J-5 SECTION L - INSTRUCTIONS CONDITIONS AND NOTICES TO OFFERORS.pdf

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

I. Proposal Format

A. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined to be unacceptable and therefore not considered 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 submission. Offerors shall submit only one proposal for the MOKKITS OPERATIONS SUPPORT solicitation as the Government will review only one proposal per offeror. Proposals must be received by 766

Enterprise Sourcing Squadron/90 G Street, Bldg. 1201, JBPHH HI, 96853-5230 Attention: Mr. James McGill, Contracting Officer, james.mcgill.3@us.af.mil, no later than the date and time specified in Block 8 on the face page of the RFP. However, offerors are requested to submit Volume III, Past Performance Information, so that it is received ten (10) calendar days prior to the required due date for proposals. Failure to submit Volume III by the earlier date will not result in offeror disqualification.

B. Communications:

Exchanges of source selection information between Government and offerors will be controlled by the Contracting

Officer. Email may be used to transmit such information only if the email can be sent encrypted, and must include

“Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email. Otherwise, source selection information will be transmitted via direct mailing or AMRDEC SAFE at https://safe.apps.mil/. When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted. In order to facilitate the sending and receiving of encrypted emails, offerors must use MS

Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection 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 source selection information).

II. Volume Organization

A. General: Proposals shall be submitted to the Government in four (4) separate volumes as set forth below:

PAGE NUMBER

VOLUME LIMITS OF COPIES DESCRIPTION

I N/A 1 Completed RFP (Professional Employee

Compensation Plan, Voluntary

Protection Program Information)

II 10 1 Written Technical Proposal

III 5 1 Past Performance Information

IV N/A 1 Price Proposal

Page limit for Professional Employee Compensation Plan, Voluntary Protection Program Information is reflected below.

Proposal information may be submitted in written form on CD-R or DVD-R (write once/read only) (2 copies) that is

“closed” so that no further writes can be made to the media. CD-R/W or DVD-R/W media types are not acceptable.

Media must be virus scanned by the offeror prior to submitting to the Government.

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

https://safe.apps.mil/

1. The sealed package used to submit the proposal package must show the time and date specified for receipt. 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, III, IV, etc. Proposals shall be in the English language and all monies shall be proposed in United States dollars.

2. Print shall be no smaller than a font size of 12, excluding any charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., shall not be greater than 11” x 17”. Each volume within the proposal shall be separately identified. Margins shall be no smaller than 1 inch and each page being no more than 8.5"x11", one-sided within a volume shall be numbered consecutively. Elaborate formats, bindings or color presentations are not desired or required.

3. The page limitation for Volume II, Written Technical Proposal, is ten (10) pages. The page limitation includes any cover page, charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any 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 either retained in the contract file without being considered in the evaluation, or, sent back to the offeror.

4. Page limitations may be placed on responses to Evaluation Notices (ENs), if issued. The specified page limits for

EN responses will be identified in the letters forwarding the ENs to offerors or on the EN form itself.

5. Each page containing proprietary information should be so marked.

6. Each page should contain the following legend at the bottom of each sheet:

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

7. When not submitted electronically, proposal packages may either be mailed or hand-delivered. Offerors are cautioned that Joint Base Pearl Harbor-Hickam has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass prior to entrance. Some delay should be anticipated when hand-delivering proposal packages. Offerors should allow for sufficient time to obtain a visitor pass and arrive at the specified office PRIOR to the time specified for receipt of proposals.

B. Volume I, Completed RFP

1. General: Volume I, Completed RFP shall consist of the completed and signed RFP, to include any amendments issued, 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 unacceptable and therefore not considered 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.

2. Professional Employee Compensation Plan: The professional employee compensation plan required by FAR

52.222-46 shall be submitted as a part of Volume I and shall be no more than five (5) pages. The plan shall set forth salaries and fringe benefits proposed for professional employees and include supporting information, such as recognized national and regional compensation surveys and studies of professional, public and private organizations, used in establishing the total compensation structure to enable the Government to review the proposed salaries and fringe benefits in accordance with FAR 52.222-46. The employee compensation plan should clearly show how the offeror will be able to provide uninterrupted high-quality work and will show ability of the proposed compensation structure to obtain and keep suitably qualified personnel to meet mission objectives. Note: The compensation plan pertains to the offeror only. However, if a populated joint venture is formed (a joint venture in which the employees are employed by the joint venture itself and not by any individual joint venture partner), the joint venture must submit the professional employee compensation plan for the joint venture. If an unpopulated joint venture is formed, each individual joint venture partner must submit its own professional employee compensation plan.

