Attachment_0003_Section_L_Instructions _Conditions _and_Notices_to_Offerors.pdf

SOURCE SELECTION INFORMATION (SEE FAR 2.101 AND 3.104)

SECTION L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1. Overview

The Hardware Software Integration Facility (HSIF) effort provides warehouse operational services and hardware software integration support to Product Lead, Logistics Information Systems. The facility is responsible for the receipt of computer components, integration of components into system configurations, system and component storage, and the issuing/shipment of complete functional computer systems or components in support of Army requirements for Army Tactical Logistics Systems.

Functions performed to accomplish the HSIF mission include: integration, configuration control, diagnostic testing, software loading, functional testing, application of software patches and security updates, component replacement of computer hardware and peripherals, hardware testing, media reproduction and distribution, and maintaining distribution lists. The HSIF must manage, secure, safeguard, and be accountable for Army computer equipment inventory in excess of $50,000,000 annually. The HSIF is located in Chester, Virginia.

L.2. General Information

This is a competitive acquisition limited to small business firms for a single Firm- Fixed-Price contract award. Award will be made to the responsible Offeror whose proposal is determined to be the best value to the Government on a lowest price technically acceptable basis. Appropriate consideration will be given to three evaluation factors: Technical, Past Performance and Price. In order to be considered awardable, an “acceptable” rating must be achieved for every non-price Factor and Subfactor.

Offerors are advised that the nature of the work to be performed under the HSIF acquisition might result in an organizational conflict of interest in current or future Project Manager, Army Enterprise System Integration Program acquisitions. Further, if the Contracting Officer becomes aware of a contract award on any related acquisitions, in accordance with Federal Acquisition Regulation (FAR) 9.5, “Organizational and Consultant Conflicts of Interest”, the contractor may be ineligible to participate, as a prime or subcontractor or otherwise, in this acquisition or other acquisitions.

L.3. Proposal Files

The proposal submission shall be in the English language, clearly indexed and logically assembled. Each file shall be clearly identified and shall begin at the top of the page. All pages of each file shall be appropriately numbered and identified by the complete company name, date and Request for Proposal (RFP) number in the header or footer. A table of contents shall be created for each volume using the table of contents feature in Microsoft (MS) Word. The title page and table of contents are excluded from the page limitations specified below. Proprietary information shall be clearly marked. Files shall not contain classified information or data. The use of hyperlinks in proposals is prohibited. Page limits apply to this procurement as designated below in item L.6: File Packaging. Digital files shall be compatible with MS Office 2013. Digital files shall be in a searchable format. Files submitted shall be in an uncompressed format. NO ZIPPED FILES WILL BE ACCEPTED, EVALUATED, OR CONSIDERED FOR AWARD. Each Offeror shall add its respective company name to the volume names listed below. All Price Factor documents shall be submitted in MS Excel format and shall not be compiled or password protected.

Offerors shall use the following parameters:

Margin Top, Bottom, Left, Right = 1” Gutter = 0” From Edge Header, Footer = 0.5” Page Size, Width = 8.5” Page Size, Height = 11” Paragraphs = Separated by at least one blank line Font = Standard 12-point Arial or Times New Roman Tables = May landscape orient on page with font size greater than or equal to 8-point Illustrations = May landscape orient on page with font size greater than or equal to 8-point

Text shall be single-spaced. Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement. Pages in violation of these instructions or exceeding the total page limit for a particular volume or file will not be evaluated. The page count will be determined by counting the pages in the order they come up in the print layout view.

Proposal volumes exceeding a designated page limit as detailed in the below table will be evaluated starting with the first page of that volume or section and will be evaluated only on the pages within the designated page limit.

L.4. Proposal Submissions

Proposal files shall be submitted via electronic mail (email) to the Contracting Officer and Contract Specialist identified below. Please contact these individuals prior to the submission due date if a different form for submission is needed.

Contracting Officer: Lisa M. Digney E-mail address: lisa.m.digney.civ@mail.mil Telephone number: (309) 782-4946

Contract Specialist: Chase P. Holliday E-mail address: charles.p.holliday.civ@mail.mil

Telephone number: (309) 782-3297

The Army Contracting Command – Rock Island email system can only accept individual emails up to 10 megabytes (MB) in size. As a result, multiple emails may be required for full submission of the proposal. When submitting multiple emails, the Offeror shall sequentially number each email (e.g., 1 of 3, 2 of 3, etc.). Exercise caution in using uncommon file extensions, encrypted files, or any large files that may exceed system limitations.

