Instructions to Offerors_Revised 26 Apr 22.pdf

FA8601-22-R-0020

Addendum 1

Additional Instructions to Offerors (ITO)

26 April 2022

1. Purpose: This addendum to the solicitation tailors the terms and conditions contained in the provision at FAR 52.212-1, Instructions to Offerors - Commercial Items, and provides additional instructions to offerors. Except as specified in this solicitation addendum, the offeror shall submit all data and information required by the provision at FAR 52.212-1 and this addendum.

Non-conformance with the instructions provided herein or in any other part of the solicitation may result in elimination of the offeror from consideration for award.

a. Tailoring of 52.212-1: FAR 52.212-1(e), Multiple Offers, is hereby deleted from this solicitation. That paragraph is marked as RESERVED.

b. Proposal Detail: The proposal shall be clear and concise, and it shall include sufficient detail for effective evaluation and substantiation of the validity of stated claims. The proposal shall 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. Offerors shall assume that the Government has no prior knowledge of the offeror’s facilities and/or experience, and the Government will base its evaluation on the information presented in the submitted proposal.

c. Embellishments Not Desired: Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and not desired.

d. Offer Acceptance and Validity Dates: Concerning FAR 52.212-1(c) of the provision regarding the period during which the offeror agrees to hold the prices in its offer firm is hereby amended to read ‘60 days’ instead of ‘30 days.’ The offeror shall make a clear statement in the Price & Offer Documentation Volume (Volume II) that the offer is valid for 60 days after the date for receipt of proposal.

e. Disposition of Offers: In accordance with (IAW) FAR 4.803(a)(10), Contents of Contract

Files, the Government will retain one paper copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

f. Systems: The Government will access any systems as required by law and/or regulation

(e.g. System for Award Management (SAM), Federal Awardee Performance and

Integrity Information System (FAPIIS), etc.) to aid in the determination of

Responsibility.

2. Contacts, Correspondence, and Communications

a. Point of Contact: Questions or concerns should be addressed to the Contracting Officer

(CO) through the point of contact (POC). The POC for this acquisition is Mr. Stephen K.

McGuire, as identified in Combined Synopsis/Solicitation (Synopsitation). Mr. McGuire may be contacted via email at stephen.mcguire.5@us.af.mil. The CO for this acquisition is Mr. Joseph C. Sbarra. Mr. Sbarra may be contacted via email at joseph.sbarra@us.af.mil. Please be advised that all correspondence sent via email shall contain a subject line that reads: “Meteorological Support Services.” Note that email filters at Wright-Patterson Air Force Base (WPAFB) are designed to filter emails without subject lines or with suspicious subject lines or contents (i.e., .exe or .zip files).

Therefore, if this subject line is not included, the email may not pass through the email filters. Also, be advised that .zip or .exe files are not allowable attachments and may be deleted by the email filters at WPAFB. If sending attachments within emails, ensure only

.pdf, .docx, or .xlsx documents are sent. The email filter may delete any other forms of attachment. Hard copy proposals and electronic copies prepared IAW Section 3 below are required and shall be mailed to:

AFLCMC/PZIBB

ATTN: Mr. Stephen K. McGuire

1940 Allbrook Drive, Room 109

WPAFB, OH 45433-5344

b. Notifications to Unsuccessful Offerors/Debriefings: Although this acquisition/

Synopsitation is issued in accordance with FAR 12 and FAR 13.5 procedures, specific parts of FAR 15 will apply to this acquisition for the sole purposes as identified herein.

The CO will notify unsuccessful offerors IAW FAR 15.503, Notification to Unsuccessful

Offerors, and conduct pre-award and post-award debriefings, if requested, IAW FAR

15.505, Award to Successful Offeror, and 15.506, Preaward Debriefing of Offerors, respectively.

c. Discrepancies: Proposals must conform to all of the requirements of the solicitation. If an offeror believes that any part of the solicitation, including (but not limited to) the requirements in these instructions, contains an error, omission, or is otherwise unsound, the offeror shall immediately notify the CO in writing directly or through the POC identified herein, per paragraph 2(a) of these instructions. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion. However, the Government reserves the right to conduct discussions if determined necessary by the CO.

3. Offer Format and Organization

a. The proposal shall consist of two (2) separate volumes as specified in the Offer Format and Organization Table below. The volume numbers, titles, and contents shall be as specified in this table. The offeror shall submit the specified number of copies of each volume, which shall be within the specified page limits per the table below. Pricing information shall be addressed ONLY in the Price & Offer Documentation Volume. The

Government will remove and discard any pages from any other volume that contains pricing data, and the information on those pages will not be evaluated in any manner.

