W912BU18R0017_Instructions_to_Offerors.pdf

W912BU-18-R-0017

Instructions to Offerors

1. General. The offeror’s proposal shall be submitted in hard copy, with accompanying digital copies, as set forth below. The Request for Proposal (RFP) shall provide the Government address and receipt date for proposal submittal.

Any proposal that does not adhere to the following requirements may be deemed nonresponsive and may be rejected.

The offeror’s proposal shall consist of three (3) volumes:

Volume I (Technical)

Volume II (Past Performance)

Volume III (Price)

Submissions shall not contain classified data. The use of hyperlinks in proposals is prohibited.

Offerors are cautioned that “parroting” of the Technical requirements or the Performance Work Statement (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.

2. Proposal Submission Requirements.

Each volume shall be submitted in a separate three-ring binder. Any pages that are changed (as a result of negotiations or proposal revisions) should be of a different color and have changed information clearly marked by a vertical line in the right margin of the page. The revised pages shall be dated. Each binder shall be clearly labeled with its Title and a copy number (e.g., copy 1 of 2).

Printing should 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 following volumes of material shall be submitted:

Volume Title Hard Copies Maximum Pages

I Technical Capability 2 75

II Past Performance 2 50 (not including questionnaires)

III Price 2 25

NOTE: The Solicitation, Offer, and Award Documents and Certification/ Representation will not be included in the proposal submission page counts. Pages that exceed the required page limitations will not be evaluated. Additional pages over the maximum allowed will be removed or not read and will not be evaluated by the Government.

3. Proposal Files.

Format - 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. A Table of Contents should be created using the Table of Content feature in MS Word. MS Word (doc) files shall use the following page setup parameters:

Margins – Top, Bottom, Left, Right – 1”, Gutter – 0”

From Edge – Header, Footer 0.5”

Page Size, Width – 8.5”

Page Size, Height – 11”

NOTE: 11”x17” folded pages are acceptable for tables/graphic representations; however, each 11”x17” page counts as two (2) pages.

The following additional restrictions apply:

File Packaging - All of the proposal files shall be compressed (zipped) into one file entitled proposal zip using WinZip version 6.2 or later, or as separate uploads in their native format, i.e. doc, xls, ppt, etc., and provided on CDs or DVDs.

Zip disks are not permitted. Files shall be in read-only format, using PDF files. All price breakdown information to aide in the cost/price evaluation shall be submitted in Microsoft Office Excel Read/Write format and viewable in

Microsoft Excel 2007. Each disc shall be externally labeled with the volume number, date, and the offeror’s name.

**Please note – Self extracting exe files are not acceptable. **If the hard-copy proposal differs from the electronic version, the hard copy will govern.

Content Requirement - All information shall be confined to the appropriate file. 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, Summary Section, and the Narrative discussion. The Summary Section shall contain a brief abstract of the file. Proprietary information shall be clearly marked. The following shall be included in the Narrative discussion:

VOLUME I (Technical) shall be organized into the following sections:

Tab 1 – Sub-factor 1 (Professional and Technical Approach) which shall include the following:

The offeror’s draft internal and external communication plan(s) to report both the status of the deliverables in the PWS and the name of the employee assigned to complete that deliverable to the Government. The plan should address who (by position title) will communicate this information to the Government, how that person will communicate that information to the Government (ex: email, shared drive), the format the offeror will use to communicate the status of the deliverables and the name of the employee assigned to complete that deliverable to the Government (ex: GANTT chart, narrative), and how often the offeror will report the required information to the Government.

The offeror’s transition plan. It will be evaluated to ensure it addresses how the offeror will a) onboard current contractor employees who choose to continue working under the new contract; b) replace positions left vacant by current contractor who choose not to stay; and c) learn existing systems from current contractor.

Key to this plan is ensuring that all contractor identified positions are filled by the end of the transition period.

The Government will evaluate whether the transition plan includes enough detail to assure the Government that it is reasonable and achievable.

The offeror’s quality control and site monitoring plan. It shall describe the offeror’s systems and explain how those systems will ensure that the deliverables are performed in accordance with the PWS and comply with all applicable standards and codes. It shall also describe how often audits of the deliverables will be done and the qualification of the individuals who will be performing quality control for the various deliverables.

Tab 2 – Sub-factor 2 (Management Approach), which shall include the following:

A narrative describing the offeror’s management approach to coordinate efforts throughout the Contract with the facilities and Government. The management plan will show how the offeror plans to report deliverable completion and administrative actions regarding contractor employees performing work under the Contract to the Government. The plan will also show points of contact for the Government in the event that there is an administrative or technical issue or discrepancy.

Tab 3 – Sub-factor 3 (Staffing and Laydown Plan), which shall include the following:

A description of how the offeror plans to attract, recruit, hire, retain, and replace personnel for the duration of the contract.

A description of how the offeror plans to overcome the barriers and risks associated with the replacement of personnel.

A description of how the offeror plans to evaluate key personnel to ensure they have the necessary skills to successfully complete the requirements of the project. Additional consideration may be given to plans who exceed the minimum experience/or qualifications).

A proposed deliverables schedule and sample deliverables, per person by location (i.e. employee A is responsible for facilities A, B, & C with deliverables A1, A2, A3, B1…. by time X). For the evaluation of the laydown plan, additional consideration will be given when personnel are co-located with Government personnel in their respected facilities.

VOLUME II (Past Performance) shall contain past performance information regarding similar contracts. This volume shall not exceed fifty (50) pages plus five pages for each major subcontractor (excluding Past Performance

Questionnaire forms). Offerors shall submit all Government and/or commercial contracts for the prime offeror and each major subcontractor in performance or awarded during the past five years, from the issue date of this RFP, which are relevant to the efforts required by this solicitation. Relevant efforts are defined as services/efforts that are the same as or similar to the effort (as compared to NAICS code 561210) required by the RFP. Data concerning the offeror shall be provided first, followed by each proposed major subcontractor, in alphabetical order. The Offeror shall also submit the written consent of its major subcontractors to allow the disclosure of its subcontractor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all major subcontractors for their past performance to be considered. This volume shall be organized into the following sections:

Section 1 (Contract Descriptions), shall include the following information:

Contractor/Subcontractor place of performance, CAGE Code and DUNS Number. If the work was performed as a subcontractor, also provide the name of the prime contractor and Point of Contact (POC) within the prime contractor organization (name, and current address, e-mail address, and telephone and fax numbers).

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

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

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

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

Contract Number and, in the case of Indefinite Delivery type contracts, GSA contracts, and Blanket Purchase

Agreements, include Delivery Order Numbers.

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.).

Awarded price/cost.

Final or projected final price/cost.

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

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

Section 2 (Performance). Offerors shall provide a specific narrative explanation of each contract listed in Section 1, (Contract Description), describing the objectives achieved and detailing how the effort is relevant to the requirement of this RFP.

For any contracts that did not/do not meet original schedule or technical performance requirements, provide a brief explanation of the reason(s) for the shortcomings and any corrective action(s) taken to avoid recurrence. The offerors shall list each time the delivery schedule was revised and provide an explanation of why the revision was necessary. All Requests for Deviation and Requests for Waiver shall be addressed with respect to causes and corrective actions. The offerors shall also provide copy of any Cure Notices or Show

Cause Letters received on each contract listed and a description of any corrective action implemented by the offeror or proposed subcontractor. The offerors shall indicate if any of the contracts listed were terminated and the type and reasons for the termination.

For all contracts, the offeror shall provide data on all manufacturing warranty returns. Data shall delineate total number of warranty returns, number of Could Not Duplicate (CND), number of failures attributable to

GFE component failures, and number and nature of failures attributable to the offeror’s delivered product.

Section 3 (Subcontracts). Offerors shall provide an outline of how the effort required by the RFP will be assigned for performance within the offeror’s corporate entity and among the proposed subcontractors. The information provided for the prime offeror and each proposed major subcontractor must include the entire company name, company address, CAGE Code, DUNS Number and type of work to be performed by citing the applicable Government PWS subparagraph number. This includes all subcontractors who will be providing critical hardware/services or whose subcontract is for more than 10% of the total proposed cost/price. This section will further include written consent of major subcontractors to allow the disclosure of their subcontractor’s past performance information to the Offeror. In addition, letters of commitment shall be included for all major subcontractors

Section 4 (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 should be included in the files described in the sections above. Letters of Commitment shall be included in the proposal for these employees in order to be considered.

