Addendum_to_FAR_52.212-1.pdf

ADDENDUM TO FAR 52.212-1, INSTRUCTIONS TO OFFERS-

COMMERCIAL ITEMS

1. INTRODUCTION. The offeror’s proposal shall be submitted in digital copies, as set forth below. The RFP shall provide the Government address and receipt date for proposal submittal. The offeror’s proposal shall be submitted to one of the below addresses depending on method of shipment:

For packages sent via USPS:

RCO- Alaska Attn: Rhonda Richardson

PO BOX 35510

Fort Wainwright, AK 99703

For Packages sent via UPS, FedEx or DHS:

RCO-Alaska Attn: Rhonda Richardson 1064 Apple Street, Room 203 Ft Wainwright, AK 99703

The offeror’s proposal shall consist of four (4) volumes. The Volumes are I – General, II – Mission Capability, III – Price, and IV – Entry-Gate submissions (Past Performance). Files shall not contain classified data. The use of hyperlinks in proposals is prohibited.

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.

2. PROPOSAL SUBMISSION REQUIREMENTS

a. Each volume shall be submitted in a separate CD or DVD inside a sleeve or protective container. Any pages that are changed (as a result of negotiations or proposal revisions) shall be made using the “track changes” function in MSWord. Each disk container/sleeve shall be clearly labeled with its Title and a copy number (e.g., copy 1 of 5).

b. A standard, 12-point minimum font size applies. Times New Roman fonts are required. Tables and illustrations may use a reduced font size no less than 8-point and may be landscape.

c. The following volumes of material shall be submitted:

VOLUME TITLE

DIGITAL

COPIES

MAXIMUM

PAGES

I – General 2 N/A II – Mission Capability 4 50* III – Price 4 N/A IV – Past Performance 4 25

NOTE: Pages that exceed the required page limitations will not be evaluated.

Additional pages over the maximum allowed will not be evaluated by the Government.

*Manpower charts are excluded from the page count.

3. PROPOSAL FILES

a. Printable 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. Proposals shall be submitted with 2 original unsanitized copies and 2 sanitized (devoid of offeror identification, references/names/watermarks/header/footers) copies. Failure to submit sanitized copies will render the proposal unacceptable. All pages shall be consecutively numbered. All pages of each volume shall be appropriately numbered and identified by the complete company name (unsanitized copies only), date and RFP number in the header and/or footer. A Master Table of Contents should be created and an individual Table of Contents in each Volume disc 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: 11X17 folded pages are acceptable for tables/graphic representations; however, each 11X17 page counts as two pages.

The following additional restrictions apply:

a. File Packaging. All of the proposal files shall be in removable media using Adobe Acrobat©, MS Project©, and/or MS Office© products in a searchable format to the maximum extent possible, or as separate uploads in their native format, i.e., .doc, .xls, .ppt, etc., and provided on CDs or DVDs. 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. Scanned pages or images shall be kept to a minimum. The CD ROM or DVD shall be labeled with the offeror’s name and solicitation number# W912D0-19-R-0002 for FWA Custodial Services. The submittal of an incomplete proposal or failure to provide the required number of the copies in the format requested may render the proposal unacceptable.

b. Site Visit. A site visit for the purpose of viewing a sample of the facilities to be serviced will be held on 11 March 2019 at 0900 hours Alaska (AK) Time at building 1064 Apple Street, Fort Wainwright, Alaska. To obtain directions, instructions, and access to the installation to attend the site visit please contact Mrs. Rhonda Richardson at rhonda.m.richardson4.civ@mail.mil_ or 907-353-7300. All questions pertaining to the solicitation and site visit will be due to the contracting office not later than (NLT) 1200 AK Time 14 Mar 2019.

c. 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:

i. VOLUME I – General. Volume I shall contain the accurate, fully completed, and signed original of all proposal documents requiring signatures of the offeror. An authorized official of the firm shall sign the offer and all certifications requiring original signature. Failure to follow the below Contract Proposal preparation instructions may cause your proposal to be deemed unacceptable by the Government.

