Attachment_1_-_Notices_and_Quotation_Instructions_7.18.17.pdf

UNCLASSIFIED//FOR OFFICIAL USE ONLY

Attachment 1 – Notices and Quotation Instructions

RFQ – SFSIAQ17Q4035

OR

Notices and Quotation Instructions

FAR 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (Jul 2016)

FAR 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE (Jul

2016)

FAR 52.216-1 TYPE OF CONTRACT. (APR 1984)

The government contemplates issuance of a single Blanket Purchase Agreement (BPA) resulting from this solicitation.

(End of provision)

FAR 52.217-5 EVALUATION OF OPTIONS. (JULY 1990)

FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer shall make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

http://acquisition.gov http://farsite.hill.af.mil/vfdosara.htm

DOSAR 652.206-70 ADVOCATE FOR COMPETITION/OMBUDSMAN (FEB 2015)

QUESTIONS REGARDING SOLICIATION

(a) Prospective offerors should submit any questions regarding this solicitation in writing to the

Contracting Officer via email at simonem@state.gov. Questions should be received by September 1, 2017 no later than 4:30 p.m. Eastern Time to ensure a timely response. Questions received after that date shall not be answered prior to the date established for the receipt of quotations.

Each question should clearly specify the solicitation area to which it refers. Answers will be made available to the public as soon as practicable. The government will not identify prospective offerors submitting questions. Offerors must check the FedBizOpps periodically to ascertain the status of answers to questions as hard copies will not be distributed.

http://acquisition.gov/ http://farsite.hill.af.mil/vfdosara.htm simonem@state.gov

(b) The DOS does not plan to hold a pre-proposal conference for prospective offerors. If, after a review of questions submitted by offerors, the DOS believes a pre-proposal conference is necessary, one shall be scheduled and all prospective offerors shall be advised.

Additional Instructions

1. QUOTATION PREPARATION INSTRUCTIONS

(a) Offeror.

The term "offeror," as used in this section refers to the single entity submitting the quotation. The offeror may be a single corporation or a "contractor team arrangement" as defined in FAR 9.601, for example, a limited liability company, limited liability partnership, joint venture, or similar entity or arrangement. The offeror may be an existing or newly-formed business entity for the purposes of competing for any work resulting from this solicitation. If the offeror is a newly formed entity, it must be legally established on or before the date for submission of quotations.

(b) Submission of Electronic Quotations.

The term “quotation” is synonymous with “proposal” for the purpose of these instructions.

Receipt of electronic quotations shall only be accepted via Contracting Officer’s email address at:

simonem@state.gov and must be received on September 15, 2017 by 5:00 p.m. Eastern Time. See FAR

15.208 "Submission, modification, revision, and withdrawal of proposals." for treatment of late proposals. Offerors must submit its quotation in accordance with the Quotation Preparation Instruction contained herein.

Files documents are to be submitted as Adobe PDF in response to the solicitation shall be identified as follows:

Files submitted in response to the solicitation shall be identified as follows:

Volume I - SFSIAQ17Q4035 quotation

Volume II - SFSIAQ17Q4035 technical information

Volume III - SFSIAQ17Q4035 pricing

Quotations are to include the following information:

*Name of company.

*Company point of contact name, a telephone number and an email address.

*Dun and Bradstreet Number.

Quotations sent by U.S. Mail or any other means not listed above will not be accepted.

mailto:simonem@state.gov

(c) Offerors must complete the following blocks on the Standard Form 1449:

* Block 17A: Place a duly appointed individual’s name, address, telephone number including area code, and DUNS number in this block.

* Block 30A: Place the duly appointed individual’s signature in this block.

* Block 30B: Place the duly appointed individual’s name is this block.

* Block 30C: Place the date of the signature in this block.

(d) Solicitation instructions and quotation information.

(1) Quotations are expected to conform to all solicitation requirements and the instructions contained in this section. The government will evaluate quotations on the basis of the information provided in the quote. The government will not assume that an offeror possesses any capability unless set forth in the quotation.

(2) These instructions are not evaluation factors. However, failure to provide the requested information may make an offeror ineligible for award or adversely affect the government's evaluation of an offeror's quotation. In addition, a quote may be eliminated from further consideration before the initial rating if the quote is so grossly and obviously deficient as to be totally unacceptable on its face. For example, a quotation may be deemed unacceptable if it does not represent a reasonable initial effort to address the essential requirements of the solicitation, or if it clearly demonstrates that the offeror does not understand the requirements of the solicitation.

(e) Quotation volumes and page limitations.

