RFP - Section L.pdf

RFP FA489722R0001

L-900. Proposal Requirements

I. Proposal Format

A. General: The following instructions cover the preparation and submittal of the offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined 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. Offerors shall submit only one proposal for this RFP as the Government will review only one proposal per offeror. Proposals must be received by the office listed at the end of this paragraph, no later than the date and time specified in Block 8 on the face page of the RFP. However, offerors are requested to submit Volume III, Past Performance Information, so that it is received ten (10) calendar days prior to the required due date for proposals. Failure to submit Volume III by the earlier date will not result in offeror disqualification.

An optional site visit will be conducted on Wednesday, 2 February 2022 at 10:00 AM Mountain Time. All questions must be submitted by Thursday, 3 February 2022, 5:00 PM Mountain Time.

B. Communications: Electronic proposals shall be transmitted via DOD Safe Access File Exchange (SAFE) https://safe.apps.mil (FAR 52.215-1(c)(1)). Proposals will not be accepted via any other medium.

In order to submit a proposal, Offerors must notify the POCs listed below no later than 18 February 2022 of their intent to propose. The notification email shall include the name and email address(s) of the Offeror representative submitting the proposal. On 21 February 2022, the Government will send a ‘drop-off request’ through DoD SAFE to the Offeror email provided. This request will provide the link required to submit proposals. It is the Offeror’s responsibility to confirm receipt once proposals are submitted.

Intent notifications due: 18 February 2022 Drop-off request sent: 21 February 2022 Proposals due: 28 February 2022 at 3:00 MST

Persons of Contact:

John Neal, john.neal.12@us.af.mil Kevin Kirkendall, kevin.kirkendall.3@us.af.mil

II. Volume Organization

A. General: Proposals shall be submitted to the Government in five separate volumes as set forth below:

PAGE NUMBER

VOLUME LIMITS OF COPIES DESCRIPTION

I N/A* 1 Completed RFP (Voluntary Protection Program Information) II N/A* 1 Written Technical Proposal III N/A* 1 Past Performance IV N/A* 1 Small Business Participation Submission V N/A* 1 Cost/Price Proposal

* Page limits are not specified but all documents must be fully searchable .PDF or .DOC files.

1. Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume, i.e. I, II, III, etc. Proposals shall be in the English language and all monies shall be proposed in United States dollars.

2. Print shall be no smaller than a font size of 12. Paper size shall be 8 1/2” X 11,” excluding any drawings, diagrams, and/or supporting illustrations, spreadsheets. Charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets shall not be greater than 11” x 17.” Each volume within the proposal notebook shall be separately https://safe.apps.mil/ mailto:john.neal.12@us.af.mil tabbed and identified. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively. Elaborate formats, bindings, color presentations are not desired or required.

3. There is no page limitation for Volume II, Written Technical Proposal, but offerors are strongly encouraged to be brief. The page limitation for Volume IV, Small Business Participation Submission, is 3 pages. The page limitations include any cover page, charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any table of contents or list of acronyms (if utilized). Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation, or, sent back to the offeror.

4. Page limitations may be placed on responses to Evaluation Notices (ENs), if issued. The specified page limits for EN responses will be identified in the letters forwarding the ENs to offerors or on the EN form itself.

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

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

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

CUI

B. Volume I, Completed RFP

1. General: Volume I, Completed RFP shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. However, offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require “fill in” information are appropriately completed, including the proposed prices associated with the contract line items in the Schedule of the RFP.

2. Voluntary Protection Plan: Air Force Voluntary Protection Program (VPP) requirements are applicable to this acquisition as work on an Air Force installation will be required by contractor employees working 1,000 hours or more in any calendar quarter and the employees are not directly supervised by the Air Force installation. As part of Volume I, for each of the past three (3) calendar years immediately prior to the calendar year in which this solicitation is being issued (i.e., calendar years 2018, 2019, 2020), submit your Total Case Incidence Rates (TCIR) and Day Away, Restricted, and or Transfer Case Rates (DART) for the standard Industrial Classification System (SIC) code or North American Industrial Classification Systems (NAICS) code for the applicable industry as identified on the face page of this solicitation. If TCIR/DART rates are not maintained, submit comparable rates by submitting a document with the same information. This VPP information shall be no more three (3) pages. Note:

This VPP information pertains to the offeror. If an unpopulated joint venture is formed (a joint venture in which the employees are employed by the joint venture partners and not the joint venture itself), each joint venture partner must submit these rates. Any proposed subcontractor with employees working 1,000 or more hours in any calendar quarter on an Air Force installation whose subcontractor employees are not directly supervised by the Air Force installation must submit these rates as well. For information on TCIR/DART rates, visit the following VPP site:

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

3. AS9110 Certification: Submission of the Prime Offeror’s AS9110 certification is required to be eligible for award. If the offeror does not meet this prerequisite, the Government will not evaluate the proposal. For Joint Ventures or teaming agreements, at least one company must be certified.

4. Cross Reference Matrix: The offeror shall fill out the cross reference matrix at RFP Attachment 8 indicating where in its proposal the information can be found as it relates to the RFP. The cross reference matrix will be utilized as a tool to show critical interrelationships and dependencies among the technical requirements document (Statement of Objectives (SOO), Performance-Based Work Statement (PWS), Purchase Description (PD), etc.), Section L (Instructions to Offerors) and Section M (Evaluation Basis for Award). The cross reference matrix will help an offeror ensure it has responded to all the evaluation criteria and proposal submittal requirements identified in the solicitation. If the matrix conflicts with any other requirement, direction, or provision of this solicitation, the https://www.osha.gov/dcsp/vpp/index.html other reference shall take precedence over the matrix. Additionally, to the extent the matrix discloses details as to the manner by which the Government intends to evaluate the offeror’s proposals for award, Section M references in the matrix are for informational purposes only, and the Government shall be obligated to evaluate proposals solely in conformance with Section M of the solicitation.

C. Volume II, Written Technical Proposal

1. General: The written technical proposal shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. The proposal should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the offeror’s technical proposal.

2. Mission Essential Services:

All the positions in the PWS are considered mission essential services. A written plan must be submitted IAW

DFARS 252.237-7024.

3. Format and Specific Content: The following information shall be provided in the written technical proposal and will be evaluated to assess technical acceptability in accordance with Section M-900, Evaluation Basis for Award. The written technical proposal shall address each of the following subfactors to describe the offeror’s proposed approach to performing the requirements set forth in the PWS.

Subfactor One: Recruitment/Retention : Contractor must provide contacts specified in Section M under subfactor one. It also requires the offeror to identify its methodology to meet the unique staffing and manning requirements of this contract, including attracting and retaining qualified personnel for hard-to-fill positions.

Subfactor Two: Quality Management: This subfactor demonstrates the offeror’s plan to ensure quality services are offered under this contract over the stated period of performance, in accordance with the requirements established in the PWS and all applicable laws and regulations.

Subfactor Three: Prerequisite Documentation: This subfactor demonstrates the offerors familiarity and ability to complete documentation to an acceptable level. The documentation is of a type required to be submitted and approved prior to commencing performance. These documents are specified in Section M.

D. Volume III, Past Performance

1. General: The offeror shall submit Present and Past Performance Information for itself and any joint venture member, as well as each proposed critical subcontractor in accordance with the format contained in the “FACTS Sheet” (See RFP Attachment 4) and the following paragraphs. A critical subcontractor is defined as an entity (subcontractor and/or teaming contractor), other than the offeror itself that will hire any of the personnel identified under technical subfactor one or employ more than 40% of the personnel for the maintenance AFSCs.

2. Past Performance Format: The requested present and past performance information shall be provided in a separate volume labeled "Volume III - Past Performance". A summary page shall be provided for this acquisition, describing the proposed role of the offeror, any joint venture member and critical subcontractor (nature of work and percentage of overall work). Summary page information must clearly communicate that proposed critical subcontractor(s) meet the definition of a critical subcontractor established above. Efforts submitted for proposed critical subcontractors not meeting the established definition will not be evaluated. Each offeror/joint venture member shall complete a separate FACTS Sheet for (a maximum of) four (4) active or completed contracts (with at least one year of performance history) in the past three (3) years from the issuance date of the RFP, that the offeror/joint venture member considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such contracts exceeds four (4), each offeror/joint venture member shall address up to four (4) of their most recent and relevant contracts. For each critical subcontractor included in the offeror's proposal, a FACTS Sheet for (up to) four (4) of their most recent and relevant contracts shall also be included. The offeror's/joint venture member’s or critical subcontractor’s present and past performance information may include data on efforts performed by other predecessor companies, affiliates, other divisions if such was provided for evaluation and if the offeror’s past performance volume demonstrates the company, affiliate, or division will provide the offeror with resources for the instant proposed effort, such as workforce, management, facilities, or other capabilities demonstrating direct and meaningful involvement in the performance of the instant proposed effort. The FACTS Sheet shall clearly indicate the division or corporate organization that performed or is presently performing the contract. Contracts listed may include those with the Federal Government, state and local governments or their agencies, and commercial customers.

