Revised_Addendum_to_FAR_Provision_52.212-1.pdf

Addendum to FAR Provision 52.212-1, Instructions to Offerors-Commercial Items

Solicitation/Request for Quote Requirements – Instructions, Conditions, and Notices to Offerors

Submission of Offers: Quotes shall be submitted NO LATER THAN March 13, 2019 at 2:00pm, Eastern Standard Time, to the Contract Specialist and Contracting Officer identified below. Offeror’s quote shall include separate parts for the general, technical, past performance, and price proposal sections. Maximum size limitation for e-mail receipt for the contracting office is 10 MB (including all attachments). If offeror’s quote is larger than 10 MB, offeror may submit quote via separate emails. When submitting quote via separate emails, the offeror shall clearly state how many other emails will be submitted (i.e., 1 of 4, 2 of 4, etc.). Multiple emails may have to be sent in order to not exceed the size limit. It is the offeror’s responsibility to ensure files are not too large and are Adobe PDF, Microsoft Word, and Microsoft Excel only, and that the Government receives all emails with appropriate attachments timely. A complete quote received after the exact time stated shall be handled in accordance with FAR 52.212- 1(f).

Offerors shall review the solicitation and its amendments (if applicable) and submit only written questions and or comments with the subject line: W9124D-19-Q-6175, ESS, QUESTIONS/COMMENTS/ EXCEPTIONS. All questions shall be submitted to the attention of the assigned Contract Specialist and Contracting Officer as follows:

Contract Specialist (CS): Mr. James D. Gnagie, james.d.gnagie.civ@mail.mil

Contracting Officer (KO): Ms. Melody A. Price, melody.a.price8.civ@mail.mil

Written questions shall be submitted electronically NO LATER THAN, 9:00 AM ET, 28 February 2019. Late submission may not be given consideration. Questions shall identify the PWS paragraph number or solicitation reference with each question.

Responses to questions shall be provided to offerors simultaneously via amendment, if applicable. KO reserves the right to NOT respond to all questions received. Telephonic inquiries may not be entertained.

Offeror's SAM registration shall be active in order to be eligible for award. Quotes containing a name and address different from that registered in SAM may be deemed ineligible for award.

(1) Quotes shall include the following:

a. A cover letter containing the following information:

Company Name

Company Address

Point of Contact

Phone Number

Email Address

DUNS Number

CAGE Code

Tax Identification Number

i. Quote Acceptance Period: Offeror’s quote shall remain valid for a period of 60 calendar days after the closing date and time identified in the combined synopsis/solicitation. Quotes offering a shorter period of time than 60 calendar days may be rejected as non-responsive.

ii. Acknowledgement of all solicitation amendments (if applicable).

b. General Instructions:

i. The selection of a source for award purposes will be conducted utilizing FAR

Subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” procedures as delineated in FAR part 13.106-2, “Evaluation of Quotations or Offers,” procedures as delineated in FAR Subpart 13.5, “Simplified Procedures for Certain Commercial Items,” and supplemented by the Defense Federal Acquisition Regulation Supplement (DFARS), and the Army Federal Acquisition Regulation Supplement (AFARS). Offers will be evaluated using the criteria in accordance with Addendum to FAR Clause 52.212-2, “Evaluation Factors for Award.” This acquisition will not utilize FAR 15.101-2 “Lowest Price Technically Acceptable Source Selection Process.”

ii. Award will be made to a single Offeror who is deemed responsible in accordance with the FAR, whose quote is judged by an overall assessment of the evaluation criteria and other considerations specified in the solicitation, which will represent the lowest total evaluated price and tenders a quote that clearly meets the minimum requirements of the solicitation and is deemed acceptable. Trade-offs between cost/price and non-cost/price factors are not permitted. It is the Government’s intent to award without discussions. Offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such as is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

iii. Noncompliance with the RFQ requirements may hamper the

Government's ability to properly evaluate the quote and may result in elimination of the quote from further consideration for contract award.

