Proposal_Instructions_and_Content-YCP_Inspection_IDIQ.docx

DO NOT SUMBIT ANY PROPOSALS AT THIS TIME: THIS DOCUMENT ID BEING PROVIDED FOR SITUATIONAL AWARENESS TO ALLOW 8(a) VENDOR AMPLE TIME TO PREPARE FOR THE FORTH COMING SOLICITATION!!!

Proposal Instructions

1.1. Questions regarding this solicitation shall be in writing and sent via e-mail ONLY to Mr. Aaron Skinner at aaron.d.skinner.civ@mail.mil and LTC Leafay Jones at leafay.a.jones.mil@mail.mil. All correspondence shall reference solicitation W9133L-17-R-0030. The cut-off for questions is Friday , August 4, 2017, by 2:00 PM EST. All questions will be answered electronically and in writing through a solicitation amendment. Due to a High Risk of not getting this awarded on time, the Proposals shall be provided by 11:00 AM EST on September 18, 2017. Should the Government received two or more proposals by 11:00 AM EST on September 18, 2017, the Government will begin the evaluations. Should the Government not received two or more proposals by 11:00 AM EST on September 18, 2017, the RFP deadline will be extended for an additional 10 Days. To off-set the short RFP period, the Government has provided ample pre-solicitation notices.

1.2. Offeror is notified the Government will not reimburse costs incurred for solicitation preparation.

1.3. The Government in this acquisition will follow the streamline procedures listed at Federal Acquisition Regulation (FAR) Part 13. The Government will conduct evaluations using “Comparative Evaluations Best-Value.”

1.4. Although the Government does not intend to hold discussions, the Government reserves the right to conduct discussions with the Offeror(s).

1.5. The Offeror shall submit an unclassified proposal demonstrating the company’s ability to perform and to meet the requirements in PWS. The proposal shall conform to all the requirements of this solicitation.

1.6. Offerors are not authorized to include in its proposal citations for, or linkages to, websites; EXCEPT to a link to their business site.

1.8. Take extreme care and attention to ensure all required documents are included in your company’s proposal. Commitment letters, letters of consent, and cover letters are not included in the calculation of page limits. The length of your response to this solicitation is limited, as identified below:

1.10. By responding to this solicitation, the Offeror agrees to meet all the requirements incorporated herein, including those listed in the Performance Work Statement, and agrees to all the terms, conditions, and provisions as listed in this addendum. Additionally, exceptions, deviations, or assumptions are NOT allowed as the Contractor will have time to provide questions to the Government.

1.11. The Offeror shall provide a Cover Page with the following information in each proposal volume as the first page. This page does NOT count towards the Offerors total page count.

a. Company’s name and address

b. Company’s Cage Code, DUNS number, GSA contract number, and Tax ID number.

c. Contact Information and role designation – provide the name, title, role, phone number, and email address for relevant participants in the pre and post award activities. At a minimum, you must identify and provide contact information for: (1) the person authorized to sign contracts for the company; (2) a Signature of the company’s person authorized to sign contracts, and (3) the contracts manager’s information ((if different than the person in (1)).

2.0. Submission Instructions:

2.1. The Government requires the Offeror to submit their proposal in electronic format only to BOTH the email addresses specified above. 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 sequentially numbered from 1 to ‘x’, with ‘x’ being the final page of the volume, inclusive of all appendices and attachments. Proposal shall conform to the following characteristics:

Margins – Top, Bottom, Left, Right – 1” Gutter – 0” From Edge – Header, Footer 0.5” Page Size, Width – 8.5” Page Size, Height – 11” Font: Arial Font Size: 12 pt Font Size for Charts, Illustrations and Tables: No less than 8 pt Format: Adobe PDF (Except for Price Model – See Paragraph 3)

NOTE: 11X17 folded pages are acceptable for tables/graphic representations; however, each 11X17 page counts as two pages.

2.2. Ensure all volumes are submitted in response to this solicitation are ON TIME. Failure to do so could result in your proposal not being considered. Your proposal shall be structured in a manner that clearly addresses the requirements in the PWS. Responses that are overly verbose or include marketing material are not desired.

