Proposal_Prep_Instr_August_2013_Final.doc

PROPOSAL PREPARATION INSTRUCTIONS

August 2013

1. General.

a. The proposal is the only vehicle available to the offeror for receiving consideration for award. The proposal must stand on its own merit; only information provided in the proposal can be used in the evaluation process leading to an award. The proposal should be prepared simply and economically, providing straightforward, concise delineation of the technical solution necessary to perform the proposal. The technical proposal must be accompanied by a fully supported cost proposal, as cost and technical considerations are reviewed simultaneously.

b. Proposals containing data that is not to be disclosed to the public for any purpose or used by the Government except for evaluation purposes shall include the following sentences in accordance with FAR 52.215-1(e)(1) and (2) on the cover page:

“This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed -- in whole or in part -- for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this offeror as a result of -- or in connection with -- the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]”; and

Each restricted data sheet should be marked as follows:

“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.”

Do not put proprietary data or markings in the Statement of Work (SOW).

c. To ensure all technical proposals receive proper consideration, the Government requires the proposal format below. This format can most easily be incorporated as the proposal Table of Contents and serves as a final checklist as well.

d. All awards resulting from this announcement will contain the mandatory AFRL standard final technical report Contract Data Requirements List (CDRL) item that requires technical data delivered with less-than-unlimited rights to be contained in a separate appendix to the final technical report. The goal of this standard is to allow AFRL to more widely publish final reports (without the less-than-unlimited-rights appendices). The AFRL Technical Director may waive this requirement on a case-by-case basis if sound justification is provided and it is in the Government’s best interest (e.g., the report is expected to be of little value without the less-than-unlimited-rights data).

2. Proposal Table of Contents/Checklist Part I - Technical Proposal i Cover Page (excluded from page count) ii Table of Content (excluded from page count) iii List of Illustrations/Tables (excluded from page count) iv Executive Summary (excluded from page count)

1.0 Technical Approach

1.1 Technical Discussion

1.2 Technical Program Summary

1.3 Risk Analysis and Alternatives

1.4 References

2.0 Special Technical Factors

2.1 Capabilities and Relevant Experience

2.2 Previous or Current Relevant Independent Research

and Development (IR&D) Work

2.3 Related Government Contracts

2.4 Facilities/Resources

3.0 Schedule

3.1 Time Line Chart by Task

4.0 Program Organization

4.1 Organization Chart(s) with key personnel

4.2 Management and Technical Team

4.2.1 Prime Contractor Responsibilities

4.2.2 Subcontractor(s) Responsibilities

4.2.3 Consultant Responsibilities

4.3 Resumes of Key Personnel (excluded from page count)

5.0 Appendix(es)

Items 1.0 through 5.0 above (excluding 4.3) are included in any page count for proposals. Resumes ARE NOT included in the page count.

3. Proposal Contents

PART I -- Technical Proposal

Format of the proposal shall be as follows: Proposals shall be prepared on 8 ½ x 11 inch paper, single spaced, have a one inch margin and have a type size no smaller than 10 point character height and no more than an average 12 characters per inch.

a. Cover Page The cover page shall include the BAA title and reference number, name and telephone number, fax and email for the offeror’s principal points of contact (both technical and contractual), and the page shall also contain the proprietary data disclosure statement, if applicable

b. Table of Contents Follow the previously described table of contents and use it for a final quality-control checklist.

c. List of Illustrations/Tables This list is a quick reference of charts, graphs, and other important information. A separate List of Tables is recommended.

d. Executive Summary The Executive Summary allows offerors to present, briefly and concisely, the important aspects of their proposals to key management personnel. The summary should present an organized progression of the work to be accomplished, without the technical details, so that the reader can grasp the core issues of the proposed program. The Executive Summary should rarely exceed two pages.

e. Technical Approach In this section, the offeror should provide as much technical detail and analysis as is necessary or useful to support the technical approach they are proposing. One must clearly identify the technologies, (basic, applied research or exploratory development) forming the “new and creative” solution(s) proposed. It is not effective to address a variety of possible solutions to the technology problems.

(1) Technical Discussion: No technical approach is without its limitations or shortcomings. Every issue should be identified and compared with the successes/failures of previous approaches. A tradeoff analysis is a good way to make this comparison and should be supported by theory, simulation, modeling, experimental data, or other sound engineering and scientific practices. If the offeror has a “new and creative” solution to the problem(s), that solution should be developed and analyzed in this section. The preferred technical approach should be described in as much detail as is necessary or useful to establish confidence in the approach.

(2) Technical Program Summary: This section summarizes the above technical discussion in an orderly progression through the program, emphasizing the strong points of the proposed technical approach.

(3) Risk Analysis and Alternatives: Every technology has its limitations and shortcomings. The proposal evaluator(s) will formulate a risk assessment, therefore, it is in the best interest of the offerors to have their own understanding of the risk factors presented. Critical technologies should be identified along with their impact on the overall program as well as fallback positions that could still improve on existing approaches.

(4) References: Any good technology discussion must present the basis for, and reference, the findings cited in the literature.

f. Special Technical Factors

In this section, the offeror should describe any capabilities the offeror has that are uniquely supportive of the technology to be pursued. The following subparagraphs are offered as possible areas to be addressed.

(1) Capabilities and Relevant Experience

(2) Previous or Current Relevant IR&D Work and Points of Contact

(3) Related Government Contracts and Points of Contact

(4) Facilities/Resources

g. Schedule

The schedule represents the offeror’s commitment to perform the program tasks in an orderly, timely manner.

