Pre_Proposal_Conference_W56HZV-23-R-0129.pptx

Pre-Proposal Conference Solicitation W56HZV-23-R-0129 Carrie English – Contracting Officer Sara A. Rice - Contract Specialist Army Contracting Command – Detroit Arsenal (ACC-DTA)

CUI

CUI

Purpose & Goal Purpose: Clarify requirements for contractor proposal submission and Government proposal evaluation as detailed in Sections L and M of Solicitation W56HZV-23-R-0129 Goal: Ensure receipt of proposals that meet the requirements of the Solicitation and enable the Government to perform an evaluation consistent with Section M of the Solicitation

UNCLASSIFIED//FOUO

Everything presented is contained in the solicitation itself. We are simply presenting elements that we want to ensure are clear to interested vendors

Questions The Government will answer questions that can be answered by the content of the solicitation Any question that cannot be answered by the content of the solicitation must be submitted in writing to the Government Answers to all questions will be posted on SAM.gov

Schedule Solicitation Release - 18 Apr 2024 Solicitation Closes 29 May 2024 at 4:00 PM EST

*Any proposals received after 4:00PM on 29 May 2024 are late and CANNOT be accepted.

Mention Solicitation extension

Contract Type and Requirements This contract will be awarded as a Firm Fixed Price Multiple Award Indefinite Delivery Indefinite Quantity (IDIQ) type contract.

What does that mean?

This is a long-term contract with 5 ordering years The Government will not pay more then the agreed upon price for each ordering year The base contract will be awarded to multiple vendors who will then compete amongst each other for delivery orders.

Each awardee is guaranteed a minimum of 437 EA pending the successful completion of a First Article Test (FAT) No more then 5,399 EA (contract max) can be ordered over the course of 5 years

See section B. For the first year, it is the Government’s goal to order the estimated quantity of 1,749 EA. We will distribute this amount among each successful offeror. If there are 4 successful offerors each will be award 437 EA. If there are 3 successful offerors each offeror will be awarded 583 EA and so on. Each successful offeror is GUARENTEED a total minimum quantity of 437 EA so long as they conduct and pass a first article test.

FAT and FAT report

Each successful offeror is required to conduct and pass a FAT prior to beginning production.

Partial waivers will not be accepted The successful offeror shall test 1 unit of CLIN 0016 Successful offerors will have 180 calendar days to submit a FAT report to the Government, and the Government will have 30 calendar days to make a determination.

Please reference Section B, Section E, Section L and Section M Please reference Section I 52.209-3 FIRST ARTICLE APPROVAL – CONTRACTOR TESTING

FAT and FAT Report cont.

FOB Point: Destination

Offerors should remember to include cost of freight for proposed pricing.

CLIN 0011-0015

Section M – Evaluation Factors for Award Section M Highlights

Award Without Discussions

M.5.3 Award without Discussions:

This RFP includes FAR Provision 52.215-1 Instructions to Offerors Competitive Acquisition, advises offerors that the Government intends to make award without conducting discussions.

15.306(a) ”Clarifications are limited exchanges, between the Government and offerors, that may occur when award without discussions is contemplated.”

This RFP includes FAR Provision 52.215-1 Instructions to Offerors Competitive Acquisition in Section L which advises offerors that the Government intends to make award without conducting discussions. Where awards will be made without discussions, exchanges with offerors are limited to Clarifications as defined in FAR 15.306(a). The offerors initial proposal should contain the offerors best terms from a Price and non-Price Factor standpoint. However, under FAR 52.215-1(f)(4) the Government reserves the right to hold discussions, if necessary.

M.1. Contractor Responsibility and Eligibility for Award

M.1.1 The Government will only award a contract to an offeror that meets all the responsibility criteria at FAR 9.104.

M.1.2 To make sure that an offeror meets the responsibility criteria the Government may:

M.1.2.1 Arrange a visit to the offeror’s plant and perform a pre-award survey.

M.1.2.2 Ask the offeror to provide financial, technical, production, or managerial background information.

M.1.3 If the offeror does not provide the Government with the data requested within 7 days from the date requested is received, or if the offeror refuses to have an onsite visit to the offeror's facility, the Government may determine the offeror to be non-responsible.

M.1.4 If the Government visits the offeror’s facility, the offeror shall ensure that current certified financial statements and other data relevant to the bid or proposal are available for Government personnel review.

Don’t read M.1.2 thru M.1.4 word for word. Just point out that responsibility criteria can be found at FAR 9.104 and that the gov’t has the right to verify that responsibility criteria is met.

