Solicitation Section L.pdf

Solicitation Section L

Instructions, Conditions, and Notices to Offeror's

L.1. GENERAL INFORMATIONS

L.1.1. Introduction. To ensure timely and equitable evaluation of proposals, Offerors must follow the instructions contained herein. This Section L of the Request of Proposal (RFP) provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. Offeror’s proposal must include all data and information requested in section L and must be submitted in accordance with these instructions. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or sub-factors. Failure to meet a requirement may result in an offer being ineligible for award. In order to be determined responsive an Offeror must submit all documentation, complying with the instructions provided in this section

L, to include the following:

1. Acknowledgement of compliance with all solicitation terms and conditions.

2. Acknowledgement of all solicitation amendments

In addition to the requirements outlined above required to determine responsiveness of prospective

Offerors, the proposal shall consist of five separate volumes:

Volume Name

I Preface &

Completed RFP

II Price

III Qualification Certifications

IV Technical

V Past Performance

L.1.2. Proposal content/verbiage. Proposals must demonstrate a comprehensive understanding of the nature and scope of work required. The Government will not search for data to cure problems or address inconsistencies in proposals. Statements such as "will comply," "noted and understood,"

"in accordance with industry best practices/standards," etc. without supporting narrative, are not acceptable. Cursory responses or responses that merely reiterate or paraphrase solicitation or technical specification’s language will not be considered to satisfy the requirements of the RFP.

L.1.3. Government Point of Contact. The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns to the CO and the Alternate POC listed below. The deadline for all questions, concerns, and/or requests for clarification is 15 calendar days prior the proposal due date. The Government will not respond to submissions past the deadline. Contact information is as follows:

Contracting Officer (CO) Alternate POC (Contract Specialist)

Bryan E. Amsel Giorgia Scarlata

Local Phone: +39-0434-305806 Local Phone: +39-0434-308043

E-mail: bryan.amsel.1@us.af.mil E-mail: giorgia.scarlata.it@us.af.mil

L.1.4. Debriefings. The CO will promptly notify Offerors of any decision to exclude them from the competitive range if a competitive range is established; whereupon, the Offeror may request and receive a debriefing in accordance with (IAW) FAR (Federal Acquisition Regulation) 15.505 or FAR 15.506. Offerors excluded from the competitive range may request a pre-award debriefing or post-award debriefing provided that Offerors excluded from the competitive range are entitled to a single debriefing. The CO will notify unsuccessful Offerors in the competitive range of the source selection decision IAW FAR 15.506. Upon such notification, unsuccessful Offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request IAW the requirements of FAR 15.505 or

15.506, as applicable.

L.1.5. Conflicting proposals. Proposals must be submitted in electronic format only as specified in paragraph L-2 below. In case of a conflict between the electronic original and redacted proposal copies, the electronic original version will take precedence. Proposals missing either of the electronic original or redacted copy files will not be considered for award.

L.1.6. SAM registration. Offerors are required to be registered in SAM at the time an offer is submitted in order to comply with the annual representations and certifications requirements, in accordance with FAR 4.1102.

L.2. GENERAL INSTRUCTIONS

L.2.1. Proposals delivery. Proposals, modifications, revisions and withdrawals of offers must be completed and received by the Issuing Office, prior to the time specified in Block 13 of the SF

1442 in accordance with FAR 52.212-1 (b).

