RFP_attachment_3_Proposal_Instructions_and_Format.docx

PROPOSAL INSTRUCTIONS

L1. GENERAL

1.1. You are invited to submit a proposal in response to our Request for Proposal (RFP) titled, W912L8-17-R-0005 Nutritionist Services. As a result of this solicitation, the Government intends that one (1) Firm Fixed Price Single Award Contract will be awarded.

1.1.1. West Virginia National Guard Nutritionist Service contract will be awarded to a small business concern.

1.2. Contract Duration: The contract will include a one-year base period and four one-year option periods.

1.3. The Government intends to evaluate proposals and award contracts 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 from a technical and a price standpoint. The Government reserves the right to conduct discussions, if the Contracting Officer later determines them to be necessary.

L2. FORMAL COMMUNICATION, OFFEROR EXPLANATIONS

2.1. The Contracting Officer is the SOLE POINT OF CONTACT for this acquisition. Any explanation desired by an Offeror regarding the meaning or interpretation of the solicitation, for proposals, Performance Work Statement (PWS), etc., must be requested in writing and with sufficient time allowed for a reply to reach Offerors before the submission of their offer. A cut-off date for receiving questions concerning the Request for Proposal has been established as 25 May 2017. Responses will be posted not later than two days prior to closing. Because of the tight time constraints involved in this requirement, questions will not be addressed after that date. After 25 May 2017, sufficient time will not be available to answer questions and give ample time for the interested Offerors to make changes or respond. The time limits for this requirement will not be extended.

2.1.1. The Contracting Officer reserves the right to address questions received after the cutoff date with those offers deemed responsive and/or in the competitive range (if established) after closing. OFFERORS ARE STRONGLY ENCOURAGED TO SUBMIT QUESTIONS EARLY IN THIS PROCESS. Any interpretations made will be in the form of an amendment of the solicitation and will be furnished to all prospective Offerors via posting to our web site at: FedBizOpps.gov. Explanations or instructions given in a form other than an amendment to the solicitation shall not be binding. Questions (on a non-attribution basis) and answers shall be furnished to all prospective Offerors via the website.

2.2. Submit proposal questions by Email to the contracting office at the addresses shown below:

USPFO for West Virginia, Contracting Office Subject Line: WVNG Solicitation W912L8-17-R-0005 Email: erica.d.oldaker.mil@mail.mil

2.3. AMENDMENTS PRIOR TO DATE SET FOR RECEIPT OF PROPOSALS: The right is reserved, as the interest of the Government may require, to revise or amend the solicitation prior to and/or after the date set for receipt of proposals as necessary. Such amendments, if any, will be announced by an amendment(s) to this Request for Proposal. All information relating to this RFP, including pertinent changes/amendments and information prior to the date set for receipt of proposals will be posted on the following website: FedBizOpps.gov. Though every effort will be made to provide email notification when a change is posted, such notification is NOT guaranteed and should not be expected. Offerors are strongly cautioned to check this site frequently and to “REFRESH” their web page to ensure they have the latest information.

2.4. HAND CARRIED PROPOSALS/INVITATIONS: A bid repository is provided for hand carried proposals and is located at USPFO for West Virginia, Contracting Division, 50 Armory Road, Buckhannon, WV 26201. Hand carried proposals must be deposited in the repository prior to the time established for receipt of proposals (page 1 block 8 of RFP). Late receipt of proposals due to base entry delays may not be deemed excusable, and the Contracting Officer may declare the proposal late and remove it from consideration.

L3. GENERAL

3.1. After compiling all required information, submit the information in accordance with the Proposal Due Date, Block 9 of the SF 1449. Return the original and specified number of copies to the issuing office listed in Block 28 of the SF 1449. Mark the front of the envelope/box with the following: PROPOSAL W912L8-17-R-0005 DO NOT OPEN. The preferred method is by e-mail. The proposal will need to be e-mailed to erica.d.oldaker.mil@mail.mil or faxed to (304) 473-5270 to the attention of Erica Oldaker.

3.2. Proposal Expenses and Pre-Contract Costs. This RFP does not commit the Government to pay costs incurred in preparation and submission of initial and subsequent proposals or for other costs incurred prior to award of a formal contract.

