Rev Att1-Prop Prep Instructions-Online Commun 3.17.2011.pdf

Attachment 1

Revised 3.17.2011

SBAHQ-11-R-0002

Online Communications Support Services Acquisition

PROPOSAL PREPARATION INSTRUCTIONS

1. In order to participate under this acquisition Offerors must submit Technical and Price submissions related to the requirements identified herein. Do not include additional brochures, sales materials, or any other additional written matter of any nature. The Technical

Proposal must be a separate volume from the Price Proposal and both must be sent directly to the

Contracting Officer at the following address:

Tracie Richardson

U.S. Small Business Administration

721 19 th Street, Suite 302

Denver, CO 80202

The following information must be submitted in order to be considered for award:

a. A One Price Proposal as instructed under this section for the contract including base period plus options and a one price proposal for the proposed Task Order

No. One; (1 copy for the contract and 1 copy for the Task Order)

b. A One Technical Proposal not to exceed 20 pages, which includes a detailed description of the Offeror’s approach for the contract including base period plus options, and a technical one price proposal for the proposed Task Order No. One;

and (6 copies) (6 copies for the contract and 6 copies for the Task Order). Each of the proposals may be up to 20 pages.

c. Past Performance information as requested in Item 2(b) (6 copies)

d. Completed Questionnaires as requested in Item 2(b) of these instructions for Past

Performance.

The failure to submit any of the information requested in this RFP may lead to the rejection of the offeror’s proposal without further discussion.

2. Proposals

a. Technical Proposal – 6 copies

The Technical Proposal is limited to twenty (20) pages, exclusive of Past Performance. Any pages in excess of 20 (exclusive of Past Performance) will not be evaluated. The offeror shall use 12 point font size (any style), single sided, 8.5x11 paper. The proposal may be single spaced, but shall not exceed 20 pages.

To facilitate clarity and concise presentation, use of a type font size not less than 8 points, for tables, figures, graphics and process flows will be allowed.

In addition to the topics specified herein, the Technical Proposal may address any other topics considered to be pertinent to demonstration of the knowledge, competence, and capability to complete this requirement. The package should be in the form of a detailed written proposal describing how the work will be performed and who will perform the work.

Contractors shall provide a Technical Proposal that addresses the following:

a. Technical Approach

The Offeror shall identify, based upon their proposed technical solution and approach, the following:

1. A Project Plan for the tasks in the Statement of Work that shall include projected milestones in accomplishing the tasks.

2. A Project Staffing Table that shall include the following information for each task/sub-task:

i. Labor Category

ii. Labor Hours

iii. Technical function performed

b. Past Performance – 6 copies

Past Performance offers information relevant to help the Government gauge the experience of the Offeror in providing the required services. Please ensure that the telephone numbers listed are correct and active for all points of contact listed prior to submission. The Offeror has the opportunity to identify past or current contracts

(including Federal, State, and Local government, and private) for efforts similar to the

SBA’s requirement. The Source Selection Authority will determine the relevance of similar past performance information. The Offeror shall submit the following information with regard to past performance for similar work performed:

1. A list of three (3) references for contracts performed with the last three (3) years for Federal, State, or Local Government, or for commercial customers, that demonstrate recent and relevant past performance for the type of work described in this Statement of Work.

2. The following type of information shall be included:

i. Project title and description;

ii. Contract number, type of contract, and amount;

iii. Government or commercial agency or organization;

iv. COTR’s name, address, and telephone number;

v. Current status – e.g., completed, in progress – and start and estimated completion dates;

vi. A brief narrative of why you deem the reference to be relevant to this effort and the Statement of Work paragraph to which the reference applies.

vii. Problems encountered and corrective actions taken.

The Government reserves the right to obtain information for use in the evaluation of past performance from any and all sources including sources outside the Government. Past performance information will be used to determine the quality of the Offeror’s past performance as it relates to the probability of success for the required effort. Offerors with no relevant past performance history will not be evaluated favorably or unfavorably on past performance. The Government may also consider information obtained through other sources.

Additionally, the Offeror shall ensure that the Past Performance Questionnaire

(Attachment 5) will be completed by three (3) separate customers and returned by the customers to the Contracting Officer, via e-mail to Tracie.Richardson@sba.gov, no later than the closing date of the RFP. Past Performance information received after the RFP closing date will not be considered by the Government.

Price Proposal – 1 Copy

The Government anticipates awarding Task Order No. One concurrent with the contract award. Task Order No. One is based upon the entire scope as defined in the Statement of

Work for a 60 calendar day period of performance. Offeror’s shall provide a separate technical proposal and price proposal for the task order in addition to the contract proposal. This task order is expected to be firm fixed-price based upon a negotiated level of effort.

General Requirements: The Price Proposal shall be a separate volume from the Technical

Proposal. The Offeror shall propose a price structure in accordance with their proposed technical solution.

Specific Requirements for the Task Order proposal: Offerors shall provide the labor categories and labor mix appropriate for their proposed solution to meet the requirements of this effort; a description of the skills and experience per task; the hourly rates proposed; and any other proposed associated costs. The Price Proposal shall have a total estimate for the entire period of performance. The Price Proposal shall clearly identify the basis of estimate for the entire period of performance for this effort.

As a result of this acquisition, the Government intends to award an Indefinite Delivery, Indefinite

Quantity (IDIQ) contract for a base period of ten (10) months plus four (4) one-year option periods. Task orders may be issued under the IDIQ as Time and Materials, Labor Hour, Fixed

Price performance-based, or Fixed Price level of effort. The Government anticipates a competitive response from industry in response to this RFP.

mailto:Tracie.Richardson@sba.gov

The Offeror shall also provide a listing of all anticipated other direct costs (ODCs). The G&A will be set and fixed at the rate proposed at time of award for base and all option periods. This

G&A will not be subject to change.

Assumptions, Conditions, or Exceptions

Offerors shall submit, as a separate tab within the Price Volume under separate cover, all (if any) assumptions, conditions, or exceptions with any of the contractual, technical, or cost/price terms and conditions of this RFP. These assumptions, conditions, or exceptions do not count toward the page limit of the Technical Proposal since they are in the Price Volume. If not noted in this section of the Proposal, it will be assumed that the Offeror proposes no assumptions for award, and agrees to all terms and conditions as set forth herein. It is not the responsibility of the

Government to seek out and identify assumptions, conditions, or exceptions buried within the

Offeror’s submission.

EVALUATION FACTORS FOR AWARD

Contract Characteristics and Source Selection Process

Overview of the Source Selection Process

When evaluating a proposal, the Government will consider how well the proposal complies with both the letter and spirit of these instructions. The Government will consider any failure on the part of a proposal to comply with both the letter and spirit of these instructions to be an indication of the type of conduct it can expect during contract performance. Award shall be made to the responsible vendor whose proposal, in conforming to this RFP, provides the overall best value to the Government, technical evaluation factors and price considered. The Government’s objective is to obtain the highest technical quality considered necessary to achieve the project objectives, with a reasonable price.

The Contracting Officer retains the right to evaluate proposals and make award without discussions. Therefore, vendors are encouraged to insure that the initial proposal contains the vendor’s most favorable terms and reflect its best possible performance potential. The

Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

Evaluation Factor Identification

Factor 1 – Technical

Factor 2 – Past Performance

Factor 3 – Price

1. Technical

The Offeror must be able to respond to this task with little or no “ramp up” or learning curve activities. Emphasis is on comprehensive knowledge of, and procedures for, design and development of Web elements and sound product planning and management processes. Address how each service and deliverable will be provided. Evaluation will focus on:

Product Design and Implementation. Thoroughness of Web design and development procedures.

Thoroughness, and in-depth knowledge of, the development of a sound product strategy and development and maintenance of solid product management processes. Robust, effective project management processes and effective approaches for managing product pipelines, release schedules, upgrades, feature enhancements, and software patches, to ensure on-time and in-budget implementations.

Management of Content. A strong content management background, a solid understanding of the development and maintenance of vivid, robust, pertinent content in a dynamic Web and social media environment, and significant expertise in the application of social media techniques and applications. Comprehensive knowledge of content management software, in particular in-depth familiarity with and expertise in Drupal. In-depth knowledge and employment of W3C-compliant and agency-specific formatting approaches in deploying content.

Online Communications. Significant expertise in the application of social media techniques and applications. Extensive knowledge of the variety of social media available for use in a Web environment, and strong expertise in their application to program requirements. An in-depth understanding of the security and privacy issues involved and a commitment to ensuring safe usage of social media elements while protecting sensitive data.

Strategic Planning and Thought Leadership. Comprehensive knowledge of technologies and how to take advantage of them. An emphasis on creative solutions to the complexities of user interactions with federal systems.

2. Past Performance

The scope of this effort is large and complex, and the Government is interested in ensuring that

Offerors have the capability to provide the full range of support required. Offerors will be evaluated on performance under existing contracts and past performance on prior contracts for similar services or deliverables. The Evaluation Team will focus on information that demonstrates the level of complexity of scope, and quality of the work performance relative to its complexity. Proposals should include a demonstration of the offeror’s understanding of the technical challenges in providing the services required under this Statement of Work. The

Contractor will be evaluated on:

a. Proven skill in project management, managing complex Web design projects, similar in size and scope, that incorporate state of the art technology in creative ways. Demonstrated ability to sustain a high-paced product development and launch cycle, while ensuring that product updates are launched on time and within budget.

b. Marked experience with Web design incorporating significant content management and social media. Experience with SBA.gov, Business.gov, or similar Small Business

Administration programs considered a plus. Familiarity with developing, operating, and maintaining complex Web sites.

c. Familiarity and experience with the use of state-of-the-art Web tools and services – such as

Drupal, Google Customer Site Search, and GovDelivery to provide strong Web site services.

d. Proven ability to conduct long-range planning and devise operational concepts that are far-reaching and creative yet practical.

e. Ability to work as part of an integrated team with other agencies, Federal staff, and other contractors.

f. Familiarity and experience with Government standards and initiatives that influence SBA.gov and its mission.

3. Price, including Discounts

Price will be evaluated for reasonableness. In addition, when considering which vendor’s proposed represents the overall best value to the government, one or more of the following price analysis techniques may be used:

a. Comparison of proposed prices received in response to the solicitation.

b. Comparison of proposed prices with the Independent Government Cost Estimate (IGCE).

c. Comparison of proposed prices with available historical information.

d. Comparison of proposed prices with information received from other Government agencies.

The Government will consider the fairness and reasonableness of the contractor’s prices, comparison of these prices to those of other vendors, and comparison to other businesses in the commercial marketplace, as well as any discount.

RELATIVE IMPORTANCE OF THE EVALUATION FACTORS

Award will be made to the vendor whose proposal provides the best value to the Government.

Factors 1 and 2, when combined, are significantly more important than price. Of the technical factors, Factor 1 is more important than Factor 2. Factor 2 is more important than Factor 3.

PROPOSAL SUBMISSION CHECKLIST

To ensure proper handling and processing, please check the following:

(a)__Have Blocks 17A, 30A, 30B and 30C of the Standard Form 1449 been completed?

(b) __Have you completed FAR 52.212-03 - Offeror Representations and Certifications -- Commercial Items – on ORCA (Online Representations and Certifications Application)?

(e) __Have you provided a fully-loaded labor-hour pricing and filled in the estimated total for the base period and the four option periods by completing the Price Schedule?

Provide 1 copy for the contract including base period plus options, and one copy for the proposed Task Order No. One.

(f) __Have you provided a response to each item listed in the Proposal Preparation Instructions including a technical proposal for the contract including base period plus options, and a technical proposal for the proposed Task Order No. One (6 copies)?

(g) __Have you supplied your DUNS Number?

(h) __Is your information listed at http://www.ccr.gov current?

http://www.ccr.gov/