RI_Proposal_Instructions_for_FBO_Jun_2018.docx

AFRL/RI - SPECIFIC

PROPOSAL PREPARATION INSTRUCTIONS

JUN 2018

I. General Information

a. This information is to supplement the BAA Guide for Industry.

b. 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).

c. Proposers are cautioned that evaluation ratings may be lowered and/or proposal rejected if proposal preparation (proposal format, content, etc.) and/or submittal instructions are not followed.

d. Certificate of Current Cost or Pricing Data (CCCPD): A CCCPD is required to be submitted by the offeror upon the conclusion of negotiations if the total amount is $750,000 or more ($2M or more effective 1 JUL 2018), and none of the exceptions to certified cost or pricing data requirements apply. In accordance with Class Deviation 2018-O0009, contracts, subcontracts, or modifications of contracts or subcontracts valued at less than $7.5M and awarded to small businesses are included on the list of exceptions to certified cost or pricing data requirements at FAR 15.403-1(b). These instructions anticipate no exceptions will apply due to the one-of-a-kind nature of research and development work.

e. Proposals should contain four sections (Business, Technical Proposal, Proposed Statement of Work, and Cost). The following is a discussion of required content.

II. Business Section. This section will provide the following information and any other information deemed relevant. If an item does not apply, please state “N/A”.

a. Validity Period

b. Award Instrument/Contract Type Requested

c. Place of Performance

d. Period of Performance

e. CAGE Code

f. Authorized Negotiators

g. Small Business Subcontracting Plan

1) All proposals over $700,000 received from a large businesses must include a subcontracting plan unless the offeror has a Comprehensive Subcontracting Plan in place. The plan format is outlined in FAR 19.704, but see the “DoD Checklist for Reviewing Subcontracting Plans” found at DFARS PGI 219.705-4 for helpful guidance on what elements are required. If a Master Subcontracting Plan is in place with DCMA, submit a copy of the plan with contract-specific goals.

2) If there are no subcontracting possibilities (either via direct subcontracting to small businesses or via other direct cost or indirect costs), a justification must be included. Only a Contracting Officer can make this determination, and this will aid them in their determination.

h. Data Rights and Data Rights Identification and Assertion

1) In accordance with DFARS 252.227-7017, Identification and Assertion of Use, Release, or Disclosure Restrictions and as prescribed in 227.7103-3(b), 227.7104(e)(2), or 227.7203-3(a), the IDENTIFICATION AND ASSERTION OF USE, RELEASE, OR DISCLOSURE RESTRICTIONS provision applies. Please complete and include Attachment 1 hereto with your proposal. Also if applicable, please state any SBIR Data Rights currently in effect, including their start and end date and contract number/Government award they are based on.

2) REMEMBER – this assertion is for deliverables under the proposed contract ONLY. If the item is used but not part of the end deliverable, do not list it.

3) Each assertion should state where it is being delivered (i.e., technical data under the DATA CLIN as part of the final technical report; software under CLIN XXXX as part of the deliverable).

4) Do not list commercial items with commercial licenses. These should be identified elsewhere.

i. Foreign Participation

1) For each foreign national involved in your effort, either employee or subcontractor/consultant, include visa information. Also a copy of the DD Form 2345 must be provided.

2) If the requirement is classified as ITAR or Export Controlled, the resulting contracts shall comply with all U.S. export control laws and regulations, including the ITAR and the Export Administration Regulations (EAR). Offerors are responsible for ensuring that all employees who will work on this contract are eligible under export control and International Traffic in Arms (ITAR) regulations. Any employee who is not a U.S. citizen or a permanent resident may be restricted from working on this contract if the technology is restricted under export control and ITAR regulations unless the prior approval of the Department of State or the Department of Commerce is obtained via a technical assistance agreement or an export license. Violations of these regulations can result in criminal or civil penalties. For further information on ITAR visit http://www.pmddtc.state.gov/regulations_laws/itar.html.

j. Any Restrictions/Sensitivities regarding the Proposed Deliverables. Provide details on any of the following:

1) Export-Controlled Items/Information

2) Item Unique Identification and Validation

3) Safeguarding of Unclassified Controlled Technical Information

4) Protection of Human Subjects – Internal Review Board (IRB)

k. Equal Employment Opportunity Pre-Award Compliance (Applicable to awards over $10M) (FAR 22.805).

l. Address Limitation on Pass-Through Charges, if applicable (FAR 52.215-23).

m. Contractor Business Systems

1) The Government contemplates award of a Cost-Plus-Fixed-Fee (Completion) type contract resulting from this proposal. If you do not have a Government approved accounting system, see the additional instructions on the Federal Business Opportunities page entitled “Adequate Accounting System”. Please complete and include with your proposal Attachment 2/SF 1408. If you do not have an approved accounting system, a firm fixed price (FFP) contract might be a viable option, at the Government's discretion. If you wish to pursue a FFP type contract and require milestone payments, please be sure to structure your proposal for payable milestones.

n. Organizational Conflict of Interest

o. Subcontractors/Consultants

p. The following additional information should be included for proposals over $750,000:

1) 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

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

3) 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.

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

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

6) When the solicitation requires the submission of certified cost or pricing data, the offeror should complete DFARS 252.215-7009, Proposal Adequacy Checklist. In preparation of the checklist, offerors may elect to have their prospective subcontractors use the same or similar checklist as appropriate to facilitate submission of a thorough, accurate, and complete proposal.

III. Technical Proposal

a. Technical Proposal Structure and Contents: Format of the proposal shall be as follows: Proposals shall be prepared on 8 ½ x 11 inch paper, single spaced, and have no less than a 1/2-inch margin and a type size of 12 font.

b. FUNDAMENTAL RESEARCH. It is DoD policy that the publication of products of fundamental research will remain unrestricted to the maximum extent possible. National Security Decision Directive (NSDD) 189 defines fundamental research as follows:

“Fundamental research” means basic and applied research in science and engineering, the results of which ordinarily are published and shared broadly within the scientific community, as distinguished from proprietary research and from industrial development, design, production, and product utilization, the results of which ordinarily are restricted for proprietary or national security reasons.

As of the date of publication of this BAA, the Government cannot identify whether the work under this BAA may be considered fundamental research and may award both fundamental and non-fundamental research. Proposers should indicate in their proposal whether they believe the scope of the research included in their proposal is fundamental or not. While proposers should clearly explain the intended results of their research, the Government shall have sole discretion to select award instrument type and to negotiate all instrument terms and conditions with selectees. Appropriate clauses will be included in resultant awards for non-fundamental research to prescribe publication requirements and other restrictions, as appropriate.

c. CLOUD COMPUTING. In accordance with DFARS Clause 252.239-7010, if the development proposed requires storage of Government, or Government-related data on the cloud, you need to ensure that the cloud service provider you intend to use has been granted Provisional Authorization by the Defense Information Systems Agency (DISA) at the level appropriate to the requirement.

IV. Offeror Statement of Work

a. This document should be a separate section in your proposal. Further guidance on Statement of Work (SOW) preparation can be found at the following link: https://www.fbo.gov/index?s=opportunity&mode=form&id=1cffad228f48b58057072a6c9113799d&tab=core&_cview=1.

V. Cost Proposal*

a. The Cost Proposal Table of Contents: The Table of Contents, as follows, must be used when preparing cost proposals. Items 1, 2, 3, 4 and 12 are required for all proposals. Do not omit any topics or elements. Round all dollar amounts to the nearest whole number. Add additional categories as needed. Note as “N/A” any topics below that do not apply.

COST PROPOSAL

TABLE OF CONTENTS

ITEM PAGE NO.

1. Summary by cost element and fixed fee for total proposal, including yearly breakout of _____ costs by Government fiscal year.

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. Provide a copy of any approved rate agreements (Defense Contract Audit Agency (DCAA), Defense Contract Management Agency (DCMA), the Office of Naval Research (ONR) etc. if applicable.

4. Identification of all indirect rates by fiscal year (such as fringe benefits, labor overhead, _____ material overhead, G&A, or F&A, etc.) and the basis for each.