(1) Time Line Chart by Task: Each major task identified in the SOW should appear as a separate line on the program schedule. Planned meetings, such as kick-off, presentations (including final presentation on the effort), Technical Interchange Meetings, etc., should be included in the Time Line. The Time Line should also indicate the anticipated meeting site.

h. Program Organization

In this paragraph, the offerors should present their Organization’s ability to conduct difficult technical programs. Any pertinent or useful information may be included in this paragraph, but a minimum recommended response should address the following subparagraphs:

(1) Organization Chart(s) with Key Personnel: Include prime offeror and subcontractor organization charts.

(2) Management and Technical Team: This should specifically identify what tasks will be performed by each party and why each subofferor, if any, was selected to perform its task(s).

(a) Proposer Responsibilities

(b) SubContractor(s) Responsibilities

(c) Consultant(s) Responsibilities

(3) Resumes of Key Personnel: Include the resumes of the Key Personnel, be they offeror, subcontractor and/or consultant personnel.

i. Appendix(es): Appendices may include technical reports, published papers, and referenced material. A listing of these reports/papers, with short description of the subject matter, is usually adequate. DO NOT PROVIDE COMMERCIAL PRODUCT ADVERTISING BROCHURES.

PART II --- Offeror Statement of Work

a. PLEASE USE THE FOLLOWING DECIMAL NUMBERING SYSTEM FOR SOW PREPARATION. Do not put proprietary data or markings in the Statement of Work (SOW).

Table of Contents

1.0 Objective

2.0 Scope

3.0 Background

4.0 Tasks/Technical Requirements

1st sub-level 4.1 Task

2nd sub-level 4.1.1 Sub-task

3rd sub-level 4.1.1.1 second level sub-task

b. To assist the Government in the preparation of the contractual SOW, the offeror is required to submit a proposed SOW which accurately describes the work to be performed, is enforceable, and void of inconsistencies. If, in the Government’s opinion, the offeror’s SOW does not reflect these requirements, the Government will prepare a SOW using information available in the offeror’s proposal; this process may delay the award. The SOW must be a separate and distinct part of the proposal. The proposed SOW must contain a summary description of the technical methodology as well as the task description, but not in so much detail as to make the SOW inflexible. DO NOT INCLUDE THE OFFEROR’S NAME, OR ANY PROPRIETARY INFORMATION IN THE SOW.

c. Helpful hints:

(1) Write clear, realistic, and well defined requirements.

Example of Poor Word Choice: Deliver at least 20 copies of the developed software.

Better word choice: Deliver 20 copies of the developed software.

(2) If your SOW contains export controlled data, ensure it is properly marked in accordance with AFI 61-204.

(3) Further resources for SOW preparation:

MIL-HDBK-245D - DoD Handbook for Preparation of Statement of Work (3 Apr 1996) located at http://acquisition.gov/sevensteps/library/DODhandbook.pdf.

d. Attachments 1 through 4 are offered as instructions for preparing the SOW. Begin this section on a new page. Start your SOW at paragraph 1.0. A sample SOW is included for reference as Attachment 1. Common canned language is included for reference as Attachment 2. Language expectations for SOWs are included for reference as Attachment 3. Words or phrases and other things to avoid are included for reference as Attachment 4.

e. It is preferred that your proposed Statement of Work be submitted on a 3 1/2” disk, CD ROM or Zip disk using Microsoft Word. The PC Word format is preferred. It is still necessary, however, to submit a hard copy of the Statement of Work.

4. Guidelines for Cost Proposals

a. For proposal pricing purposes, Offerors should assume a contract start date of ninety (90) days after submission of the proposal.

b. Offerors are to provide any current Forward Pricing Rate Agreements in effect at time of proposal submission.

c. The Government contemplates award of a Cost-Plus-Fixed-Fee (Completion) type contract resulting from this proposal.

d. The cost proposal should be limited to the minimum number of pages necessary to satisfy the specific requirements. Submission of volumes of computer-generated data to support the cost proposal is not necessary or desired. If computer-generated data is essential to support the cost proposal, it may be submitted as an addendum and must be clearly cross-referenced to the material it supports in the cost proposal.

e. The following information should be contained in a cover sheet attached to the cost proposal.

1. For proposals under $700,000 submit the following information:

a. Full company name and address

b. BAA number submitting proposal against

c. Point of contact, name, title, phone and fax number

d. Cage code

e. Duns number

f. Type of contract proposed (i.e. CPFF, T&M)

g. Name, address and phone number of administration office

h. Name, address and phone number of audit (DCAA) office

2. For proposals over $700,000 submit the following information:

a. Full company name and address

b. BAA number submitting proposal against

c. Point of contact, name, title, phone and fax number

d. Cage code

e. Duns number

f. Type of contract proposed (i.e. CPFF, T&M)

g. Name, address and phone number of administration office

h. Name, address and phone number of audit (DCAA) office

i. Will you require the use of any government property in the performance of the work? If yes, identify

j. Have you been awarded any contracts or subcontracts for the same or similar items within the past 3 years? If yes, identify item(s), customer(s) and contract numbers

k. Is this proposal consistent with your established estimating and accounting practices and procedures and FAR Part 31, cost principles? If no, explain.

l. Will this contract be subject to CASB regulations? If no, explain

m. Have you submitted a CASB disclosure statement (CASB DS-1 or 2)?

