendment.

d. Submit a letter, signed at the vice-president level or equivalent or higher, that identifies the individual(s) with the authority to obligate or otherwise bind the offering company to the resulting contract and, if necessary, future contract modifications. Letter shall include:

i. Company CAGE

ii. SAM UEI

iii. Partnership/Teaming Arrangements and/or subcontractors

iv. Physical Address

v. Business size (large/small) and socioeconomic status if a small business

vi. POCs for proposal inquiries with phone number and email

e. Small Business Subcontracting Plan IAW FAR 19.704.

B. PART II - PRICE PROPOSAL

a. Insert proposed unit prices in RFP Attachment. Include proposed discount terms.

Schedule shall be submitted in Microsoft Excel format.

b. Provide a labor and materials breakdown to install wireless internet in a separate attachment.

c. Extreme care should be exercised to ensure that no price data of any kind are included in any other part of the proposal. Only the pricing information contained in Part II shall be considered for award.

d. Price Reasonableness: this source selection will be conducted with the expectation of adequate price competition per FAR 15.403-1(c)(1); therefore, certified cost or pricing data are not required per FAR 15.403-1(b)(1). If at any time during this competition the Contracting Officer determines that adequate price competition no longer exists or that price reasonableness cannot be determined, offerors may be required to submit additional cost data (such as labor, materials, G&A, overhead and profit rates) other than certified cost or pricing data for the Contracting Officer to determine price reasonableness.

C. PART III - TECHNICAL PROPOSAL

a. Provide a Contractor’s Performance Work Statement to meet all objectives of the

Statement of Objectives. Include a detailed approach to accomplish/satisfy all subfactors listed below. The Contractor’s PWS shall not contain any proprietary information; any proprietary information necessary for the technical evaluation (such as manning matrix, technical specifications/data, etc.) shall be submitted as a separate

Commented [DCJG1UA4C1]: CMMC required?

attachment and shall be clearly identified as such. If a proprietary volume is used, it shall be titled, “Part IIIA – Proprietary Data”. By submitting a proposal, the offeror affirms that its organization will perform all requirements specified in the RFP and specifications. Technical proposal shall not include company names, logos, or any other identifying information.

b. The Technical volume shall be organized according to the following general outline:

i. Table of Contents

ii. Glossary

iii. Summary Page

iv. Subfactor 1 – Infrastructure Installation and Temporary Line Burying Plan

v. Subfactor 2 – Contractor Radio Frequencies/Channels

vi. Subfactor 3 – Staffing Plan

vii. Subfactor 4 – Usage Monitoring and Content Filtration

viii. Subfactor 5 – Customer Service Approach

ix. Subfactor 6 – Quality Control

x. Subfactor 7 – Lead Times for Installation and Repair

xi. Subfactor 8 – Life Cycle Sustainment Plan

xii. Subfactor 9 – Space Required for On-Site Storage/Work

c. Summary Page(s). To aid the Government's understanding, provide a summary of the offeror's proposed technical approach and how the approach will efficiently and effectively meet the requirement.

d. Subfactor 1 – Infrastructure Installation and Temporary Line Burying: This subfactor shall address how the offeror plans to install wireless internet. If lines are buried in temporary fashion the offeror must have a specific time frame that the lines are scheduled to be permanently buried.

e. Subfactor 2 – Contractor Radio Frequencies/Channels: This subfactor will lay out the frequencies and channels that the contractor intends to use to provide Wi-Fi services throughout the base

f. Subfactor 3 – Staffing Plan: This subfactor shall address the offeror’s proposed staffing plan for installation teams.

g. Subfactor 4 – Usage Monitoring and Content Filtration: This subfactor will address the offeror’s ability to provide a monitoring system to analyze what sites are being used on the network and to filter content.

h. Subfactor 5 – Customer Service Approach: This subfactor shall address the offeror’s approach to providing reliable and responsive customer service for troubleshooting, installation requests, internet outages and scheduling.

i. Subfactor 6 – Quality Control Approach: This subfactor shall address how the offeror plans to ensure quality of service. This will include the installation process and the maintenance of equipment and consistent uptime of Wi-Fi services.

j. Subfactor 7 – Lead Times for Installation and Repair: This subfactor shall address the amount of time it will take for the contractor to be on site to install wireless internet from the date that a new order is placed.

k. Subfactor 8 – Life Cycle Sustainment Plan: This subfactor shall address the offeror’s strategy for replacing equipment as technology advances, making prior infrastructure obsolete.

l. Subfactor 9 - Space Required for On-Site Storage/Work: This subfactor shall address any of the offeror’s needs for additional on-site storage space.

D. PART IV - PAST PERFORMANCE PROPOSAL

a. Volume Organization. The Past Performance volume shall be limited to five (5) pages.