M.4 REJECTION OF OFFERS

M.4.1 The Government may reject any proposal if doing so is in the Government's best interest at any time after receipt of proposal. Examples include, but are not limited to, the following proposal conditions:

M.4.1.1 The proposal fails to meaningfully respond to the instructions in Section L of this solicitation (e.g., a proposal provides some data, but omits significant material data and information required by Section L, fails to follow proposal key proposal instructions or format requirements in Section L, etc.).

M.4.1.2 A proposal merely offers to perform work according to the solicitation terms or fails to present more than a statement indicating its capability to comply with the solicitation terms and does not provide support and elaboration as specified in Section L of this solicitation.

M.4.1.3 The proposal proposes exceptions to the solicitation requirements, attachments, exhibits, enclosures, or solicitation terms and conditions.

M.4.1.4 The proposal is unbalanced as to price. See Section M.6.2.3.

M.4.1.5 The proposal submitted is for less than all the requirements called for by the solicitation.

M.4.1.6 The proposals acceptance period does not meet the Government’s required minimum acceptance period, or the offeror fails to provide a proposal acceptance period (refer to Section L.1.2).

M.4.1.7 The proposal is not in English (American Standard) or in US Dollars.

M.4.1.8 The offeror is not a self-certified U.S. small business concern to the size standard for the North American Industry Classification System (NAICS) code identified in this solicitation in SAM.

M.4.1.9 The proposal provides a delivery schedule that is later than 45 days after the solicited schedule identified in FAR 52.211-8.

Section L – Instructions, Conditions, and Notices to Offerors Section L Highlights

L.1.2 MINIMUM ACCEPTANCE PERIOD

This provision supersedes any language pertaining to the acceptance period that may appear elsewhere in this solicitation.

ACCEPTANCE PERIOD means the number of calendar days available to the Government for awarding a contract from the date specified in this solicitation for receipt of offers.

L.1.2.1 The Government specified minimum acceptance period is 120 calendar days.

L.1.2.2 The offeror shall clearly state in its proposal the acceptance period. Offeror’s may specify a longer acceptance period than the Government's minimum acceptance period stated above.

L.1.2.3 An offer allowing less than the Government's minimum acceptance period may be rejected.

L.3 Evaluation Factors Offeror proposals shall address the following Factors:

a. Delivery Schedule Factor

b. Price Factor

L.3.1 Delivery Schedule Factor L.3.1.1 Offerors shall submit the following:

The Offeror shall submit a filled-in Section F of the RFP with its proposal if it proposes an alternative delivery schedule as allowed by this Factor. The offeror may propose an alternate delivery schedule For CLINS 0011 through 0015 expressed in terms of after date of delivery order award by filling in its proposed schedule for Days after Delivery order Award schedule for Days Without FAT by filling in the Offerors Proposed Delivery Schedule in FAR 52.211-8, Time of Delivery. The proposed Days With FAT will be 210 additional days from the proposed schedule for Days Without FAT. The Offeror may not propose an alternate quantity or an alternate schedule for Days With FAT.

If the offeror does NOT propose an alternative schedule for CLINS 0011 through 0015 within Section F, FAR 52.211-8, Time of Delivery, then the offerors proposed delivery date(s) is the same as the Government Solicited Delivery Schedule set forth in FAR 52.211-8.

L.3.1 Delivery Schedule Factor cont.

L.3.1.1.1 In order to be considered for award, a proposal must provide a delivery date expressed in terms of after date of delivery order award that is either 1) sooner than the solicited schedule identified in FAR 52.211-8, Time of Delivery ; or 2) equal to the solicited schedule identified in FAR 52.211-8, Time of Delivery; or 3) within 45 days after delivery order award or less than the solicited schedule identified in FAR 52.211-8.

L.3.1.1.2 Proposals that provide a delivery schedule that is later than 45 days after the solicited schedule identified in FAR 52.211-8,Time of Delivery will constitute a failure to meet a stated requirement of the solicitation (deficiency) and be unawardable.

L.3.1.2 If selected for award, the offerors proposed delivery date will be incorporated and become the requirement in any resulting contract.

See page 17 of Solicitation

L.3.2 Price Factor L.3.2.1 In accordance with FAR 15.403-5(a)(1), certified cost or pricing data is not required for initial proposal submission. However, after initial proposal submission, if only one offer is received, the Government reserves the right to request certified cost or pricing data in accordance with DFARS 252.215-7008. In the event certified cost or pricing data is required, the offeror may submit a written request for exception based on the applicable clauses contained herein.

