Atch_4_Instr_to_Offeror_17Jul18Final.pdf

FOR OFFICIAL USE ONLY

RFP No. DJF-18-2200-PR-0004859 Aircraft Maintenance Services

Attachment 4 – Instructions to Offerors and Basis for Award (Simplified)

1.0 Proposal Instructions:

The following instructions establish the acceptable minimum requirements for the format and content of proposals. Special attention is directed to the requirement for technical and price volumes to be submitted in accordance with the following instructions.

a. Contract Type and General Provisions: The Government anticipates awarding multiple, a minimum of two, Indefinite-Delivery-Indefinite-Quantity (IDIQ) contracts with a firm-fixed-price (FFP) contract line item number (CLIN) for Scheduled Maintenance and a time & material (T&M) CLIN for Unscheduled Maintenance. All aircraft supplies, materials, replacement parts, spares parts, and other incidentals for aircraft maintenance and upgrades shall be proposed at cost.

b. Submission of Proposal: The proposal shall be signed by an official authorized to bind the organization and should stipulate that it is predicated upon all of the terms and conditions of this RFP. The Offeror’s proposal shall be valid for a minimum of 90 calendar days from the date of proposal submission. An Offeror may propose to either or both manufacturers’ aircraft.

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two (2) pages. The text size shall be Times New Roman with no less than 10 point font. The table of contents, cover sheets, and cover letters do not count against the page limits. To expedite the proposal evaluation, all documents required for responding to the RFP shall be placed in the following order and shall consist of a cover page and two volumes as indicated below:

(1) Cover Page/Executive Summary: Include RFP number and title, Offeror’s name, address, POC, telephone number, facsimile number, and email address, Tax ID, DUNS, Cage Codes, subcontracting plans, and any additional representations and certifications, not included in the System Acquisition Management (SAM) data for the prime and any proposed subcontractors. The Cover Page/Executive Summary shall be no more than three (3) pages.

(2) Managerial/Technical Capability and Past Performance Volume I: The Offeror’s Managerial/Technical Capability and Past Performance volume shall consist of a table of contents and supporting information demonstrating:

(a) Management Approach/Technical Capability: Management approach/technical capability information is a significant evaluation factor for determining eligibility for contract award. The Offeror’s ability to meet/exceed the Federal Aviation Administration (FAA) and the Federal Aviation Regulation standards for maintenance of the aircraft. The volume shall discuss the Offeror's clear understanding of the requirements throughout the statement of work (SOW) and other areas of the solicitation and the methods to meet or exceed the requirements. The Government will consider the Offeror’s licensing, professional capabilities, and certifications of its labor force. The Offeror shall describe their licensing/certifications and workforce qualification/certifications and past experience providing the same or similar aircraft maintenance services in the United States. The Offeror shall include in its proposal an annual routine maintenance (scheduled maintenance) schedule based on the manufacturer’s standards for routine aircraft maintenance for each aircraft for each year of the five-year contract. The schedule will be finalized jointly by the contract awardee and the Government during negotiations. Final negotiated pricing for the FFP CLIN will be based upon the negotiated costs for routine maintenance (scheduled maintenance) for each year of the five-year contract.

(b) Past/Present Performance: Past performance information is a significant evaluation subfactor for determining eligibility of for contract award. The Offeror shall submit recent information for contracts it considers most relevant in demonstrating its ability to perform the proposed effort. For this solicitation, recent is defined as relevant past performance within the last five years from the issue date of the solicitation. Relevant is defined as aircraft maintenance services for the same or similar aircraft, the extent of subcontracting and teaming, and the complexity of aircraft maintenance services provided for scheduled and unscheduled services.

1. Attachment 5 Performance Information (PI) Sheets: The Offeror shall include in its proposal completed Attachment 5 (PI) Sheets. The information is required on the Offeror and any subcontractors, teaming partners, and/or joint venture partners proposed to perform 51% per cent of the proposed effort based on the total proposed price, or perform aspects of the effort the Offeror considers critical to overall successful performance. The Offeror shall submit a minimum of two (2) and no more than four (4) completed (PI) Sheets identifying similar active or completed contracts (similar in terms of contract size, the variety and level of complexity of services performed for scheduled and unscheduled maintenance events). The Offeror shall have provided aircraft maintenance service under each relevant contract during the past five (5) years from the date of issuance of this solicitation. Each (PI) Sheet for each contract is limited to three (3) pages. Offerors are cautioned that the Government will use data provided by each Offeror in this volume and reserve the right to obtain data from other sources in the evaluation of past/present performance.

