Attachment_05_Instructions_Conditions.docx

Proposal Instructions, Conditions, and Notices to Offerors

GENERAL INSTRUCTIONS:

Proposal Files: Proposals shall be submitted in accordance with the instructions outlined within this section. Proposals must not merely repeat the solicitation requirements, but rather must provide convincing documentary evidence of how the Performance Work Statement (PWS) and solicitation requirements will be met. The Government will not assume the Offeror possesses any capability, understanding, or commitment not specified in the proposal. Proposals that do not contain the information requested in the solicitation risk being determined unacceptable by the Government. The proposal shall consist of the following:

a) Proposal Volumes: (one electronic copy of each Volume):

Volume I – Technical Factor Volume II - Past Performance Factor Volume Ill – Price Factor

b) Each evaluation factor shall be addressed in a separate proposal volume and provided in separate electronic files as specified above; to include separate electronic files for the Technical subfactors. Offerors shall provide electronic copies in Microsoft Word or Portable Document Format (PDF) format (Microsoft Excel format for Price Matrix). All computer files shall be virus checked prior to submission.

c) The maximum page limit for Volume I - Technical Factor proposal is 50 pages as defined in this paragraph. Volumes II and Ill are excluded from the page limit. A page is defined as a single sided, 8 ½" x 11" sheet, single line spacing, with no less than 12-point font, and page margins of 1" on top, bottom, and both sides of each page. The only exceptions allowed for font size reduction are for organization charts or other graphic illustrations. In those instances where reduction is allowable, no smaller than 10-point font shall be allowed. The Government will count pages in Volume I and remove any pages from Volume I that exceeds the maximum page limit. Any pages over the maximum total page limit will not be considered in the evaluation. The cover, title page, tables of contents, acronym lists, will not be counted against the maximum page limit. All proposal volumes shall contain page numbers.

d) The complete proposal, as described above, shall be electronically submitted to the Contracting Officer and the Contract Specialist (see electronic mail addresses below) no later than the due date and time specified in the solicitation and any subsequent amendments. Proposals submitted by mail or hand-carried will not be evaluated. Proposals submitted by electronic mail will also be accepted. Electronic mail proposal submissions shall not exceed a size limit of 10MB (multiple e-mails may be utilized to complete the proposal submission). It is highly recommended that the Offeror request a "Return Receipt" or other form of acknowledgement to verify that the proposal submission was received.

Electronic Mail:

Lorraine.geren.civ@mail.mil Cindy.k.wagoner.civ@mail.mil

e) The Government plans to award without discussions; accordingly, it is the Offeror's responsibility to submit a proposal that conforms to all of the terms and conditions of the solicitation and contains their best offer.

Federal Acquisition Regulation (FAR) Clause Submission; The FAR Clauses at Attachment 04 shall be submitted with the Offeror’s proposal, as a separate document, and shall not count towards proposal page limitations.

PROPOSAL INSTRUCTION and CONTENT BY VOLUMES:

Volume 1 – TECHNICAL FACTOR

a. Technical Approach Subfactor: The offeror shall submit their proposed approach for completing the work called out in the Performance Work Statement (PWS). If the offeror will use subcontractors in this effort, it shall identify the subcontractors along with a full description of the services and equipment the subcontractors will be providing, including details relating to the integration of parts and services (define how the equipment and services function and relation to operation within the plating facility). The offeror shall provide information that describes the offeror’s organization and intended technical approach to executing finalization of plating equipment and installation contract per the detailed requirements of the PWS. The offeror shall provide a proposed preliminary layout to demonstrate its ability to meet requirements defined in the PWS for each of the plating lines, but are not restricted to the tank layout schedule (PWS Appendix 7.2.1-7.2.3, 7.4, 7.5). The offeror shall include its conceptual plan view/layout, proposing layout and differences from preliminary concept in the PWS, Appendix 7.4 (LO-01). The offeror shall clearly and concisely describe the organizational and technical approach to project management and execution.