The overall quotation shall consist of separate volumes, organized and individually entitled as stated below, with the following page limitations:

(i) Volume I, Offer and Other Documents - No page limit.

(ii) Volume II, Technical Quotation. Page limit is 35 pages.

(iii) Volume III Pricing Quotation - No page limit.

*Individual volume file size shall not exceed 5 MB.

(f) Quotation specifications.

(1) Table of contents. Each volume shall contain a table of contents and a glossary of abbreviations and acronyms. The table of contents in each volume shall identify the section, subsection, paragraph titles, and page numbers, as well as all spreadsheets, charts, tables, figures, diagrams, design drawings, and graphs.

(2) Page size. Page size shall be 8½ x 11 inches for text pages, excluding foldouts. Page size for foldouts shall not exceed 11 x 17 inches; foldouts may be used for large tables, charts, graphs, diagrams, design drawings, or other schematics. Foldout pages shall fold entirely within the volume in which it appears.

(3) Print type. Text shall be 12 point or larger, double-spaced, using Times New Roman font type.

Headers and footers, spreadsheets, charts, tables, diagrams or design drawings, and graphs must be 10 point or larger using Times New Roman font type.

(4) Page margins. Page margins for text pages and foldouts shall be a minimum of one inch at the top, bottom, and each side. Each page shall, within the one inch top or bottom margins, set forth the solicitation number; and name of the offeror.

(5) Page numbering. All pages shall be sequentially numbered by volume.

(6) This solicitation is considered complete and adequately describes the government's requirements. If an offeror believes that there is an error in the solicitation, or an omission, the offeror shall submit a question to the Contracting Officer via email.

(g) False Statements. Quotations must set forth full, accurate, and complete information as required by this solicitation (including attachments). The penalty for making false statements in quotations is prescribed in 18 U.S.C. 1001.

(h) Examination of data. By submission of a quotation, the offeror grants to the Contracting Officer, or an authorized representative of the Contracting Officer, the right to examine, for purposes of verifying the data submitted, those books, records, documents, and other supporting data (regardless of form) which shall permit an adequate evaluation of the quotation. This right may be exercised in connection with any reviews deemed necessary by the Contracting Officer prior to award.

(i) This requirement will be conducted in accordance with FAR 13 Simplified Acquisition Procedures. As such, debriefing as described in FAR 15.506 is NOT applicable in this instance. Offerors are put on notice that only a brief explanation of the basis for the award decision shall be provided as prescribed by FAR

13.106-3(d), and only if requested in writing.

2. QUOTE PREPARATION INSTRUCTIONS: VOLUME I—QUOTE AND OTHER

DOCUMENTS

I. General: Volume I, Quote and Other Documents consists of the actual offer to enter into a BPA to perform the desired work.

II. Format and Content - Volume I, Offer and Other Documents includes the following information:

a. The proposal form

i. Use of the form. The Standard Form 1449 shall be fully executed by an authorized representative of the offeror. This form shall be used as the cover sheet of Volume I, Quote and Other Documents. Offerors shall complete the following blocks on the SF1449: 12, 17 and 30.

ii. Acceptance Period

iii. The offeror must identify any exceptions, deviations or conditional assumptions to the terms and conditions of the RFQ. The offeror is hereby advised that any exceptions, deviations or conditional assumptions may render the offeror’s quote ineligible for an award.

iv. Offeror shall provide a statement indicating whether or not it anticipates organizational or individual conflicts of interest in performance of the work.

3. QUOTE PREPARATION INSTRUCTIONS: VOLUME II—TECHNICAL INFORMATION

Note: No pricing information should appear in this section. Instead all pricing data should only appear in Volume III.

Note: An offeror must not simply state that it is willing to perform the Statement of Work (SOW) requirements. Offerors must show they are capable of performing the work described in the SOW.

(a) General

I. Technical information shall consist of the technical quotation and a discussion of the offeror’s depth and relevant experience in relation to the SOW. Volume II shall not exceed thirty-five

(35) one-sided pages excluding the Key Personnel Resume. The offeror shall propose based on the SOW (Attachment A) and quotation criteria described below.

II. Technical proposal consists of the offeror’s Technical Approach; Key Personnel; Past

Performance; and Oral Presentation.

III. The government intends to evaluate quotations and issue a BPA after utilizing a down select process by conducting oral presentations with offerors whose quotations have been determined to be within the down select range. The Contracting Officer will establish the down select range and may limit the range for purposes of efficiency. The government reserves the right to make an award without utilizing the down select process if the

Contracting Officer determines that the down select process is not in the government's best interest. Therefore, the offeror's initial proposal shall contain the Offeror's best terms from a price and technical standpoint. Travel costs for attending an oral presentation will not be reimbursed.

