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(a) List of names, titles, and citizenship of the principal company officials. Also list experience and background if resumes not available.

(b) Form of company: Corporation (parent/subsidiary affiliations), partnership, sole proprietorship? Date company was founded. If incorporated, in which State?

(c) Name and relationship of parent company, if any.

(d) Location of parent company. (Complete only if applicable to the solicitation.)

(e) Evaluate organization against the requirements of the solicitation; i.e., are there any conflicts of duties within or between organizational segments which may endanger contract performance; is the organization such that all facets of the contract will be controlled?

(f) Does the prospective contractor have the necessary organization to satisfactorily perform the proposed work?

FINANCIAL RESOURCES

(a) Obtain a copy of the prospective contractor's financial statements for the prior two fiscal years and a copy of his most recent financial statement.

(b) Does the prospective contractor intend to obtain bank, or other lines of credit financing to perform on the proposed contract? 1. If so, in what amount? with whom?

(c) Obtain data on credit available from local financial institutions. Differentiate between credit available on an open basis and that available as a result of an award of the proposed contract. Identify the financial institution, its address and telephone number, and personnel who may be contacted for verification of information. Also identify

the prospective contractor's banking facilities.

(d) Is the prospective contractor receiving any Government financing? If so, indicate: 1. Amount of unliquidated progress payments outstanding

2. Amount of Government guaranteed loans with dollar amount being used at present

3. Identify Government agencies and contract numbers involved in (a) and (b) above.

(NOTE: If requested by the contracting officer, send the financial information to him immediately upon receipt. Include complete address and name of person(s) who may be contacted regarding financial matters.)

EXPERIENCE

(a) Is the item to be procured a standard item for the prospective contractor? If so, for how many years has the item been produced, and what is the quantity produced?

(b) Has the prospective contractor ever produced identical or similar items to those required on the solicitation for either Government or commercial purposes? If so, describe in detail giving dates produced, Government contract numbers, and quantities delivered.

(c) Has the prospective contractor performed previous contracts such that he is familiar with Government specifications in general or applicable specifications in particular?

(d) Do the prospective contractor's responsible officials question any of the contract requirements or allege any misunderstanding of the contract requirements?

(e) List the firm's present product, or obtain brochures listing same, and years of production experience with such products.

(f) Are the prospective contractor's purchasing personnel experienced in procuring materials, components, services, and subcontracting to Government specifications?

(g) Does the prospective contractor have the necessary experience to satisfactorily perform the proposed contract?

TECHNICAL QUALIFICATIONS

List the names and positions of the prospective contractor's key engineering, quality control, and all other technical personnel who will be involved with an award. Also list experience and educational background if resumes are not available.

(a) Engineering competence. (1) Do the prospective contractor's engineers fully understand all equipment specification requirements of the solicitation?

(2) What experience do the prospective contractor's engineers have with design, development and manufacturing of the products required by the solicitation?

(3) Do the prospective contractor's engineers have the specialized engineering experience considered necessary to build the product required by the solicitation?

(4) How many engineers will be assigned to the proposed contract?

(5) Will the engineers who will be assigned to the proposed contract also be assigned to other projects?

(6) If the engineers will be assigned to other projects, at what time during the proposed contract will they actually commence work on the proposed contract?

(7) What percentage of each engineer's time will be devoted to the proposed contract?

(8) Does the prospective contractor propose to employ consultants to assist in any of the engineering or technical areas? If so, are the consultants available? (Give name, address, experience, and confirm that arrangements have been made for these services.)

(9) Does the prospective contractor have qualified technical writers and do they intend to write their own instruction books or other manuals required by the contract? Explain, equating the technical writer's experience with the specific requirements.

(10) If the prospective contractor intends to obtain outside technical writing services, are such services immediately available? (Give name, address, experience, and confirm that arrangements have been made for these services.)

(b) Quality and reliability assurance. (1) Does the prospective contractor have a Quality Control or Quality Assurance Department?

(2) Does the prospective contractor have written Quality Control or Quality Assurance procedures? If so, obtain a copy.

