Instructions to Offerors and Evaluation Language v4_Clean.docx

Section L – Instructions To Offerors I. Proposal Format A. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this Request For Proposal (RFP) Offerors shall thoroughly examine all Request For Proposal documents and instructions. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. If a joint venture arrangement exists for this acquisition, the offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal. The Government shall not pay any Offeror for any cost or expenses associated with preparation of their proposal.

B. Proposal Submission: Offerors shall submit only one proposal for the procurement of the Azimuth Gearboxes, as the Government will review only one proposal per offeror. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. No additional proposals (i.e. one (1) offeror submitting two (2) proposals based on differing approaches) shall be submitted. The Government is not obligated to request additional documentation from the offeror; therefore, offerors are encouraged to provide adequate and complete documentation that clearly demonstrates compliance of requirements.

The proposal should not simply rephase or restate the Government’s requirements but, rather, shall provide convincing rationale to address how the offer intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities or experience and will base its evaluation on the information presented in the offeror’s proposal.

Proposals must be received by the Contracting Officers, Brandon Jones, brandon.jones.96@us.af.mil, and Jessica Roberts, jessica.roberts.21@us.af.mil via encrypted email or DOD Safe (https://safe.apps.mil) no later than the date and time specified in Block 8 on the face page of the RFP. No paper copies will be accepted.

Communications: Exchanges of proposal information after submitting the initial proposal packages between the Government and offerors will be controlled by the Contracting Officers. Email may be used to transmit such information only if the email can be sent encrypted. In order to facilitate the sending and receiving of encrypted emails, offerors may use any email configured that is S/MIME compatible and configured to support encryption. Non-encrypted proposals will not be accepted. If you intend to submit your proposal information via encrypted email, you will need to contact the Buyer/Contracting Officer indicated on the face page of the solicitation prior to that first submittal in order to exchange certificates used for encryption. To ensure the process is working correctly, send a test encrypted message first (without including any proposal information). Otherwise, proposal information will be transmitted via DoD SAFE. When submitting proposal information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

a. The test encrypted message process is as follows:

i. The offeror shall send a digitally signed “test” e-mail message containing no proprietary or proposal information to brandon.jones.96@us.af.mil and jessica.roberts.21@us.af.mil . Please clearly identify the email as a “Test email for Procurement of Azimuth and Elevation Gearboxes F3QCAZ5324A102”.

ii. The PCO will open the test e-mail and add (or update) the sender’s e-mail address (and corresponding encryption certificate) to their Outlook “Contacts List”.

iii. The PCO will send a digitally signed reply to the sender’s e-mail address.

iv. The sender must open the PCO’s digitally signed reply and add (or update) the PCO’s e-mail address in their “Contacts List” (For Outlook users - right-click the name in the “From” box, and then click” Add to Contacts” on the shortcut menu. Shortcut menu: a menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press shift + F10. If you already have a contact entry for this person, select “Update New Information” from this contact to the existing one).

v. Note: When sending encrypted emails please note there is a size limit of 20MB.

If an offeror’s computer system cannot support encryption technology, DoD Safe at https://safe.apps.mil is the preferred alternative method of electronic submissions. The offeror should send an unencrypted email, including “Procurement of Azimuth and Gearboxes RFP FA8507-26-R-B001” in the subject line, requesting a Drop Link for transmission purposes. When submitting proposal information via email (to include DoD SAFE), file suppression utilities, to include but not limited to zip files, will not be accepted.

When sending files via DoD SAFE, please note there is a size limit of 8GB, as well as a file number limit of 25. Offerors shall advise the PCO and buyer of any submissions that will be outside of these limitations so that multiple DoD SAFE drop- off request links can be sent. A formal notice must be sent to the PCO and buyer for a drop off link to be sent. Drop-off request/links sent to companies by the Government are only valid for 14 days. Additionally, drop-off request/links are only good for one submittal per use.

If the offeror chooses not to utilize encrypted email or DoD Safe, the offeror shall send the PCO correspondence at the time that it submits the proposal stating that it accepts the risk of sending and receiving unencrypted electronic mail.

Early submission of proposals is acceptable and encouraged.

