Attachment_0002_-_Section_L_-_Instructions_Conditions_and_Notices_to_Offerors.pdf

Section L - Instructions, Conditions and Notices to Bidders Attachment 0002

INSTRUCTIONS TO OFFERORS

L.1 COPIES OF SOLICITATION DOCUMENTS AND AMENDMENTS

Copies of the solicitation are available by INTERNET ACCESS ONLY. All solicitation documents will be posted to the FedBizOpps website. The website address is: www.fedbizopps.gov. All amendments will be posted to FedBizOpps. It shall be the Contractor’s responsibility to check the website for any amendments. The Offeror shall submit in its proposal all requested information specified in the Request for Proposal (RFP) solicitation.

L.2 JOINT VENTURE/ MENTOR-PROTÉGÉ/TEAM ARRANGEMENT PROPOSAL REQUIREMENTS

When proposing as a joint venture, the designated firm for the joint venture shall sign the proposal. A copy of the joint venture agreement; along with the signed agreement designating one firm with the authority to bind the members of the joint venture, shall be submitted with the proposal in Volume IV, Tab D. Failure to comply with the foregoing requirements may eliminate the proposal from further consideration. If this is an 8(a), HUBZone, Service-Disabled Veteran-Owned, or Women Owned Small Business joint venture, the Offeror shall ensure that it complies with the applicable requirements of 13 CFR Part 124, 13 CFR Part 125, 13 CFR Part 126 and CFR Part 127, respectively. The joint venture shall include a copy of its Small Business Administration (SBA) approval of the joint venture arrangement, if applicable. When proposing as part of a Mentor-Protégé Agreement, include a copy of the agreement and the SBA approval of the agreement in Volume IV, Tab D.

When proposing as a contractor team arrangement a letter/agreement for contractor team arrangements identifying who will be acting as a potential prime contractor and who will be acting as its subcontractor(s), letter/agreement must be signed by all parties and submitted with the proposal. The letter/agreement shall clearly identify the prime contractors NAICS and size standards. When proposing as part of a Contractor Team Agreement, include a copy of the agreement in Volume IV, Tab D.

L.3 RELEASE OF CONTRACTOR DATA

Offerors are advised that data submitted to the Government in response to this solicitation may be released to non-government personnel for routine/administrative contracting functions. The nongovernment personnel will not be serving as evaluators on the Source Selection Board. A non-disclosure agreement has been signed by these companies which precludes any unauthorized disclosure, reproduction or release in any format of the data submitted in response to this solicitation to other Government employees, non- government personnel or any other sources.

L.4 GENERAL REQUIREMENTS

The proposal shall be prepared clearly and concisely to demonstrate that the Offeror has a complete understanding of the requirements. Offerors shall prepare proposals on the presumption that the Government has no previous knowledge of the Offeror’s capabilities. Proposals will be evaluated only on the information specifically presented in respective submittals, with the exception of the Past Performance evaluations. See FAR 52.215-1 for rules concerning submission of offers and late proposals. Proposals will not be returned (except for timely withdrawals), but will be retained by the Government for official record purposes. When applicable, the Offeror shall cross reference to the solicitation by annotating solicitation reference in parenthesis, (i.e. Sec C, para 4.0). “Offeror” refers to the proposed prime Contractor and its proposed key subcontractors.

L.5 KEY SUBCONTRACTORS

Throughout the Solicitation, “key subcontractor” is defined as a subcontractor who will perform at least 20% of the total contract effort. A letter of commitment shall be provided for each key subcontractor.

L.6 OFFEROR’S QUESTIONS AND COMMENTS

Questions relative to these documents shall be submitted no later than 5 July 2019 in order to ensure adequate time is allotted to form an appropriate response and amend the solicitation, if necessary. Questions and/or comments shall be sent to the following site utilizing the following bidder key:

Website: http://www.projnet.org/projnet

Key: GRN939-IGBSDX http://www.projnet.org/projnet

Points of Contact:

Contract Specialist – Primary POC Jean P. Bretz Email: Jean.P.Bretz@usace.army.mil Phone: 256-895-1115

Contracting Officer – Secondary POC Ms. Barbara J. Rich Email: Barbara.J.Rich @usace.army.mil Phone: 256-895-1321

No questions will be accepted via email or by phone. Individual meetings with firms will not be scheduled.

