3. Section L AO-X ATC Simulator Instructions To Offerors 1Nov2021.pdf

Section L

Instructions to Offerors (ITO) and Instructions for Proposal Preparation for AO-X Air Traffic Control (ATC) Tower Simulator

1 November 2021

Solicitation Number: FA8730-21-R-0012

Prepared for

AFLCMC/HBAG

Prepared by

AFLCMC/HBAG

75 Vandenberg Drive, Building 1630

Hanscom AFB MA 01731

DISTRIBUTION C: Distribution authorized to U.S. Government Agencies and their contractors (Administrative or Operational Use) (2 February 2018) Other requests for this document shall be referred to AFMC/AFLCMC/HBAG, Future Systems Section, 75 Vandenberg Drive, Building 1630, Hanscom

AFB, MA 01731

DESTRUCTION NOTICE: Destroy by any method that will prevent disclosure of contents or reconstruction of the document.

Section L Instructions to Offerors for Proposal Preparation for AO-X Air Traffic Control (ATC) Tower Simulator

Revision History

Revision Number (Rev01, Rev02, etc.)

Date Description Sections Affected/Author

Rev01 1 November

Section L, Instructions to Offerors All/PK

Contents

AO-X Air Traffic Control (ATC) Tower Simulator

L1.0 Program Structure and Objectives

L2.0 General Instructions

L2.1 Proposal Compliance

L2.2 Include Sufficient Detail

L2.3 Embellishments Not Desired

L2.4 Proposal Acceptance and Validity Dates

L2.5 Disposition of Proposals

L2.6 General Information L2.6.1 Point Of Contact L2.6.2 Debriefings L2.6.3 Discrepancies L2.6.4 Electronic Reference Documents L2.6.5 Oral Presentation L2.6.6 Organizational Conflict of Interest (OCI)

L2.7 Organization/Number of Copies/Page Limits L2.7.1 Page Limitations L2.7.2 Pricing Related Data L2.7.3 Classified Information L2.7.4 Cross-Referencing L2.7.5 Indexing L2.7.6 Glossary of Abbreviations and Acronyms L2.7.7 Labeling

L2.8 Electronic Offers

L2.9 Distribution

L2.10 Federal Holidays

L2.11 Proposal Submissions

L2.12 Proposal Quality

L3.0 Volume I - Executive Summary

L3.1 Narrative Summary

L3.2 Table of Contents

L4.0 Volume II - Technical Proposal

L4.1 General

L4.2 Format and Specific Content L4.2.1 Technical

L4.2.2 Volume Organization

L4.3 Technical Capability Factor

L5.0 Volume III – Price

L5.1 General Instructions L5.1.1 Ground Rules/Assumptions L5.1.2 Price Data L5.1.3 Pricing Data Requirements L5.1.4 Rounding L5.1.5 Total Evaluated Price (TEP)

L6.0 Volume IV - Contract Documentation

L6.1 Model Contract/Representations and Certifications L6.1.1 Section A - Solicitation/Contract Form L6.1.2 Section B - Supplies or Services and Prices L6.1.3 Section C – Description/Specifications/Statement of Work The offeror shall not complete Section C, but will utilize the documents to develop understanding of the requirement and solicitation offer The following will be incorporated through attachment to the final award document:

STATEMENT OF WORK (SOW)

L6.1.4 Section F - Deliveries or Performance L6.1.5 Section G - Contract Administrative Data L6.1.6 Section H - Special Contract Requirements L6.1.7 Section I - Contract Clauses L6.1.8 Section K - Representations, Certifications, and other Statements of Offerors

L6.2 Exceptions to Solicitation Requirements

L6.3 Other Information Required L6.3.1 Authorized Offeror Personnel L6.3.2 Government Offices L6.3.3 Company/Division Address, Identifying Codes, and Applicable Designations L6.3.4 Associate Contractor Agreements (ACA)

L6.4 Non-Disclosure Agreements

L7.0 Required Attachments

L1.0 Program Structure and Objectives AO-X Air Traffic Control (ATC) Tower Simulator effort is intended to provide a single ATC simulator for use in the Airfield Operations Accelerator (AO-X) at Hanscom AFB, MA, in accordance with (IAW) the requirements, as stated in the Statement of Work (SOW).