The following are required but are not included in the five (5) page limit:

i. Organization Structure Change History

Commented [DCJG1UA4C2]: Per our discussion, please have the tech POCs review the subfactors.

ii. Subcontractor Letters of Consent

iii. Client Authorization Letters

b. Organization Structure Change History. Many companies have acquired, been acquired by, otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant present or past contracts. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal volume a "roadmap" describing all such changes in the organization of the offering company. As part of this explanation, show how these changes impact the relevance of any efforts identified for the past performance evaluation. Since the Government intends to consider past and present performance information provided by other sources as well, the "roadmap" should be applicable to contracts the Government receives information on from other sources. If applicable, describe the role of the Offeror and each subcontractor, teaming partner, and/or joint venture partner for whom the Offeror is required to provide Past Performance Information Sheets in accordance with paragraph E below.

c. Quality and Satisfaction Rating of Contracts completed in the past three years of Solicitation date. Provide any information currently available (letters, metrics, customer surveys, independent surveys, etc.) that demonstrates customer satisfaction with overall job performance and/or quality of completed and/or ongoing contracts. In addition, explain corrective actions taken in the past, if any, for substandard performance and any current performance problems, such as cost overruns, extended performance periods, numerous warranty calls, etc.

d. Past Performance Information (PPI). Submit information on no less than three (3) recent and relevant contracts the offeror considers most relevant in demonstrating the ability to perform the proposed effort. At least one of the past performance references shall be for a subcontractor, teaming partner, and/or joint venture partner (if applicable) that will perform major or critical aspects of the requirement (i.e., 25% or more of the work). "Recent" is defined as ongoing contracts or those completed within three (3) years of the date of issuance of the solicitation. The Past Performance Information sheets for each contract is limited to five (5) pages.

5. Contract Award: The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be in the Government's best interest.

6. Discrepancies: If an offeror believes these instructions contain errors, omissions or are unsound, the offeror shall immediately notify the Contracting Officer in writing with supporting rationale as well as remedies the offeror is asking the Contracting Officer to consider as related to the omission or error.

(End of Addendum) (End of provision)

FAR 52.212-2, Evaluation – Commercial Products and Commercial Services (NOV 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Price, Past Performance and Technical Approach.

1. Price will be evaluated for reasonableness, balance and price realism.

2. Past Performance will be evaluated on an acceptable/unacceptable basis using information available to the

Government going back three years from the Solicitation date. Acceptable past performance will be defined as Satisfactory or better performance on recent and relevant efforts. Relevancy will consider internet speeds provided and number of buildings or geographic area covered.

A. PAST PERFORMANCE FACTOR:

The Government will evaluate recent and relevant performance information on offerors based on the references provided by the offeror and any data independently obtained by the Government. The past performance evaluation will stop once a substantial confidence assessment has been reached.

The past performance evaluation will consider past performance information regarding predecessor companies, key personnel, or subcontractors that are proposed to perform major or critical aspects of the requirement (i.e., 25% or more of the work) when such information is relevant to this acquisition.

a. Recent past performance information includes contracts performed and/or being performed for any customer within the last three (3) years with at least 6 months of performance from the issuance date of the solicitation.

b. Relevant contract performance effort involved similar scope, magnitude of effort, and complexities to that required by this solicitation. The Government will assess relevancy for each contract and assign a rating as described in Table 2 below.

TABLE 2. Past Performance Relevancy Ratings

Relevant: Present/past performance effort involved a similar scope and magnitude of effort and complexities this Solicitation requires. To qualify, the performance meets all the following:

Involve installation service of wireless internet.

Number of buildings serviced in excess of 30.

Include schedule and time management for contract performance (not phased).

Performance must be done as the prime contractor, or, if a member of a joint venture, the Offeror must have contributed at least 50% of the effort.

Not Relevant: Present/past performance effort involved little or none of the scope and magnitude and of effort and complexities this Solicitation requires. To qualify, all performance fails to meet the definition of “relevant”.

Commented [DCJG1UA4C3]: Goes in 52.212‐2

c. Specific Content: Offerors may include a discussion of efforts accomplished by the offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to a Limited or No Confidence rating, since the problems encountered may have been on a more complex program or an Offeror may have subsequently demonstrated the ability to overcome the problems. The Offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions, in terms of improvements achieved or problems rectified. This could result in a rating of Substantial or Satisfactory Confidence.

d. If a teaming arrangement is contemplated, provide complete information as to the arrangement, including any relevant and recent past performance information on previous teaming arrangements with same partner. If this is a first-time joint effort, each party to the arrangement must provide a list of past contracts of relevance.

While the DOD Source Selection Procedures is not mandatory, the "Combined Technical/Risk Rating Method" detailed in Table 3 of the DOD Source Selection Procedures will be used to evaluate technical and risk on a graded scale. Factors to be considered include:

ability to maintain continuous uptimes prompt internet installation/repair services management/customer service plan subcontractor plans proposed infrastructure hardware and timeline to install.

Color Rating Adjectival Rating Description

Blue Outstanding Proposal demonstrates an exceptional approach and understanding of the requirements, contains multiple strengths and/or at least one significant strength.

Purple Good Proposal demonstrates a thorough approach and understanding of the requirements and contains at least one strength or significant strength.

Green Acceptable Proposal demonstrates an adequate approach and understanding of the requirements.

Yellow Marginal Proposal has not demonstrated an adequate approach and understanding of the requirements.

Red Unacceptable Proposal does not meet requirements of the solicitation and, thus, contains one or more deficiencies and is un-awardable.

The offers will be ranked low to high based on price and the past performance evaluation will begin with the lowest priced offer. If the lowest priced offer receives an Acceptable past performance rating its technical approach will then be evaluated. If the lowest priced offer with a Acceptable past performance rating receives an Outstanding (the highest rating) for technical approach, it will represent the best value to the Government. If the lowest offer does not receive the highest rating for technical approach, the next lowest offer will be evaluated and so on. If none of the technical approaches receive an Outstanding rating, a tradeoff will be made considering the technical rating and price. Only those offers with an Acceptable past performance rating will be considered for a tradeoff.

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether there are negotiations after its receipt, unless a written notice of withdrawal is received before award.