Attachment 0010 - Section L.pdf

Proposal Submission Instructions, Conditions and Notices to Offerors (Section L)

A. General Instructions:

1. These instructions are a guide for preparing quotes. These instructions generally describe the type and extent of information the Offeror should provide and emphasize the significant topic areas the Offeror should address in the quote.

2. Offerors shall submit proposals in accordance with (IAW) the information in this section. Offerors shall review all documents contained or referenced in the solicitation for further insight into the areas that your proposal must address.

Proposals that do not contain the information requested in the solicitation risk the Government determining the proposal unacceptable.

3. Clarity and completeness are essential, and proposals should be clear, consistent, and concise. Offerors must provide information in sufficient detail to allow the Government to make a best value assessment of the capability to support the solicitation requirements. The burden of providing complete and thorough information remains with the Offeror.

4. Offerors shall confine information intended for the Government to consider to the appropriate volume. Offerors shall provide information by addressing each factor/sub‐factor in the format and sequence identified in these instructions.

Information submitted that is not within the appropriate volume may not be considered. The Government will not assume the duty to search for data or information to cure problems it finds in proposals.

5. The Government will not assume the Offeror possesses any capability, understanding, or commitment not specified in the proposal. The Government cautions Offerors that merely repeating the technical requirements with stated assertions DOES NOT reflect an understanding of the requirement or substantiate capability to perform. Proposals must provide documentary evidence in support of conclusive statements of how the Offeror will meet contract requirements.

6. The Government intends to award one contract. The Offeror should include sufficient information to enable the evaluators to determine the Offeror’s understanding of the requirements in each of the evaluated areas. Data requested for evaluation has been clearly identified in this solicitation. Offerors should note the provision at FAR 52.215-1, “Instructions to Offerors – Competitive Acquisition”. The Government intends to award one contract resulting from Solicitation without discussions with offerors (except clarifications described in FAR 15.306(a)).

7. Therefore, offerors initial quotes should contain the best terms. The Government does however, reserve the right to conduct discussions if determined necessary by the Contracting Officer. It is the responsibility of each offeror to submit a proposal that conforms to all the terms and conditions of the solicitation and contains the best offer in case discussions are deemed unnecessary, as award may be made without discussions. Offerors may be given the opportunity to clarify certain aspects of proposals (e.g., the relevance of a past performance information and adverse past performance information to which the Offeror has not previously had an opportunity to respond) or to resolve minor or clerical errors that are not deemed “discussions”.

8. Discussions will not be opened for the sole purpose of allowing an Offeror to submit data. Therefore, quotes lacking information may be considered unacceptable and may be eliminated from any further consideration. The Government reserves the right to not open discussions to allow for the submission of data that should have been submitted with the initial quote. The Offeror shall provide information by addressing each Factor and Subfactor in the format and sequence identified in this solicitation. The Offeror must provide information in sufficient detail to allow the Government to make an assessment of technical acceptability of the quote.

9. The Government hereby advises Offerors that adverse past performance information to which the Offeror has not yet had an opportunity to respond (reference FAR 15.306) does not include information obtained from formal rating systems, available at https://www.cpars.gov.

10. All proposals shall use the English language. Offerors shall utilize Arial or Times New Roman, with a minimum font size of 12 point. Each paragraph should be single spaced and shall be separated by at least one blank line. Tables and illustrations may use a reduced font size no less than 8‐point and may be produced in landscape mode.

11. VOLUME STRUCTURE. Volumes 1, 2, and 3 shall have an Introduction and Table of Contents. Each volume must be clearly labeled on a cover page with a cross-reference to each evaluation factor as detailed below. Offeror’s proposal shall consist of the following four (4) volumes:

a) Volume 1 – Introductory Volume

• Cover Page

• Introduction

• Table of Contents

• Active SAM.gov registration: containing company’s Unique Entity

Identifier (UEI) number and Commercial and Government Entity (CAGE) code

• Executed Request for Proposal (RFP) and any amendments (signed by an individual authorized to bind the company)

• Kingdom of Saudi Arabia (KSA) Business License & Value Added Tax (VAT) Certificate

• Bid Bond Certificate/ Bid bank letter of guarantee

b) Volume 2 - Technical Factor

• Introduction

• Table of Contents

• Technical Plan http://www.cpars.gov/

c) Volume 3 - Past Performance Factor

• Introduction

• Table of Contents

• Past Performance Descriptions

• Attachment 0009 Past Performance Questionnaire(s)

d) Volume 4 - Price Factor

• Attachment 0002: Price Matrix

NOTE: As this procurement is being conducted on behalf of the KSA and a Foreign Military Sales requirement, the contracting officer has decided to not apply FAR Part 19 U.S. Small Business subcontracting goals.

