Attachment 3- Instructions to Offerors- EuropeScrap.pdf

SP4500-21-R-0003 Attachment 3 Europe Scrap

1.0 ADDENDA TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS

1.1 PERIOD FOR ACCEPTANCE OF OFFERS

FAR 52.212-1(c) is revised as follows: The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers.

1.2 ELECTRONIC (PAPERLESS) PROPOSAL RESPONSE REQUIRED

(a) DLA Disposition Services will not accept paper proposals/offers in response to this solicitation. You are required to submit your offer via email. Offers submitted in paper form are unacceptable and will be returned. You must submit your proposal and any supplemental information (such as spreadsheets, backup data, and technical information), using any of the following acceptable formats:

(1) Files readable using these Microsoft Office Products: WORD, EXCEL, POWERPOINT, or ACCESS. Spreadsheets must be sent in a file format that includes all formulas, macro and format information. Print image (scanned document that cannot show the calculations) is not acceptable.

(2) Files in Adobe PDF (Portable Document Format).

(3) Files in HTML (Hypertext Markup Language): HTML documents must not contain active links to live Internet sites or pages. All linked information must be contained within your electronic offer and be accessible offline.

(4) Other electronic formats: Before preparing your offer in any other electronic format, you must send an e-mail to Heidi.mccoy@dla.mil to obtain a decision as to the format’s acceptability. This e-mail must be received no later than ten calendar days before the closing date. Failure to e-mail within this timeframe to seek an alternate format’s acceptability may result in rejection of your submission. All alternate methods must be at no cost to the Government.

(b) Offers are submitted at the Contractor’s risk. DLA Disposition Services cannot guarantee the security of the offer. If you choose to password-protect your offer, you must provide the password before the closing date. Contact heidi.mccoy@dla.mil to arrange a means of providing it. Information technology security software is currently in use which may block transmission of messages/proposals if the email or attachment(s) contain anything that is suspected of containing viruses or malicious content. Offerors shall make every effort to ensure that their submission is virus-free.

Submissions (or portions thereof) submitted which do reflect the presence of a virus, or which are otherwise rendered unreadable in their electronic format, shall be excluded from further consideration. See FAR 15.207(c) for a description of the steps the Government shall take with regard to unreadable offers.

(c) Offerors are advised to verify receipt of their proposal well before the time due for bids, in order to allow time for alternate means of transmission, if needed. Offerors remain responsible for ensuring proposals are received on time.

Late rules are outlined in FAR 52.212-1(f).

1.3 BASIC AND OPTION PERIOD UNIT PRICING – ATTACHMENT 1

(a) Offerors are cautioned against offering more than one price, a range of prices, or a split bid with respect to any contract line item and are advised that, for purposes of this procurement, DLA Disposition Services will consider any such method of pricing to be a material deviation from the bid schedule and/or a nonconforming proposal that will be excluded from further consideration. Offerors must list only one price for any individual CLIN in any single contract period.

mailto:Heidi.mccoy@dla.mil mailto:heidi.mccoy@dla.mil

(b) CLINs X002 – X025 are scrap materials without an index that may hold either a positive or a negative market value. A fixed cost unit price is required for all CLINs. The fixed cost unit price includes transporting, processing, and disposing only. The contractor has the option of providing a unit price return, resulting in an overall payment to the Government for that CLIN. The contractor is allowed to provide $0.00 as a unit price return.

(c) Zero ($0.00) FINAL unit pricing will NOT be accepted. The final unit price on each individual CLIN must be either a positive or negative dollar value. Any proposal submitted containing $0.00 final unit pricing will be excluded from further consideration.

(d) Unit prices which exceed two (2) digits right of the decimal will be subject to standard rounding conversion as described below.

