Section L- Instruction Conditions and Notices to Offerors.pdf

Section L – Instructions, Conditions, and Notice to Offerors

Section L - Instruction, Conditions, and Notice to Offerors

1.0 General Instructions: The Offeror shall include all information requested by these Instructions to Offerors and submit the Request for Proposal (RFP) in full compliance with the specified instructions. The RFP shall adhere to the requirements outlined in the specifications and solicitation. Failure to comply with these instructions may result in the proposal being unacceptable to the Government and may eliminate the Offeror from consideration for award.

The proposal shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims. 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.

1.1 Proposal Submission: The Government will not accept oral presentations in response to this solicitation. All Offerors must submit their proposals through the Solicitation Tool in PIEE (https://piee.eb.mil). Proposals shall not include any classified information. Note: Late submissions will be handled in accordance with FAR 15.208. The Government is not responsible for any cost incurred with the preparation of the Offeror’s proposal. Proposals are due no later than 15 August 2025 at 10:00 AM Central Time.

1.2 Points of Contact (POCs): The POCs for this acquisition are listed Table 1.2 below. Written requests for clarification shall be sent in writing via email to the Contracting Officer (CO) and Contract Specialist (CS) prior to the due date of the proposal.

Table 1.2 POC Information

Contracting Officer Contract Specialist Riyadh Saud Kitty Herbel riyadh.saud@us.af.mil kitty.herbel@us.af.mil

71 CONF/PKB 71 CONF/PKB

246 Brown Parkway Bldg 500 Suite 225

246 Brown Parkway Bldg 500 Suite 225

Vance AFB, OK 73705 Vance AFB, OK 73705

1.3 Site Visit: A site visit has been scheduled for 9 July 2025 at 2:00 PM Central Time. Visitors that require access to the installation will meet at Vance Air Force Base’s Visitor Center at 1:00 PM to complete the base clearance procedure. The site visit will first take place at building 200, room 114 for the initial part of the site visit, then transportation to the worksite will be provided.

Please RSVP to the CS listed above in Table 1.2 72 hours prior to the site visit. Vance Air Force Base is a secure installation and is not open to the public. To gain access, you must present a current REAL ID, and up-to-date vehicle registration and insurance. If contractors do not have a state issued driver’s license that is compliant with the REAL ID Act, they cannot gain access with only their driver’s license; they must also bring a passport.

https://piee.eb.mil/

1.4 Questions and Answers: All questions shall be submitted electronically to the individuals listed in Table 1.2 no later than 16 July 2025 at 10:00 AM Central time. All questions and answers will be posted to the solicitation in SAM.gov, and it is the Offeror’s responsibility to monitor the website for solicitation updates.

1.5 Discrepancies in the Solicitation: If an Offeror believes the requirements in these instructions contain an error, omission, ambiguity, or are otherwise unsound, the Offeror shall immediately notify the CO in writing with supporting rationale. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion. This reservation includes matters of additional or substitute pages of the initial proposal.

1.6 Debriefings: The CO will promptly notify Offerors of any decision to exclude them from the evaluation process; where upon they may request and receive a debriefing. Offerors excluded may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, Offerors excluded from the evaluation are entitled to no more than one debriefing. The CO will notify unsuccessful Offerors in accordance with FAR 15.503. Upon such notification, unsuccessful Offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

1.7 Joint Venture (JV): A JV will be considered a sole business entity. Offerors who propose as a JV are not permitted to submit a separate proposal independent of the JV. The written JV agreement must be provided in the proposal and must follow Small Business Act (SBA) requirements. The JV must be separately identified with its own name, Unique Entity ID (UEI) number, and Commercial and Government Entity (CAGE) number in SAM.

Mentor-Protégé (M-P) is a relationship; M-Ps require formal JV, TAs, or Letters of Intent (LOIs) to qualify for consideration as a team.

1.8 Electronic Reference Documents: All referenced documents for this solicitation are accessible through the Solicitation Tool in PIEE (https://piee.eb.mil) and the System for Award Management (SAM) website (https://sam.gov/). Potential Offerors are encouraged to subscribe for real-time email notifications to stay updated whenever new information has been posted to the website regarding this solicitation.