12. The complete proposal, as described above, shall be electronically submitted to the Procuring Contracting Officer (PCO) and Contracting Specialist (CS). Proposal submission shall be no later than the due date and time specified in the solicitation and any subsequent amendments (if applicable). The Government will not evaluate proposals submitted by mail or hand carried. Any portion of the proposal that is changed (as a result of negotiations or proposal revisions) should be annotated and dated.

13. All computer files shall be virus checked prior to submission. The Government may hold Offerors financially liable for damage caused to Government computer systems by any virus introduced during review of these submitted documents.

14. PAGE LIMITATIONS AND LAYOUT. Quotes must be submitted in electronic form as attachments. The Government does not assume the duty to search for data or information to cure problems discovered in quotes. The burden of providing complete and thorough information to address the elements below remains with the Offeror. Each quote shall include clear references to the corresponding paragraphs of the SOW or RFQ that apply, as applicable.

a) Volume 1 – Introductory Volume – This volume is limited to no more than

20 pages, NOT INCLUDING Executed RFP and any amendments (signed by an individual authorized to bind the company)

b) Volume 2 - Technical Factor – The volume is limited to no more than 100 pages.

c) Volume 3 – Past Performance Factor – The volume is limited to no more than 10 pages.

d) Volume 4 – Price Factor – The Offeror shall submit pricing in the form of a .pdf or excel document utilizing Attachment 0002: Price Matrix. The volume is limited to no more than 5 pages.

15. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and RFP number in the header and/or footer. A Table of Contents should be created using the Table of Content feature in MS Word. MS Word (doc) files shall use the following page setup parameters:

Margins – Top, Bottom, Left, Right – 1” Gutter – 0” From Edge – Header, Footer 0.5” Page Size, Width – 8.5” Page Size, Height – 11”

The following additional restrictions apply: Files (excluding Pricing) shall be converted to read‐only format, using PDF files. The Offeror shall develop its proposal using Microsoft Word or Portable Document Format (.PDF) with a minimum font size of 12 point. All price breakdown information to aid in the cost/price evaluation shall be submitted in Microsoft Office Excel Read/Write format and viewable in .xlsx Microsoft Excel 2016. **Please note – Self extracting exe files are not acceptable.

B. Proposal Instructions, Preparation, and Content by Volume:

All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the proposal in a concise manner, to permit a complete and accurate evaluation of each proposal. Proprietary information shall be clearly marked.

The Offeror's quote shall be prepared and authored by a person, or persons regularly employed by the Offeror. The quote should be prepared in a clear, legible, practical manner. In addition, the quote shall be written in English and should be specific and complete as described in these instructions. Adherence to the prescribed formats will simplify the review process for the evaluators.

1. Proposal Volume 1 – Solicitation and Amendments, Offer and Award Documents and Certifications/Representations

a) Cover Page: Identifying Proposal Volume, containing Company’s UEI number and CAGE code, the name of each person contributing to the authorship of the quote, the person's position title, and the position the person will hold in relation to the quote should a contract be awarded.

b) Table of Contents: At minimum, this section shall identify organization of items and page number/location of the sections: B.1.III. through B.1.V. below:

c) Introduction- Executive Summary - a concise narrative summary of the entire quote.

d) Executed RFP and any amendments (signed by an individual authorized to bind the company)

i. Certifications and Representations – Each offeror shall complete (fill‐in and signatures) the solicitation and amendment sections indicated below using the file (without modification to the file) provided with the RFP. An authorized official of the firm shall sign the SF 1442 and all certifications requiring original signature.

ii. An Acrobat PDF file shall be created to capture the signatures for submission.

iii. Section G – Contract Administration Data

iv. Section K – Representations, Certification and Other Statements of Offerors

v. Solicitations, Offer and Award Documents and Certifications/Representations shall not be addressed separately from that submitted in VOLUME 1 –

SOLICITATIONS, OFFER AND AWARD DOCUMENTS AND

CERTIFICATIONS/REPRESENTATIONS. There is no applicable page limit.