3. Subcontractor/Teaming Member Consent Form: In addition to the information provided in the FACTS Sheet (Attachment 4) for each entity as required above, the offeror must submit a consent letter executed by each of its proposed teaming member(s) and/or critical subcontractors authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond. A sample Subcontractor/Teaming Partner Consent Form is attached to this RFP (see RFP Attachment 7). The consent form shall be completed by the team member(s) and/or critical subcontractors identified in your proposal. The completed consent forms shall be submitted as part of your Past Performance Volume III.

4. Small Business Compliance in Past Performance Efforts: On the four (4) contracts submitted in Volume III, Past Performance, include relevant information in the FACTS Sheet concerning the offeror’s/joint venture member’s and critical subcontractor’s compliance with FAR 52.219-8, Utilization of Small Business Concerns or FAR 52.219- 9, Small Business Subcontracting Plan, if these clauses are or were contained in the contract. (Please note that FAR 52.219-8 does apply to ALL businesses, whereas FAR 52.219-9 only applies to large businesses.) When subcontracting possibilities existed on the contracts submitted by the offeror/joint venture member and critical subcontractor, address whether or not the offeror/joint venture member and critical subcontractor awarded subcontracts to small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance. If none of the submitted contracts included these clauses, whenever subcontracting possibilities existed in the performance of these contracts, address whether or not it was the offeror/joint venture member and critical subcontractor’s policy to utilize small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns to the fullest extent consistent with efficient contract performance.

5. FACTS Sheet: The offeror/joint venture member and critical subcontractor, if applicable, shall focus its FACTS Sheet responses so that they clearly correlate present and past performance with the requirements of this RFP. The FACTS Sheet responses must clearly describe the relevance of the effort to the work proposed. The answering space on the FACTS Sheet may be expanded so that the filled-in FACTS Sheet for each relevant contract covers no more than both sides of three (3) 8 ½ x 11 inch pages (i.e., no more than six (6) pages). Provide the most current information for the Points of Contact (POCs). At least two of the following (in descending order of availability) should be identified as current POCs:

(a) Procuring Contracting Officer/Contract Negotiator or equivalent

(b) Program/Project Manager, or equivalent

(c) Administrative Contracting Officer/Contract Specialist

If problems were encountered during the performance of the identified contracts, provide evidence of the ability to isolate the root causes of problems and include in the FACTS Sheet a description of programs or actions taken to resolve those causes. Problems not addressed in the FACTS Sheet, but found by the Government during the evaluation of the information in this volume, will be assumed to still exist. Note: In the case of Contractor Performance Assessment Report System (CPARS), if your input has already been provided and the rationale/circumstances have not changed, DO NOT repeat them here.

6. Past Performance Questionnaire: The Present/Past Performance Questionnaire (see RFP Attachment 3) will be one means used by the Government to obtain present/past performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s). The offeror shall send out and track the completion of the Present/Past Performance Questionnaires (See RFP Attachment 3) to each of the offeror’s joint venture member’s and/or critical subcontractors’ (i.e., each entity’s) Points of Contact (POCs) identified in each FACTS Sheet. The responsibility to send out and track the completion of the Present/Past Performance Questionnaires rests solely with the offeror - i.e., it shall not be delegated to any other entity. The Transmittal Letter (see Attachment 5) shall be used by the offeror in sending out the Present/Past Performance Questionnaires. Exert your best effort to ensure that at least two POCs per relevant contract submit a completed Present/Past Performance Questionnaire directly to the Government not later than the date established in the RFP for receipt of proposals. POCs must submit their completed Present/Past Performance Questionnaire electronically. Follow the procedures outlined in paragraph I.B. Communications above, and email to:

john.neal.12@us.af.mil; kevin.kirkendall.3@us.af.mil.

