3. Instructions to Offerors.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 380TH AIR EXPEDITIONARY WING

AL DHAFRA AIR BASE UNITED ARAB EMIRATES

1 July 2026

MEMORANDUM FOR RECORD

FROM: 380 ECONS

SUBJECT: INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

1. INSTRUCTIONS TO OFFERORS

1.1 General Instructions

This is a competitive Request for Proposal (RFP) conducted in accordance with Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Products and Commercial Services.

Offerors are expected to examine this entire solicitation document. Failure to do so will be at the offeror’s own risk.

All questions regarding this RFP shall be submitted in writing to the Contracting Officer, TSgt Travis Leigh at travis.leigh@us.af.mil no later than 14 July 2026, 3:00PM (1500) local time. Questions submitted after this deadline may not be answered.

1.2 Quote Submission Instructions

To be considered for award, offerors shall submit the following documents as separate volumes. All submissions shall be in PDF format (with exception to the Pricing Schedule) and submitted electronically to travis.leigh@us.af.mil with the subject line “FA570626R0002 [Company Name] Proposal” no later than the closing date and time specified in this RFP. Deadline 31 July 2026 4:00PM (1600) local time. Quotes submitted after this deadline may not be accepted.

a) Volume I: Technical Capability

• This volume shall describe, in detail, the offeror’s proposed method for meeting all requirements outlined in the Performance Work Statement (PWS).

• On-Ramp/Transition Plan: The volume must include a detailed plan for the initial phase-in period of the contract. This plan should, at a minimum, address the timeline and procedures for acquiring personnel, obtaining necessary base access and badging for personnel, and ensuring full operational capability by the contract start date.

• Format: The Technical Capability volume shall not exceed 10 pages. Pages shall be 8.5 x 11 inches with no smaller than 10-point font.

b) Volume II: Sanitized Technical Capability

• The offeror shall submit one (1) sanitized copy of the Technical Capability volume.

• This version shall be a mirror image of Volume I but with all company-identifying information removed. This includes, but is not limited to:

• Company name

• Company logos, headers, and footers

Partner · Deliver · Defend

• Names of key personnel

• Any other unique markings that could identify the offeror.

• This sanitized version will be used for an unbiased evaluation of the technical approach.

Failure to provide a properly sanitized document may result in the quote being considered non-compliant.

• Format: The page limit and formatting requirements are identical to Volume I.

c) Volume III: Price

• Offerors shall complete the Price Sheet provided as 2. Cultural Advisor Pricing Schedule_V1.0 to this RFQ.

• Prices quoted shall be fully burdened, including all labor, materials, overhead, general and administrative (G&A) expenses, insurance (Health/Base Defense Act), and profit.

• Do not include any pricing information in Volume I or Volume II.

d) Volume IV: Past Performance

• Offerors shall submit successful performance on up to three (3) recent and relevant contracts.

• Offeror should provide CPARS reports and explanations detailing the level of service provided in support of the contract.

• Exceptional circumstances overcome in support of the contract can be explained to enforce technical capabilities

• Format: the page limit and formatting requirements are identical to Volume I.

2. EVALUATION FACTORS FOR AWARD

2.1 Basis for Award

a) The Government intends to award a Firm-Fixed-Price contract to the responsible offeror whose quote, conforming to the solicitation, is determined to represent the best value to the Government.

b) This is a best value tradeoff source selection. The evaluation factors are Past Performance, Technical Capability, and Price.

c) The non-price factors, (Past Performance and Technical Capability), when combined, are significantly more important than Price.

d) The Government reserves the right to award to a higher-priced offeror if the perceived benefits of the higher-rated technical and past performance proposal are determined to be worth the additional cost. Conversely, the Government may award to a lower-priced, lower-rated offeror if the price premium for a higher-rated proposal is not justified.

2.2 Evaluation Factors

a) Factor 1: Past Performance The Government will evaluate the offeror's demonstrated record of successful performance on

Partner · Deliver · Defend recent and relevant contracts.

• Recency: A relevant contract is defined as work performed within the last three (3) years from the date of this RFP's issuance.

• Relevancy: A relevant contract is defined as providing cultural advisor services or similar administrative services on military installations within the U.S. Central Command (CENTCOM) Area of Responsibility (AOR). Performance within the UAE is considered highly relevant.

• Evaluation Method: The Government will primarily review information in the Contractor

Performance Assessment Reporting System (CPARS).

• Submission: Offerors shall identify up to three (3) of their most relevant contracts for review in the Offeror Representations and Certifications.

• No Past Performance: Offerors lacking a record of relevant past performance will receive a

"Neutral" rating for this factor, which is neither favorable nor unfavorable.

b) Factor 2: Technical Capability The Government will evaluate the offeror's sanitized Technical Capability volume to assess the offeror's understanding of and approach to meeting the requirements of the PWS. The evaluation will focus on the credibility and feasibility of the offeror's proposed methods. The following subfactors will be considered:

• Subfactor A: Technical Approach: The extent to which the proposal demonstrates a clear, comprehensive, and low-risk approach to fulfilling all tasks outlined in the PWS.

• Subfactor B: On-Ramp/Transition Plan: The degree to which the offeror’s plan demonstrates a realistic and efficient process for achieving full performance capability with minimal disruption to Government operations.

c) Factor 3: Price The Government will evaluate the offeror's proposed prices for completeness and reasonableness. The Total Evaluated Price will be calculated by summing the prices for the base period and all option periods using the estimated quantities provided in the Price Sheet.

3. Any questions can be directed to TSgt Travis Leigh at travis.leigh@us.af.mil.

TRAVIS A. LEIGH, TSgt, USAF Contracting Officer