Enclosure_2_-_Instructions_to_Offerors_.pdf

ENCLOSURE 2 NNH16570139Q

Amendment 1

INSTRUCTIONS TO OFFERORS

It is NASA’s intent, by providing the instructions set forth below, to solicit information that will demonstrate the Offerors competence to successfully complete the requirements specified in the

Statement of Work (SOW), Attachment A. Generally, the Offerors quotation should:

Demonstrate understanding of the overall and specific requirements of the proposed order.

Convey the company’s ability for transforming understanding into accomplishment.

Present in detail, the plans and methods for so doing.

Present the prices associated with so doing.

In the event that other organizations are proposed as being involved in conducting this work, their relationships during the effort shall be explained and their proposed contributions shall be identified and integrated into each part of the quotation, as appropriate.

“FAR Part 15 does NOT apply. The Government intends to establish award an order without further communications with Offerors. Consequently, Offerors are highly encouraged to quote their best pricing quotes in their initial submissions. However, the Government reserves the right to communicate with any or all Offerors submitting a price quote, if it is determined advantageous to the Government to do so. This statement is not to be construed to mean that the

Government is obligated to communicate with every Offeror. An Offeror may be eliminated from consideration without further communication if its pricing quote is not among those

Offerors considered most advantageous to the Government based on a best value determination.”

(a) COMMUNICATIONS REGARDING THIS RFP

Any questions or comments regarding this solicitation shall cite the RFP number and be emailed to the following Government representative:

Name: Kimber Russell, Contract Specialist

E-Mail: Kimber.R.Russell@nasa.gov

The Government will answer relevant and appropriate questions regarding this solicitation. Any

Offeror questions should be submitted no later than seven business days before the deadline for receipt of offers. Telephone questions will not be accepted.

(b) QUOTATION FORMAT AND ORGANIZATION

Only the required minimum amount of information is requested to be provided for proper evaluation. Efforts should be made to keep quotations as brief as possible, concentrating on substantive information essential for a proper evaluation.

By the quotation due date and time specified in Cover Letter, Offerors shall submit their quote in volumes as specified below:

Volume Component Page Limitations No. of Copies

Quotation Volume Excluded Original plus 2 hard copies and 2 electronic copies

Price Volume Mixed Original plus 2 hard copies and 2 electronic copies

Pricing Exhibits (Enclosure 4) Excluded

Past Performance Volume

10 Pages

*Limit of no more than 3 references*

Original plus 2 hard copies and 2 electronic copies

The following are excluded from the Past

Performance Volume page limitations:

Cover Page, Indices, List of those sent Past

Performance Questionnaires, Customer Evaluations, Termination/

Descope information, and List of Acronyms

Excluded

All Volume pages shall be numbered and identified with the Offeror’s name, RFP number and date. Subsequent revisions, if requested, shall be similarly identified to show revision number and date. A table of contents shall be provided with figures and tables listed separately.

A page is defined as one side of a sheet, 8-1/2" x 11", with at least one inch margins on all sides, using not smaller than 12 point type Times New Roman font. Line spacing or the amount of vertical space between lines of text shall not be less than single line (Microsoft Word’s default line spacing). Character spacing shall be “Normal”, not “Expanded” or “Condensed.” The margins may contain headers and footers, but shall not contain any quotation content to be evaluated. Information may be submitted on single or double-sided sheets, but shall not exceed the page limitations.

Diagrams, tables, artwork, and photographs may be reduced and, if necessary, run landscape or folded to eliminate oversize pages. Text in Diagrams, schedules, charts, tables, artwork, and photographs shall be no smaller than 10 point. Diagrams, tables, artwork, and photographs shall not be used to circumvent the text size limitations above.