If yes, specify the office to which submitted and if determined to be adequate.

n. Have you been notified that you are or may be in noncompliance with your disclosure statement or cost accounting standards? If yes, explain

o. Is any aspect of this proposal inconsistent with your disclosed practices or applicable cost accounting standards? If yes, explain

The above information is not required for White Papers.

f. When the solicitation requires the submission of certified cost or pricing data, the contracting officer should include 252.215-7009, Proposal Adequacy Checklist, in the solicitation to facilitate submission of a thorough, accurate, and complete proposal. The Proposal Adequacy Checklist is located at Attachment 6.

g. A Certificate of Current Cost or Pricing Data is required to be submitted by the offeror upon the conclusion of negotiations if the total amount is $700,000 or more, and none of the exceptions to the Truth In Negotiations Act (TINA) apply. This Guide anticipates no exceptions will apply due to the one-of-a-kind nature of research and development work.

h. The Cost Proposal Table of Contents: The Table of Contents, shown below, must be used when preparing cost proposals. Instructions for completion of the Table of Contents follow:

(1) The Table of Contents must appear exactly as set forth below. Do not omit any topics or elements. Additional topics may be added.

(2) All blanks must be filled in, either with the applicable page numbers, or “NA”.

(3) Items 1, 2, 3, 4 and 12 are required for all proposals and must always show page numbers. The other items must have page numbers indicating where the applicable information is located whenever these costs are included in the total proposed amount.

COST PROPOSAL

TABLE OF CONTENTS

ITEM

PAGE NO.

1.

Summary by cost element and fixed fee for total proposal

2.

Labor summary for total proposal by categories, rates, and hours

List all key personnel by name as well as the number of hours each will dedicate to the project.

3.

Explanation of how labor rates are computed including base rates (actuals) and escalation, if any.

4.

Identification of indirect rates by fiscal year, explanation of how established and base to which they apply.

5.

Bill of Materials detailing items by type, quantity, unit price, total amount and source of estimate. Provide vendor written quotes

6.

Summary of all travel, by destination, purpose, number of people, days, air fare, per diem, car rental, etc.

7.

Consultants by name, rate and number of days or hours. Furnish copy of consulting agreement, and identify prior agreement(s) under which the consultant commanded proposed rate, as well as the consultant’s resume 8.

Computer use by type, rate and quantity, if charged direct

9.

Other direct costs by type, amount, cost per unit and purpose

(specifically identify any costs for printing or publication)

10.

DD Forms 1861 (if proposing facilities capital cost of money)

11.

Subcontractor’s proposal, with prime offeror’s price/cost analysis of subcontractor’s proposal. If subcontract was not competed, include justification

12.

Forecast of monthly & cumulative dollar commitments for the proposed contract period.

13. Interdivisional transfers (detailed breakout of costs) _____

h. Subcontractors: Subcontractors’ proposals must be similarly structured. All subcontracted work must be properly identified as such. If a subcontractor elects to submit an abbreviated proposal, it is the offeror’s responsibility to see that the subcontractor submits the information requested in paragraph 4(e)(1) or (2) above and submits the proposal directly to the Government’s point of contact. The offeror must ensure that the subcontractor adheres to the guidance set forth herein. FAR 15.404-3 requires that the offeror provide an analysis of subcontractors’ cost proposals. To that end, offeror’s proposal must:

(1) Identify principal items/services to be subcontracted.

(2) Identify prospective subcontractors and the basis on which they were selected. If non-competitive, provide selected source justification

(3) Identify the type of contractual business arrangement contemplated for the subcontract and provide a rationale for same.

(4) Identify the basis for the subcontract costs (e.g., firm quote or engineering estimate, etc).

(5) Identify the cost or pricing data or information other than cost or pricing data submitted by the subcontractor.

(6) Provide an analysis of the proposed subcontract in accordance with FAR 15.404-3(b). Provide an analysis concerning the reasonableness, realism and completeness of each subcontractor’s proposal. If the analysis is based on comparison with prior prices, identify the basis on which the prior prices were determined to be reasonable. The analysis should include, but not be limited to, an analysis of: materials, labor, travel, other direct costs and proposed profit or fee rates. A guide as to how the analysis may be performed is located on Attachment No. 5.

i. Changes to Pricing Proposals: Changes to previously submitted proposals must include documentation indicating how a previously submitted proposal is impacted or affected.

(1) If changes to the original proposal are relatively insignificant and involve only minor changes to elements such as labor rates, overhead and General and Administrative (G&A) rates, bill of material changes, travel costs, and Other Direct Costs (ODC’s), these change can be accomplished through the use of change pages or slip pages accompanied by new cost summaries.

Attachment No. 1

AIR FORCE RESEARCH LABORATORY

ROME RESEARCH SITE

ROME, NEW YORK

STATEMENT OF WORK

FOR

(INSERT TITLE)

PCSN (Government will complete)

DD MMM YYYY

(Contract Number FA8750-XX-X-XXXX)

(Government will complete)

TABLE OF CONTENTS

SECTION

DESCRIPTION

PAGE

1.0

OBJECTIVE

2.0

SCOPE

3.0

BACKGROUND

4.0

TECHNICAL REQUIREMENTS

1.0

OBJECTIVE.

1.1The objective of this effort is to…

· OBJECTIVE IS A BRIEF OVERVIEW

· DESCRIPTION OF WHY THIS IS BEING PROCURED

· WHAT ARE YOU TRYING TO ACCOMPLISH

2.0

SCOPE.

