Draft Solicitation W519TC-25-R-A005 Section L Oral Presentations Information.pdf

Draft RFP W519TC-25-R-A005 Section L Oral Presentations Information

PROPOSAL STRUCTURE AND FORMAT

1. A complete proposal shall include a cover letter, table of contents, and cross-reference matrices for each of the following Volumes:

Volume 1 - Maintenance Volume 2 - SDO Volume 3 - Demil Volume 4 - Business Development/ARMS Volume 5 - Past Performance Volume 6 - Price Volume 7 - Small Business Volume 8 - Contractual Documents

2. Each digital submission shall be submitted in Adobe Portable Document Format (PDF), Microsoft (MS) Word, or MS PowerPoint with the exception of the price matrices that shall be in the Excel template and the IMS that may be in MS Project. Scanned PDF documents must be legible and shall have the ability to be viewed in Adobe Acrobat. The Offeror shall not lock or password protect any file.

3. The Offeror shall submit eight separate Volumes in English and U.S. dollars.

4. Each Volume shall contain a table of contents and matrix cross referencing the proposal and solicitation to allow the Government to ascertain that all required sections of the proposal are fully addressed. The cross reference should include references to Section L, Section M, applicable PWS, and proposal section. Each Volume stands on its own for evaluation purposes and must include all information necessary for evaluation (e.g., if it is to be evaluated in response to a Section L, Volume 1 requirement, the information must be included in the Offeror's Volume 1 proposal for it to be considered).

The Government will not consider information located in other sections or other Volumes of the proposal in its evaluation of an individual factor. No pricing information shall be included in any volume except Volume 6 Price.

5. The Offeror's written proposal shall meet the following requirements. Pages shall be

8.5 inches x 11 inches; however, graphs, charts, tables and diagrams may use oversized paper of 8.5 inches x 14 inches or 11 inches x 17 inches. Any other page sizes are not permitted. Text size shall be no less than 12-point Arial font; however, graphs, charts, tables, and diagrams may use text size no less than 8-point Arial Narrow font. All pages shall be numbered and contain at least a one-inch margin.

6. The Offeror’s slides shall meet the following requirements. Text size shall be no less than 12-point Arial font and there shall be a maximum of ten bullets per slide. Black and white or color is permitted, and graphics are permitted. Slides shall be sequentially numbered. Offeror’s may use embedded videos in its oral presentation. However, videos shall be played during the presentation in order to be used for evaluation purposes and will be included in the allotted time limit for presentations.

7. All pages of each volume shall be appropriately numbered and identified with the assigned pseudonym, date, proposal volume number, and solicitation number in the header and/or footer. A working electronic table of contents/index and a list of acronyms shall be included for each volume.

8. Page Limitations: The Government will not read or evaluate pages exceeding the below prescribed page limitations, excess pages will be removed and not considered.

Page limitations do not include cover pages, table of contents, cross reference matrices, section bookmarks/dividers, indices, or acronym lists. Cover letters, proposal introductions, and executive summaries shall not exceed a total of five pages for each Volume and are not part of the overall page count. No material may be incorporated in the proposal by reference, attachment, appendix, videotape, audiotape or other electronic media as a means to circumvent the page limitation. No electronic video or audio material will be reviewed or considered in the evaluation. Glossaries and acronyms are excluded from page count. Files shall not contain classified data. The use of hyperlinks in proposals is prohibited. VOLUMES 1-4 SHALL NOT CONTAIN THE

OFFEROR'S COMPANY NAME; OFFERORS SHALL USE THE PROVIDED

PSEUDONYM.

Title Format or Template

Volume Naming Structure Page Limit

Cover Page Adobe PDF or Word

[Offeror’s Pseudonym]_CoverLetter 2 pages

Volume 1:

Maintenance

Adobe PDF or Word

[Offeror’s Pseudonym]_Maintenance

25 pages

Volume 2: SDO Adobe PDF or Word

[Offeror’s Pseudonym]_SDO 25 pages

Volume 3: Demil Adobe PDF or PowerPoint

[Offeror’s Pseudonym]_Demil 50 pages for Overall Demil Description and 50 pages for Demil Plan for

MGQ

Volume 4: Business Development/ARMS

Adobe PDF or PowerPoint

[Offeror’s Pseudonym]_BusinessDevelopment

25 pages

Volume 5: Past Performance

Adobe PDF or Word

[Offeror’s Pseudonym]_PastPerformance

5 pages per Past Performance Reference*

Volume 6: Price Excel Template [Offeror’s Pseudonym]_Price No page limit

Volume 7: Small Business

Adobe PDF or Word

[Offeror’s Pseudonym]_SmallBusiness

10 pages**

Volume 8: Contractual Documents

Adobe PDF or Word

[Offeror’s Pseudonym]_[Document Name]

No page limit

* Past Performance Questionnaires do not count towards the page limit. Contractor Performance Assessment Reporting System (CPARS) are not required, but do not count towards an Offeror's page limit if they are included.

