DRAFT SECTION L 8 Apr 09.pdf

8 Apr 09

SECTION L

PROPOSAL PREPARATION INSTRUCTIONS

1. To assure timely and equitable evaluation of proposals, offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The response shall consist of four separate volumes; Volume I - Technical Proposal, Volume II - Past Performance Information, Volume III –Price, and Volume IV – Contract Documentation.

2. The contracting officer has determined there is a high probability of adequate price competition in this acquisition. Upon examination of the initial offers, the contracting officer will review this determination and if, in the contracting officer's opinion, adequate price competition exists no additional cost information will be requested and certification under FAR 15.406-2 will not be required. However, if at any time during this competition the contracting officer determines that adequate price competition does not exist; offerors may be required to submit information to the extent necessary for the contracting officer to determine the reasonableness and affordability of the price.

3. Documents submitted in response to this RFP must be fully responsive to and consistent with the following:

Requirements of the RFP (CLINs & PWS) and Government standards and regulations pertaining to the PWS.

Evaluation Factors for Award in Section M of this RFP.

4. Budget/Funding Information: Task Orders will be issued as requirements are generated. The orders will be funded as they are awarded.

5. General Instructions

5.1. This section provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The offeror's proposal must include all data and information requested and must be submitted in accordance with (IAW) these instructions.

Any offeror who submits an incomplete package may be considered non-responsive. Non-conformance with the instructions may result in an unfavorable proposal evaluation.

5.2. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. 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 that the

Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the Offeror's proposal.

5.3. Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

5.4. In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

6. General Information

6.1. Point of Contact: The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO. Written requests for clarification may be sent to the Contracting Officer shown below:

OO-ALC/PKES

Attn: Preston Davis

309mxw.pk.sourceselection@hill.af.mil

Contractors shall include company name and solicitation number in the subject line of all email coorespondance.

6.2. Debriefings: The CO will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with

FAR 15.505. The CO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

6.3. Discrepancies: If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

6.4. Organization/Number of Copies/Page Limits: The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 6.1 below). The titles 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. The volumes identified in the table shall be separately bound in three-ring, loose-leaf binders. All CDs submitted shall be in CD-R format only. The contents of each proposal volume are described in the paragraph as noted in the table on the following page:

mailto:309mxw.pk.sourceselection@hill.af.mil

Table 6.1 - Proposal Organization

Volume

Section L

Paragraph

Number

Volume Title Number of Copies Page Limit

I 11 Technical Proposal Original plus 4 hardcopies, and 2

CDs

II 12 Past Performance Original plus 2 hardcopies, and 2

CDs

4 pgs per

PPIS

III 13 Price Original plus 2

Hardcopies, and 2

CDs (Pricing matrix in Excel format)

Unlimited

IV 14 Contract

Documentation

Original plus 1

Hardcopy, and 2

CDs

N/A

6.5. Page Limitations: Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and (for paper copies) will be returned to the offeror as soon as practicable. Elaborate formats, bindings or color presentations are not desired or required. Page limitations shall be placed on responses to

Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarded to the offerors, if applicable. When both sides of a sheet display printed material, it shall be counted as 2 pages. The proposals will be on 8 1/2” x 11” paper, except for fold-outs used for charts, tables, or diagrams, which may not exceed 11” x 17”. Foldout pages shall be limited to 10 per proposal. Each page shall be counted except cover/title pages, cross-reference matrices, table of contents, tabbed dividers, acronym lists, and glossaries.

Each volume shall conform to the numbering, page count, and quantity of copies shown in the table above.

6.6. Cross References

6.6.1. 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.

6.6.2. Cross Reference Matrix: The offeror shall prepare a cross reference matrix in the format shown below indicating the proposal reference information as it relates to

Sections L and M, PWS, and CLIN numbers.

