SECTION L Instructions Conditions and Notices to Offerors.pdf

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 GENERAL INSTRUCTIONS

L.1.1. Notice to Offeror(s). This section of the RFP provides general guidance for preparing proposals as well as specific instructions on the format and content of the required proposal volumes. Each proposal must include all data and information requested in the RFP. Offerors are cautioned to strictly comply with all instructions within this solicitation to ensure submission of a complete proposal. Failure to furnish a complete proposal at the time of proposal submission may result in the proposal being unacceptable to the Government and thereby eliminated from consideration for award. The offeror’s proposal must reflect a thorough understanding of the services required and display a logical development of the offeror’s plans to implement all

General Provision requirements as assessed by the RFP evaluation criteria.

L.1.2. The Government reserves the right to cancel this solicitation at any point before contract award. In the event this solicitation is cancelled, the Government has no obligation to reimburse offerors for any costs incurred.

L.1.3. This acquisition is a competitive procurement pursuant to FAR Part 19.8 Small

Business Administration 8(a) Program Set Aside. The applicable North American Industry

Classification System (NAICS) code is 236220, Commercial and Institutional Building

Construction and the Product Service Code (PSC) is Y1JZ, Construction of Miscellaneous

Buildings.

L.1.4. The Government intends to award one Indefinite Delivery Indefinite Quantity (IDIQ) contract from this solicitation to the responsible offeror (IAW FAR Part 9) whose proposal represents the best value after evaluation in accordance with the factors in the solicitation (FAR

52.215-1(f)(1)).

L.1.5. Offerors shall acknowledge awareness of all amendments to the solicitation by signing and dating Block 19, Page 2 of the Standard Form 1442.

L.1.6. The Government expects adequate competition and intends to award a contract without discussions. Therefore, the offeror’s initial proposal should contain the offeror’s best terms for all factors/subfactors in its initial proposal.

L.1.7. Complete the necessary fill-ins and certifications in all provisions/clauses throughout the solicitation. Failure to complete these items may result in the proposal being found non-responsive and/or non-responsible.

L.1.8. Proposals shall be clear and concise and shall include sufficient detail to permit the

Government to adequately evaluate and substantiate proposal statements.

L.2. SUBMISSION OF QUESTIONS.

L.2.1. Questions in response to this solicitation are due no later than 1400 EST on April 4, 2025. All questions shall be submitted via email and only to the points of contact (POCs) noted below. It is the offeror’s responsibility to confirm receipt.

Mrs. Britt Sanford: bmsanford@fbi.gov

Mr. Andre Wilson: alwilson6@fbi.gov

Please note the following in the subject line: “Questions: Redstone JOC Solicitation

15F06725R0000021”

L.2.2. Questions shall be submitted on Attachment H – Questions Template:

Questions with Government responses will be posted to beta.SAM.gov as an amendment to this solicitation.

L.3. PROPOSAL SUBMISSION AND FORMAT.

L.3.1. A Table of Contents shall be incorporated into each volume and shall include a listing of the section titles, subsection titles, arid paragraph titles. Page numbers for each title shall be indicated. A cross-reference matrix for each volume is also required. This matrix shall indicate the proposal volume section, subsection, and paragraph; cross-referenced with the appropriate

SOW paragraphs, applicable RFP instructions, evaluation criteria, and CDRLs, as applicable. A glossary of acronyms shall be provided. All acronyms shall be defined at first use.

L.3.2 Proposal Submission - Proposals are due electronically to the FBI by April 23, 2025, 4:00pm CST. Hand carried proposals are not permitted at this facility. Early submissions are encouraged. The Government will begin validating proposals as they are received.

Interested offerors must have an office within a 50-mile radius of FBI Redstone located at

4942 Fowler Road, Huntsville, AL 35898 to be considered for award.

L.3.2.1 Packaging Instructions. Not required as proposals can be submitted electronically.