iv. The submission of the documentation specified will constitute the Offeror's acceptance of the terms and conditions of the RFQ and contract type.

v. Instructions outlined in paragraph C, D, and E below, prescribe the format for the quote, and describe the approach for the development and presentation of quote data. These instructions are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of quotes.

vi. 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 in writing with supporting rationale. The Offeror is reminded that the Government reserves the right to award this effort based on the initial quote, as received, without discussion.

vii. In accordance with FAR Subpart 4.8, Government Contract Files, the Government will retain one copy of all unsuccessful quotes. Unless the Offeror requests otherwise, the Government will destroy extra copies of such unsuccessful quotes.

viii. The KO will notify offerors who are not selected for award electronically. Upon such notification, unsuccessful offerors may request to receive debrief in accordance with FAR 52.212-1(l).

c. Quote Preparation Instructions: The Offeror’s quote shall consist of four (4) separate parts:

Part I: General Part II: Technical

Element 1: Management and Technical Approach Element 2: Optimum Staffing Plan

Part III: Past Performance Part IV: Price

d. Quote Format

i. Offerors shall submit one (1) original electronic copy of Parts I, II, III, and IV of their entire quote to the email addresses of the CS and KO identified above.

ii. Exceptions: Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in additional to those identified as evaluation factors found in Addendum to FAR Clause 52.212-2. Failure to meet any requirement in this solicitation may result in an offer being ineligible for award. Any assumption, exceptions, or deviations shall be addressed and communicated via email to the KO and CS at or before the exact time specified in the combined synopsis/solicitation.

iii. All text shall be single spaced. Times New Roman or Arial font required.

Text shall be a minimum font size 10 and be easily readable. All text pages shall be oriented in portrait. Landscape orientation is acceptable for tables and/or charts if required to properly present the information. Margins shall be at least 1 inch on the top and bottom and ¾ inch on the sides. The Offeror shall number each page. Each part shall contain a more detailed table of contents to delineate the subparagraphs within that part. Tab indexing shall be used to identify sections. In the event the Offeror creates an ambiguity in their numbering, the Government may exercise its own discretion on counting pages.

iv. Quote Limitation. If the page limits are exceeded, the pages in excess of the limit shall not be evaluated. The quote shall not exceed the following page limits:

(1) General: 5 pages

(2) Technical: 20 pages

(3) Past Performance: 10 pages

(4) Price: N/A

Note: Page limits includes all appendices, charts, graphs, diagrams, tables, photographs, drawings, and other information provided in the quote. The FAR provision 52.212-3, Offeror Representations and Certifications-Commercial Items Alternate 1, cover letter, and table of content is excluded from the page limitations.

e. Quote Content:

i. Part 1: General - Solicitation W9124D-19-Q-6175 shall be submitted fully completed and in accordance with FAR 52.212-1, “Instruction to Offerors – Commercial Items.” Failure to follow the below contract quote preparation instructions may cause the quote to be deemed non-responsive by the government. This document shall contain:

(1) The Offeror shall provide the name, title and telephone number of the company/division point of contact regarding decisions made with respect to offeror’s quote and who can obligate its company contractually, in addition to information requested above.

(2) Pricing Schedule (Services and Prices/Costs) – Pricing Schedule shall be submitted fully completed and error free. It shall contain the offeror’s prices for the established Contract Line Items Numbers (CLINS). Prices shall be presented in whole dollars. Should a discrepancy exist between unit prices and extensions exist; unit prices shall govern.

(3) In the event the Offeror will be subcontracting with another or multiple businesses, the Offeror shall certify whom the Offeror intends to subcontract with, their cage code, the percentage of direct labor allocation to each firm and attest the quote is in compliance with FAR 52.219-14, Limitations on Subcontracting.