3.3. Disposition of Unsuccessful Proposals and Extra Successful Proposals. In compliance with FAR Subpart 4.8, Government Contract Files, the Government will retain one copy of all proposals. The Government will destroy extra copies of proposals. No destruction certificate will be provided.

3.4. Offerors may, at the discretion of the Government, be asked to provide information for clarification purposes regarding their proposals. Requests for such clarification information do not constitute discussions.

3.5. Offeror shall be held responsible for the validity of all information supplied in his/her proposal, including that provided by potential subcontractors. Should subsequent investigation disclose that facts and conditions were not as stated, the proposal may be rejected.

3.6. Small Business Joint Venture

3.6.1. In accordance with Title 13 of the Code of Federal Regulations (CFR) 121.103, a Joint Venture (JV) of two or more small business concerns may submit an offer as a small business without regard to affiliation, as long as each concern is small under the size standard corresponding to the NAICS code assigned to the contract. All JVs shall be reviewed and approved by the Contracting Officer. Prime Contractors are not required to propose as JVs. In accordance with 13 CFR 125.6 and FAR 52.219-14, ―Limitation of Subcontracting at least 50% of the work must be performed by either the small business acting as the Prime Contractor or a small business JV. For a Small Business Set-aside or a Partial Set-aside, Large Businesses are not permitted to propose as a Prime Contractor; however, Large Businesses are allowable as subcontractors. Small Business JVs shall submit the following information with their proposal:

3.6.1.1. Detailed documentation clearly explaining the JV responsibilities of each party to the agreement. In addition, the documentation should clearly explain the formation of the JV, procedures for acceptance of product and payment and procedures for replacement of a team member. As the award is predicated upon the composition of the JV, changing team composition after contract award will require prior Contracting Officer (PCO) approval;

3.6.1.2. Company names, points of contact, reporting lines, locations of key positions within the organization, its strengths, business size, number of employees (including all affiliates), and detailed description of work to be performed by members of the JV - including the percentage of the effort each team member will be performing;

3.6.1.3. If other than a small business concern is part of the JV, a copy of the Small Business Administration approved SBA Mentor-Protégé Agreement;

3.6.1.4. Designation that the original contract records and accounting/administrative records be retained by the JV upon completion of the contract performed by the team; and

3.6.1.5. Include signed copies of all JV agreements and any other agreements (either formal or informal) identifying the roles and responsibilities of each business concern on the JV.

3.6.2. Potential Offerors should be aware of the SBA’s regulations regarding affiliations to determine business size. A finding by the SBA of affiliation between an Offeror and its JV, or subcontractor(s), may result in the Offeror being found to be other than a small business, and therefore ineligible for contract award.

3.6.3. Proposal Acceptability. Offerors are cautioned to strictly comply with all instructions within this solicitation to ensure submission of a complete proposal. Failure to furnish a complete proposal, at the time of proposal submission, may result in the proposal being unacceptable to the Government; and be eliminated from further consideration for award. Award without discussions is contemplated. The Offeror is hereby advised that its proposal is presumed to represent its best and final offer in response to this solicitation.

L4. PROPOSAL SUBMISSION/FORMAT

4.1. These instructions prescribe the format of proposals; describes the approach for the development and presentation of the proposal data. They are designed to ensure the submission of necessary information to provide for the understanding and comprehensive evaluation of proposals. Carefully review this Section prior to commencing proposal preparation. In order for proposals to receive full consideration for award, Offerors should ensure that the information furnished in support of the proposal is factual, accurate and complete.

4.2. All solicitation amendments must be acknowledged in accordance with FAR Clause 52.215-1, Instructions to Offerors-Competitive Acquisition. Failure to provide the information requested by this RFP may render the Offeror’s proposal incomplete and ineligible for further consideration for award.

4.3. Each Offeror’s proposal shall be submitted as set forth below and all information shall be confined to the appropriate part to facilitate independent evaluation. Proposals which do not follow these guidelines or do not include the requested minimum information may be eliminated from further consideration for award. The overall proposal shall consist of three (3) physically separated and detachable parts, individually entitled:

1. PART I – Technical Proposal

2. PART II – Past Performance Proposal

3. PART III - RFP Documents and Price Proposal

4.4. Proposal Submission. The preferred proposal submission is by e-mail to the attention of Erica Oldaker erica.d.oldaker.mil@mail.mil PART I, PART II, and PART III shall be submitted as an original or copy. All originals and copies shall be provided no later than the date and time set for receipt of proposals (SF 1449 Block 8).

