Section L (DRAFT).pdf

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO

OFFERORS OR RESPONDENTS

FOR

UK WIDE CUSTODIAL SERVICES CONTRACT

WITHIN

UNITED KINGDOM VISITING FORCES (USVF) WITHIN THE

UNITED KINGDOM (UK)

25 April 2024

1.0 GENERAL INSTRUCTIONS

This is a best value source selection conducted in accordance with Federal Acquisition Regulation (FAR) 15.3 as supplemented.

1.1 Proposal Compliance. The Offeror's proposal shall include all data and information requested by this

Instructions, Conditions, and Notices to Offerors or Respondents (ITO) and shall be submitted in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Request for Proposal (RFP) Letter, the Performance Work Statement (PWS), and all other parts of this solicitation. If a proposal fails to conform to the instructions provided in this ITO, it may be deemed non-responsive, and the Offeror may be deemed ineligible for award.

Offerors are NOT permitted to take exception to any terms and conditions within the RFP.

1.2 Proposal Clarity. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. Offerors shall assume that the Government has no prior knowledge of their experience and will base its evaluation on the information presented in the Offeror's proposal.

Offerors shall not submit elaborate brochures or documentation, binding, detailed artwork, or other embellishments.

1.3 RFP Discrepancies. If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall notify the Contracting Officer (CO) in writing with supporting rationale as well as the remedies the Offeror is asking the CO to consider as related to the omission or error. Questions pertaining to the proposal shall be submitted no later than the date and time identified in Paragraph 1.5 of this document. The Offeror is reminded that the Government intends to award this effort without discussion.

1.4 Point of Contact. The 48th Contracting Office (48 CONS) will be the sole point of contact for this acquisition. Offerors shall address any questions or concerns to the individuals identified below. All email communication shall be to the email addresses identified below.

Contracting Office POC: Kaitlyn Woodruff, Contracting Officer Phone: 00 44 (0) 1638 522275 Email: kaitlyn.woodruff.2@us.af.mil

Contracting Office POC: SrA Micaiah Lampkin, Contracting Specialist Phone: 00 44 (0) 1638 523080 Email: micaiah.lampkin@us.af.mil

Contracting Office POC: SSgt Jesseca Edralin, Contracting Specialist Phone: 00 44 (0) 1638 522252 Email: jesseca.edralin.1@us.af.mil

1.5 Question Deadline. All questions pertaining to this RFP must be provided as an attachment in an e-mail message addressed to the Point of Contacts (POC’s) identified in Paragraph 1.4 of this document, with the subject line “Questions to RFP” no later than XX Month 2024. NOTE: Only electronic responses may be accepted, and questions submitted by any other means may not be considered.

mailto:kaitlyn.woodruff.2@us.af.mil mailto:micaiah.lampkin@us.af.mil mailto:jesseca.edralin.1@us.af.mil

1.6 Proposal Response Deadline. All responses to this post must be provided as an attachment in an e-mail message addressed to the Point of Contacts (POC) below, with the subject line “Response to RFP” no later than XX Month 2024. NOTE: Only electronic responses may be accepted, and responses submitted by any other means may not be considered.

1.7 Communications. Exchanges of source selection information between Government and Offerors will be controlled by the CO. Source selection information will be transmitted to Offerors electronically via email. The email shall be sent and received encrypted and must include “Source Selection Information – See FAR 2.101 & 3.104” in the subject line.

1.8 Electronic Reference Documents. All referenced documents for this solicitation can be found on the government-wide point of entry website at https://www.sam.gov/. Offerors may contact the individuals identified in paragraph 1.4 of this document if they are unable to locate any of the referenced material.

1.9 Proposal Records. In accordance with FAR Subpart 4.8 (Government Contract Files), the

Government will retain one copy of all proposals.

1.10 Debriefings. The CO will promptly notify Offerors of any decision to exclude them from the source selection; whereupon the Offeror may request and receive a debriefing in accordance with FAR 15.505. Offerors desiring a debriefing shall make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable. Offerors are entitled to no more than one debriefing.

1.9 Page Format.

1.9.1 Page Limitations. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Each page shall be counted except the following: cover pages, tables of contents, and glossaries. Page limitations may be placed on responses to Evaluation Notices (ENs). If ENs are determined necessary, page limits will be placed on EN responses.