2. Attachment 6 Performance Questionnaire (PQ): The Government requests the Offeror send Attachment 6 (PQ) to each point of contact (POC) identified in its Attachment 5 PI Sheet. Included in the attachment is a cover letter for transmitting the questionnaire. Completed PQs submitted directly from the Offeror will not be considered for evaluation purposes. The Government intends to confirm receipt of a completed PQ via email within five (5) business days to the Offeror’s POC that submitted the PQ. The Government will not communicate directly with Offerors regarding the status of PQs being submitted on their behalf. Offerors interested in the status of PQs submitted on its behalf are to directly contact its

POC.

3. Notice: The Offeror shall instruct its POC to submit the completed questionnaire directly to the Government Contact Specialist via e-mail at clinnen@fbi.gov no mailto:clinnen@fbi.gov later than 1:00 PM EST on Wednesday, August 01, 2018. All completed PQs received by the Government are considered sensitive and will not be released to the Offeror. The Government may consider questionnaires received after the due date of the solicitation but is not obligated to do so. The Managerial/Technical and Past Performance Volume I shall be no more than fifty (50) pages.

(3) Price Volume II: The Offeror shall submit a detailed cost proposal, as specified in subparagraph 1. Pricing Detail, for establishing firm-fixed-price (FFP) and (T&M) contract line item numbers (CLINs) in an editable electronic version compatible with the Microsoft Office 2007 Software Suite; preferably an Excel workbook with all proposed annual costs throughout the workbook linking to a cumulative, annual summary sheet of proposed costs for each proposed contract each year and each manufacturer’s aircraft; further linking to a cumulative summary for the total five-year performance period for each manufacturer’s aircraft.

If an Offeror proposes to perform maintenance on both aircraft, it should break down the cost/pricing detail for each aircraft. The Offeror shall e-mail a copy of all requested information to the Contract Specialist and the Contracting Officer by the proposal date and time specified in the combined synopsis/solicitation cover letter. Print settings must be established so each page prints on an 8 ½ by 11 inch piece of paper. Files may be compressed; however, you are advised that files larger than 10MB are not received by our system. There is no page limit for the pricing volume. However, all pages shall contain relevant pricing data only.

1. Pricing Detail: Proposed cost for all FFP Scheduled Maintenance CLINs shall be broken out by each manufacturer’s aircraft. The Offeror shall provide a detailed cost proposal (Excel workbook) to support proposed prices and hourly labor category rates. Information to support unit prices should include, but not be limited to 1) salary/wage information with associated payroll expenses, for personnel to be used in performance of the contract; 2) cost for equipment, supplies, and consumable materials; 3) a breakout of related support costs, such as equipment maintenance, rental, transportation, etc.; 4) overhead costs; 5) general administrative expenses, and 6) profit.

2. The Offeror shall submit the following pricing detail for FFP and T&M CLINs:

Notice for T&M CLINs only: Offerors shall only propose all necessary costs to establish fully burdened, annual composite labor categories and costs for all five (5) performance years. The Government will establish an annual estimated not-to-exceed (NTE) value for each T&M CLIN after contract(s) have been awarded.

a. Direct Labor: Breakdown of direct labor cost by named person or labor category including number of labor-hours and current actual average hourly rates based on a work year of 2,080 hours. Indicate whether current rates or escalated rates are used. If escalation is included, state the degree (percent) and methodology. Direct labor is to be identified as labor-hours and not as a percentage of an individual's time. Indicate fringe benefit rate, if separate from indirect cost rate.

b. Other Direct Costs: The amount proposed for duplication/reproduction, meetings and conferences, postage, communication and any other applicable items. Travel, subsistence and local transportation shall be supported with a breakdown which includes: the number of trips anticipated, cost-per-trip-per-person, destination (s) proposed, number of person(s) scheduled to travel, mode of transportation, and mileage allowances if privately-owned vehicles will be used.

c. Materials: Cost breakdown of materials or equipment must be supported with the methodology used and vendor quotations supplied as applicable. All materials to be used under the T&M CLIN for unscheduled maintenance shall be proposed at cost.

d. Consultants: If consultants are proposed, state the amount of service estimated to be required and the consultant’s quoted daily or hourly rate. Include Consulting Agreements entered into between consultant(s) and the Offeror, or invoices submitted by consultant(s) for similar services previously provided to the Offeror.