An example of the format is shown on the following page:

Section L Section M Proposal PWS CLIN

Subfactor 1 Para. X.x. Para. X.x. Para. X.x. 0001

6.7. Indexing: Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

6.8. Glossary of Abbreviations and Acronyms: Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

7. Page Size and Format:

7.1. Page size shall be 8.5 X 11 inches, not including foldouts. Pages shall be double-spaced;

however, the performance history provided in Volume II, Past Performance Information, may be single-spaced. Except for the reproduced sections of the solicitation document, the text size shall be 12-point Times New Roman. Use at least 1-inch margins on the top and bottom and

3/4 inch side margins. Pages shall be numbered sequentially by volume. These page format restrictions shall also apply to responses to Evaluation Notices (ENs).

7.2. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed 11 X 17 inches in size. Foldout pages shall be counted as one page per printed side and shall fold entirely within the volume. Foldout pages may only be used for large table, charts, graphs, diagrams, and schematics, not for pages of text. For tables, charts, graphs, and figures, the text shall be no smaller than 10-point Times

New Roman. These limitations shall apply to both electronic and hard copy proposals.

8. Binding and Labeling: Each volume of the proposal should be separately bound in a three-ring loose-leaf binder, which shall permit the volume to lie flat when open. Staples shall not be used.

A cover sheet should be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification and the offeror's name. The same identifying data shall be placed on the spine of each binder.

9. Electronic Offers: The content and page size of electronic copies must be identical to the hard copies. In the event there is a discrepancy between the hard copy and electronic copy, the hard copy shall take precedence. For electronic copies, indicate on each CD the volume number and title. Use separate files for each volume to permit rapid location of all portions, including subfactor required plans, exhibits, annexes, and attachments, if any. The offeror shall submit volumes I through IV in electronic format, using CD-R only (we cannot accept rewritable CDs). Each volume shall be on a separate CD. If files are compressed, the necessary decompression program must be included. The electronic copies of the proposal shall be submitted in a format readable by

Microsoft (MS) Word, MS Excel, MS-Project, and MS-Power Point 2003 or greater, as applicable.

Word documents and Excel spreadsheets must be editable and not password protected.

10. Distribution: The "original" proposal shall be identified. Proposals shall be addressed to the

Contracting Officer and mailed/delivered to:

OO-ALC/PKES

Attn: Preston Davis

6038 Aspen Avenue

Bldg 1289, Upstairs

Hill AFB, UT 84056-5805

11. Volume I – TECHNICAL PROPOSAL

11.1. Subfactor 1. Task Order Management Plan: At a minimum the offeror shall provide a task order management plan addressing the following:

11.1.1. On-site supervision authorized to make decisions -- responsive to emergencies, problems (personnel, workmanship, etc.), or to answer questions, within four hours, between the regular shifts of 6:00 am to 3:30 pm Mountain Standard Time, Monday through Friday. A 24-hour response time is required on all other shifts to include weekends, and holidays, unless otherwise specified at the task order level.

11.1.2. Procedures and communication tools required to effectively manage and successfully implement this program, to include but not limited to the following: providing qualified personnel, managing change orders, scheduling (e.g. extra shifts, swing, graveyard, weekend, holidays, etc.), functional testing, significant risks, and reporting project status.

11.2. Subfactor 2. Quality and Safety: The offeror shall provide a Quality and Safety Plan that addresses the following:

11.2.1. Quality control. Ensure that equipment and machinery that is removed, relocated, modified, and installed performs to manufacturer‟s or customer‟s specifications, including professional appearance of finished work.

11.2.2. Safety equipment, procedures, and processes (e.g. plumbing codes, building codes, electrical codes, etc.)

11.2.3. Cleanup (e.g. daily and at completion of task; tool and Foreign Object Damage (FOD) control, etc.)

11.2.4. A method for controlling and accounting for tools used (at a minimum, contractors shall uniquely identify their own tools and supply a list of tool IDs to the contracting officer)

11.2.5. Identifying and correcting quality deficiencies in a timely manner.

11.3. Subfactor 3. Contractor Statement of Work (CSOW): The offeror shall provide a CSOW that addresses all requirements from the PWS as well as any major aspects of the technical proposal. Critical Elements of the CSOW include:

11.3.1. Removal, relocation, and/or installation of equipment and machinery; repairs, modification, and maintenance of equipment and machinery; and provide job site refurbishment services necessary to accommodate the relocation or installation of equipment and machinery.