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

6. Summary of all travel, including the purpose and number of trips, origin and destination(s), _____ duration, travelers per trip and all travel costs (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 (FAR 15.404-3). 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). _____

14. If conference attendance is proposed at the Prime or Subcontractor level, provide the _____ following for each conference: the specific conference(s) that attendance to is anticipated, the purpose for attendance, details on how attendance specifically supports the proposed work and mission under the effort, and a quote or basis for the proposed registration fee.

* If proposal is selected, an Excel spreadsheet of proposals may be requested if deemed necessary by evaluators.

b. 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 to the offeror, it is the offeror’s responsibility to ensure the subcontractor submits a complete proposal (unburden rates, etc.) directly to the Government’s point of contact.

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.

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).

Please start your prime’s analysis for each subcontractor with the following:

1) A brief description of the supplies or services to be subcontracted.

2) Identification of the type of subcontract to be used (e.g., cost-plus-fixed-fee, firm-fixed-price, etc.) along with justification for the type of subcontract selected. Explain why it makes sense given the work to be performed by the sub and the contract type selected for the prime contract. For other than FFP type subcontracts, the selection needs to consider the adequacy of the subcontractor's accounting system to ensure that it will permit timely development of all necessary cost data in the form required by the proposed contract type. Some primes think that a T&M type subcontract is a viable alternative to a CPFF type subcontract if the sub doesn't have an adequate accounting system; however, this is not the case. T&M contracts still require an adequate accounting system for accurately tracking number of labor hours expended and material costs incurred. Reference FAR 16.104(i). Confirm subcontractor accounting systems with DCMA.

3) Rationale for how the subcontractor was chosen (e.g., competitive selection, single source solicited due to unique technical expertise in the area(s) of ______, etc.). Need rationale as to why prime did not compete subcontract if that’s the case.

4) For other than FFP type subcontracts, documentation from the prime to show how they will provide appropriate surveillance of subcontractor performance so as to give reasonable assurance that efficient methods and effective cost controls will be used.

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.

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 and how those rates were determined to be reasonable. For instance, proposed rates may be compared to rates negotiated for previous efforts, to the prime’s own similar type rates or to other subcontractor’s similar type proposed rates. The Prime should provide details of the comparison which clearly depicts the specific rates used in the comparison.

MATERIAL: These costs should be reviewed and comments should be made concerning quantities, types and needs of material items. In addition, a value review of the materials should be performed and submitted (is the value of the item commensurate with the effort’s requirement).

TRAVEL: Comments should be made concerning the duration, number of trips, number of travelers and necessity of proposed trips as well as the reasonableness of the per diem rates, air fares, and car rental rates. If conferences are proposed, provide the following details for each conference: the specific conference(s) name(s) anticipated to attend, the purpose of conference attendance and how it specifically supports the proposed work and mission under the effort, and a quote or basis for the proposed conference registration fee.

OTHER DIRECT COSTS: These costs should be reviewed and comments made concerning the necessity and reasonableness of the proposed costs and how the proposed costs were determined to be reasonable.

FEE/PROFIT: Is the fee/profit reasonable for the type effort contemplated? Support your conclusions.

If you take exception to any of the subcontractor’s proposed cost or fee/price elements, highlight these changes in your analysis and incorporate into your cost proposal.

c. Changes to Pricing Proposals: Changes to previously submitted proposals must include documentation indicating how a previously submitted proposal is impacted or affected. 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 changes can be accomplished through the use of change pages or slip pages accompanied by new cost summaries.

2 Appendices:

Appendix 1 - Identification and Assertion Form Appendix 2 - Pre-award Survey of Prospective Contractor Accounting System

Appendix 1

Identification and Assertion of Restrictions on the Government’s Use, Release, or Disclosure of Technical Data or Computer Software.

The Offeror asserts for itself, or the persons identified below, that the Government’s rights to use, release, or disclose the following technical data or computer software should be restricted:

*For technical data (other than computer software documentation) pertaining to items, component, or processes developed at private expense, identify both the deliverable technical data and each such items, component, or process. For computer software or computer software documentation identify the software or documentation.

**Generally, development at private expense, either exclusively or partially, is the only basis for asserting restrictions. For technical data, other than computer software documentation, development refers to development of the item, component, or process to which the data pertain. The Government’s rights in computer software documentation generally may not be restricted. For computer software, development refers to the software. Indicate whether development was accomplished exclusively or partially at private expense. If development was not accomplished at private expense, or for computer software documentation, enter the specific basis for asserting restrictions.