L.3.2.2 Submit Proposals to:

Mrs. Britt Sanford: bmsanford@fbi.gov

Mr. Andre Wilson: alwilson6@fbi.gov

L.3.3. Proposal Format Fonts: Offerors submitting a proposal in response to this Solicitation shall submit a technical volume only for this phase. Text shall be single-spaced, on an 8 ½ x 11 sheets with a minimum one-inch margin all around. Font shall be Times New Roman and no less than mailto:bmsanford@fbi.gov mailto:alwilson6@fbi.gov mailto:bmsanford@fbi.gov mailto:alwilson6@fbi.gov

10 pt. Pages shall be numbered consecutively within each volume. The page limits prescribed are maximum page limits. When both sides of a sheet display printed material, it shall be counted as two (2) pages. Cover pages, tables of contents, cross-reference matrix, tabs, and glossaries shall not be counted against prescribed page limits. Pages submitted more than these limits will not be read or considered in the Government’s evaluation of the proposal. All proposal information shall be submitted in either MS Word or PDF format. The volume shall be provided in electronic format. Tabs, factors, elements, and page numbers are depicted in the following table:

L-3.3.1. Pages: All pages shall be formatted as 8.5” x 11” letter size with one-inch margins all around. 11” x 17” is allowed for charts, tables, and graphs only. Any proposal text included on these pages, other than the information specific to the graphics, will not be considered in the evaluation. One 11” x 17” page will be counted as two pages. All material shall be contained within the page limits identified below for each section, and all appendices, charts, graphs, diagrams, tables, photographs, drawings, etc., are included in the page count. Not included in the page count are title pages, tables of content, glossaries of abbreviations, acronyms, or definitions.

Evaluators will only evaluate up to the maximum number of pages specified in Table 1 below.

L.3.3.2. Headers and Footers: Information contained in headers and footers shall only provide company name, solicitation number, proposal section (e.g. Factor 2, Past Performance), disclosure markings (FAR 52.215-1(e)), dates, or page numbers. Text sizes shall be no smaller than Microsoft Word, Times New Roman or Arial Narrow, 9-point font.

L.3.3.3 The Offeror shall provide one (1) electronic copy for all Phase 1 and Phase 2 factors are specified in Table 1 below:

Table 1.

Volume Reference Title Maximum Number of

Pages Cover Letter & Table of No Page Limit Content (TOC)

Factor 1 Prime contractor within a 50-Mile radius of FBI Redstone with an established office for a minimum of one (1) year.

No Page Limit

I

Factor 2 Past Performance 30

Factor 3 Team Organization & 35 Key Personnel

Qualifications (Key Personnel Resumes are NOT included in the page count)

Factor 4 Contract Level and Task

Order Management

Approach

Factor 5 Seed Project (Project

Schedule)

Factor 6 Cost/Price & Contract

Level Coefficients

Attachments Attachment B –

Joint Venture

Partner Form

Attachment C – Past

Performance

Questionnaire

Attachment D – Past

Performance

Information (PPI)

Attachment E – Acquisition Risk Questionnaire

Attachment F – Surety Form

Attachment G – Financial Questionnaire

Attachment Q – Vendor Request Form

The offerors proposal shall be organized in precisely the specified order and format:

L.4 Proposal Content

L.4.1 Cover Letter & Table of Content/Prime contractor within a 50-Mile Radius of Huntsville, AL

The Offeror shall provide a title page, table of contents, and cross reference matrix.

The Title Page shall include the following information:

Company Name

Address

Company phone number

Point of Contact (POC) for proposal communication.

POC Phone Number

POC E-mail Address

Company’s Associated NAICS Code

Company UEI Number; Company Cage Code.

L.4.2 Past Performance (Page Limit: 30) Offerors shall provide a minimum of (3) and no more than five (5) recent and relevant job order style projects (within the last 8 years) where they have performed as a prime contractor for projects similar in size (ranging from $2,000 - $750,000), scope (construction, alteration, and repair of industrial, commercial, office, and utility projects). At least one of the past performance references must be for projects with which the proposed project team (Prime and Sub) were involved. Projects for government offices, teaming facilities, classified facilities, as well as Operation Centers and IT requirements will be considered more relevant. Completed projects within a 100-mile radius of Redstone Arsenal, will be more relevant. Reference checks demonstrating good working relationships between

Prime, and Sub as well will increase the government’s confidence level. Past Performance demonstrating timely and satisfactory work performance, a record of outstanding performance and positive references; as well as strong working relationships with key trade partners will add to the government’s level of confidence. Offerors are advised that the Government may consider and evaluate any other past performance data obtained from other sources and use the obtained information in the evaluation and rating of the offerors’ past performance.