The contractor shall provide one (1) stand-alone ATC simulator, with a warranty valid for one (1) year from date of system delivery. The Government does not require simulator user training or contractor logistics support (CLS) for this effort.

L2.0 General Instructions L2.1 Proposal Compliance

The offeror's proposal must include all data and information requested by this ITO and must be submitted in accordance with these instructions. The offer shall be compliant with the requirements as stated in the Request for Proposal (RFP), including all applicable attached documents. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation.

L2.2 Include Sufficient Detail

The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The technical proposal must affirmatively demonstrate to the Government that the offeror’s proposed solution meets all of the stated requirements IAW the SOW and that the solution can be delivered within the Period of Performance (PoP) to meet the needs of the Government. The offeror’s proposal shall not simply copy and paste, rephrase or restate the SOW language for the technical volume but, rather, shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their products and will base its evaluation entirely on the information presented in the offeror's proposal.

L2.3 Embellishments Not Desired

Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired.

L2.4 Proposal Acceptance and Validity Dates

The proposal acceptance period is specified in Section A of the model contract/solicitation. The offeror shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid through sixty (60) days from RFP closing date.

L2.5 Disposition of Proposals

In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

L2.6 General Information L2.6.1 Point Of Contact

The identified Contracting points of contact are the only points of contact for this acquisition. Address any questions or concerns you may have to the CO and Contract Specialist. Requests for clarification may be emailed to the CO and Contract Specialist at:

AFLCMC/HBAK

ATTN: Perry Shoemaker, Contracting Officer perry.shoemaker@us.af.mil

781-225-4427

AFLCMC/HBAK

ATTN: Rick Cincotta, Contract Specialist richard.cincotta.1@us.af.mil 781-225-0185

L2.6.2 Debriefings Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable. The CO will promptly notify offerors of any decision to exclude them from the competitive range;

whereupon, they may request and receive a debriefing in accordance with FAR

15.505. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to only one debriefing for each proposal. For unsuccessful offerors in the competitive range of the source selection, the CO will notify the offerors of the source selection decision in accordance with FAR

15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing.

L2.6.3 Discrepancies If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO or Contract Specialist by email with supporting rationale as well as the remedies the offeror is asking the CO to consider as related to the omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions. This reservation includes matters of additional or substitute pages of the initial proposal.

L2.6.4 Electronic Reference Documents

All referenced documents for this solicitation will be available through the CO or Contract Specialist. Notices will be posted on the Government Point of Entry (GPE) at https://sam.gov.

mailto:richard.cincotta.1@us.af.mil

L2.6.5 Oral Presentation No oral presentations are planned.

L2.6.6 Organizational Conflict of Interest (OCI) FAR Part 9.5 requires that action to avoid, neutralize, or mitigate potential OCI be accomplished. Offerors will notify the PCO in writing within five (5) days of receipt of the RFP regarding any actual/potential OCI and provide applicable mitigation plans.

L2.7 Organization/Number of Copies/Page Limits The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 2.1 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 2.1. The electronic copy shall be transmitted by email to the Government Points of Contact identified in paragraph 2.6.1, above. No paper copies will be accepted. The contents of each proposal volume are described in this section and summarized in the table below. Offerors shall include a Table of Contents in the proposal.

Table 2.1 - Proposal Organization

Volume

ITO

Paragraph Number

Volume Title Hard Copies

Electronic Copies

Page Limit

I 3.0 Executive Summary 0 1 1

II 4.0 Technical Proposal 0 1 19

III 5.0 Price Proposal (Excel Format) 0 1 Unlimited

IV 6.0 Contract Documentation 0 1 Unlimited

L2.7.1 Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and excess paper copies will be either returned to the offeror or disposed of as soon as practicable.

Page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors. Each page shall be counted except the following: cover/title pages, tables of contents, tabbed dividers, acronym lists, RFP Cross Reference Matrix (RCRM), and glossaries.

