Attachment_2_-_Revised_Proposal_Submission_Instructions.pdf

SP3300-14-R-0002

Amendment 0003 –

Attachment 2, Proposal Preparation Requirements

DLA INFORMATION OPERATIONS AT NEW CUMBERLAND, PA

LOCATED AT CORPUS CHRISTI, TX

IT SUPPORT SERVICES

PROPOSAL PREPARATION REQUIREMENTS

Organization/Number of Copies/Page Limits: The offeror shall prepare the proposal as set forth in the Proposal Organization Table below. The titles and contents and number of copies required for each volume are defined in this table. Proposals shall be submitted in three (3) separate volumes in the following format:

VOLUME TITLE

ELECTRONIC

COPIES

PAGE

LIMITATION

I Technical Proposal 1 No Page

Limitation

Part 1: Introduction

Part 2: Technical Capability (Factor 1) Section 1: Technical Approach (Subfactor (a))

Section 2: Phase-In Plan (Subfactor (b))

Section 3: 508 Compliance Requirements ( Subfactor (c))

Part 3: Management Capability (Factor 2)

Section 1: Management Plan (Subfactor (a))

Section 2: Staffing Plan (Subfactor (b))

Part 4: Quality Control Plan (Factor 3)

II Past Performance Proposal (Factor 4) 1 No Page

Limitation

III Price Proposal 1 N/A

Page Limitations: There are no page limitations for the proposal volumes.

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 the minimum of cross-referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

Indexing: Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

Glossary of Abbreviations and Acronyms: Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation of each.

Page Size and Format: The offeror’s proposal shall be typed on standard 8.5 x 11 inch paper.

Except for the reproduced sections of the solicitation document and chart labels, the text size shall be no less than 10 point font. Use at least 1-inch margins on the top and bottom and ¾ inch side margins. Pages shall be numbered sequentially by volume. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout implementation schedules, plans, etc.

Labeling: Each volume of the proposal shall be separate and clearly marked as to the volume number, title, solicitation identification and the offeror’s name. Offerors are advised that the proposal is “For Official Use Only” and are considered “Source Selection Information” – See FAR

2.101 & 3.104. Please include the following statement as a header or footer on all documents:

“Source Selection Information” – See FAR 2.101 & 3.104.

Table of Contents: A table of contents for each volume is required.

VOLUME I – TECHNICAL PROPOSAL

The technical proposal should be written so that information technology oriented personnel can make a thorough evaluation and arrive at a sound determination as to whether the proposal meets the requirements of this solicitation. To this end, the technical proposal shall be specific, detailed and complete as to clearly and fully demonstrate that the prospective contractor has a thorough understanding of the technical requirements contained in the Performance Work Statement (PWS).

Statements such as “the Offeror understands”, “will comply with the statement of work”, “standard procedures will be employed”, “well known techniques will be used”, and general paraphrasing of the PWS are considered inadequate. The technical proposal must provide details concerning what the contractor will do and how it will be done. This includes a full explanation of the techniques, disciplines, and procedures proposed to be followed.

The technical proposal shall not contain any reference to price; however, information concerning labor allocation and categories, labor hours, consultants, travel, materials, equipment, and other information of interest to technical reviewers shall be contained in the technical proposal in sufficient detail so that the Offeror’s understanding of the scope of the work may be adequately evaluated.

The technical proposal shall be page numbered, contain a table of contents, be organized in the following sections, and address in detail the following:

PART 1: INTRODUCTION

This section shall provide any necessary background information and an overview of the proposal which the Offeror believes will assist in the understanding and accurate evaluation of the proposal.