11.3.2. Compliance with national, state, local, and base regulations and codes for mechanical work, fire protection, safety, health, environmental protection, and other cognizant authority germane to the specific task order. Electrical work shall comply with the current NEC and NFPA 70E.

11.3.3. Modifications of electrical, mechanical, HVAC, plumbing, pneumatic, and any other associated and connected systems.

12. Volume II – PAST PERFORMANCE INFORMATION

12.1. Contents: The offeror shall submit a Past Performance Volume containing the following:

Table of Contents.

Past Performance Information Sheets in accordance with Attachment Past Performance

Information Sheet. See paragraph 12.2 for requirements.

Consent letters executed by each subcontractor or teaming partner that will perform work on any of the subfactors pertaining to this requirement authorizing release of adverse past performance information so the offeror can respond to such information.

For a sample consent letter, see Attachment Consent Letter.

Client authorization letters for each identified effort for a commercial customer authorizing release to the Government of requested information on the offeror‟s performance. For a sample client authorization letter, see Attachment: Client

Authorization Letter.

Roles and Responsibilities of each teaming member according to the instructions listed in Attachment Team List, Roles and Responsibilities. Be sure that you review FAR

52.219-14, Limitations on Subcontracting before submitting this attachment.

12.2. Performance Surveys: The Government will evaluate the quality and extent of offeror's performance deemed relevant to the requirements of this RFP. The Government will use information submitted by the offeror and other sources such as other Federal Government offices and commercial sources, to assess performance. Submit information in accordance with Section J, Attachment Past Performance Information Sheets (PPIS) on a maximum of three contracts from the prime contractor and a maximum of two contracts performed by each subcontractor or teaming partner of the most relevant contracts performed for Federal agencies and commercial customers within the last three years. Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort, and which aspects of the proposed effort they relate, however, the Government is not bound by the offeror‟s opinion of relevancy. For a description of the characteristics or aspects the

Government will consider in determining relevance, see Section M, paragraph 4.4. Each

PPIS submission shall be no more than four pages. The Government will allow offerors to submit a basic IDIQ contract and up to three task orders as one past performance reference.

However, the four page limitation will still apply. Please note the following:

12.2.1. The evaluation of past performance information will take into account past performance information regarding predecessor companies or subcontractors that will perform work on any of the subfactors pertaining to this requirement when such information is relevant to this acquisition.

12.2.2. Early Past Performance Information: Each offeror is requested to submit their past performance volume at least 14 calendar days prior to the date set for receipt of proposals. However, the Government will accept past performance submissions up to the overall proposal due date.

12.2.2.1. As soon as possible, offerors shall e-mail Attachment: Past Performance

Questionnaire and the Questionnaire Cover Letter (see sample attachment) to all points of contact (POCs) the offeror has listed in the Past Performance

Information Sheets (reference paragraph 12.2).

12.2.2.2. RESPONDENTS TO THE QUESTIONNAIRES SHALL E-MAIL THE

COMPLETED INFORMATION SHEETS TO THE SOURCE SELECTION

TEAM: 309mxw.pk.sourceselection@hill.af.mil. THE QUESTIONNAIRES

SHALL NOT BE SENT BACK TO THE OFFEROR. CONTRACTORS SHALL

INCLUDE COMPANY NAME AND SOLICITATION NUMBER IN THE

SUBJECT LINE OF ALL EMAIL COORESPONDANCE.

