BernA001.pdf

Local Guard Services BERN—SAQMMA10R0067-A001

L.11 Proposal Instructions

The Offer must consist of the following physically separate volumes. The Offeror shall state, explain, and justify any deviations, exceptions, or conditional assumptions taken regarding any of the instructions or requirements of this solicitation in the appropriate volume of the offer.

The Offeror shall clearly mark on the face of each Volume, ‗original' or ‗copy'. The Technical

Proposal shall not exceed seventy-five (75) printed pages using double-sided page printing (i.e.

Word document can be up to 150 pages in soft copy), including charts, graphs, or foldouts. The

Price Proposal has no page limit. The Technical Proposal shall contain no cost or price information. Proposals shall be in no less than a 12 font; Times New Roman; 1 inch margins on all sides. Proposals pages shall be sequentially numbered on 8-1/2" by 11" or A4 paper for each individual section. The page numbers for each Tab should re-start with "1". All documentation shall be professionally bound in a 3-ring binder that is tabbed and indexed format, and the cover and spine shall be affixed with labeling. All documentation covers shall clearly identify name of country, each volume, volume number, the solicitation number, Offeror's name, name of contact, email address, mailing address and indicate ‗original' or the ‗copy'. Proposals that are not received in accordance with these instructions may be considered unacceptable.

Charts and graphs may be used where practical to depict organization, system descriptions and layout, implementation schedules, plans, etc. Any charts and graphs shall be self explanatory.

Foldout pages shall fold entirely within the volume. All foldouts shall be printed on one side only. Charts and graphs are to be included in the page count.

Submit one compact disc (CD) (place CD inside the Volume 1 binder) that contains both the price proposal and the technical proposal, be certain to provide the password if the CD files are locked.

Volume Volume Title Number of

Copies

Price Proposal - This proposal volume has no page limit, contents listed in L.11.1 below.

Original and 2 copies

Technical Proposal - This proposal volume is restricted to 75 pages with double-sided page printing (including charts, graphs, or foldouts), contents listed in L.11.2 below.

Original and 5 copies

L.11.1 Volume 1: Price Proposal

The Price Proposal shall set forth current, accurate, and complete information as required by this solicitation. The Offeror shall make a clear and concise statement as whether or not any exceptions were taken to any of the terms and conditions contained in the solicitation. The penalty for making false statements is prescribed in 18 USC 1001. Failure to furnish current and complete information requested may cause a proposal to be determined unacceptable.

L.11.1.1 Executive Summary

The Offeror shall prepare a cover letter, signed by an official authorized to bind the company.

The cover letter shall provide an executive summary of the Offeror's proposal and a brief history of the company's experience. The letter shall not exceed five (5) pages.

L.11.1.2 Standard Form 33 (SF33)

The Offeror shall complete blocks 12 through 18, as appropriate, of the SF 33. Failure to submit a complete proposal by the closing time and date designated in Block 9 of the SF33 may result in the proposal being deemed "late" and not considered for award. Proposals will be evaluated in accordance with Section M.

The Offeror shall acknowledge all amendments either by signing and returning the SF30 or by acknowledging the amendments in Block 14 of the SF33.

L.11.1.3 Section B (See Section J, Exhibit R)

Complete pricing tables provided in Section B. For any total lines in the table, insert the proposed currency, US Dollar (USD) or Japanese Yen, within the parenthesis where indicated.

STANDARD SERVICES - Complete the pricing schedules in accordance with Section B. The hourly rates for all Standard Services shall include wages, fringe benefits, overhead, general and administrative and profit and shall be fully supported as indicated above.

ADDITIONAL OR EMERGENCY SERVICES - Complete the pricing schedules in accordance with Section B. The hourly rates for all Additional or Emergency Services shall include wages, fringe benefits, overhead, general and administrative and profit and shall be fully supported as indicated above.

OTHER DIRECT COSTS - Complete the pricing schedules in accordance with Section B. CLIN x046 Reimbursable Materials is not to exceed $1,200 or JPY1,200,000 per year

PRICE PROPOSAL FOR BASE PERIOD - Calculate the total price for the base period of the contract.