4.5. Proposal Format. Offeror shall submit each part of their proposal as noted above by email (most preferred), by mail or by fax to the attention of Erica Oldaker. If the proposal is mailed it must be neatly placed in an envelope, provided in the number of copies indicated and separate sections and shall be tabbed for ease of identification. Elaborate format and binding are neither necessary nor desirable. The cover page of each proposal will clearly identify the Offeror’s name, RFP number W91L8-17-R-0005, RFP title Nutritionist Services and copy number (e.g. copy 2 of 4). All mailed in proposals will allow for easy removal and replacement of pages.

4.5.1. All written proposals shall be prepared on standard 8.5 x 11 inch paper (charts may be landscaped but must be on 8.5 x 11 inch paper) and shall be in a legible font size (10 minimum). All pages of each proposal shall be appropriately numbered and identified with Solicitation W912L8-17-R-0005. For ease of reference, consecutive page numbering with tabs is required. Each page shall have no less than a one-inch margin at the top, the bottom, and on each side. Page numbers, notations of proprietary information, and any other identifying information printed on each page are excluded from the margin requirement.

4.6. Page Limits: PART I – Technical Proposal contents are limited to 20 pages total. This includes any attached charts, matrices or graphs. This does not include 1 each cover page, a table of contents, tabs, list of figures or list of exhibits. All other pages count. A compliance matrix may be included after the table of contents/indexes and before the start of numbered pages; that will not be included in the 20 page total provided it is less than 5 pages in length. PART II, Past Performance is limited to 20 pages, 10 of which can be the past performance narrative. This does not include 1 each cover page, tabs, a table of contents, a list of figures, list of exhibits, and the subcontractor Consent Forms (see Attachment 2); if placed in a separate Tab at the end of the Part II proposal. All other pages count. Offerors are advised that proposals submitted that exceed the referenced page number limit WILL NOT be evaluated beyond the limits identified herein.

4.7. If revised proposals are requested, all proposal revisions shall be submitted on colored paper as page changes with each page identified by date and page number. All written revised pages shall be printed on one side and punched with a 3-hole punch along the left margin. The number of revised copies to be submitted is the same as required in the initial proposal.

L5. PROPOSAL CONTENT

5.1. PART I – Technical Proposal

5.2. The following information shall be provided and will be evaluated to assess proposal risk and technical acceptability in accordance with the LPTA Evaluation Basis for Award. Proposals shall be clear, concise and include sufficient detail for effective evaluation. 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. 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.

5.2.1. Technical Proposal shall address three (3) sub factors. Technical Proposals should be clearly marked ―TECHNICAL PROPOSAL, RFP W912L8-17-R-0005. PART II SHALL HAVE NO PRICING INFORMATION.

5.2.1.1. Sub-factor 1- Capability and Experience:

5.2.1.1.1. Proposal should demonstrate an understanding of the requirements as outlined in the Performance Work Statement. The proposal should provide a definitive approach to achieve the end results that are set forth in the requirements. Proposals that merely offer to ―provide the service in accordance with the Performance Work Statement (PWS) will be considered technically unacceptable and will not be considered further.

5.2.1.1.2. If a Joint Venture/teaming arrangement or major subcontractors is contemplated, provide detailed information regarding the JV/teaming arrangement/major subcontractors. Provide details on how each member of the team will have a positive effect on your overall capability to provide quality, timely services.

5.2.1.1.3. Proposal should include Offerors strategy for performing all task requirements within the State of West Virginia and including the multiple training venues.

5.2.1.1.4. The proposal should include an understanding of all applicable installation/facility access and local security polices and procedures as outlined in the Performance Work Statement.

5.2.1.2. Sub-factor 2: Employee Attraction, Retention and Management Plan:

5.2.1.2.1 Offeror should provide a narrative of management’s technical capabilities for attracting and recruiting top-quality employees with the technical skills, expertise and experience needed to accomplish this contract. Include supporting material (matrix, charts or other graphics) determined necessary for the Government to fully understand the Offeror’s methodology and approach.