(3) Are the prospective contractor's quality procedures now implemented in all respects?

(4) Do the prospective contractor's responsible quality control personnel fully understand all quality control inspection, testing, source inspection and certification of compliance requirements of the solicitation?

(5) Do the prospective contractor's quality control personnel have the specialized inspection experience considered necessary to test the product required by the solicitation? Explain.

(6) Does the prospective contractor have the necessary facilities and equipment, including peculiar or special test equipment for performing all tests required and will it be available for the proposed work? (Obtain list of required test equipment.)

(7) Are the prospective contractor's quality assurance procedures and controls adequate in all respects to meet the requirements of the solicitation?

(c) Summary of technical qualification. (1) Do you find the prospective contractor's

engineering, quality control and other technical staff competent to satisfactorily complete the proposed contract? Explain, equating the technical competency, and experience to the specific item(s) required.

FACILITIES

(a) Land, buildings, production, and test equipment. (1) What is the area of land on which building(s) is located?

(2) Describe buildings.

(3) Describe floor area: (i) Administrative, (ii) Engineering, (iii) Production, (iv) Storage, (v) Maintenance, etc.

(4) Obtain list of type, quantity, and condition of prospective contractor-owned production equipment and test equipment.

(5) Does the prospective contractor employ preventive maintenance and are maintenance facilities available and adequate?

(6) What percentage of equipment and facilities (including land and buildings) are:

(i) Being purchased (ii) Owned. (iii) Leased

(7) Are any facilities or equipment Government-owned? If so, from whom and under what terms and conditions are they leased?

(8) Will any conversion of existing facilities and equipment be required to produce the solicitation item(s)?

(9) Does the prospective contractor have the necessary facilities for domestic and/or overseas packing of the items required? If subcontracted, identify by name and location the proposed subcontractor.

(10) Are present facilities, including production and test equipment, adequate to fulfill the requirements of the solicitation?

(11) If any part is leased, what portion and under what terms and conditions?

(b) Production capacity. (1) Is the item to be procured a stock item with the prospective contractor? If so, are stock quantities sufficient to supply initial or all quantities on the schedule?

(2) What is the current condition of the prospective contractor's Government Order Board?

(1) Indicate backlog in man-hours and dollars.

(ii) Indicate monthly production rate (in dollars and man-hours or percent of company's overall capacity).

(3) What is the current condition of the prospective contractor's Commercial Order Board?

(1) Indicate backlog in man-hours and dol

lars.

(ii) Indicate monthly production rate (in dollars and man-hours or percent of company's overall capacity).

(4) Does the prospective contractor use records and charts, i.e., production flow charts, operation sheets, and machine-loading charts, to schedule and control production? Obtain from the prospective contractor a copy of his projected master production schedule; and, if possible, a man-hour breakdown related to the schedule. Ascertain if the schedule is feasible and compatible with the proposed contract schedule. If the situation does not warrant obtaining proposed schedules from the prospective contractor, prepare one from the information (data) developed during the survey.

(5) List the names and addresses of important potential subcontractors and the functions which such subcontractors will perform; e.g., shop testing, packaging, annealing, anodizing, etc. Quoted delivery time for these services should also be obtained. Are the delivery times realistic and compatible with the solicitation schedule?

(6) List the names and addresses of suppliers who are to provide critical and components, and/or materials for the contract; e.g., major components, materials in short supply, items which would normally be expected to have long delivery periods, and items needed relatively early in the production process. List such items, the quantities required, and the required delivery dates. Vendor's quoted delivery dates shall also be listed.

(i) Are vendor deliveries in line with lead time required to meet the production schedule? Are vendor-quoted deliveries realistic?

(7) Equating the prospective contractor's present production schedule commitments for Government and commercial orders and schedule requirements of the solicitation with his overall capacity, is there now sufficient production capacity to produce the required items within the required delivery schedule?

(c) Transportation. (1) Will the end items of the proposed contract require special transportation handling or facilities?

(2) Are the transportation facilities (rail, motor, truck, etc.) available to the prospective contractor adequate for the delivery of end items of the proposed contract?