PRICE PROPOSALS FOR THE OPTION PERIODS - Complete the pricing schedules for each option period provided in Section B.

GRAND TOTAL PRICE - The grand total price shall represent the total proposed price to the

Government for the base year and all option years. The total proposed price shall be the price evaluated per Section M.

L.11.1.4 Price Proposal Worksheet

The Government anticipates adequate price competition under this solicitation therefore Offerors are not required to submit certified cost or pricing data with their proposals. However, in order to determine compliance with the local labor laws the Government has determined that supporting documentation is needed to conduct effective or meaningful reviews of the reasonableness of the proposed prices. Local labor laws may require bonuses, specific minimum wage levels, and premium pay for holidays, payments for social security, pensions, severance pay, sick or health benefits, childcare or any other benefit, the Contractor is responsible for these payments. The rates/prices in Section B shall include the applicable costs necessary to comply with local labor laws.

The Section J, Exhibit M, Price Proposal Worksheet, shall depict the development of the labor rates proposed in Section B for the base year and each option year. The Price Proposal

Worksheet contains several columns of data that shall be completed by the Offeror in order to support the labor rates proposed in Section B. The Offeror shall display all formulas used in the appropriate data cells of the Attachment 5 - Price Proposal Worksheet. In addition, the Offeror shall provide a separate sheet entitled "Price Proposal Notes" and include any narrative discussion or supporting documentation as indicated below, the notes shall be formatted in an outline structure matching the instructions below.

Exhibit M - Price Proposal Worksheet and corresponding Price Proposal Notes shall be completed as follows:

(1) Direct Labor:

(i) Offeror's Internal Labor Category (Column C)- For each of the labor categories contained in the Price Proposal Worksheet, the Offeror shall provide the company's internal labor category.

(ii) Local Labor Law Hourly Rate (Column D)- For each of the labor categories that have a minimum hourly rate attributed to any local labor laws, the Offeror shall state the minimum hourly rate. If no minimum hourly rate is applicable, the Offeror shall enter "N/A".

(iii) Proposed Unloaded Hourly Rate (Column E)- The Offeror shall include the proposed hourly labor rate. In accordance with FAR 52.237-10, uncompensated overtime must be identified if used to develop the rates for this RFP. The Offeror shall state if uncompensated overtime is used in the calculation of the proposed labor rates.

(iv) Labor Rate Escalation (Column F)- The Offeror shall include the per unit amount applied for escalation, and explain in the Price Proposal Notes the percentage utilized for the escalation and how the escalation is applied for each contract year.

(v) Loading 1 (Column G)- The Offeror shall include the per unit amount associated with the indirect costs that are applied to the Proposed Unloaded Hourly Rate. The Offeror shall provide the percentage associated and a discussion of the application of this percentage in the Price

Proposal Notes.

(vi) Loading 2 (Column H)- The Offeror shall include the per unit amount, if applicable, associated with any other indirect costs not included in Loading 1 that are applied in deriving the

Fully Loaded Section B Rate. The Offeror shall provide the percentage associated and a discussion of the application of this percentage in the Price Proposal Notes.

(vii) Loading 3 (Column I)- The Offeror shall include the per unit amount, if applicable, associated with any other indirect costs not included in Loading 1 or Loading 2 that are applied in deriving the Fully Loaded Section B Rate. The Offeror shall provide the percentage associated and a discussion of the application of this percentage in the Price Proposal Notes.

(viii) Profit (Column J)- The Offeror shall include the per unit profit, and state the profit percentage applied in the Price Proposal Notes.

(ix) Fully Loaded Section B Rate (Column K)- The Offeror shall sum the Proposed Unloaded

Hourly Rate, Labor Rate Escalation Factor, Loadings 1 through 3, if applicable, and Profit. This rate should equal the rate proposed by labor category in Section B.

(x) Other Information - The Offeror shall include in the Price Proposal Notes the calculation for determining the proposed productive person year for each proposed labor category. The Offeror shall identify the number of hours in a normal workweek and work year, and used to compute the proposed unloaded hourly labor rate. Offerors shall identify any cost elements that are excluded from the proposed fully-loaded hourly labor rates, (e.g., DBA Insurance). Offerors should also identify the basis of estimate of the unloaded hourly labor rate in the Price Proposal Notes.