2.1 The scope of this effort will…

· SCOPE IS AN OVERALL CONCISE PICTURE OF THE REQUIRED WORK TO BE ACCOMPLISHED AND THE DESIRED END RESULT. IN OTHER WORDS, IF FUTURE ENGINEERING CHANGE IS DETERMINED BY THE CONTRACTING OFFICER (CO) TO BE OUTSIDE THE GENERAL SCOPE OF THE ORIGIANL CONTRACT, A SOLE SOURCE JUSTIFICATION WILL BE REQUIRED. (THE SCOPE PUTS A FRAMEWORK AROUND THE WORK CONTEMPLATED BY THE PARTIES AS A MEANS TO DETERMINE WHETHER FUTURE WORK MUST BE COMPETED).OUTLINES THE VARIOUS MAJOR REQUIREMENTS OF THE EFFORT

· For example, “Design, develop, implement, test and deliver” or “Study, analyze, determine and document in a final report”

· MUST BE CONSISTENT WITH THE 4.0 SECTION OF THE SOW. IF A REQUIREMENT IS NOT IN SECTION 4.0, IT IS NOT BINDING.

· SECTION USED FOR “IN-SCOPE” DETERMINATION OF ADDITIONAL WORK OR CHANGES TO EFFORT

3.0

BACKGROUND.

3.1

· BACKGROUND INCLUDES INFORMATION, EXPLANATIONS OR CONSTRAINTS

· WHO, WHAT, WHERE, WHEN AND WHY THIS EFFORT IS NEEDED

· HELPS ALL READERS UNDERSTAND THE NEED FOR THIS EFFORT

· CAN INCLUDE APPLICABLE DOCUMENTS (WHICH MUST BE INCLUDED IN 4.0) AND REFERENCE DOCUMENTS (NICE TO KNOW INFO)

4.0 TECHNICAL REQUIREMENTS. The Contractor shall accomplish the following:

· DEFINES THE WORK TO BE ACCOMPLISHED

· For example… 4.1 Design, test and evaluate multimode optical transceiver for military avionic communications.

· ONLY SECTION LEGALLY BINDING ON A CONTRACTOR

· SHOULD NOT REFLECT A “HOW TO” BUT A “WHAT” TO BE DONE

· BESIDES TECHNICAL REQUIREMENTS, THIS SECTION IS FOR MANAGEMENT REQUIREMENTS, HARDWARE / SOFTWARE REQUIREMENTS, TESTING / DEMONSTRATION REQUIREMENTS AND DOCUMENTATION REQUIREMENTS

· MANAGEMENT REQUIREMENTS: STATUS REPORTING, FINANCIAL REPORTING , ORAL PRESENTATIONS, (TECHNICAL EXCHANGE MEETINGS, REVIEWS, WORKING GROUP MEETINGS, ETC). DO NOT TELL THE CONTRACTOR TO MANAGE, BUT RATHER STATE THE END RESULTS AND DELIVERABLES.

· HARDWARE / SOFTWARE REQUIREMENTS: HARDWARE / SOFTWARE DELIVERY, SOFTWARE DOCUMENTATION, COMMERCIAL-OFF-THE-SHELF, LICENSING AND MAINTENANCE AGREEMENTS, ETC.

· TESTING / DEMONSTRATIONS: IN-PLANT TESTING, ACCEPTANCE TESTING, SITE TESTING, CERTIFICATION TESTING AND TECHNICAL SUPPORT DURING TESTING

· DOCUMENTATION: REPORTS, YEARLY SUMMARY, FINAL REPORT ETC.

· ATTACHMENT NO. 2 PROVIDES CANNED LANGUAGE THAT MAY BE NEEDED IN ADDITION TO THE INDIVIDUAL REQUIREMENTS AND DIRECTIONS FOR THEIR USE

DELIVERABLES/DATA

· AS PART OF YOUR PACKAGE TO THE GOVERNMENT, INCLUDE YOUR CONTRACT DATA REQUIREMENTS LIST (CDRLs)

· THIS LIST WILL TELL THE GOVERNMENT WHAT YOU WANT DELIVERED

· EVERY CDRL MUST BE REFERENCED AS A REQUIREMENT IN THE 4.0 SECTION

· CDRLs SHOULD BE BASED ON THE PROPOSED DELIVERABLES

Attachment No. 2

COMMON “CANNED” LANGUAGE FOR SOW PARAGRAPHS

INSTRUCTIONAL TEXT IS SHOWN IN “BOLD ITALICS”

1.0 Typical Common Program Management Paragraphs

Status Reporting: Includes funds status for equal to or less than $1.6 Million and any duration of effort

Continually determine the status of the effort and report progress toward accomplishment of contract requirements. (See CDRL, A00X)

Cost Reporting: (Use for efforts over 12 months and over $1.6 Million in conjunction with Contract Funds Status Report CDRL)

Continually determine the status of funding required for contract performance. (See CDRL, A00X)

Interim and/or Final Report:

Document all technical work accomplished and information gained during the performance of this acquisition. Include all pertinent observations, nature of problems, positive as well as negative results, and design criteria established, where applicable: also procedures followed, processes developed, “Lesson Learned", etc. Document the details of all technical work to permit full understanding of the techniques and procedures used in evolving technology or processes developed. Separate design, engineering, or process specifications delivered during this acquisition shall be cross-referenced to permit a full understanding of the total acquisition. (See CDRL, A00X)

Oral Presentations: (may be used for other meetings such as reviews, Technical Exchange Meetings, Technical Interchange Meetings, etc. You must further clarify your additional requirements)

Conduct oral presentations at such times and places as designated in the contract schedule. These presentations shall provide the status of the technical progress made to date in the performance of the contract. (See CDRL, A00X)

2.0 Typical Common Software Delivery Paragraphs

The following paragraphs can be used in any effort for software delivery. Key item to remember is that not all paragraphs have to be used.