L2.7.1.1. Page Size and Format

A page is defined as the equivalent of a face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Proposals shall be prepared using a minimum Arial 12 point font on the equivalent of 8.5” x 11” white paper, not including foldouts. Pages shall be typed using 1.5 line spacing. Use at least 1 inch margins on the top and bottom and ¾-inch side margins. Offerors shall ensure that each page provides identification of the submitting offeror and solicitation number in the header or footer.

Pages shall be numbered sequentially by volume. The page size and format restrictions shall apply to responses to ENs.

Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume, and each 8.5 x 11 surface of a foldout shall be counted as a separate page.

Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics not for pages of text. For tables, charts, graphs and figures, the text font size shall be no smaller than Arial 8 point font.

L2.7.2 Pricing Related Data

All pricing information shall be addressed ONLY in Volume III (Price). Do not include any price data in any other volume. All amounts provided in response to these instructions shall be rounded to the nearest whole U.S. dollar.

L2.7.3 Classified Information Classified information SHALL NOT be provided in the offeror’s response to this

RFP.

L2.7.4 Cross-Referencing To the greatest extent possible, each volume should be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal, except for cross-referencing directed herein.

Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

The offeror shall fill out the RFP Cross Reference Matrix (RCRM) Attachment L1 to specifically detail and correlate the RFP requirements to the offeror’s proposal.

Offerors shall document in sufficient detail allowing evaluators to easily follow the offeror’s proposal and match the proposal to the requirements of the RFP. The cross-reference matrix shall reference the Proposal, SOW, Contract Line Item Number (CLIN), Section L, Section M, and Model Contract. The RCRM is not included in the volume page count.

L2.7.5 Indexing Each volume shall contain a table of contents to delineate the subparagraphs within that volume. The table of contents is not included in the page count.

L2.7.6 Glossary of Abbreviations and Acronyms Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries are not included in the volume page count.

L2.7.7 Labeling A cover sheet should be included in each volume, clearly marked as to volume number, title, copy number, solicitation identification, and the offeror's name.

Make sure to apply all appropriate markings to proposal data in accordance with FAR 52.215-1(e) (Restriction on Disclosure and Use of Data) and FAR 3.104-4 (Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information).

L2.8 Electronic Offers The electronic copies shall be submitted via email in either Adobe PDF, Microsoft Excel, or Microsoft Word 2013 compatible formats. Indicate on each file name the volume number and title. Use separate files to permit rapid location of all portions, including exhibits, annexes, and attachments, if any. If files are compressed, the necessary decompression program must be included.

L2.9 Distribution The "original" proposal shall be so designated and signed by the offeror’s authorized representative, and the copies should be identified appropriately. All requested copies must be received by the due date identified on the front page of the RFP.

Include Solicitation Number FA8730-22-R-0012 in the email subject line.

L2.10 Federal Holidays The following Federal Legal Holidays are observed by this base:

New Year’s Day*, 1 January Martin Luther King’s Birthday, Third Monday in January Presidents Day, Third Monday in February Memorial Day, Last Monday in May Juneteenth*, 19 June Independence Day*, 4 July Labor Day, First Monday in September Columbus Day, Second Monday in October Veterans Day*, 11 November

Thanksgiving Day, Fourth Thursday in November Christmas Day*, 25 December

*If the holiday falls on a Saturday, it is observed the previous Friday. If it falls on a Sunday, it is observed the following Monday.

L2.11 Proposal Submissions Offerors should allow for sufficient time to deliver all proposal information. Offerors are responsible for submitting proposals, and any modification or revisions, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. Any proposal, modification, or revision received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered. Late proposals will be handled in accordance with FAR 52.215-1.

L2.12 Proposal Quality Proposals must be written in a logical, practical, clear and concise manner and contain all pertinent information in sufficient detail to provide the evaluators with a clear understanding of the offeror’s approach and to permit evaluation of the proposed program. It is the responsibility of the offeror to present enough information to allow the various work efforts, support, and management approaches to be meaningfully evaluated without discussions. The offeror must include any data necessary to illustrate the adequacy of the various assumptions, approaches, and solutions. In presenting material in this proposal, the offeror is advised that quality of information is more important than quantity. Offerors are encouraged to use quantitative terms wherever possible and avoid the use of qualitative and subjective terms to the maximum extent practicable. A proposal must be internally consistent or the proposal will be considered unrealistic and may be considered unacceptable. Proposals must clearly and convincingly demonstrate that the offeror has a thorough understanding of the requirements and associated risks; is able, willing, and competent to devote the resources necessary to meet the requirements; and has affirmatively demonstrated valid and practical solutions for all requirements.