2.3. E-MAIL SUBMISSIONS: The Government cautions Offerors that e-mail is not instantaneous. We recommend you submit your proposal prior to the closing date to allow enough time to ensure the entire proposal is received on time to be considered for award. If all portions of any e-mail proposal are not received by the solicitation closing date and time, the Government could rejected your proposal as late. Re-send your e-mail submission if you do not receive a receipt confirmation. If you do not receive a receipt confirmation after the second transmission, contact the Contract Specialist at (703) 607-1141. Due to government exchange size limitations, we cannot receive individual e-mails that exceed 10 MB, including the e-mail itself plus all attachments. If your electronic proposal, including all attachments, is larger than 10 MB, the Government requires you to segment your proposal submission in more than two (2) e-mails that individually are no larger than 10 MB. We cannot receive e-mails if they contain compressed attachments. Our security software blocks these types of e-mails. DO WAIT UNTIL THE “LAST MINUTE” TO EMAIL PROPOSALS AND OFTEN TIMES THERE IS A DELAY BETWEEN WHEN THE MESSAGE WAS SENT AND WE THE GOVERNMENT RECEIVED THE PROPOSAL (we have received proposals that were sent 15 minutes prior the ending deadline and were received in our inbox after the ending deadline. The Receipt of Proposal shall be based on the time the GOVERNMENT received the email.

2.4. Offerors shall identify in the e-mail subject line the solicitation number, “Message # of #”, and the company’s name. For example ONLY: “W9133L-17-R-0044, Message 1 of 3, ABC Company.”

3.0. Volume 1:– The Offeror shall submit their Technical Execution Plan addressing the following information:

Technical Execution Plan: Phase-In/Phase-Out Plan – The Offeror shall provide their Phase-In/Phase-Out Plan showing the Offeror’s ability to provide realistic processes and assumption of responsibility for providing services which will meet all contractual requirements on the first day of the period of performance. The Offeror shall provide their schedule in their format that clearly shows the Offerors “on-boarding” tasks and time it will take in order to transition into this contract. In the event, the contract is not awarded until after September 20, 2016, the Contractor’s Phase-In Plan may include Phase-in work being done after the Period of Performance begins (based on their proposal). Please remember, work SHALL BEGIN prior to October 1, 2017 at the latest.

The Phase-In/Phase-Out Plan shall describe in detail the approach for staffing and managing personnel assigned to support the requirements described in the PWS, inclusive of any initial or ongoing training. The Government finds this requirement has been changed from previous years and is not providing historical workload, labor categories, or qualifications. Therefore, it is imperative, the Offeror explain how and why the proposed personnel’s labor categories and number of each, will be able to perform the tasks specified in the PWS.

If an Offeror intends to utilize telecommuting in the performance of PWS requirements, it shall include a detailed Telecommuting Plan which will mitigate any risk to schedule, performance or the safeguarding of information which is inherent in such activities. If the Offeror’s technical approach uses any labor categories from the attached Wage Determination, the Offeror shall identify the labor category in the approach and managing of personnel to support this requirement. NOTE: THE GOVERNMENT IS STILL DETERMINING WHETHER THIS REQUIREMENT IS PROFESSIONAL SERVICES OR SUBJECT TO THE WAGE DETERMINATION

The Offeror shall provide, in GREAT DETAIL (timelines are encouraged), how they will go about hiring their proposed staff. The Offeror shall provide a detailed narration of how they will provide trained personnel to complete the tasks/deliverables and the type of personnel they would provide.

3.2. Technical Execution Plan: Task Execution Approach – The Offeror shall outline in detail, specifically HOW, an approach and ability to effectively and efficiently implement and accomplish the requirements specified in the provided task order PWS. Offeror shall not merely “parrot” the PWS back to the Government. The Government requires the Offeror’s unique assessment and approach to accomplishing the tasks and deliverables listed in the PWS. Proposals found to merely "parrot" the PWS may receive a lower rating. The Offeror may use creativity by proposing above the standards, tasks, and deliverable set-forth in the PWS; however, keep in mind the Government will closely evaluate whether any creative solutions warrants a possible “increase” in price (if any). As with all aspects in the Technical Execution Plan, the Offeror should explain how the proposed creative solution would benefit the Government and manner in how you would execute said creative solutions.

The Offeror’s Task Execution approach shall include a detailed Timeline/Milestone Schedule describing the Pre-Inspection, Inspection, and Post-Inspection activities, tasks, and deliverables. Do not merely include the dates stated in the PWS, but also include all of the miscellaneous details (e.g. coordination activities with the States) you think you need to demonstrate your understanding of this requirement.

