RFP Memo FA805120R4001 AFCEC HVAC-REOS.pdf

DEPARTMENT OF THE AIR FORCE

AIR FORCE INSTALLATION CONTRACTING CENTER

20 April 2020

COMBINED SYNOPSIS/SOLICITATION

1. Solicitation. This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a separate written solicitation will not be issued.

The Air Force Installation Contracting Center (AFICC), 772’d Enterprise Sourcing Squadron

(772 ESS/PKD), Tyndall Air Force Base (AFB), Florida, intend to utilize this Request for

Proposal (RFP), under solicitation number FA805120R4001, for procurement of Heating and Air

Conditioning Recommissioning and Optimization Services (HVAC-REOS).

This RFP document and incorporated clauses and provisions are those in effect through Federal

Acquisition Circular 2020-05, Defense Acquisition Circular DPN 20200123, and Air Force

Acquisition Circular 2019-1001.

This requirement is being solicited as a 100% Small Business (SB) set-aside. The North

American Industry Classification System (NAICS) code for this acquisition is 238220, Plumbing, Heating, and Air-Conditioning Contractors. The SB size standard is $16,500,000. All prospective Offeror’s must have a Commercial and Government Entity (CAGE) code and be registered with System for Award Management (SAM) at http://www.sam.gov.

Provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (Oct 2018), applies to this acquisition. Additionally, provision at FAR 52.212-2, Evaluation-Commercial Items (Oct

2014), shall be used; and the specific evaluation criteria shall be included in paragraph (a) of that provision.

The Offeror shall also complete FAR 52.212-3, Offeror Representations and Certifications-

Commercial Items (Dec 2019). The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the

SAM accessed through https://www.sam.gov.

FAR clauses 52.212-4, Contract Terms and Conditions – Commercial Items (Oct 2018), and

52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders –

Commercial Items (Jan 2020), apply to this solicitation. All provisions and clauses are listed in

Attachment-01 of this RFP. Additionally, all clauses and provisions may be found in full text at the following site: https://www.acquisition.gov/.

2. Description of Requirement. The purpose of this solicitation is to purchase HVAC-REOS in-accordance-with (IAW) the guidance and instructions provided in Attachment-02, the requirements basic contract Performance Work Statement (PWS), of this RFP. The Offeror shall http://www.sam.gov/ https://www.sam.gov/ https://www.acquisition.gov/ provide commercial services to troubleshoot, perform diagnostics, provide required deliverables, and perform recommissioning and minor repairs of HVAC systems at selected AFB facilities throughout the Continental United States (CONUS), Alaska and Hawaii.

3. Period of Performance. The projected ordering period for this ID/IQ contract is a total of five (5) years. Unilateral task orders (TOs) shall be awarded to the contract awardee from 1 July

2020 through 30 June 2025. The location of services shall be provided in each awarded TO.

Period of performance for each TO is 180 calendar days.

4. Basis for Award. The Government intends to award a single award, FFP, ID/IQ contract.

Award will be made to the Offeror whose proposal represents the best value to the Government based on a subjective tradeoff process. The Government intends to select one Offeror; however, the Government reserves the right to award no contract at all. Since award will be based on initial responses, Offerors are highly encouraged to propose their most advantageous pricing in their initial response. The responses to this RFP are intended to be evaluated, and award made, without clarifications and/or discussions, unless clarifications and/or discussions are deemed to be necessary.

5. Contract Line Item (CLIN) Structure. Following the initial one-year performance period

(illustrated in the table below); the basic HVAC-REOS ID/IQ contract CLIN structure shall include CLINs 1001-1009, 2001-2009, 3001-3009, and 4001-4009 for four (4) annual performance periods.

CLIN

Description of Services

Unit

Price per

Bldg.

FFP

The Contractor shall provide HVAC Recommissioning & Optimization

Services (REOS) IAW PWS for Small (S) Facilities (size range of facility is 1-50,000 SF). All management, labor, tools, General and

Administration costs (G&A), profit and fees shall be included in this

FFP CLIN. This FFP CLIN also includes all labor, tools, G&A, and profit & fees for minor in-scope repairs IAW paragraph 2.3 of the PWS.

