W50S8X20R0011_Polaris_Servicing_Combo_Attach-04_Instructions_to_Offerors_and_Evaluation.pdf

Request for Proposal Polaris Servicing Attachment 4, Instructions to Offerors and Evaluation of Proposals

Table of Contents

Introduction General Proposal Requirements Digital Proposal Requirements Proposal Content Requirements

4.1 Volume 1, Technical Proposal

4.2 Volume II, Price Proposal

4.3 Volume III, Past Performance

4.4 Volume IV, Solicitation, Offer and Award Documents and Certifications/Representations 6

Submission of Proposals Evaluation of Proposals and Contract Award Evaluation Criteria

7.1 Technical Evaluation

7.2 Past Performance Evaluation

7.3 Price Evaluation

Discussions

8.1 Scheduling of Discussions

Contract Award

Introduction The offeror’s submission shall consist of one (1) digital copy of their proposal that shall be consist of the four (4) volumes as set forth below. Files shall not contain classified data.

Volume Description Maximum Pages

I Technical Proposal 10 II Pricing Proposal N/A III Past Performance 5

IV Solicitation, Offer and Award Documents, and Certifications/Representations N/A

Offerors are cautioned that “parroting” of the technical requirements of the Performance Work Statement (PWS) with a statement of intent to perform does not reflect an understanding of the requirement or the offeror’s capability to perform this requirement. Offerors are therefore respon-sible for including sufficient detail that will permit the Government to make a complete and accu-rate evaluation of each technical proposal. Offerors shall be responsible for ensuring that all pro-prietary information is clearly marked.

General Proposal Requirements

The Offeror’s proposal shall be clearly indexed and logically assembled. Each volume shall be clearly identified and provided as a standalone document or be easily separable from the other volumes. The pages of each volume shall be appropriately numbered and identified by the com-

Polaris Servicing Attachment 4 – Instructions to Offerors and Evaluation of Proposals plete company name, date, and solicitation number in the header and/or footer. A Table of Con-tents, Summary, and Narrative Discussion shall be provided. Any pages that are changed (e.g., changes due to negotiations, proposal revisions, etc.) shall be highlighted or otherwise identified by the use of a different font color identifying the changed information. A vertical line in the margin of the page shall also be provided and each revised page shall be dated.

All paragraphs shall be single spaced and separated by a blank line or other negative space that clearly separates the content. All pages shall have a page size of 8½ by 11 inches. Tables, graphics, etc. may use pages that are 11 x 17 inches. All text shall be Arial or Times New Roman with a 12-point font size. Tables and illustrations may use a reduced font size; however no size less than 8-point will be used; tables may be printed in a landscape format.

Additional pages exceeding the maximum allowed will be removed/deleted and will not be evalu-ated by the Government. When manpower charts are necessary, they will be excluded from the proposal’s page count.

Digital Proposal Requirements

Documents may be compressed (“zipped”) into a single file or provided in their native format using commercially available document formats (e.g., .doc, .docx, .xls, .xlsx, .ppt, .pptx, .pdf, etc.). Self-extracting and/or executable compressed files are prohibited. All files, with the exception of pric-ing may be read-only. The pricing volume shall include a Microsoft Excel 2007 (or later) compati-ble spreadsheet with read/write permissions provided and all equations shall be retained and un-protected.

All submissions shall be fully self-sufficient and self-supporting; all information shall be confined to the appropriate file. The use of hyperlinks to external websites or across separate files is prohib-ited; use of hyperlinks within the same file (e.g., tables of contents, cross-referencing, etc.) is per-missible.

Proposal Content Requirements

The Offeror shall confine their proposal to essential matters. All information provided in the pro-posal should be adequate for clearly describing the Offeror’s proposed means, methods, and pric-ing for this requirement. The Offeror’s proposal shall be presented in a concise manner that per-mits the Government to perform a complete and accurate evaluation of the proposal.

The following requirements shall be included and addressed in the Offeror’s proposal:

4.1 Volume 1, Technical Proposal

This volume shall provide a description of how the Offeror intends to satisfy the Government’s re-quirement. As such, it should provide describe the Offeror’s technical approach. This volume shall be arranged as follows:

Section 1, Preventative Maintenance Program The offeror shall clearly describe their approach for managing the Utility Task Vehicle (UTV) inspection and preventative maintenance program for the 129th Rescue Wing. Sec-tion 1 shall, at a minimum, address the following Key Points:

and Evaluation of Proposals

- Key Point 1: Describe the Offeror’s approach to all phases of an inspection/mainte-nance cycle (i.e., from arranging pickup, performing work, drop-off, and documenta-tion).