1.9 Organization/Number of Copies/Page Limits: The Offeror shall prepare the proposal as set forth in the Proposal Organization Table 1.9 below. The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 1.9.

https://sam.gov/

Table 1.9 Proposal Organization

VOLUME VOLUME TITLE PAGE LIMIT

I Price No Limit II Technical 20 III Past Performance 20 IV Contract

Documentation No Limit

1.10 Page limitations: Page limitations shall be treated as maximum. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal.

1.11 Page Size and Format: 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 pages. Page size shall be 8.5 x 11 inches and there shall be no foldouts. Except for the reproduced sections of the solicitation document, the text size shall be no less than 12 points.

Elaborate brochures or documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

2.0 Volume I – Price

2.1 General Instructions: All pricing information shall be addressed in the Price Volume. The Offeror’s Cost/Price proposal shall fully and clearly demonstrate reasonableness and balanced pricing.

2.1.1 Price Reasonableness: This section is to assist the Offeror in submitting the required documents to evaluate the reasonableness and balance of your proposed price. Compliance with these requirements is mandatory and failure to comply may result in the rejection of the proposal. Note that unrealistically low or high proposed prices, initial or subsequent, may be grounds for eliminating a proposal from competition on the basis that the Offeror either does not understand the requirement or has submitted an unrealistic proposal.

2.1.2 Materially Unbalanced Pricing: Materially unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an Offeror’s proposal.

Materially unbalanced pricing exists when, despite an acceptable Total Evaluated Price (TEP), the price of one or more contract line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. Offerors should explain significant fluctuations between offered rates/hours in the same labor categories over various years.

2.1.3 Cost/Price Data: Data beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your price position. All data relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Price Volume. Additionally, although adequate price competition is expected, if only one offer is received in response to this solicitation the responding Offeror will be required to provide certified cost or pricing data in accordance with Table 15-2, at FAR 15.408. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

2.1.4 Rounding: All monetary amounts provided shall be rounded to the nearest dollar.

2.2 Volume Organization: The Price Volume shall consist of the following sections:

2.2.1 Bid Form (Attachment L1): Offerors shall provide a price breakdown for their project utilizing the Bid Form. Use and submit the Bid Form to build the proposal. Offerors shall input the major work elements. The offer will be complete, accurate, and sufficiently detailed to demonstrate a clear understanding of the requirement. Offerors should not utilize lump sum or total pricing when pricing each cost element. Failure to break out major work elements within specification cost element may result in an unfavorable evaluation. If utilizing lump sum or total pricing when pricing a cost element, Offerors should prove rationale on why the price cannot be broken out. The burden of proof of credibility of proposed pricing rests with the Offeror.

2.2.2 Submission of Bid Guarantee: An electronic copy of the bid guarantee shall be submitted with the electronic proposal. Offerors shall submit a copy of the bid guarantee by email, hand delivery, or mail. Offerors shall deliver the bid guarantee no later than 3 business days after the date established for receipt of proposals. Mail or deliver to the address listed in Block 7 of SF1442. Failure to submit a copy of the bid guarantee may render the offer ineligible for award. The Offeror will use Attachment L2_Bond Checklist and will provide this document as part of the price proposal.

Notice of Offeror(s) and Supplier(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date for receipt of proposals. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an Offeror for any cost.

2.2.3 Financial Responsibility Worksheet (Attachment L3): Offerors shall submit the fully executed Financial Responsibility Worksheet provided from their financial institution.

3.0 Volume II – Technical

3.1 General Instructions: The Technical Volume shall be specific and complete. Legibility, clarity, and coherence are imperative. The responses will be evaluated against the Technical subfactors defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology to be used for accomplishing these subfactors. All the requirements specified in the solicitation are mandatory. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

3.2 Subfactors:

Subfactor 1 - Technical Approach: The Offeror shall address their technical approach for meeting the Government’s minimum performance or capability requirements of the Specifications. At a minimum, the technical approach must address the following areas:

a. The technical approach should describe the Offeror’s proposed approach to performing each of the requirements set forth in the Specifications. Include any unique processes the Offeror intends to utilize in the performance of this requirement or cost savings methods to be utilized, if any.

b. If additional equipment is required, the Offeror shall provide a proposed method for obtaining any additional equipment not already owned (i.e. buy/lease etc.).