(d) Power and fuel. (1) Does the proposed contract require any special power or fuel requirements?

(2) Is the prospective contractor's power and fuel supply sufficient to enable the prospective contractor to meet all performance requirements of the proposed contract?

(e) Government property. (1) Does the prospective contractor have written procedures for control of Government property?

(2) Is there a particular employee designated as a Government property representative?

(3) What facilities does the prospective contractor have for protecting and safeguarding of GFP?

(4) Does the solicitation provide for the furnishing of GFP? Does the prospective contractor plan to ask for any GFP? If so, identify type of property and reason for request.

(5) Will the prospective contractor acquire any property for the Government other than that to be incorporated into the end item(s)? If so, identify the type of property. Does the prospective contractor's control system provide for control of contractor-acquired property as well as GFP?

(f) Security. (1) Does the proposed contract require plant security clearance?

(2) What Government agency has plant security cognizance of the contractor's facility?

(3) What is the level of security clearance that has been granted the contractor's facility by a Government agency?

(g) Summary of facilities. Are the facilities of the prospective contractor adequate in all respects to satisfactorily perform the proposed contract?

SKILLS

(a) Present number of employees by skills. (1) Professional (Scientific)

(2) Engineers

(3) Quality Control

(4) Production

(5) Managerial or Administrative—(6) Others

(b) What is the present work schedule (number of work shifts, hours per shift, number of employees per shift, and work days per week)?

(c) Is present work schedule and personnel complement adequate to satisfactoriy perform the proposed contract concurrently with present commitments? If additional personnel are required, are the necessary skills available? In particular evaluate the need for, and availability of, any unusual or scarce skills.

(d) What, if any, is (are) the prospective contractor's present labor affiliation(s)? Give dates of expiration of any existing collective bargaining agreements.

(e) Does anything indicate any current or anticipated problems with the labor force? Does the prospective contractor have the necessary skills to satisfactorily perform the proposed contract?

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(1) Were delivery schedules met? If not, why?

(2) What problems, if any, were encountered?

(c) Does the prospective contractor presently have Department contracts? Identify contracts by number, commodity, and value. (1) Is contract(s) on schedule? If not, why? (2) What problems are being encountered? (3) What percentage of current contracts are delinquent in performance?

(4) Did the Government cause or contribute to the problems or were they within the control of the contractor?

(d) Does the prospective contractor presently have contracts with other Government agencies? Identify by agency, number, commodity and value.

(1) Is contract on schedule? If not, why? (2) What problems are being encountered? (3) What percentage of current contracts are delinquent in performance?

(4) Did the Government cause or contribute to the problems or were they within the control of the contractor?

(e) Has the prospective contractor required unusual and burdensome (to the Government) assistance (e.g., inspection, testing) on above contracts?

(f) Does the prospective contractor have a satisfactory record of integrity, judgment, and performance?

ABILITY TO COMPLY WITH TIME OR DELIVERY OR PERFORMANCE SCHEDULE

Does the prospective contractor have the ability and all things necessary to comply with the delivery or performance schedule of the solicitation?

§ 12-1.5604 Format for on-site report.

Subj: Preaward survey report of (prospective contractor) Solicitation No.

To:

12-1.5603 and other relevant facts deemed pertinent by the representative responsible for performing the survey.) Organization: Financial:

Experience:

Technical qualifications:

(a) Engineering competence.

(b) Quality and reliability assurance. Facilities:

(a) Land, buildings, and production and test equipment.

(b) Production capacity.

(c) Transportation.

(d) Power and fuel.

(e) Government property. (f) Security.

Skills:

Prospective Contractor's Record of Integrity, Judgment, Performance and Ability to Comply With Time of Delivery or Performance Schedule:

Conclusion: This conclusion must specifically state the standards which the prospective contractor does meet, and the standards which the prospective contractor does not meet. As an example of a prospective contractor who meets all standards, the conclusion should be written similar to the following:

"Based on the facts developed during this on-site evaluation, it is concluded that (prospective contractor) has the necessary organization, experience, technical qualifications, skills, facilities, satisfactory record of integrity, judgment and performance, and has the ability to comply with the required delivery (or performance) schedule." Signature:

PART 12-2-PROCUREMENT BY FORMAL ADVERTISING

Subpart 12-2.1-Use of Formal Advertising

Sec.

survey

12-2.102 Policy.

under

(In the first paragraph, give date(s) of the on-site evaluation; name, address and telephone number of the prospective contractor; names and titles or positions of personnel contacted and names and routing symbols of DOT personnel who participated in the onsite evaluation.)

