Comment Resolution Matrix_AF TENCAP IT Services_V2.pdf

RFP AFTENCAP_25_IT_001 Vendor Questions RFP Reference Question Answer

1 TENCAP Letter, Paragraph 4

Paragraph 4 states “All proposals submitted by eligible 8(a) BD program participants will be evaluated for technical adherence to the requirement as detailed in the PWS (See Attachment #1) and the TENCAP IT Support Services 2.0 - Deliverables List (See Attachment #2). The offeror with the lowest priced proposal that is found by AF TENCAP and AFLCMC/WINK to be technically acceptable will be selected for award.”

What is the government’s definition of “technically acceptable?”

The Government will add a more detailed evaluation criteria attachment.

2 TENCAP Letter, Paragraph 6

Paragraph 6 states “Please provide a pricing proposal in accordance with FAR 15.408 Table 15-2 including comprehensive Basis of Estimates (BOE), Bill of Materials (BOM), Grand Cost Summary (GCS), Application of Rates (AOR), and indentured Work Breakdown Structure (WBS). In addition, submit an electronic Excel “Ad Hoc Pricing Model” version of your proposal that the negotiator can utilize during the negotiation process.

Ensure the Excel version includes formulas that are unlocked and automatically capture all sub-totals, totals, and any changes to hours at all cost levels. The proposal shall provide cost detail as outlined in the PWS (See Attachment #1).”

a. Management and Technical Volume(s) describing the approach to

Is the overall contractor RFP Proposal a “Pricing Proposal” consisting of multiple Volumes? e.g., Management & Technical Volume, Cost/Price Volume, and a Model Contract Volume?

If so, what is the page count breakout for each volume?

The Government prefers that each volume be uploaded as an individual file in the DoD Safe Drop-off for ease of review and evaluation.

There are not any specific volume templates. The Government only requests that each proposal fully address each element of the PWS within the stated page limitations.

accomplish the objectives as stated in the PWS and required Government Furnished Property (GFP) list, if applicable.

Include need dates for each item as well as recommended source and rationale. Address risk and mitigation plan associated with delay or non-availability of each item.

Government property instructions can be found at https://dodprocurementtoolbox.com/site-pages/gfp. This site provides information and resources to assist in the submittal of GFP lists to ensure compliance with FAR Part 45, FAR 52.245-1, DFARS PGI 245, and DFARS Part 227. Please note that any GFP being requested shall be submitted in the correct DoD Financial Improvement Audit Readiness (FIAR) compliant form.”

only requests that each volume be clearly identified by a header. Section 4 of the PWS specifically lays out the requirements and tasks associated with the contract, but Sections 5-11 also include several elements that need to be addressed. A successful proposal will demonstrate that a vendor can accomplish all of the requirements levied upon them in the

PWS.

3 TENCAP Letter, Paragraph 6.c

Paragraph 6.c states “Provide the anticipated monthly spend plan for program funds for this contract broken out by month to accommodate incremental funding by the Government.”

Is the monthly spend plan part of the “Ad Hoc Pricing Model” or is this separate from the Ad Hoc Pricing Model?

The spend plan is a separate document from the pricing model.

4 TENCAP Letter, Paragraph 6 & 7

Ad Hoc Excel Pricing Model Requirements Is there a preferred template or structure for the Excel Ad Hoc Pricing Model that the Government expects (e.g., column order, tab names)?

There is not a standard excel pricing model. The Government has only requested a pricing proposal prepared in accordance with FAR 15.408 Table 15-2 including BOEs, a BOM, Grand Cost Summary, Application of Rates, and WBS.

5 PWS Sections 4.2.20 & 4.2.21:

These sections state:

“4.2.20 The contractor shall create (as directed), manage, maintain, and edit a web-based knowledge management portal on JWICS. The portal capabilities are expected to evolve and adapt to meet the mission needs of the Government. The portal shall be available to all approved AF TENCAP personnel, and Government access to the portal shall be approved by Mission Programs Division. The objective of the portal is to provide a central location for the Government and contractor to access an organized and configuration controlled current and historical project database.

“4.2.21 The contractor shall create (as directed) manage, maintain, and edit a web-based organization information page, available on NIPR and JWICS. The webpage capabilities and information requirements are expected to evolve and adapt to meet the mission needs of the Government. The objective of the organization pages is to provide an overview

PWS Sections 4.2.20 &

4.2.21 have requirements for a web service designer.

However, Section 5.3 does NOT have a “Requirement Type” for a Web Designer.

Can we add an additional labor category for web designer?

No, this is not expected to be a full-time job requirement. At best, a few hours per month.

It is expected these responsibilities would fit within the current LCATs and would not require an FTE or specialized web designer.

and interface for customers and stakeholders to learn about AF TENCAP, its mission, projects, and contact information.”