Offerors shall provide an outline of how the effort required by the solicitation will be assigned for performance within the Offeror’s corporate entity and among the proposed subcontractors. The Offeror shall also detail how they will ensure they will perform at least 50% of the work under this contract. 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 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.

Offerors shall provide an outline of how the effort required by the solicitation will be assigned for performance within the Offeror’s corporate entity and among the proposed subcontractors. The Offeror shall also detail how they will ensure they will perform at least 50% of the work under this contract. 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 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.

A list of any exceptions, deviations, or assumptions will NOT be allowed.

3.3 Technical Execution Plan: Quality Control – The Offeror shall provide a DRAFT Quality Control Plan (be specific) which identifies how the Offeror intends to achieve and maintain quality performance standards listed in the task order and base contract. This plan shall also outline how the Offeror intends to develop and implement procedures and controls to identify, prevent, and ensure non-recurrence of defective tasks and deliverables delivered under this requirement.

4.0. Volume 2: Past Performance- This volume shall contain past performance information regarding up to three (3) similar contracts which the period of performance has taken place within three (3) years of the closing date of this solicitation. Offerors should limit additional past performance information in response to this solicitation to the minimum necessary to show the Government the Offeror has a reasonable expectation they will successfully perform the required effort. This volume shall not exceed 5 pages.

4.1. Past Performance Section 1: – Contract Descriptions. This section shall include the following information in the following format.

(a) 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).

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

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

(d) Awarded price/cost.

(e) A BRIEF Description (e.g. 3-5 lines)

(f) 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.

5.0. Volume 3: Cost/Price (Factor 3) – The Offeror shall submit price model provided via the Price Proposal Matrix-YCP Inspections (Pricing Matrix) (attached). It is the Government’s intend to only award one task order per year based on need. However, should an event occur after a given year’s “main task order” be completed that requires one or two additional inspections; the requirement for “Additional Inspections” pricing as also been included in the Pricing Matrix.

Spreadsheets shall be sent in a file format that includes all formulas, macro, and format information. Print image is not acceptable. Modifications to the labels of indirect rate categories and related formulas within the price model are permitted only to the extent necessary to conform to the Offeror’s accounting practices. The Contractor is solely responsible for the completion of the price model in its entirety and in a manner that reflects current, accurate and complete information concerning proposed pricing. The Government will use the total pricing amount submitted by the Offeror in the summary sheet for evaluation purposes, to include option pricing. Offerors are required to price this requirement in the Pricing Matrix. Offerors shall not submit their own price for Government-Directed-Travel. Travel pricing is stated in the Pricing Matrix. The travel pricing in the Pricing Matrix is estimated for the IDIQ for purposes of determining overall contract value. While the Pricing for travel in the pricing matrix is based on the Government’s best estimates, the actual pricing for each task order may change at the task order level due to changes in locations (e.g. a trip to Puerto Rico will cost more). There shall be a direct relationship between the effort expended and its cost or price for each basic and option year.

5.1. The Offeror shall not directly price or pay for phase in and phase out periods. The Offeror shall also address the Contractor Manpower Reporting requirement (if any or applicable).

5.2. If proposing subcontractors, the Offeror shall explicitly detail on its Cost/Price proposal the amount of work subcontracted, in terms of both dollars and percentage.

6.0 Volume 4: Business

6.1 Business Volume Section 1: Signed Solicitations and Amendments if FULL

a. SF1449 Solicitation- Signed and each provide the “each” and “total” pricing for all Contract Line Item Numbers (known herein as “CLINs”). The Offeror SHALL SUBMIT ALL PAGES of the Solicitation and specifically highlight any portions of the solicitation where the Offeror has hand written or added text that the Government should note during the evaluation of your Offeror.

b. Any SF30 Amendments published during this solicitation.

c. Any Representations and Certifications (pay attention to solicitation clauses).

d. A list of any exceptions, deviations, or assumptions will NOT be allowed.

6.2 Business Volume Section 2: ORGANIZATIONAL CONFLICT OF INTEREST: The term “Organizational Conflicts of Interest” (OCI) is defined in FAR 2.1; also see FAR 9.502 (c). For this solicitation, “OCI” exists when a Contractor would face an actual or potential conflict of interest if it worked on the planned contract, due either to its other business interests or to the nature of the effort to be performed.

