Attachment_3_Addenda_52.212-1,_Instructions_to_Offerors.docx

The following tailored instructions are applicable to the Rivanna Station Facility Maintenance Services (RSFMS) acquisition.

1.1 Mandatory Site Visit

1.1.1 A Mandatory site visit is scheduled on 5 April 2017 beginning at 8:00 AM Daylight Standard Time (DST). There will be a one hour break for lunch and the site visit will conclude no later than 5:30 PM (DST). The survey will include all pertinent RSFMS areas and equipment covered by the contract PWS. Mandatory means that proposals from an offering firm that did not participate in the site visit will be considered non-responsive and will not be evaluated.

1.1.2 Site visit attendance is limited to no more than two representatives from each firm. To obtain approval to visit Rivanna Station for the site visit, personnel attending must submit the following information:

1.1.2.1. Last Name, First Name, Middle Initial

1.1.2.2. Organization

1.1.2.3. Social Security Account Number

1.1.2.4. Provide the information to the contracting officer, Ralph Kaminski by telephone at number 434.951.1599 by 3 April 2017. Additionally, due to the short time period from combined synopsis/solicitation release date to site visit date, the Government will clear attendees on 5 April 2017 the day of the site visit.

1.1.3. Visitors will park at the overflow parking located on left hand side of Boulders Road. From there take the shuttle bus inside of Rivanna Station and get off the bus at the Nicholson Building. All offeror personnel will enter the Nicholson building into the lobby. Representatives will be waiting there to help with the visitors passes.

2.0 General Information

2.1 The designated point of contact for this acquisition is Mr. Ralph F. Kaminski. Address any questions or concerns you may have to Mr. Kaminski. Email is the preferred method of communication. Mr. Kaminski’s contact information follows.

Mr. Ralph F. Kaminski, Contracting Officer National Ground Intelligence Center 2055 Boulders Road, Charlottesville, VA 22911 Phone: 434.951.1599 E-mail address: ralph.f.kaminski.civ@mail.mil

2.2 Solicitation and Site Visit Questions: Offerors may email questions regarding the solicitation and site visit to the Contracting Officer using email address ralph.f.kaminski.civ@mail.mil. The Government will answer all questions provided that the questions are received by the cut-off date of 7 April 2017. Questions will be answered via amendment to the solicitation on or about 13 April 2017 by adding a Questions and Answers attachment. The Government reserves the right not to respond to any questions received concerning this solicitation after the cut-off date. Accordingly, Offerors are encouraged to carefully review all solicitation requirements and submit questions to the Government early in the proposal cycle.

2.3 Discrepancies: If a contractor believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the contractor shall immediately notify the Contracting Officer in writing with supporting rationale as well as the remedies the contractor is asking the Government to consider as related to the omission or error.

2.4 Discussions

2.4.1 It is the Government's intent to award without discussions. However, The Government reserves the right to conduct discussions if it is determined to be in the best interest of the Government.

2.4.2 If the Government determines, after the initial evaluation of the lowest priced proposal, that discussions are necessary; the Government may make a competitive range determination (limited to a restricted number of the lowest priced proposals) in order to establish a list of offerors with a reasonable chance of award. Communications for the purpose of clarification or past performance information do not constitute discussions.

2.4.3 If discussions are held, offeror responses to Evaluation Notices (ENs) and the Final Proposal Revision (FPR) will be considered in making the source selection decision. If the offeror's proposal was initially evaluated as acceptable, any changes or exceptions in the FPR are subject to evaluation and may introduce risk that the offeror' s proposal could be determined unacceptable and ineligible for award.

2.4.4 Discussions will be initiated by the Contracting Officer upon issuance of ENs to the offerors within the competitive range. ENs may be orally briefed to offerors prior to written release to ensure complete understanding by the respective offeror of any discrepancies.

2.4.5 Any offeror excluded at any time during the source selection process will be afforded the opportunity to request either a pre-award or post-award debriefing in accordance with FAR 15.503. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait and request a post award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing.