- Key Point 2: Provide a notional schedule that assumes services beginning on 1 July 2020 and encompasses the base and all option periods. This schedule shall demon-strate services being performed for all of the UTVs listed in Section 3 of the Perfor-mance Work Statement (PWS).

- Key Point 3: Describe how they will ensure adherence to the established schedule without negatively affecting the Government’s day-to-day operational needs.

Section 2, Qualifications of Offeror and Personnel Provide a brief description of the Offeror’s qualifications and experience for providing in-spection and maintenance services for UTVs to the public. Additionally, provide a descrip-tion of the qualifications and experience of current personnel who will be affecting inspec-tion and repair services under this requirement.

4.2 Volume II, Price Proposal

This volume shall consist of all information required to support proposed pricing. Certified cost and pricing data are not required; however, the Government reserves the right to request other than certified cost and pricing data prior to award. The information submitted in this volume shall comply with FAR 15.408, Table 15-2, and the requirements set forth below. There are no page limitations for this volume.

In order to maintain a minimum level of commonality between proposals, each Of-feror shall complete and submit (in its entirety) the Proposal Cover Sheet provided at Attachment 2 to the solicitation. The Proposal Cover Sheet describes the Gov-ernment’s anticipated Contract Line Item Number (CLIN) breakout; one CLIN is provided for the base and each option period. Offeror’s shall provide their pro-posed, fully burdened pricing for each Contract Line Item Number (CLIN).

The Offeror shall ensure that the information submitted in this volume is consistent with and fully supports the amounts set forth in the Offeror’s pricing proposal.

The volume shall provide a breakdown of the proposed price of CLIN separately; the breakout shall include all direct and indirect charges and fees. With the exception of the Excel spreadsheet (see Section 3, Digital Proposal Requirements), all remaining documentation furnished to support offered pricing may be provided in a format cho-sen by the Offeror so long as it is easily traceable to the Proposal Cover Sheet.

4.3 Volume III, Past Performance

This volume shall describe the outcome of the Offeror’s past efforts to provide the same or similar services under government or commercial contracts and shall not exceed five (5) pages. Recent and relevant past performance information for the Offeror shall be provided for contracts awarded during the three (3) years prior to the date this RFP was posted. When subcontractors will be and Evaluation of Proposals used to satisfy this requirement, provide no more than five (5) pages of past performance infor-mation for each major subcontractor. This volume shall be arranged as follows:

Section 1, Contract Descriptions Include the following information:

- Contract number and, for Indefinite Delivery type contracts, GSA contracts, and Blanket

Purchase Agreements, include delivery or task order numbers.

- Place of performance, DUNS Number and for federal awards the applicable CAGE Code. Identification of the Offeror as either the prime or subcontractor. If the work was performed as a subcontractor, provide the name of the prime contractor and a Point of Contact (POC) within the prime contractor organization (name, and current address, email address, and telephone number).

- The Government’s contracting activity, and current address, Procuring Contracting Of-ficer’s name, email address, and telephone number.

- If applicable, the Government’s contract administration activity and the Administrative Contracting Officer’s name, email address, and telephone number.

- If applicable, the Government’s technical representative or Contracting Officer Repre-sentative, email address, and telephone number.

- Contract type (i.e., Fixed-Price, Cost Reimbursement, Time & Material, etc.). In the case of Indefinite Delivery contracts, indicate specific type (i.e., Requirements, Definite Quantity, Indefinite Quantity, etc.) and secondary contract type (e.g., FP, CR, T&M, etc.).

- Awarded and final (or projected) final price/cost.

- Original delivery schedule, including dates of start and completion or work.

- Final (or projected final) delivery schedule including start and completion dates.

Section 2, Narrative Provide a narrative explanation of each contract identified in Section 1 that includes a de-scription of the effort and the objectives achieved. Specifically detail how that effort is rele-vant to the requirements of this RFP.

For any contracts that did not/do not meet original schedule or technical performance re-quirements, provide a brief explanation of the reasons for the shortcomings and any cor-rective actions taken to avoid recurrence.

Section 3, Subcontracts Provide an outline of how the effort required by the RFP will be assigned for performance and Evaluation of Proposals within the offeror’s corporate entity and among the proposed subcontractors. The infor-mation provided for the prime offeror and each proposed major subcontractor must include the entire company name, company address, CAGE Code, DUNS Number and type of work to be performed by citing the applicable Government PWS subparagraph number.

This includes all subcontractors who will be providing critical hardware/services or whose subcontract is for more than 10% of the total proposed cost/price. This section will further include written consent of major subcontractors to allow the disclosure of their subcontrac-tor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all major subcontractors.

Section 4, New Corporate Entities New corporate entities may submit data on prior contracts involving its officers and em-ployees; however, the offeror shall discuss the role performed by such persons in the prior contracts cited in addition to the other requirements in this section. Letters of Commitment shall be included in the proposal for these employees in order to be considered.

Section 5, Past Performance Questionnaires This section shall include a list of all the points of contact (POC) who were sent a Past Per-formance Questionnaire (PPQ). This list shall be submitted in a table format and include the following fields:

- Solicitation number

- Contract number

- Government agency

- POC information (first and last name, title, telephone number, email address)

- Date PPQ was submitted to POC (month/day)

A Past Performance Questionnaire (PPQ) must be provided for any/all efforts identified in Section 1 that are not reported in the Government’s past performance information systems (e.g., PPIRS or CPARS).

The Offeror shall complete Part I of the PPQ and email the questionnaire to either the Gov-ernment contracting activity or the technical representative responsible for the identified contract. The Government POCs should be instructed to coordinate and electronically complete Parts II and III of the questionnaire for each contract. Offerors should instruct re-spondents to remit directly to the soliciting contracting activity via the email addresses pro-vided with the solicitation no later than the proposal due date.

Should the soliciting contracting office receive two responses for one proposed past perfor-mance record, the soliciting contracting office will only review the first response received.

Notice of Electronic Past Performance Rating Systems Notice is hereby given that the Government may augment offeror-provided past perfor-mance information with information that can be obtained through the Contractor Perfor-mance Assessment and Reporting System (CPARS), the Federal Awardee Performance and Integrity Information System (FAPIIS), the Electronic Subcontracting Reporting Sys-tem (eSRS), or from other sources as necessary.

and Evaluation of Proposals

4.4 Volume IV, Solicitation, Offer and Award Documents and

Certifications/Representations Each offeror shall submit the completed certifications and representations included at Attachment 3, Applicable Provisions and Clauses. An authorized official who is able to bind the Offeror’s firm to contract shall sign the proposal and all certifications requiring a signature.

Submission of Proposals

Questions regarding this solicitation must be received by the date and time identified in the Com-bined Synopsis/Solicitation. It is the offeror’s responsibility to ensure their proposal is received by the date and time specified. In accordance with FAR 15.208, if your proposal is not received at the initial point of entry to the Government by the exact date and time specified above, it will be determined late and will not be evaluated. As used here, “proposal” includes all volumes and/or parts of the proposal required by this solicitation.

The offeror shall submit their proposal electronically via email to both individuals identified below.

Do not include any other Government officials or personnel with your submission. Individuals within your firm who are authorized to view your proposal may be copied on your email submis-sion.

SMSgt Paul (Nick) Ochs (paul.n.ochs.mil@mail.mil) MSgt Bardia Barmaki (bardia.barmaki.mil@mail.mil)

Evaluation of Proposals and Contract Award

The Government intends to award a contract resulting from this solicitation to the responsible offe-ror whose offer, conforming to the solicitation, is determined to be the most advantageous to the Government based on a comprehensive evaluation of the Offeror’s proposal.

The Government will use a Lowest Priced Technically Acceptable (LPTA) evaluation process to arrive at its award decision. Generally, the Government’s LPTA evaluation will consist of an eval-uation of each volume of the offeror’s proposal:

- Technical Proposals will be evaluated as outlined at 7.1 Technical Evaluation. Technical Proposals that are evaluated to be “Acceptable” will advance for evaluation of the Offe-ror’s Past Performance. Proposals where the Technical Proposal is evaluated as being “Unacceptable” will not be evaluated beyond this point.

- Past Performance will be evaluated as outlined at 7.2 Past Performance Evaluation. Pro-posals where the Offeror’s Past Performance is found to be “Acceptable” will then be ad-vanced for evaluation of their offered pricing. Proposals where the Past Performance is evaluated as being “Unacceptable” will not be evaluated beyond this point.

- Pricing Proposals will evaluated as outlined in 7.3 Price Evaluation.

To be considered for an award, the successful Offeror’s Technical Proposal must have been eval-uated as “Acceptable”, their Past Performance must have been evaluated as “Acceptable”, and mailto:paul.n.ochs.mil@mail.mil mailto:bardia.barmaki.mil@mail.mil and Evaluation of Proposals their Price Proposal must represent the lowest evaluated price.

Proposals that are unrealistic in terms of technical commitment or unreasonably low or high in price will be deemed reflective of an inherent lack of technical competence or indicative of failure to comprehend the complexity and risk involved in the contract requirements and may be grounds for rejection of the proposal.

The Government reserves the right to award a contract without discussion.

Evaluation Criteria

Contractor selection will be based on evaluation of proposals in accordance with the responses received to the criteria outlined in Section 4, Content Requirements.

The Government reserves the right to reject any or all proposals received and/or request clarifica-tion of proposals. The Government also reserves the right to determine a competitive range for negotiation based upon the technical and price acceptability of proposals.

7.1 Technical Evaluation

Technical proposals will be initially evaluated with respect to two (2) sub-factors in order to deter-mine the competitive range. In determining the competitive range, each Technical Proposal shall be assigned an adjectival rating of “Acceptable” or “Unacceptable” as illustrated in Table 1. In or-der to obtain an overall “Acceptable” Technical Rating, each of the sub-factors must have been individually evaluated as “Acceptable”.

- Sub-Factor 1: Preventative Maintenance Program clearly demonstrates the Offeror’s overall technical approach and proposed methodology adequately supports the Govern-ment’s mission and demonstrates that the Offeror understands of the scope of work.

- Sub-Factor 2: Offeror’s qualifications and experience are adequate for accomplishing work under this requirement and demonstrate their ability to manage the Preventative Maintenance Program.

The absence of any information required to support the Government’s Technical Evaluation will result in disqualification from the competition, as that offer will be found nonresponsive and there-fore unacceptable.

Table 1, Technical Proposal Ratings

RATING DESCRIPTION

Acceptable Technical Proposal meets requirements of the solicita-tion.

Unacceptable Technical Proposal does not meet the requirements of the solicitation.

and Evaluation of Proposals

7.2 Past Performance Evaluation

In evaluating Past Performance, the Government will evaluate the quality, timeliness, and adher-ence to safety protocols of the Offeror’s past performance. Recent and relevant past performance information for the Offeror shall be evaluated for contracts awarded during the three (3) years prior to the date this RFP was posted. In addition, evaluations available through the Past Performance Information Retrieval System (PPIRS) may be used. An adjectival rating as illustrated in Table 2 will be assigned to each offeror’s past performance.

An offeror without a record of relevant past performance, or for whom information on past perfor-mance is not available or is so sparse that no meaningful past performance rating can be reasona-bly assigned, the offeror may not be rated favorably or unfavorably. In such circumstances, the offeror shall be determined to provide the Government “Unknown Confidence”.

Table 2, Past Performance Evaluation Ratings Adjectival Rating Description

Acceptable Based on the offeror’s performance record, the Gov-ernment has a reasonable expectation that the offe-ror will successfully perform the required effort, or the offeror’s performance record is unknown.

Unacceptable Based on the offeror’s performance record, the Gov-ernment does not have a reasonable expectation that the offeror will be able to successfully perform the required effort.

7.3 Price Evaluation

The Government’s Price Evaluation will include an analysis of the total offered price to perform the required work. The total price supplied by the Offeror shall be provided in accordance with the Provision at 52.212-1, Instructions to Offerors—Commercial Items, and Section 4.2, Volume II – Price Proposal. The offered price shall constitute the total firm fixed-price for the services de-scribed by the PWS.

Each proposal’s Price Proposal shall be evaluated on a “Realistic” or “Unrealistic” basis. Those offerors whose proposals are determined to be “Unrealistic” will be excluded from further consider-ation.

The Government will evaluate offers for award purposes by adding the total price for all option pe-riods to the total price for the base period. The Government may determine that an offer is unac-ceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

Discussions

The Government reserves the right to award a contract without discussion; however, in accord-ance with FAR 15.306(d), discussions with each offeror in the competitive range may be held.

Should discussions take place, all eligible offerors in the competitive range will be allowed a mini-mum of 14 calendar days to submit Final Proposal Revisions after the conclusion of discussions.

and Evaluation of Proposals

8.1 Scheduling of Discussions

If discussions are conducted, the Contracting Officer will schedule the discussion sessions, and each offeror will be notified of the time and place at least three (3) business days prior to the date selected for discussions. Discussions will may be handled remotely (i.e., via telephone or video conference) or in-person and at a facility of the Government’s choosing. For in-person discus-sions, appropriate security clearances should be provided by the offerors in sufficient time to pro-cess the requests. The Contracting Officer will provide any additional instructions with the notifica-tion.

Contract Award

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the success-ful offeror within the time for acceptance specified in their 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, un-less a written notice of withdrawal is received before award.

4.4 Volume IV, Solicitation, Offer and Award Documents and Certifications/Representations

9 Contract Award