John Neal, Contract Specialist, 208-828-3117 Kevin Kirkendall, Contracting Officer, 208-828-3116

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

7. Client Authorization Letter: In the event that commercial contracts are presented as present/past performance sources of information, a client authorization letter shall be issued to those commercial POCs requesting/authorizing them to complete a Present/Past Performance Questionnaire. A sample client authorization letter is attached to this RFP (see RFP Attachment 6). The offeror is required to send the client authorization letter(s) with the Present/Past Performance Questionnaire(s) to each POC on commercial contracts. A separate copy of client authorization letter(s) for each commercial contract shall be included in the offeror’s Present/Past Performance submission for the Government’s use in case additional questionnaires need to be sent by the Government after the RFP due date.

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

9. RFP Attachment Legend: RFP Attachments 3 (Past Performance Questionnaire) and 4 (FACTS Sheet) must include the following legend at the top and bottom of the page:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

CUI

E. Volume IV, Small Business Participation Submission

1. General: The Small Business Participation Submission is required from all offerors, including small businesses and companies with Master, Individual, commercial subcontracting plans and/or comprehensive subcontracting plans. The offeror/joint venture member and each proposed critical subcontractor shall include only the first tier of subcontractors for this effort. Offerors are advised that the Small Business Participation Submission is not the same as the Small Business Subcontracting Plan required by FAR 52.219-9. Large business offerors shall not utilize the Small Business Subcontracting Plan in the place of the Small Business Participation Submission.

2. Format and Specific Content: The offeror shall submit a Small Business Participation Submission for itself and any joint venture member, as well as each proposed critical subcontractor in a separate volume (i.e., 3-ring binder) labeled “Volume IV – Small Business Participation Submission”. The Small Business Participation Submission shall address each of the following elements in the proposed performance of this resultant contract:

The extent of participation of proposed Small Businesses (SB) when subcontracting possibilities exist, including the company names with CAGE codes the offeror plans to use in the performance of this resultant contract; and, The description of the subcontracted work these proposed firms are to perform; and, mailto:john.neal.12@us.af.mil mailto:kevin.kirkendall.3@us.af.mil

The associated goals expressed in terms of percentages of the total planned subcontracted dollars. If limited or no subcontracting possibilities exist for these socio-economic entities, provide rationale for such.

Offerors are cautioned against only acknowledging a goal is not met, if applicable. Rather, adequate rationale includes specific reasons why a goal is unmet and any actions being taken to increase any unmet goals. Additionally, if the offeror/joint venture member/critical subcontractor is a small business concern, it should include the work it will be performing when calculating the goals for your Small Business Concern Participation Submission information.

F. Volume V, Price

1. This part shall contain a completed Attachment 2.

2. Insert proposed unit prices and totals for each tab (option years) in Attachment 2 for each Contract Line Item Number (CLIN). Please note that the Unit Prices in the following CLINs will be provided by the Government, and will be used for evaluation purposes only: 0002, 0003, 0005, 0006, 1002, 1003, 1005, 1006, 2002, 2003, 2005, 2006, 3002, 3003, 3005, 3006, 4002, 4003, 4005, and 4006. The extended amount must equal the unit price multiplied by the number of units (do not back into the Unit Price by dividing an Extended Amount by the Units). It is imperative that mathematical calculations are correct; particular care should be taken to ensure the amounts match when using the EXCEL program and the rounding of figures, limited to two decimal places.

3. Complete all necessary fill-ins. Use care to ensure no price data of any kind is included in any other part of the proposal.

4. Proposals which omit escalation using the base year as the starting point (to account for increased labor costs) shall be considered non-responsive and will not be evaluated.

5. For the “Any other corporate positions” line on the provided spreadsheet, the proposal shall identify the titles and job description(s) for any additional positions necessary to support this effort other than the contract manager position required by PWS 1.2. If more than one position, the cost per position must be broken out in the proposal.

NOTE: The government is not responsible for matching positions in the PWS with positions in the Collective Bargaining Agreement.