IV. In order that your technical proposal may be evaluated strictly on the merit of the material submitted, no contractual cost information is to be included in your technical proposal.

(b) Format and Content:

Volume II, Technical proposal, shall include the following components:

(1) Table of Contents. A suitable table of contents shall be provided for ready reference.

No materials shall be incorporated by reference which is not included in the technical proposal. Each proposal part should stand alone.

(2) Exceptions and Deviations. This component shall identify any exceptions or deviations taken, or conditional assumptions made, with respect to the technical requirements of the solicitation.

Any exceptions taken must contain sufficient justification to permit evaluation. All benefits to the government shall be explained for each exception taken. Such exceptions will not, of themselves, automatically cause a quotation to be termed unacceptable. However, a large number of exceptions or one or more significant exceptions not providing benefit to the government may result in rejection of the quotation(s) as unacceptable.

(c) Specific areas to be addressed:

CRITERION 1 – Technical Approach

CRITERION 2 – Key Personnel

CRITERION 3 – Past Performance

If the government decides to conduct the down select process, the specific areas will include Oral

Presentations.

(d) Specific areas to be addressed by offeror.

Criterion 1: Technical Approach

The offeror will demonstrate its ability to successfully perform work described in the SOW, specifically Section 3.3 Contractor Description of Services.

Criterion 2: Key Personnel

The personnel capabilities of the key personnel proposed by offerors must, at minimum, meet the qualifications identified in Attachment B Position Descriptions and to the extent to which the proposed personnel ability to provide the work required in the SOW. Capabilities must be demonstrated in terms of quality of educational background, work experience, and professional development to perform under this BPA.

Resumes must be submitted for proposed key personnel. Offerors must use Attachment 3 Resume

Format. Each key personnel resume is limited to 5 pages, which does not contribute to the maximum page limit for Volume II.

Letter of Commitment: The offeror will provide a signed Letter of Commitment in the format shown in

Attachment 5 from each proposed key personal. The Letter of Commitment must reflect the individual's unconditional agreement to accept the position for a minimum of one (1) year from the date a BPA performance begins if the offeror is awarded a BPA.

Criterion 3: Past Performance

Offerors will substantiate recent past performance in performing the required work and demonstrate how its past performance validates acceptable performance and customer satisfaction. Offerors will provide at least two (2) Past Performance Reference Information Forms, see Attachment 2, directly relating to the required effort and are of similar size (dollar value), scope (substantially similar services) and complexity (degree of difficulty). A minimum of one (1) reference will be for services performed as a prime contractor. The offeror will only cite past performance occurred within the past

36 months.

Criterion 4: Oral Presentations

The purpose of the oral presentation is to assess the offeror’s knowledge of and capability to perform the requirements of the SOW. An offeror’s oral presentation is not part of its written proposal; may not include changes to its written proposal; and will not become part of any resulting BPA.

(a) Instructions, Format and Content

(1) The offeror will demonstrate its ability to deliver course instruction. The topic will be provided to offerors in the down select range.

(2) Cost/Price or Fee/Profit Information.

The presentation shall not include cost/price or fee/profit information.

(3) Communication During the Oral Presentation.

The offeror will be allowed to complete the oral presentation without interruption by the government, provided the offeror stays within the specified time limit. After completion of the offeror's oral presentation, an adjournment shall be held to allow the government time to develop clarification questions regarding any points addressed which were unclear. After reconvening all the parties involved, the Contracting Officer will direct all clarification questions to the offeror's designated leader. The offeror's designated leader will then respond to the clarification question, or appoint another representative to respond.

Any interchange between the offeror and the government will be for clarification purposes only, as defined in FAR Subpart 15.3. Perceived strengths, weaknesses, deficiencies, or any information which may be incorporated within the resultant contract will not be addressed by government personnel. Neither the oral presentation nor the clarification session will constitute discussions, as defined in FAR Part 15, nor will they obligate the government to conduct discussions or entertain any revisions to the offer.

(4) Government Attendance.

The participants may include the technical evaluators, the cognizant contract specialist and the Contracting Officer, who will chair the presentation and additional advisers as needed.

(5) Time Limit.

The oral presentation schedule is 45 minutes. The presentation will officially begin as determined by the Contracting Officer. There is no time limit on the clarification questions and answers.

(6) Schedule of Presentations.

The order in which offerors will make presentations will be determined by the Contracting Officer after evaluation of written proposals. The government will provide the offeror notification of the scheduled date of presentation at least 5 business days prior to presentation.