6 PWS Section 4.3.10 10% spot-check audits Can the government confirm equipment has capital item tagging currently?

Yes

7 PWS Section 4.3.11 This section states the contractor shall use AFWAY. AFWAY was replaced with Client Computing Solutions III (CCS-3), Will the government confirm that the contractor will use CCS- 3 to order ADPE since AFWAY has been replaced?

The Government confirms that the replacement contract vehicle for AFWAY will be used to order

ADPE.

8 PWS Section 5.3 The Table in Section 5.3 shows a base year with four Options. However, in the TENCAP Model Contract Attch 3 Supplies or Services & Prices or Costs section it only has a base year with three options.

Is the period of performance a Base Year with three Options or Base Year with four Options?

The Period of performance will be a base 9-month period with three one-year options.

9 PWS Section 6.2.1 Contract Project Manager (COPM) Please provide years of experience and education criteria for the Contract Project Manager position.

No specific years of experience or education required.

10 PWS Section 7.1.1 Trip Reports Is there an approved Trip Report template currently in use that the Government might provide?

Yes, there is an organization Trip Report template that employees would be expected to use. Not required for proposal

11 PWS Section 9.4 This section states “NOTE: This certification regarding OCI awareness shall be provided by each offeror within their proposal.”

What does the government mean by “this certification” and what format/information does “this certification” need to contain? Please state where this certification should be included in the proposal.

“The contractor is also required to complete and sign an Organizational Conflict of Interest certification statement in which the contractor (and any subcontractors, consultants, or teaming partners) agrees to disclose information concerning the actual or potential conflict(s) with any proposal for any solicitation relating to any work in the contract.

12 PWS Section 9.4 Organizational Conflict of Interest (OCI) Could the Government please provide historical data on the amount of proprietary or source selection information that would potentially create an OCI?

The amount of data generated will be entirely dependent on the workload and acquisition strategy adopted by AF TENCAP. All awardee personnel will be required to sign an NDA.

13 PWS Section 9.4 Organizational Conflict of Interest (OCI) Will the Government please prove the OCI certification statement

The guidelines and procedures of FAR subpart 9.5, DFARS template to be submitted as OCI awareness withing the proposal?

subpart 209.5, and DAFFARS subpart

5309.5 will be used in identifying and resolving any issues of organizational conflict of interest. In the event that this contract requires activity that would create an actual or potential conflict of interest, the Contractor must identify the potential or actual conflict to the PCO for review.

The Government also plans to utilize DAFFARS clause

5352.9000 Alternate

III in the contract.

14 PWS Section 10.1 Line Item Numbering Structure: There will initially be two (2) Contract Line Item Numbers (CLIN) for the base period. Each Option Period/Year, the CLIN structure will be reviewed, and if firm fixed pricing is appropriate, a third CLIN for a program may be added. The base year structure will be as follows:

Line Item Number 0001 Labor (T&M)* Line Item Number 0002 ODCs (T&M)

Should TENCAP Model Contract Attch 3 Supplies or Services & Prices or Costs section, Option Year 3 Labor and Direct Costs show “Time and Materials” like the first two Option Years?

The Government adopted Time and Materials CLINs to allow for flexibility in recognition that some 8(a) vendors might not have an accounting system that allows for Cost-type contracts. The ultimate goal of the Government is to be able to convert the

*Labor will be awarded as a T&M Labor CLIN for the base year. At the end of each contract period the CO and COR will review the burn rates of each labor category (LCAT) to determine if there are LCATs that are consistently burned that can be put into a firm fixed price (FFP) Labor CLIN.”

However, in the TENCAP Model Contract Attch 3 Supplies or Services & Prices or Costs section, Option Year 3 Labor and Direct Costs show “Cost Pluss Fixed Fee” and “Cost No Fee” contract type to FFP or CPFF in the outer years. However, agreement to this is not mandatory in order for a proposing firm to be eligible for award.

The Government recognizes that FFP CLINs present a significant challenge for work of this nature so the preference would be for CPFF over FFP.

15 PWS Section 10.12, 10.13, and Appendix B

Government Furnished Items, Government Furnished Property (GFP) states “the government must grant contractor…items incidental to the Place of Performance such as phone, computer, desk, chair”…and this is repeated again in Appendix B Section B.1. In contrast, 10.13 states “the Government does not anticipate providing any GFP to the contractor other than use of facilities.”

Would the Government please confirm what GFP will be provided?

Facilities would be included in the Place of Performance, including a work station within AF TENCAP work spaces.

16 PWS Section 11.1 Contract Pricing - Markup on Travel and Materials

Should the proposed material handling and travel markup rates be submitted separately in the pricing file or included in the Ad Hoc Pricing Model?