1.9.2 Page Size and Format

1.9.2.1 General Page Instructions. A page is defined as each face of a sheet of paper containing information. Page size shall be 8.5 x 11 inches unless stated otherwise within this document.

Pages shall be single spaced, and the text size shall be no less than 11-point Times New Roman Font unless stated otherwise within this document. All proposal text shall be written in English.

Offerors shall use at least 1-inch margins on the top and bottom and ¾-inch side margins unless stated otherwise within this document. Pages shall be numbered sequentially by volume. These page size and format restrictions shall apply to responses to ENs if clarifications are determined necessary.

1.9.2.2 Table and Chart Instructions. Legible tables and charts may be used. These displays shall be uncomplicated, legible, and shall not exceed 11 x 17 inches in size. 11 x 17 may only be used for large tables and charts; they shall not be used for pages of text. For tables and charts, the text shall be no less than 10-point Times New Roman Font, and margins shall be no less than ½ inch on all sides unless stated otherwise within this document.

1.9.2.3 Submission Format. The Offeror shall submit each volume in electronic format. The proposal shall be submitted in a format readable by Microsoft (MS) Office Word, MS Office Excel, or Adobe PDF. Offerors shall use separate folders for each proposal volume. Offerors shall also use file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/Far02.doc#T2101 file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR03.DOC#b3104 https://www.sam.gov/ separate electronic files for each proposal section listed in Table 1 to permit rapid location of all portions of the proposal. Exhibits, annexes, and attachments which are provided in support of a section shall be included in the electronic file for that section. Offerors shall provide each work sample as a single separate electronic file. If files are compressed, the necessary decompression program shall be included.

Offerors shall submit one (1) redacted copy and one (1) unredacted copy of each proposal volume. The redacted version must not include the company’s name, proprietary or pricing details, logos, or any other identifiers that could disclose the offeror's identity.

1.9.2.4 Proposal Markings. Proposals shall be marked in accordance with FAR 52.215-1(e), Restriction on Disclosure and Use of Data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information. Offerors shall not include proprietary markings on attachments and documents that will become a part of the contract (i.e. Volume IV documents).

1.9.3 Cross-Referencing. To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with no cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume and/or section will be assumed to have been omitted from the proposal.

1.9.4 Table of Content. Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tables of content do not count against the page limitations for their respective volumes.

1.9.5 Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

1.10 Teaming Arrangements. Offerors submitting a proposal as the prime Offeror in response to this solicitation are not permitted to submit a separate proposal under which they would be a Subcontractor, or team member to another prime. Subcontractors are permitted to support multiple primes.

2.0 PROPOSAL INSTRUCTIONS

2.1 Proposal Organization. The Offeror shall prepare the proposal as set forth in the Table 1, Proposal

Organization. The volume folders and section files shall be as defined in this table, all of which shall be within the required page limits specified in the table.

Table 1 –Proposal Organization

VOL ITO SECTION VOLUME & SECTION TITLE PAGE LIMIT

I 2.2 Executive Summary 1 Page II 2.3 Past Experience

2.3.1 Work Samples 700 Pages

2.3.2 Self-Scoring Matrix 1 Page

2.3.3 Cross Reference Matrix 20 Pages

III 2.5 Contract Documentation No Page Limit

NOTE: In accordance with 10 U.S.C. 2305(a)(3)(C)(i), Price will be evaluated for each individual task order. As a result, Price information will not be requested within this proposal.

2.2 VOLUME I - EXECUTIVE SUMMARY

2.2.1 Executive Summary. Offerors shall provide an executive summary that includes the following information.

- Company Name

- Company Address

- Name and contact details of point of contact

- Cage Code

- Unique Entity ID (UEI)

2.3 VOLUME II –PAST EXPERIENCE

2.3.1 Work Samples. The Offeror shall submit a maximum of fifteen (15) work samples (contracts/task orders) which demonstrate their past experience in the required Air Force Common Output Level Standards (AFCOLS) or equivalent, as well as the types of facilities supported by custodial services, and which comply with the work sample qualifications established in 2.4.1.2 below. When referring to work samples, the terms “contract” and “task order” are interchangeable with “contract” often used as the all-encompassing term. IDIQ contracts, or other contract vehicles, are not acceptable proof of past experience, and shall not be provided as a work sample.