L3.0 Volume I - Executive Summary In the executive summary volume, the offeror shall provide the following information:

L3.1 Narrative Summary The narrative summary of the entire proposal should be concise, to include addressing the significant risks, and highlighting any key or unique features, excluding price. The salient features should tie in with Section M evaluation factors. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the proposal.

L3.2 Table of Contents Include a master table of contents of the entire proposal.

L4.0 Volume II - Technical Proposal

L4.1 General The Technical Proposal shall be clear, specific, complete, and include sufficient detail for effective evaluation. Legibility, clarity, and coherence are very important. Your responses will be evaluated against the Technical Capability Factor defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the Technical Acceptability Factor. All the requirements specified in the Section M evaluation criteria are mandatory; proposals must affirmatively demonstrate compliance with all stated requirements. Offerors are notified that in the event a proposal is ambiguous or unclear in its ability to meet any Section M requirement, the Government reserves to right to conclude that the requirement is not met and assign a negative evaluation finding. By your proposal submission, you are representing that your company will perform all the requirements specified in the solicitation/SOW. It is not necessary or desirable for you to tell the Government so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

L4.2 Format and Specific Content

L4.2.1 Technical

In the technical volume, address your technical solution for meeting the Government’s minimum performance or capability requirements of the Technical Acceptability Factor.

L4.2.2 Volume Organization

The Technical Volume shall be organized according to the following outline:

Table of Contents List of Tables and Drawings Glossary RFP Cross Reference Matrix (Attachment L1) Factor 1 Technical Capability Factor

L4.3 Technical Capability Factor

The technical volume shall contain a narrative discussion describing the offeror’s proposed solution and how it satisfies each of the requirements stated in SOW Section 2. No factor should be omitted or left unaddressed.

L5.0 Volume III – Price

L5.1 General Instructions The primary purpose of the price proposal volume is to provide the Government an understanding of how the price proposal was developed. The price evaluation criteria of completeness, reasonableness, balance, and Total Evaluated Price (TEP), as defined in Section M of the RFP, will be assessed from the offeror’s information provided in this volume. Compliance with these instructions is mandatory and failure to comply may result in rejection of the Offeror’s proposal. Offers should be sufficiently detailed to demonstrate their reasonableness. Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an Offeror’s proposal. The burden of proof for credibility of proposed costs/prices rests with the Offeror. Company-owned hardware, software, equipment, assets, etc., being used on this program should also be identified. All information regarding cost or pricing documentation must be included only in the Cost/Price Volume or in the associated Price Tables (B-Tables). Under no circumstances shall this information and documentation be included elsewhere in the proposal.

L5.1.1 Ground Rules/Assumptions

The offeror shall identify all ground rules and assumptions used in developing the cost/price documentation.

L5.1.2 Price Data

Data beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your price position Return to discuss.

All data relating to the proposed price, including all required supporting documentation, must be included in the section of the proposal designated as the Price volume.

L5.1.3 Pricing Data Requirements In accordance with FAR 15.403-1(b) and15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price reasonableness. Data shall be provided in accordance with FAR 15.403-5. If after receipt of proposals the Government determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit additional pricing data.

L5.1.4 Rounding

All dollar amounts provided shall be rounded to the nearest whole U.S. dollar.

L5.1.5 Total Evaluated Price (TEP) TEP shall be the proposed pricing for each offeror, after evaluation for completeness, reasonableness, and balance. While the Government will not adjust proposed pricing, the Government reserves the right to reject proposals where pricing is evaluated as being incomplete, unreasonable, or unbalanced.

L6.0 Volume IV - Contract Documentation

L6.1 Model Contract/Representations and Certifications The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The offeror's proposal shall include a signed copy of the solicitation and all amendments.