***Enter asserted rights category (e.g., government purpose license rights from a prior contract, rights in SBIR data generated under another contract, limited, restricted, or government purpose rights under this or a prior contract, or specially negotiated licenses).

****Corporation, individual, or other person, as appropriate.

When completing this form, enter “NONE” when all data or software will be submitted without restrictions.

Date_________________________

Printed Name and Title_______________________________________________

Signature__________________________________

(End of identification and assertion)

(NOTE: The Offeror must complete and submit this Identification and Assertion as required by paragraph (d) of DFARS 252.227-7017, IDENTIFICATION AND ASSERTION OF USE, RELEASE, OR DISCLOSURE RESTRICTIONS.)

Appendix 2

Expires: 10/31/97

PROSPECTIVE CONTRACTOR

Public reporting burden for this collection of information is estimated to average 24 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to FAR Secretariat (VRS), Office of Federal Acquisition and Regulatory Policy, GSA, Washington, DC 20405; and to the Office of Management and Budget, Paperwork Reduction Project (9000-0011), Washington, DC 20503.

SECTION I - RECOMMENDATION

1. PROSPECTIVE CONTRACTOR'S ACCOUNTING SYSTEM IS ACCEPTABLE FOR AWARD OF PROSPCTIVE CONTRACT

YES NO (Explain in 2. NARRATIVE)

YES, WITH A RECOMMENDATION THAT A FOLLOW ON ACCOUNTING SYSTEM REVIEW BE PERFORMED AFTER CONTRACT AWARD (Explain in 2. NARRATIVE)

2. NARRATIVE (Clarification of deficiencies, and other pertinent comments,. If additional space is required, continue on plain sheets of paper.)

IF CONTINUATION SHEETS ATTACHED - MARK HERE

3. SURVEY MADE BY

(include area code)

c. DATE SIGNED

(include area code)

c. DATE REVIEWED

FAR (48 CFR) 53.209-1(f)

SECTION II - EVALUATION CHECKLIST

APPLIC- CABLE

1. EXCEPT AS STATED IN SECTION I NARRATIVE, IS THE ACCOUNTING SYSTEM IN ACCORD WITH GENERALLY ACCEPTED ACCOUNTING PRINCIPLES APPLICABLE IN THE CIRCUMSTANCES?

2. ACCOUNTING SYSTEM PROVIDES FOR:

a. Proper segregation of direct costs from indirect costs.

b. Identification and accumulation of direct costs by contract.

c. A logical and consistent method for the allocation of indirect costs to intermediate and final cost objectives. (A contract is a final cost objective.)

d. Accumulation of costs under general ledger control.

e. A timekeeping system that identifies employees' labor by intermediate or final cost objectives.

f. A labor distribution system that charges direct and indirect labor to the appropriate cost objectives.

g. Interim (at least monthly) determination of costs charged to a contract through routine posting of books of account.

h. Exclusion from costs charged to government contracts of amounts which are not allowable in terms of FAR 31, Contract Cost Principles and Procedures, or other contract provisions.

i. Identification of costs by contract line item and by units (as if each unit or line item were a separate contract) if required by the proposed contract.

j. Segregation of preproduction costs from production costs.

3. ACCOUNTING SYSTEM PROVIDES FINANCIAL INFORMATION:

a. Required by contract clauses concerning limitation of cost (FAR 52.232-20 and 21) or limitation on payments (FAR 52.216-16).

b. Required to support requests for progress payments.

4. IS THE ACCOUNTING SYSTEM DESIGNED, AND ARE THE RECORDS MAINTAINED IN SUCH A MANNER THAT ADEQUATE, RELIABLE DATA ARE DEVELOPED FOR USE IN PRICING FOLLOW-ON ACQUISITONS?

5. IS THE ACCOUNTING SYSTEM CURRENTLY IN FULL OPERATION? (If not, describe in Section I Narrative which portions are

(1) in operation, (2) set up, but not yet in operation,

(3) anticipated, or (4) nonexistent.)

GSA FORM 1408 (REV. 9-88) BACK