(e) Standard Rounding Conversion – Rounding up means to increase the terminating digit by a value of 1 and drop off the digits to the right. If the next place beyond the terminating decimal is greater than or equal to five (5), the number will be rounded up. For example, 5.438 will be rounded up to 5.44. If the number to the right of the terminating decimal place is four or less (4, 3, 2, 1, 0), the number will be rounded down. This is done by leaving the last decimal place as it is given and discarding all digits to its right. For example, 6.734 will be rounded down to 6.73.

1.4 PAST PERFORMANCE PROPOSAL

(a) The offeror shall provide PPI for up to 3 contracts where they were the prime or a subcontractor performing the same or similar services within the last 2 years. Within the three contract limit the contractor can also provide principal subcontractor past performance.

(b) For each contract provide: a valid name and telephone number, contract number, contract type, dollar value, contract award date and completion date, description of work performed, and name and e-mail address of a point of contact. If submitting a contract performed as a subcontractor, include information on the extent of the work performed in relation to the contract as a whole. The description of work performed for each contract shall be in sufficient detail to explain how it is the same or similar to the requirements of the instant solicitation in areas such as number of pickup locations, complexity, scope, and magnitude of the services to determine the relevancy of the referenced work. Additionally, if performance deficiencies occurred, the offeror shall identify what the deficiencies were and detail what corrective action it took, if any. Offerors may meet these requirements by including a completed page 2 of the questionnaire within Volume II of their offer.

(c) If an offeror elects to provide principal subcontractor past performance, the offeror shall provide the principal subcontractor’s consent allowing the Government to disclose negative past performance information to the offeror.

(d) The Government will evaluate up to three contracts submitted by the offeror. If an offeror identifies more than three contracts in its past performance proposal, the Government will evaluate the first three contracts in the order listed in the offeror’s past performance proposal. Current or past contracts with Defense Logistics Agency (DLA) Disposition Services will not be used for evaluation unless they are identified in the past performance proposal (See 1.2(b) on page XX below for exception of using PPI for contracts not identified).

(e) Attachment 14 contains a PPI questionnaire that is used to evaluate an offeror’s past performance. The offeror shall provide the PPI questionnaire in Attachment 14 to the past performance reference for contracts it identifies in its proposal. The past performance reference must independently submit the completed PPI questionnaire to the point of contact listed in the solicitation for submittal of offers prior to the closing date of the solicitation. A completed PPI questionnaire for a reference is not required for any DLA Disposition Services Hazardous Waste Disposal contract that is included in an offeror’s past performance proposal. The Government will not consider in an offeror’s evaluation any completed PPI questionnaire received after the date offers are due or directly from the offeror for that reference in the past performance evaluation unless the Government has other past performance data readily available (see II (2) below) to evaluate the reference. Offerors are responsible for ensuring their references submit PPI questionnaires directly to the point of contact listed in the solicitation for submittal of offers; the Government will not be contacting references to obtain a questionnaire/survey on behalf of the offeror.

(f) The submission of a past performance proposal is required from all offerors. If offerors do not have any past performance, they must state they do not have any past performance to provide. Otherwise, they may be considered non-responsive and excluded from the competition. If the Government only receives a completed PPI questionnaire from a past performance reference and there is no information in an offeror’s proposal regarding that reference, the reference will not be evaluated or considered as a reference for the offeror’s past performance proposal

1.5 TECHNICAL PROPOSAL

(a) The technical proposal contains two plans: The Integrated Master Plan, and the TSDRF Plan. The offeror must explain the technical approach(es) that will be used to collect, transport, recycle, dispose, demilitarize, mutilate, demanufacture and accounting of scrap materials. The offeror must also demonstrate that the corporate and project organization supports the level of effort. Offeror shall describe the processes, methods, facilities, equipment, tools and/or technique(s) associated with the proposed approach that will be utilized in the performance of this contract. Offeror should describe how the proposed technical approach is similar to its commercial practices. To help offerors prepare this portion of their proposal, relevant sections of the solicitation have been referenced in the corresponding subparagraphs below. These references are provided as guidance and may not be all inclusive; the offeror is ultimately responsible for ensuring its proposal is fully responsive to all solicitation requirements.