e) Kingdom of Saudi Arabia (KSA) Business License & Value Added Tax (VAT) Certificate - Within the technical proposal, the offeror shall submit legible copies of the Offeror’s KSA business license and VAT certificate demonstrating the ability to operate in KSA.

f) Bid Bond Certificate/ Bid bank letter of guarantee - A bid guarantee is required in an amount not less than 20 percent of the proposed price but shall not exceed $3,000,000. Bid Bonds must be provided using Standard Form 24, found at Attachment 0003 and/or FAR 28.106-1. The form must be provided in original (no white outs, faxed or copied signatures, seals) and contain the proper solicitation number, proposal opening date, and be from a corporate surety listed in Department of Treasury Circular 570. Individual sureties have to be acceptable to the Contracting Officer (see FAR 28.203) and be accompanied by Standard Form 28 Affidavit of Individual Surety found at Attachment 0004. Other forms of bid security are acceptable as denoted in solicitation provision FAR Part 28.203-2. A bank letter of guarantee will be evaluated for acceptability by the Contracting Officer.

NOTE: PERFORMANCE AND PAYMENT BONDS: In accordance with Contract Clause 52.228-15, and FAR 28.102, Contractors are reminded that any amount awarded over $35,000.00 shall require a Payment Bond (SF 25A), and awards exceeding $150,000.00 shall require both Payment and Performance Bonds (SF 25). Payment and Performance bonds are due no later than 10 days after notification of award. Bonds must be provided with no white outs or other corrections are allowable.

2. Proposal Volume 2- Technical Approach The Technical Approach Factor has NO sub‐factors.

a) Cover Page: Identifying Proposal Volume, Company’s Name, and Solicitation Number

b) Introduction: An executive summary, describing a summary of technical work to be performed.

c) Table of Contents: At minimum, this section shall identify organization and page number/location of the following criteria:

i. Key Personnel

ii. Schedule of Events

iii. Mobilization Plan

iv. Quality Control Plan

d) The Technical Plan volume shall have the following content:

Within the technical proposal narrative, the Offeror shall submit qualifications of Personnel. The Offeror shall also demonstrate the ability for those individuals to operate in the KSA, including the Visa/work authorizations. Engineers must provide a valid certification from the Saudi Council of Engineers. Resumes shall be PDF format and are limited to 2 pages, excluding certification from the Saudi Council of Engineers.

Within the technical proposal, the offeror shall submit a complete timeline and working schedule outlining all events and check points as defined in SOW, found at Attachment 0001 of the solicitation. This includes an overall timeline and any material lead times over one (1) month Offeror expects to encounter.

The offeror shall submit a 65% complete pre-mobilization plan, demonstrating a sound approach required to meet performance standards and customer requirements IAW the SOW, found at Attachment 0001 of the solicitation. Proposal shall include at minimum This includes at minimum the complete safety plan, site layout plan and inspection plan.

The offeror shall demonstrate a sound Technical approach, and a thorough understanding of the necessary methods and techniques required to meet performance standards and customer requirements IAW the SOW, found at Attachment 0001 of the solicitation. Offerors’ technical plan shall include at minimum expected testing methods as required in the SOW, preliminary plans on foundation and structural remediation and preliminary plans for HVAC/ airflow testing and remediation.

The offeror shall identify necessary methods and techniques to ensure an effective Quality Control Plan to meet performance standards and customer requirements IAW the SOW, found at Attachment 0001 of the solicitation.

3. Proposal Volume 3 – Past Performance Factor

The Past Performance Factor has NO sub‐factors.

a) The Past Performance Volume shall consist of Previous Historical Contracts that Offeror performed that are Construction and operating in the Kingdom of Saudi Arabia.

b) A list and description of all recent Government, Commercial, and Foreign

Military Sales (FMS) contracts that are relevant to this solicitation and requirement in which the Offeror performed as either the Prime or a key subcontractor.

c) The Government defines Recent as: 1) occurring within the past five years of the publication date of this solicitation without regard to the contract award date, or 2) awarded earlier than five years ago, but for which services occurred or were scheduled to occur within the past five years of the publication date of this solicitation without regard to the contract award date. The Government may evaluate any subsequent performance prior to the date of award of this requirement.