Past performance shall demonstrate present/past performance on projects of similar size, scope, cost, and complexity through the submission of the Attachment C -Past Performance

Questionnaire (PPQ) and Attached D – Past Performance Information (PPI) Contract Reference

Sheet. The Offeror shall instruct the reference to complete both Attachment C PPQ and Attached

D PPI, and submit the responses with your offer.

L.4.2.1 Offeror shall submit the Commercial and Government Entity (CAGE) code and

Unique Entity ID (UEID) number of the Prime Offeror and each team member, partner or subcontractor included in your proposal. Include written consent from all subcontractor or team members to allow the Government to address any evaluated past performance directly with the Prime Offeror.

L.4.2.2 Past Performance Information (PPI) Reference Sheets. Submit a minimum of three and a maximum of six separate PPIs for contracts, task orders, or calls that are recent and relevant. It is the offeror’s responsibility to explain how their chosen PPIs are relevant; however, the Government is not bound by the offeror’s opinion in determining relevancy. Three of the submitted PPIs should be for the Prime Offeror if available. PPIs submitted for a basic IDIQ or

Blanket Purchase Agreement (BPA) will be considered a single PPI reference.

If PPI is submitted from prior organization structures, (e.g. mergers, subsidiaries, purchases, novation’s, etc.) submit a detailed change history, to include company names, CAGE codes, DUNS numbers, and specific dates.

L.4.2.3 Past Performance Questionnaires (PPQ) If a submitted PPI reference does not have a

Contractor Performance Assessment Report (CPAR), the Government shall use the attached PPQ as a tool for evaluating. All PPQs are to be submitted to the Government POC identified on

Attachment 5 (Past Performance Questionnaire). Any PPQs submitted directly by an offeror will not be considered. It is the sole responsibility of the offeror to send out and track the completion of a PPQ to ensure it is received by the proposal deadline.

L.4.3 Contract Level and Task Order Management Approach (Page Limit: 35)

The Offeror shall provide information on the Offeror’s contract level and management approach for executing the JOC and each Task Order. Offeror’s proposal shall clearly demonstrate an understanding of the project requirements, understanding of the integrated JOC process and clearly and concisely describe the organizational structure, including contractual arrangements, and lines of authority. The Offeror shall provide information on how they propose to manage the project through lines of communication, planning and scheduling and quality control, safety, how they are selected and when key trade partners (subcontractors) are brought on board, etc.

Also, offerors are requested to show evidence of how you manage multiple JOC task orders at any one time. For example, if given 20 Task Orders at end of a fiscal year, how would your team manage the work while meeting schedules and at the highest quality and safety standards. The

Offeror’s proposal shall also address the following:

a. The offeror’s proposed level of subcontracting and in-housework accomplishment. This shall also include the method and criteria used in selection of subcontractors and the policies and procedures for subcontractor management, including surveillance, quality control, scheduling, and performance. Primary teaming arrangements with sub-contractors for the following disciplines are required: Electrical, Plumbing, and

Mechanical.

b. The offeror’s approach to ensuring successful architect-engineering (A&E) and professional engineering support. If the offeror does not plan to use in-house design staff, it may include a plan for mobilizing these design firms to develop project designs under the compressed time constraints required for this overall effort.

c. The offeror’s approach to detection and resolution of problems with the actual work in sufficient detail to evaluate the frequency and quality of Contractor inspections and how progress will be measured. Specifically, the offeror shall explain how their staff will administer their Quality Control Plan. A formal quality control plan is required with submission of this proposal.

L.4.4 Team Organization & Key Personnel Qualifications (Page Limit: 35)

The offeror’s management organization, size, and composition, to include a description of functions and authorities of key (on-site) personnel. The offeror shall provide the qualifications of the members of the onsite staff and their responsibilities should the offeror receive contract award (including resumes with names). Please reference the Technical Specifications, General

Conditions Management and Personnel for minimum qualification requirements for key personnel. The proposal shall include a complete staffing matrix to demonstrate how staffing will be aligned for the different contract demand levels. The matrix should demonstrate the offeror’s understanding and expectation to increase staffing as necessary.