A separate submission is not necessary, but the Government will leave that choice up to the proposing vendor. The Government only requests that the application of material handling or travel markup and the rates used be clearly identifiable within the pricing data.

17 PWS Section 11.3 Invoice content Is there currently a government approved invoice template that could be provided?

There is not a current template for this specific effort.

Invoicing will be accomplished via

WAWF.

18 PWS Section 4.1.5 Conduct Transition-In states “The contractor must implement any necessary transition-in activities, if any, immediately after time of award (TOA) and all transition-in activities must be completed no later than 45 calendar days after TOA”

Will the government clarify 1) Transition start time (i.e., upon TOA);

Transition Period (i.e., 30 days); Contract Start date (is Transition Period prior to Contract Start or at Contract Start?

Ideally, this contract will start on 1 September 2025.

The Government would like to have this awarded prior to that so transition activities can commence prior to that start date.

19 PWS Section 4.1.5.4 This section states: “Starting the first day of the transition period, the Contractor shall ensure necessary personnel actions, appropriate training, (including, but not limited to, any required certifications), as well as non-personnel considerations such as materials and supplies, equipment, subcontracts, environmental issues, safety, and security, etc.

Will the Government clarify if full staffing needs to be in place during transition or at start of contract?

During transition.

Full staffing is not required on the day of contract start.

are accomplished in accordance with the transition plan.”

20 PWS Section 4.3.2 This section states “Establish a Configuration Management Office, appoint an AF TENCAP Configuration Manager, and support the Government with…”

Will the Government clarify which of the labor categories on PWS page 20 the Configuration Manager falls under? Or is this an additional duty?

Information Security Analyst

21 PWS Section 4.3.10 This section states: “Appoint an AF TENCAP ADPE Equipment Custodian (EC) and alternates to fulfill the AF TENCAP ADPE EC duties for the AF TENCAP ADPE”

Will the Government clarify the EC is an additional duty or an FTE. If FTE, which labor category does the EC fall under?

Computer Network Support Specialist

22 PWS Section 4.4.9 Management of IT System Changes / Configuration Control

Will access be provided to existing databases and CM tools upon contract start, or will the contractor be responsible for establishing a new baseline?

Yes, access will be provided to current tools

23 PWS Section 4.6 Video Teleconferencing (VTC) and Hardware Maintenance

Will there be an existing list of vendor OEM maintenance contracts that the contractor will assume management of, or are new contracts expected to be established?

No outstanding contracts. New contracts would need to be established

24 PWS Section C6 Cybersecurity (Certification & Accreditation, Vulnerability Management)

Will current accreditation packages and security documentation be available to the incoming contractor?

Yes, during transition those documents will be mna

25 Basis of Estimate Basis of Estimate (BOE) and Ground Rules Separation

Should we use a specific format or attachment style for presenting Ground Rules and Assumptions outside the

BOE?

No specific format

26 Pricing Model Time and Materials (T&M) Pricing Model Specifics

How should we differentiate fixed unit prices for labor vs.

estimated pass-through ODCs in the pricing workbook? Separate tabs or combined?

The Government wishes to give each proposing company the flexibility to submit proposals in a format that works best for them to the maximum extent practicable. The RFP mandated much of the content required, but the Government recognizes that each 8(a) firm is likely to be a small business and does not want to be overly burdensome with requirements. As long as the costs are clearly marked, traceable, and accountable, then any format will be acceptable.

27 Sample Contract Will the government add DFARS Clause 252.226- 7001 to allow prime contractors to apply for the IIP for work assigned to Indian Economic Enterprises?

The Government will entertain any request to add / remove a clause as part of negotiations with the selected awardee.

28 Sample Contract The solicitation is issued under FAR Part 12 for commercial items and services and is an 8(a) set-aside (Attachment 3, page 1). However, it appears to include Cost Accounting Standards (CAS) 52.230-2 requirements (Attachment 3, page 11).

Could the government clarify the applicability of CAS to this contract?

Per Title 48 CFR 9903.201-1(b)(3) contracts with small businesses are exempt from CAS requirements. It is unlikely CAS will be applicable to any awardee. This clause can be removed from the finalized contract.

29 TENCAP Letter, Paragraph 10

Paragraph 10 states “Each offeror shall provide a complete and responsive proposal to be delivered electronically via DoD SAFE DoD SAFE addressed to the PCO, Jordan Poling at jordan.poling@us.af.mil no later than 4:00 PM (EST) on 23 May 2025.”

How do Prime contractor teammates submit their cost/price build up?