Emails or voicemails with questions and/or requests for meetings will not receive a response.

L.7 PROPOSAL SUBMISSION

All proposals shall be shipped to:

U.S. Army Corps of Engineers, Huntsville Center

CEHNC-CT-PREAWARD

Attn: Mr. Jean P. Bretz, W912DY-16-R-0104 5021 Bradford Drive Huntsville, AL 35805

Hand-carried submissions shall be dropped off at the US Army Engineering & Support Center, Huntsville at 5021 Bradford Drive mailroom by the person delivering the package. The mailroom entrance is located at the back of the building and is clearly marked from the outside. The mailroom personnel will receive the packages, date stamp, x-ray as appropriate, and call the person identified on the package. The mailroom hours for bid package deliveries are 0800- 1500, Monday-Friday, excluding holidays. Hand-carried submissions must be date stamped by the mailroom personnel by the specified proposal due date and time. FACSIMILE OR EMAIL TRANSMISSIONS WILL NOT BE

ACCEPTED.

The Government will not be responsible for proposals delivered to any location or to anyone other than those designated to receive proposals on its behalf. Offerors are responsible for ensuring that proposals are submitted so as to reach the designated recipient of proposals. Offerors are responsible for allowing sufficient time for the proposal to be received in accordance with the instructions provided.

a. The Offerors shall submit the following:

The proposal shall be divided into volumes as indicated below. Each set of volumes shall be submitted sealed separately. Each volume shall be marked with the offeror’s name, the solicitation number, the volume number and stamped with “Original” or “Copy”. Each respective original or copy shall be separately bound or placed in a three-ring binder.

The Proposal Volumes are as follows:

VOLUME I – CORPORATE EXPERIENCE

Tab (A) – Solicitation with ALL Amendments (Signed)

Tab (B) – Experience in O&M of Medical Facilities (Experience Reporting Forms)

VOLUME II – PAST PERFORMANCE

Tab (A) CPARS/Past Performance Questionnaires (PPQ)

Tab (B) Experience Reporting Forms (ERF) (Must be the same as Volume I ERFs) mailto:Jean.P.Bretz@usace.army.mil mailto:Kijafa.T.Johnson-Cooper@usace.army.mil

VOLUME III – TECHNICAL AND MANAGEMENT APPROACH

Tab (A) – Technical Approach

Tab (B) – Management Approach

Tab (C) – Letters of Commitment (Key Subcontractor)

VOLUME IV – SMALL BUSINESS PARTICIPATION

Tab (A) – Small Business Commitment Document

Tab (B) – Small Business Subcontracting Plan (Other Than Small Businesses Only) Tab (C) – Representations and Certifications

Tab (D) – Joint Venture/Mentor Protégé/Team Agreements and approvals (if applicable)

b. All proposals shall contain the evaluation requirements stated herein. Proposals must set forth full, accurate, and complete information as required by this solicitation (including attachments). Proposal organization and cross-referencing are mandatory. No material (information not part of the proposal) shall be incorporated by reference.

The penalty for making false statement in proposals is prescribed in 18 U.S.C. §1001. Failure to submit requested information or to meet an RFP requirement may result in an offer being ineligible for award.

c. Offerors should submit their best proposal initially as the Government intends to make awards without discussions

(except clarifications, as described in FAR 15.306(a)). The Government reserves the right to conduct discussions, if deemed necessary.

L.8 PROPOSAL FORMAT

The Offeror shall submit one (1) original hard copy with all volumes in a single binder of their proposal and include (in the binder) a CD containing a complete copy of the contents of that respective binder.

The Offeror shall submit four (4) hard copies of Volume’s I, II, and III, with each Volume separately bound, and include (in the binder) a CD containing a complete copy of the contents of that respective binder.

The Offeror shall submit one (1) hard copy of Volume IV, separately bound, and include (in the binder) a CD containing a complete copy of the contents of that respective binder.

Zip disks are not permitted. Each disc should be externally labeled with the binder(s) number(s), date, solicitation number and the Offeror’s name.