FFP

The Contractor shall provide HVAC-REOS IAW PWS for Medium (M)

Facilities (size range of facility is 50,001 -100,000 SF). All management, labor, tools, G&A costs, profit and fees shall be included in this FFP CLIN. This FFP CLIN also includes all labor, tools G&A, The Contractor shall provide HVAC-REOS IAW PWS for Large (L)

Facilities (size range of facility is 100,001 -200,000 SF). All management, labor, tools, G&A costs, profit and fees shall be included in this FFP CLIN. This FFP CLIN also includes all labor, tools, G&A, The Contractor shall provide HVAC-REOS IAW PWS for Extra Large

(XL) Facilities (size range of facility is greater than 200,001 SF). All management, labor, tools, G&A costs, profit and fees shall be included in this FFP CLIN. This FFP CLIN also includes all labor, tools, G&A, FFP

The Contractor shall provide HVAC-REOS IAW PWS for Small (S)

Force Support Facilities (size range of facility is 1-100,000 SF)

(defined as a facility with a high number of Variable Air Volume (VAV) components). This includes facilities such as dormitories, lodging, child development centers (CDC), etc. with a VAV system component in most rooms. All management, labor, tools, G&A costs, profit and fees shall be included in this FFP CLIN. This FFP CLIN also includes all labor, tools, G&A, profit & fees for minor in-scope repairs IAW paragraph 2.3 of the PWS.

The Contractor shall provide HVAC-REOS IAW PWS for Large (L)

Force Support Facilities (size range of facility is 100,001-250,000 SF)

(defined as a facility with a high number of Variable Air Volume (VAV) components). This includes facilities such as dormitories, lodging, child development centers (CDC), etc. with a VAV system component in most rooms. All management, labor, tools, G&A costs, profit and fees shall be included in this FFP CLIN. This FFP CLIN also includes all labor, tools, G&A, profit & fees for minor in-scope repairs IAW paragraph 2.3 of the PWS.

Materials, Other-Direct-Costs (ODCs). This CLIN shall be used exclusively for purchase of materials to accomplish minor in-scope repairs IAW paragraph 2.3 of the PWS. The unit price in this Proposal

Price Sheet CLIN is for evaluation purposes. Exact quantity shall be identified at task order level. Excess quantities shall be deobligated by the Government if not used upon completion of task order. NOTE: This

CLIN shall be utilized for minor in-scope repairs parts cost only.

Travel. This CLIN shall be used for travel trip expenses IAW Section

10.0 of the PWS. Each travel trip will be paid in accordance with the

FFP unit price amount. Costs to cover travel trips in excess of the unit price amount will be determined by the Contracting Officer in accordance with equitable adjustment procedures. Travel costs may not exceed the max rates in the JTR. The unit price in this Proposal Price

Sheet is for evaluation purposes. Exact quantity shall be identified at task order level. Excess quantities shall be deobligated by the

Government if not used upon completion of task order.

Main CLIN for Data. The Contractor shall provide data IAW the

Contract Data Requirements List (CDRL) DD Form 1423, designated as

Exhibit A and attached to Section J thereof. NOTE: This CLIN is Not

Separately Priced (NSP). The price(s) associated with this CLIN are to be included in the FFP of each HVAC-REOS SubCLIN.

6. Proposal Evaluation

A. Source Selection Methodology. This acquisition will utilize the Tradeoff source selection procedures in accordance with FAR 15.101-1, FAR 15.2 and FAR 15.3 as supplemented by the

DoD Source Selection Procedures referenced in DFARS 215.300 and the AFFARS Mandatory

Procedures 5315.3 to make an integrated assessment for a best value award decision. Offerors are reminded that the Government shall only evaluate one (1) proposal from each Offeror.

Award will be made to the responsible Offeror whose proposal conforms to all required terms and conditions, includes all required representations and certifications, meets all requirements set forth in the RFP and also provides the best value to the Government based on the results of the evaluation as described in paragraph (C) of this RFP. Contract terms and conditions consistent with customary commercial practices are specified in the solicitation and contract, with otherwise tailored terms and conditions specified as an official addendum to the solicitation and/or modification to the contract.

The Government intends to award one (1) single ID/IQ contract as a result of this solicitation. In using the best value, Tradeoff approach, the Government seeks to award to the Offeror who gives the Air Force the greatest confidence that it will best meet or exceed our requirements affordably, in a way that will be advantageous to the Government. This may result in an award to a higher rated, higher priced Offeror. In such cases, the decision is consistent with the evaluation factors and the Source Selection Authority (SSA) reasonably determines that the technical superiority of the higher priced Offeror outweighs the price difference. To arrive at a best value decision, the SSA will integrate the source selection team’s evaluations of the factors and subfactors described in paragraph (C) of this RFP. While the Government will strive for maximum objectivity, the tradeoff process, by its nature, is subjective; therefore, professional judgment is implicit throughout the selection process.