3. Voluntary Protection Plan: Air Force Voluntary Protection Program (VPP) requirements are applicable to this acquisition as work on an Air Force installation will be required by contractor employees working 1,000 hours or more in any calendar quarter and the employees are not directly supervised by the Air Force installation. As part of

Volume I, for each of the past three (3) calendar years immediately prior to the calendar year in which this solicitation is being issued (i.e., calendar years 2017, 2018 and 2019, submit your Total Case Incidence Rates

(TCIR) and Day Away, Restricted, and or Transfer Case Rates (DART) for the Standard Industrial Classification

System (SIC) code or North American Industrial Classification Systems (NAICS) code for the applicable industry as identified on the face page of this solicitation. If TCIR/DART rates are not maintained, submit comparable rates.

This VPP information shall be no more than five (5) pages. Note: This VPP information pertains to the offeror. If an unpopulated joint venture is formed (a joint venture in which the employees are employed by the joint venture partners and not the joint venture itself), each joint venture partner must submit these rates. Any proposed subcontractor with employees working 1,000 or more hours in any calendar quarter on an Air Force installation whose subcontractor employees are not directly supervised by the Air Force installation must submit these rates as well. For information on TCIR/DART rates, visit the following VPP site:

https://www.osha.gov/dcsp/vpp/index.html.

C. Volume II, Written 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. 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 technical acceptability 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 Performance Work Statement (PWS).

(a) Experience Performing Similar Services: Offeror shall provide any information currently available to demonstrate that your company has prior experience performing similar types of requirements (Prior daily flying Air Combat Maneuvering Instrumentation (ACMI) support and deployment ACMI support, staffing qualified candidates at multiple geographically separated locations with at least one location SOFA).

(b) Manning and Vehicles: Offeror shall propose manning levels/personnel mix and vehicles for all workload requirements identified in 1.3 of the PWS, Deployments identified in 1.4 of the PWS, Security

Requirements as identified in 1.7 of the PWS, and Contractor Personnel identified in 4.5 of the PWS.

Individual manning analysis and vehicle charts shall be provided for each place of performance. All manning positions must be fully supported by the contractors Workload Analysis. The Workload Analysis will be evaluated on the methodology and level of detail of how manning is determined for phase-in and full performance, to include all direct, non-direct and ancillary workload hours.

(c) Recruitment and Retention: Offeror shall provide an approach for recruiting, maintaining, training, and retaining qualified personnel to meet all tasks in support of the PWS requirements, with emphasis on aircrew debriefing equipment operations, merge of dissimilar ACMI data files and live monitor operations.

(d) Management: Offeror shall provide Program Management function (IAW PWS 1.2.2) with descriptions, responsibilities, qualifications, Information Assurance certification, skills, abilities, and security clearance level.

Offerors are required to provide a workload analysis that depicts the proposed labor categories for both full time and any part time positions with full explanation of the offeror’s methodology. The analysis must address all direct, non-direct and ancillary hours. A separate workload chart is required for each place of performance.

https://www.osha.gov/dcsp/vpp/index.html

D. Volume III - Past Performance Information

1. General: The offeror shall submit Present and Past Performance Information for itself and any joint venture member, as well as each proposed critical subcontractor in accordance with the following paragraphs. A critical subcontractor is defined as an entity (subcontractor and/or teaming contractor), other than the offeror itself that will perform major or critical aspects of the requirement (PWS 1.3.1 Operations; 1.3.4 Pod Handling and Flight Line

Operations; 1.3.5 Pre-Mission Preparation; 1.3.6 Post Mission Preparation; 1.3.7 Aircrew Mission Debriefings and

1.3.8 Live Monitor).

2. Past Performance Format: The requested present and past performance information shall be provided in a separate volume labeled "Volume III - Past Performance". A summary page shall be provided for this acquisition, describing the proposed role of the offeror, any joint venture member and critical subcontractor

(nature of work and percentage of overall work). Summary page information must clearly communicate that proposed critical subcontractor(s) meet the definition of a critical subcontractor established above. Efforts submitted for proposed critical subcontractors not meeting the established definition will not be evaluated. Each offeror/joint venture member shall submit past performance information for no more than four (4) active or completed contracts

(with at least one year of performance history) in the past five (5) years from the issuance date of the RFP, that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort. For each critical subcontractor included in the offeror's proposal, past performance information for no more than two (2) of their most recent and relevant contracts shall also be included. The offeror's/joint venture member’s or critical subcontractor’s present and past performance information may include data on efforts performed by other predecessor companies, affiliates, other divisions or corporate management if such was provided for evaluation and if the offeror’s past performance volume demonstrates the company, affiliate, or division will provide the offeror with resources for the instant proposed effort, such as workforce, management, facilities, or other capabilities demonstrating direct and meaningful involvement in the performance of the instant proposed effort. The submission shall clearly indicate the division or corporate organization that performed or is presently performing the contract.

Contracts listed may include those with the Federal Government, state and local governments or their agencies, and commercial customers.