PART 2: TECHNICAL CAPABILITY

The Offeror shall provide a detailed description of their technical capability in sufficient detail to evidence the Offeror’s understanding of the PWS:

SECTION 1: TECHNICAL APPROACH

The Offeror shall submit a detailed description of their technical approach to perform each task in the PWS. The Offeror’s technical approach must demonstrate an understanding of the requirements in the PWS and the ability to perform all performance tasks and objectives listed in the PWS while maintaining quality and timeliness. This cannot be a mere summary of the requirements stated in the PWS, but rather the Offeror’s detailed approach to performing the requirements that clearly demonstrates his understanding of that work. The approach shall also address as a minimum the Offeror’s:

Knowledge of the content of the work in terms of constituent activities, their inputs and outputs, and their interrelationships and interdependencies.

Recognition of the appropriate sequence and realistic duration of the work activities.

Familiarity with difficulties and uncertainties associated with the work.

Discussion of potential problems, such as increasing utilization and present strategies dealing with them.

SECTION 2: PHASE-IN PLAN

The Offeror shall provide a detailed phase-in plan, which discusses the Offeror’s scheduling, phasing in all functional activities, and milestone dates for implementation. The phase-in period shall have a duration of no more than one (1) month.

SECTION 3: 508 COMPLIANCE REQUIREMENTS

The Offeror shall provide a detailed narrative regarding the process by which the Offeror will address the 508 Compliance Product Requirements identified in the PWS Section 6.6 and attached GPAT DDCT IT Support Services.

PART 3: MANAGEMENT CAPABILITY

The Offeror shall provide a detailed description of their management approach in sufficient detail to evidence the Offeror’s understanding of the PWS:

SECTION 1: MANAGEMENT PLAN

The Offeror shall describe their overall management methodology and how that methodology will translate into successful contract performance. The Offeror shall provide a detailed description of the responsibilities and authorities for operation management of this contract. The Offeror shall include such elements as lines of communication. The discussion shall address the processes for resolving priority conflicts of resources and tasks identified in the PWS.

Additionally, the Offeror shall discuss the following:

The interrelationships of the technical on-site team and the business management. All interfaces with the Government must be clearly delineated.

The organizational structure, policies, procedures, and techniques for efficiently managing the work.

The organizational layout for this contract. The Offeror shall provide an organizational chart specific to this effort, identifying all skill set positions by title. The organizational chart shall also identify the labor categories and the number of productive labor hours proposed per labor category.

SECTION 2: STAFFING PLAN

The Offeror shall list, in matrix format, all key and non-key personnel proposed for assignment as discussed in Personnel Qualifications and Certifications section of the PWS, the labor category that they represent, their years of experience, degree/education, and their personnel qualifications and experience. In addition, the offeror shall submit the following information for key and non-key personnel:

Key Personnel: The offeror shall identify proposed individual(s) for each labor position and indicate the tasks for which the person is proposed. Resumes shall be submitted for all key personnel to be assigned to the proposed contract. Resumes shall be marked as Personally Identifiable Information (PII) in accordance with the Privacy Act requirements. Resumes shall include the relevant qualifications, background, experience, and accomplishments for all key personnel in sufficient detail to demonstrate the capability of such personnel to meet the requirements of the PWS. The work history of each key person should contain experience directly related to the tasks and functions he/she is intended to perform under the proposed contract. Resumes shall also include the labor category, for which the individual is being proposed, citizenship, level of security clearance, education (degrees and date of graduation, other schools and certificates, and training certifications). The offeror shall provide copies of all required certifications for Key Personnel and proof that the certifications are current, if it is not clearly indicated on the certificate. Additionally, many of the certifications have a continuing education requirement. The offering contractor shall provide proof that their proposed employees meet the continuing education requirements for the provided certifications.

Offerors shall indicate limitations on the availability of proposed personnel, if any. If the individual is not currently employed by the offeror, explain the rationale for proposing that person. If a key person is not currently employed by the offeror or subcontractor, a letter of intent signed by the proposed personnel, contingent upon award of the contract, shall be included with that individual’s resume. Resumes shall be provided for all proposed subcontractor personnel and consultants, and the rationale for their use.