d) It is incumbent upon the Offeror to explain the relevance of the data provided. The Government defines Relevant as a present or past performance effort that involved similar scope and magnitude of effort and complexities (as compared to North American Industry Classification System (NAICS) code 236220 required by the RFP. Similar scope and magnitude of effort and complexities would include having previously completed a renovation that are like or similar which utilized the same or similar processes, critical skills, and capabilities as the current requirement. The Government reserves the right to determine whether experience is like or similar, and whether the experience relates to the current requirements for evaluation purposes. The Government may also consider the degree to which contracts are of a comparable complexity to the proposed effort in determining relevance.

e) Data concerning an offeror shall be provided first, followed by each proposed key subcontractor, in alphabetical order. The Offeror shall also submit the written consent of its key subcontractors to allow the disclosure of its subcontractor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all key subcontractors for their past performance to be considered.

f) It is incumbent upon the Offeror to explain why it considers a proposed subcontractor to be a key subcontractor on a relevant contract. The Government considers a company a key subcontractor when the company performed or is performing 20 percent or more of a relevant contract based on total dollar value OR, performed or is performing key or critical aspects of a relevant contract.

g) The burden of providing thorough and complete past performance information remains with the Offeror. The Government advises Offerors that while the Government may use independent data to evaluate an Offeror's past performance the Government does not assume the duty to search for data to cure problems.

h) There is a 10‐page limit which does not include volume title pages, table of contents pages, cross referencing pages, acronym lists, page dividers (used to separate proposal parts), and Past Performance Questionnaires.

All pages shall be numbered and utilize a minimum font size of 12 point.

The Offeror shall include a Table of Contents page, listing the title and page number for each recent and relevant contract included in the Past Performance Factor volume. In the body of the volume, each recent and relevant contract will consist of a Contract Description and a Performance section, with the Performance section discussing the Quality and On‐Time Delivery. Each recent and relevant contract shall begin on a new page to clearly delineate between efforts.

i) Proposal Volume 3 Content: Past Contract Descriptions. This section shall include the following information in the following format:

i. Contract Number(s) and if applicable, Task Orders.

ii. Contractor/Subcontractor company name, place of performance, Commercial and Government Entity (CAGE) Code, and Unique Entity

ID.

iii. Contract Type (Firm-Fixed Price (FFP), Cost Reimbursable (CR), Time & Material (T&M), etc.). In the case of Indefinite Delivery contracts, indicate specific type (Requirements, Definite Quantity, and Indefinite Quantity) and secondary contract type (FP, CR, T&M, etc.).

iv. Total awarded contract value and total current contract value.

v. Description of the contract effort.

vi. Description of relevance to this acquisition. Offerors shall provide a specific narrative explanation of relevance to this acquisition, describing the objectives achieved and detailing how the effort is relevant to the requirement of this RFP.

vii. Name of Government contracting activity or Commercial firm and address; PCO or Contract Manager name, e‐mail address, and telephone numbers.

viii. Government's technical representative/Contracting Officer Representative, and current e‐mail address and telephone numbers.

ix. Government contract administration activity and the Administrative Contracting Officer's name, current e‐mail address, and telephone numbers (if different from (8) above).

x. Contract Number and, in the case of Indefinite Delivery type contracts, GSA contracts, and/or Blanket Purchase Agreements, include Delivery/Task/Call Order Numbers.

xi. Final or projected final, delivery schedule, including dates of start and completion of work.

• For any contracts that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence. The offerors shall list each time the delivery schedule was revised and provide an explanation of why the revision was necessary. All Requests for Deviation and Requests for Waiver shall be addressed with respect to causes and corrective actions. The offerors shall also provide a copy of any Cure Notices or Show Cause Letters received (if applicable) on each contract listed and a description of any corrective action implemented by the offeror or proposed subcontractor. Submission of Cure Notices or Show Cause Letters will not count toward maximum page count limits. The offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination.

• Subcontracts. Offerors shall provide an outline of how the effort required by the RFP will be assigned for performance within the offeror’s corporate entity and among the proposed subcontractors. The information provided for the prime offeror and each proposed key subcontractor must include the entire company name, company address, CAGE Code, Unique Entity ID and type of work to be performed by citing the applicable Government SOW subparagraph number. This includes all subcontractors who will be providing critical services or whose subcontract is for more than 20% of the total proposed cost/price. This section will further include written consent of key subcontractors to allow the disclosure of their subcontractor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all key subcontractors.