3. Subcontractor/Teaming Member Consent Form: In addition to the information provided for each entity as required above, the offeror must submit a consent letter executed by each of its proposed teaming member(s) and/or critical subcontractors authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond. The consent letter shall be completed by the team member(s) and/or critical subcontractors identified in your proposal. The consent letters shall be submitted as part of your Past Performance

Volume III.

4. Past Performance Questionnaire: The Present/Past Performance Questionnaire (see RFP Attachment 4) will be one means used by the Government to obtain present/past performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s). The offeror shall send out and track the completion of the Present/Past Performance Questionnaires to each of the offeror’s, joint venture member’s and/or critical subcontractors’ Points of Contact (POCs). The responsibility to send out and track the completion of the Present/Past Performance Questionnaires rests solely with the offeror - i.e., it shall not be delegated to any other entity. The Questionnaire Cover Letter (see RFP Attachment 3) shall be used by the offeror in sending out the Present/Past Performance Questionnaires. Exert your best effort to ensure that at least two POCs per relevant contract submit a completed Present/Past Performance Questionnaire directly to the Government not later than the date established in paragraph I.A. POCs may submit their completed Present/Past Performance

Questionnaire either electronically, or by mail. If sending electronically, follow the procedures outlined in paragraph I.B. Communications above, and email to: james.mcgill.3@us.af.mil and wilbert.glay.1@us.af.mil. If mailing, the POCs may return the completed questionnaires via mail directly to:

766 Enterprise Sourcing Squadron

ATTN: Mr. James McGill, Contracting Officer

90 G St., Bldg 1201

JBPH-H, HI 96853-5230

If mailing, the outside envelope must be marked as follows:

NOTE: TO BE OPENED BY ADDRESSEE ONLY

The completed questionnaires should be contained in a second envelope marked with the mailing address and the following legend:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

Once the Present/Past Performance Questionnaires are completed by your POCs, the information contained therein shall be considered source selection sensitive and shall not be released to you, the offeror. Therefore, any exchange/contact between the offeror/joint venture member and/or critical subcontractor and its own

POCs in regards to comments made on the questionnaire is not permitted.

5. Follow-up Discussions: The Government may conduct follow-up discussions with any of the people identified in the offeror’s Present/Past Performance Volume. Pursuant to FAR 15.305(a)(2)(ii), the Government may obtain other information by sending out additional questionnaires and through other sources.

E. Volume IV, Price Proposal

1. General: This section is to assist you in submitting pricing information that is required to evaluate the reasonableness of your proposed price. Failure to comply with these requirements may result in a determination of your proposal being unawardable. Additionally, unbalanced pricing may pose an unacceptable risk to the

Government and may render an offeror’s proposal unawardable. Offers should be sufficiently detailed to demonstrate their reasonableness.

Data beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your price position. All data relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Price Proposal.

2. Pricing Data Requirements: The source selection will be conducted with the expectation of adequate price competition per FAR 15.403-1(c)(1)(i). Therefore, certified cost or pricing data is not required per FAR 15.403-

1(b)(1). However, if at any time during this competition the CO determines that adequate price competition no longer exists or that price reasonableness cannot be determined, offerors may be required to submit certified cost or pricing data or data other than certified cost or pricing data, as appropriate, for the CO to determine price reasonableness.

(a) The offeror shall propose and insert a unit price, rounded up to two decimal places, for the following

Firm Fixed Price (FFP) Contract Line Item Numbers (CLINs): 0001 through 0004, 1001 through 1004, and 2001 through 2004, 3001 through 3004, 4001 through 4004. The offeror shall also insert an extended total amount for each FFP CLIN, which will be determined by multiplying the quantities identified in

Section B by the unit price, rounded up to two decimal places, for each FFP CLIN to confirm the extended total amount for each FFP CLIN. The extended total amount of each FFP CLIN must exactly equal the unit price multiplied by the quantity of units in Section B.

(b) The price proposal shall also contain supporting price backup data. Certified cost or pricing data is not required. However, supporting data is requested. This information will be used to assess whether prices proposed are reasonable for the work to be performed, and are supported by the Offeror’s proposed technical approach. Supporting data should explain the methodology used in developing proposed CLIN prices. Supporting data includes, at a minimum, breakdown (by CLIN) of labor (labor category, number of positions and productive hours), breakout of Other Direct Costs (ODC) associated with the labor, indirect rates and subcontract costs. Supporting data may be submitted in a format selected by the Offeror. The

Government reserves the right to request additional pricing information after receipt and evaluation of proposals.

(c) Price proposals unreasonably high or low when compared to the Independent Government Cost

Estimate and the Offeror’s proposed technical approach may be deemed reflective of an inherent lack of understanding of the solicitation requirements and may result in proposal rejection.