The offeror shall provide information on details relating to how the Performance Work Specification (PWS) shall be met including but not limited to flow chart of processes and tanks; flow chart of system automation; description of hoist system to be used and type of erection, and how automated needs shall be met with hoist; description of tanks and usage; description of rinse processes for rack and barrel rinse systems, describe how in barrel rinse shall be accomplished; description of how waste-water treatment equipment shall operate and how conservation of water associated with treatment facility shall be accomplished; description of water conservation within rinse and process tanks; types of chemical, media, water filtration for every type of line and system and styles of filtration associated with including media type, filter type, and name brand of filtration; type of materials used in assembly of process tanks, supply hoses, voltage feed systems, fluid pumps, heat exchangers, rectifier housings, barrels, and racks; name brand of pumps and support equipment; types of barrel fabrication; description of tank construction to include thickness, flange systems, overflow weirs, automation of tank chemicals and level, tank water level and control, tank ventilation and collection, tank bottoms and drain capabilities; description of chemical storage and approach to utilization of space and automated feed. The defined examples and information shall allow a technical evaluation of the proposed technical approach. The offeror shall also describe their approach for ensuring the waste treatment system will comply with applicable state and federal safety and environmental requirements.

b. Schedule Subfactor: The offeror shall provide a preliminary schedule (Gantt chart format) showing equipment design and installation phases, (Ref PWS section 10.0). The preliminary schedule will, after contract award, be replaced with a final schedule. The schedules shall be task oriented, indicating the number of calendar days, after notice to proceed, by which milestones are to be achieved. The offeror may use a critical path or other method of their choice; however, schedules shall be graphically represented. The proposed project schedule shall reflect the contract duration. Include any contractor down time, and applicable government review times as specified in the PWS. The offeror must demonstrate the capability and flexibility to plan and schedule the complete project to meet the proposed contract completion period. The offerors shall clearly identify any constraints on the schedules presented (e.g., labor or material availability, long lead items, etc.). The offeror shall indicate the anticipated overall critical path on the schedule. The offeror shall describe the time control capabilities and systems to be used to plan the equipment installation and how the schedule will be used prevent delays and manage Government required schedule. The offeror shall discuss internal preventative controls and procedures for handling delays to minimize time growth or “schedule creep” to ensure required Government schedule will not deviate.

c. Staffing Plan Subfactor: The offerors shall submit a staffing plan, which clearly illustrates the key elements of the organizational structure proposed to accomplish the management, technical and administrative services required, including subcontractors. The offerors shall clearly identify technical personnel duties and responsibilities as well as sub-contractors’ duties and responsibilities.

Volume II: PAST PERFORMANCE FACTOR

Past performance information is evaluated as a predictor of future contract performance. The Government will assess the degree of confidence it has that the offeror will successfully complete the requirements in accordance with the solicitation and PWS based on the offeror’s demonstrated record of recent, relevant performance. The Past Performance Questionnaire (PPQ) included in the solicitation (Attachment 07) is provided for the offeror to submit to the client for each project the offeror includes in its proposal for evaluation of past performance. Ensure correct phone numbers and email addresses are provided for the client’s point of contact.

Completed Past Performance Questionnaires shall be submitted with your proposal. If the offeror is unable to obtain a completed PPQ from a client for a project(s) before proposal closing date, the offeror shall complete and submit with the proposal the first page of the PPQ , which will provide contract and client information for the respective project(s). The offeror should follow‐up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government’s point of contact, Cindy Wagoner via email at cindy.k.wagoner.civ@mail.mil prior to proposal closing date. The offerors shall not incorporate by reference into their proposal PPQs previously submitted for other contracts.

Contract References: The Offeror shall submit with its initial proposal contract references representing their recent, relevant performance under Government (Federal, state, local) and/or commercial contracts. The Offeror shall submit a minimum of three (3), but no more than five (5), contract references.

Recent Contracts are defined as prime contracts, task orders, delivery orders, or subcontracts where services or deliverables were performed, or are still being performed, anytime within five (5) years of issuance of this Request for Proposal (RFP).