5.2.1.2.2. Proposal should include a brief narrative of Offeror’s approach and investment to retain top-quality personnel; including strategy for overall administration and personnel management. The plan should also address adjusting staffing levels in response to the fluctuating requirements at Government facilities.

5.2.1.2.3. The Offeror should include a detailed plan for ensuring there is no impact on services during scheduled (vacation) and /or unscheduled absences (illness) to primary employees.

5.2.1.2.4. The proposal should address the methodology for determining adequate staffing to provide supervision, and the strategy to provide adequate supervision of all personnel.

5.2.1.2.5. Provide details of the JV/teaming arrangement/subcontractor(s) strategy for management of their employees in all 54 states and U.S. territories and the District of Columbia.

5.2.1.3. Sub-factor 3: Compensation Plan. Offerors shall submit for evaluation a total compensation plan setting forth proposed salaries and fringe benefits proposed for the professional employees who will work under the contract. Supporting information will include data, such as recognized national and regional compensation surveys and studies of professional, public and private organizations, used in establishing the total compensation structure. Reference FAR 52.222-46, Evaluation of Compensation for Professional Employees.

5.2.1.3.1. Multiple Compensation Plans. For JV/Teaming arrangement(s) and subcontractors, provide details about each member’s compensation plan as well as the Prime’s plan. If multiple compensation plans are provided, the Government will evaluate the lowest rated plan. If members participating in the contract will provide the same compensation plan (pay and benefits) as the Prime (at a minimum), then a signed statement from each participating member, will suffice to meet these requirements in lieu of submitting each plan.

5.3. PART II - Past Performance Proposal

5.3.1. Part III shall contain the Past Performance proposal described in this section. It should clearly be marked ―PAST PERFORMANCE PROPOSAL, RFP NO. W912L8-17-R-0005. Past Performance includes current on-going (present) performance. PART III SHALL HAVE NO PRICING INFORMATION INCLUDED.

5.3.2. Offerors are required to identify and submit a past performance record for each federal, state, local Government or private sector contract or subcontract the firm has performed within the last three years which are similar in complexity to this project. Past performance more than 3 years old will not be considered. If a Joint Venture is contemplated, provide complete information for each of the entities. Only references for same or similar type contracts are desired.

5.3.2.1. Offerors shall submit information on specific and related contracts/work efforts, which they consider most relevant, active within the past three years, and which demonstrate the ability of its current organization to perform the proposed effort. Arrange the information in order of most relevant. This information includes, but is not limited to, contracts or work efforts under which the Offeror (including other divisions) was primarily responsible for contract and/or workload accomplishment, served as a subcontractor, or was teamed with other Contractors on efforts in which the Offeror gained experience which will be brought to bear or significantly influence the performance of this effort.

5.3.2.2. For each reference furnished, Offeror shall include the following information: (the past performance package is attached to the RFP and must be used in its original format)

a) Name of Contracting Activity that awarded the contract

b) Contract Number and Period of Performance

c) Contract Type (i.e. Firm-Fixed Price, Cost Plus-Award Fee, etc.)

d) Total Contract Value

e) Name of the Contracting Officer, to include Phone Number and Email address

f) Name of Contract Administrator, to include Phone Number and Email address

g) List of major subcontractors

h) Brief history of the work performed (Information submitted must clearly describe the relevance of the effort to the proposed work.)

i) Comments regarding compliance with contract terms and conditions

j) Comments regarding any performance deemed unacceptable to the customer, or not in accordance with the contract terms and conditions.

k) Indicate if this client was sent a reference package. (See instructions below)

5.3.2.3. The Contractor is responsible for the accuracy of the information regarding Past Performance POCs. The Government will not compensate for erroneous or outdated phone numbers, fax numbers or addresses.

5.3.2.4. If a teaming arrangement (major critical subcontractors) is contemplated, provide complete information as to the arrangement; including any relevant and recent past performance information on previous teaming arrangements with same partner. If this is a first time joint effort, each party to the arrangement must provide a list of past and present relevant contracts.

