FAR_Clause_52_212-1_Addendum_Instructions_to_Offerors--Commercial_Items.pdf

FAR CLAUSE 52.212-1 ADDENDUM: Instructions to Offerors – Commercial Items

1.0 Proposals shall be submitted via email to Ms. Rosa I. Diaz, Contract Specialist (CS), rosa.i.diaz.civ@mail.mil and Mr. Reece Hockstedler, Contracting Officer (KO), reece.l.hockstedler.civ@mail.mil prior to the closing date and time of Wednesday, 7 November 2018, 3:00 P.M., PT. No other means of submission is allowed. Offerors must be registered in the System for Award Management (SAM) with NAICS code 562998 – All Other Miscellaneous Waste Management Services in order to be considered for award. Any proposal, modification, or revision, received after the exact time specified for receipt of submission is late and will not be considered. Late proposals will be processed under a late proposals rule as indicated in the FAR 52.212-1(f).

2.0 The KO and CS are the sole points of contact for this acquisition. Address all questions or concerns you may have, in writing, to the KO and CS. Please, identify the applicable Performance Work Statement (PWS) paragraph number or solicitation reference with each question. All questions regarding this solicitation shall be submitted in writing via email to the POCs identified in paragraph 1.0. The deadline for submission of questions is Friday, 26 October 2018 at 3:00 PM (PT).

2.1. Site Visit and Pre-Proposal Conference. The Government will host a site visit and pre-proposal conference at Building 2015 in the Dallas Conference Room (room 140), at Joint Base Lewis-McChord (JBLM), Washington 98433 on Tuesday, 16 October 2018 beginning at 10:00 a.m. (PT). Attendance is at Offeror’s expense. All interested firms may attend with a limit of two (2) attendees per firm. Please, submit in writing the names of attendees and any questions they may have, in advance, by email to CS and KO identified in paragraph

1.0 prior to Monday, 15 October 2018 at 3:00 p.m. (PT).

If no one provides notice of attendance, the site visit/pre-proposal conference will be canceled. No other site visits or pre-proposal conferences will be scheduled or authorized.

2.2. Offerors are urged and expected to inspect the site where the work will be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. The purpose of this site visit and conference is to eliminate any possible misunderstanding of the terms of the solicitation. Technical questions will be addressed during the course of the pre-proposal conference. If the Government responses to technical questions affect the PWS requirements, or any other portion of the solicitation, then an Amendment of Solicitation will be issued. Remarks and explanations at the conference shall not qualify the terms of the solicitation and specifications. Unless the solicitation is amended in writing, it will remain unchanged.

2.3. In no event shall failure to inspect the site constitute grounds for a claim or adjustment after contract award.

2.4. To gain access to JBLM, if Offerors do not have contractor badges, interested parties must obtain a visitor’s pass from the Visitor’s Center. At the service window, state that you need a one (1)-day pass to attend a meeting at the Mission and Installation Contracting Command, Fourth Avenue, Building 2015, Room 140. For a one (1)-day pass, no prior arrangements are necessary and none have been made. Allow plenty of time to process through the Visitor’s Center because it can be quite busy. To obtain the vehicle pass, the driver of the vehicle must present a valid driver’s license with picture, proof of current vehicle insurance, and a valid, current vehicle registration. All passengers in the vehicle must also enter the Visitor Center and present a photo ID. Each passenger’s name will be entered on the vehicle pass in addition to the driver’s name. At any Access Control Point, guard personnel will check the vehicle pass along with the photo IDs of the driver and all passengers.

Driving Directions to Building 2015 Once on post proceed to the 3rd light, turning right onto Pendleton Avenue. Then, go through 3 traffic lights to N 4th Street. If you pass the flashing yellow light in front of the fire station, you have gone too far.

You may turn left onto N 4th Street where parking is allowed on both sides of the street.