2.4.6 Oral Presentations: Oral presentations will not be permitted.

3.0 Amendments to Solicitation: If this Request for Proposal (RFP) is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any and all amendment to the solicitation in their proposal submission.

4.0 North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition are: NAICS: 561210 Size Standard: $38.5 Million

5.0 Acceptance

5.1 A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. The Government may accept an offer (or part of an offer) before the offer's specified expiration time, whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

5.2 Offerors must possess a Top Secret Facility Clearance (FCL) at time of proposal submission. Proposals submitted by offerors without a Top Secret FCL will not be evaluated or considered for award.

6.0 System for Award Management (SAM): Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. Ifthe Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through https:llwww.Sam.gov.

7.0 Proposal Format and Contents

7.1 The offeror's proposal shall consist of four (4) volumes. Each volume shall be a separate electronic file. The volumes are identified as:

Volume I -Technical Volume II-Past Performance Volume III- Pricing Volume IV - Section K-Representations/Certifications and Solicitation, Offer & Award Documents.

7.2 Cross-Referencing: Each volume shall be written on a stand-alone basis so that its contents may be evaluated without crossreferencing other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted.

7.3 Offerors are cautioned that "parroting" of the technical requirements or the PWS with a statement of intent to perform does not reflect an understanding of the requirement or capability to perform. Offerors are responsible for including sufficient details to permit a complete and accurate evaluation of each proposal. Proprietary information shall be clearly marked.

7.4 Print setup in digital proposals shall be single-spaced. Each paragraph shall be separated by at least one blank line. A standard, 12- point minimum font size applies. Arial or New Times Roman fonts are required. Tables and illustrations may use a reduced font size no less than 8-point and may be landscape. The table that follows provides the Volume Titles, Digital Copies, and Maximum Pages

1 Note: Pages that exceed the required page limitations will not be evaluated. Additional pages over the maximum allowed will be removed and not read; and will not be evaluated by the Government.

7.5 Pages must be 8.5" x 11" and may be duplex or one-sided. Each side counts as one page. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and RFP number in the header and/or footer. 8.5" x 14" landscape pages are acceptable for tables/graphic representations only.

7.6 All proposal files shall be provided in their native format, i.e. doc, xis, ppt, etc., and. Zip disks are not permitted. Files with signatures shall be in read-only format, using PDF files. All files must be searchable. All price breakdown information to aide in the price evaluation shall be submitted in Microsoft Office Excel Read/Write format. A cost and pricing template is provided and preferred method for submitting cost and pricing data. Cost and pricing narrative content to support can be provided in a native format. Self-extracting .exe files are not acceptable.

7.7 All information shall be confined to the appropriate file/volume. The offeror shall confine submissions to essential matters, sufficient to define the proposal in a concise manner, to permit a complete and accurate evaluation of each proposal. Each file of the proposal shall consist of a Table of Contents and Narrative discussion. The Table of Contents is not included in the page count. Proprietary information shall be clearly marked. The following shall be included in the Narrative discussion:

7.8 Volume I -Technical Factors (Non-Price Factors other than Past Performance).

In the Technical Factors volume, address each technical factor as presented below. Address any risks associated with each factor or sub-factor that may affect performance.

7.8.1 Factor 1 – Program Management, Track and Report on Deliverables

7.8.1.1 The Offeror submission provides their approach to capture and stratify data to create and publish each deliverable as set forth in the PWS and DD Forms 1423.

7.8.1.2 For purposes of evaluation, the Government is evaluating Offerors approach and examples for the following four deliverables: In Progress Review (IPR), PWS 1.6.1; Level-I Preventive Maintenance After Action Reports, PWS 5.1.5.1.2; Food Service Equipment Familiarization, 5.3.1.5; and Contractor’s Quality Control Plan, PWS 6.1.2.1.