(b) Format- The Technical Proposal shall consist of two separate plans: The Integrated Master Plan and TSDRF Plan.

Proposals shall be submitted in distinctly severable parts consisting of the following volumes: Volume I (Proposal Certifications and Price Schedule) and Volume II (Past Performance Information). Electronic proposal submissions shall consist of one copy, with separately titled files for each volume, and shall adhere to the following:

(1) Company Name: The company name shall appear on the title page only. All other references to the company name shall be removed from each plan.

(2) Title Page: "INSERT NAME OF PLAN". The title page of each plan shall include: solicitation number of the Request for Proposal (RFP); the company name of the offeror; and the offeror's position regarding disclosure of proprietary or similar proposal data.

(3) Table of Contents: The table of contents shall identify the major sections of the Plan and show location and page numbers of each section.

(c) Integrated Master Plan (IMP). Provide and maintain an Integrated Master Plan as a program/project event and process plan for all efforts of Program Management, Training, Logistics, and Accounting. This should be a detailed description and demonstrate an understanding of the approach planned to accomplish the tasks necessary for collection, transportation, processing and recycling/disposal of regulated and non-regulated materials from Level 1, Level 2, Level 3, and Level 4 sites while complying with all applicable International, European, National, state, and local laws and regulations. This plan is best demonstrated through a Work Breakdown Structure, listing each element, timelines, milestones and resources required.

(1) Organizational Structure. The plan shall include the organizational structure, subcontractors, and key personnel to be used on the proposed contract. If subcontractors will be used, submit a complete list including name, address and telephone number, and type of service each subcontractor will provide (i.e.

transportation, collection, disposal, etc.) Supervisors, team leaders and team members shall be specified by name. Offerors must also demonstrate the qualifications of personnel to perform services listed. Work experience, training or educational experience should be submitted for each key employee scheduled to perform under the proposed contract.

(2) Provide a transition plan detailing procedures for establishing equipment, material handling equipment, personnel and a timeline.

(3) Describe the logistics strategy for ensuring timely removal for all of the sites. Explain segregation strategy/collection points for materials. Include how many and what type of containers will be placed at each site. Describe which Government Furnished Services and Equipment the contractor proposes to utilize, and for what period of time. Included in this strategy will be the plan for the removals of small generations of Level 1 Sub CLINs [alpha] 2 – 25. The proposal must explain the process clearly and show how the process will maximize cost avoidance.

(4) Provide a plan for assuring integrity and security of Demilitarization, Mutilation and/or Destruction required property throughout the process. Explain the procedure to be used to segregate, account and process for "demil" required property. Identify the facilities and equipment to be used for the Demilitarization and mutilation.

(5) Outline the process to be used for Demanufacturing of specified electronic scrap. Include subcontractors and ultimate disposal.

(6) Include plan for the accounting as required in PWS 10 to assure proper tracking from pick up to ultimate disposition.

(7) Explain the strategy to divert scrap material from landfills and incinerators.

(8) Explain the strategy to coordinate and fulfill Customs/Export duties and other requirements of the appropriate Customs/Exports Office at the areas of scrap operations and Level 2 and Level 3 possible collection sites.

(9) Training Plan. Documentation on the contractor's training program sufficient to demonstrate compliance with National, State, and Local training requirements for regulated scrap/waste handling. The offeror must submit any documentation regarding training for safety as well as any other required training to provide a safe environment for personnel working on the contract. List specific training for proper identification of Recyclable Materials.

(10) Quality Control Procedures. The offer shall provide evidence of existing quality control procedures he/she will employ during the performance of this contract. Such evidence could include proof of certification with an existing "quality standard" such as ISO 9000 and ISO 14000. If the offeror does not currently possess such a certification, he/she may describe the quality control procedures to be used under the proposed contract.

The plan should include quality control procedures on demilitarization, mutilation and demanufacturing processes of scrap.