The Offeror’s price proposal shall be evaluated using one or more of the techniques defined in the FAR to ensure it is fair and reasonable. A detailed and complete analysis of each Offeror’s proposal will be performed.

B. General Guidance. Each Offeror’s written technical proposal shall be evaluated, based on the factors/subfactors in paragraph C below. The Government shall determine if the Offerors proposal provides a sound, compliant approach that meets the technical requirements of PWS, and demonstrates a thorough knowledge and understanding of those requirements and their associated risks. The technical proposal shall address each of the following subfactors in sufficient detail. For each subfactor, the Offeror identifies risks, if any, associated with the proposed approach, and actions the Offeror will take to mitigate the identified risks. If no risks/mitigations are identified in the Offeror’s proposal, it indicates the Offeror does not consider there to be any risk associated with their proposed approach.

C. Evaluation Factors and Subfactors. A subjective trade-off methodology will be used to select the successful Offeror for this procurement. The evaluation criteria will be based on the following areas: Factor 1 Technical Approach, Factor 2 Past Performance, and Factor 3 Price.

For the tradeoff, technical approach will be considered significantly more important than price. Past Performance will be evaluated as Acceptable or Unacceptable and will not be included in the trade-off process. The Government’s evaluation will be based on the following factors and subfactors.

Factor-1: Technical Approach – (Includes both Technical and Technical Risk Ratings)

a) Technical Subfactor-1: Qualified Staffing.

This subfactor is met when the Offeror’s proposed staffing adequately provides Team

Dynamics, Skills, Education, and Experience as identified in Appendix-01 of the basic contract PWS.

b) Technical Subfactor-2: Technical Plan.

This subfactor is met when the Offeror’s proposed Technical Plan sufficiently explains the technical processes, tools/equipment used and specifics on how the Offeror shall specifically perform HVAC-REOS IAW the basic contract PWS.

c) Technical Subfactor-3: Response to Execution of Initial Task Order.

This subfactor is met when the Offeror’s written proposal demonstrates a detailed process to respond IAW basic PWS Section 7.0, Request for Task Order Proposal (RTOP) and paragraph 5.2 of Attachment-04, Initial Task Order PWS and Appendices (Moody AFB, GA). The Offeror shall include a written schedule demonstrating the Offeror’s ability to complete the initial TO within the required 180 calendar day period of performance.

d) Technical Subfactor-3: Quality Control Plan (QCP).

This subfactor is met when the Offeror’s proposed QCP sufficiently explains their internal quality control process to successfully accomplish HVAC-REOS for the AF.

The following combined technical/risk rating shall be used in the evaluation of the overall technical factor:

Color

Rating

Adjectival

Rating

Description

Blue Outstanding Proposal indicates an exceptional approach and understanding of the requirements and contains multiple strengths, and risk of unsuccessful performance is low.

Purple Good Proposal indicates a thorough approach and understanding of the requirements and contains at least one strength, and risk of unsuccessful performance is low to moderate.

Green Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements, and risk of unsuccessful performance is no worse than moderate.

Yellow Marginal Proposal has not demonstrated an adequate approach and understanding of the requirements, and/or risk of unsuccessful performance is high.

Red Unacceptable Proposal does not meet requirements of the solicitation, and thus, contains one or more deficiencies, and/or risk of unsuccessful performance is unacceptable. Proposal is unawardable.

*A strength is defined as the following: An aspect of the proposal that has merit or exceeds the specified requirement in a way that is advantageous to the Government.

*A weakness is defined as the following: a flaw in the proposal that increases the risk of unsuccessful contract performance.

*A risk is defined as the following: the potential for unsuccessful contract performance. The consideration of risk assesses the degree to which an Offeror’s proposed approach to achieving the technical factor or subfactor may involve risk of disruption of schedule, degradation of performance, the need for increased Government oversight, and the likelihood of unsuccessful contract performance.

*A deficiency is defined as the following: a material failure of a proposal to meet a Government requirement or a combination of significant weaknesses in a proposal that increases the risk of unsuccessful contract performance to an unacceptable level.

Factor-2: Past Performance: The Offeror shall provide examples of Past Performance

(contract number, location, POC, contact information) for similar contracts in the last three (3) years. Recent and relevant Past Performance will be evaluated based on an assessment of performance under previous contracts. Relevant Past Performance is defined as the efforts involving similar scope and magnitude of effort and complexities that this solicitation requires.