13. Volume III –PRICE:

13.1. Task orders under this contract will be a mix of Firm Fixed Price (FFP) and Time and

Materials (T&M). T&M work will be performed when a FFP task order cannot be reasonably estimated and it is in the best interest of the Government. T&M will also be used for Emergency Task Order and some Extended Hours and Holiday efforts. For T&M efforts, Not To Exceed (NTE) Composite Labor Rates defined herein will be applied to actual hours incurred under the T&M CLIN.

13.1.1. Contractors may reduce their NTE Composite Labor Rates on T&M proposals for individual task orders for competition purposes, so long as those rates are compliant with the Service Contract Act (SCA). Conversly, NTE rates proposed for the basic contract may not be exceeded in task order proposals for each given period.

13.2. Offerors shall populate the Equipment Rates TEP Worksheet (Section J Attachment) for

Routine Rates as well as the Emergency TO Rate Multiplier and the Extended Hours and

Holiday Rate Multiplier as described herein.

13.2.1. These rates will be contractually binding throughout the life of the contract. A rate must be proposed for all labor categories. The rates in the offerors‟ proposal will be incorporated as an attachment of the resultant contract award and will be the maximum rates, regardless of the labor source for prime and/or team members, used in subsequent task orders.

13.2.2. A “no bid” or omitted rate may result in an unfavorable evaluation or rejected proposal.

13.3. Total Evaluated Price (TEP): Offerors shall submit labor rates in accordance with the instructions in the Equipment Rates TEP Worksheet (Section J Attachment). Offerors shall populate ALL Routine Rate fields for all labor categories and for all calendar years in the mailto:309mxw.pk.sourceselection@hill.af.mil pricing matrix attachment. The Government will evaluate proposals based on a TEP. The

TEP Worksheet shall show the following:

13.3.1. Routine Rates: These rates shall be used for Routine TOs.

13.3.1.1. Base Rates. The Base Rates are the hourly rates that your employees are paid.

These rates are listed separately in order for the Government to ensure SCA minimums are met.

13.3.1.1.1. Offerors shall ensure that all Base Rates entered are for the applicable period of performance for each labor category and skill level listed in the spreadsheet.

13.3.1.1.2. Base rates for the applicable labor categories shall not be less than the prevailing Wage Determination IAW the SCA (Attachment: Utah Wage

Determination) and FAR 52.222-43. In columns titled “Offeror Base

Rates” enter the hourly base rates that you will pay your employees for each of the categories for each year of the contract. For contract years two through six, base labor rates will allow for adjustment IAW FAR

52.222-43.

13.3.1.2. Not To Exceed Composite Labor Rates. The Not To Exceed (NTE)

Composite Labor Rate proposed is the fully burdened maximum hourly rate for each labor category/skill level identified for the applicable period of performance. The NTE rates shall include all applicable Base Rates, Profit, and Direct and Indirect costs.

13.3.1.2.1. Offerors must propose a single composite NTE rate for each labor category skill level and year.

13.3.1.2.2. The NTE rates proposed for contract years two through six will allow for adjustments in SCA base rates IAW FAR 52.222-43.

13.3.2. Emergency TO Multiplier: The Emergency Task Order Multiplier (ETOM) is used to determine the rate that will be used for the emergency task orders IAW PWS section 4.

13.3.2.1. Offerors shall populate the ETOM cell (highlighted in pink) in the TEP worksheet, in the Routine Rates tab. The Multiplier Rates are linked to the

Routine NTE Composite Labor Rate and will auto-populate the Emergency

TO NTE Composite Rates listed in the spreadsheet. Additional instructions are in the Attachment Equipment Rates TEP Worksheet.

13.3.2.1.1. NOTE: Ensure that the proposed ETOM rate is in a percentage form (i.e. if the proposed rate is 10% higher than the NTE composite rate, this multiplier should be 110%).

13.3.2.1.2. A “no bid” or omitted ETOM may result in a rejected proposal.

13.3.2.1.3. The Emergency Task Order Rates populated by the multiplier beyond the initial Emergency Task Order year are not contractually binding and will be used for evaluation purposes only.