The work samples shall consist of only official contract documentation which may include Performance Work Statements, Statements of Work, Contract Data Requirement Lists (CDRLs), etc. When contracts are used for work samples, the Offeror shall, also include the signed cover page associated with the contract. Work samples shall include sufficient information to substantiate each claim in the elements below. If a work sample substantiates multiple AFCOLS levels, each AFCOLS level must be identified within the work sample. If a work sample substantiates multiple types of facilities supported, each facility must be identified within the work sample. The Offeror shall not create any new documentation, such as project narratives, or project descriptions. Offerors shall only provide official contract documentation.

Offerors shall give each work samples an identifier (i.e. WS1-WS15). All pages within the work samples shall be numbered. Work samples shall be provided in their original format. Font, text size, and margin requirements established in Sections 1.9.2.1 and 1.9.2.2 do not apply to work sample submissions. Work samples shall be in English.

2.3.1.1 Work Sample Cover Sheet A Work Sample Cover Sheet shall be completed for each work sample submitted. Each work sample shall provide at least two (2) Points of Contact (POC). The Government may contact the POC’s provided. The Government reserves the right to contact additional POCs if necessary.

2.3.1.2 Work Sample Qualifications. Work samples shall meet these minimum qualifications.

(1) Shall fall into one of the following categories as specified within each element:

a. Category 1: Prime Offeror work samples shall be used. In order to be used, the Offeror shall have acted as the Prime Contractor. If a company establishes a joint venture, work of either prime company may be utilized. Primes may also include subsidiaries, or legal entities which fall under the parent corporation. In order to use subsidiaries or legal entities as a prime work sample, (1) the acquisition of the subsidiary or legal entities shall have been finalized as of the date of the proposal due date, and (2) objective evidence shall be included in the work sample to demonstrate that they are now a legal entity of the corporation. If the criteria above are met, subsidiary or legal entity work samples will be considered prime work samples even if the work occurred prior to the company being acquired.

b. Category 2: Subcontractor work samples may be used. In order to meet this qualification, the Subcontractor shall: (1) be identified as a Subcontractor on Attachment X - Team Structure as required in Section 2.3.4 (2) have acted as the Prime Contractor.

(2) All performance shall have taken place within the last ten (10) years, as of the proposal due date.

(3) For all work samples, the primary scope of work shall be for custodial and/or janitorial services (as defined in the Performance Work Statement).

(4) For purposes of this solicitation, a DoD installation is defined as: “A facility subject to the custody, jurisdiction, or administration of any Department of Defense component. This term includes, but is not limited to, military reservations, installations, bases, posts, camps, stations, arsenals, vessels/ ships, or laboratories where a Department of Defense component has operational responsibility for facility security and defense.” All locations not meeting the aforementioned definition of a DoD installation are considered non-DoD work locations.

(5) For purposes of this solicitation, a Ministry of Defence (MoD) installation is defined as any facility under the custody, jurisdiction, or administration of any component of the United Kingdom Ministry of Defence. This definition encompasses, but is not limited to, military reservations, installations, bases, posts, camps, stations, arsenals, vessels, ships, and laboratories where a Ministry of Defence component oversees facility security and defense. All locations not meeting the aforementioned definition of an MoD installation are considered non-MoD work locations.

2.3.2 Self-Scoring Matrix. The Offeror shall complete the Self- Scoring Matrix (Attachment X). Self-scores shall be verifiable using the work samples provided in response to Section 2.4.1. Note that some elements contain category restrictions.

The Offeror shall fill in the Column E “Offeror Proposed Self-Score Points” column on the Self- Scoring Matrix. The “Offeror Proposed Self-Score Points” shall not exceed the “Maximum Self Score Points” identified for each element in Column D. As described in Section 2.3.2.6 the Offeror shall identify the date of the “single point in time” used to establish its score in Column C. Unless stated otherwise, the Offeror shall not change, adjust, or manipulate any other cells within the matrix. The Prime Offeror shall accurately rate itself using the scoring instructions for each element, which is described in Sections 2.3.2.1 – 2.3.2.6.