Recent Past Performance is defined as efforts executed within the last three (3) years. In conducting the Past Performance evaluation, the Government reserves the right to use both the information provided in the Offeror's provided Past Performance and information obtained from other sources available to the Government, to include Past Performance Information Retrieval

System (PPIRS), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), or other databases; interviews with Program

Managers, Contracting Officers and Fee Determining Official; the Defense Contract

Management Agency (DCMA), and commercial sources. The Government will evaluate Past

Performance as it relates to the requirements outlined in the PWS. Past Performance will be evaluated as either Acceptable or Unacceptable. A rating of Unacceptable will render a proposal ineligible for award. Note: A lack of or unknown Past Performance will not be evaluated favorably or unfavorably and will therefore be evaluated as Acceptable.

Rating Description

Acceptable Based on the Offeror’s performance record, the Government has a reasonable expectation that the Offeror will successfully perform the required effort, or the Offeror’s performance record is unknown. (See note above)

Unacceptable Based on the Offeror’s performance record, the Government does not have a reasonable expectation that the Offeror will be able to successfully perform the required effort.

Factor-3: Price: Adequate price competition per FAR 15.403-1(c)(1) is anticipated and may exist if, in part, two or more offers are received that satisfy the Government’s requirements.

Offerors’ Total Evaluated Prices (TEPs) will be evaluated for price reasonableness. The TEP will be the only discriminator amongst Offerors for the Price Factor. Price analysis will be used to evaluate the price reasonableness of each Offeror’s TEP. The Government may compare

Offeror’s TEPs, compare TEPs to an Independent Government Estimate (IGE) or may use other price analysis techniques per FAR 15.404-1. The TEP for each offer will be the sum of all

CLINs highlighted in Attachment-03, Proposal Price Sheet, to include a 6-month extension via

FAR 52.217-8, Option to Extend Services. In the event of only one proposal, the Government may require the Offeror to submit certified cost or pricing data in accordance with FAR 15.403-

5. Evaluation of option price(s) shall not obligate the Government to exercise the option(s). In the event that the Government requires continued performance via an exercise of FAR Clause

52.217-8, Option to Extend Services, the contractual basic price(s), as applicable to the extension period will be considered “fair and reasonable”. If the extension of services clause is exercised at the end of the contract performance period (30 June 2025), the prices for the Option to Extend

Services proposed will apply to the extension. This determination will be based upon the price evaluations performed herein whether for a negotiated or competed action. The TEP will be determined by multiplying the quantities identified in the Price Sheet by the proposed unit price for each CLIN.

Offerors are required to fill in the unit price, and only the unit price for the CLINs highlighted in yellow on the Proposal Price Sheet. Failure to fill in the unit price in the Proposal Price Sheet will render the offer unacceptable and the Government will not consider the offer for award. The unit price should be rounded to the penny to avoid rounding errors. Prices shall be consistent with the pricing submitted in the quote, including any discounts. Since award will be based on initial responses, Offerors are highly encouraged to propose their most advantageous pricing in their initial response. NOTE: The Offeror shall use proposed building unit prices for all subsequent task orders to include the initial task order requirement identified in paragraph 5.2 of Attachment-04, Initial Task Order PWS and Appendices (Moody AFB).

6. Proposal Requirements

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 not 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. Proposals received are subject to the requirements specified in FAR 52.212-1, unless otherwise tailored in the

Addendum to the solicitation.

B. Communications. Exchanges of source selection information between Government and

Offerors shall be controlled by the Contracting Officer (CO). Email may be used to transmit such information. Email addresses are located in Section E of this RFP.

C. Proposal Preparation and Submission. Offerors shall complete and submit a proposal with the following information: Cover Letter, Technical Approach, Past Performance, Proposal Price

Sheet (Attachment-03).

The details for assembly of the proposal are identified below. Contractors shall address all contractor assumptions and proposed exceptions to the Contracting Officer through the

Questions and Answers process prior to proposal submission.

Section Evaluation Factor Reference Page

Limit

Cover

Letter

N/A

Offorer’s company name, individual name(s), address, phone number(s), email(s), Cage Code #, DUNS #, Small Business status, other information as desired.

Technical Approach.

Volume I

Technical Subfactor-1

Qualified Staffing.

Submission of supporting documents to support qualifications and experience as identified in PWS, Appendix-01.

Volume II

Technical Subfactor-2

Technical Plan.

Written technical proposal identifying technical processes, tools/equipment used and specifics on how the Offeror shall perform REOS IAW PWS.

Volume III

Technical Subfactor-3

Performance Schedule.

Written proposed process to respond IAW basic PWS Section 7.0, Request for Task

Order Proposal (RTOP) and paragraph 5.2 of

Attachment-04, Initial Task Order PWS and

Appendices (Moody AFB, GA).

