Attachment_3_-_Section_L_-_Instructions_to_Offerors.docx

RFP #N6264517R0021

Attachment 3 Section L – Instructions to Offerors Addendum to FAR 52.212-1, Instructions to Offerors – Commercial Items (OCT 2015)

Failure to comply with any of the instructions may result in a proposal being removed from further consideration.

L.1. SUBMISSION OF COST OR PRICING DATA

L.1.1. It is expected that the resultant contracts will be awarded based upon a determination that there is adequate price competition; therefore, the offeror is not required to submit additional cost or price data (beyond that required by Paragraph L.2. and subparagraphs) or to certify cost or pricing data with its proposal.

L.1.2. If, after receipt of the proposals, the Contracting Officer determines that adequate price competition does not exist in accordance with FAR 15.403-3 and FAR 15.403-4, the offeror shall provide other information requested to be submitted to determine reasonableness of price, or certified cost or pricing data as requested by the Contracting Officer.

L.2. PROPOSAL CONTENT AND INSTRUCTIONS FOR PREPARATION OF PROPOSALS

L.2.1. This section specifies the format and content that offerors shall use in this Request for Proposal (RFP). The intent is not to restrict the offerors in the manner in which they will perform their work but rather to ensure a certain degree of uniformity in the format of the responses for evaluation purposes. This requirement is solicited under North American Industry Classification System (NAICS) 339114, Dental Equipment and Supplies Manufacturing. Proposals will be accepted only from offerors who are registered under NAICS 339114. Offerors must submit a proposal that is legible and comprehensive enough to provide the basis for a sound evaluation by the Government. Information provided should be precise, factual, and complete. Legibility, clarity, completeness, and responsiveness are important. Proposals shall be in the form prescribed by, and shall contain a response to, each of the areas identified in Paragraph L.2. and subparagraphs. Any proposal that does not meet the requirements of the solicitation may be determined to be incomplete and may result in rejection of the offeror's entire proposal.

L.2.2. The proposal shall be submitted in five separate volumes:

Volume I – Technical A –Conformance to Essential Characteristics B – Design Quality and Capability Volume II – Past Performance Volume III – Small Business Subcontracting and Participation Plan Volume IV – Pricing Volume V – Business

A complete Volume I – Technical, Volume II – Past Performance, Volume III – Small Business Subcontracting and Participation Plan, Volume IV - Pricing and Volume V – Business shall be submitted at the same time to the e-mail address in Paragraph L.3.3 below by the closing time and date referenced in Block 8 of the SF 1449. All five volumes shall be included as attachments within one e-mail from the offeror. If more than one e-mail is received per offeror, the entire proposal will not be considered. No further consideration will be given to any offeror who submits any of these volumes late in accordance with FAR 15.208(b).

L.2.2.1. Volume I: Technical. In accordance with electronic submission requirements given in this section, the offeror shall include the following:

A. Conformance to Essential Characteristics – Offerors shall submit sufficient written technical documentation (including, but not limited to: product literature, specifications, features, pertinent maintenance or operator manuals, and warranty information) to demonstrate their ability to meet all Essential Characteristics as specified in as specified in paragraphs C.1. through C.13. of the Statement of Requirements (Attachment 1). The offeror shall detail any technical training offered in order to service or repair the units. The offeror shall demonstrate their ability to perform shipboard installation. The offeror shall fully detail their plan to execute a shipboard braking system at all articulating points of the unit and light, which shall be capable of locking without the use of power.

B. Design Quality and Capability - The offeror shall demonstrate the design quality and capabilities of the proposed system’s ability to perform dental procedures, including but not limited to ergonomics, usability, and patient safety. Offerors shall submit installation templates with dimensions and mock configurations of proposed dental equipment. The installation templates are exempt from the 15 page limitation for Volume I.