SOFTWARE: (Use as a lead in paragraph and include subsequent paragraphs as subparagraphs.)

Software. Deliver all software developed, assembled, or acquired in accordance with the contract schedule and the following:

Developed software under this effort is to be completely maintainable and modifiable with no reliance on any non-delivered computer programs or documentation.

Optional Language:

Design the software to make use of existing software and for subsequent reuse to the maximum feasible extent. Ensure that the use of non-developmental software (i.e. commercial off-the-shelf (COTS), reusable, or Government-furnished) will not interfere with the ability to meet all SOW requirements.

Software Delivery:

Deliver all software developed under this effort as source and object (executable) code. Include the commented source listings and source code. (See CDRL, A00X)

Development and delivery of a User’s Manual:

Provide complete software documentation to include installation, user, and maintenance instructions. (See CDRL, A00X)

Potential for Off-the-Shelf, Reusable or Government-Furnished is to be considered:

Consider the use of non-developmental software (i.e., commercial off-the-shelf (COTS), reusable, or Government-furnished) to ensure that all SOW requirements are met. Evaluate the software to determine whether the software performs as documented prior to incorporating acquired software into software being developed under this effort. Certify that the non-developmental software performs as documented and is adequately documented for the intended purpose.

COMMERICAL OFF THE SHELF (COTS):

Used when COTS is purchased with Government Funds and is used in the delivered software:

Transfer all purchased or licensed software used during development or as a component for this effort upon completion; include licensing and maintenance agreements and original media software and documentation. (See CDRL, A00X)

Used if Commercial Hardware and Software are acquired as part of the “System”: (NOTE: CO must approve the purchase)

If any commercial off-the-shelf hardware and software acquired for use during the development or as a component of the end product, has licenses and/or maintenance agreements with them, transfer them to the Government upon completion of the effort. Include any ancillary cabling required. (See CDRL, A00X) Hardware Delivery:

Deliver all developed, assembled and acquired hardware (i.e. chips, radios, cell phones, or exploratory model) to the Government at the completion of this effort.

Deliver, install and demonstrate the hardware system in the XYZ lab at AFRL Rome Research Site. Include as part of the installation all necessary equipment and/or hardware to fully demonstrate the system. Conduct the demonstration in accordance with the Government reviewed Demonstration Plan. (See CDRL, A00X)

3.0 Contractor Maintaining Government Computer System (Use only when a contractor is maintaining the developed computer system. This may be required where software is being field tested for an extended period of time, and the contractor will be provided base support.):

x.y.z. The Air Force Computer Emergency Response Team (AFCERT), established by AFR 205-16, issues advisories to identify known vulnerabilities in computers and computer networks. These advisories include but are not limited to Information Assurance Vulnerability Alerts, Virus notification, Advisory Compliance Messages (ACMs), and Follow-Up Messages. The Contractor shall report suspected vulnerabilities and security incidents in accordance with AFSSI 5021. The Contractor shall respond to AFCERT advisories in accordance with AFSSI 5021 as follows.

x.y.z.1. Acknowledge receipt of AFCERT advisories in three (3) days of issue.

x.y.z.2. Implement the countermeasures identified by the advisory within the timeframe specified by the advisory or as specified by the Government. If the countermeasures cannot be implemented, document the inability and must receive approval from the Designated Approving Authority (see AFI 33-202) and the Government for either an alternative corrective action or to continue operations without the countermeasures. If alternative corrective action is approved, implement this action within the timeframe specified by the Government.

4.0 Contractor collaboration (Use when the contractor is requested to collaborate with others in the program):

Collaborate and cooperate with the other (program specific name) participants on the planning, design, implementation, and demonstration of new technologies, applications, and software services. Participate in (program specific name) program meetings conducted by the integration contractor, if there is one, and other meetings, including program reviews and technical information seminars, as specified in the contract schedule. Provide the integration contractor and others with information about technical developments under this effort that enables the integration contractor and others to evaluate results for technology integration and transition activities.

5.0 Mission Essential (Use when there are on-site mission essential contractor personnel in a war zone):

Participate in site exercises and maintain XXXX software during special contingency situations as requested by the Government. The exercise or contingency will be at or near an existing site, overseas, or remote location. Special Contingency Situations include, war, armed conflict, insurrection, civil or military strife. These services are designated as Mission-Essential Services.

6.0 Safety Words when working at AFRL RRS

VERSION 1 (Applies if contract requires performance at RRS and Version 2 does not apply):

4.x Safety Requirements.

4.x.1

Comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to, the Occupational Safety and Health Administration (OSHA) standards, while performing this contract at the Air Force Research Laboratory (AFRL), Rome Research Site (RRS), Rome NY. It is the Contractor’s sole responsibility to make certain that all safety requirements are met.

4.x.1.1

Maintain a written safety program for compliance with the applicable OSHA standards, and make said plan available for review by the Government upon request by the Contracting Officer.