Volume IV

Technical Subfactor-4

Quality Control Plan

(QCP).

Written QCP identifying the Offeror’s proposed internal quality control process.

Volume IV Past Performance (PP) Rated Acceptable / Unacceptable 5

Volume V Price Proposal Price Sheet (RFP Attachment-03) 6

Details for assembly of the proposal:

1. Cover Letter: The Cover Letter shall identify the Offeror’s Point of Contact (POC) to include a phone number and email address for any questions regarding the submitted proposal and the having authority to negotiate and bind the company.

2. One page is 8.5 x 11-inch, foldout pages (count as one side of a page) may only be used for large tables, charts, graphs, figures, and schematics and not for pages of text.

3. Pages shall be typed with at least single line spacing; and the four edges of each sheet, shall be at least one inch.

4. The font shall be no smaller than 10 point and no larger than 12 point for general text, text in tables, charts, graphs, and figures.

5. No condensed fonts allowed; Times New Roman or Arial font preferred.

6. If page limits are exceeded, the excess pages will not be read or considered in the evaluation of the proposal.

7. Due to Tyndall AFB email size limitations, the total size of a proposal submission (single-email) shall not exceed five megabytes (5-MB) of data; recommend all Offerors confirm the receipt of all emailed proposals via telephone call to the appropriate Government POC.

8. Any deviation from the RFP requirements and format may result in non-consideration of the proposal.

D. ID/IQ Contract Minimum and Maximum. For the contract duration, the minimum award guaranteed amount shall be $200,000. The Government expects to meet the minimum guarantee of $200,000 by the issuance of an initial Task Order (TO), which will be placed at time of contract award, or shortly thereafter. The minimum TO shall be no less than $50,000. The maximum (ceiling) for the term of the contract is $9,700,000.

E. Additional Instructions to Offerors. Offerors shall respond to this RFP via email or through

DoD SAFE (https://safe.apps.mil/); direct email to the addresses below is the preferred method.

If DoD SAFE is utilized, it is highly recommended that all Offerors confirm via telephone or email to the appropriate Government Point of Contact (POC) in sufficient time prior to the proposal due date and time, to confirm receipt of all documents sent via DoD SAFE. DoD SAFE allows large files up to 8.0 GB. Submission of proposals via email or DoD SAFE shall include

“Source Selection Information – See FAR 2.101 and 3.104” in the subject line. The Proposal

Due Date is 20 May 2020 at 1400 hours (2:00 pm) Central Standard Time (CST). All proposals should be emailed to the Contracting Officer, Mr. Flavio Ely, at flavio.ely.1@us.af.mil, phone number: (850) 283-6758, Mr. Anthony Rogiano at anthony.rogiano.1@us.af.mil, phone number: (850) 283-6841, and Ms. Lisa Jones at lisa.jones.31@us.af.mil, phone number: (850) 283-6302 before the due date and time specified.

Any proposal, modification, or revision of a proposal received after the exact time specified for receipt of proposals is “late” and may not be considered.

All offers must list DUNS number, CAGE code, and Federal TIN with Company name, POC, and phone number. To obtain or renew a DUNS number or CAGE code, please visit https://www.sam.gov. Lack of registration in the SAM database will make an Offeror ineligible for award.

Offeror must also be registered in Wide Area Work Flow (WAWF) to receive payment through electronic funds transfer. If you are not currently registered, please visit the following website https://wawf.eb.mil/ to complete your registration.

F. Questions. All questions regarding the RFP package must be submitted to the above e-mail addresses by 27 April 2020 at 1400 (2:00 pm) Central Standard Time (CST). Any questions asked over the telephone will not be answered. Any questions received after this date and time may not be answered.

https://safe.apps.mil/ mailto:flavio.ely.1@us.af.mil mailto:anthony.rogiano.1@us.af.mil mailto:lisa.jones.31@us.af.mil https://www.sam.gov/

G. Organizational Conflicts of Interest: All Offerors shall identify any conflict of interest or appearance issues that might be a potential Organizational Conflict of Interest.

H. Notice to Offerors: The Government reserves the right to cancel this RFP, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an Offeror for any costs. Submitted offers shall be valid for 120 days after the closing date of the RFP.

FLAVIO G. ELY, CIV, DAF

Contracting Officer

List of Attachments:

Attachment-01_Provisions and Clauses

Attachment-02_HVAC PWS and Appendices

Attachment-03_Proposal Price Sheet

Attachment-04_Initial Task Order PWS and Appendices (Moody AFB)

Exhibit A (CDRLS)