Relevant means contracts/task orders that demonstrate the Offeror has successfully provided or is currently providing services to design and install large plating and electroplating projects involving fully operational processing facilities, to include tank lines and associated equipment for chemical cleaning and plating processes or fully operational heavy industrial facilities, paint stripping facilities, waste water treatment facilities, water conditioning systems or other specialized industrial processing facilities. This experience shall include projects similar in scope and complexity to the Performance Work Statement (PWS) requirements of this RFP.

A Past Performance Questionnaire shall be filled out with respect to each contract reference. Offerors are required to complete a separate questionnaire for each contract reference. Ensure that all point(s) of contact, including names, job titles, telephone and fax numbers, and email addresses are listed on the questionnaire.

Subcontractor Performance References: If the offeror intends to subcontract in excess of 25% of the total proposed contract value or is considered critical to performance of the contract, the offeror shall identify the proposed subcontractor(s). For each identified subcontractor, at least three (3) recent and relevant contract references but no more than five (5) shall be submitted. The contract information as required for the offeror’s contract references shall also be provided for the subcontractor contract references.

Other Contracts: In addition to the above contract references, the offeror shall identify every relevant contract within the last five (5) years it was awarded that experienced any performance problems related to deliverables or services; and every recent contract that was terminated, or cancelled for any reason, in whole or in part within the past five (5) years of issuance of this Request for Proposal (RFP).

For any contract falling under the descriptions above, provide all of the information listed in the preceding paragraph, plus:

a. Provide a copy of any cure notices or show cause letters received

b. Provide a copy of any Contract Deficiency Report (CDR)

c. Identify reason for any termination

d. State any corrective actions taken to avoid recurrence

e. Describe the extent to which the corrective action has been successful, identifying points of contact who can confirm the success of the corrective measures

f. Describe in detail any performance problems that include internal/external customer complaints and/or CDRs.

g. Identify any Safety or Environmental related incidents that resulted in a fine or penalty

The number of contract references provided in response to this paragraph is unlimited. If there are no contracts meeting the description above, the offeror must so state that.

New Corporate Entities: New corporate entities may submit data on prior contracts involving its officers 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 shall be included as described in the paragraphs above.

All of the above documentation must be submitted with your proposal. This does not count as part of the page limit. The government may select those firms to survey from the list the offeror submits. The government may survey one or all of those submitted.

Volume 3 – PRICE FACTOR

a. The offeror shall complete the Pricing Matrix at Attachment 03.

b. The offeror shall input its company name, CAGE, and point of contact information within the appropriate yellow highlighted cell within the Price Matrix at Attachment 03.

c. The Offeror shall populate all other yellow highlighted cells within the Price Matrix Attachment 0003 with its proposed Firm-Fixed-Unit Prices (FFPs) for CLIN 0001, Drawings, CLIN 0002, Equipment, CLIN 0003, Installation and Validation and CLIN004, Training and Manuals. The Offeror shall understand that the FFPs are binding upon award.

d. The Offeror shall input prices for all CLINs; failure to populate all highlighted cells may deem an offeror unacceptable and may not be further evaluated for award.

e. The proposed firm fixed price prices shall be stated in the United States dollar and rounded to two decimal places. Offerors shall not make any adjustments or manipulate the Price Matrix Attachment 03, doing so may deem an offeror unacceptable and may not be further considered for award.

f. In the event that there is a discrepancy between an Offeror’s narrative provided and the Excel Price Matrix Attachment 03, the unit prices within the Price Matrix Attachment 03 shall prevail.

g. Certified cost and pricing data is not required; however, the Government reserves the right to request certified cost and pricing data or other than certified cost or pricing data from the offeror to the extent necessary to determine a fair and reasonable price prior to award.

h. The proposal response is presumed to represent the offerors best effort to respond to the solicitation. Any inconsistency between promised performance and price should be explained in the offer. For example, if the use of new and innovative techniques has an impact on unit price, their impact on price should be explained by the offeror. If a management decision has been made to absorb a portion of the program costs that have not been included in the proposed pricing, that decision should be stated and quantified in the proposal. Any inconsistency, if not explained, raises a fundamental issue of the offerors understanding of the nature and scope of the work required, and may be grounds for rejection of the proposal. The burden of proof as to credibility rests with the offeror.