NOTE: If subcontractors are to be used, resumes of the key personnel shall be included in this section with the present company affiliation clearly identified. All of the requirements of this section shall apply to the use of subcontractor personnel, as well as the prime contractor’s personnel.

Non-Key Personnel: The Government has established certain minimum requirements for personnel which are considered essential for contract performance. These minimums are specified in the Personnel Qualifications and Certifications section of the PWS. The offeror shall provide a listing of non-key personnel and the labor category for which they are proposed. The individuals proposed must meet the qualifications specified for the labor category they are proposed for in accordance with the Personnel Qualifications and Certifications section of the PWS and the offeror shall certify to this fact. The offeror shall provide copies of all required certifications for Non-Key Personnel and proof that the certifications are current, if it is not clearly indicated on the certificate. Additionally, many of the certifications have a continuing education requirement. The offering contractor shall provide proof that their proposed employees meet the continuing education requirements for the provided certifications.

PART 4: QUALITY CONTROL PLAN

The Offeror shall provide an initial Quality Control Plan (QCP) in accordance with the PWS with their proposal. The QCP shall include an approach to maintaining acceptable quality standards throughout contract performance, and should address the methods for meeting the performance standards, customer requirements, and complying with applicable regulations. The plan shall provide the quality control methodology, processes, techniques, and tools that will result in meeting or exceeding the performance requirements for quality and timeliness.

The QCP should not be a reiteration of the Government’s Quality Assurance Surveillance Plan (QASP), which is the Government’s method for monitoring the quality of the Contractor’s performance; instead, the QCP should be the Offeror’s approach to ensure that the Acceptable Performance Levels are met and that quality is maintained throughout contract performance.

VOLUME II – PAST PERFORMANCE

The Offeror shall describe their background, knowledge and experience related to Information Technology Support Services. Of particular emphasis is performance that was executed in accordance with the same or similar scope and magnitude that is described in the PWS. Past performance information is used in determining the level of confidence the Government has for successful performance based upon the Offeror’s actions under previously awarded, relevant contracts.

The Government shall only consider relevant past performance data. To be considered relevant, the Offeror must demonstrate past execution of similar contracts in terms of scope, complexity, technology, magnitude of effort, and schedule. The Offeror must demonstrate through past performance an ability to perform the work described in the solicitation. This is done by demonstrating that they have successfully executed at least three (3) contracts of similar scope and magnitude within the past five (5) years. Offerors shall provide a detailed explanation of the relevance of the contracts or efforts to the requirements as defined in the PWS. If subcontractor experience is provided as part of the three (3) most relevant contracts, it will be given weight relative to the percentage of effort being provided by that particular subcontractor in the offer submitted. The references will be evaluated in the aggregate in order to allow Offerors who may not have the entire scope, magnitude, and complexity of the requirement under one individual contract to still be considered relevant if experience with the full scope, magnitude, and complexity of the requirement can be demonstrated within the allotted number of references as described above.

If an Offeror or its subcontractor determines they have no past performance data, they shall provide the following statement in lieu of the information requested below: “(Insert Offeror or subcontractor’s name) has determined that they possess no past performance information in accordance with the RFP.”

To be compliant with this factor offerors shall provide the following information for both the Offeror and proposed subcontractors.

(1) An index of previous contract data for the Offeror. The index shall contain three (3) or more PRIME contracts and SUBCONTRACTS that the Offeror is currently performing or has completed during the last five (5) years. The index shall include:

- Contractor Name

- Name of the customer/agency

- Contract/Purchase Order Number

- Customer points of contact (minimum of two, provide name, telephone number, fax number, and e-mail addresses)

- Length of contract

- Period of performance (dates)

- Initial Contract Price

- Final Contract Price or price as of the last modification

- Description of product/service provided (include sufficient detail to demonstrate the scope and complexity of the product/service provided)