The burden of proof to substantiate the Offeror’s self-score rests with the Offeror. The proposal shall include evidence supporting each proposed self-score.

2.3.2.1 Total number of AFCOLS Level 1 Services performed (as defined below).

DEFINITION: Of the work samples submitted, the Offeror shall rate itself based on the total number of AFCOLS Level 1 custodial services performed. The AFCOLS Level 1 services are defined as providing a prestige level of custodial services to General Officer, Wing/Base Commanders, and MAJCOM Commanders suites, to include: (1) Offices; (2) Lobbies; (3) Conference Rooms; (4) Facility Waiting Areas; (5) Base Operations; (6) Libraries; (7) Education Centers; (8) Passenger Terminals; (9) Recreation/Community Centers; (10) Chapels; (11) Officer/Enlisted Clubs; and (12) Bath Houses (Remote and Isolated). Offerors shall review the Performance Work Statement (PWS) (Attachment X) for additional descriptions and requirements of AFCOLS Level 1 services.

CATEGORY RESTRICTIONS: None; Category 1 and Category 2 contracts are authorized.

SCORING: In order to receive the maximum points, the Offeror’s work samples shall demonstrate experience in all twelve (12) areas of the AFCOLS Level 1 services, listed above. A maximum of one point may be received for each AFCOLS Level 1 facility supported. Offerors shall not receive extra points for providing multiple work samples which demonstrate past experience within the AFCOLS Level 1 services.

2.3.2.2 Total number of AFCOLS Level 2 Services performed (as defined below).

number of AFCOLS Level 2 custodial services performed. The AFCOLS Level 2 services are defined as providing a basic level of custodial services to General Administrative and Industrial Areas, to include: (1) Wing Staff Agencies; (2) Administrative Facilities/Offices; (3) Professional Military Education (PME) Schools; (4) Squadron Command Sections; (5) Hangars; (6) Laboratories; (7) Shops; (8) Warehouses; (9) Computer Rooms; (10) Auditoriums; (11) Break Rooms; (12) Lobbies; and (13) Conference Rooms. Offerors shall review the PWS (Attachment X) for additional descriptions and requirements of AFCOLS Level 2 services.

CATEGORY RESTRICTIONS: None; Category 1 and Category 2 contracts are authorized.

SCORING: In order to receive the maximum points, the Offeror’s work samples shall demonstrate experience in all thirteen (13) areas of the AFCOLS Level 2 services, listed above. A maximum of one point may be received for each AFCOLS Level 2 facility supported. Offerors experience within the AFCOLS Level 2 services.

2.3.2.3 Total number of AFCOLS Level 3 Services performed (as defined below).

number of AFCOLS Level 3 custodial services performed. The AFCOLS Level 3 services are defined as providing custodial services to Academic Facilities, to include: (1) Air Educations Training Command (AETC) Technical Training Schools; (2) U.S. Air Force Academy; and (3) Airmen Leadership School. Offerors shall review the PWS (Attachment X) for additional descriptions and requirements of AFCOLS Level 3 services.

CATEGORY RESTRICTIONS: None; Category 1 and Category 2 contracts are authorized.

SCORING: In order to receive the maximum points, the Offeror’s work samples shall demonstrate experience in all three (3) areas of the AFCOLS Level 3 services, listed above. A maximum of one point may be received for each AFCOLS Level 3 facility supported. Offerors experience within the AFCOLS Level 3 services.

2.3.2.4 Total number of AFCOLS Level 4 Services performed (as defined below).

number of AFCOLS Level 4 custodial services performed. The AFCOLS Level 4 services are defined as providing custodial services to restrooms and facilities with Special Requirements, to include: (1) Child Development Centers (Under 2 Years); (2) Child Development Centers (Over 2 Years); (3) Youth Centers (Childrens Center); (4) Youth Centers (Teen Center); (5) School Age

Programs; and (6) Fitness Centers. Offerors shall review the PWS (Attachment X) for additional descriptions and requirements of AFCOLS Level 4 services.

CATEGORY RESTRICTIONS: None; Category 1 and Category 2 contracts are authorized.