Subfactor 2 - Project Management: The Offeror must identify key personnel who would be dedicated to this project if the contract was awarded. Provide their work experience relating to projects similar in scope to those expected under this contract. Everyone’s name, title, duty, years of experience, and experience relating to similar multi-discipline construction projects involving repair, alteration, or new construction of real property in size and scope is required. The Offeror shall provide this information for the following disciplines:

a. Project Manager (minimum 5 years construction/renovation experience)*

b. Site Superintendent (minimum 3 years of experience)**

c. Quality Assurance Manager/Foreman (minimum of 2 years of experience)**

d. Safety Manager (minimum of 1 year of experience)**

* The Project Manager is not required to be on-site during construction. The Site Superintendent will manage the day-to-day activities on-site.

** The Site Superintendent, Quality Assurance Manager, and Safety Manager may be the same person if they meet the experience for (b), (c) and (d) above.

4.0 Volume III – Past Performance

4.1 General Instructions: When addressing Past Performance evaluation criteria set forth in this solicitation, the Offeror shall provide recent and relevant information regarding their actions under previously awarded contracts. Offerors are cautioned that the Government will use data provided by each Offeror in this volume and data obtained from other sources in the evaluation of past and present performance.

4.1.1 Recency and Relevancy of Past Performance Information: Offerors shall complete Past Performance Information Form (Attachment L4) on all contracts they consider most recent and most relevant in demonstrating their ability to perform the proposed effort. The Offeror may submit up to three (3) Past Performance Information Form submissions identifying active or completed contracts and/or task orders, either Government or commercial, for prime, teaming partner, and/or JV partner (within the same division or cost center) and they may also submit up to three (3) Past Performance Information Form submissions for each subservice provider.

Recent Past Performance is defined as projects that have been completed within the last five (5) years from the date of issuance on this solicitation. In lieu of a completed project, the Offeror may submit projects that are ongoing if, (a) the project is at least 80% complete by this solicitation’s issuance date, and (b) the Offeror can validate completion percentage with a Government approved progress report.

Relevant Past Performance is defined as the degree to which a contractor's Past Performance, experience, or qualifications align with the specific requirements of a new contract. A key factor in evaluating proposals is ensuring that the contractor has demonstrated capability in similar projects in terms of scope, complexity, and objectives. Relevancy ratings will be assessed in accordance with Table 2 in Section M – Evaluation Factors for Award.

If Past Performance information is submitted under an Indefinite Delivery/Indefinite Quantity (IDIQ), the Offeror must identify the delivery/task order relevant to this effort. Use one Past Performance Information Form for each task order cited. If submitting a Past Performance Information Form for the entire IDIQ effort, the Offeror must identify the task order(s) relevant to this effort.

4.2 Teaming Arrangements/JVs: If the Offeror intends to submit Past Performance information of a teaming arrangement member or a JV partner, then the Offeror shall provide sufficient information to clearly convey the roles and responsibilities that each member or partner performed. Past Performance information of team members or JV partners shall be consistent with the proposed roles and responsibilities that each member or partner will perform for this requirement. Identify each member's share of the prospective contract, 50/50, 51/49, etc. Clearly establish roles of each party (who is Prime and who is Subcontractor, who is responsible for what tasks, contract administration, proposals, work management, etc.). Provide for protection of competition sensitive proprietary information (Subcontractor Past Performance cannot be disclosed to the prime Offeror without the Subcontractor's consent). Provide a Consent Form (Attachment L7) from all Subcontractors that will perform major or critical aspects of the requirement, consenting to the release of their Past Performance information to the Prime Contractor, only if it is being used as part of the Past Performance evaluation. If under a teaming arrangement, include a Statement of Assurance, that the team members will not be replaced for the duration of the contract, and any exceptions should be identified. The Prime Contractor is obligated to negotiate in good faith and is responsible for conveying mandatory Government terms and conditions to Subcontractors. The Prime Contractor shall remain fully responsible for contract performance, regardless of any teaming agreement between the Prime Contractor and its Subcontractors.

4.3 Organizational Structure Change History: Many companies experience mergers or internal reorganizations, which may affect their structure during the performance of relevant past efforts and this proposal. To facilitate the Government’s relevancy determination, Offerors shall include a "roadmap" in this proposal volume detailing these organizational changes. As part of this explanation, show how these changes impact the relevance of any efforts you identify for Past Performance confidence assessment and evaluation. Since the Government intends to consider Past Performance information provided by other sources as well as those provided by the Offeror(s), their "roadmap" shall provide clarity to ensure an accurate assessment.

