Attachment_3_Offer_Submission_Instructions.pdf

SP3300-15-R-0012

ATTACHMENT 3

FAR 52.212-1 INSTRUCTIONS TO OFFERORS

Addenda to FAR 52.212-1, Instructions to Offerors -- Commercial Items

Reference paragraph (c) under referenced provision FAR 52.212-1; this paragraph is tailored to read as follows:

(c) Period of acceptance of offers. The offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers.

The following paragraph under referenced provision 52.212-1 is hereby deleted:

(e) Multiple offers

(h) Multiple awards

Provisions incorporated by reference:

DFARS 252.209-7002 Disclosure of Ownership or Control by a Foreign Government (Jun

2010)

Provisions incorporated in full text:

FAR 52.233-2 Service of Protest (Sep 2006)

(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from Margaret K. Ross, Acquisition Operations, DLA Distribution, J Ave, Building 404, New Cumberland PA 17070

(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

(End of Provision)

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 will 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://www.dla.mil/j-3/j-336/icps.htm . (This page can also be reached by accessing the J-71 Web page at http://www.dla.mil/j-3/j-336/logisticspolicy/procurementlinks2.htm and selecting “Go to FAR/DFARS & Local Clauses.”

http://farsite.hill.af.mil/

(End of Provision)

Communications Between the Government and Offerors

1. Questions regarding this solicitation prior to proposal submission may occur for the purpose of clarifying elements of the solicitation.

a. Questions shall be submitted by electronic mail to the Contract Specialist, Michael Minto via email at Michael.Minto@dla.mil with the appropriate subject: SP3300-15-R-0012 Solicitation Question.

Question(s) must be received by 11:00AM Eastern local time on August 21, 2015. Questions received after this date and time will not receive a response. Answers to questions will be posted to the FEDBIZOPPS website via an amendment to the solicitation.

b. Offerors shall submit questions in an MS Word Table landscape format with the following column headings:

Question RFP Page RFP Para

Reference (if question relates to the RFP)

Name of Firm

POC Tel No.

Fax No.

e-mail

c. No information concerning this RFP or requests for clarification will be provided in response to offeror-initiated telephone calls. All such requests must be made by electronic mail in the format noted above and submitted to the above email address.

2. The hour and date for receipt of offers is 3:00 p.m. Eastern Local Time on

Friday, September 11, 2015. The Offeror shall submit one electronic copy of the entire proposal via electronic mail (e-mail) in accordance with the instructions below. Email file size limitations. Do not send emails more than 3MB in size. If multiple emails are used to submit proposals, the entire proposal (and all emails) must be received before the closing time to be timely.

http://www.dla.mil/j-3/j-336/icps.htm http://www.dla.mil/j-3/j-336/logisticspolicy/procurementlinks2.htm http://farsite.hill.af.mil/ mailto:Michael.Minto@dla.mil

Electronic version of proposal shall be submitted electronically to the contract specialist at Michael.Minto@DLA.mil.

3. Each proposal must be clearly marked with the Offeror’s Name and solicitation number and the following statement:

“FOR OFFICIAL USE ONLY -- SOURCE SELECTION INFORMATION - SEE FAR

2.101 AND FAR 3.104”

4. If an offeror has any questions regarding this solicitation or believes that the requirements in these instructions contain an error or omission, the offeror shall immediately notify the Contract Specialist, Michael Minto (Michael.Minto@dla.mil) in writing in the format provided in paragraph 1(b) above. If an offeror believes that the requirements in this instruction are otherwise unsound, the offeror shall immediately notify the PCO, Ms. Margaret K. Ross (margaret.ross@dla.mil), 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 discussions.

5. Submission of a proposal that does not contain all of the items requested in the

Instruction to Offerors may result in elimination from consideration for award.

PROPOSAL PREPARATION REQUIREMENTS

1. Organization/Number of Copies/Page Limits: The Offeror shall prepare the proposal in the English language 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 as four separate volumes as follows:

VOLUME TITLE ELECTRONIC

COPY (E-MAIL)

I Solicitation and Contract Award Documents 1

Section 1: Cover Letter and SF1449, Section 2: Signed Standard Form 30, Amendment of Solicitation/Modification of Contract for all amendments, if applicable

Section 3: Section B, Schedule of Supplies/Services, See Attachment 1

Section 4: Offeror’s Proposed Delivery Schedule per FAR 52.211-9 Desired and Required Time of Delivery (JUN 1997)

Section 5: Representations and Certifications

II Technical Proposal 1

III Past Performance Proposal 1

IV Attachment 2, Schedule of Supplies/Services, in EXCEL Format 1

Notes:

a. Unit prices SHALL be rounded to 2 decimal points only.

b. EXCEL spreadsheets contain formulas for calculating the total estimated price per CLIN, the total estimated price per year, and the total estimated price of the contract. Offeror is to complete the unit price column only for each CLIN for each contract year. These are highlighted yellow in Attachment 2. All other cells will calculate automatically and have been locked to avoid errant data entry.

c. Identification of manufacturer and model number for the batteries being proposed.

2. Page Limitations: There are no page limitations applicable to this RFP.

3. 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.

4. Indexing: Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. The detailed table of contents is not part of or included in the page limitation. Tab indexing shall be used to identify sections. Any cross-reference matrix table is not part of the page limitation.

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

6. Page Size and Format:

a. The Offeror’s proposal shall be prepared on standard 8.5 x 11 inch paper and submitted in three-ring binders. 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.

b. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall not exceed 11 X 17 inches in size. Foldout pages shall fold entirely within the volume, and may only be used for large tables, charts graphs, diagrams and schematics.

c. EVERY PROPOSAL PAGE MUST BE STAMPED WITH THE STATEMENT, “SOURCE SELECTION INFORMATION – SEE FAR 2.101 AND 3.104.”