** The Small Business Participation Plan and ISRs/SSRs do not count toward the page limit.

9. Oral Presentations

a. In lieu of written proposals for Volumes 3 and 4, the Offeror’s will be required to give oral presentations.

b. At the conclusion of each Offeror’s oral presentation, the Government personnel will briefly caucus for up to an hour to determine if any clarifications of the Offeror’s presentation are required. If the Government determines there is a need for clarifications, all clarifications will be provided in writing to the Offeror. The Offeror will be provided up to an hour to respond verbally, as well as in writing, with the appropriate answers that directly address the questions asked by the Government.

c. The oral presentations may be recorded. Participants may take notes, but no official transcript of the oral presentations will be made. The Offerors must provide written consent to record. Recording will be limited to the Government only and the Offeror may not record the oral presentations.

d. It is recommended, the Offeror’s key personnel who will perform or personally direct the work being described conduct their relevant portions of the presentations.

Key personnel include project managers, task leaders, and other in-house staff of the Offeror. Subcontractors can be utilized as presenters at the Offeror’s discretion.

The names of presenters shall be listed on the Title Slide for each Volume. Offerors are permitted to have up to two non-presenters in the room during the presentation.

e. If there are any inconsistencies between the slides and oral presentations, the Government will attempt to address those issues during the clarification period held after the oral presentation. However, the Government reserves the right, as noted above, to conduct discussions to resolve any inconsistencies. Offerors shall ensure that all key factual information (such as dates, quantities, product numbers, etc.) are included in the slides to reduce the chances that information will be missed during the oral presentation.

f. The oral presentation will not become a part of any contract resulting from this RFP but will be evaluated for purposes of award decision. The oral presentations and the same-day clarifications will not constitute discussions, as defined in FAR 15.306(d), nor will it obligate the Government to conduct discussions or to solicit or entertain any proposal revisions.

g. The Procuring Contracting Officer will schedule the oral presentations and will notify each offeror of the date, time and location of its oral presentation after the Government receives the proposals in response to this RFP. The order in which Offerors will make its presentations will be determined by the drawing of lots by the Procuring Contracting Officer. Oral presentations will be scheduled no sooner than five working days after closing date of the RFP. Each Offeror will be notified, in writing with acknowledgement requested, of the scheduled date and time for the presentations. The Government reserves the right to reschedule presentations at the sole discretion of the Procuring Contracting Officer. Once notified of the scheduled presentation date and time, each Offeror shall complete the presentation at that scheduled date and time.

h. The facilities available for use by Offerors are limited to a conference room and overhead images (slides) via electronic projection. The Government will provide all facilities.

i. The oral presentation’s specific location will be determined after the closing of the RFP. Presentations will be conducted at Rock Island Arsenal in Rock Island, IL.

j. The U.S. Government will not pay for or reimburse any Offerors for cost associated with oral presentations.

10. Offeror is expected to provide sufficient detail in a clear, concise, organized and complete manner to completely and logically address each evaluation factor.

Deficiencies, whether informational or technical, may be cause for elimination from the competitive range and/or rejection of an offer. Unsupported promises to comply with the contractual requirements are not sufficient. Proposal shall not merely reiterate the contractual specifications but rather provide convincing documentary evidence of how contract requirements will be met. Proprietary information shall be clearly marked.

11. The Government presumes the Offeror's proposal represents its best effort in response to the solicitation. Submission shall be thorough and complete.

12. The successful Offeror's proposal may be incorporated into the resultant contract in whole or in part, at the discretion of the Government, at the time of award.

13. The Offeror is responsible for submitting the electronic copy of its proposal to the designated email addresses by the date and time specified in Block 9 of the SF 33.

Failure to do so will result in the proposal being considered late and treated in accordance with FAR 15.208.

14. Period for acceptance of offers. The Offeror agrees to hold firm the prices in its offer for 180 calendar days from the date specified for receipt of offers. The validity period of the proposal shall be clearly stated in Volume 8 and completed by the Offeror on the SF 33 Block 12.