(2) Indirect Costs:

(i) State in the Price Proposal Notes the basis of estimate for the proposed indirect rates. Indicate whether the proposed indirect cost rates have been evaluated by any Government audit agency. If the rates have been evaluated, provide the audit report numbers, audit agency telephone number and cognizant Government representative's (i.e., auditor or administrative contracting officer) name and telephone number.

L.11.1.5 Business Management

The Offeror shall describe the company's financial condition and capability. State what percentage of the company's estimated total business the work required by this solicitation will represent. Describe the priority placed by the firm's top management on the work required by this solicitation, including an organization matrix that reflects how this contract fits into the organization. Provide a current statement of financial condition, certified by a third party that includes:

1. Income (profit-loss) Statement that shows profitability for the past three years;

2. Balance Sheet that shows the assets owned and the claims against those assets, or what the firm owns and what it owes; and

3. Cash Flow Statement that shows the firm's sources and uses of cash during the most recent accounting period. This will help the Government assess a firm's ability to pay its obligations.

L.11.1.6 Representations and Certifications

The Offeror shall provide a completed Section K with the Offeror's name included on the bottom margin of each page.

Under 22 U.S.C. 4864, the Government will give preference in awarding this contract to Offerors qualifying as "U.S. persons" or "U.S. joint venture persons." Only those Offerors whose proposals contain a complete certification required in Section K (DOSAR 652.237-73) will qualify for U.S. preference. The Offeror shall submit with the proposal a completed Statement of

Qualifications for Purposes of Obtaining Preference as a U.S. Person. The Statement of

Qualifications should be a complete and certified document with all necessary attachments.

The method for this preference is described in Section M. If the Government elects to conduct discussions and request final proposal revisions, the Government will inform any Offeror in the competitive range submitting a complete certification but determined by the Government to be ineligible for the preference regarding the reasons for the Government's determination of ineligibility.

L.11.2 Volume 2: Technical Proposal

The evaluation criteria in Section M.2.2. of this solicitation will be used by the technical panel to evaluate Technical Proposals. Simply repeating or paraphrasing the requirements as stated in the solicitation document (stating the Offeror can and/or will meet the requirements without a detailed description of how the work will be done), is not acceptable and may cause the

Government to reject the proposal as technically unacceptable. Be specific and complete by demonstrating a thorough understanding of the requirements. Proposals involving joint ventures shall clearly state the tasks or work to be performed by each partner, as well as how overall responsibility for the contract will be allocated. The technical proposal shall not contain any cost or pricing information.

The organization and content of the Technical Proposal shall thoroughly address and follow the sequence of factors and sub factors listed below.

Tabbed and indexed format for Volume 2: The Technical Proposal shall be as follows:

Tab A – Management Plan (reference L.11.2.1)

Tab A1 – Technical Proficiency (reference L.11.2.1.1)

Tab A2 – Organization and Management (reference L.11.2.1.2)

Tab A3 – Inspection System (reference L.11.2.1.3)

Tab A4 – GEMS - Reserved

Tab A5 – Key Personnel (reference L.11.2.1.4)

Tab A6 – Training Program (reference L.11.2.1.5)

Tab A7 – Contingency Plan (reference L.11.2.1.6)

Tab A8 – Property Management System (reference L.11.2.1.7)

Tab A9 – Quality Control Plan (reference L.11.2.1.8)

Tab B – Past Performance and Experience (reference L.11.2.2)

Tab C – Preliminary Transition Plan (reference L.11.2.3)

L.11.2.1 Management Plan

The Offeror shall provide a complete Management Plan showing how it will meet the requirements of the contract. The Management Plan will define how the Offeror will ensure timely, professional and high quality performance and achievement of deadlines. The

Management Plan is comprised of the following sections:

L.11.2.1.1 Technical Proficiency

Offerors shall demonstrate, by describing in detail their direct or related experience with each of the various factors for similar or related tasks. If the Offeror‘s experience is in support of an activity other than a major federal agency the Offeror shall provide a detailed discussion on how their experience could effectively and efficiently parlay into the DoS environment. The Offeror shall provide specific relevant information for each of the following functional areas;

1. Experience in providing guard services in an overseas environment or a comparable sized domestic commercial or government facility.