• New Corporate Entities. New corporate entities may submit data on prior contracts involving its offices and employees. However, in addition to the other requirements in this section, the offeror shall discuss in detail the role performed by such persons in the prior contracts cited. Information should be included in the files described in the sections above. Letters of Commitment shall be included in the proposal for these employees in order to be considered.

xii. Past Performance Questionnaire. For all contracts identified in Section

1, Contract Descriptions, a Past Performance Questionnaire, found at Attachment 0009, must be completed and submitted. The offeror shall complete Part I of the Past Performance Questionnaire and e‐mail the questionnaire to both the Government contracting activity and technical representative responsible for the past/current contract. The POCs shall be instructed to electronically complete Part II of the questionnaire and e‐mail the entire questionnaire to the Contracting Office no later than the proposal due date, to holly.a.gibbs3.civ@army.mil and amanada.l.smith.civ@army.mil. The offeror shall e‐mail to the Contracting Officer a list of all the POCs who were sent a questionnaire. The Government must receive this list no later than the proposal due date. The POC List shall be submitted in Word for Windows Table Format to include the following fields:

Solicitation Number; Company Name; Contract Number; Government Agency; POC Last Name, First Name; POC Title; POC Telephone Number; POC E‐mail Address; and Date E‐Mail to POC (month/day).

• Submissions. Offerors are discouraged from providing points of contact with another contractors’ facility, i.e., in case an offeror (or one of his/her team members) is in a subcontract with another contractor who has submitted a proposal on the same requirement. Offerors shall provide and submit the prime contract number and all Governmental agency POCs in lieu of subcontract numbers or prime contract POCs in situations as described above.

4. Proposal Volume 4 –Cost/Price Factor Instructions

Proposed prices will be used by the Government to calculate the Total Evaluated Price (TEP). For each proposal, the Government will calculate a Total Evaluated Price by adding the total of the Base Period and VAT. The Offeror shall complete the Price Matrix (Attachment 0002) as detailed below.

Offerors shall submit their proposals using the MS Excel Price Matrix mailto:amanada.l.smith.civ@army.mil

Attachment 0002. Failure to propose prices for all blue highlighted cells may result in the Offeror’s proposal being considered unacceptable and ineligible for award.

The Price Matrix consists of one tab, the Price Matrix Summary tab. All proposed firm-fixed prices will be binding.

Gray shaded cells represent totals or Government developed surrogates; no action is required by Offerors in relation to gray shaded cells.

CLINs 0005 and 0008 are Government developed surrogated ceiling costs and have been populated in the matrix, no entry is needed by the contractor.

Please note that on CLIN 0015 - Kingdom of Saudi Arabia (KSA) Value Added Tax (VAT), the Government has calculated that at a rate of 15%. Make sure the VAT is not included in your FFP proposed cost.

All prices for this acquisition shall be stated in current U.S. dollars, rounded and displayed to two decimal places. (Current U.S. dollars shall be interpreted to include escalation where appropriate.) It is noted that the terms of FAR 52.222‐43, Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts shall be considered when proposing rates). The Contractor warrants that the prices in this contract do not include allowance for any contingency to cover increased costs for which adjustment is provided under this clause.

The Price Matrix is locked to prevent inadvertent changes. Offerors shall not alter the Price Matrix in any way. If an Offeror changes the price matrix, its proposal may be considered unacceptable and ineligible for award. The Price Matrix shall be completed as follows:

Offerors shall complete the Price Matrix Summary tab by entering its Offeror Name, Unique Entity ID, Cage Code, and proposal date in the blue highlighted cells.

For all cells on the Price Matrix Summary/Detail tabs that are not highlighted in blue, they are either pre‐populated, or they will populate automatically as they include formulas that will sum values of other cells from within the Price Matrix Summary tab.

Price proposals are assumed to represent the Offeror’s best efforts, as final proposal revisions may not be requested. Any additional information considered necessary to explain the proposed pricing shall be submitted at the time of proposal submission.

Price Information: All information relating to the proposed price including all required supporting documentation must be included in the section of the proposal designated as the Price Volume. Under no circumstances shall this information and documentation be included elsewhere in the proposal.

The Government reserves the right to request data other than certified cost or pricing data or certified cost or pricing data when necessary to validate the price reasonableness of an offer.