SCORING: In order to receive the maximum points, the Offeror’s work samples shall demonstrate experience in all six (6) areas of the AFCOLS Level 4 services, listed above. A maximum of one point may be received for each AFCOLS Level 4 facility supported. Offerors experience within the AFCOLS Level 4 services.

2.3.2.5 Total number of facilities supported where custodial services were performed as a Prime at a single point in time.

DEFINITION: Of the work samples submitted, the Offeror shall rate itself based on the total number of qualified facilities supported at a single point in time where the Offeror performed custodial services as the Prime contractor. The Offeror shall select and identify the calendar date chosen as the single point in time. The selected single point in time shall be the same calendar date for all work samples, and this point in time shall be within ten (10) years of this RFP release date. Offerors shall refer to paragraphs 2.3.2.1 to 2.3.2.4 for the list of qualified facilities.

CATEGORY RESTRICTIONS: Yes; the Offeror shall only receive points for Category 1 work samples.

SCORING: In order to receive the maximum points, the Offeror’s work samples shall demonstrate experience as a Prime contractor in delivering services at any facilities listed in paragraphs 2.3.2.1 to 2.3.2.4. A maximum of one point may be received for each unique AFCOLS facility supported. Work performed at DoD Installations and work performed at non- DoD work locations may be counted.

2.3.2.6 Total number of contracts held at a DoD/MoD Installation within the United Kingdom (UK) in the last ten (10) years.

DEFINITION: Of the work samples submitted, the Offeror shall rate itself based on the total number of custodial contracts supported at a DoD/MoD Installation within the UK. The Offeror shall only submit work samples that are within ten (10) years of this RFP release date. Offerors shall review section 2.1.4.2 for the definitions of a DoD/MoD installation.

CATEGORY RESTRICTIONS: None; Category 1 and Category 2 contracts are authorized.

SCORING: In order to receive the maximum points, the Offeror’s work samples shall demonstrate experience in performing custodial services at DoD/MoD installations within the United Kingdom.

Offerors shall not receive extra points for providing multiple work samples which demonstrate past experience within the same country.

2.3.3 Cross Reference Matrix. The Offeror shall provide a Cross Reference Matrix which clearly identifies the exact location of the substantiating data within the work samples. The Cross Reference Matrix shall be completed using Attachment X – Cross Reference Matrix. The Offeror shall identify the type of document provided as a work sample in Column E. The Government has included a list of sample documents within column E; the Offeror is not limited to this list of documents. The Offeror shall include a work sample identifier (i.e., WS1-WS15), client/customer, location, document title, document date, page(s), paragraph(s), table number(s) (if applicable), and block(s) (if applicable) within Column F. Multiple references may be included in a single row if an Offeror uses a subsidiary or legal entity as a prime work sample. If the Offeror uses a subsidiary or legal entity as a prime work sample the Offeror shall be sure to include a reference to the objective evidence which demonstrates that they are a legal entity of the parent corporation. Offerors are encouraged to verify the accuracy of each reference.

The Offeror shall assume that the Government has no prior knowledge of its capabilities, and experience.

2.3.4 Team Structure. The Offeror shall identify the team structure it will use to meet Government requirements in the UK. The Offeror shall identify the team structure within Attachment X – Team Structure. The Offeror shall:

(1) Identify the team member’s name, address, CAGE code, and DUNS number.

(2) Identify the relationship between the prime, each team member.

(3) Identify the country(s) or region(s) in which the prime intends on utilizing team member(s) for performance. In accordance with Section 2.4.1.2 countries shall be listed when the Subcontractor’s work sample is used. If multiple country(s) or region(s) are anticipated, list them all in a single cell.

The Offeror shall provide signed teaming agreements between the Prime Offeror and each team member. The teaming agreement shall identify the percentage of work to be performed in each environmental program area, and shall identify the percentage of work to be performed in each location.

2.3.5 Burden of Proof The burden of proof for substantiating points in the self-score system rests with the Offeror. The proposal shall contain sufficient data to substantiate the points claimed by the Offeror. All proposal information is subject to verification by the Government. Falsification of any proposal submission, documents, or statements may be subject the Offeror to disqualification from this source selection.