Section 5 (Past Performance Questionnaire). Every contract identified in Section 1 (Contract Descriptions) will have a Past Performance Questionnaire included here. The offeror shall complete Part I of the Past Performance

Questionnaire and e-mail the questionnaire to both the Government contracting activity and technical representative responsible for the past/current contract. The POCs shall be instructed to electronically complete Part II of the questionnaire and e-mail the entire questionnaire to the Contracting Office no later than the proposal due date, to david.a.macintyre@usace.army.mil. 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 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).

Section 6 (Submissions). Offerors are discouraged from providing points of contact with another contractors’ facility, i.e., in case an offeror (or one of his/her team members) is in a subcontract with another contractor who has submitted a proposal on the same requirement. Offerors shall provide and submit the prime contract number and all

Governmental agency points of contact (POC) in lieu of subcontract numbers or prime contract POCs in situations as described above.

VOLUME III (Price). This volume shall consist of all information, required to support proposed costs and prices.

Certified cost and pricing data are not currently required; however, the Government reserves the right to request such data prior to award. The information submitted in this volume shall comply with FAR 15.408, Table 15-2, and the requirements set forth below. This Volume shall not exceed 25 pages.

mailto:david.a.macintyre@usace.army.mil

The offeror shall ensure that the information submitted in this volume is consistent with and fully supports the amounts set forth in the DD1449 and continuation sheets.

Contract Line Item (CLIN) 0001 is for a priced, one-time mobilization effort for up to thirty (30) days.

The specific direct labor rates utilized to price the proposal must be identified in the cost and pricing proposal only. The proposal shall set forth a complete breakdown of the direct and indirect rates by category and the rationale thereof.

Provisions for overtime and shift differential charges shall be clearly addressed on a per- hour basis. Bid codes (applicable codes used to identify a labor category in the offerors accounting system), employee names and/or other documentation (such as assigned letter of commitment for key personnel not currently employed by the offeror) to support the rates proposed shall be provided. Letters of commitment shall clearly identify the prospective employees’ agreed-to salary/hourly rate and other pertinent conditions of employment. The same detailed support data shall be furnished for all major subcontractors.

For evaluation purposes only and in determining probable cost for options in the out-years, wage determination rates shall be escalated 3 percent per year. However, if the offeror substantiates higher wage rates and justifies different escalation factors, those wage/escalation factors will be utilized. Direct labor rates shall identify the baseline (takeoff point) plus projected escalation for each basic and option period, and the methodology for computing composite labor rates shall be shown. For example: 3 months of FY12 + 9 months of FY13 divided by 12 = the average labor rates for the contractual period of performance. The offeror and each subcontractor shall clearly state their fiscal year. Offerors are advised that projected escalation must be applied to both exempt and non-exempt labor categories.

Direct labor hours and rates shall be delineated by labor category by contract year for the offeror and each subcontractor. The labor hour delineation must be directly traceable to the same information proposed in the

Technical Volume.

Indirect expense rates shall be proposed in the same manner as direct labor rates, i.e., by contract year with the methodology used to derive any composite rates proposed.

Forward-pricing Rate Agreements (FPRA) shall be clearly documented with agreements and responsible

Government officials identified.

Offerors are reminded to identify any uncompensated or partially compensated overtime included in the proposal per FAR Clause 52.237-10.

Pursuant to the Service Contract Act of 1965, the determination by the Secretary of Labor as to the applicable minimum monetary wage and fringe benefits will be made part of any resulting contract. For evaluation purposes only, the Government has incorporated the applicable Area Wage Determinations and the Collective

Bargaining Agreement as an attachment to this RFP. The offeror shall provide a crosswalk of the proposed labor categories against the Wage Determinations.

In order to expedite the evaluation, offerors (prime and sub) are requested to provide a copy of their cost and pricing proposal, in the same format required by this RFP, to their cognizant DCAA office upon submission of the proposal to the Contracting Officer. The offeror shall provide information regarding its cognizant

DCAA office, to include point of contact, telephone number and email address.

Offerors are reminded of the requirements of Section 39 of the Office of Federal Procurement Policy (OFPP)

Act (41 U.S.C. 1127, formerly 41 U.S.C. 435), as amended, which limits allowable costs for senior executive personnel compensation to $693,951 per year.

For proposal preparation purposes, the expected or approximate date for initiation of contract performance is

1 June 2018.

The offeror shall submit a complete breakdown of costs by major subcontractor. A major subcontractor is defined as a member of the offeror’s overall team who is expected to perform 20% or more of the proposed effort.