(11) Safety. Describe the approach for furnishing safety equipment, training, and the activities that comply with

Federal, state and local safety regulations. For positions that require safety training and environmental training, include the information in the TRAINING portion of the proposal.

(12) Security.

a) Describe the physical security measures to be implemented at the scrap collection points for security of material to preclude the comingling of other materials or waste. Provide the security measures to be taken in the case of discovery of an incident involving a breach of physical security or a suspected criminal act affecting this contract.

b) The Government does not intend to release MPPEH, classified or radioactive materials under this contract. Nonetheless, describe the procedures to be implemented should classified materials be discovered with turned-in scrap, and what actions will be taken to prevent physical loss or compromise. Should suspected or known MPPEH or radioactive material be discovered, describe procedures to be taken for protection of personnel and property.

c) Describe the procedures for notification of the Contracting Officer in the event of suspected theft of Government materials, and discovery of classified documents/property, MPPEH or radioactive material.

d) Other. Provide any other information the offeror believes is necessary in explaining the successful completion of this contract related to requirements, schedule, etc.

(d) Treatment Storage, Disposal and Recycling Facility Plan (TSDRF Plan). Note: The US Government will not seek facility or equipment permits for regulatory compliance. Therefore, Offerors must understand that if they propose changes to current operations that trigger permitting requirements, this will be evaluated negatively, unless the Offeror can establish that they have or can obtain the appropriate permits. The US Government requires identification of all TSDR facilities to be used under this contract, including interim storage, preparation facilities, and firms processing demilitarization, mutilation and/or demanufacturing of scrap material. The Offeror shall include all TSDR facilities to which the scrap material is delivered. (Reference PWS 6, PWS 41.) The Offeror will provide the following information for the TSDR Plan:

(1) Facility Profile Sheet. A Facility Profile Sheet (Attachment 12) must include a description of the treatment processes used at the facility, and scrap materials (CLINs) proposed for disposal at each facility.

(2) Facility Permits/Licenses. Provide a copy of the facility permit or license, which allows treatment, storage, and/or disposal of scrap materials. The offeror will also provide an English translation of the permit. If the permit is too large to fully translate, a translated extract may be provided. Both the permit and extract are required; the English extract cannot be substituted for the permit. The extract must include the following:

a) Name and address of the issuing authority

b) Processes for which the permit was obtained

c) Scrap materials that may be accepted at the facility

d) Permit expiration date

e) Telephone number of facility

f) Disposal, treatment, recycling processes authorized within the permit--this information should be stated using the European Union disposal and recycling codes and the description of the process.

1.6 SITE VISIT

Interested prospective offerors must make an appointment to visit the site of installation by contacting the site visit coordinator or his or her alternate, during normal work hours/local time at the site. Appointments shall be made at least two working days prior to the site visit date to allow adequate time to process clearances to enter the site. Failure to provide the required notice prior to the site visit date is at the burden of the visitor.

(b) Prospective offerors are notified that remarks or explanations provided during a site visit shall not qualify the terms of this solicitation. Unless and until this solicitation is amended in writing, terms of the solicitation and specifications remain unchanged.

(c) Site visitors requiring interpretation or clarification of technical or contractual requirements included in this solicitation are encouraged to submit their questions and any information obtained during the site visit to the KO, by contacting the individual identified on the face of the solicitation.

Aviano, Italy:

Mrs. Tiffany Emmons DLA Disposition Services Aviano Area F, Bldg. 1459 Unit 6125, APO AE 09604 Aviano, Italy Telephone:

Civilian: 0039- 043-430-6060

DSN: 314-632-6060

e-mail: tiffany.emmons@dla.mil

Germersheim, Germany:

Mr. John Brown Telephone:

Civilian: +49 727 49638042

DSN: 324 963 8042

Cell: +49 172 5156320 Duty Hours: 0715-1600 Mon-Thurs 0715-1445 Fri E-mail: john.brown2@dla.mil

Kaiserslautern, Germany:

Mr. Jeffrey A Livingston Telephone:

Civilian: 0631 7106 9509

DSN: (324) 206-9509

mailto:tiffany.emmons@dla.mil mailto:john.brown2@dla.mil

Duty Hours:

0715-1600 Mon-Thu 0730-1500 Fri e-mail: Jeffrey.livingston@dla.mil

Lajes, Azores, Portugal:

Mr. Luciano Lima Telephone:

DSN: 314-535-3358

Commercial: 00351295573358 Cell: (0049) 173 5316624/918749262 Duty Hours: 0800-1700 Mon-Fri Luciano.Lima.prt@dla.mil

Molesworth, United Kingdom:

Mr. Edward T. Goldsack Telephone:

Civilian: (44) 1480-842624

DSN: 314-268-2624

FAX: (044)-1480-842103

Cell: (44) 7444-724110 Duty hours: 0730-1600 Mon-Fri e-mail: Edward.T.Goldsack@dla.mil

Rota, Spain:

Ms. Brienne Hallifax Telephone:

Commercial: +34.95682.1357

DSN: 314.727.1357

Cell: +34.648.846.170 Operating hours: 0730-1600 Mon-Fri E-mail:

brienne.hallifax@dla.mil

Sigonella, Italy:

Mr. Jared Plott DLA Disposition Services Sigonella Base USA SS 417 Catania-Gela 95100 Catania Telephone:

Civilian: 0039-095-86-2642

DSN: 314-624-2642

CELL: +39-366-834-1095

e-mail: jared.plott@dla.mil Operating hours: 0730-1600 Mon-Fri mailto:Jeffrey.livingston@dla.mil mailto:Luciano.Lima.prt@dla.mil mailto:Edward.T.Goldsack@dla.mil mailto:brienne.hallifax@dla.mil

1.7 PROPOSAL SUBMISSION FORMAT AND CONTENT

(a) The subject line of the email(s) submitted must read, “OFFER SP450020R0010, COMPANY NAME, Due dayMONTHyear.” The maximum size of each email, including all attachments, shall not exceed 10MB. You may use multiple email messages; however, you must annotate the subject lines in this manner: “Message 1 of 3, 2 of 3, and 3 of 3.”

(b) The following information must be furnished via email with your proposal. Proposals which do not provide the required information may be excluded from further consideration.

(1) The name, CAGE, address, and telephone number of the offeror with a statement specifying the extent of agreement with all terms, conditions, and provisions included in solicitation SP450021R0003 (in accordance with FAR 52.212-1(b)(11));

(2) The required information in PWS 23.1 Contractor Representative (name, title, 24 hour phone number) from Attachment 2;

(3) A completed Price Schedule, Attachment 1;

(4) Past Performance Information, Attachment 14; and

(5) If applicable, acknowledgment of any amendments.

1.0 ADDENDA TO FAR 52.212-2 EVALUATION

1.1 SOURCE SELECTION METHOD - BEST VALUE

(a) Trade-off Process.

Non-Price Factors and Price: Award shall be made to the responsible offeror whose proposal conforms to the solicitation with an acceptable Technical – Disposal Plan and is determined to be the most advantageous to the Government, non-price factors and price considered. The offer selected as best value will represent the best trade-off to the Government among past performance, Technical – Management Plan, and price. When combined, Past Performance and Technical – Management Plan are significantly more important than Price. Past Performance is equal in importance as Technical - Management Plan. An offeror with an unacceptable Disposal plan will not be eligible for award and will be eliminated from the competition prior to the best value trade-off analysis.

The Government will determine best value on the basis of an assessment of the following factors:

(1) Past Performance – The Government will evaluate past performance in accordance with the Past Performance Proposal and Evaluation located at Section 1.2 below.

(2) Price – The Government will evaluate the offered prices for price reasonableness in accordance with the requirements of FAR 15.404-1.

(3) Technical Evaluation – The Government will evaluate the Technical – Management Plan in accordance with the solicitation requirements and the details outlined in the FAR 52.212-1 Instructions to Offerors Addendum.