4.x.1.2

In the event of a mishap, or a “near miss”, during the performance of this contract at AFRL RRS, notify the Contracting Officer or the AFRL RRS Safety Office in an expeditious manner. Written notification shall be provided to the Contracting Officer (who will forward a copy to the AFRL Safety Office) within 72 hours and shall include the following information (RRS Form 2 Supervisors Mishap Data Worksheet may be used):

a. Contract, Contract number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

c. Brief Narrative of accident/incident (events leading to accident/incident)

d. Cause of accident/incident (if known)

e. Type of injuries resulting from the accident/incident and estimated cost of accident/incident (material and labor to replace/repair)

f. Nomenclature of equipment involved in accident/incident

g. Personnel involved in accident/incident

h. Corrective Actions (taken or proposed)

i. Other pertinent information

4.x.2

AFRL RRS is in the process of pursuing OSHA Voluntary Protection Program (VPP) recognition. All contractors are required to familiarize themselves with the requirements of VPP and ensure employees and managers have a comprehensive understanding of VPP. Detailed information on VPP is available at the OSHA website at http://www.osha.gov/dcsp/vpp/index.html. On-site contractors are required to attend a Local Conditions Course as part of in-processing at AFRL RRS.

Version 2 RARELY APPLIES. (Use only if onsite at RRS more than 1,000 hrs during calendar quarter AND has more than 10 employees AND falls under a Standard Industrial Classification (SIC) Code that is NOT exempt from injury and illness recordkeeping (typically only used in operational contracting since commonly used NAICS codes such as 541712 (R&D) & 541511 fall under exempt SIC Codes):

4.x Safety Requirements.

4.x.1

Comply with all safety and health requirements necessary for the protection of personnel, facilities and equipment including, but not limited to, the Occupational Safety and Health Act (OSHA) (Public Law 91-596) and all applicable OSHA standards, while performing this contract at the Air Force Research Laboratory (AFRL), Rome Research Site (RRS), Rome NY. It is the Contractor’s sole responsibility to make certain that all safety requirements are met.

4.x.1.1

Maintain a written safety program for compliance with the applicable OSHA standards, and make said plan available for review by the Government upon request by the Contracting Officer.

4.x.1.2

In the event of a mishap, or a “near miss”, during the performance of this contract at AFRL RRS, notify the Contracting Officer or the AFRL RRS Safety Office in an expeditious manner. Written notification shall be provided to the Contracting Officer (who will forward a copy to the AFRL Safety Office) within 72 hours and shall include the following information (RRS Form 2 Supervisors Mishap Data Worksheet may be used):

a. Contract, Contract number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

c. Brief Narrative of accident/incident (events leading to accident/incident)

d. Cause of accident/incident (if known)

e. Type of injuries resulting from the accident/incident and estimated cost of accident/incident (material and labor to replace/repair)

f. Nomenclature of equipment involved in accident/incident

g. Personnel involved in accident/incident

h. Corrective Actions (taken or proposed)

i. Other pertinent information

4.x.2

AFRL RRS is in the process of pursuing OSHA Voluntary Protection Program (VPP) recognition. All contractors are required to familiarize themselves with the requirements of VPP and ensure employees and managers have a comprehensive understanding of VPP. Detailed information on VPP is available at the OSHA website at http://www.osha.gov/dcsp/vpp/index.html. On-site contractors are required to attend a Local Conditions Course as part of in-processing at AFRL RRS.

4.x.3 If Contractor or subcontractor employees work more than 1,000 hours per quarter on-site at the AFRL, Rome Research Site (RRS), and are required by OSHA to maintain injury and illness recordkeeping, then the following safety paragraphs below apply.

4.x.3.1

Submit Total Case Incidence Rate (TCIR) and Days Away, Restricted and/or Transfer Case Incident (DART) Rate and an OSHA Form 300A, Annual Summary of Work-Related Injuries and Illnesses, to the AFRL RRS Safety Office by 15 January each year. AFRL RRS will consolidate and submit this information as part of the installation’s annual VPP Safety and Health Management Report. The TCIR is the total number of recordable injuries and illness cases per 100 full-time employees that a site has experienced in a given time frame. The DART rate is the number of recordable injuries and illness cases per 100 full-time employees resulting in days away from work, restricted work activity, and/or job transfer that a site has experienced in a given time frame.

4.x.3.2

Submit a Safety and Health Plan and corresponding site safety checklist to the Contracting Officer within 10 days after contract award. The plan shall include appropriate measures to ensure the contractor reacts promptly to investigate, correct and track alleged safety & health violations and/or uncontrolled hazards in Contractor work areas.

4.x.3.2.1

Include the name and phone number of the person who will be the primary point of contact for safety and health issues for the on-site operation. Keep the contract safety manager information current by notifying the Contracting Officer of any change in personnel or contact information.