(4) Complete FAR Provision 52.212-3, Alt 1-Offeror Representation and Certification-Commercial Items; 52.219-1- Small Business Program Representations with Alternate I. The Offeror shall ensure that these provisions are submitted thoroughly completed with all blocks in each certification/ representation completed truthfully and completely.

ii. Part II: Technical. The Technical portion shall be clear, concise and include sufficient detail for effective evaluation and for substantiating the validity of stated claims in the Offer’s quote. Legibility, clarity and coherence are very important. Quotes will be evaluated in accordance with the approach defined in Addendum to FAR Clause 52.212-2, Evaluation Factors for Award. The quote should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the Offeror intends to meet these requirements. Statements that the Offeror understands, can, or will comply with the PWS (including referenced publications, technical data, etc.), statements paraphrasing the PWS or parts thereof (including applicable publications, technical data, etc.), and phrases such as “standard procedures will be employed” or “well known techniques will be used” will be considered unacceptable. 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 quote. The Offeror shall address as specifically as possible the actual methodology used for accomplishing the PWS tasks. Any assumptions, exceptions, or deviations shall be addressed and communicated to the KO and CS no later than instructed above.

The Technical portion shall be organized according to the following general outline:

-- Factor 1: Technical Element 1: Management Approach and Technical Approach

Element 2: Staffing Approach

Element 1: Management Approach and Technical Approach – Offerors quote shall demonstrate understanding of the technical and functional tasks outlined in the PWS and shall clearly demonstrate a feasible approach for controlling and managing the entire project and describe the offeror’s general management/administration structure.

Element 2: Optimum Staffing Plan – The Offeror shall include the proposed staffing plan/chart that clearly depicts labor mixes and labor hours per classification per period of performance. The offeror shall ensure its proposed staffing clearly depicts the total number of Full Time Equivalents (FTE)'s for each proposed labor category, including any subcontracted effort. If utilizing other than 1,920 productive hours per FTE (2,080 full man-year), the offeror shall provide its calculation of productive hours. If an offeror proposes alternate staffing from that listed in Technical Exhibit (TE) 3.1, Optimum Staffing Plan in the PWS, the offeror shall provide detailed information to support how their alternate staffing is capable of supporting this requirement. Offerors shall complete the table below (table may be modified only to add columns and/or rows but not to delete basic required information) to provide a summary of proposed staff.

SCA/

Exempt

Labor Category

Total Labor Hours per year (based on 1,920 per

FTE)

Full time Equivalent

(FTE)

Prime/ Subcontractor

iii. Part III: Past Performance. The firm shall provide a maximum of three example projects performed by either the prime firm or key subcontractor (if utilized) demonstrating recent and relevant past performance. Relevant past performance is defined as similar in size (annual value of $1.5 Million or greater), scope (educational administrative support services, etc.) and complexity (similar FTEs) to the services identified herein. Recent past performance is past performance within the last three (3) years from the date of this announcement.

iv. Part IV: Price. The Offeror shall submit prices for each Contract Line Item (CLIN), and in format, as identified in the CLIN schedule of this RFQ. The offeror shall submit a price quote for a one-month phase-in, 11 month base period and two one-year option periods.

For each year, the offeror shall submit a price for all of the CLINs. Offerors shall provide SCA or Exempt status per labor category, labor category, total productive labor hours, equivalent FTE, hourly wage (IAW SCA wage determination, if applicable), and total burdened labor cost.

Direct Labor Table (for CLINs 0001, 0002, 1001, 2001)

SCA/

Exempt

Labor Category

Total Labor Hours per year (based on 1,920 PH per

FTE)

Equivalent

FTE

Base Hourly Rate

Total Burdened Labor Cost

Prime/ Subcontractor

Contractor Manpower Reporting (CMR): Offerors shall propose a price for CLINs 0003, 1002, and 2002 for CMR. If the offeror proposes to provide this at no charge, it should indicate $0.00 or No Charge rather than leaving this line blank. If the line is left blank, the offeror agrees that this shall be provided at no charge and that $0.00 shall be used for evaluation purposes.

(End Provision)