The Technical Volume shall be in Microsoft Office Word for Windows (2010)(.docx) format on 8 ½ x 11 inch size paper, with margins not less than 1 inch all around, and the font shall be Times New Roman not less than 10 point font size. Tables, charts, graphs, and graphics may be in fonts other than Times New Roman font, but shall be not less than 10 point font size. Text, tables, charts, graphs, graphics, etc. that are not in compliance will not be considered by the Government in its evaluation. Each page of each document shall have a footer indicating the name of the offeror and “page X of Y.” The total number of the pages submitted for Volume I (Technical) shall not exceed 15 (8 ½ X 11 inch) pages, excluding a title page, table of contents, and full size templates. If Volume I contains more than 15 pages, only the first 15 pages will be evaluated. Cover letters are not required; any information contained in a cover letter will not be evaluated.

L.2.2.2. Volume II: Past Performance. In accordance with electronic submission requirements given in this section, the offeror shall include the following:

L.2.2.2.1. A maximum of three (3) Past Performance Information Sheets (Attachment 6) shall be submitted. An electronic file for Volume II – Past Performance will be posted to the Federal Business Opportunities (FBO) web site (https://www.fbo.gov/) along with the solicitation. The file will be named “Attachment 6 – Past Performance Information Sheets”. Each of the Past Performance Information Sheets shall be completed in its entirety, and when completed, shall not exceed one page. Completed Past Performance Information Sheets shall be submitted in accordance with Paragraph L.3. and subparagraphs. The Past Performance information listed on each sheet shall be relevant to the RFP statement of requirements (Attachment 1). If more than three Past Performance Information Sheets are submitted, only the first three Past Performance Information Sheets received will be considered. The Government reserves the right to contact the customer points of contact (POCs) for verification or additional information. Each Past Performance Information Sheet shall identify no more than one customer POC. Each Past Performance Information Sheet may include multiple contracts or one or more delivery/task orders under indefinite delivery indefinite quantity (IDIQ) contracts. The same contract may appear on more than one Past Performance Information Sheet if more than one customer POC exists. If more than one customer POC is provided for any Past Performance Information Sheet, only the first customer POC will be considered. Contracts cited must be current, or have ended not more than three years prior to the closing date of the solicitation. If the contract performance ended more than three years prior to the closing date of the solicitation it will be determined not recent. The Past Performance Information Sheets shall be in Microsoft Word for Windows (2010)(.docx), on 8 ½ X 11 inch size, with 1 inch margins all around, Times New Roman font of 10 point font size inclusive of tables. Text and tables that are not in compliance will not be considered by the Government in its evaluation. Cover letters are not required for Volume II; any information contained in a cover letter will not be evaluated.

L.2.2.2.2. The offeror may submit Past Performance Information Sheets that demonstrate experience by teaming partners (e.g., proposed subcontractor, partner, mentor, protégé, parent company, sister company, etc.) only if they will be performing in support of the contract resulting from this solicitation. Such past performance submissions shall clearly identify the relationship of the teaming partners to the offeror and how they will contribute to the performance under the resultant contract. If the submission does not clearly describe the relationship of teaming partners to the offeror and how the teaming partners will contribute to the performance under the resultant contract, it will be determined not relevant.

L.2.2.2.3. If a Past Performance Information Sheet is submitted for a contract under which the offeror or teaming partner provided services as a subcontractor, partner, mentor, protégé, parent company, sister company, etc., the Past Performance Information Sheet shall clearly describe the corporate relationship among those who provided the services, citing key responsibilities for each. If the submission does not clearly detail the specific responsibilities and relationship under a contract, it will be determined not relevant.

L.2.2.2.4. If a teaming partner is proposed, the offeror shall submit written consent from the teaming partner to disclose its Past Performance information to the contractor. If such consent is not provided as part of the submission, the Past Performance of that teaming partner will be determined not relevant. Consent letters shall be submitted as a portable document format (.pdf) file.

L.2.2.2.5. The Government may contact the customer POCs listed on the Past Performance Information Sheets. Customer POCs shall be either Government personnel (civil service or military) or employees of private sector facilities for which the contractor has provided services. Past Performance Information Sheets that list POCs that work for, or have worked for, the offeror or teaming partner directly or indirectly will be determined not relevant.