5.3.3. Subcontractor Consent: Past performance information pertaining to a Teaming partner and/or a subcontractor cannot be disclosed to the prime Offeror without the subcontractor’s consent. Provide with the proposal a Subcontractor Information and Consent Form (Attachment 2) from all Teaming partners and/or subcontractors that will perform major or critical aspects of the requirement; consenting to the release of their past performance information to the prime Contractor. These may be provided as a separate tab at the end of the past performance part III and will not count toward the page limit. Put the Subcontractor Information and Consent Form in Past Performance Part III.

5.3.4. Past Performance Narrative:

5.3.4.1. In addition to individual contract references above, Offeror should submit a narrative assessment of how the Offeror has performed on previous contracts. This narrative must not exceed 10 pages and will be included in the 20 total page count.

5.3.4.2. Information should describe conformance with contract requirements, PWSs, contract clauses pertaining to technical requirements, and standards of good workmanship.

5.3.4.2.1. Offeror should describe timely conformance to contract delivery schedules and administrative requirements.

5.3.4.2.2. Offeror should indicate responsiveness to contract requirements, business relations, professional correspondence, and prompt notification of problems, flexibility, cooperativeness and proactive Contractor recommended solutions.

5.3.4.2.3. Offeror should describe customer satisfaction of actions in terms of how well the Offeror’s prior customers and end users are satisfied with completed works; including the willingness to do repeat business with the Offeror. Indicate the degree of customer satisfaction obtained and include copies of all applicable customer satisfaction surveys or performance evaluations received within the past three years.

5.3.4.2.4. Offer should describe compliance with the requirements of FAR clause 52.219-8, Utilization of Small Business Concerns (May 2004). Describe the methods used to comply with this policy on prior federal contracts. Include any evidence, or point of contact, to verify this information.

5.3.5. In the event an Offeror has no relevant past experience data, Offerors may submit past performance information for the proposal on key personnel, major subcontractors, work performed as part of a team or joint venture, and other reincarnations of its current organization. Offerors are also required to submit information concerning problems and/or situations impacting performance on each contract listed; for any contracts that did not/do not meet original requirements; and corrective actions taken to avoid recurrences.

5.3.6. Performance References. REQUIRED Offerors and Joint Venture partners shall prepare and submit a maximum of 3 current or prior clients a Reference Package, This includes correspondence explaining the requirement to obtain an independent evaluation of current or prior contract performance, and the Past Performance Questionnaire for use in evaluating Past Performance. If a teaming arrangement (major critical subcontractors) is contemplated, submit a maximum of 3 for each of these entities also. In the event JV partners or teaming arrangements have worked together on previous contracts, do not duplicate references. Indicate on the reference identification form all parties and submit only one request to the current or prior clients.

5.3.6.1. It is suggested you provide a pre-addressed stamp envelop to former clients for their use in submitting their Performance Questionnaire. Further, they should be informed that completed Performance Questionnaire shall be mailed to: USPFO for West Virginia, Contracting Division, Buckhannon, WV 26201 so as to arrive not later than the closing date and time listed in block 8 of the SF 1449. Reference packages may also be faxed to (304) 473- 5270 or Emailed to erica.d.oldaker.mil@mail.mil

NOTE: Offeror or subcontractor must not review the Past Performance Questionnaire prior to submission. They must be submitted by the client/evaluator directly to the Contracting Officer. Do not include copies of the letters or questionnaires in your proposal. Offerors should follow-up and encourage references to get the questionnaires to the Contracting Officer in a timely manner.

5.3.7. Offerors are advised that the Government may use all data provided by the Offeror in this proposal and data obtained from other sources, to include but not limited to Government–wide databases, in the development of performance confidence assessments. Past Performance information on contracts not listed by the Offeror, or that of planned subcontractors, may also be evaluated. The Government may contact references provided by the Offeror, as well as any other source it identifies. Information received may be used in the evaluation of the Offeror’s Past Performance. While the Government may elect to consider data obtained from other sources, the burden of providing current, accurate and complete Past Performance information rests with the Offeror.

5.4. PART III RFP Documents and Price Proposal

5.4. RFP documents shall contain the signed original of all documents requiring signature of the Offeror. This would include the Standard Form 1449. Offerors are cautioned that the SF 1449 (original submission) must contain an original signature in Block 30a. Each Offeror should complete (fill-ins and signatures) and submit the original as stated below. An authorized official of the firm shall sign the offer and all certifications requiring original signature. PART I should include the following information:

5.4.1. Executive Summary - A summary cover letter to the proposal should provide the following: Identification of the proposal POC, phone number, email, Cage Code, DUNS Number and Tax Identification Number (TIN).