The Offeror’s proposal shall consist of four volumes. Each volume must be submitted as a separate file. The volumes are:

Volume I – TECHNICAL Volume II – PAST PERFORMANCE Volume III – PRICE Volume IV – PROPERTY MANAGEMENT PLAN Volume V – RFP Documentation

Each Offeror shall submit only one proposal that addresses all Government requirements outlined in the RFP and will be governed by Federal Acquisition Regulation 52.215-1, as contained in the solicitation. An individual having authority on behalf of the Offeror to enter into a contract shall sign an Adobe PDF version of the SF 33 Solicitation, Offer and Award as part of the proposal. Offerors shall submit the proposals, with cover letter, by 02 November 2016, 2:00 PM Central Time (CT).

Any proposal, modification, or revision received after the exact time specified for receipt of proposals will be deemed late and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late proposal would not unduly delay the acquisition, and the Contracting Officer determines that it is in the best interest of the Government to consider the proposal.

A proposal may be withdrawn by written notice received by the Government any time before award.

Offerors are reminded to include their best technical and price terms in their initial proposal and not to assume that they will have an opportunity to participate in discussions or be asked to submit a revised proposal. The Government may make award of a conforming proposal without discussions if deemed to be in the best interest of the Government.

The Offeror agrees to hold firm the prices in its proposal for 180 calendar days from the date specified for receipt of proposals. The validity period of the Offeror’s proposal shall be clearly stated in Volume IV RFP Documentation.

L.5. Communications

The RFP, amendments, notices, and other information will be made available on the Federal Business Opportunities (FBO) website at https://www.fbo.gov/. Offerors are advised to continuously monitor the FBO website for new information. Offerors are deemed to have knowledge of all documents that are posted to FBO.

All questions pertaining to this RFP shall be addressed to the Contracting Officer, Lisa Digney at lisa.m.digney.civ@mail.mil and to the Contract Specialist, Chase Holliday at charles.p.holliday.civ@mail.mil, and shall be submitted no later than 17 October 2016, 2:00 PM, CT. The Government is not obligated to provide responses to all questions submitted by Offerors, but will consider them and incorporate changes into the RFP as deemed necessary. It is preferred that only one set of questions be submitted by each Offeror instead of multiple sets of questions. When submitting questions and comments, please utilize Attachment 0007 Request for Proposal Questions Template.

During the evaluation process, the Government may, at its discretion, enter into clarifications or communications as needed. The Government need not enter into clarifications or communications with all Offerors. The Government intends to evaluate proposals and award a contract without conducting discussions with Offerors; therefore, each initial offer shall contain the Offeror’s best terms. However, with the approval of the Source Selection Authority, the Contracting Officer may establish a competitive range and conduct discussions if determined by the Contracting Officer to be necessary in accordance with (IAW) FAR 15.306(a)(3).

L.6. File Packaging

Offerors shall submit proposal files under the associated filenames and file formats identified below.

Title File Name Page Limit

Volume I – TECHNICAL

Technical Vol I [Offeror] Technical Limited to a maximum of 60 pages

Volume II – PAST PERFORMANCE

Cover Page RFP Number Offeror Name CAGE and DUNS

Vol-II[Offeror] Past Performance Limited to 1 page

Section 1 Past Performance Information Form PPI- 002-M

Using form PPI-002-M (Attachment 0008)–Up to 500 words per reference describing relevancy of performance. A maximum of three (3) references for each

Offeror.

https://www.fbo.gov/

Volume III – PRICE

Price Vol III [Offeror] Price No page limit

Section 1 Price Matrix Limited to pages reflected in Attachment 0009

Volume IV – PROPERTY MANAGEMENT PLAN

Property Management Plan Vol IV [Offeror] Property Management Plan No page limit

Volume V – RFP DOCUMENTATION

Supplemental Information - Standard Form 33 proposal and any associated amendments

Vol V [Offeror] SF33 - Supplemental Information (15a., 15b., 16, 17, and 18 completed) No page limit

Supplies or Services and Prices/Costs

Vol V [Offeror] Supplies or Services and Prices/Costs No page limit

Representations, Certifications, and Other Statements Of Offeror or a copy of System for Award Management (SAM) record

Vol V [Offeror] Representations, Certifications, and Other Statements Of

Offeror No page limit

Any proposed exceptions* to RFP terms and conditions, if applicable

Vol V [Offeror] Exceptions No page limit

Any potential or perceived Organizational Conflict of Interest Certifications, issues, and preventive measures, if applicable

Vol V [Offeror] OCI No page limit

Any Letters of Commitment and/or Joint Venture Agreements, if applicable

Vol V [Offeror] LOC or JV No page limit

*Note: Offerors are hereby advised that any Offeror-imposed terms and conditions that deviate from the Government’s material terms and conditions established by the RFP could render the

Offeror’s proposal Unacceptable and thus ineligible for award.