There is also a parking lot the end of Building 2015 facing Pendleton Avenue; a parking lot between building 2015 and the other buildings in the quad area; and a parking lot across Pendleton Avenue. The N 4th Street and quad parking areas are mostly open access and these fill up quickly in the morning with employees. Parking across Pendleton Avenue is usually readily available throughout the day.

As you face the N 4th Street side of Building 2015, Room 140 (Dallas Conference Room) is on the first floor in the left wing.

3.0 General Instructions

3.1. The basis of award for this requirement is Lowest Priced Technically Acceptable IAW FAR 15.101-2. Offers will be evaluated using the criteria under FAR Part 12.212-2 Addendum, Evaluation Factors – Commercial Items. Noncompliance with the Request for Proposal (RFP) requirements may hamper the Government’s ability to properly evaluate the proposal and may be grounds to eliminate the proposal from further consideration for contract award.

3.2. Submission of the documentation specified below will constitute the Offeror's acceptance of the terms and conditions of the RFP, concurrence with the PWS and contract type.

3.3. It is the Government’s intention to award without discussions. Offerors are encouraged to present their best technical proposal and prices in their proposal submission. However, in accordance with (IAW) FAR 52.212-1(g), should discussions become necessary, the Government reserves the right to hold them.

3.4. Instructions outlined in paragraph 4 below, prescribe the format for the proposal and describe the approach for the development and presentation of proposal data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of proposals.

3.5. If an Offeror believes that the requirements in these instructions contain an error, an ambiguity, omission, or are otherwise deemed unsound, the Offeror shall immediately notify the KO and CS in writing with supporting rationale. The Offeror is reminded that the Government reserves the right to award this contract based on the proposal, as received, without discussion.

3.6. In accordance with FAR Subpart 4.8 – Government Contract Files, the Government will retain one (1) copy of all unsuccessful proposals.

3.7. All referenced documents for this solicitation are available on the Federal Business Opportunity (FBO) website at https://www.fbo.gov.

3.8. Request for Information. In accordance with FAR 13.106-3(d), if a supplier requests information on an award that was based on factors other than price alone, a brief explanation of the basis for the contract award decision shall be provided within 5 business days after receipt of request. This written response will be the only debriefing provided.

4. Proposal Preparation Instructions

4.1. The Government requires one (1) electronic/digital copy of the proposal. Offeror’s proposal shall consist of three (3) volumes as shown in paragraph 4.5 below.

4.2. Proposal Format

4.2.1. Exceptions. Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors and sub-factors. Failure to meet a requirement may result in an offer being ineligible for award. If the Offeror finds it necessary to take exception to any of the requirements specified in this solicitation, the Offeror shall clearly identify the applicable Volume and exceptions with a complete explanation of why the exception was taken, what benefit accrues to the Government (if any), and its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Offerors are cautioned that taking an exception may render the offer ineligible for award. This information shall be provided in the format below.

Solicitation Exceptions

Solicitation Document

Page/ Paragraph

Requirement/ Portion

Rationale & Impact

Section B, PWS/SOO/ SOW, Section L&M

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe rationale and impact of the exception

4.2.2. The proposals shall be organized into three (3) separate volume files: Volume I, Technical Capability; Volume II, Past Performance; and Volume III, Price. A cover sheet should also be provided at the beginning of each volume and clearly marked with volume number, title, solicitation identification and the Offeror’s name. All text shall be single spaced and printed black on white paper (black and white requirement does not apply to graphics, photos, company stationary and logos are acceptable). Font shall be easily readable (12-pitch type or 10 point proportional spacing). Cross-references should be utilized to preclude unnecessary duplication of data between sections. Page limitations are as follows:

VOLUME TITLE NO. OF COPIES PAGE LIMITS

I Technical Capability 1 electronic/digital copy Total 15 pages

II Past Performance 1 electronic/digital copy

Total 10 pages

III Price 1 electronic/digital copy

Schedule of Services, 23 pages

4.2.3. Proposal Limitations. The proposal shall not exceed the limitations stated above. If the page limitations are exceeded, the pages in excess of those limitations shall be removed and returned, unread, to the Offeror. If discussions become necessary, page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the Offerors.