2. Experience obtaining permits and licenses for a similar work environment.

3. Experience providing the organizational structure, management and supervision for handling multiple guard stations.

4. Experience in protection of life and property from violent attack in high threat areas.

5. Describe your experience in utilizing a Guard Electronic Monitoring System (GEMS).

6. Plans for handling the rotation of Guard duties at multiple duty stations, providing the required breaks, shift changes while maintaining the required post hours as listed in Exhibit A.

L.11.2.1.2 Organization and Management

In this section the Offeror shall describe:

1. The organization of the guard force to include plans for manning and rotating guards at multiple posts and sites, providing the required breaks, providing relief guards, and conducting shift changes while maintaining the required guard coverage as listed in Exhibit A.

2. The management responsibilities of the Program/Project Manager and Guard Force

Commander.

3. Standard operating procedures for remediating deficient performance.

4. Any awards or incentive plans designed to promote high quality performance for this contract.

5. Organizational and functional charts reflecting line of management responsibility, including corporate management (include names, titles, email addresses and telephone numbers) above the level managing this contract.

6. Procedures for responding to the requirements of the Mission that include unanticipated emergency situations.

7. Management procedures for operational and administrative support of all functions, including established procedures for timely payment of personnel.

8. How the Offeror will ensure that all guard candidates meet the language proficiency requirements outlined in Section H.

L.11.2.1.3 Inspection System

In this section the Offeror shall discuss the inspection system that shall be employed covering all the services required by the contract. The inspection system shall:

1. Specify areas to be inspected on both a scheduled and an unscheduled basis.

2. Include a method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable.

3. Include a description of how deficient performance identified via inspection will be followed up with corrective action.

4. Identify how records documenting inspections and any corrective actions will be maintained throughout the life of the contract. The Offeror will provide these reports to the COR unless otherwise instructed by the COR.

L.11.2.1.4 Key Personnel

The Government considers the Project Manager (PM), and the Guard Force Commander (GFC) to be Key Personnel under the contract.

The Offeror shall provide a detailed resume for each individual, who will perform on the contract, and shall notify the Contracting Officer as soon as possible if a proposed individual, is no longer available. The resumes should state the degree of significant or relevant experience as it relates to tasks and responsibilities to be performed under the position qualifications stated in this solicitation. The resume must include a minimum of two (2) references that may be verified.

Any specialized experience should be stated as it relates to a key position.

For each key person, the Offeror shall include a resume that includes:

1. Name and title of personnel.

2. Proposed contract position (labor category).

3. Length of time employed by the Offeror. If a resume is provided for an individual who does not currently work for the firm, then employment agreements with the individual shall be provided with the proposal. In addition, all resume(s) shall contain a signed statement that the individual grants permission for his/her resume to be submitted for consideration under this RFP.

4. Security clearance level, if any.

5. Statement of work history (including dates, employer, and title), description of experience, and indicate whether experience is full time or part time.

6. Resume(s) shall identify a start and end date (month and year) that the individual worked on each experience block or job reference cited in the resume.

7. Education level.

9. Describe technical accomplishments for any security related special projects.

L.11.2.1.5 Training Program

In this section the Offeror shall address the training program described in Section H. The

Offeror shall describe the training syllabus, instructor(s) qualifications, how the Offeror will measure the effectiveness of training (i.e. methods to test guards‘ understanding of instruction/level of proficiency), and remedial training for guards that fail to demonstrate the requisite level of proficiency.

L.11.2.1.6 Contingency Plan

The Offeror shall include a Contingency Plan in the Technical Proposal that addresses how it will ensure continuity of contractually obligated services during adverse events (anticipated and unanticipated) to include (but not limited to) labor disputes, civil unrest, natural disasters, dissolution of the Joint Venture, or any other situation that would negatively impact the client.