L.7. Content Requirements

Offerors are responsible for including sufficient details to permit a complete and accurate evaluation of each proposal. Proposals must be responsive to and comply with the terms of the RFP to be eligible for award. Mere statements of compliance or recitation of the RFP requirements (i.e. “parroting” of the RFP requirements) are not acceptable. The Government will reject any proposal determined to be materially non-responsive or that does not conform to the terms of the RFP.

The Offeror shall be held responsible for the validity of all information supplied in its proposal. The Government does not assume the responsibility to search for data to cure problems it finds in the proposals. The burden of providing thorough and complete information remains with the Offeror.

Any proprietary information shall be clearly marked. Each proposal volume is evaluated separately; evaluators do not access other proposal volumes for information. Due to this, each volume shall be prepared on a stand-alone basis, so that its contents may be evaluated without cross-referencing to other volumes of the proposal.

A. VOLUME I – TECHNICAL FACTOR

This volume shall be sufficiently specific, detailed and complete to clearly demonstrate that the Offeror has the capability to perform the work. Simply stating that the Offeror understands and will perform the listed functions is inadequate.

Paraphrasing the Performance Work Statement (PWS) is similarly inadequate, as are phrases such as “standard procedures will be employed” or “well-known techniques will be used.” The Technical Volume shall include:

1. Resumes and certifications as required of candidates for the labor categories specified in Attachment 0004 Section M Evaluation Factors for Award.

2. Evidence of experience in warehouse operations, kitting, integration services, and information technology support as described in Attachment 0004 Section M Evaluation Factors for Award.

B. VOLUME II – PAST PERFORMANCE

Submission requirements for the Past Performance Volume II are listed in the Table above.

Contract References: The Offeror may submit with its initial proposal up to three Contract references for itself. All contract reference(s) shall represent recent and relevant performance as a prime contractor under Government contracts (i.e.

Department of Defense Services or Federal Agencies). Do not submit references for first tier or lower tier subcontracts.

Recent contracts are defined as prime contracts where services and deliverables were performed or still being performed by the Offeror anytime within three years of issuance of this RFP. The Government reserves the right to consider any relevant past performance after the solicitation closing date and prior to award.

Relevant means performance that demonstrates recent work efforts performed by the Offeror that provided or is currently providing Warehouse Operations to include but not limited to: Receipt and Storage; Packaging and Shipping; Inventory; Kitting;

Disposition Services; Integration Services; Configuration; Information Technology Support; Building Security; Quality Assurance; and Project and Program Management.

The contract information to be provided with each project and/or contract reference is on Form PPI-002-M (Attachment 0008). The Offeror shall complete Form PPI- 002 in its entirety for each referenced project and/or contract. The completed Form shall be included in Volume II of the Offeror’s proposal submission.

The Government reserves the right to use data provided in the Offeror's proposal and data obtained from other sources such as the Past Performance Information Retrieval System (PPIRS). To ensure inclusion of all references in the evaluation process, the Offeror is encouraged to provide the Government with the most current data on each reference.

References provided on classified contracts or contracts to foreign entities cannot be verified; therefore, classified and foreign contracts will not be evaluated.

C. VOLUME III – PRICE

The Offeror shall provide proposed prices as follows:

1. The Price Proposal and supporting information shall be submitted in Microsoft Office (Word, Excel, etc.) format with working formulas, cell references, and algorithms. If linked files are used, provide all the files that are linked and a crosswalk to show how they are linked.

2. Offerors shall input their prices/costs in the highlighted cells of the Price Matrix. Please note that the Price Matrix has five (5) separate tabs; four (4) tabs require text and price entries (Base Year, OY1, OY2, and SCA) and one (1) tab requiring only text entries (Summary). Failure to completely fill out the attached matrix is unacceptable and may render the offeror ineligible for award.

3. All proposed costs and prices for this acquisition shall be stated in U.S. dollars, rounded and displayed to two decimal places.

4. The Price Matrix has been locked to prevent inadvertent changes. Offerors shall not alter the Price Matrix in any way. In addition, offerors shall not use formulas when completing the Price Matrix. If an Offeror alters the Price Matrix and/or uses formulas, its proposal may be considered unacceptable and ineligible for award. The Price Matrix shall be completed as follows:

a. CLIN X001: This CLIN is a Firm Fixed Price CLIN. Offerors shall completely fill out the Price Matrix with Firm Fixed Price Hourly Rate that includes the Base Hourly Labor Rates, Benefits, and Indirects for each Labor Category identified in Column F of the Price Matrix. The Labor Categories identified can be found in Appendix A of the PWS. The proposed Benefits included in the FFP Hourly Rate shall include, at a minimum, items such as Health & Welfare, Vacation, and Holidays as identified in the U.S. Department of Labor Wage Determination. The proposed Indirects included in the FFP Hourly Rate shall include, but is not limited to, Overhead, G&A, Profit, and other such costs determined by the offeror. The proposed labor rates shall be in compliance with the U.S. Department of Labor, Register of Wage Determinations Under the Service Contract Act (SCA). As stated in the PWS, paragraph 3.1.6 Personnel Qualifications, this will be provided as an Attachment.