L.2.2.2.6. If neither the offeror nor its teaming partner possesses relevant Past Performance, the offeror shall submit a statement affirming that it possesses no relevant Past Performance.

L.2.2.2.7. The Government is not restricted from evaluating and considering other recent and relevant Past Performance information in its possession. Past Performance information may be obtained from any other sources available to the Government, such as PPIRS and interviews with Contracting Officer’s Representatives.

L.2.2.3. Volume III: Small Business Subcontracting and Participation Plan. All large business concerns under NAICS 339114 shall submit a small business participation plan. The offeror shall submit a subcontracting plan in accordance with FAR Clause 52.219-9 and DFARS Clause 252.219-7003 (for reference see FAR 19.704 and DFARS 219-704). The negotiation of a subcontracting plan shall not be considered discussions or a reopening of the solicitation. The subcontracting plan requirement is not applicable to small business concerns qualified as such under the NAICS code, 339114, assigned to this solicitation. Master subcontracting plans can be included as an appendix to the subcontracting plan. Offerors shall include the name of any proposed subcontractors and any applicable references. The Small Business Subcontracting and Participation Plan shall be in Microsoft Word for Windows (2010)(.docx), on 8 ½ X 11 inch size, with 1 inch margins all around, Times New Roman font of 10 point font size inclusive of tables. There is no page limit for Volume III.

L.2.2.4. Volume IV: Pricing. Pricing shall be submitted in an Excel workbook. An electronic file will be posted to the Federal Business Opportunities web site (http://www.fbo.gov/) along with the solicitation. The file will be named “Attachment 7 - Pricing Workbook for N6264517R0021.xlsx”. The offeror shall complete all pricing sheets required on all tabs included in the electronic workbook. Gray boxes designate those fields into which the offeror can enter data. The Government has established a Not-to-Exceed cost for OCONUS Shipping. The offeror shall propose no other shipping. The completed file shall be submitted in the e-mailed proposal as Volume IV – Pricing. The file shall be renamed: [name of offeror] pricing workbook.xlsx. Please note, any formatting of the pricing workbook or pricing sheets or failure to follow the naming conventions provided in this section may cause a serious delay in the evaluation process and may result in rejection of the offeror’s entire proposal.

L.2.2.4.1. The offeror shall submit firm fixed pricing for each item listed on the electronic pricing spreadsheet. The items listed on the electronic pricing spreadsheet are for evaluation purposes only and are not reflective of initial Delivery Order requirements. All Delivery Order requirements will be competed after contract award is made.

L.2.2.5. Volume V: Business. In accordance with file submission requirements given in this section, the offeror shall include the following:

L.2.2.5.1. Standard Form (SF) 1449. This form will be provided to the offeror electronically as part of the solicitation package. It shall be appropriately completed, inclusive of Block 17a (offeror’s name, address, and required Commercial and Government Entity (CAGE) code); Block 30a (offeror’s signature); Block 30b (name and title of signer); and, Block 30c (date signed). The offeror’s identity will be determined by the name submitted on the SF 1449. It is not necessary to submit the entire solicitation.

L.2.2.5.2. Amendments. Each amendment shall be acknowledged through instructions in Block 11 of the SF 30. Signed copies of the cover page are acceptable. It is not necessary to submit the entire amendment. The solicitation and all amendments will be posted to the FBO website at https://www.fbo.gov/. It is the offeror’s sole responsibility to periodically check the website for amendments and to ensure that all amendments issued prior to the closing date are acknowledged in accordance with instructions in Block 11 of the SF 30. If an offeror fails to acknowledge a material amendment, the offeror’s proposal will be determined incomplete and will result in rejection of the offeror’s entire proposal.

L.2.2.5.3. Representations, Certifications and Other Statements of Offerors of this Solicitation.