4.x.3.2.2

Demonstrate a management commitment to employee safety and health;

4.x.3.2.3

Identify the application of the safety and health plan to subcontractors;

4.x.3.2.4

Identify the roles and responsibilities of:

a) Management

b) Supervisors

c) Employees

d) Safety Coordinator

4.x.3.2.5

Identify applicable safety rules and regulations;

4.x.3.2.6

Include a worksite hazard analysis to include base-line hazard identification and required control measures;

4.x.x.x.x

Include a job site analysis to include hazards of tasks required to control measures;

4.x.3.2.7

Identify employee safety and health training requirements and the documentation process;

4.x.3.2.8

Include a workplace inspection frequency, to include identifying the individual conducting the inspections;

4.x.3.2.9

Include employee hazard reporting procedures;

4.x.3.2.10

Identify individual(s) responsible for corrective action of hazards;

4.x.3.2.11

Identify first aid/injury procedures;

4.x.3.2.12

Identify procedures for accident investigation and reporting;

4.x.3.2.13

Identify emergency response procedures; and

4.x.3.2.14

Identify the process for tracking controlled hazards in contractor work areas.

4.x.3.2.15

Identify disciplinary methods that will be used to discourage willful or repeated non-compliance by employees.

4.x.4

The contractor is responsible for establishing these requirements for all subcontractors whose employees work more than 1,000 hours per quarter during a calendar year at AFRL RRS.

4.x.5

Identify the processes and procedures that will be used to track compliance with the Safety and Health Plan and correct violations in the Quality Control Plan.

7.0 DIACAP Requirement

Use for Existing Accredited System:

XX CERTIFICATION & ACCREDITATION

X.X.X Develop and provide to the Government all applicable Information Assurance (IA) documentation and related artifacts to support the Certification and Accreditation (C&A) of the requirements in this SOW, in accordance with DoDI 8500.2, Information Assurance Implementation (6 Feb 2003) and Intelligence Community Directive (ICD 503), as applicable. (See CDRL A00X) Certification and Accreditation Documentation.

Additional words for Joint NATO/Afghanistan work:

XXXX software release shall conform to DoD Directive (DoDD) 4630.5 and Chief Joint Chiefs of Staff Instruction (CJCSFI) 6212.01E for Coalition Interoperability Assurance & Validation (CIAV) for interoperability testing and NATO Communication and Information Systems Service Agency (NCSA) requirements of Information Assurance testing for all systems that connect to NATO Secret Network, U.S. Combined Enterprise Regional Information Exchange (CENTRIX), and Afghan Mission Network (AMN).

8.0 TESTING/ DEMONSTRATION

Simple Testing:

Conduct testing of XXX to verify the fulfillment of the contract requirements. All testing shall be in accordance with the Government reviewed test plan. (See CDRL, A00X)

Simple Demonstration:

Conduct a demonstration of the XXX in order to verify the results of this effort. Conduct the demonstration at such a time and place as specified in the contract schedule. The demonstration shall be in accordance with the Government-reviewed demonstration plan. (See CDRL, A00X)

Large Scale Deployed System:

4.X SOFTWARE TEST AND VALIDATION. Conduct Certification and Acceptance (C&A) testing on all releases of all operational software baseline to ensure that the changed software meets requirements and does not adversely impact existing baseline, interfaces or security accreditation. (See CDRL, A00X)

4.X.1 XXX Baseline shall conform to the C&A requirements as defined by the DoD Information Assurance Certification and Accreditation Process (DIACAP) to ensure that risk management is applied on information Systems (IS) that connect to the Unclassified, but Sensitive Internet Protocol Router Network (NIPRNET) and the Secret Internet Protocol Routing Network (SIPRNET).

4.X.2 X.X.X Develop and provide to the Government all applicable Information Assurance (IA) documentation and related artifacts to support the Certification and Accreditation (C&A) of the requirements in this SOW, in accordance with DoDI 8500.2, Information Assurance Implementation (6 Feb 2003) and Intelligence Community Directive (ICD 503), as applicable. (See CDRL A00x) Certification and Accreditation Documentation.

4.X.3 XXXX Baseline shall conform to DoD Directive (DoDD) 4630.5 and Chief Joint Chiefs of Staff Instruction (CJCSFI) 6212.01E for Coalition Interoperability Assurance & Validation (CIAV) for interoperability testing and NATO Communication and Information Systems Service Agency (NCSA) requirements of Information Assurance testing for all systems that connect to NATO Secret Network, U.S. Combined Enterprise Regional Information Exchange (CENTRIX), and Afghan Mission Network (AMN).

9.0 Overseas Travel

Overseas Travel:

Comply with all Government foreign travel requirements as specified by this effort. Additional information and/or training maybe required on a country by country basis.

10.0 Flight Testing

FLIGHT TEST AND EVALUATION TEXT FOR SOW AND WORK DESCRIPTIONS

FROM AFRL MANUAL 99-103 AFRL FLIGHT TEST AND EVALUATION

4.X Flight Test and Evaluation

4.x.1

Design Reviews. Conduct a design review (READ AND DELETE: if contractor is not the one conducting the review use “Collaborate with the Government during…”) or a series of design reviews during the course of the contract. The number of reviews, their timing, and the topics to be covered will be program dependent and shall be determined jointly among the Contractor, the AFRL COTR, the COTR’s division technical advisor (if desired), and the AFRL Flight T&E office.

4.x.1.1

Submit the review agenda to the Government for review and approval at least 15 days prior to the desired review date. Review topics shall include at a minimum technical objectives and success criteria, test article description, vehicle modifications, safety systems, airworthiness of vehicle(s) and subsystems, preliminary test plans and schedules, and instrumentation system requirements.