II. Proposal Organization A. General: Proposals shall be submitted to the Government in two volumes as set forth below. The title and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified below:

In addition to the page limitations set forth above, proposal volumes shall comply with the following format.

1. Proposals shall be in the English language, and all monies shall be proposed in United States dollars. Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume, i.e. I, II, etc.

2. Print shall be no smaller than a font size of 12. Page size shall be 8 1/2” X 11,” excluding any drawings, diagrams, and/or supporting illustrations, spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets shall not be greater than 11” x 17”. Each 11” x 17” page submitted with a proposal will be counted as two (2) pages. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively. Elaborate formats or color presentations are not desired or required.

3. The page limitation for Volume II, Written Technical Proposal is 40 cumulative pages. The page limitations include any charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any cover pages, table of contents, or list of acronyms (if utilized). Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and retained in the contract file without being considered in the evaluation.

4. Each page containing proprietary information should be so marked and each page should contain the following legend at the bottom footer of each sheet.

“The information contained on this page is PROPRIETARY to (Insert company name here) and shall not be released to others or used for purposes other than for evaluation without the written consent of (Insert company name here)” B. Volume I: Completed RFP:

1. General: Volume I, Completed Request For Proposal (RFP) shall consist of the completed and signed RFP, to include any amendments issued signed, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award.

Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed including the proposed prices associated with the contract line items in the Schedule of the RFP. Offerors shall enter proposed prices associated with the Contract Line Item Numbers (CLINs) identified in the Schedule to include a unit price and an extended amount. Data CLINs are not separately priced (NSP). The offeror’s proposed rates in U.S. dollars shall be used for input; rates should be rounded to the next dollar no fractions of a dollar are to be proposed as part of the rate.

The offer shall provide the following general information:

1) Solicitation number

2) The name, address, and telephone numbers of the offeror (and electronic address if available)

3) A statement specifying the extent of agreement with all terms, conditions and provisions included in the solicitation and agreement to furnish any or all items upon which prices are offered at the price set opposite each item.

4) The names, titles, and telephone (and electronic addresses if available) of people authorized to negotiate on the offeror’s behalf with the Government in connection with this solicitation. The offeror shall provide company documentation that substantiates these individuals’ authority.

5) The name, title, and signature of the person authorized to sign the proposal. If the proposal is signed by an agent, the offeror shall provide evidence of that agent’s authority, unless that evidence has been previously furnished to the Contracting Officer.

The offeror shall also provide the names, titles, and telephone numbers of its points of contact regarding decisions made with respect to the offeror’s proposal, who can obligate the company contractually, and the senior manager (e.g., CEO, Vice President, or General Manager) responsible for the business unit submitting the proposal.

One award will be made on the basis of the offeror with the lowest Total Evaluated Price (TEP), meeting the technical requirements set forth below in the Technical Proposal section. The TEP will be calculated by adding the total values identified in Schedule B. The Government intends to award without discussions but reserves the right to conduct discussions if determined necessary. Any discussions will be conducted in accordance with FAR 15.306

2. Small Business Subcontracting Plan: The small business subcontracting plan required by FAR 52.219-9, as supplemented by the DFARS and DAFFARS, shall be submitted by large business offerors. The plan shall set forth the offeror’s plan for subcontracting with small businesses to the maximum extent practicable, in accordance with FAR 52.219-9 as supplemented by the DFARS. The small business subcontracting plan shall include the information required by FAR 19.7, DFARS 219.7, and all associated clauses within this RFP. NOTE: The small business subcontracting plan is required by large business offerors only.

C. Volume II, Technical Proposal:

1. General: The written technical proposal shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. The proposal should not simply rephrase or restate the Government’s requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. The Government will not accept approaches or their implementation that are proprietary to the contractor. Any data produced under the resulting effort shall be delivered with unlimited data rights. Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the offeror’s technical proposal.