L.2.2.5.3.1. The offeror must be registered in System for Award Management (SAM), https://www.sam.gov/portal/public/SAM/, in accordance with FAR 52.204-7. The offeror shall verify its SAM record is current, accurate, complete and applicable to this solicitation as of the date of this offer and is incorporated in this offer by reference. The offeror shall also be registered in SAM under the applicable NAICS code for this solicitation, 339114.

L.2.2.5.3.2. The offeror shall complete and submit FAR Clause 52.209-11 [Representation By Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (Feb 2016)].

L.2.2.5.4. Offeror’s Information Form (Attachment 8) shall be completed and submitted. The offeror shall fill in every field on the form for it to be considered complete. Please note that all communication regarding this solicitation and proposals will be directed to the designated contacts on the form. This form may be submitted as a .pdf file

L.3. FILE SUBMISSION.

L.3.1. No hard copies of proposals will be accepted.

L.3.2. The Technical, Past Performance, Small Business Subcontracting and Participation Plan (if applicable), Pricing, and Business volumes shall be submitted by e-mail only. Please note only one (1) e-mail per offeror will be accepted. The e-mailed proposal (to include all volume attachments) shall not be larger than 10 megabytes and shall be in Microsoft Office for Windows format (2010), either .docx or .xlsx files, as specified herein. If the e-mail is larger than 10 megabytes, it will not be accepted. Consent letters and forms that require signatures may be submitted as a .pdf file and included within the corresponding Volume attachment. Compressed or .zip file formats will not be accepted.

L.3.3. Each e-mailed proposal shall have the name of the offeror and the solicitation number in the subject line. Any requests for hand delivery will not be honored. It is the offeror’s responsibility to ensure the proposals are received by the due date and time required. The Government will acknowledge receipt of all proposals. If an acknowledgement is not received, it is the Offeror’s responsibility to follow-up with NMLC to guarantee receipt. The e-mail address for proposal submission is:

usn.detrick.navmedlogcomftdmd.mbx.matrix@mail.mil

L.3.4. The offeror is responsible for ensuring that proposals do not contain corrupted files such that they are not readable by the Government.

L.3.5. Reserved.

L.3.6. Awards may be made on the basis of initial offers without discussions. Therefore, it is in offerors’ best interest to submit an initial offer containing the offeror’s best terms.

L.3.7. The offeror shall assume that the government will provide documentation to advise distributors or manufacturers that the intended use of this material is for government purposes and thereby potentially be entailed to more favorable pricing and/or access to material restricted for sale for military-use only. Any discounts received shall be provided to the government and identified within the offerors proposal.

L.3.8. PROPOSAL EVALUATION. Proposals will be evaluated in accordance with the evaluation criteria as outlined in “Section M - Evaluation Factors for Award”.

L.3.9. QUESTIONS. Questions should be presented in writing to NMLC no later than 2:00 pm (local time) 10 calendar days after the issue date (Block 6 of SF 1449) of this solicitation via email to usn.detrick.navmedlogcomftdmd.mbx.matrix@mail.mil. Questions should be listed chronologically and reference the corresponding solicitation paragraph. NMLC’s responses to questions will be presented in the form of an amendment. The source of the questions will not be disclosed.

L.3.10. REVIEW OF AGENCY PROTESTS. The contracting activity, NMLC, will process agency protests in accordance with the requirements set forth in FAR 33.103(d).

L.3.10.1. Pursuant to FAR 33.103(d)(4), an agency protest may be filed directly with the appropriate reviewing authority; or a protester may appeal a decision rendered by a Contracting Officer to the appropriate reviewing authority.

L.3.10.2. The reviewing authority for the Contracting Officer is the Director of Acquisition Management and Analytics, NMLC, Code 05, 693 Neiman Street, Fort Detrick, MD 21702-9203. Agency procurement protests should clearly identify the initial adjudicating official, i.e., the “Contracting Officer” or the “Reviewing Official”.

L.3.10.3. Offerors should note this review of the Contracting Officer’s decision will not extend the Government Accountability Office (GAO) timeliness requirements. Therefore, any subsequent protest to GAO must be filed within 10 days of knowledge of initial adverse agency action.