The General Volume shall be organized as follows and contain the identified information.

TAB A, Solicitation, Offer and Award - The SF 1449 shall be submitted fully completed. The offeror is cautioned that the SF 1449 must contain an original signature in block 30a of the form. The offeror shall provide the name, title and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually.

TAB B, Representations, Certifications, and Other Statements of Offerors– The offeror shall ensure that Representations, Certifications, and Other Statements of Offerors are completed in the Online Representations and Certifications (ORCA) database in SAM.

ii. VOLUME II –Mission Capability. The Mission Capability Proposal shall be clear, concise, and include sufficient detail for effective evaluation and for substantiating the validity of stated claims in the Offeror’s proposal. Legibility, clarity and coherence are very important. Your responses will be evaluated against the factors defined in the solicitation. The proposal 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,” etc., will be considered unacceptable. Offerors shall assume that the Government has no prior knowledge of their experience, and will base its evaluation on the information presented in the offeror's proposal. Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired.

Volume II will be evaluated to determine whether offeror has an acceptable management approach, staffing approach, technical approach, and quality control plan/risk management resources in place to satisfactorily fulfill requirements of the solicitation performance work statement. Offeror’s proposal shall discuss in sufficient detail the overall understanding of the requirement, and the expertise required to perform all required services. Any major errors, omissions, or deficiencies will cause the technical proposal to be unacceptable. The volume shall be organized according to the following general outline:

-Table of Contents -Evaluation Criteria (Factors and Subfactors) The offeror’s proposal shall contain the following factors/subfactors: Factor 1: Mission Capability

Subfactor 1. Management Approach Subfactor 2. Staffing Approach Subfactor 3. Technical Approach Subfactor 4: Quality Control Plan/Risk Management

TAB A – Subfactor 1: Management Approach. Under Management Approach the offeror shall submit the following:

a. A narrative explaining the management approach, techniques, or procedures to be utilized to accomplish the functions of planning, organizing, and controlling each requirement as set forth in the PWS.

b. A plan that demonstrates that the management team that has supervisory authority and for any person considered key to the successful administration for this requirement, has the experience necessary to provide required services.

This shall include an organization chart of the office and management team; and for any partnerships illustrating key personnel both on and off site. A plan that demonstrates an approach for obtaining inventory, and maintaining the supplies, property, automated systems, and equipment necessary to satisfy contract requirements.

c. Describe to what extent subcontracting, if applicable, may be used to satisfy requirements in the solicitation and ensuring the performance is in accordance with the contract requirement.

Describe the controls project management will have to ensure timeliness and quality of all subcontracted effort and how this work will be coordinated. If the offeror is proposing a teaming arrangement in accordance with FAR 9.601(2), as a prime contractor with one or more subcontractors, it shall completely address both how the prime plans to manage the subcontractor(s) to ensure contract performance and how the prime will be able to continue uninterrupted performance in the event that the subcontract(s) are terminated. In order to fully understand the plan, offerors shall describe the extent of subcontracting by listing the tasks to be performed by the proposed subcontractor(s).

d. A description of the management oversight process to identify any risk that may be encountered and how the prescribed management approach will mitigate such risk.

TAB B – Subfactor 2: Staffing Approach. Under the Staffing Approach the offeror shall submit the following:

a. Labor matrix(ices) that depicts the productive man-hours for all necessary staffing to execute the contract based on the required services cited in the technical exhibits.

b. An organization chart that shows the skill types/levels, category of employment, and number of personnel. Each position shall be identified with a designation that can be cross-referenced with the productive man-hour matrices, and narratives that are based on the historical workload data for each of the required services cited in the technical exhibit.

c. A detailed description of the approach to personnel hiring practices and policies, employee selection criteria including job descriptions, how job qualifications are determined, background check policies, training practices and policies, stable staff practices and policies including labor pool availability and incentives. Approach shall cover unexpected workload fluctuations and absences such as sick leave, vacation and training.

d. A chart that identifies key personnel (to include at least Project

Manager, Resource Business Manager, and Quality Control Systems Manager Representative) and the qualifications of key personnel, commensurate with the size and scope of PWS requirements. At a minimum, the qualifications shall include:

education, professional experience, and custodial service experience.

e. A description of the staffing process to identify any risk that may be encountered and how the prescribed staffing approach will mitigate such risk.