As the number of task orders and awarded project amounts fluctuate over the life of the contract.

The proposal should show an organizational diagram and illustrate where the on-site staff fit into the offeror’s company. The proposal should further define the authority held by the members of the home office and onsite staffs. This plan should detail the offeror’s approach for managing operations within the FBI Facilities mentioned in the PWS.

The offeror’s plan to recruit and retain a qualified, certified, and trained workforce throughout the duration of the contract. This plan shall also include the timeframe to replace key personnel vacancies. Key Personnel with licenses, registrations & credentials such as DBIA, PMI, RA, PE, LEED are desired (certifications from an accredited source may receive additional weight from the Government during evaluations). Identify all Key Personnel involved in projects submitted for past performance. Key Personnel resumes clearly illustrate the responsibilities and lines of communication and authority relative to your project management team. Describe your process for optimizing communication and integration with government and key stakeholders at the Project level as well as subcontractors and suppliers.

As part of the offeror’s team organization, provide in detail any existing or planned agreements with Subcontractors the successful offeror will utilize at the project level. Explain in detail the number of subcontractor agreements and who the agreements are with, the setup for such agreements, and how those agreements will be advantageous to the Government when procuring work off this Contract.

L.4.5 Project Schedule (Seed Project) (Page Limit – 20). The offeror will provide a proposal for Window Washing. The offeror's proposal shall capture all required labor, tools, materials, supplies, equipment, and all other items necessary to successfully complete the project. The offeror's proposal shall properly denote all expected disciplines and efforts required to complete the project in a feasible manner that coincides with the requested period of performance of 90 calendar days. Offerors are to include their proposed coefficient from Factor

VI with the seed project.

Offeror must demonstrate a clear understanding of the Statement of Work and the ability to locate and utilize appropriate line items from the Gordian JOC System. The offeror shall provide a complete list of priced items from the Gordian JOC System and any non-priced items that demonstrates a complete proposal for the given seed project. The price/cost estimate must flow in a logical order and clearly address all areas of the design. The price proposal shall include all factors representing a total cost the Government would expect to pay for the seed project.

Offerors are to include a preliminary construction schedule for the seed project.

L.5. Cost/Price & Contract Level Coefficients

The Gordian JOC System will be utilized for this contract. All line items in the Gordian JOC

System Facilities Construction Guide are considered pre-priced line items. The offeror will be responsible for proposing two priced elements – standard work and non-standard work coefficient rates.

The IDIQ contract will be awarded with a single standard and nonstandard work coefficient rate for Huntsville, AL.

Projects categorized as standard work take place during normal working hours (6:00am –

6:00pm), Monday through Friday excluding federal holidays. Projects categorized as nonstandard work typically take place outside of the normal working hours, or in a secure area where the contractor must be escorted. The nonstandard coefficient may be utilized to account for loss of productivity while working in secure areas, working on weekends, and working during nonstandard hours only.

The minimal design fees are broken out into the following labor categories. The offeror shall provide the hourly rate for the following labor categories:

• Project Manager: $

• Senior Civil Engineer: $

• Senior Architect: $

• Architect: $

• Junior Architect: $

• Structural Engineer: $

• Senior Mechanical Engineer: $

• Mechanical Engineer: $

• Senior Electrical Engineer: $

• Electrical Engineer: $

• IT/Communications Engineer: $

L.5.1 Pricing Schedule Offerors shall complete the Pricing Schedule located in Section B of the solicitation by inserting its proposed standard and nonstandard coefficient rates and minimal design fees for each Contract Line-Item Number (CLIN), including all option periods.

L.5.2 Offerors shall fully explain the basis for development of its coefficients and design fees.

Unreasonably high or unrealistically low coefficient rates or minimum design fees, initially or subsequently, may be grounds for eliminating a proposal from competition either on the basis that the offeror does not understand the requirements, or the coefficient amount represent an unacceptable risk to the Government.