e. Subcontracts: If proposed, cost information for each subcontractor shall be furnished in the same format and level of detail as prescribed for the prime Offeror. Additionally, the Offeror shall submit the following information:

i. A description of the items to be furnished by the subcontractor;

ii. Identification of the proposed subcontractor and an explanation of why and how the proposed subcontractor was selected including the extent of competition obtained;

iii. The proposed subcontract price, the Offeror's cost or price analysis thereof, and performance/delivery schedule, and;

iv. Identification of the type of subcontract to be used.

f. Indirect Rates: Offerors lacking Government-approved indirect cost rates must provide detailed background data indicating the cost elements included in the applicable pool and a statement that such treatment is in accordance with the company's established accounting practice. Offerors with established rate agreements with federal cognizant agencies shall submit one copy of such agreement.

g. Profit: Indication of the profit proposed, and the rationale justifying the proposal.

h. Options: All items covered under option years may be ordered and performed during the scheduled period of performance of this contract. Offerors are required to provide prices for these items under option years. The prices for all option items will be evaluated in accordance with FAR 52.212-2 Evaluation Commercial Items. The U.S.

Government makes no guarantee that the option years will be exercised. It will be the U.S.

Government’s unilateral right to exercise the option years. Once the option is exercised, the Offeror is required to perform the work when ordered during the scheduled period of performance of this contract.

Note: failure to follow the format/page limits/conditions below could result in your proposal being determined nonresponsive.

2.0 Basis for Award:

The Government contemplates award of multiple (minimum of two) indefinite-delivery-indefinite quantity (IDIQ) contracts with a five-year period of performance; one-year base period and four one-year option periods. The Offeror’s proposal will be evaluated based on Lowest Priced, Technically Acceptable proposals submitted using the non-price factor listed below, assigning a rating of Pass or Fail. In order to be considered technically acceptable, each proposal must be determined technically acceptable (Pass) under each factor in order to be considered for award. An unacceptable rating (Fail) at any one factor makes the entire proposal unacceptable.

Proposals will be evaluated for acceptability but not ranked using the non-cost/price factor.

Trade-offs between price and non-price factor are not permitted. The Government will award contract(s) resulting from this solicitation to responsible Offeror(s) whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The following factors will be used to evaluate Offerors proposals:

a. Factor 1: Management /Technical Capability: The Government will evaluate the Offeror’s management approach/technical capability of the service offered to meet the Government requirement, to determine the Offerors clear understanding of the requirements as written in statement of work (SOW) and the Offeror’s plan for meeting or exceeding the requirement. The Government will consider the Offeror’s licensing, professional capabilities, and certifications for its labor force. Offerors shall provide certified technical personnel with experience in performing aircraft maintenance services as specified in Attachment 2 SOW Aircraft Maintenance and Upgrade Services. Offerors proposal shall include information which demonstrates that the Offeror has the necessary understanding, experience, management, manpower, technician certifications and education to successfully accomplish requirements covered in the SOW.

Subfactor Past/Present Performance: The Government will consider the Offeror’s recent and relevant past/present experience for providing aircraft maintenance service for the same/similar type aircraft to whether or not the Government can have a reasonable expectation that the Offeror will successfully perform the required effort.

The Government will evaluate each Offeror’s technical proposal using the following criteria:

(1) Technically Acceptable: The Offeror’s proposal clearly meets the performance and technical capability requirements as of the solicitation.

(2) Technically Unacceptable: The Offeror’s proposal fails to meet performance and technical capability requirements of the solicitation.

In addition, past performance information may be obtained from Past Performance Information Retrieval System (PPIRS). The Government reserves the right to use information obtained from sources inside and outside the Offeror’s proposal.

b. Factor 2 Price: Each element of cost arriving to the total proposed price will be evaluated for completeness, reasonableness, and accuracy of the total proposed FFP and T&M pricing. Price will be evaluated by utilizing price analysis techniques, where applicable.

Offeror’s that do not propose cost/pricing for all CLINs, for the entire five-year performance period will be determined nonresponsive and will not be considered for award of a contract.

Management/technical capability and past performance, when combined, are significantly higher than price.

(1) Cover Page/Executive Summary: Include RFP number and title, Offeror’s name, address, POC, telephone number, facsimile number, and email address, Tax ID, DUNS, Cage Codes, subcontracting plans, and any additional representations and certifications,...