7. Labeling: Each volume of the proposal shall be Provided as separate documents within your email submission. Offerors are advised to apply all appropriate markings including those prescribed in FAR 3.104-4, Disclosure, Protection and Marking of Contractor Bid or Proposal Information and Source Selection Information.

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

VOLUME I – SOLICTATION AND CONTRACT AWARD DOCUMENTS

SECTION 1 – COVER LETTER AND SF1499

If the Offeror makes any qualifications to any provisions in the RFP, all such qualifications shall be listed in a cover letter to the proposal. Offerors shall fully complete, execute and return the SF1449 as part of this Volume. Special attention should be taken to ensure that an authorized person signs the offer in Block 30.

SECTION 2 – STANDARD FORM 30, AMENDMENTS TO SOLICITATION

Offerors are also reminded that one signed copy of each amendment must be included in the submitted proposal package (applicable only if any amendments are issued), otherwise the Offeror’s proposal could be considered unacceptable and may not be considered.

SECTION 3 – SCHEDULE OF SUPPLIES/SERVICES

The Schedule of Supplies/Services, Section B of the solicitation – Attachment 1 and provided as an EXCEL Workbook (Worksheets for Base and Option years) under Attachment 2, shall both contain the proposed amount for each CLIN, the total for all the CLINs for each respective year and shall be consistent with the Offeror’s price proposal. The proposed price shall not be carried out past two decimal points in U.S. dollars.

SECTION4 – OFFEROR’S PROPOSED DELIVERY SCHEDULE

FAR 52.211- 9 Desired and Required Time of Delivery (Jun 1997)

(a) The Government desires delivery to be made according to the following schedule:

DESIRED DELIVERY SCHEDULE

[Contracting Officer insert specific details]

ITEM NO. QUANTITY WITHIN DAYS AFTER

DATE OF CONTRACT

If the offeror is unable to meet the desired delivery schedule, it may, without prejudicing evaluation of its offer, propose a delivery schedule below. However, the offeror’s proposed delivery schedule must not extend the delivery period beyond the time for delivery in the Government’s required delivery schedule as follows:

REQUIRED DELIVERY SCHEDULE

[Contracting Officer insert specific details]

ITEM NO. QUANTITY WITHIN DAYS AFTER

Offers that propose delivery of a quantity under such terms or conditions that delivery will not clearly fall within the applicable required delivery period specified above, will be considered nonresponsive and rejected. If the offeror proposes no other delivery schedule, the desired delivery schedule above will apply.

OFFEROR’S PROPOSED DELIVERY SCHEDULE

ITEM NO. QUANTITY WITHIN DAYS AFTER

SECTION 5 – REPRESENTATIONS AND CERTIFICATIONS

By the proposal submission, the Offeror verifies the representation and certifications currently posted electronically via the Online Representations and Certifications Application (ORCA) website at https://orca.bpn.gov/ have been entered or updated within the last 12 months are current, accurate, complete and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer.

The Offeror shall address each certification and representation identified at FAR 52.212-3

VOLUME II – TECHNICAL PROPOSAL

The Offeror shall provide the following information (including any descriptive literature) which demonstrates that the Offeror clearly and fully understands and meets the minimum technical requirements necessary to provide and deliver EACH of the batteries required by this solicitation.

https://orca.bpn.gov/

1. The Offeror must clearly demonstrate the ability to provide each battery required in the Schedule of Supplies/Services. The Offeror must clearly discuss how they will comply with the International Standards for Phytosanitary Measures (ISPM) 15, “Guidelines for Regulating Wood Packaging Material in International Trade” for the shipment of the batteries.

2. The Offeror must clearly discuss how they will process Government delivery orders and meet contract delivery timeframes.

3. The Offeror must clearly discuss their quality control approach to consistently provide batteries compliant with all requirements set forth in this solicitation during the performance of the contract.

VOLUME III – PAST PERFORMANCE

The Offeror shall describe their background, knowledge and experience related to the delivery of the types of storage batteries for MHE required by the solicitation. Of particular emphasis is performance that was executed in accordance with the same or similar scope and magnitude that is described in the Schedule of Supplies/Services. 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, and, magnitude of effort. 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 contracts of similar scope and magnitude within the past five years. (The Government recommends submission of at least three contracts, but will evaluate any and all submitted). Offerors shall provide a detailed explanation of the relevance of the contracts or efforts to the requirements as defined in the SOW. If subcontractor experience is provided as part of the 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 or more PRIME contracts and SUBCONTRACTS that the Offeror is currently performing or has completed during the last five 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.

(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 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

(4) Attachment 5, Past Performance Questionnaire. Offerors and all major subcontractors shall send this questionnaire to previous customers of relevant prime and subcontracts. All questionnaires shall be sent by the proposal due date and time identified in the Instructions to Offerors. All previous contracts the offeror utilizes for Questionnaire information must be contained in the Previous Contract Data index for the offeror/major subcontractor. The offeror/major subcontractor shall complete Part IV of Attachment 5 prior to submitting the questionnaire to the customer. The offeror/major subcontractor shall ask the customer to complete the questionnaire and return it directly via email to the Contract Specialist identified in Part III – RETURN INFORMATION of the questionnaire. Evaluation members may contact the named individuals to clarify, obtain additional information, or conduct a telephonic survey of present/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) and;

– Whether the offeror/major 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 IV – PRICE PROPOSAL

The offeror shall provide Attachment 2, completed Schedule of Supplies/Services, in EXCEL Format via e-mail.