SP4702-21-Q-0054 Section L.pdf

AUTOMATED FUEL HANDLING EQUIPMENT (AFHE)

Section L SP4702-21-Q-0054

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

For Official Use Only – Source Selection Sensitive See FAR 2.101 and 3.104

GENERAL INFORMATION

Solicitation Provisions by Reference

The following solicitation provisions and/or contract clauses pertinent to this section are hereby incorporated by reference:

52.212-1 Instructions to Offerors-Commercial Items 52.233-2 Service of Protest (Sep 2006) 252.213-7000 Notice of Prospective Suppliers on Use of Supplier Performance Risk System in Past Performance Evaluations (SEP 2019)

General Instructions

The Offeror is required to submit sufficient information to enable Government personnel to fully ascertain capabilities of the Offeror to perform the requirements. The quote must be sufficient in detail and scope to permit evaluation and provide the evaluators a clear understanding of the Offeror’s capability to meet or exceed the defined elements as required by the solicitation. The Offeror must respond to all requirements of the solicitation and not alter or rearrange the solicitation. The Offeror is advised that the Government may incorporate into the final contract any portions of the Offeror’s quote deemed beneficial to the Government. Alternate quotes are not acceptable.

In presenting material in the quote, the Offeror is advised that quality of information is more important than quantity. Clarity, brevity, and logical organization should be emphasized during quote preparation.

The Offeror is responsible for presenting enough information to allow the Government to evaluate the proposed work effort, support, and approach, and the cost/price quote without opening discussions.

Statements that the prospective Offeror understands, or can and/or will comply with, the specifications, and paraphrasing the requirements or parts thereof without supporting information are considered inadequate by the Government and may result in a rating of unacceptable. There is no need to repeat information in more than one volume if an overlap exists; the detailed information must be included in the most logical place and summarized and referenced in other areas.

The Offeror is expected to comply with all requirements of the solicitation. The Government advises the Offeror that taking exception or deviating from any term or condition of the solicitation may make an offer technically unacceptable and rejected without further consideration. Any request to tailor FAR Clause 52.212-4 per FAR 12.302 must be clearly identified by the Offeror in its Cover Letter; however, the Government advises the Offeror that it is not required to consider and accept any requests to tailor

FAR 52.212-4.

QUOTE SUBMISSION

The submission date for all volumes shall be no later than the date and time specified in the solicitation.

Electronic Submissions Only

The Offeror shall use Electronic means (Email) of sending the quote. No mailed copies required. The Electronic documents should be clearly marked with the solicitation number and appropriate volume number.

Late Submissions

Quotes submitted after the closing date and time specified for receipt of offers are “late” and will not be considered for award.

The Government will process late submissions of quotes in accordance with FAR 52.212-1. If the electronic copy is received late, it is not eligible for consideration in accordance with FAR 52.212-1 and Alternate I, the Government will reject that quote without evaluation.

Quote Submission

Solicitation No: SP4702-21-Q-0054 Opening/Closing Date and Time: 24 September 2021 – 04 October 2021 at 10:00 A.M. EST Note: Quotes will be accepted any time before the closing date.

The Offeror shall submit one Electronic copy of the quote as shown in paragraph 2.6.5 of Section L and must be emailed to Julie.Miller@dla.mil and Trevor.Webb@dla.mil and received no later than the solicitation close date.

CAUTION NOTICE – EMAIL DELAYS

Submission of quotes via electronic mail (email) is authorized. However, the Defense Information Systems Agency (DISA) has informed all DoD Activities that all email traffic from Non-DoD sources is experiencing delays upon entry to the Enterprise Email Security Gateway (EEMSG). Therefore, it should be anticipated that any quote submitted via email in response to this solicitation will experience some level of delay. All potential Offerors are hereby cautioned that any quote, modification, or revision that is received at the designated Government office AFTER the exact time specified for receipt of quotes is “late” and will not be considered. For purposes of this solicitation only, any quote, modification, or revision that is submitted via email to the designated Government office AND received by DISA/EEMSG no later than the time specified by this solicitation will be considered to have been timely received at the designated Government office. It is highly encouraged that an email with no attachment is sent to those indicated above to alert them your quote has been sent via email and to request confirmation of receipt.

Classified Data

All quotes must be UNCLASSIFIED.