TAB C – Subfactor 3: Technical Approach: Under the Technical Approach the offeror shall submit the following:

a. A detailed description of the approach and expertise to perform each of the functional areas: periodic cleaning services, emergency cleaning services, special cleaning services, Maple Wood Floor Refinishing services, and initial, annual/semi-annual/quarterly cleaning services described in the PWS. In this description provide the processes and procedures to be utilized to ensure all tasks are identified, the frequency, scheduled, tracked and documented to ensure timely execution to include what manufacturer, regulatory, or instructional guidance will be followed in executing the tasks to ensure they are accomplished correctly.

b. A description of the process to identify any risk that may be encountered and how the prescribed technical approach will mitigate such risk.

TAB D- Subfactor 4: Quality Control Plan/Risk Management

a. A detailed description of the approach to develop and disseminate the quality control/risk management program and the ability to respond to quality control and risk issues to satisfy the size and scope of the requirements described in the PWS. The proposal shall describe the methods to adequately ensure performance compliance IAW the PWS. The proposal shall also describe the methods and processes to correct and prevent continuous deficiencies and defects in services.

b. A Quality Control Plan (QCP) and Risk Management that shows the contractor has an adequate and standardized procedure in place at contract start to monitor performance to ensure that required performance is achieved and maintained.

iii. VOLUME III – PRICE. The offeror shall complete the schedule section of the solicitation. The offeror shall submit prices for each CLIN on the solicitation. Use attached pricing spreadsheet (Attachment J&H) to itemize pricing per square foot for each floor type in each building. All pricing and calculations must be rounded to two (2) decimal points.

iv. VOLUME IV – ENTRY-GATE CRITERIA. The Government will evaluate the following entry-gate criteria for acceptability prior to moving on to the adjectival rating of the proposals. Offerors must attain an acceptable rating for each entry-gate criteria in order to be considered for the adjectival rating phase. The criteria are arranged as:

Section 1 - Past Performance. This section shall contain past performance information regarding similar contracts. This section shall not exceed 25 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 date of its proposal, 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 561720) 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 section shall be organized into the following tabs:

a. TAB 1 – Contract Descriptions. This tab shall include the following information in the following format:

i. 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).

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

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

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

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

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

vii. 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.).

viii. Awarded price/cost

ix. Final or projected final price/cost.

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

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

b. TAB 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.

i. 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.

ii. 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 or performed service.

c. TAB 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

d. TAB 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.

e. TAB 5 - Past Performance Questionnaire. For all contracts identified in Section 1, Contract Descriptions, a Past Performance Questionnaire must be completed and submitted. 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 NLT the proposal due date, to rhonda.m.richardson4.civ@mail.mil and john.r.quarles.civ@mail.mil. The offeror shall e-mail to the Contracting Officer a list of all the POCs who were sent a questionnaire. The Government must receive this list NLT the proposal due date. The POC List shall be submitted in MSWord 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).

f. TAB 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.

E. DISCUSSIONS AND EVALUATION NOTICES

1. GENERAL INFORMATION. In accordance with FAR 15.306(d), discussion sessions with each offeror may be held. Should discussions take place, all offerors in the competitive range will be allowed a minimum of 5 calendar days at the conclusion of discussions to submit Final Proposal Revisions.

2. DISCUSSION SCHEDULING. The Government intends to evaluate proposals and award a contract without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore, the offeror’s initial proposal should contain the offeror’s best terms. The government reserves the right to conduct discussions and issue evaluation notices if the Contracting Officer later determines them to be necessary.