Title the electronic file(s) in the following format:

W912DY16R0104_COMPANY NAME_ VOLUME I

W912DY16R0104_COMPANY NAME_ VOLUME II

W912DY16R0104_COMPANY NAME_VOLUME III

W912DY16R0104_COMPANY NAME_VOLUME IV

Written materials: 8 ½” x 11” formats, using 12 point or larger font size, single spaced, using 3-ring binders. Page Size spreadsheets, table, charts, etc. may be 11” x 17” but count as two pages. Each Volume/Factor shall be in separate binders and tabbed IAW with the chart above. Files should be set up using the following page setup parameters:

a. Each volume (binder) shall include the following:

• Volume number, firm name and business size on proposal cover

• Table of contents

• List of tables/figures

• Solicitation Number shall appear on each page (header or footer)

• Volume number and page number shall appear in the bottom right corner of each page (along with the proposal revision number for the amended page, if necessary)

b. Searchable PDF files shall use the following page setup parameters:

• Margins – Top, Bottom, Left, Right - 1”

• Gutter – 0”

• From Edge – Header, Footer - 0.5”

• Page Size, – 8.5” x 11”

• Page Size spreadsheets, table, charts, etc. may be 11” x 17” but counts as 2 pages

c. The following additional restrictions apply:

• Each paragraph shall be separated by at least one blank line.

• Font type: Times New Roman; font size:12, font size for headers and footers may be increased to 14 or reduced to

• Font size for spreadsheets, tables, charts, etc. may be reduced to font size 8. NOTE: Offerors may only include narrative in the chart, table, etc. that explains the chart, table, etc. Information in the chart, table, etc. that goes beyond this purpose may be deemed to count as regular text subject to the page restrictions.

• The use of hyperlinks in proposals is prohibited

• Double sided printing is preferred

d. Page limitation – Only pages within the respective page limits as follows will be evaluated:

*For the final proposal revision (FPR) (if required), page limits are increased by 2 pages single sided or 1 page double sided for each volume (factor) listed below where a page limit applies*

Volume I: Corporate Experience o Table of Contents (not included in page count) o List of Tables and Figures (not included in page count) o Tab A: No page limitation o Tab B: 28 pages single sided or 14 pages double sided

Volume II: Past Performance o List of Tables and Figures (not included in page count) o No page limitation for CPARS or past performance questionnaires

Volume III: Technical and Management Approach o List of Tables and Figures (not included in page count) o Tab A: 20 pages single sided or 10 pages double sided o Tab B: 20 pages single sided or 10 pages double sided o Tab C: No page limitation

Volume IV: Small Business Participation o List of Tables and Figures (not included in page count) o Tab A: 10 pages single sided or 5 pages double sided o Tab B: No page limitation o Tab C: No page limitation o Tab D: No page limitation

Note: Proposal Cover; Table of Contents; Title Page; List of Tables/Figures or Acronyms; Separator Tabs;

subcontractor commitment letters; past performance questionnaires and supporting past performance documents; and Small Business Commitment Document supporting documentation to include teaming arrangement documentation are excluded from page count. If an offer exceeds a page limit, the pages that exceed the limit will not be considered. The excess pages excluded from consideration will be counted from back to front of the Tab.

L.9 PROPOSAL CONTENT

All information shall be confined to the appropriate volume. The offeror shall confine submissions to essential matters, sufficient to define the proposal and provide adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each proposal. Proposals without the specified content may be determined Unacceptable and removed from the competition. The Government will not make assumptions concerning intent, capabilities, or experiences. Clear identification of proposal details shall be the sole responsibility of the offeror. The Government reserves the right to reject incomplete proposals after initial evaluation without further consideration.

Proposals shall be organized and tabbed as follows:

VOLUME I, FACTOR 1 – CORPORATE EXPERIENCE

Volume I, Tab A Offerors shall submit a signed copy of the solicitation with all amendments acknowledging receipt of the solicitation package.

Volume I, Tab B Experience in Operation & Maintenance of Medical Facilities:

The Proposal shall clearly address experience as described below. The Proposal will be evaluated in accordance with the technical evaluation criteria in Section M. Project description should be presented in as much detail as practical subject to the specified maximum page number and minimum font limits.

Offerors shall submit project experience forms in the format presented in Attachment 0004, Experience Reporting Form, for a minimum of five projects, or maximum of seven projects that demonstrate the Offeror’s experience in the operation and maintenance of medical facilities. Projects should be recent and relevant to the scope of this solicitation.