The proposal (electronic on CD/DVD) shall be clearly identified and addressed to the CO and be submitted via commercial carriers or hand-delivered. Proposals submitted by e-mail or regular mail (other than commercial carriers) WILL NOT be accepted. Proposals can be delivered via hand-delivery to the following address:

31st CONS PKC

ATTN: Mr. Bryan E. Amsel

VIA PORDENONE 89/B, AREA “E” EDIFICIO 600 - BASE AEREA DI AVIANO

33081 - AVIANO (PN), ITALY

Note: Access to Base Facilities – 31st Contracting Squadron is located on an Air Force installation and all access to the installation is controlled by the Air Force. An escort may be required, and access will not be granted based solely on the need to submit a proposal (Offerors who have no visitor pass are encouraged to notify the CO prior to hand-delivery for arranging a meeting time at mailto:bryan.amsel.1@us.af.mil mailto:giorgia.scarlata.it@us.af.mil the gate.). Furthermore, the Air Force may conduct military exercises at random which may require the closure of the entrance gate and the utilization of an alternate base entry. Any delay based on access will not be accepted as a reason for late receipt of the proposal by the Government.

Late proposals will be processed IAW FAR 52.212-1 (f).

L.2.2. Proposal Organization / Page Limitations

The proposal shall consist of five (5) separate volumes as set forth in the Table 2.2, Proposal

Organization Chart, below. Volume titles, submittal formats, quantities, and page limits shall comply with Table 2.2. The specific contents of each proposal volume are described in the paragraphs below:

Table L.2.2: Proposal Organization Chart

Vol Volume Title Font & Size Page

Limit Number of copies

I

Preface, Completed

RFP

Times New Roman, size 12

N/A

N/A, Signature

Pages only

1 electronic original, 1 redacted electronic copy

II Price Service Pricing Excel

Sheet, properly filled 25 pages

1 electronic original, 1 redacted electronic copy

III

Qualification certifications

Times New Roman, size 12 75 pages

1 electronic original, 1 redacted electronic copy

IV Technical Times New Roman, size 12 35 pages

1 electronic original, 1 redacted electronic copy

V Past

Performance

Times New Roman, size 12 20 pages

1 electronic original, 1 redacted electronic copy

* Offeror shall submit all volumes in electronic format, using CD/DVDs. Separate CD/DVDs are not required for each volume but use a separate file for each volume to permit rapid location of all portions. The electronic proposal shall be delivered on a DVD/CD. If files are compressed, the necessary decompression utility must be included. The electronic copies of the proposal shall be submitted in a PDF format with readable/searchable text. Electronic copies may be submitted on the same disk if sufficient capacity is available. USBs and flash drives in general will not be accepted.

L.2.3 Redacted Copies. A redacted copy removes all direct references that can identify an Offeror by name or other easily recognizable characteristic. The redacted copy will be used during source selection procedures as detailed in Section M of the solicitation.

L.2.4. Page Limitation. Page limitations for each volume are listed in Table L.2.2 above, and shall be treated as maximums. Each page shall be counted except the following: front and back cover, executive summary, blank pages, title pages, transmittal letters, tabs, tables of contents, glossaries, and those parts of the proposal noted as unlimited. If the proposal volume exceeds the page limitation, the excess pages will not be read or considered in the evaluation of the proposal volume.

L.2.5. 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 (2) pages. Typing shall be in Times New Roman font size 12, single-spaced, on plain white paper.

Page size shall be A4 210X297 millimeters, not including foldouts, 20 millimeters margin all-around. Pages shall be numbered sequentially by volume. No material may be incorporated by reference. Each volume shall contain a table of contents. Elaborate formats, bindings or color presentations are not desired or required. Each page of each volume shall be numbered, except for the RFP.

L.2.6. Labeling. Volumes I through V shall be submitted as separate files. Each volume shall include a cover sheet that clearly identify the volume number, title, solicitation identification, and the Offeror’s name.

L.2.8. Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

L.2.9. Incurred Expenses. The Government is not responsible for any costs incurred or associated with preparation and submission of a proposal in response to this solicitation. NO

OFFEROR WILL BE COMPENSATED FOR SUBMITTING A PROPOSAL.

L.2.10 Language. All proposal documentation in response to this solicitation must be submitted in the English language to include summary translation of official and certified documents not originated in English (i.e. ISO Certifications, DURC, CHAMBER OF COMMERCE

CERTIFICATE etc.).