Title pages, tabs, and tables of contents are excluded from the page counts specified the table above (as well as other documents specified in table above). In addition, the Price Volume of your quotation is not page limited except for the page limit for the Basis of Estimate (BOE) section specified in the table above. However, this volume is to be strictly limited to pricing information. Information that can be construed as belonging in one of the other volumes of the quotation will be so construed and counted against that volume's page limitation. Pages submitted in excess of the limitations specified in this provision will not be evaluated by the

Government and will be returned to the Offeror in accordance with NFS 1815.204-70(b).

Two electronic copies of the Offeror’s quotation, designating one as “back-up,” shall be submitted (in addition to the hardcopies specified above) in Microsoft Office Word and Excel

2010 or Adobe Portable Document Format (PDF) (version X or greater). Pricing charts shall use

Microsoft Office Excel 2010 and shall contain all formulas. DO NOT compress any electronic files. DO NOT password protect any portion of your electronic submission.

Electronic files of all Volumes shall be on virus free CD-ROM (CD-R format) discs with an external label indicating: (1) the name of the Offeror, (2) the RFP number, (3) the format and software versions used, (4) a list of the files contained on the disk and (5) date of the information. The Offeror shall provide written documentation that describes the contents of each

CD-ROM and of each file. In the event of any inconsistency between data provided on electronic media and hard copies, the hard copy data will be considered to be correct. The

Offeror must certify that the electronic medium is virus free.

(c) QUOTATION VOLUME

The Offeror shall also provide the following information:

A statement that the Offeror agrees to hold the prices quoted in response to this RFP firm for 120 calendar days from the date specified in the RFP for receipt of offers.

Identify any prompt payment discounts being offered.

The names, phone numbers, and email addresses of persons to be contacted for clarification of questions of a technical nature and business nature.

Identify any consultants and/or subcontractors used in writing this quote (if any) and the extent to which their services will be available in the subsequent performance of this effort.

If proposing a Contractor Teaming Arrangement to satisfy the requirements of this PO, please provide a copy of the agreement.

If applicable, list all specific exception(s), deviation(s), or conditional assumption(s) to the terms, conditions, and requirements of this RFP (such as Statement of Work, order terms and conditions, and Quotation Instructions). This list must include all exception(s), deviation(s) and/or conditional assumptions along with an explanation for each.

In accordance with NFS clause 1852.204-76, Security Requirements for Unclassified

Information Technology Resources, within 30 days after the order effective date, the successful contractor shall submit for NASA approval a comprehensive IT Security Management Plan, which will be incorporated into the order as Attachment C. The Contracting Officer will review the plan for completeness and identify to the Contractor substantive weaknesses and omissions for necessary correction. Once the Contractor has corrected the substantive weaknesses and omissions, the Contracting Officer shall incorporate the approved plan into the order as a compliance document. The information to be included in this plan is outlined in Enclosure 9, Information Technology Security Management Plan template that is provided for information purposes at this time and shall be used by the successful Offeror to prepare the plan deliverable due 30 days after the Purchase order effective date.

(d) PRICE VOLUME

The Offeror shall submit its most competitive offer.

The Offeror shall also complete Enclosure 4, Pricing Exhibits, and provide separate pricing exhibits for the base and each individual option period. For purposes of preparing a price estimate, offerors should assume two (2) FTEs.

Direct Materials – For purposes of preparing a price estimate, Offerors should assume that direct materials will not exceed $3,000 per year for office supplies such as paper, toner and printing services.

Travel – For purposes of preparing a price estimate, Offerors should assume that travel will not exceed $15,000 per year.

Other Direct Costs – Provide description and necessity of items, quantity required, unit prices, and total price, if any.

Indirect Rates Applied to ODCs – provide information about any indirect rates that are applied to ODCs, including the base of application of any applied rate(s), a description of the purpose of the indirect rate(s), and supporting information for the reasonableness of the rate(s) proposed (including audit history). This rate shall be added and included to the government plug number.

(e) PAST PERFORMANCE VOLUME

An Offeror’s past performance record indicates the relevant quantitative and qualitative aspects of performing services or delivering products similar in size and content to the requirements of this acquisition.