1. Labor Action. The Offeror shall describe how it will manage organized actions by direct labor personnel, including but not limited to strikes, labor unrest, and disruption of operations.

Describe what management techniques and procedures the company uses to identify, address, resolve and/or mitigate the effects of disgruntled or unhappy employees, actions organized by local unions, local government labor actions, work slowdowns, or organized failure of employees to report for shift changes.

2. Civil Unrest. The Offeror shall describe how it will ensure continuity of contractually obligated services in the event of civil unrest. The Offeror shall describe how it will prepare for, respond to, mitigate the effects of, and recover from civil instability and ensure the continuity of contractually obligated services.

3. Natural Disaster. The Offeror shall describe how it will ensure continuity of contractually obligated services in the event of a natural disaster. The Offeror shall describe how it will prepare for, respond to, mitigate the effects of, and recover from a natural distaste and ensure the continuity of contractually obligated services.

4. Dissolution of Joint Venture. The Offeror shall describe how it will ensure the continuity of contractually obligated services in the event of the dissolution of the Joint Venture. The Offeror will include language describing how it will continue the performance of the contract should any of the venturing parties leave the venture for any reason, become unable to perform or provide the services or supplies that were contemplated under the Joint Venture.

The Offeror‘s Contingency Plan shall be incorporated as an attachment to any resultant contract.

L.11.2.1.7 Property Management System

A critical responsibility of the Department of State is the management and accountability of all

Government-funded property. The Contractor shall establish and maintain a property management system that is in accordance with the FAR 52.245-1, Government Property clause contained in Section I.

The Offeror shall describe inventory programs for all property, equipment, and materials used in performance of the contract. This includes both Contractor-furnished property (Exhibit D) and

Government-Furnished Property (Section J, Exhibit E). A maintenance program shall include preventive maintenance, major repair, and replacement work. Procedures shall ensure that the property, equipment, and materials provided or funded by the Government will be used only for those purposes authorized in the contract. The inventory program shall include procedures for conducting physical inventories, including scheduling, frequency, responsibilities, and record keeping, for all property, equipment, and materials used by the Contractor. The inventory program shall include notification procedures to the COR when inventory discrepancies are discovered. Exhibit E, Government Furnished Property, provides Contractor responsibilities with respect to Government property and equipment.

The Offeror shall describe in detail whether the Offeror‘s property management system has been determined to be adequate by a federal property manager. If so, provide the name, address, telephone number and e-mail address of the individual responsible for review and the determination of adequacy of the Contractor‘s property system.

L.11.2.1.8 Quality Control Plan (QCP)

The QCP shall describe how the Offeror will ensure the quality of the security services for all locations where performance will occur. The QCP shall:

1. Describe any industry certifications, e.g., ISO 9000 that apply to quality control/assurance.

2. Describe how the Offeror will monitor contract performance and compliance, when and how corrective actions will be implemented, and how corrective action will be documented and used to prevent recurrences.

3. Describe the responsibilities of the different levels of management and supervision in the quality review system.

4. Describe how quality systems/procedures will be documented/archived.

5. Describe how the Contractor's GEMS will be integrated with the quality control system.

6. Describe your drug policy and how you intend to utilize a drug testing policy during recruiting and selecting of all personnel and eventually on a routine random basis during the life of the contract.

7. The contractor shall propose a QCP that includes performance metrics, standards of performance, and methods of review employed and describe how the QCP will be used to meet the delivered meet the specifications and requirements of the contract.

L.11.2.2 Past Performance and Experience

List all contracts and subcontracts the Offeror (and each partner in the joint venture) has held over the past five years for the same or similar work. If the Offeror or each partner in the joint venture has no performance history or relevant experience, provide a list of references where the key personnel and management worked on similar contracts. Provide the following information for each contract and subcontract:

1. Customer's name, address, and telephone numbers of customer's lead contract and technical personnel;

2. Contract number and type;

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

4. Contract size (number of personnel employed by contract year per labor category) and dollar value;

5. Brief description of the work, including responsibilities;

6. Comparability to the work required under this solicitation;

7. Brief discussion of any technical problems and their resolutions;

8. Brief discussion of any terminations (partial or complete) and the type (convenience or default) as well as any deficiencies notices, show cause notices or cure notices (provide explanatory details); and

9. Listing of deductions taken under any listed contracts, with explanatory details and resolution.

The Offeror shall distribute a copy of Exhibit N, Past Performance Questionnaire, (See Section J, Exhibit N) to each of its past performance references. Offerors shall collect the evaluations from the companies evaluating them and include these evaluations in their proposal under Tab B.