(b) Options.

(1) The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The total evaluated price will be for the base period and any option periods, plus an additional twenty percent of the value of the last priced performance period in the price schedule. This additional sum is for evaluation purposes only to address the possible use of FAR 52.217-8, Option to Extend Services, for a period not to exceed 6 months.

(2) Please note that if the 52.217-8 option is exercised, the applicable unit prices for the option will be the same as the immediately preceding period of performance. Therefore, if the option under FAR 52.217-8 is exercised prior to the end of the base period, the unit prices from the base period will be used during the extension period. If the option under FAR 52.217-8 is exercised prior to the end of any option period, the unit prices from the applicable option period will be used during the extension period.

(3) The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(4) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

1.2 PAST PERFORMANCE EVALUATION

a) The Government will conduct a Performance Confidence Assessment for each offeror based upon submitted current, relevant PPI as it relates to the expectation of the offeror being able to successfully perform the requirement. There are two aspects to this evaluation: (1) The determination of relevance to this solicitation in scope, magnitude and complexity and (2) How well the offeror performed on its contracts. Past performance will be rated on an adjectival scale. Thus, an offeror with a higher confidence assessment rating for past performance will have a higher expectation of meeting the solicitation requirements than a firm with a lower confidence assessment rating. The Government’s subjective evaluation of the overall quality of an offeror’s submitted PPI will be a factor in determining the relative merits of that offeror’s proposal and in selecting for award an offeror whose proposal is considered the best value to the Government.

b) In addition to using independently submitted and timely questionnaires received in evaluating past performance, the Government may consider information in the offeror’s proposal using readily available information obtained from other sources, including but not limited to the Contractor Performance Reporting System (CPARS), DLA Disposition Services personnel administering DLA Disposition Services contracts, past and present customers and their employees, other government agencies, including state and local agencies, consumer protection organizations and better business bureaus, former subcontractors, and others who may have relevant information. The Government may also consider negative information for contracts that are not included in the offeror’s past performance proposal if it is determined that the offeror did not identify that contract due to performance problems and/or the contract was for Scrap material recycling/removal services with the same or similar requirements as the solicitation within the last 2 years.

c) Evaluation of past performance will be a subjective assessment based on a consideration of all relevant facts and circumstances. It will not be based on absolute standards of acceptable performance. This is a matter of judgement. Offerors will be given an opportunity to address especially unfavorable reports of past performance, and an offeror’s response, or lack thereof, will be taken into consideration.

d) In the case of an offeror without an identifiable record of past performance or for whom information on past performance is unavailable and/or a corresponding PPI questionnaire was not independently received by the Government before the date offers are due, the offeror will not be assessed either favorably or unfavorably on Performance Confidence, as the degree of confidence known to the Government cannot be adequately determined and is therefore unknown.

1.3 EVALUATION OF TECHNICAL – DISPOSAL PLAN

Evaluation of the disposal plan will be to determine if the offeror will be able to remove and dispose of the scrap for all CLINs from all Countries as listed in the solicitation. To be rated as “acceptable.” The offeror’s Disposal Plan must include:

a) A completed Facility Sheet (Attachment 12) for each firm that will be performing disposal and/or recycling support, and evidence of valid facility permits and/or licenses or confirmation of permit and/or license applications submitted for ALL of the permit/license-required contract line items in the price schedule.

b) A completed Transportation Profile Sheet (Attachment 13) for each firm that will be performing transportation support, and evidence of valid transportation permits and/or license or confirmation of permit and/or license applications submitted with expected approval date for ALL of the permit/license-required contract line items in the price schedule.

1.4 EVALUATION OF TECHNICAL – INTEGRATED MASTER PLAN

Evaluation of the Integrated Master Plan will be a subjective assessment of how the offeror addressed the plan requirements set forth in the 52.212-1 addenda, 1.5(c) and how they meet the solicitation requirements.