4.2.3.1. Page limitations include: all appendices, charts, graphs, diagrams, tables, photographs, and drawings.

4.2.3.2. Page limitations do not include covers for volumes, tables of contents, glossary of abbreviations and acronyms, title pages, cross reference indices, and section dividers, or tables if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal.

Pages will be counted if they contain any other information, i.e., diagrams, or extraneous data.

Pages marked “This page intentionally left blank” will not be counted.

4.2.3.3. What counts as a page? A page shall be an 8½” x 11” sheet of paper. When both sides of a sheet display printed material, it shall be counted as two (2) pages. Letter size and spacing requirements for illustrations and tables can be at the discretion of the Offeror, but must be easily readable. Fold-outs will be counted as the appropriate number of pages based on an 8½” x 11” sheet of paper. Margins shall be at least one (1) inch on the top and bottom and 3/4 inch on the sides. The Offeror shall number each page in order to eliminate any confusion. In the event Offeror creates an ambiguity in its numbering of pages, the Government may exercise its own discretion in counting pages.

4.2.3.4. Indexing. Each volume file shall contain a more detailed table of contents to delineate the sub-paragraphs within that volume. Tab indexing shall be used to identify sections.

4.2.3.5. Glossary of Abbreviations and Acronyms. Each volume shall contain a glossary of all abbreviations and acronyms used, with a definition for each.

4.3. Submission of Offers

4.3.1. Offerors shall submit one (1) electronic/digital file of each volume of their proposals in Adobe Portable Document (.pdf), Microsoft Office 2010 or newer version, or compatible format, which will enable the Government to view the proposals electronically. The Government will use the electronic/digital files in the evaluation process, which will serve as the official proposal.

4.3.2. File Preparation. The .pdf file type has a built-in security function. The Offeror shall set all security options in each .pdf file to “allowed.” Index all text, including table and figure identifiers, and allow for 100% searchable text. Display all text as a font and not displayed as a bitmap in any proposal volume or appendix to facilitate the ability to copy and paste to another document.

4.3.3. Font and Page Setup. Format text font and layout as stated for paper copies.

4.3.4. Other Requirements. Do not embed sound or video files into the proposal files. Minimize the use of scanned images and keep embedded graphics as simple as possible.

4.3.5. Proposal Format and Structure. Each volume of the electronic/digital proposal shall be sequentially labeled Volume 1 through Volume 3.

4.3.6. Proposal Table of Content Files. This file serves as a table of contents for the proposal information. Also include the list of key terms used in the proposal with their definitions and a list of acronyms and abbreviations used in the proposal.

4.3.7. Price Data File. Submit an electronically encoded price model in support of the proposed price. Any price model submitted must be consistent with your approved estimating system and must duplicate the logic and mathematical formulas reflected in the proposal. Price models submitted must be submitted as a .xls file format (MS Excel 2010 or newer) or in a compatible format.

4.3.8. Viewing Environment. The Government anticipates viewing the electronic/digital submittals with the following computer software and hardware: 1) IBM-compatible systems, 128 MB of RAM, nominal 22-inch color monitors; 2) Windows 10 Enterprise operating system; and

3) Adobe Reader XI, Microsoft Office 2013, and Internet Explorer 11 browser.

4.4 Proposal Content

4.4.1. Organize the proposal as follows and include the identified information.

4.4.2. Submit a letter, on company letterhead, signed by an officer of the company, stating authorized representative(s) (along with title, telephone number and e-mail address) who can obligate your company contractually, sign the proposal, and sign other contract actions. The letter must include any dollar amount limits and acknowledge the extended acceptance period of 60 days stated in the addendum to FAR clause 52.212-1(c).

4.4.2.1. Additional data to be provided on company letterhead:

Contractor/Offeror, include DUNS number, CAGE Code, and Tax ID number and mailing address;

Physical address, if different than mailing address;

Discount Terms, if any;

Signature of Offeror (original signature required);

Printed name and title of signer; and Date signed.