For each proposed rate, provide the name of the source (Company Name) in Column G. This is required to ensure that the Contractor is meeting the subcontracting limitations of a Small Business Set Aside effort.

SCA TAB: The contractor shall fill in the Contractor Proposed Labor Category, SCA Labor Classification and Occupation code relating to the positions provided. For any position not covered by the SCA and is proposed as EXEMPT, the contractor shall write in EXEMPT in the SCA Labor Classification column. For SCA covered positions, Contractor must fill in base hourly rate and health and welfare hourly rate for each period of performance.

b. CLIN X002: This CLIN is a Cost-Reimbursable CLIN. CLIN X002 is a Government Surrogate for Other Direct Costs (ODCs) and is priced at $480,000 for the Base Year, $500,000 for Option Year 1, and $525,000 for Option Year 2. The Government Surrogate is derived from the Independent Government Cost Estimate, and is calculated by multiplying the monthly cost by the number of months for each performance period. The elements included in the Government Surrogate are detailed in paragraph 3.1.1 of the PWS;

items included are freight, commercial truck rentals and fuel, picking and packing materials, office supplies, imaging supplies, general warehouse supplies, and maintenance on material handling equipment. The preceding list is not all inclusive, but is provided as examples of items that are normally procured during performance of this type of effort. Per the PWS, prior written authorization will be required from the Contracting Officer’s Representative.

The Government surrogate is provided for evaluation purposes only. The Contractor shall not alter this number.

5. Data Other Than Certified Cost or Pricing Data. The Government anticipates receiving competitive proposals and using competition to determine price reasonableness. However, the Government reserves the right to request data other than certified cost or pricing data, after receipt of proposals, to determine price reasonableness if competition is not adequate for the purpose. If required, data other than certified cost or pricing data must be submitted in accordance with the instructions specified at FAR 15.403-5.

D. VOLUME IV – PROPERTY MANAGEMENT PLAN

In accordance with FAR 52.245-1(b) Property management, Offerors shall have a system to manage (control, use, preserve, protect, repair and maintain) Government Furnished Equipment Property (GFP) in its possession accountable to the contract.

The system shall be adequate to satisfy the requirements of this clause. In doing so, the successful Offeror shall initiate and maintain the processes, systems, procedures, records, and methodologies necessary for effective control of Government property accountable to the contract, consistent with voluntary consensus standards and/or industry-leading practices and standards for Government property management except where inconsistent with law or regulation. Offerors shall provide a written plan detailing its system to manage GFP in its possession. The Offerors' property management plan must address all elements under FAR 52.245-1(f) Contractor plans and systems. This plan shall be submitted with the Offeror’s proposal. The Contracting Officer will review the Offerors’ property management plan as part of a responsibility determination in accordance with FAR 9.104-1. Note: After award, the successful Offeror will be required to update its property management plan specific to the place of performance site.

E. VOLUME V – RFP DOCUMENTATION

The Offeror shall complete (fill-in and sign) the RFP sections indicated below along with providing other pertinent information as applicable:

1. Standard Form (SF) 33 (Solicitation, Offer and Award) including any associated amendments (if applicable). An authorized official of the firm shall sign the SF 33 and an Acrobat PDF file shall be created to capture the signatures for submission.

2. SF 33, Section B - Supplies or Services and Prices/Costs – Fill-in the Price/Cost for each Contract Line Item Number (CLIN).

3. Representations, Certifications, And Other Statements of Offeror or a copy of SAM record. An authorized official of the firm shall sign all certifications requiring original signature and an Acrobat PDF file shall be created to capture the signatures for submission.

4. Any and all proposed exceptions, both prime and subcontractor, to the terms and conditions of the RFP, including any deviations thereto.

5. Any contractor (or member of its team and/or subcontractor) having a potential or perceived Organizational Conflict of Interest as defined under FAR Part 9.5 must identify the conflict as soon as it is known and provide a recommended mitigation plan. For any potential conflicts of interest known by the Offeror at the time of proposal submission, a mitigation plan, certifications, issues, and preventative measures shall be provided in this Volume. These steps should include how the Offeror will ensure that it does not have access to sensitive pre- RFP information, how firewalls will be established, etc.

6. The Offeror shall provide letters of commitment between the prime and its major subcontractors as well as joint venture agreements if the prime is a joint venture. A major subcontractor is defined as a subcontractor anticipated to perform more than ten (10) percent of the effort.

The Offeror shall provide a transition price in its proposal as part of the one year base period but it shall not be separately priced. The transition phase shall be for 30 days per the PWS.