(Subsequent paragraph headings should generally be used as shown below, and the findings, discussions and conclusions under each heading will be based on the information developed with the guide in DOTPR

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Sec.

12-2.407-8 Protests against award. 12-2.408 Information to bidders.

Subpart 12-2.5-Two-Step Formal Advertising

12-2.503-1 Step one. 12-2.503-50 Determination of size status. AUTHORITY: Sec. 205(c), 63 Stat. 389; 40 U.S.C. 486(c), 10 U.S.C. 2301-2314.

SOURCE: 42 FR 45197, Sept. 8, 1977, unless otherwise noted.

Subpart 12-2.1-Use of Formal Advertising

§ 12-2.102 Policy.

Chapter 137 of Title 10 of the United States Code (see 10 U.S.C. 2304(a)), is applicable to procurements by Coast Guard. Negotiation of contracts is authorized under certain circumstances enumerated therein. The circumstances are set forth in DOTPR Subpart 12-3.2.

Subpart 12-2.2-Solicitation of Bids

§ 12-2.201 Preparation of invitations for bids.

In addition to the applicable information contained in FPR 1-2.201, the following shall be included in the invitation for bid if applicable to the procurement:

(a) For supply and service contracts including construction.

(50) In all cases where multiple awards are to be considered, the following provision:

EVALUATION OF BIDS FOR MULTIPLE AWARDS

In addition to other factors, bids will be evaluated on the basis of advantages or disadvantages to the Government that might result from making more than one award (multiple awards). For the purpose of making this evaluation, it will be assumed that the amount of $100 would be the administrative cost to the Government for issuing and administering each contract awarded under this invitation, and individual awards will be for the items and combinations of items which result in the lowest aggregate price to the Government, including such administrative costs.

§ 12-2.202-1 Bidding time.

The minimum bidding times set forth in FPR 1-2.202-1 and 1-1.3074(a) should not be construed to be

maximum or automatic bidding times. The bidding time permitted under each procurement should reflect the considered judgment of the contracting officer taking into account all of the facts surrounding the procurement, and recognizing that doubts should be resolved in favor of a longer rather than a shorter bidding time. If the bidding time for any procurement is reduced below the minimum, the reduction shall be fully justified and documented in the contract file by the contracting officer.

§ 12-2.202-2 Telegraphic bids.

When telegraphic bids are authorized, include the following provision in the Schedule of the invitation:

TELEGRAPHIC BIDS

Telegraphic bids may be submitted in response to this invitation for bids. Telegraphic bids must be received in this office prior to the time specified for opening of bids. Such bids must specifically refer to this invitation for bids, include the item or subitems, quantities and unit prices for which the bid is submitted and the time and place of delivery; and contain all the representations and other information required by the invitation for bids together with a statement that the bidder agrees to all the terms, conditions and provisions of the invitation. Failure to furnish, in the telegraphic bid, the representations and information required by the invitation for bids may necessitate rejection of the bid. Signed copies of the invitation for bids must be furnished in confirmation of the telegraphic bids.

§ 12-2.202-5 Descriptive literature.

(a) Descriptive literature shall not be required of the bidder unless all requirements of FPR 1-2.202-5 and this § 12-2.202-5 have been met.

(b) The justification required by FPR 1-2.202-5(c) must state, in sufficient detail, the reasons why acceptable products cannot be procured without the submission of descriptive literature. A justification that states little more than the conclusion that descriptive literature is required is not acceptable. Bidders shall not, except in the most unusual circumstances which can be clearly justified, be required to furnish descriptive literature when the specifications are stated in such detail

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