4.4.2.2. Amendment of Solicitation. Acknowledge any amendments to the RFP in accordance with the published instructions, if applicable.

4.4.3. Exceptions/Assumptions (if required). Include, identify and explain any exceptions or deviations. Additionally, any assumptions used in the proposal preparation must also be identified.

4.4.4. Representations and Certifications. Interested Offerors shall complete all necessary fill-in fields and certifications concerning Offeror Representations and Certifications at FAR Provision 52.212-3 Alternate I of the solicitation. Offeror shall complete and submit only paragraph (b)(2) of the FAR Provision 52.212-3 if the annual representations and certifications have been completed electronically. If an Offeror has not completed the annual representations and certifications electronically at the System for Award Management (SAM) website (https://www.sam.gov), the Offeror shall manually (paper) complete and submit FAR Provision 52.212-3 paragraphs (c) through (l).

4.4.5. For this solicitation, Offerors shall complete:

FAR Provision 52.209-5 – Usually completed in SAM FAR Provision 52.209-7 FAR Provision 52.212-3(c)-(m) - Only paragraph (b)(2) if completed in SAM

4.5. Volume I - Technical Capability (limited to no more than 15 pages total)

The Technical Capability Volume shall be clear, concise, and include sufficient detail for effective evaluation. Legibility, clarity and coherence are very important. Offerors shall assume that the Government has no prior knowledge of their facilities and experience, and will base its evaluation on the information presented in the Offeror’s proposal. Omit elaborate brochures or documentation, binding, detailed art work, or other embellishments. All the requirements specified in the solicitation are mandatory. By proposal submission, Offeror asserts that the firm will perform all of the requirements specified in the solicitation. There is no need to tell us so in the offer.

The Offeror shall provide a detailed narrative on its management approach to include discussions on the management aspects specific to the solicited work, such as the roles and responsibilities of dedicated management staff assigned (e.g. Project Manager). Approach shall demonstrate Offeror’s ability to be responsive to the requirements of the contract. Offeror shall explain how it will respond to surveillance of work, acceptance, rejection, documentation, resolution of deficiencies, trend analysis and shall include corrective actions and interface with Government inspectors and representatives and present a Staffing Plan. Additionally, the Offeror shall demonstrate a minimum of five (5) years of experience in the related industry, as well as experience for any proposed sub-contractor(s). Experience is separate and distinct from the past performance evaluation, which measures probability of successful future performance.

4.6. Volume II - Past Performance (limited to no more than 10 pages total).

4.6.1. The Past Performance evaluation will be accomplished by reviewing aspects of an Offeror's recent and relevant Past Performance, focusing on and targeting performance which is relevant to the effort as it directly relates to the work being procured under this solicitation and as defined in Section M. Past Performance information described herein is required for the Offeror and all sub-contractors, teaming partners, and/or joint venture partners proposed to perform at least 10% of the proposed effort based on the total proposed price, or cost, as applicable. The Offeror shall submit, along with the information required in this paragraph, a consent letter, executed by each sub-contractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the Offeror so that the Offeror can respond to such information. For each identified effort for a commercial customer, the Offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the offeror's performance. The information provided in the proposal is subject for verification with the receiver of said services.

4.6.2. The Offeror shall include documentation regarding its relevant past performance as it directly relates to the work being procured under this solicitation. The Offeror SHALL NOT report any farther than the three (3) years preceding this solicitation for the required data. The past performance data shall document a successful history of past contract performance.

4.6.3. In conducting the Past Performance evaluation, the Government reserves the right to use the information provided in the Offeror’s Past Performance Volume and information obtained from other sources, such as the Past Performance Information Retrieval System (PPIRS) or similar systems, Defense Contract Management Agency (DCMA) and commercial sources.