L6.1.1 Section A - Solicitation/Contract Form

Completion of OFFER, blocks 12-18, ensuring authorized signature by the offeror.

https://cs.eis.af.mil/airforcecontracting/knowledge_center/Documents/AFFARS_Library/5315/templates/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC%23b154031

L6.1.2 Section B - Supplies or Services and Prices

The offeror shall not complete Section B, but refer to Section 5 for instructions for completing the TEP.

L6.1.3 Section C – Description/Specifications/Statement of Work

The offeror shall not complete Section C, but will utilize the documents to develop understanding of the requirement and solicitation offer.

The following will be incorporated through attachment to the final award document:

STATEMENT OF WORK (SOW)

L6.1.4 Section F - Deliveries or Performance Alternate delivery schedules are not acceptable. Failure to meet the solicitation’s required delivery may result in ineligibility for award.

L6.1.5 Section G - Contract Administrative Data

Upon Award, Section G data will be provided by the Government.

L6.1.6 Section H - Special Contract Requirements The offeror shall not complete Section H. No Section H contract clauses are anticipated at this time.

L6.1.7 Section I - Contract Clauses Complete the fill-in clauses listed in this section.

L6.1.8 Section K - Representations, Certifications, and other Statements of Offerors

Complete representations, certifications, acknowledgments and statements.

L6.2 Exceptions to Solicitation Requirements Offerors are required to meet all solicitation requirements in addition to those identified as evaluation factors including: terms, conditions, representations, certifications, and technical requirements. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, price, and specific requirements of the solicitation. This information shall be provided in the format and content of Table 6.2.

Table 6.2 - Solicitation Exceptions

Solicitation Document

Page/ Paragraph

Requirement/ Portion

Rationale

SOW, Model Contract, ITO, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

L6.3 Other Information Required

L6.3.1 Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to the offeror’s proposal and who can obligate the offeror’s company contractually. Also, identify those individuals authorized to negotiate with the Government.

L6.3.2 Government Offices

Provide the mailing address, telephone and email addresses, and facility codes for the cognizant Contract Administration Office, DCAA, and Government Paying Office. Also, provide the name and telephone and email addresses for the Administrative Contracting Officer (ACO).

L6.3.3 Company/Division Address, Identifying Codes, and Applicable Designations

Provide company/division's street address, county and facility code; CAGE code;

DUNS code; TIN; and Small Business size status. This same information must be provided if the work for this contract will be performed at any other location(s).

List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

L6.3.4 Associate Contractor Agreements (ACA)

Provide statement of intent to submit Associate Contractor Agreements in accordance with AFFARS 5317.90. Once an award is made, the ACA will be required within 10 days after award and inserted into the contract as an attachment by modification.

L6.4 Non-Disclosure Agreements

At present, it is anticipated that the source selection process will be staffed by Government civilian and military personnel only. However, Offerors are advised that non-governmental personnel may serve as advisors in the source selection process. Non-government personnel are excluded from determining ratings and rankings of offeror proposals.

In the event that non-governmental personnel are identified to serve as advisors in the source selection process, the Government will promptly notify all Offerors by amending the solicitation as publicized on SAM.gov. The updated solicitation will identify the non-governmental personnel and their firms of employment. The offeror shall enter into Non-Disclosure Agreements (NDA) with the companies employing non-government advisors (see FAR 9.505-4(b)). The offeror and each of its subcontractors/teaming partners are required to enter into their own non-disclosure agreements with each non-government company that may be used to support the evaluation of proposals submitted. Copies of these non-disclosure agreements must be submitted as part of this proposal for CO review. The Offeror shall identify all actual and potential OCI issues that might obstruct their consent to provide access to their proprietary information to the company that employs the non-government advisor. The Offeror shall submit all NDAs under Volume IV.

Please ensure the solicitation title and number are indicated in each NDA.

L7.0 Required Attachments

The following attachments will be provided as separate files with the final RFP package:

Attachment L1: Cross-Reference Matrix Attachment L2: AO-X ATC Tower Simulator Planned CLIN Structure