L.2.11 Currency. All prices in response to this solicitation shall be in Euro (€) currency. Offers not submitted in EURO currency will not be considered for award. The Contracting Officer has determined that submission of offers in U.S. currency is not required for this solicitation to be entered into and performed outside of the United States.

L.3. PROPOSAL PREPARATION INSTRUCTIONS

L.3.0.1. General

Proposals shall be submitted to the Government in 5 separate volumes as set forth in table 2.2 above.

L.3.1. Volume I – Preface and Completed RFP

L.3.1.1. Preface - Offerors shall provide a single-page letterhead document containing the following information:

1) Solicitation number and project title

2) Listing the name(s), title(s), telephone number(s), and e-mail address(s) of those individuals authorized to make decisions on behalf of the Offeror with respect to the proposal

3) Listing the name(s), title(s), telephone number(s), and e-mail address(s) of those individuals authorized to negotiate with the Government for this solicitation

4) Headquarter company/division street address

5) CAGE code

6) DUNS number

L.3.1.2. Completed RFP

L.3.1.2.1. This volume shall consist of the completed and signed SF1442, Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require

“fill in” information are appropriately completed, including the proposed prices associated with the contract line items in Section B of the RFP.

L.3.1.2.2. Complete blocks 14, 15, 16, 19 (only if amendments are issued) and 20A through 20C of the RFP Section A, SF1442. In doing so, the Offeror accedes to the contract terms and conditions as written in the RFP Sections A through K. These sections constitute the model contract.

L.3.1.2.3. Insert proposed unit and extended prices in Section B for each Contract Line Item

Number (CLIN). The extended amount must equal the early amount resulted from the Pricing

Breakdown excel sheet fill-in. Proposed amounts shall be limited to 2 digits after the decimal.

L.3.1.2.4. Offers shall be complete, accurate, and sufficiently detailed to demonstrate a clear understanding of the requirement, and be consistent with the Offeror’s technical proposal. The burden of proof for credibility of proposed pricing rests with the Offeror.

L.3.2. Volume II - Price

The Offeror shall provide a price breakdown in accordance with the Pricing Breakdown form(s) provided. Proposed amounts shall be in Euros € and limited to 2 digits after the decimal.

L.3.3. Volume III – Qualification Certifications

L.3.3.1. Subfactor 1 - Historical Chamber of commerce documentation: Submit historical chamber of commerce documentation proving the authority of the firm to operate in the specific business sector of the instant solicitation, showing the capital of the firm, names of partners/owners and their respective roles. This document must not be older than 120 days from the date of the proposal.

L.3.3.2. Subfactor 2 – Certifications, authorizations, licenses and permits:

- Current ISO 9001:2015 and ISO 14001 Certificates;

- Current Refuse Transportation Permits and authorization for all types of refuse to be picked-up and disposed;

- Licenses to perform the service in accordance with Host nation Legislation;

- Authorization to manage Hazardous Refuse as per current and future European Agreement concerning the International Carriage of Dangerous Goods by Road (ADR) regulations.

- Listing of authorized Disposal Sites intended to be used, along with copies of Authorization

Certification for such sites.

L.3.3.3. Subfactor 3 – Legal Standing: Submit documentation that satisfies Offeror capacity to comply with law requirements concerning payments and social insurance requirements: The acceptable documentation is represented by a copy of the “Documento Unico di Regolarita’

Contributiva (DURC)” for personnel (direct hire and/or self-employed/subcontractors). The document’s issuance date must not be older than 120 calendar days from the date of the offer.