A project is a single discrete job or undertaking (i.e. a project would be a single task order under an ID/IQ contract, not the ID/IQ contract as whole). The Government will only review up to the first seven projects presented and will not consider any projects over this limit. In order to be considered recent, the experience must either have been completed or on-going in the last five years from the issued date of this Solicitation. The Offeror shall document any criteria or experience that qualifies the Offeror to successfully fulfill the solicitation requirements described in Section C (i.e., maintaining compliance with relevant codes and standards, such as The Joint Commission (TJC), Association for Assessment and Accreditation of Laboratory Animal Care (AAALAC), NFPA, OSHA, and ADA.) The Offeror should demonstrate its experience in performing multiple concurrent O&M facility maintenance projects in various locations.

Contracts with any organization, Government or commercial, may be included if the work was relevant to this Solicitation as defined in Section M. the offeror should demonstrate the principal type of work performed by providing the information requested in the Experience Reporting Form. Key Subcontractor experience will only be considered if a Letter of Commitment is included in Factor 3.

VOLUME II, FACTOR 2 – PAST PERFORMANCE

CPARS/Past Performance Questionnaires (PPQs):

Offerors should submit the same Experience Reporting Forms from Volume I. Offerors should also provide CPARS or PPQs for only the projects submitted in Volume I. Offerors should NOT submit PPQs on projects with Contractor Performance Assessment Reporting System (CPARS) ratings; but should provide the associated CPARS ratings rather than PPQs. The PPQ included in the solicitation (Attachment 0005) is provided for the Offeror to submit to the client for each project (that does not have a CPARS) the Offeror submitted in Volume I. Ensure correct phone numbers and email addresses are provided for the client point of contact. Completed PPQs should be submitted with your proposal.

If the Offeror is unable to obtain a completed PPQ from a client for a project(s) before the solicitation closing date, the Offeror should complete and submit with the proposal the first page of the PPQ, which will provide contract and client information for the respective project(s). Offerors should follow-up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government’s point of contacts:

jean.p.bretz@usace.army.mil and barbara.j.rich@usace.army.mil prior to the solicitation closing date. The solicitation number and offeror’s name shall be clearly indicated on the PPQ. Offerors shall not incorporate by reference into their proposal PPQs previously submitted for other RFPs. However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation.

In addition to the above, the Government may review any other sources of information for evaluating past performance.

Other sources may include, but are not limited to, past performance information retrieved through the Past Performance Information Retrieval System (PPIRS), including Contractor Performance Assessment Reporting System (CPARS), using all CAGE/DUNS numbers of team members (partnership, joint venture, teaming arrangement, or parent mailto:jean.p.bretz@usace.army.mil mailto:barbara.j.rich@usace.army.mil company/subsidiary/affiliate) identified in the Offeror’s proposal, inquiries of owner representative(s), Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), and any other known sources not provided by the Offeror.

While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the Offeror.

VOLUME III, FACTOR 3 – TECHNICAL AND MANAGEMENT APPROACH

The Proposal shall clearly address each of the elements described below in accordance with the technical evaluation criteria in Section M. The information should be presented in as much detail as practical subject to the specified maximum page number and minimum font limits.

Volume III, Tab A Technical Approach:

The Offeror shall describe in narrative form the technical approach to be utilized in the proposed contract for operation and maintenance (O&M) services for medical facilities at various locations, to include the following areas:

• Operation of facility systems and equipment;

• Scheduled (preventive) maintenance;

• Repair, replacement and renovation of facility systems and components, utility systems and components, and building and site O&M services for medical and supporting non-medical facilities;

• Site safety and health plan;

• Site quality control plan;

• Compliance with codes and standards (TJC, AAALAC, NFPA, OSHA, ADA, etc);

• Computerized Maintenance Management Systems (CMMS), such as Defense Medical Logistics Standard

Support - Facility Management (DMLSS-FM) system.

Volume III, Tab B Management Approach:

Organizational Structure - The organizational structure of the Offeror’s proposed team (all key subcontractors should be included in this organizational structure) for this requirement shall be outlined in a narrative and a diagrammed organizational chart indicating the working arrangement of the team and also how this organization fits into the Offeror’s overall corporate structure. The Offeror should provide a resource chart with the number of personnel on-board by labor category that will be committed to the contract. It is important that the Offeror clearly define the organizational roles and responsibilities, the authority and degree of autonomy at each level, and the contractual responsibilities of the team or joint venture units and briefly describe how projects will be accomplished under the proposed organizational structure. The Offeror's organization should show supervision during all phases of work. The Offeror should also describe how various types of problems will be effectively and efficiently resolved within the organization.