Offerors shall complete its presentations on the scheduled date and time. The government reserves the right to reschedule presentations, if it is determined necessary to resolve unanticipated problems or delays encountered in the presentation process.

(7) Offeror's Presentation Team.

The offeror shall provide the Contracting Officer with, at time of written proposal submission, a list identifying the presentation participants by name, title and firm represented. Offerors shall not exceed six (6) presenters and no more than two non-presenting company officials may be present during the presentations. The offeror’s Key Personnel proposed must be present and conduct the Oral Presentation. The absence of the Key Personnel at the Oral Presentation disqualifies the offeror of award.

(8) Presentation Material.

The offeror must submit its oral presentation to the Contracting Officer via email one full day prior to the presentation. Offerors will make their oral presentations in person. Submission of videotapes, other forms of media containing the presentation or any other documents for evaluation is not authorized and will not be accepted.

(9) Recording the Presentation.

The government reserves the right to record the presentation and to choose the method of recording oral presentations (i.e., audio, visual, transcription or otherwise).

(10) Equipment

The government will provide the equipment.

(11) Facility.

Presentations will be conducted at the Foreign Service Institute.

4. QUOTE PREPARATION INSTRUCTIONS: VOLUME III – PRICE QUOTE INSTRUCTIONS

Offerors will use the Standard Form 1449 pages 4 through 6 to submit a price quote. Only unit prices need to be provided.

Discounts. In an effort to receive the highest quality solution at the lowest possible price the government requests all available discounts on all services offered by the contractor for this requirement. The contractor is encouraged to offer discounts below contract rates. When offering discounts, quotes must clearly identify both the contract and the discount price for each discounted unit.

5. EVALUATION FACTORS

I. DOS will evaluate all quotes to determine the best value to the government. DOS will make that determination based on each contractor’s quote using the following evaluation factors: Technical

Approach; Key Personnel; Past Performance; Oral Presentations and Price.

II. Basis for Award

The government intends to select an offeror to issue a BPA that represents the best value to the government. In determining the best value to the government, the evaluation factors for the technical proposal, when combined, are significantly more important than the evaluated price.

Technical Approach and Key Personnel are equal in importance; Technical Approach and Key

Personnel are more important than Past Performance. If oral presentations are conducted, importance changes as follows. Oral Presentation is more important than Technical Approach, Key Personnel, and Past Performance. Technical Approach and Key Personnel are equally important. Technical Approach and Key Personnel are more important than Past Performance.

The government is more concerned with obtaining a superior technical proposal than making award at the lowest evaluated price. However, the government shall not make an award at a price premium it considers disproportionate to the benefits associated with the evaluated superiority of one offeror's technical proposal over another.

The government will assess what the strengths and weaknesses among competing technical proposals to indicate from the standpoint of: (1) what the difference might mean in terms of anticipated performance, and (2) what the evaluated price to the government would be to take advantage of the difference. The more similar in merit that offerors' technical quotations are evaluated to be, the more likely the evaluated price may be the determining factor in selection for

BPA.

III. Technical Quotation\Criterion 1: Technical Approach Evaluation

The government will evaluate the offeror’s technical approach to accomplishing the work described in the SOW. The government will evaluate the offeror’s understanding of the required support described in the SOW. Evaluation shall include how well the offeror demonstrates understanding of the depth and complexity of the work to be performed and the preparation involved for required work.

IV. Technical Quotation \Criterion 2: Key Personnel Evaluation

The personnel capabilities of the key personnel proposed by the offeror shall be evaluated based on the extent to which they meet the qualifications identified in the SOW and to the extent to which the offeror demonstrates proposed personnel ability to provide the work required in the

SOW.

Offerors that do not provide a Letter of Commitment for each key personnel may result in a lower rating.

V. Technical Quotation \Criterion 3: Past Performance Evaluation

The offeror’s past performance contracts shall be evaluated based upon the degree of relevance to the SOW on the basis of project similarity in size, complexity, technical difficulty, contract type and period of performance. If the offeror or other performing entities do not have a record of relevant past performance or if information is not available, the offeror will be evaluated as neutral.

Note: The government may review past performance information beyond the information provided by the offeror.

VI. Technical Quotation \Criterion 4: Oral Presentations

The offeror’s oral presentation will be evaluated based on the offeror’s knowledge of and capability to perform the requirements of the SOW.

VII. Price Quotation Evaluation

Total price will be evaluated to determine fair and reasonable proposed pricing. Price will be evaluated separate from all non-price elements of the quote. A rating will not be assigned to the evaluation of price.