L.3.4. Volume IV – Technical Volume

a) The purpose of the technical proposal is to provide the Government the ability to evaluate the technical proficiency of the Offeror to perform the requirements of this solicitation. To facilitate evaluation, the information contained in Volume IV shall be specific, detailed, and clearly demonstrate that the Offeror has a thorough understanding of the requirement for the accomplishment of this effort. All requirements specified in the solicitation are mandatory. By submitting a proposal, Offerors are representing that their firm will perform all the requirements specified in the solicitation.

b) Materials listed in the project's Technical Specifications (including attachments of the material data sheets) shall be used. The Offeror may propose alternative line items in accordance with FAR 52.204-22. Switching of materials will not be allowed after award, without mutual agreement of the awardee and the Government.

c) The Technical volume shall consist of two separate subfactors as listed below:

L.3.4.1. Subfactor 1 – Organizational Chart

Organizational chart shall describes/list at least:

L.3.4.1.1. The total number of personnel and identification of key positions responsible for services including, the Quality Control position;

L.3.4.1.2. English speaking personnel (fluent in speaking and writing) who are available within the Company Headquarters Monday through Friday from 08:00 to 17:00hrs and;

L.3.4.1.3. English speaking key personnel performing on-site operations.

L.3.4.2. Subfactor 2 - Management Plan

The Management Plan shall include the following:

L.3.4.2.1. A narrative description of how the Offeror intends to fulfill the requirements of the

Performance Work Statement. This submission must contain documentation of the vehicle fleet intended to be used for the execution of the contract requirements, of the Performance Work

Statement as well as a description of how the Offeror plans to employ these resources for contract execution.

L.3.4.2.2. A description of Quality control process plan which defines, at a minimum:

i. The contractors understanding of the Quality Control requirements of the PWS.

ii. the detailed methods to be used to assess and correct any substandard performance as outlined within the PWS and its attachments.

L.3.5. Volume V – Past Performance

General. Each Offeror shall submit a Past Performance Volume prepared IAW all instructions contained within this Section L. The Past Performance proposal volume will be evaluated IAW the evaluation criteria in Section M.3.4.

L.3.5.1. Format and Specific Content

Volume Organization. The Past Performance Volume shall be organized according to the following general outline:

1) Table of Contents

2) Summary Page

3) Past Performance Information (PPI)

Summary Page(s). Describe how the Offeror efficiently and effectively executed past performance projects IAW L.3.5 The Table of Contents and Summary Page (s) shall not exceed five (5) pages combined.

Past Performance Information (PPI). Submit accurate information on a minimum of three (3) similar projects successfully performed within the last three (3) years from the date of this solicitation where the Offeror was solely responsible for the entire yearly service performance that involved refuse collection of the same or similar wastes provided in the PWS and related recycling services valued at least €250,000.00.

A sample PPI is provided as an attachment in Section J.

The following may be provided as part of the PPI: Quality and satisfaction ratings, e.g. letters, metrics, customer surveys, independent surveys, etc., which demonstrate customer satisfaction with overall job performance and service quality for relevant contracts.

The Government will use information submitted by the Offeror and other sources such as other

Federal Government offices and commercial sources, to assess past performance. Ensure the Point of Contact (POC) provided in the PPI is available and knowledgeable of the performance provided under that contract.

Specific Content. The PPI for each contract shall include at minimum the following:

a) Contracting Agency/Customer

b) Contract Number or contract number and Task Order (TO) Number if applicable

c) Contract Type

d) Total contract Dollar/EURO value and total TO Dollar/EURO value if applicable

e) Date of Award

f) Period of Performance

g) Narratives addressing how performance of the subject contract is relevant to the requirements of this solicitation

h) Description of the role of the Offeror

i) Contracting Officer’s Name or Commercial Customer POC, Telephone Number, and e-mail address

The Offeror is required to identify and explain how the submitted PPI meet the requirements described at Section M.3.4 in this solicitation. This may include a discussion of steps taken by the

Offeror to resolve problems encountered on prior contracts, as well as past efforts to identify and manage program risks. NOTE: Merely encountering problems does not automatically result in a

“Limited” or “No Confidence” rating, since the problems encountered may have occurred on a more complex project, or an Offeror may have subsequently demonstrated the ability to successfully overcome the problems. The Offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified.