Att 0005 AIT-7_Section_L_04APR2025.pdf

W519TC-24-R-0038

Attachment (Att) 0005

Section L – Rev04APR2025

SECTION L – INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

L.1. GENERAL INSTRUCTIONS:

The United States Government (USG) is conducting a source selection for Automatic Identification Technology-7 (AIT-7) under FAR Part 12 Acquisition of Commercial Items in conjunction with the policies and procedures of Federal Acquisition Regulation (FAR) Part 15, Contracting by Negotiation. The USG intends to award up to three Firm Fixed Price (FFP) Indefinite Delivery/Indefinite Quantity (IDIQ) contracts. However, the USG reserves the right to award no contract(s), one contract, or two contracts, if an insufficient number of Offerors are found to be “Acceptable” in all the non-price factors and/or the Offeror’s proposed price is not (1) Fair and Reasonable, and/or, (2) Balanced. The IDIQ(s) will have five one-year ordering periods. Offeror’s proposals and any pricing, within that proposal, shall be valid for at least 185 days after solicitation closing date.

L.2. COMMUNICATIONS / HOW TO SUBMIT OFFEROR(S)'S QUESTIONS

AND PROPOSAL

Offerors are advised to monitor the System for Award Management (SAM.gov referred to as "SAM" throughout this document) website (https://sam.gov/) continuously for any new information regarding this solicitation. Offerors are deemed to have knowledge of all documents related to this solicitation that are posted to SAM. In the event of a conflict between the Offeror's proposal and the solicitation, the solicitation shall take precedence.

The Offeror's proposal shall be signed and submitted by an individual having authority to enter into a contract on the Offeror's behalf based on the submitted proposal. An Offeror's proposal shall be written in the English language and priced in United States Dollars (USD). For the purposes of this solicitation, unless stated otherwise, days means calendar days. Late submissions, modification(s), revision(s), or withdrawal of an Offeror's proposal will be handled IAW FAR 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services.

During the evaluation process, the USG may, at its discretion, enter into clarifications or communications, as needed. The USG need not enter into communications or clarifications with all Offerors.

IAW FAR 52.212-1(g), Instructions to Offerors—Commercial Products and Commercial Services, the USG intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the USG reserves the right to conduct discussions if later determined by the Contracting Officer (KO) to be necessary. The USG may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

ORGANIZATIONAL CONFLICT OF INTEREST (OCI):

The provisions of FAR 9.5, OCI, applies to any award under this solicitation.

Potential offerors should review their current and planned participation in any other USG contracts, subcontracts, consulting, or teaming arrangements where they may be in a position of actual or perceived bias or unfair competitive advantage.

A common example with the potential for OCI is where an entity performs work both as a system contractor/subcontractor and as a USG support contractor for USG offices involved in (fill-in current acquisition) or related programs.

Offerors should disclose any potential OCI situations to the KO as soon as identified including prior to proposal submission. The disclosure should include the facts and an analysis of the actual or perceived conflict and a recommended approach(es) to neutralize or mitigate the potential conflict. The preferred approach to potential conflicts is to negate/obviate the conflict. Mitigation is considered only if it is not practical to negate/obviate the conflict. The Contracting Officer will promptly respond to resolve any potential conflicts.

L.3. PROPOSAL STRUCTURE AND FORMATTING INSTRUCTIONS (UNIVERSAL)

Notwithstanding FAR clause 52.212-1(e), the USG will not evaluate more than one proposal from each Offeror.

Each volume shall be written on a stand-alone basis so that its contents may be evaluated with no 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. Within a proposal volume, cross-referencing is permitted where its use would conserve space without impairing clarity.

No cost or pricing information of any kind shall be included in any Volume except the Pricing Volume.

The proposal shall be submitted in electronic (searchable) format. Self-extracting .exe files, hyperlinks, and ZIP files are not acceptable. Files must be virus-free and functional. Proposal files shall not contain classified data. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word/Excel or searchable in Adobe Acrobat [Adobe] (.pdf).

Volume

Subject/Factor

Page Limit File Naming

Structure

Format

1 Compliance Only Documents – Not Rated

1a Cover Letter (CL) Unlimited Volume 1 Offeror Name Cover Letter

Adobe (.pdf)/MS Word

1b Contractor Agreements 3 Volume 1 Offeror Name Contractor Agreements

Adobe (.pdf)/MS Word

1c Small Business Subcontracting Plan (SBSCP) If applicable

Unlimited Volume 1 Offeror Name

SBSCP

Adobe (.pdf)/MS Word

2 Factor 1: Management

2a Organizational Chart 5 Volume 2a Offeror Name Management

Adobe (.pdf)/MS Word

2b Technical Engineering Services (TES) Approach

10 Volume 2b Offeror Name TES Approach

Adobe (.pdf)/MS Word

2c Approach to Recruit, Hire and Retain a Workforce

10 Volume 2c Offeror Name Approach to Recruit Hire and Retain

Adobe (.pdf)/MS Word

3 Factor 2: Technical

3a Offeror's Unique Entity ID (UEI) Consolidated Bill of Materials

(CBOM)

None Volume 3a Offeror Name Technical Approach

MS Excel

3b Technical Data Sheets (TDSs) Unlimited Volume 3b Offeror Name TDS

Adobe (.pdf)/MS Word

3c Reseller Agreements (RAs) Unlimited Volume 3c Offeror Name RAs CLIN Number

Adobe (.pdf)/MS Word

4 Factor 3: Price

4a Price Matrix None Volume 4a Offeror Name Price Matrix

MS Excel

Table 1 - Proposal Submission Chart

Requirement Details

Method of Submission

Must be Sent via Electronic Mail (email) to BOTH:

o Benjamin Geringer (KO):

▪ benjamin.l.geringer.civ@army.mil o John Kerch (CS):

▪ john.d.kerch.civ@army.mil

Email Subject Line Must Include

• Offeror's Name

• Cage Code

• Request for Proposal (RFP) Number

• Date email was sent

• If multiple emails, the email number (e.g., 1 of 3, 2 of 3, etc.)

Email Requirements

• Maximum email size: 20 MB (including email and atts)

• For Volumes/Proposals larger than 20 MB, separate emails are permitted but must be sequentially numbered in the subject line (e.g., 1 of 3, 2 of 3, etc.).

Proposal Filename Restrictions

• Filename(s) MUST NOT EXCEED 50 characters

• No symbols/spaces in filenames (except underscores)

• Offeror’s may use their Cage Code instead of UEI (to meet filename character limit)

Table 2 – Universal Proposal Requirement

L.4. VOLUME SPECIFIC PROPOSAL INSTRUCTIONS .

L.4.1.a. VOLUME 1 COMPLIANCE ONLY DOCUMENTS PROPOSAL INSTRUCTIONS This volume consists of 1) Cover letter; 2) Contractor Agreements; 3) Small business Subcontracting Plan (if applicable)

L.4.1.a.1. CL INSTRUCTIONS CL The CL will be reviewed for compliance with the RFP instructions. No rating will be assigned to this CL. Instead, this CL will result in a determination of whether the offeror is responsive or non-responsive.

Each Offeror’s CL MUST include the following information:

Element Subcomponent Details

1. Prime POCs Primary Contact: Name: [Insert Primary Contact Name] Phone: [Insert Primary Contact Phone Number] Email: [Insert Primary Contact Email Address]

Secondary Contact: Name: [Insert Secondary Contact Name] Phone: [Insert Secondary Contact Phone Number] Email: [Insert Secondary Contact Email Address]

2. Company Information

CAGE Code: [Insert Company CAGE Code]

UEI: [Insert Company UEI]

3. Subcontractor Information

Subcontractor Name(s)/Subcontractor Cage Code, if available

[Insert Subcontractor 1 Name][Subcontractor 1’s Cage Code] [Insert Subcontractor 2 Name][Subcontractor 2’s Cage Code] (Continue adding rows as needed)

4. Proposal Validity Statement

185 Days After Solicitation Closing Date

[Include a statement that Offeror’s proposal and any pricing, within that proposal, is valid for at least 185 days after solicitation closing date]

Table 3 – Cover Letter Formatting

L.4.1.a.2 CAs Non-USG advisors may be used in the evaluation of the proposals and have signed Non-Disclosure Agreements (NDAs) with the USG. The USG understands that the proposals provided in response to this RFP may contain proprietary information.

Therefore, the Offeror shall provide a copy of the agreements required by FAR 9.505- 4(b) with the following support contractors with its quote:

Logistics Management Institute (LMI) 7940 Jones Branch Drive Tysons, VA 22102 Point of Contact: Kristin Gatti, LMI Program Manager Phone: 804-252-9022;

Email: kristin.j.gatti.ctr@army.mil

L.4.1.a.3. SMALL BUSINESS SUBCONTRACTING PLAN (SBSCP) INSTRUCTIONS The below table addresses if a SBSCP, is required with the Offeror’s proposal:

Category Requirement

Who Must Submit

• Large Businesses registered under NAICS code 334111, Electronic Computer

Manufacturing.

• Small Businesses under this NAICS code are exempt

Submission Guidelines (Not Part of Test Program)

• Must comply with FAR 52.219-9, Small Business Subcontracting Plan

Submission Guidelines (Part of Test Program)

• Must comply with:

o DFARS 252.219-7003, Small Business Subcontracting Plan (DoD Contracts), and, o DFARS 252.219-7004, Small Business Subcontracting Plan (Test Program)

Table 4 - SBSCP Requirements

L.4.2. Factor 1: MANAGEMENT VOLUME INSTRUCTIONS

(ACCEPTABLE/UNACCEPTABLE)

The Management Volume should address only the series XX08 CLINs/SLINs for TES positions detailed in Section 10.3 of Att 0001 Section 10. Visual aids (charts, tables, etc.) count towards the page limit. Offerors must ensure all required information is included within this limit. Please note, Parts a, b, and c, below ARE NOT subfactors for the Management Factor. These represent required documents to be submitted in the Offeror(s)’s Management Volume.

L.4.2.a. ORGANIZATIONAL CHART (OC) The Offeror shall provide an organizational chart depicting lines of authority and chains of command, including all proposed subcontractors. The organizational chart shall clearly label all positions and outline any reporting relationships.

L.4.2.b. TECHNICAL ENGINEERING SERVICES (TES) APPROACH The Offeror shall describe their staffing and management approach to support the continued operations of AIT-7, TES, in accordance with Section 10 of Att 0001. The Offeror’s submission shall include a table specifying the number of personnel the Offeror deems necessary to fulfill the AIT-7 requirements as defined in Section 10 of Att 0001. The staffing table shall also include position titles, number of personnel proposed for each position, and rationale for proposed staffing levels. The Offeror shall explain how their proposed approach will meet all requirements outlined in Section 10 of Att 0001.

L.4.2.c. APPROACH TO RECRUIT, HIRE AND RETAIN A WORKFORCE The Offeror shall detail their approach to recruit, hire and retain a workforce to support AIT-7 using all the labor positions identified in Section 10.3 of Att 0001, PWS AIT-7.

L.4.3. Factor 2: TECHNICAL VOLUME INSTRUCTIONS (ACCEPTABLE/UNACCEPTABLE)The Technical Volume must include a completed Consolidated Bill of Materials (Att 0004) and Technical Data Sheets (TDSs) for the 25 CLINs/SLINs listed in Table 6, with no executive summary required. Series XX07, XX08, and XX10 CLINs/SLINs will not be evaluated at base award - it is the ordering KO's discretion if these CLINs/SLINs are evaluated, for Technical, at the order level. The USG will evaluate proposed equipment compliance using the CBOM and TDSs for the CLINs/SLINs specified in Table 6.

L.4.3.a. CONSOLIDATED BILL OF MATERIALS (CBOM) CBOM. The Offeror must complete the CBOM (Att 0004) with their full name, UEI, and Cage Code, providing a detailed list of all subcomponent parts (e.g., batteries, cables, chargers, adapters) for each CLIN/SLIN. While additional rows may be added for subcomponents, no new CLINs/SLINs can be added without KO permission. The CBOM must reflect actual proposed configurations without optional equipment.

Although Offerors must propose on all CLINs/SLINs in Att 0004, only those listed in the table below will be evaluated for the Technical Factor.

CLIN/SLIN Description

XX01 AA Hand-Held Barcode Terminal A (HHT-A)

XX01 BA Hand-Held Barcode Terminal B (HHT-B)

XX01 CA Hand-Held Barcode Terminal C (HHT-C)

XX01 EA Hand-Held Barcode Terminal E (HHT-E)

XX01 FA Hand-Held Terminal-F (HHT-F)

XX01 GA Hand-Held Terminal-G (HHT-G)

XX01 HA Hand Held Barcode Terminal H (HHT-H)

XX01 IA Hand Held Barcode Terminal I (HHT-I)

XX02 AA Imager for PC Input - General Bar Code (Tethered)

XX02 BA Imager for PC Input - General Bar Code (Bluetooth)

XX02 CA Imager for PC Input - IUID Label Markings

XX02 DA Imager for PC Input - IUID Direct Part Markings

XX02 EA Imager for PC Input - Extended Reading Range (Tethered)

XX03 AA Portable/Wearable Bar Code Label Printer

XX03 BA Stationary Bar Code Label Printer

XX04 AA pRFID Fixed Reader w/antennas

XX04 BA pRFID Vehicle Mount Fixed Reader w/antennas

XX04 CA pRFID Smart Table

XX04 DA Handheld Terminal-Passive RFID A (HHT-pRFID-A)

XX04 EA Handheld Terminal-Passive RFID B (HHT-pRFID-B)

XX04 FA pRFID Shipping Tag - 4" x 2" (2,000 labels /roll)

XX04 FB pRFID Shipping Tag - 4" x 6" (500 labels /roll)

XX04 GA pRFID Thermal Transfer Printer;

XX05 AA Bar Code Label Design and Printing Software

XX06 AA Iridium Modem

Table 6 - 25 CLIN/SLINs

L.4.3.b. TECHNICAL DATA SHEETS (TDS) TDS. The TDSs must be submitted for each proposed product, identified in Table 6.

Each TDS must, clearly identify the manufacturer specifications, performance capabilities, physical characteristics, and compliance with required standards outlined in Att 0001. TDSs shall be original manufacturer documentation (not marketing materials) and must cross-reference the specific PWS requirements. Each TDS must be labeled with the corresponding CLIN/SLIN number and highlight/annotate where each technical requirement is met."

L.4.3.c. RESELLER AGREEMENTS

RAs As a part of Volume 4, In addition to the above, the Offeror(s) shall submit, for each product in Att 0004, written proof (on company letterhead, signed by an authorized officer) of either Original Equipment Manufacturer (OEM) status or a formal business partnership/agreement with the OEM for this specific effort. This statement must specify the company's mission related to OEM status and include their NAICS code.

L.4.4. Factor 3: PRICE PROPOSAL INSTRUCTIONS Binding Prices:

Offerors MUST propose binding unit prices for each CLIN/SLIN. These prices represent the maximum chargeable amount (per unit) for the ordering period.

• Ordering activities may negotiate lower unit prices.

• Unit prices cannot be increased except under limited circumstances, two examples are noted below:

o Extraordinary contractual relief granted under Public Law 85-804 and implemented by Federal Acquisition Regulation (FAR) Part 50, Defense Federal Acquisition Regulation Supplement (DFARS) Part 250, DFARS Procedures, Guidance, and Information Part 250, and Army Federal Acquisition Regulation Supplement Part 5150.

o Price changes resulting from a Contract Change Proposal (CCP) as outlined in Section 13 of Att 0001, Performance Work Statement (PWS) AIT-7.

No separate Price Notes page or written price explanations are permitted. The Expedited Delivery (series XX07), Technical Engineering Services (series XX08), Incidental Materials (series XX09), or Travel CLINs/SLINs (series XX10) will be priced at the order level on a FFP basis according to the specified Unit of Issue.

L.4.4.a. PRICE MATRIX INSTRUCTIONS Instructions for completing Att 0003 are contained within the Price Matrix file. For the Pricing piece of the Offeror(s)’s proposal, the Offeror must complete the Att 0003 with prices limited to two decimal places (e.g., $200.16, $250.33, $300.00), hard-coded, and submitted on a Free On Board Destination basis. Proposals with more than two decimal places will be rejected. All CLINs/SLINs must be priced for each ordering period (except those marked "To Be Determined at Time of Order"), and these unit prices are considered binding maximum prices.