At a minimum, Offerors shall submit two (2) Performance Evaluations in their proposal. If you have obtained a previous Past Performance Questionnaire from any of the listed clients within the past year using the Department of State Past Performance Questionnaire, clearly identify the date received and provide it in your proposal. Offerors with no past performance shall type

―NO PAST PEFORMANCE‖ in Bold Letters on a clean sheet of paper and place it in the past performance section.

If an Offeror believes that any unfavorable information may be provided as a part of the reference check process, the Offeror should include a brief explanation of the circumstances pertaining to this data and the Offeror‘s position in reference to these circumstances. If appropriate, the Offeror should indicate what steps have been included in this offer to prevent a recurrence of such situations.

Offeror is advised that the past performance information requested above may be discussed with the customer personnel. In addition, personnel referenced may be asked to comment on the

Offeror‘s:

1. Quality of services provided under the contract.

2. Compliance with contract terms and conditions.

3. Effectiveness of management.

4. Willingness to cooperate with, and assist, the customer in routine matters and when confronted by unexpected difficulties.

5. Business integrity/business conduct.

The Government will use past performance information primarily to assess an Offeror‘s capability to meet the solicitation performance requirements, including the relevance and currency of the Offeror‘s work experience. The Government may also use this data to evaluate the credibility of the Offeror‘s proposal. In addition, the CO may use past performance information in making a determination of responsibility.

In evaluating past performance, the Government may use past performance information obtained from sources other than those identified by the Offeror. If any information obtained is considered unfavorable, the Offeror will have an opportunity to address this information as a part of its final proposal revision (FPR), if requested. In order to be determined a responsible company in accordance with FAR 9.104-1, General Standards a contractor must have a satisfactory record of integrity and business ethics. Failure to provide current and complete information about prior contractual performance problems that may have resulted in invoice deductions taken; cure notices, show cause notices, or deficiency letters issued shall result in an unfavorable responsibility determination and the Offeror being determined ineligible for award.

L.11.2.3 Preliminary Transition Plan

The Government considers a smooth transition and continuity of services to be critical. The

Offeror‘s approach to transition the program from the current incumbent (if applicable) should detail how the Offeror‘s approach maintains quality and minimizes disruption to the mission. If the Offeror is the incumbent, the Preliminary Transition Plan should address how the Offeror will make the transition to the new contract, including any work requirements or terms and conditions that did not appear in the incumbent's current contract. The Preliminary Transition

Plan should clearly establish that the Offeror has a well-thought out plan ready to be finalized upon contract award.

The Offeror shall provide a milestone chart that clearly details how they expect to accomplish the transition in the allotted timeframe, to include steps to acquire all necessary equipment, staff, licenses, permits and insurance; and a projected date when the required Nomination Packages

(Section H.2, Approval and Acceptance of Contractor Employees) will be accomplished.

Include copies of all local licenses and permits currently issued, or copies of applications for required licenses and permits. The Offeror shall provide evidence that it possesses or has applied for any required permits, licenses, and appointments.

The Offeror should address as many of the areas and provide schedules for as many of the areas described in Section H as can be addressed at the pre-award stage, including:

1. Steps taken and steps remaining to be taken to acquire all necessary licenses, permits, insurance and equipment; and,

2. A projected date when these documents or equipment will be in the Offeror‘s possession.

The Offeror should address local conditions (Political, Economic, and Environmental) that may play a role in the ability to establish and manage a guard program in the geographic areas included in the solicitation. Examples: Labor migrations, void of qualified personnel, high turnover.

The transition period shall not exceed ninety (90) days.