2. Format and Specific Content: The following information shall be provided in the written technical proposal and will be evaluated to assess the proposed technical approach and associated technical risk in accordance with Section M, Evaluation Basis for Award. The written technical proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements set forth in the SOW found in Section J of the RFP. For each subfactor, the offeror shall identify, if any risks, associated with the proposed approach and actions the offeror will take to mitigate identified risks. If no risks/mitigations are identified in the offerors proposal it indicates the offeror does not consider there to be any risk associated with their proposed approach. The offer shall list and explain any assumptions related to its technical approach. These assumptions shall include, at a minimum, any technical or contractual conditions, constraints and/or expectations upon which the offeror’s approach is based.

Subfactor One: Gearboxes Design & Manufacture The proposal shall provide the following information:

i. Describe your technical design for the gearboxes and how the design will meet requirements.

ii. Describe how your manufacturing process will ensure quality to meet requirements.

Subfactor Two: Integration & Test The proposal shall provide the following information:

i. Describe your process for integrating the components of the gearboxes into a final product.

ii. Describe what testing will be performed at each stage of integration.

iii. Describe your final testing to ensure the finished gearboxes will meet performance requirements.

Subfactor Three: Management Plan The proposal shall provide the following information

i. Describe your approach to supplier qualification process, identifying and qualifying suppliers for crucial components, minimizing single-point failure risk, including documenting contingency plans for supplier disruptions and monitoring supplier performance.

ii. Describe your approach to monitoring material procurement, from raw material to finished gearbox, and quality control procedures at each stage of manufacturing.

iii. Describe your approach to identifying and managing long lead items to include strategies for early ordering or alternate sourcing to mitigate delays.

iv. Describe your approach to managing costs (such as task integration, subcontracting, and resource optimization).

Subfactor Four: Integrated Master Schedule As part of its proposal, the offer shall submit a detailed preliminary Integrated Master Schedule (IMS) that prioritizes the delivery of the Azimuth Gearboxes, at award the Government reserves the right to incorporate the proposed IMS delivery date as the final required delivery date in the result contract. The proposed IMS shall include critical events leading to final delivery to include but not limited to the start date, duration, dependencies, predecessors, successors and the end date for scheduled activities, events, and milestones leading to final delivery. Additionally, the proposed IMS shall identify the critical path and provide a schedule rationale narrative identifying, explaining, and providing mitigation plans for moderate and high-risk activities, events and milestones with duration of days. The IMS shall not exceed 250 lines and shall be depicted in Gantt format provided in Microsoft Project. The Microsoft Project file shall also be provided.

Section M – Evaluation Factors For Award

1. Basis For Contract Award:

a. Methodology: The Government intends to award one Definitive Firm Fixed Price Contract as a result of this solicitation. Lowest Price Technically Acceptable procedures will be utilized for this acquisition. Award will be made to the offeror having the lowest total evaluated price meeting all technical requirements specified herein and receiving a “Technically Acceptable” technical rating. Offerors are reminded that the Government will evaluate one proposal from each offeror. Award will be made to the responsible offeror whose technical proposal receives a “Technically Acceptable” rating and conforms to all solicitation requirements, such as terms and conditions, representations and certifications, technical requirements, and also has the lowest total evaluated price.

b. Factors and Subfactors:

i. A detailed and complete analysis of each offeror’s proposal will be performed. The Government’s evaluation will be based on the following factors:

1. Factor I: Technical Factors (From Technical Proposal)

a. Each offeror’s written technical proposal shall be evaluated, based on the subfactors below, to determine if the offeror provides a sound, compliant approach and addresses each of the following subfactors in sufficient detail. If no risks/mitigations are identified in the offeror’s proposal it indicates the offeror does not consider there to be any risk associated with their proposed approach. Offerors are reminded that the Government may independently identify risks with the proposed approach beyond those identified by the offerors themselves.

i. Subfactor One: Gearboxes Design & Manufacture

1) This subfactor will be evaluated on a “Technically Acceptable/Unacceptable” Basis. This subfactor is met when the offeror’s written technical proposal has provided an acceptable design for the azimuth gearboxes, and an acceptable method for quality assurance to meet requirements.

ii. Subfactor Two: Integration & Test

1) This subfactor will be evaluated on a “Technically Acceptable/Unacceptable” Basis. This subfactor is met when the offeror’s written technical proposal has provided acceptable methods to integrate the components of the gearboxes and has provided an adequate approach to testing the gearboxes to required performance.