Key Personnel Qualifications – The Offeror shall provide letters of commitment for the following key personnel:

Program Manager, Contract Maintenance Manager I, Contract Maintenance Manager II and Project Manager(s).

Offerors shall not include any qualifications to this commitment, such as a statement that the parties are still negotiating the terms of their agreement. An example of this format is provided in Attachment 0008. Offeror shall also describe in narrative form for each key personnel their areas of responsibility, relationship with the management structure, and relevant experience in performing operation and maintenance services at medical facilities and supporting non-medical facilities.

• Program Manager - Has overall responsibility for the contract’s total O&M program and serves as the single point of contact and liaison between the Contracting Officer and the contractor. Program Manager proposed shall have a recognized four-year college degree in engineering, business management, or related field or at least twelve years-experience directly related to medical facility support services. Program manager proposed shall have substantial experience managing and supervising facility O&M projects, to demonstrate familiarity with the various codes and standards applicable to the tasks covered by the PWS.

• Project Manager - Has overall responsibility for one or several O&M project(s) and/or task orders, or has direct responsibility for all O&M effort for a particular task order or site. Project Managers (PMs) proposed should have a recognized four-year college degree in engineering, business management, or a related field. Project manager proposed shall have substantial experience managing and supervising medical facility O&M projects, to demonstrate familiarity with the various codes and standards applicable to the tasks covered by the PWS.

• Management Controls – The Offeror shall provide in narrative form the management techniques and controls that will be implemented to manage and control the work. The Offeror should discuss its approach for meeting the performance based contracting requirements of FAR Subpart 37.6 with respect to how the work will be performed with the emphasis on required results. The Offeror should include the following information:

• Work management system

• Document control

• Field and home office reporting

• Field implementation of safety and quality control plans

• Approach for managing subcontractors

• Allocating responsibility between joint venture members.

Volume III, Tab C A letter of commitment shall be provided from all key subcontractors utilized in the Factor 3 submission (Attachment 0007).

VOLUME IV, Factor 4, SMALL BUSINESS PARTICIPATION

Volume IV, Tab A Small Business Commitment Document:

All Offerors, both other than small businesses and small businesses, shall submit a Small Business Commitment Document (Attachment 0006) in accordance with Defense Federal Acquisition Regulation Supplement (DFARS)

215.304. The Small Business Commitment Document will be incorporated into any resultant Prime Contract.

Volume IV, Tab B Small Business Subcontracting Plan:

Additional Requirement for Other than Small Business Concerns Only

Separate from the Small Business Commitment Document, other than Small Business Offerors must also submit a small business Subcontracting Plan meeting the requirements of FAR 52.219-9 and DFARS 252.219-7003 (or DFARS 252.219-7004 if the offeror has a comprehensive subcontracting plan).

• Other than U.S. Small Businesses must submit an acceptable small business subcontracting plan to be eligible for award. Small Business Subcontracting Plans shall reflect and be consistent with the commitments offered in the Small Business Commitment Document.

The Government will evaluate the Small Business Subcontracting Plan on an acceptable/unacceptable basis:

a) The SB Subcontracting Plan adequately responds to each of the required elements of FAR 52.219-9(d) paragraphs

(1) through (15).

b) The commitments in the SB Subcontracting Plan are consistent with the commitments in the Small Business

Commitment Document.

Volume IV, Tab C Representations and Certifications and other Statements of Offerors is not considered for evaluation, but is required as part of the offeror’s proposal of this solicitation. The information requested in this Section needs to be fully completed along with completion of Representations and Certifications in System for Award Management (SAM) per FAR 52.204-8, Annual Representations and Certifications. The submitted information will be reviewed for completeness.

Volume IV, Tab D Joint Venture/Mentor Protégé Agreements and approvals (if applicable). The joint venture agreement must be signed by both parties and will be subject to review by Office of Counsel. See Section L.2 above for further information.

Contractor Team Arrangement (if applicable). Provide a letter/agreement for contractor team arrangements identifying who will be acting as a potential prime contractor and who will be acting as its subcontractor(s), letter/agreement must be signed by all parties. The letter/agreement shall clearly identify the prime contractors NAICS and size standards.