7.8.1.3. Offerors are to provide a single page summary describing their approach to develop the following three reports: Progress Review (IPR), PWS 1.6.1; Level-I Preventive Maintenance After Action Reports, PWS 5.1.5.1.2; Food Service Equipment Familiarization, PWS 5.3.1.5. Provide an example of each proposed report or equipment training session outline.

7.8.1.4 Offerors may either provide a Quality Control Plan, PWS 6.1.2.1 or can provide an example of Quality Control Plan from a previous contract of similar size and scope to this requirement.

7.8.2 Factor 2 – Service Delivery – Plan and Provide Level I Preventive Maintenance services.

7.8.2.1 The Offeror submission provides and describes how prime employees and or subcontractors are utilized to deliver Level 1 Preventive Maintenance for the following PWS sections: 5.3, Food Services Equipment; 5.4, Physical Fitness Equipment Maintenance; 5.5, Supervisory Control And Data Acquisition (SCADA) System Services; 5.6, Security Systems Maintenance: Nicholson & ULC 1 Buildings; 5.7, General Mission Maintenance Support Services; 5.8, Mission Equipment Maintenance Support; 5.9, Custodial Services, Nicholson And ULC1 Buildings (NGIC) and Warehouse; and 5.10, Data Center Custodial (Nicholson Building).

7.8.2.2 Offerors are to provide a separate one-week typical daily work schedule for Custodial and Level I Preventive Maintenance. The schedules shall list by occupation staff assignments and work hours.

7.8.3 Factor 3 Phase-In and Security is based on submissions for two subfactors

7.8.3.1 Subfactor 3a – Phase-in Plan

7.8.3.1.1 The Offeror submission provides and describes how it will staff, establish a supply chain, and equip to be at full performance after the 30-day phase-in period ends, as set forth in PWS sections 5.12.

7.8.3.1.2 Offerors shall provide a resume and a signed letter of intent for each of the three employees to be onsite to conduct all coordination and preparation to deliver contracted services at the completion of the phase-in period. If Offeror plans to use Key Personnel called out in PWS Section 1.7.9.1 for phase-in; then, those personnel shall meet PWS experience requirements.

7.8.3.2 Subfactor 3b – Personnel Security Clearances. The Offeror submission provides and describes how the offeror will provide for personnel security clearances as set forth in PWS sections 1.7.7.

7.9 Volume II -Past Performance

This volume shall contain past performance information regarding similar contracts. This volume shall not exceed 7 pages, excluding Past Performance Questionnaire Forms. Offerors shall submit a maximum of 3 contracts under which the contractor performed during the past three years, from the issue date of this RFP, which are relevant to the efforts required by the PWS of this combined synopsis/solicitation. Volume II shall be organized into the following sections:

7.9.1 Section I - Contract Descriptions. This section shall include the following information in the following format.

a. Contractor place of performance, CAGE Code and DUNS Number.

b. Government contracting activity, and current address, Procuring Contracting Officer’s name, e-mail address, telephone and fax numbers.

c. Government’s technical representative/COR and current email address, telephone and fax numbers.

d. Government contract administration activity and the Administrative Contracting Officer’s name, and current e-mail address, telephone and fax number.

e. Government contract administration activity’s Pre-Award Monitor’s name, and current e-mail address, telephone and fax numbers.

f. Contract Number and, in the case of Indefinite Delivery type contracts, GSA contracts, and Blanket Purchase Agreements, include Delivery Order Numbers.

g. Contract Type (specific type such as Fixed-Price (FP), Cost Reimbursement (CR), Time & Material (T&M), etc.). In the case of Indefinite Delivery contracts, indicate specific type (Requirements, Definite Quantity, and Indefinite Quantity) and secondary contract type (FP, CR, T&M, etc.).

h. Awarded price/cost.

i. Final or projected final price/cost.

j. Original delivery schedule, including dates of start and completion or work.

k. Final or projected final, delivery schedule, including dates of start and completion of work.