5.4.1.1. Also include a list of the proposal package contents;

5.4.1.2. Name of the Offeror’s cognizant DCAA office, DCAA POC, phone number, and date of last DCAA audit (if one has been done).

5.4.1.3. List of subcontractors and their areas of expertise in which they will perform. (In accordance with 13 CFR 125.6 and FAR 52.219-14, Limitation of Subcontracting, at least 50% of the work must be performed by either the small business acting as the Prime Contractor or a small business JV). If a formal teaming agreement is contemplated provide a copy of the agreement. Include the Teaming Agreement(s) in a separate tab in Part I.

5.4.1.4. Indicate socioeconomic status. Small business, small business woman owned, small business HUBZone, small disadvantaged business, certified Section 8(a) contractor, small veteran owned business, or service disabled veteran owned small business. (See paragraph 6.2.4)

5.4.1.5. Provide Equal Employment Opportunity (EEO) Pre-award Clearance Information. To expedite the Government’s EEO pre-award clearance request process, the prime Contractor shall include a list of all proposed subcontractors with a proposed subcontract value estimated at $10 million or more to include the following information: Name, address, point of contact, and telephone number. The Government plans to request EEO clearances early in the evaluation process to avoid possible delays in making contract award.

5.4.1.6. Joint Venture Information. (Reference L paragraph 4.6)

5.4.1.7. Include a narrative addressing the financial capability of the prime Contractor, critical subcontractors, teaming Contractors, and/or Joint Venture partners. This narrative should demonstrate the understanding of and capability to meet the financial requirements of the solicitation.

5.4.2. Standard Form 1449, Solicitation Offer and Award. Acknowledgment of amendments can be made on the face of the SF 1449 or signed copies of the amendments can be included in this Section.

5.4.3. Representations, Certifications and Other Statements of Offerors. Include any Representations and Certifications contained in provision 52.204-8 of the SF1449 of this solicitation only. All other required representations and certifications are to be completed on line in “SAM”. All potential Offerors are required to register in the System for Award Management (SAM) https://www.sam.gov in order to complete the annual Representations and Certifications found at the SAM website. The site contains an SAM Application Handbook and an SAM Quick Reference Guide. Ensure your System for Award Management Registration (SAM) information is up-to-date. Complete annual Representations and Certifications on line at https://sam.gov if you have not already done so. You are not required to provide a copy of the Representations and Certifications with your written proposal. Only include any Representations and Certifications contained in Section K of this solicitation, which are in addition to the annual certifications on SAM.

5.4.4. Price: The Pricing tab will include the completed Price Schedules, and representative cost information for the proposed base year and four option years. This also includes all cost of living increases.

5.4.5. For evaluation purposes only, a breakdown of all cost elements shall also be provided for the Nutritionist; demonstrating exactly what the loaded labor rates consist of. This labor rate breakout shall include all direct, indirect, general and administrative costs, and profit associated with providing the required skills. Contract support management costs (to include travel for meetings and miscellaneous expenses) cannot be separately billed and must be included. The fully-burdened labor rates shall include all labor and labor-related costs, such as, but not limited to, the following list of representative labor-related costs: salaries, wages, bonuses, employee insurance, fringe benefits, contributions to pension, other post-retirement benefits, annuity, employee incentive compensation plans, incentive pay, vacation time, sick pay, holidays and all other allowances based upon a comprehensive employee compensation plan. Contractor off-site rates shall also include Contractor-provided facilities, furniture, equipment, supplies, tool kits, employee training and overhead amounts required for work at Contractor site rates. This includes, but is not limited to: telephones, fax, telecommunications lines, copiers, personal computers, ordinary business software (such as word processors, spreadsheets, and graphics), and normal copying and reproduction costs. The use of uncompensated overtime is not allowed. Offerors shall propose all hourly rates based on a 40-hour work week (1920 hours per year). Exchanges with Offerors after Receipt of Proposals. Requests for this additional information are not to be construed as discussions.