b.

i. Subfactor Three: Management Plan

1) This subfactor will be evaluated on a “Technically Acceptable/Unacceptable” Basis. This subfactor is met when the offeror’s written technical proposal has provided an acceptable detailed plan with supporting documentation such as charts, diagram, figures, graphs, and supporting illustrations to demonstrate the offeror’s management plan will meet the requirements. The proposal must address Supplier Qualification and Diversification, Material Traceability and Quality Control, and Long Lead Time Item Management.

ii. Subfactor Four: Integrated Master Schedule

1) This subfactor will be evaluated on a “Technically Acceptable/Unacceptable” Basis. This is met when the offeror’s written technical proposal has provided an acceptable, detailed preliminary Integrated Master Schedule (IMS) that identifies how the offeror will meet the required delivery.

2) The offeror must have identified and defined all assumptions used when constructing the IMS. The proposed IMS identify the start date, duration, dependencies, predecessors, successors and the end date for schedule activities, events, and milestones. The proposed IMS shall identify the critical path and provides acceptable schedule rationale narrative identifying, explaining, and providing mitigation plans for moderate and high-risk activities and events along the critical path. The Microsoft Project file shall be included.

c. The technical proposal will be rated with the definitions below. Each subfactor will receive either a “Technically Acceptable” or “Not Technically Acceptable” rating. Only offerors receiving “Technically Acceptable” ratings in all subfactors will be determined “Technically Acceptable.” To be clear, an offeror receiving a “Not Technically Acceptable” in any subfactor, will be determined “Not Technically Acceptable” regardless of acceptability rating in the other factor.

Not Technically Acceptable Does not clearly meet specified performance or capability requirements necessary for contract performance or presents an unacceptable risk.

2. Factor II: Total Evaluated Price (From Completed Request for Proposal)

a. Volume I, Completed RFP shall consist of the completed and signed RFP, to include any amendments issued signed, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed. including the proposed prices associated with the contract line items in the Schedule of the RFP.

b. Total Evaluated Price: Submitted quotes and/or prices will be pulled from the Completed RFP. Pictured below is an example of the TEP calculation. The example is provided for demonstration purposes only and is not a reflection of the solicitation structure. The example is in no way reflected of the actional/total requirements as defined in the RFP. It is provided only as a means of identifying how the various types of calculations will be performed.

c. Offerors shall respond with a quote for every contract line item reflected in Schedule B.

d. The FFP CLINs shall also be evaluated for reasonableness. The techniques and procedures described under FAR 15.404-1(b), and as supplemented, will be the primary means of assessing proposal reasonableness. The evaluation techniques described under FAR 15.404-1(c), as determined appropriate, may also be performed in further defining the reasonableness of the proposal. Inconsistencies between the Technical and TEP may be assessed as proposal risk under the Technical factor. In its evaluation, the Government may use commercial published data, same or similar Department of Defense (DoD) contracts, Government estimates, industry standards, Defense Contract Audit Agency (DCAA) audit information, or other information as deemed appropriate by the Government.

e. The existence of adequate price competition is expected to support a determination of reasonableness; therefore, offerors are not required to submit certified cost or pricing data. However, if after receipt of proposal it is determined that adequate price competition does not exist, certified cost or pricing data shall be required. In addition, price analysis techniques may be used to further validate price reasonableness. If adequate price competition is not obtained or if price reasonableness cannot be determined using price analysis, other techniques will be used. If price reasonableness cannot be determined using price analysis of Government obtained information, additional information in accordance with FAR 15.4 may be required to support the proposed price.

2. Award Decision: The Government does not intend to conduct negotiations for this acquisition, however, reserves the right to do so if it is in the best interest of the Government in accordance with FAR 15.306. The Government intends to award a definitive firm-fixed price contract. Award will made to the responsible offeror whose technical proposal receives a “Technically Acceptable” rating and conforms to all solicitation requirements, such as terms/conditions, representations and certifications, technical requirements, and also has the lowest total evaluated price.