The Contracting Officer has reviewed and analyzed the PWS under this solicitation and has identified a potential OCI issue, potential or otherwise. The potential issue is the Contractor providing the YCP Inspection Services under this contract would be unable to compete for any forthcoming potential YCP Training contract. Any forth coming training contract’s total value will be less than this Inspection services contract. Therefore, the Offeror shall submit an OCI Mitigation Plan discussing HOW they will ensure no OCI Issues will occur between their company and any potential forthcoming YCP Training Services contract.

Offerors are encouraged to make a preliminary disclosure to the Contracting Officer, prior to the due date for receipt of proposals, of any OCI issues the Offeror has identified. Such preliminary disclosure will allow the Contracting Officer more time to assess both the potential OCI and the Offeror’s proposed strategy to negate or mitigate the OCI. This assessment may be crucial since, per FAR 9.504(e), the Contracting Officer may not award a contract to a Contractor with an OCI that cannot be negated or mitigated.

The Contractor agrees that the Government or an authorized representative may, up to three years after acceptance of all programmatic documentation to be delivered under this contract, restrict the Contractor’s future participation in any resulting program managed system acquisition action(s).

EVALUATION OF OFFERS

1.0. EVALUATION OF OFFERS: The proposals will be evaluated under the streamline procedures in FAR 13; specifically FAR 13.5 and using comparative evaluation to determine the Comparative-Best-Value to the Government ((see Per FAR 13.106-2(b)(3)). Under FAR 13, the Contracting Officer has the flexibility to, among other things: (1) Forego formal evaluation plans, scoring of quotes or offers, or a competitive range determination; (2) Negotiate with one or more offerors, as appropriate, but not necessarily all offerors; (3) Conduct comparative evaluations of offers; and (4) Evaluate past performance based on Contracting Officer’s knowledge and previous experience and other reasonable basis, without the existence of a formal database; however, per DFARS 213.106-2, we will use the Past Performance Information Retrieval System (PPIRS-SR) regarding the supplier’s past performance history.

The Government will ensure the comparative evaluation will be rated on a scale, relative to each other, as opposed to a pass/fail basis. The Government will compare two or more Offerors’ proposals in response to the RFP and conduct an “item-by-item” comparison to determine which Offeror’s proposal provides the best benefit to the Government. The Government will specifically review: (1) Task Execution Plan (to include detailed breakdown of how they would conduct a pre/during/post inspection and provide a staffing plan), (2) Past performance; (3) Price; and (4) the Business Volume.

The Government will conduct a direct comparison between proposal in a uniform and fair manner to determine which proposal provide the comparative-best-value. The assessment of which response is “best” as a whole will be determined by first comparing two of the proposals randomly (“Proposal A” and “Proposal B”). Based on the direct comparison of the first two proposals, Proposal A versus Proposal B, the best proposal will be pick (Proposal A is best). Then, Proposal A will be directly compared to the randomly selected “Proposal C,” the best proposal will be picked (Proposal A is still the best). Proposal C will not be then compared to Proposal B for the purposes of ranking the proposals. This comparative evaluation process will continue until the winning proposal is determined (Proposal A could eventually be out-done by Proposal H).

Cost / Price Factor: SHALL INCLUDE PRICING FOR OPTION YEARS: The Government will evaluate pricing information using price reasonableness as compared to other proposals. Thus, the offeror’s total price for the purpose of the evaluation will include the Task Order #1 and all “option-year periods” or subsequent task orders based on the Pricing Matrix.

2.0. REJECTION OF OFFERS: The Offeror shall carefully read, understand, and provide all the information requested in the solicitation. If there are parts of the solicitation that are vague and/or ambiguous, request clarification from the Contracting Officer prior to the established cut-off date for questions. Circumstances that may lead to the rejection of a proposal for failing to conform to material terms are stated, as follows:

When the proposal fails to meaningfully respond to the instructions specified.

When the proposal fails to provide any of the data and information required in the solicitation.

When the proposal reflects an inherent lack of technical competence or a failure to comprehend the complexity and risks required to perform the solicitation requirements due to submission of a proposal, which is substantially high or low in Cost/Price and/or unachievable in terms of technical, labor mix, or schedule commitments.

When the proposal contains major error(s), omission(s) and or deficiencies that indicate a lack of understanding or an approach that cannot be expected to meet requirements or involves a very high risk and none of these conditions can be corrected without major rewrites or revisions of the solicitation.

When the proposal offers a product or service that does not meet all stated material requirements of the solicitation.

When the proposal is not in full compliance with the terms and conditions of the solicitation.

If the offeror identifies OCI and the Government and offeror cannot work to negate or mitigate the OCI.