The Offeror shall provide, at a minimum, the following information in support of its proposal to facilitate the evaluation of the Offeror’s past performance as related to the requirements of the proposed contract.

(a) INFORMATION FROM THE OFFEROR

Prime Offerors shall furnish the information requested below for no more than 3 of your most recent contracts (completed and ongoing) for similar efforts with a minimum average annual cost/fee incurred of $30,000 that your company has had within the last 3 years of the RFQ release date.

If a prime Offeror is submitting past performance data on a current/past contract vehicle that includes multiple tasks, orders, etc, all effort under that contract vehicle may be consolidated for the purposes of meeting the average annual cost/fee incurred in the instructions above and for the purpose of evaluating contract relevance for the proposed requirement.

The Offeror shall provide an estimated value and percentage of work to be performed on this contract by the Prime Offeror. Indicate the primary functions (SOW, WBS, etc) to be performed.

Indicate which contracts are most related (i.e. similar in size and content) and how they are related to the proposed effort, as well as which contracts were performed by the division of your company (if applicable) that will perform the proposed contract/subcontract.

If applicable, Offerors may provide the experience or past performance of a parent or affiliated or predecessor company to an Offeror (including Joint Venture prime partner companies and/or a parent or affiliated company that is being otherwise proposed as a subcontractor on this effort) where the firm’s proposal demonstrates that the resources of the parent or affiliate or predecessor will affect the performance of the Offeror. The Offeror shall demonstrate that the resources of the parent or affiliate or predecessor company (its workforce, management, facilities or other resources) shall be provided or relied upon for contract performance such that the parent or affiliate or predecessor will have meaningful involvement in contract performance.

The Offeror shall provide the following information on all past/current contract references that meet the above criteria for the Prime Offeror and each significant subcontractor:

Customer's name, address, and telephone number of both the lead contractual and technical personnel most familiar with the Offeror’s performance record. (Please verify the telephone numbers provided are current and correct).

Cage Code and/or DUNS Number of the contractor performing the work.

Contract number, type, and total original and present or final contract value.

The current contract expenditures incurred to date, the date in which the expenditures have been incurred through, and the Average Annual Cost/Fee Incurred to Date. For example

(note, these example numbers may not relate to this specific procurement):

A current five year contract that you are performing has a total estimated value of

$100,000,000. As of the latest cost report which reflected cost/fee through the first 2 years and 4 months of performance, the total amount of cost/fee incurred by the Offeror over the duration of the contract was $43,500,000.

In this example, an Offeror would provide the following:

Current Contract Expenditures incurred to Date: $43,500,000

Date in which Expenditures have been incurred through: Insert Date of cost report that indicated cost/fee total of $43,500,000 after 2 years and 4 months of performance.

Average Annual Cost/Fee Incurred to Date: $18,669,528 ($43,500,000/2.33 years)

Date of contract, place(s) of performance, and delivery dates or period of performance.

Brief description of contract work and comparability to the proposed effort. It is not sufficient to state that it is comparable in magnitude and scope. Rationale must be provided to demonstrate that it is comparable.

Method of acquisition: competitive or noncompetitive.

Nature of award: initial or follow-on. If initial, indicate whether award was preceded by a

Government, customer, or Offeror financed study.

Identify and explain major technical problems and how they were overcome. List any major deviations or waivers to technical requirements that were granted by the customer.

Identify and explain completion successes and delays, including adherence to program schedules. Provide an assessment of the performance (technical and schedule) on these past programs and support these assessments with metrics such as award or incentive fees earned.

Cost management history; identify and explain any cost overruns and underruns, and cost incentive history, if applicable.

Average number of personnel on the contract per year and percent turnover of personnel per year.

Recent customer evaluations of past performance including Award Fee Evaluation results, Fee Determination Official letters, Annual Performance Evaluation Forms, etc. (Excluded from the page limitation).