4.4 Questionnaires: The submissions to the following sub-paragraphs do NOT count towards the page limit for the Offeror’s Past Performance Volume.

4.4.1 Questionnaire Submissions: For each Past Performance Information Form (Attachment L4) submission, the Government requires the Offeror to send out the Questionnaire Cover Letter (Attachment L5), and Past Performance Customer Questionnaire (Attachment L6) to each of the Government or Commercial POC. Existing CPARS or previously completed PPQs will be accepted in lieu of Past Performance Customer Questionnaire (Attachment L6) forms.

One (1) copy of the completed questionnaires shall be submitted in the Past Performance volume no later than the date and time proposals are due.

While the Government may elect to consider data obtained from other sources, the burden of providing adequate, factual data to determine performance confidence rests with the Offeror. The Government does not assume the duty to search for data to cure problems it finds in proposals.

Proposals that do not contain the required information are subject to rejection by the Government.

The Offeror shall provide a summary of all prime Offeror and subservice provider/team member performance history submissions in columnar format, with the following information: Service Provider Name, Contract Number, Performance Period, CO Name/Phone Number, and CS Name/Phone Number. Completed questionnaires that are submitted by the respondents and copies of the responses that are provided with the proposal, shall not count against any page limitations established for this Volume.

Each of the Offeror’s identified POCs shall send an encrypted email with the completed Past Performance Customer Questionnaire directly to the attention of:

Riyadh Saud and Kitty Herbel at 71conf.pkb.construction@us.af.mil. Please mark the subject line as “Source Selection Information”. See FAR 2.101 and 3.104 or mail the questionnaire(s) to the address listed below. If mailing, the outside envelope must be marked as follows:

71st CONTRACTING FLIGHT OFFICE 246 Brown Parkway, Bldg 500 STE 225 Vance AFB, OK 73705 Attn: Riyadh Saud, Contracting Officer

5.0 Volume IV – Contract Documentation

5.1 General Instructions: The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The volume shall be prepared in the following format and contain the following contract files. The Offeror's proposal shall include a signed copy of the Solicitation and Sections A through K with applicable information within each section properly filled in by the Offeror.

Cover Page: Offeror shall provide a cover page containing the company/division CAGE code, UEI, Taxpayer Identification Number (TIN), business size, small business category, and the name, title, telephone number, and e-mail address of the POC. This same information must be provided if the work for this contract is performed at any other location(s). List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

Section A: Complete blocks 14 through 20c of SF 1442. An authorized official of the firm submitting the offer must sign and date the SF 1442 in block 20a-c. In doing so, the Offeror agrees to the contract terms and conditions as written in the Request for Proposal, Sections A through M.

Section B: Offerors are required to complete this section.

Sections C – H: Offerors are not required to complete these sections.

Section I: Complete the Offeror supplied fill-in information for applicable clauses. Should the awardee not be located within the www.sam.gov registry, the Contractor shall be deemed unawardable.

Section K: Complete the representations and certifications in Section K or the SAM. Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors as outlined in Section M.

5.2 Exceptions to the Solicitation: Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Offerors shall provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. As award without discussions is contemplated, Offerors are cautioned that if the Government does not agree with the Offeror’s exception to the solicitation, the Offeror could be deemed non-responsive and therefore unawardable. This information shall be provided in the format and content of Table 5.2 below.

Table 5.2 Exceptions to Solicitation

Reference Page/Paragraph Requirement/Portion Rationale SOW, Spec, etc.. Applicable Page and

Paragraph Numbers Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

5.3 Authorized Offeror Personnel: Offeror shall provide the name, title, telephone number, and e-mail address of the company’s POC regarding decisions made with respect to the Offeror’s proposal and who can obligate the Offeror contractually. Offerors shall also identify individuals authorized to negotiate with the Government.

SECTION L ATTACHMENTS:

Attachment 1_Specifications Attachment 2_Drawings Attachment 3_Vance Map Attachment 4_Wage Determination OK20250038 Attachment L1_Bid Form Attachment L2_Bond Checklist Attachment L3_Financial Responsibility Worksheet Attachment L4_Past Performance Information Form Attachment L5_Questionnaire Cover Letter Attachment L6_Past Performance Customer Questionnaire Attachment L7_Consent Form