13.3.3. Extended Hours and Holiday Rate Multiplier: Offerors shall populate the Extended

Hours and Holiday Rate Multiplier cell (highlighted in blue) in the TEP worksheet, in the Routine Rates tab. The Multiplier Rates are linked to the Routine NTE Composite

Labor Rate and will auto-populate the Extended Hours and Holiday NTE Composite

Rates listed in the spreadsheet. Additional instructions are located in the „TEP

Worksheet Instructions‟ tab of the worksheet.

13.3.3.1. NOTE: Ensure that the proposed multiplier rate is in a percentage form

(i.e. if the proposed rate is 10% higher than the NTE composite rate, this multiplier should be 110%).

13.3.3.2. A “no bid” or omitted Extended Hours and Holiday Rate Multiplier may result in a rejected proposal.

13.4. Price Reasonableness: Unrealistically low or high proposed prices/rates, initially or subsequently, may be grounds for eliminating a proposal from competition either on the basis that the offeror does not understand the requirement or has provided an unrealistic proposal.

Offers should be sufficiently detailed to demonstrate their reasonableness. The burden of proof for credibility of proposed prices/rates rests with the offeror.

13.5. Estimating Techniques and Methods: When responding to the Price Volume requirements in the solicitation, the offeror and associated subcontractors should use generally accepted estimating techniques such as „bottoms-up rate buildups‟ using current, factual cost information, or commercially available or in-house developed parametric models, etc., to develop their estimates.

13.6. Price/Rates Information: Information beyond that required by this instruction shall not be submitted unless you consider it essential to document or support your price position. All information relating to the proposed prices/rates, including all required supporting documentation must be included in the section of the proposal designated as the Price

Volume. Under no circumstances shall this information and documentation be included elsewhere in the proposal.

13.7. Cost or Pricing Information Requirements: In accordance with FAR 15.402, 15.403-1(b) and 15.403-3(a), “information other than cost or pricing data” may be required to support price reasonableness. If, after receipt of proposals, the CO determines that there is insufficient information available to determine price/rates reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit cost or pricing data. Information shall be provided in accordance with FAR 15.403-5.

13.8. Rounding: All total dollar amounts provided shall be rounded to the nearest dollar. All loaded labor rates shall be rounded to the nearest cent.

14.1. Model Contract/Representations and Certifications: The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The offeror's proposal shall include a signed copy of the solicitation.

14.2. Solicitation: Completion of blocks 17a, 30a, 30b, and 30c of the SF Form 1449. Signature by the offeror on the SF Form 1449 constitutes an offer, which the Government may accept.

The contractor shall also complete any „fill-ins‟ within the solicitation to include offeror representation and certifications.

14.3. Exceptions to Solicitation Requirements: Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in an offer being ineligible for award. Offerors must 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. 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 and content of Table 14.1. and shall be included in Volume IV. If no exceptions are taken the contractor shall state such with volume IV.

Table 14.1 - Solicitation Exceptions

SOLICITATION

Document

Page/

Paragraph

Requirement/

Portion

Rationale

PWS, Model Contract, Sections L & M, etc.

Applicable Page and Paragraph

Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

14.4. Other Information Required

14.4.1. Authorized Offeror Personnel: Provide the name, title, email address, and telephone number of the company/division point of contact responsible for making decisions in relation to your proposal and who can obligate your company contractually. Also, identify any other individuals authorized to negotiate with the Government. Note: the majority of correspondence with offerors will be done via email.

14.4.2. Company/Division Address, Identifying Codes, and Applicable Designations:

Provide company/division's street address, county and facility code; CAGE code;

DUNS code; size of business (large or small); and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other location(s). List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

14.4.3. Central Contractor Registration: The contractor shall comply with FAR 4.1201(a) and with FAR clause 52.204-7 in order to be eligible for award.