List any contracts terminated (partial or complete) within the past 5 years and basis for termination (convenience or default). Include the contract number, name, address, and telephone number of the terminating officer (please verify telephone numbers). Include contracts that were "descoped" by the customer because of performance or cost problems.

(Excluded from the page limitation).

(b) PRIOR CUSTOMER EVALUATIONS (PAST PERFORMANCE QUESTIONNAIRES)

The offeror shall provide the questionnaires provided as Enclosure 8 to each of the above references to establish a record of past performance. The Offeror shall instruct each of its references to return the questionnaire directly to the Government in a sealed envelope. The questionnaire respondent shall be a representative from the technical customer and responsible

Contracting Officer with direct knowledge of your firm's performance. If possible, the Offeror shall provide questionnaires to customers from NASA contracts, other Government contracts, and commercial contracts.

The Offeror is responsible for ensuring that the questionnaire is completed and submitted directly to the NASA Contracting Officer below no later than the closing date of this solicitation:

NASA Goddard Space Flight Center

Attn: Kimber Russell, Code 210.H

Bldg. 18, Rm. 200

Greenbelt, MD 20771

Telephone: 301-286-4380

E-mail: Kimber.R.Russell@nasa.gov

The Offeror shall include a list of those to whom the questionnaires were sent, including name of individual, phone number, organization, and contract number. Offerors shall include in their proposal the written consent of their proposed significant subcontractors to allow the

Government to discuss the subcontractors' past performance evaluation with the Offeror.

(End of provision)

GSFC 52.215-205 Quotation Marking and Delivery. (SEPT 2014)

(Offeror: You MUST comply with these instructions to ensure that the designated receiving office can identify, date and time mark, secure, and deliver your quotation to the Contracting

Officer.)

(a) External Marking of Quotation Package(s)

All quotation packages must be closed and sealed.

The quotation package must include the offeror’s name and return mailing address.

The required mailing address and external marking for proposals is as follows:

Goddard Space Flight Center

Greenbelt, MD 20771

Building 35 — Shipping and Receiving Dock

Solicitation Number: NNH16570139R

Attn: Kimber Russell

Building 18, Room 200

QUOTATION--DELIVER UNOPENED"

Suggested additional marking if delivery is made by a commercial delivery service:

mailto:Kimber.R.Russell@nasa.gov

"COMMERCIAL DELIVERY PERSONNEL: THIS QUOTATION MUST BE DELIVERED

TO THE DOCK MASTER, BUILDING 35 SHIPPING AND RECEIVING DOCK, NO LATER

THAN (OFFEROR—ENTER DATE AND TIME).”

(b) Designated Receiving Office

The designated receiving office for proposals is the Shipping and Receiving Dock, Building 35, Goddard Space Flight Center, which must be accessed via the access road off of Good Luck

Road and requires entry via the security guard gate. Proposals must be received at the designated receiving office no later than the date and time stated on the solicitation face page.

The Building 35 Shipping and Receiving dock is open from 7:30 AM to 3:30 PM, Monday through Friday, except Government holidays. Contractor personnel conduct the GSFC receiving function, which includes mailroom operations. Proposals must be marked with the date and time of receipt, subjected to security screening, secured, and delivered unopened to the Contracting

Officer.

There is public access to the Building 35 Shipping and Receiving Dock after entering the

Building 35 security gate. All deliveries are subject to GSFC Security screening.

(c) Methods of Quotation Delivery

There are three suggested methods of delivery to the designated quotation receiving office:

U.S. Postal Service Express Mail

Commercial Delivery Service

Delivery by company employee or other individual agent

It is highly encouraged for all offerors to use U.S. Postal Service Express Mail or

Commercial Delivery Services.

Regardless of the method of delivery chosen, the offeror is responsible for delivery of the quotation to the designated receiving office no later than the date and time stated on the face page of the solicitation.

(End of provision)