The prime contractor’s proposal should include the pricing for any subcontractor or supplier. The Government may ask for additional details https://business.defense.gov/Portals/57/Documents/DFAR%20252.226-7001___Utilization%20of%20Indian%20Organizations%20and%20Indian-Owned%20Economic%20Enterprises.pdf https://business.defense.gov/Portals/57/Documents/DFAR%20252.226-7001___Utilization%20of%20Indian%20Organizations%20and%20Indian-Owned%20Economic%20Enterprises.pdf on the subcontractor pricing, if needed.

30 Sample Contract The solicitation specifies that the type of award will be Labor Hour (Attachment 3, page 52).

Please explain the rationale for the cost reimbursable option.

Please see the answer to question 14 above.

31 RFP Letter, Paragraph

Will the Government consider another source selection type that

LPTA?

Due to the need for this contract is start on 01 September 2025, the Government does not feel there is time to change source selection type and re-issue this RFP. In addition, the Government feels that this requirement is defined enough to support LPTA.

32 The PWS specifies support across three networks (NIPR, SIPR, and JWICS) with core support hours from 0800–1700 and some before/after hour responsibilities. Can you clarify whether there is a historical precedent for this level of support being insufficient due to the volume of requests

No, AF TENCAP has never had insufficient support with the current contract for maintaining three networks simultaneously.

or simultaneous demands across networks?

33 Has the incumbent or previous contractors requested additional labor hours or staffing due to operational demands? If so, were these requests granted, and under what process or authority?

No

34 The PWS indicates "occasional" after-hours or on-call support. Can you clarify the expected frequency and nature of these after-hours requests (e.g., weekly, monthly, only during exercises)?

Very rarely. Surge support has been utilized only in the case of unplanned network outages or network accreditation.

35 Is there a specific labor category or resource pool expected to be "on-call" after hours, and are those hours included in the 22,560 annual hours listed, or are they compensated separately?

No

36 The PWS states that T&M CLIN labor hours cannot be exceeded without a CO

The Government does not feel providing this information is modification. Is there a historical average utilization of total ceiling hours per year, and how often have modifications been needed to adjust ceilings or labor category distribution?

necessary for proposal preparation.

37 Can the contractor propose alternative labor distribution or blended labor categories in response to workload across networks, or must strict adherence to the PWS labor hour allocations be maintained?

Yes, the contractor can propose what they think would be the best fit and the Government will evaluate for technical adequacy.

38 Given the support requirement for multiple networks (NIPR, SIPR, JWICS), how many simultaneous support personnel are expected to be available during core hours for each network?

AF TENCAP does not tie specific labor categories for specific networks.

Personnel are expected to be available during core hours.

39 Are there provisions for surge support or contingency task orders beyond the defined labor hour ceilings in cases of

This work has always been able to be accomplished within agreed upon T&M ceiling values.

mission-critical system outages, exercises, or classified operational needs?

40 Can the contractor submit a proposal including escalation points and structured cross-coverage plans for support across the three networks to mitigate labor hour constraints without breaching labor ceilings?

The contractor can submit a proposal in this format, but the Government is not specifically requesting any contractor take this path. The Government does not think this is necessary to submit an adequate or awardable proposal.

41 AF TENCAP IT

Services 2.0_RFP Letter

a. Management and Technical Volume(s) describing the approach to accomplish the objectives as stated in the PWS and required Government Furnished Property (GFP) list, if applicable. Include need dates for each item as well as recommended source and rationale.

Will the Government provide the historical list of items required to accomplish the objectives?

Yes, access to all accreditation packages, security documentation, existing databases, CM tools, and portals will be made available to incoming personnel to accomplish the objectives in the

PWS.

42 AF TENCAP IT

Services 2.0_RFP Letter

a. Management and Technical Volume(s) describing the approach to accomplish the objectives as stated in the PWS and required Government Furnished Property (GFP) list, if

All GFP will be provided by the government, not the outgoing contractor.

applicable. Include need dates for each item as well as recommended source and rationale.

What GFP will be transferred to the offeror by the outgoing contractor?

Work stations (desk, chair, phone, computer) will be made available to incoming personnel.

43 Comment Resolution Matrix_AF TENCAP IT Services_V1

AF TENCAP IT

Services 2.0_RFP Letter

There is no evaluation criteria listed in the AF TENCAP IT Services 2.0_RFP Letter dated 21 April 2025.

The Evaluation Criteria listed on Page 55 of the model contract is a uncompleted template.

Will the Government furnish the Evaluation Criteria?

will add a more detailed evaluation criteria attachment.

44 Comment Resolution Matrix_AF TENCAP IT Services_V1

AF TENCAP IT

Services 2.0_RFP Letter

There is no evaluation criteria listed in the AF TENCAP IT Services 2.0_RFP Letter dated 21 April 2025.

The Evaluation Criteria listed on Page 55 of the model contract is a uncompleted template.

Will the Government furnish the Evaluation Criteria?

The Government will add a more detailed evaluation criteria attachment.