For initial proposal submission, the offeror shall provide its proposed prices by providing a filled in Section B of the RFP.

L.3.2.2 The Government reserves the right to request additional or more detailed cost or price information to support its evaluation.

L.4 Provide the Following Information

L.4.1 Signature Actions / Offeror Fill-ins Signature Actions/offeror Fill-Ins. Provide a scanned image of a signed copy of the SF33 cover page, a copy of all completed fill-ins for Sections A through K, and (if applicable) a signed copy of all Amendments to the solicitation. System for Award Management (SAM) certifications need not be separately submitted; however, all offerors must be successfully registered and valid in SAM prior to award.

Fill-ins

There are Fill-ins located in;

Section B - CLIN pricing Section E - Inspection and Acceptance Points Section F - Proposed Delivery Schedule Section I

- Post-award Small Business Program Representation

- Hazardous Material Identification and Material Safety Data Section K - Representation Regarding Certain Telecommunications And Video Surveillance Services Or Equipment

Note that for Section F, if no proposed delivery schedule, then the Gov’t solicited delivery schedule will apply

L.4.2 Offerors Proposal Acceptance Period The offerors proposal acceptance period in terms of calendar days from the date for receipt of offers specified in the RFP. (See Section L.1.2).

L.4.3 Statement of Acknowledgement Statement of Acknowledgement. A statement specifying the extent of agreement with all terms, conditions, and provisions of the RFP, and a statement of agreement to furnish and deliver the items or perform services set forth in the RFP in consideration for offerors proposed price(s) set opposite each item. Any exceptions taken to the attachments, exhibits, enclosures, or other solicitation terms, conditions, or documents may be determined to be a Deficiency or grounds for the Government to reject the proposal from further consideration in the source selection process (Reference M.2.1).

L.4.4 Assumptions Assumptions. The offeror shall consolidate and identify all offeror's generated "assumptions" contained anywhere in the proposal. The offeror shall include a statement that none of the "assumptions" contradict or take exception to any terms, conditions, or requirements of the solicitation. Any exceptions taken to the attachments, exhibits, enclosures, or other solicitation terms, conditions, or documents may be determined to be a Deficiency or grounds for the Government to reject the proposal from further consideration in the source selection process (Reference M.2.1).

L.6 Provision for Waiver of Required FAT NOTE: For this Solicitation, Partial FAT Waivers are not being solicitated or considered.

L.6.1 The requirement entitled FIRST ARTICLE APPROVAL (FAR 52.209-3) in Section E of this solicitation may be waived by the Government, provided that the offeror meets the conditions outlined below.

L.6.1.1 Offerors who intend to request a waiver or partial waiver of the First Article Test must provide sufficient information for the Government to determine whether the request is to be approved. If the offeror intends to request a waiver, a First Article Waiver Worksheet must be completed and submitted to the Government along with any supporting documentation. The worksheet can be found in Section J Attachments of this solicitation. The offerors request will not be considered if the worksheet and any supporting documentation is not submitted to the Government. The worksheet must be completed in its entirety. For those sections of the worksheet which do not apply, annotate with N/A (not applicable). To substantiate or clarify information provided by the offeror, the Government may request additional information. Incomplete worksheets can result in the waiver request being denied, Offerors should contact the Contract Specialist listed on the face page of this solicitation for assistance in filling out the worksheet completely.

L.6.1.2 Offerors should not assume that the FAT waiver request will be granted even if the completed worksheet and any supporting information is submitted to the Government.

L.6.1.4 Supporting Documentation L.6.1.4.1 The request for waiver must be accompanied by documentation in support of the request. The documentation may include information such as the following; (1) Copy of the Administrative Contracting Officers (ACOs) or Procuring Contracting Officers (PCO) letter approving a First Article Test report on a recent contract for the same or similar item. (2) Copy of a First Article Test report for the same or a similar item as that herein solicited. (3) Copy of an ACO or PCO letter approving a prior waiver request. (4) If the waiver request is based on similarity, a copy of the drawing/other appropriate technical requirements of the similar item.

L.6.1.4.2 If a copy of a First Article Test report is submitted in support of a request for waiver under this solicitation, the test report must have been approved and signed by an authorized representative of the Government.

L.6.1.4.3 The FAT report and all supporting documentation should be submitted IAW Section L.2.2 and accompany the offerors proposal. If the FAT report and supporting documentation cannot be transmitted by electronic media, the offeror shall contact the PCO for further instruction.

Thank you THE END image1.jpeg image2.png image3.emf image4.png image5.png image14.png image15.png image16.png image17.png image6.png image7.png image8.png image9.png