7.9.2 Section 2 - Performance. Offerors shall provide a narrative explanation for each contract listed in Section 1, Contract Description. The narrative should describe the scope of the work contracted and the relevance of that work to the PWS of this RFP. This may include a discussion accomplishments as well as efforts to identify and manage program risk. Merely having a performance problem does not automatically equate to an unacceptable past performance rating because the offeror may have subsequently demonstrated the ability to overcome the problem. The offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified.

7.9.3 Section 3-Past Performance Questionnaire (Attachment 6). For all contracts identified in Section 1, Contract Descriptions, a Past Performance Questionnaire must be completed and submitted. Solicitation Attachment 5 provides a cover letter to accompany the questionnaire at solicitation Attachment 6.

7.9.3.1 The offeror shall complete Part I of the Past Performance Questionnaire and email the questionnaire to both the Government contracting office that awarded the contract and technical representative responsible for evaluating performance under the past/current contract.

7.9.3.2 The POCs shall be instructed to electronically complete Part II of the questionnaire and e-mail the entire questionnaire to this Contracting Office no later than the proposal due date, to ralph.f.kaminski.civ@mail.mil.

7.9.3.3 The offeror shall e-mail to the Contracting Officer a list of all the POC's who were sent a questionnaire. The Government must receive this list no later than the proposal due date. The POC List shall be submitted in MS Word for Windows, Table Format to include the following fields: Solicitation Number; Company Name; Contract Number; Government Agency; POC Last Name, First Name; POC Title; POC Telephone Number; POC E-mail Address; and Date E-Mail to POC (month/day).

7.10 Volume III - Price Proposal

7.10.1 The FAR at 15.403-5(b) permits the contracting officer to specify the format of cost or pricing data or data other than certified cost or pricing data. An Excel spreadsheet is provided at Attachment 7 for cost and pricing submission. A worksheet is embedded in the spreadsheet that provides guidance and instructions. Additionally, Attachment 8 provides the Wage Determination for NGIC’s location to identify occupations. If an offeror decides to use another Excel format it shall contain all working formulas/algorithms.

7.10.2 There is no page limit under Volume III. Submit all price information necessary to provide a meaningful basis for Government's analysis and evaluation of price for the items set forth in this solicitation. Narrative information shall be provided in a Microsoft Word. Offeror’s are encouraged to add narrative content to explain spreadsheet content.

7.10.3 Offeror proposal is presumed to represent best efforts to respond to the solicitation. Any inconsistency, whether real or apparent, between promised performance and price shall be explained in the proposal. If a business policy decision to absorb a portion of the estimated price was made, that approach shall be stated within the proposal (including any associated calculations). The burden of proof as to the price credibility rests with offeror.

7.10.4 As part of the price evaluation, the Government will evaluate the Option to Extend Services under FAR Clause 52.217-8. If proposed sum is not equal to one-half of Offeror’s final option period prices the evaluated price will be one-half of Offeror’s final option period prices.

7.10.5 If proposing to use subcontractors, disclose in the narrative the type contract arrangement used for each subcontractor that resulted in the proposed prices.

7.10.6 Pay Differential. If it is an Offeror’s policy to pay its employees a differential due to work conditions (i.e., swing, evening and early morning shifts, location, etc.), such differential shall be identified in the price estimate and explained with text and figures. Estimates should be prepared using Department of Labor, Bureau of Labor Statistics guidelines for any premium type pay attributed.

7.11 Volume IV - Solicitation, Offer and Award Documents

7.11.1 Provide a cover letter that provides Offeror’s proposal point of contact, the point of contact’s information, the name(s) of individual that has authority to enter into contracts with their contact information, and Offeror’s CAGE code and Dun & Bradstreet Number (D-U-N-S). Additionally, provide a list of subcontractors inclusive of their company name, address, CAGE code and D-U-N-S number.

7.11.2 Provide proof Offeror holds a valid Facility Clearance at the Top Secret Level as of the date proposals are due.

7.11.3 Provide provisional information required by FAR provisional clause 52.212-3, Offeror Representations and Certifications -- Commercial Items.

7.11.4 Acknowledge all solicitation amendments issued in the cover letter.