- Discussion of the similarities and differences of experience (include sufficient detail to demonstrate similarities/dissimilarities to the requirements of this solicitation)

- Facilities in which the product/service was performed

- Quality of Past Performance; to include a discussion of actual performance under each contract listed, including problems encountered; how they were resolved; the timeliness of deliverables required; how costs were controlled; business relationships;

management of personnel, and any other areas deemed necessary to provide insight into actual performance issues

(2) A narrative synopsis that shall describe the specific nature of the work, similarities with the proposed work and the relevant experience gained. The narrative portion shall also indicate any occurrence of cost growth and/or schedule delays encountered. The appearance of cost growths and/or schedule delays on past contracts must be explained.

(3) An index of Previous Contract Data for all subcontractors containing the information listed in

(1) above as it relates to PRIME and SUBCONTRACTS that the subcontractor is currently performing or has completed during the last five (5) years.

(4) Completion of the Past Performance Questionnaire attached to this solicitation. Offerors and all subcontractors shall send this questionnaire to previous customers of prime and subcontracts. All questionnaires shall be submitted to the Government by the proposal due date and time identified in the solicitation. All previous contracts the Offeror utilizes for Questionnaire information must be contained in the Previous Contract Data index for the Offeror/subcontractor. The Offeror/subcontractor shall complete the Previous Contract Data index prior to submitting the questionnaire to the customer. The Offeror/subcontractor shall ask the customer to complete the questionnaire and return it directly to the Contract Specialist identified in the solicitation.

Government evaluation members may contact the named individuals to clarify, obtain additional information, or conduct a telephone survey of past performance. As such, the Offeror/subcontractor shall provide a list of all Questionnaires submitted that provides the following information:

- Name of the customer/agency

- Date submitted to customer/agency

- Contract/Purchase Order Number

- Customer points of contact (minimum of two, provide name, telephone number, fax number, and e-mail addresses)

- Whether the Offeror/subcontractor was a Prime or Subcontractor

(5) Offerors and their subcontractors may describe any quality awards or certifications that indicate technical excellence in the service requested. Examples of such awards or certifications include, the Malcolm Aldridge Quality Award, other Government quality awards, and private sector awards or certifications (e.g., the automobile industries QS 9000, Semitic’s SSQA, or ANS/EIA-599).

Indicate what segment of the company (division or entire company) received the award or certification and the date. If the award or certification is over three years old, present evidence the qualifications still apply.

The Government may utilize the Federal Past Performance Information Retrieval System (PPIRS), the Contractor Performance Assessment Reporting System (CPARS), responses received from the Performance Risk Assessment Questionnaire, data submitted by the Offeror, and any other information available to determine the quality and relevance of the Offeror’s past performance.

VOLUME III – PRICE PROPOSAL

Firm Fixed Price Proposal shall be submitted for the period of performance in accordance with the attached CLIN structure.

The offeror shall provide other than certified cost and pricing data as follows:

Labor categories proposed Unburdened and burdened labor rates Number of productive hours proposed per resource

Completed CLIN price information in the Schedule of Supplies/Services. *Offerors must use the CLINs in the Schedule of Supplies/Services. It is not permissible for offerors to use offeror created CLINs.*

The offeror shall provide the total price for all CLINS and the total inclusive of all CLINs.

Communications: The Government reserves the right to evaluate proposals and may seek to make an award without asking for revised proposals or entering substantive discussions. Accordingly, contractors are encouraged to provide their most realistic and competitive terms with their initial proposals. If the Contracting Officer does determine it is in the Government’s best interest to conduct communications with offerors, and a contractor is given an opportunity to correct any deficiencies in a proposal, and after correction the proposal is still determined to be unacceptable, such determinations will be cause for rejection of the proposal. No offeror will be given an unlimited amount of opportunities for correction of a proposal. The Government reserves the right to make a final determination whether a proposal is acceptable or unacceptable solely on the basis of the information submitted and proceed without requesting additional information.