Offer Format and Organization Table

VOLUME

VOLUME

TITLE

PAPER

COPIES

ELECTRONIC

COPIES

PAGE

LIMIT

I Technical

Acceptability One (1) copy See Paragraph b below 120 Pages

II

Price & Offer

Documentation One (1) copy See Paragraph b below 30 Pages

b. Electronic Copies:

The content and page size of electronic copies must be identical to any hard copies, if submitted. The offeror shall submit one (1) electronic copy of each volume via email. If multiple e-mails are submitted, indicate the volume number, title, and part # (e.g., email 1 of 3) . Use separate files to permit rapid reference of all portions, including sub-factors, exhibits, annexes, and attachments, if any. Other forms of electronic media, including flash drives, recordable CDs and other USB-based devices, will not be accepted. In the event that hard copies and electronic copies of a proposal are submitted and there are any discrepancies between the hard copies and the electronic copies, the hard copies will be used for evaluation.

Offerors shall submit documents using Microsoft Office 2016 or greater, following these instructions:

Word documents – Set “Save as type” to “Word document (*.docx).”

Excel spreadsheets - Set “Save as type” to “Excel Workbook (*.xlsx).”

PowerPoint presentations - Set “Save as type” to “PowerPoint Presentation

(*.pptx).”

If submitting PDF documents, only use version Adobe Acrobat X (10.0) or later. Do

NOT submit any documents in PDF format that are copied as “images.” When creating

PDF files, always create to enable textual search and copy functions.

For Volume II, the offeror shall include the completed Meteorology Support Services

Pricing Matrix, Attachment 3 to the solicitation.

c. Page Limitations: Page limitations shall be treated as maximums. If exceeded, the pages in excess of the above limitations will be removed and disregarded during the evaluation.

When both sides of a sheet display printed material, it shall be counted as two (2) pages.

Each page shall be counted, except for the following: cover pages, tab dividers, title pages, glossaries, and tables of contents.

d. Page Size and Format:

Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced.

Except for the reproduced sections of the solicitation document, the text size shall be no less than the equivalent of Times New Roman, font size 10. Use at least one (1) inch margins on all four (4) sides of the printed page. Pages in each volume shall be numbered sequentially by volume (i.e. I-1, I-2, etc.).

Legible tables, charts, graphs, and figures shall be used wherever practical to depict organizations, systems, layouts, implementation schedules, plans, etc. These displays shall be uncomplicated and legible, and they 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, but not for pages of text.

e. Cross-Referencing: To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

f. Binding and Labeling: One copy of each offer volume shall be identified as

‘Original.’ Each volume of the proposal shall be separately bound in a three-ring loose-leaf binder. A cover sheet shall be bound in each volume, clearly marked as to volume number, title, copy number, solicitation identification, and offeror's name. The same identifying data shall be placed on the spine of each binder.

4. Evaluation Factors and Offer Volume Content

a. FACTOR I – Technical Acceptability:

i. Specificity and Completeness: The Technical Acceptability Volume (Volume I) shall be specific and complete. Legibility, clarity, and coherence are very important. Offeror responses to the Technical Acceptability Factor and Sub-factors will be evaluated IAW the addendum to the solicitation titled ‘Evaluation Factors.’ All requirements specified in the solicitation are mandatory. Except as provided for in paragraph 2(c) and paragraph

4(b)(vi) of these instructions, by submission of a proposal, the offeror is representing that the offeror shall perform all requirements specified in the solicitation.

It is not necessary or desirable to repeat that fact within the proposal. The offeror shall

NOT merely reiterate the objectives or reformulate the requirements specified in the solicitation.

ii. Organization: Volume I shall include a table of contents to include a list of tables, figures, and drawings, as applicable. The Technical Acceptability Volume shall also include a glossary if it will enhance the Government’s ability to understand the proposal and facilitate its evaluation.

iii. Content:

Sub-factor 1 - Transition Planning (PWS Paragraph 2.7.11)

The offeror shall submit a proposed Transition Plan that addresses the offeror’s proposed approach to staffing, management, equipment, supplies, and security considerations. The offeror’s Transition Plan shall address the following:

• A plan for ensuring that personnel have the required clearance, as outlined in the DD Form 254, Attachment 3 to the solicitation, at the beginning of the period(s) of performance. See Schedule of the Synopsitation for Period of Performance.

• A management structure (organizational chart), processes for controlling/managing/dispatching personnel, and quality control plan.

• Recruitment processes (incentives and benefits) for acquiring and retaining qualified personnel, processes for continued employee training, and plans for limiting substitutions of qualifications in only exceptional situations.

• Procedures to provide appropriate mix of skilled employees to assume responsibilities for all contract functions for a successful transition from the incumbent performing this work.

Sub-factor 2 – Staffing Approach

The offeror shall submit a proposed organizational chart which illustrates a clear understanding of the manning requirements for the Base Weather Station (BWS) /

Weather Flight (WF) Operations as identified in the Performance Work Statement

(PWS). The offeror’s organizational chart shall:

• Describe the number of personnel required to perform each part of the requirements.

• Describe the proposed organization to convey the structure, staffing, and key aspects of the offeror’s management methodology over the life of the contract.

• Describe any cross-utilization between personnel assigned to each function.

• Separately identify prime contractor personnel from subcontractor personnel, if applicable.

In addition to the organizational chart, the offeror shall submit a detailed narrative to describe the staffing approach illustrated in the organizational chart described above.

The narrative shall:

• Detail the minimum qualification requirement for each person that will perform the functions found in the PWS.

• Provide information for recruiting and retaining qualified personnel capable of meeting the requirements of this solicitation.

• Provide an overall training approach that addresses all offeror and subcontractor (if applicable) employees and ensures the workforce is technically qualified to meet the PWS requirements on an initial and recurring basis.

• Detail any necessary equipment, supplies, etc., (not already owned by the

Government and made available to the contractor) that will be used during the performance of the requirements, and for which function(s) of the requirements the item(s) will be used.

Sub-factor 3: Continuation of Essential Contractor Services (PWS paragraph 2.4.4)

The offeror shall provide a written plan describing how it will continue to perform the essential contractor services listed in the PWS. The offeror shall:

• Identify provisions made for the acquisition of essential personnel and resources, if necessary, for continuity of operations for up to thirty (30) days or until normal operations can be resumed;

• Address within the plan:

• Challenges associated with maintaining essential contractor services during an extended event;

• The time lapse associated with the initiation of the acquisition of essential personnel and resources and their actual availability on site;

• The components, processes, and requirements for the identification, training, and preparedness of personnel who are capable of relocating to alternate facilities or performing work from home;

• Any established alert and notification procedures for mobilizing identified “essential contractor service” personnel; and

• The approach for communicating expectations to contractor employees regarding their roles and responsibilities during a crisis.

b. FACTOR II – Price and Offer Documentation: In the Price and Offer Documentation volume (Volume II), the offeror shall:

i. Provide a cover letter with offeror’s Commercial and Government Entity (CAGE) code, Unique Entity Identifier (UEI), and Tax Identification number (TIN). In the cover letter, the offeror shall provide the name(s), title(s), telephone number(s), email address(es), and fax number(s) of the individual(s) authorized to 1) make decisions on behalf of the offeror regarding the proposal submitted, 2) negotiate with the Government, and 3) obligate the offeror contractually. The offeror shall provide in the cover letter a statement that the proposal and prices therein will remain in effect for 60 days from the date of proposal submission.

ii. Provide a completed copy of the Synopsitation, certifications and representations included. All ‘fill-in’ clauses included shall be completed prior to proposal submission.

The offeror shall enter unit prices and extended prices for CLINs 0001 through 4002.

Submission of a proposal under the Synopsitation constitutes an offer, which the

Government may accept. The ‘original’ copy shall be clearly marked per the instructions provided under paragraph 3(e) of these instructions.

iii. The offeror shall submit the completed Pricing Matrix (Attachment 3 to the solicitation) as part of Volume II. If there is a discrepancy between the pricing found on the Synopsitation and the Pricing Matrix, the Pricing Matrix’s prices will be used to determine the offeror’s price.

iv. State all prices in United States Currency (USD).

v. Provide signed copies of the Standard Form (SF) 30, Amendment of

Solicitation/Modification of Contract, for all amendments to the Synopsitation, if applicable.

vi. Provide completed Provisions, Representations, Certifications, Acknowledgements, and Other Statements of Offerors.

NOTE: It is the offeror’s responsibility to submit with its offer all required representations, certifications, acknowledgements, and statements required by the solicitation even if they are not reiterated in this paragraph. The Government’s preference is that representations and certifications required by the solicitation are completed online. However, if offerors have not completed representations and certifications required by the solicitation online, they must submit a hardcopy of the applicable representations and certifications with their proposals in the same form as incorporated into the solicitation.

vi. Submit any issues the offeror may have with the terms and conditions of the solicitation or exceptions thereto not previously brought to the attention of the CO per paragraph 2(c) of these instructions. Proposals must conform to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements. Failure to meet a requirement may result in the offeror being ineligible for award. Offerors shall clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. The offeror shall provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation.

This information shall be provided in the format, as well as shall include the content, specified in the table below. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award.

Solicitation Exceptions

Solicitation

Document

Page/

Paragraph

Requirement/

Portion Rationale

PWS, Model Contract, etc.

Applicable

Page, Section, and/or Paragraph

Numbers.

Identify the requirement or portion of to which exception is taken.

Describe why the requirement can/will not be met.

5. Additional Instructions:

a. The following provisions and addendums will be physically removed from any resultant award and will be considered incorporated by reference:

• FAR 52.209-7, Information Regarding Responsibility Matters;

• FAR 52.212-1, Instructions to Offerors - Commercial Items;

• FAR 52.212-3 (Alternate I), Offeror Representations and Certifications - Commercial

Items;

• Addendum 1 - Additional Instructions to Offerors; and

• Addendum 2 - Evaluation Factors.

b. Regarding the clause at FAR 52.228-5, Insurance - Work on a Government Installation, see FAR 28.306, Insurance Under Fixed-Price Contracts, for minimum insurance requirements.