Document Requirement

The quote shall be delivered to the email addresses provided prior to the closing date/time stated in this solicitation. There shall be no reference to pricing in the Non-Price quote or in the cover letter.

mailto:Julie.Miller@dla.mil mailto:Trevor.Webb@dla.mil

The Offeror shall mark each page of its quote with the legend “Source Selection Information – See FAR

2.101 and 3.104.” This includes the cover page and every page that may contain source selection information. Note: The Offeror has an independent requirement to mark anything deemed to be bid or quote information, protected proprietary information, or other information that is to be protected from disclosure to ensure that the information is protected.

Quote Content and Volumes

Cover Letter The cover letter should be on company letterhead and must contain a statement committing the Offeror to the quote and stating its validity for a period of at least 180 days. This letter should also include the name, title, phone number, and e-mail address for the persons authorized to negotiate with the Government in connection with the solicitation. The letter must be signed by a responsible officer or partner/principal of the Offeror who is authorized to bind the firm contractually. The letter must also contain a statement that the quote meets the specifications of each subsection of the solicitation.

The Cover Letter shall not include any price-related information.

Solicitation Amendments (if Applicable) The quote shall include a signed acknowledgment of the amendments, if any amendments are issued to the solicitation. This information should be included as an additional chapter. Refer to Volume Structure section.

Quote Evaluation Factors Evaluation factors are listed as follows:

Evaluation Factors

Factor 1: Technical Approach

Factor 2: Maintenance Program Management Approach/ Personnel Qualifications Factor 3: Past Performance Factor 4: Price

Volume Structure Quotes submitted shall be contained in a technical volume in the required number of copies. Page limitations for each volume, if any, are also specified in the table below. Title and table of contents pages do not count towards page limit. Quote pages beyond the specified maximum limit will not be reviewed as part of the evaluation. The contractor shall provide an independent response for each factor.

Information provided in one factor response will not be considered in a differing factor response. Offers that do not follow the volume structure indicated below may not be evaluated or further considered for award.

List of volumes and factors are as follows:

Volume Chapter Page Limit Format Copies Required

Introduction to Vol I

Cover Letter, Exceptions, and Deviations

PDF

1 Electronic copy

Introduction to Vol I

Solicitation; Completed SF1449;

Amendments Acknowledgment (if applicable); SubContracting Plan

No limit copy

Vol I Non-Price Quote Refer to Section 3.0

Factor 1: Technical Approach

Factor 2: Maintenance Program Management Approach/ Personnel Qualifications

Factor 3: Past Performance

Vol II Price Quote Details on Section 3.0

Factor 4: Price

Excel

Note 1: The Offeror shall provide spreadsheet information on functional MICROSOFT EXCEL spreadsheet(s) (e.g. total column utilizes equation that sums appropriate lower level items).

Note 2: The Offeror shall provide adequate documentation to enable a thorough evaluation of the quote.

Note 3: Content of Volume I Non-Price Quote shall not exceed 20 pages. The page limit indicated for Volume I does not include Key Personnel resumes.

Quotes shall use Times New Roman 12-point normal font (no reduction permitted), single-spaced with 1-inch margins all around, and formatted for standard 8.5 x 11-inch paper. All pages shall be numbered with section and page numbers. Foldout pages shall not exceed 11 x 17 inches and shall count as one page. Drawings may be provided separately and may be any size but shall be folded to approximately

8.5 x 11-inch standard size and shall count as one page. Graphs shall be presented in no smaller than a 10-pt. font and shall contain a grid, which allows values to be read directly from the graph to the same accuracy that a 10 x 10 to the ½-inch grid provides. Graphic resolution, including such data as tables or charts, shall be consistent with the purpose of the data presented.

EVALUATION FACTOR SUBMISSION REQUIREMENTS

Evaluation factors are described in Section M, Evaluation Factors for Award, in the solicitation.

Offerors’ quotes shall include all information necessary for evaluation as described in Evaluation Factors for Award. In addition, specific submission requirements for certain items are described below.

The Offeror shall use the requirements outlined in the PWS and all other Government provided documentation to respond to Factors 1, 2, 3 and 4.

Factor 1: Technical Approach

The Offeror shall provide a technical approach that addresses requirements defined in the solicitation and:

• Successfully fulfills the Government’s requirements

• Illustrates knowledge and understanding of Automated Fuel Handling Equipment (AFHE)

Systems maintenance requirements

• Demonstrates an understanding of Automated Fuel Handling Equipment (AFHE) maintenance concept of operations The Offeror’s proposed approach shall address all requirements and challenges and shall demonstrate a clear understanding of the AFHE maintenance requirements as described in the solicitation. The evaluation of the technical approach will ensure that the proposal identifies how risks to schedule and/or performance will be mitigated.

