Attach_10_Proposal_Sub_Instr.docx

ATTACHMENT 10

PROPOSAL SUBMISSION INSTRUCTIONS

Material Handling Equipment Preventive and Remedial Maintenance at Defense Logistics Agency (DLA) Distribution Pearl Harbor, Hawaii

QUESTIONS MAY BE SUBMITTED VIA EMAIL TO JULIE.KEMPER2@DLA.MIL. HOWEVER, ALL PROPOSAL DOCUMENTS ARE TO BE PROVIDED IN HARD COPY FORM BY THE CLOSING DATE AND TIME OF THIS SOLICITATION. INCOMPLETE SUBMISSIONS WILL NOT BE CONSIDERED. MAIL OR DELIVER PROPOSALS TO:

Julie Kemper DLA Distribution J7 5404 J Avenue New Cumberland, PA 17070-5059

Emailed questions should contain the following subject line: solicitation number, offeror name, and date submitted.

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 as three (3) separate volumes as follows:

Proposal Organization Table

LIMITATION

Part 1: Introduction

Part 2: Technical Approach (Factor 1)

Part 3: Management Capability (Factor 2)

Section 1: Management Plan (Subfactor (a))

Section 2: Staffing Plan (Subfactor (b))

Page Limitations: There are no page limitations for the proposal volumes. Each page (front and back) of the proposal must be marked “Source Selection Information. See FAR 2.101 & 3.104.”

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 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. 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.

Binding and Labeling: Each volume of the proposal shall be separately bound in a three-ring loose-leaf binder which shall permit the volume to lie flat when open. Staples shall not be used.

A cover sheet should be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification and the offer’s name. The same identifying data should be placed on the spine of each binder. 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.

Electronic Copies (CDs): The proposal shall also be submitted in CD-ROM format. Each volume of the proposal shall also be submitted on a separate CD-ROM. All CDs shall be readable on an IBM PC-compatible system running Microsoft Office 2007, including Microsoft Word 2007 and Microsoft Excel 2007. For each cost breakdown provided in Microsoft Excel format, the Offeror must show and establish clear identifiable links and calculations, such that the Government is able to understand and replicate the numerical data provided. Each CD shall be clearly labeled and each label shall state the Offeror’s name, solicitation number, date of submission and the proposal volume (name and number) contained on the CD. If more than one CD is required for a volume, the CD shall be labeled as Disk “x” of “y”, i.e. Disk 1 of 2. The requirement for the CDs in no way relinquishes the Offeror’s responsibility to provide hard copies of the cost proposal. If there are any discrepancies between the electronic version and the hardcopy version submitted in response to this Request for Proposal (RFP), the hardcopy (paper) version will be considered binding.

Distribution: The originals shall be clearly identified as the “ORIGINAL”, and bear the original signature(s) of the Offeror. The “copies” shall be complete and clearly identified as “COPY” or “DUPLICATE”.

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

VOLUME I – TECHNICAL PROPOSAL

The technical proposal should be written so that Government personnel familiar with material handling equipment 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). Offerors should take care to ensure that all parts, as defined in the following paragraphs, of the proposal are thoroughly addressed.

Statements such as “the Offeror understands”, “will comply with the Performance Work Statement”, “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, 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 APPROACH

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

The Offeror shall submit a detailed description of their technical approach to perform the maintenance requirements for the material handling equipment in the PWS. The Offeror’s technical approach must demonstrate an understanding of and an ability to perform all maintenance and reporting requirements 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 that clearly demonstrates his understanding of the maintenance requirements for the specific equipment identified in this solicitation. The approach shall also address as a minimum the Offeror’s:

Knowledge of the content of the work.

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 work stoppages due to failure of critical equipment and present strategies to mitigate such circumstances.

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 managing the work requirements within the timeframes identified in the PWS.

Additionally, the Offeror shall discuss the following:

The interrelationships of the on-site technical personnel 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 management and technical personnel.

SECTION 2: STAFFING PLAN

The Offeror shall list, in matrix format, all personnel proposed for assignment as discussed in the Maintenance Personnel Qualifications and Certifications section of the PWS, their labor category, their years of experience in maintaining electrical, mechanical, and electro-mechanical systems and their certifications.

Resumes shall be submitted for all maintenance 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, certifications, background, experience, and accomplishments for all personnel in sufficient detail to demonstrate the capability of such personnel to meet the requirements of the PWS. Due to the custom nature of the equipment, maintenance personnel training must have been received from the OEM or OEM’s authorized representative. The training and experience must have been acquired on similar equipment to that contained in the systems as described in the PWS. The work history of each maintenance personnel should reflect this training and experience. Resumes shall also include the labor category, citizenship, education (degrees and date of graduation, other schools and certificates, and training certifications). Additionally, the offeror shall provide copies of all 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 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 the rationale for their use.

NOTE: If subcontractors are to be used, resumes of the 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.

VOLUME II – PAST PERFORMANCE

The Offeror shall describe their background, knowledge and experience related to Material Handling Equipment Maintenance 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 as Attachment 9. 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

Past performance questionnaires may be emailed to the contract specialist, Julie Kemper, at Julie.kemper2@dla.mil. The subject line of the email should contain the offerors name (not the evaluator), the solicitation number, and the words Past Performance Questionnaire. Questionnaires are due on the same date and at the same time as proposals.

(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

There are eight fixed price CLINs in the base year (0001, 0002, 0006, 0007, 0011, 0012, 0016, and 0017) and each of the option years. Offerors should propose each CLIN as a monthly price. Attachment 12 contains an Excel spreadsheet that may be used for the calculation of firm-fixed price line items. Note that there are three tabs at the bottom of the spreadsheet. They are labeled by Base Year, Opt 1, and Opt 2. The spreadsheet will calculate an extended amount for each equipment line based upon the number of those units to be serviced and the unit price that the offeror fills in. Suggest that offerors calculate a total price for each CLIN and then calculate the monthly cost. Prior to submission, please ensure that you have included prices for all years.

The time & materials CLINs (0003, 0008, 0013, and 0018) require you to propose a labor rate for these hours. The labor rate must include all fringe benefits.

CLINs 0004, 0005, 0009, 0010, 0014, 0015, 0019 and 0020 are ceiling priced CLINs. Do not propose any additional costs in these areas.

ADDITIONAL INFORMATION

All offerors must provide an Accounting System Certification. This is included as Attachment 11. Failure to provide this document will automatically disqualify any offeror.

All offerors must be registered in the System for Award Management (SAM). Registration can be accomplished at the SAM website, www.sam.gov. Offerors not registered in SAM will not be considered.