4.x.2

Test Plan and Support to the AFRL Safety Review Board (SRB) and Technical Review Board (TRB). Submit the draft test plan (IAW AFRLMAN 99-103, Attachment A5.4 format) to the Government prior to testing for review and approval. AFRL must approve the test plan prior to testing, including taxi tests. Support the SRB and TRB-by, either attending the reviews or participating via telecom. The decision of the type of contractor support to the reviews is made by the COTR and TRB and SRB chairmen. (See CDRL, A00X) Flt Test Plan (draft at least 8 weeks and the final at least 5 weeks prior to testing) 4.x.3

Support to AF Mishap Investigations. Adhere to AFRLMAN 99-103 in the event of a mishap (defined as an unplanned event, or a series of events, that result in damage to DoD property, occupational illness to DoD military or civilian personnel, injury to DoD military personnel on- or off-duty, injury to on-duty civilian personnel; damage to public or private property or injury and illness to non-DoD personnel caused by DoD operations). This includes, but is not limited to, immediate access to all test data, test-related documents, and vehicle documentation including, but not limited to, video, pictures, witness statements, onboard recorded data, telemetered data, vehicle systems checks, and vehicle or system squawk sheets. If an AFRL representative is not present during the mishap, notify the AFRL COTR of the mishap as soon as practicable after the mishap has been debriefed at the test location but no later than eight (8) hours immediately following the mishap. If the AFRL COTR cannot be reached in person, execute the notification procedures as specified on the AFRL Form 29. In the event of a mishap, the data and information collected must be protected until guidance is provided by a cognizant government representative. It is recommended that the contractor have an established safety representative, through whom communication will occur and the data and information collected will be transmitted to the government.

4.x.4

Contractor Identified Lessons Learned. Provide lessons learned at the completion of the program about the formation, conduct, and reporting of the flight test program to include the design, development, and testing phases to the government using AFRL Form 20, Lessons Learned. However, if the lesson learned is safety related, notify the government immediately.

Attachment No. 3

Language Expectations in Statement of Works

R&D contracts need to reflect that the work to be performed is properly acquired using R&D funding. Terminology is important in this regard. Operation and maintenance (O&M) type words, such as “support”, “enhance”, “maintain” should not be used.

Avoid using terms that may imply that the effort should be under the purview of the DoD 5000 series for “major systems acquisition” (e.g. “system”, “acquisition”, etc). If what you are buying is a software prototype hosted on COTS hardware, then use “prototype software and hardware system”.

Spell out all acronyms the first time they are used, and then use the acronym for the remainder of the document.

Capitalize the words “Government” and “Contractor”. Government is short for the proper noun “United States Federal Government” and Contractor is a reference to the name of the specific contractor for that effort.

The terms below should be considered in the context they are intended.

Term

SOW Requirements

How does it fit into the deliverable?

Data Items

Include CDRL reference in each applicable SOW paragraph.

Development

Research

Develop Use for R&D type work. Normally adds new capability.

Meant to indicate that changes to the Software do change the performance envelope.

Enhance

Enhancements

Use for O&M type work. Meant to indicate that changes to the Software do not change the performance envelope. Identify what enhancements are required. Define what the outcome should be.

GOTS Software

Describe the work required on GOTS software. How does it fit into the deliverable?

Delivery requirements must be in 2.0 and 4.0 if developmental item. (Not COTS)

Independent Validation and Verification.

Providing management and/or administration of the laboratory.

This language is classified as A&AS.

Advisory and Assistance Services (A&AS) – Non-personal services in the form of information, advice, opinions, alternatives, studies, analyses, evaluations, recommendations, or training that support managerial and/or technical functions. In AFRL, the main purpose of A&AS is to provide management and support services for the laboratory or to provide engineering and technical support services. A&AS may be provided by in-house sources or may be obtained by contract from the private sector.

Mission

Essential Clearly describe the mission essential services required.

Indicate with statement “These are Mission Essential Contractor Services”.

If the effort involves solving a scientific or technical problem and the primary goal is to capture the results of the effort in a research report, then the effort is clearly R&D.

Who will require support?

Where will the support be provided?

What type of support?

Do not state “Provide Support” without more specific detail.

Avoid this ambiguous word if at all possible. Use another word like “provide” or “perform” instead.

For additional guidance see Attachment 4, “Problems With The Word Support”

Include test approval authority.

Attachment No. 4 Words or Phrases and Other Things to Avoid

“Any”

“Either”

“And/Or” Allows a choice to be made.

“Assist”

“As Directed”

May denote personal services.

Attachment No. 5

PRIME CONTRACTOR’S ANALYSIS OF SUBCONTRACTORS COSTS

REFER TO FAR 15.404-3(b)

NOTE: Failure to provide an adequate analysis of subcontractors’ proposals will result in unplanned delay in award, hamper program execution, and could result in failure to award.

An analysis of the subcontractor’s costs MUST be accomplished and submitted whenever a subcontractor is involved (no dollar limitation).

The prime contractor must provide for each subcontractor an analysis that documents the reasonableness, realism and completeness of the subcontractor’s proposal. Analysis should include but not be limited to a statement as to whether the subcontract will be competitively selected or awarded on a sole source basis, an analysis of materials, labor and reasonableness of other direct costs (types and quantities), and proposed fee/profit rates. Merely a statement concerning technical necessity does not demonstrate reasonableness, realism and completeness.

The prime contractor should provide rationale for each subcontractor chosen that was not competed (e.g., selection may have been based on their technical experience in ______________.)

LABOR: Comments should be made concerning the adequacy of the proposed labor hours and mix. The labor rates, which may be fully burdened, should be reviewed and comments should be provided regarding the reasonableness of the rates.