The Offeror shall provide an approach to address the following requirements:

• Preventive Maintenance: The procedures the Offeror will use to schedule, complete and report required preventive maintenance.

• Corrective Maintenance: Methods, procedures, and personnel the Offeror will use to perform troubleshooting functions of AFHE systems (hardware and software) to locate the cause of faults, replace defective components/equipment, and make necessary calibration adjustments to restore AFHE functionality at the sites listed. Procedures for handling trouble calls, trouble call support and urgent and/or emergency conditions as to include how the completed work will be tracked in the ITSM.

• Transition In: If applicable, address execution of smooth 45-day transition/ receipt activities

• Transition Out: If applicable, address execution of smooth 45-day transition/turnover/receipt activities because of contractor change

Factor 2: Maintenance Program Management Approach/Personnel Qualifications

The Government will review and evaluate the Offeror’s Maintenance Program Management Approach to assess the Offeror’s plans for strategy and a management organization structure for the effective and efficient management of contract activities to successfully fulfill the requirements of the PWS.

The information presented in the Offeror’s proposal together with information from any other available sources will provide the primary input for evaluation of this factor. The Government reserves the right to verify personnel references and performance on other contracts identified by the Offeror in the proposal.

The Government will review and evaluate the Offeror’s resumes proposed for the Key Personnel. The resumes of personnel proposed will be evaluated for a clear demonstration that the proposed resources meet or exceed the education and experience requirements outlined in the PWS and below.

• Program Manager Key Personnel Program Manager shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Program Manager shall have at least ten (10) years’ relevant technical experience in the commercial or Government fuel terminal pipeline operations or projects, including five (5) years of experience in a management or supervisory capacity and five (5) years in the functional area of the program to be managed. Program Management experience should include technology assessments, systems design, systems analysis, installation logistics, programmatic and technical support of large, complex integrated electronic/electrical/mechanical systems. A Bachelor’s degree in engineering, business, or technical sciences, from an accredited university or college.

The Government will also review and evaluate the Offeror’s approach to determine how well it provides:

• Operational Plan that demonstrates plan to organize, communicate, direct, and coordinate the resources needed to perform preventive maintenance and corrective maintenance.

• Plan for personnel management including program specific training and required certifications;

continuity and management; the organizational structure and the use of proposed team members and subcontractors in support of this effort, to include OCONUS locations (e.g., Status of Forces Agreement (SOFA) requirements).

Factor 3: Past Performance

The Government reserves the right to use other information, as part of the Past Performance Evaluation, obtained from the following Government systems but not limited to: Contractor Performance Assessment Reporting (CPAR), Supplier Performance Risk System (SPRS) and Contract Business Analysis Repository (CBAR).

Price

A Fixed Price Quote shall be submitted in accordance with instructions set forth in this solicitation.

Evaluation of an Offeror’s quote shall be based on the information presented in the proposal and information available to the Contracting Office from sources deemed appropriate.

3.5.1 The pricing template “SP4702-21-Q-0054 Pricing Matrix” is Excel based and will be provided by the Government for use in the quote. This template must be submitted in electronic form. To prevent rounding errors, all rates must be no more than two decimal places. This template is for the Offeror to use as part of their price quote. This pricing templates will be used to conduct price analysis to determine the proposed price as fair and reasonable. This data is considered “Other than Certified Cost or Price Data” IAW FAR 15.403-3.

3.5.2 Pricing Matrix Pricing Instructions

a. The pricing template will be used to state the Offeror’s price for each Period of Performance (PoP)

3.5.3 The Offeror is responsible for ensuring the pricing formats are complete, contain all the prices/costs necessary to accomplish/meet the requirements of the Contract, and reflect the Offeror’s proposed Firm-Fixed Price. It is the Offeror’s responsibility to ensure the calculations are correct and pulling information from the correct worksheet cells. If the Offeror does believe there is an error in any of the spreadsheets, inform the Contracting Officer immediately upon discovery. The Government does reserve the right to correct formula errors without consulting the Offeror but will not adjust any rates or quantities proposed.

3.6 Price Reasonableness

Quotes will be evaluated for price reasonableness. Price evaluation will be based on the total cost offered for all CLINs. If necessary, an informal breakdown to include but not limited too; material, labor, overhead, general and administrative expenses, miscellaneous subcontracting, travel/per diem, contract data and any miscellaneous cost items, may be required at the CLIN level.