Offerors are reminded that independent data and data provided by Offerors may be used by the Government to evaluate the Offeror’s past performance. However, the burden of providing thorough, complete, and current past performance information as requested in this paragraph remains with the Offeror. Offers not containing the information requested by this paragraph risk rejection or a less than acceptable evaluation by the Government. All past performance comments received will be taken into account and could affect the evaluation outcome.

In the case of an Offeror without a record of relevant past performance, or for whom information on past performance is not available, or performance is so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror may not be evaluated favorably or unfavorably on past performance (see FAR 12.206). Therefore, the Offeror shall be determined to have neutral past performance. In the context of acceptability/unacceptability, neutral shall be considered acceptable.

4.6.4. The Offeror shall submit a Past Performance Volume containing the following:

Table of Contents

Summary Page describing the role of the Offeror and each sub-contractor, teaming partner, and/or joint venture partner, if any, contemplated by the Offeror.

Consent Letters executed by each contemplated sub-contractor, teaming partner, and/or joint venture partner, authorizing the release of past performance information, so that the Offeror can respond to such information. See Attachment 3, Sample Consent Letter.

Client Authorization Letters for each identified effort of a commercial client authorizing release to the Government of requested information on the Offeror’s performance.

Organizational Structure Change History – Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies during the time of performance of relevant present or past efforts, or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include a "roadmap" in this proposal volume describing all such changes in the organization of your company. Additionally, demonstrate how these changes affect the relevance of any efforts identified for past performance evaluation. Since the Government intends to consider present and past performance information provided by other sources, as well as that provided by the Offeror, the "roadmap" should be specifically applicable to the efforts identified and general enough to apply to efforts on which the Government receives information from other sources.

Specific Relevant Contracts (Attachment 4) - Sheets are to be in accordance with the Attachment and are limited to three (3) pages per reference. The Offeror shall provide documentation outlining the Offeror’s past performance as a prime contractor, or major sub-contractor, on contracts of same or similar nature, size, and complexity to the services being procured under this solicitation. The submittal shall include rationale supporting the Offeror’s assertion of relevance and how it was determined that the work previously performed was the same or similar in nature, size, and complexity to the work specified herein. Offerors are required to explain which aspects of the cited contracts are deemed relevant to the proposed effort, and to which aspects of the proposed effort they relate.

4.6.5. Attachment 5, Past Performance Questionnaires and a cover sheet (Attachment 6) must be submitted by the Offeror’s references via email to rosa.i.diaz.civ@mail.mil and reece.l.hockstedler.civ@mail.mil. Past Performance Questionnaires received directly from the Offeror will not be accepted.

4.7. Volume III – Price (Schedule of Services)

4.7.4. The Schedule of Services will serve as the “volume” and shall be submitted fully completed and error free. Provide unit price, Contract Line Item Number (CLIN) total amount, and the proposed estimated contract total amount. Represent all final monetary extensions in two (2) decimal positions only.

Example: $5.27, not $5.27458.

4.7.4.1. Unit prices and extended prices cannot be left blank; indicate your intent to not charge a specific CLIN by writing the unit price as $0.00 and total/estimated amount price as $0.00.

4.7.5. All CLINs are fixed-price requirements items and each individual CLIN must be separately priced. Identifying a CLIN price as “included with” another CLIN (e.g. combining pricing for two or more CLINs into one CLIN) is not permitted. Any offer with this pricing structure will not be considered.

4.7.6. Offerors are also required to complete the section titled “Contractor Line Item Totals” immediately following the last line item on page 23 of the Schedule of Services.

4.7.7. Price will be evaluated using various price analysis techniques and procedures IAW FAR 13.106-3 including, but not limited to, comparison of proposed prices received in response to the solicitation, comparison to the Independent Government Cost Estimate (IGCE), and total price fairness, reasonableness, and balance. Offeror is reminded to include all costs (i.e., labor, travel, overhead, G&A, profit) associated with the performance of requirements.

4.7.8. The Government reserves the right to require the submission of Other Than Certified Cost or Pricing Data as is deemed necessary to arrive at a fair and reasonable price.