ATCH 01 Instructions to Contractors 3 Dec 2025.pdf

ATCH 01 - Instructions to Contractors

Payment Card Industry Data Security Standard Audit Readiness

3 DEC 2025

Instructions, Requirements, Conditions, and Notices to Contractors

1. GOVERNMENT FUNDING

This requirement is funded by revenue generated by Air Force Morale, Welfare, and Recreation (MWR) programs worldwide. No Appropriated Funds or Tax Dollars are used. Contractors are required to meet all solicitation requirements.

Air Force Nonappropriated Fund Procurement Office (AFNAFPO) will provide a Notice of Award together with a draft Engagement Letter to the successful Contractor. The Contractor must return the signed Engagement Letter at the time of returning the signed contract to AFNAFPO.

2. AMENDMENTS TO SOLICITATIONS

If this solicitation is amended, then all terms and conditions that are not modified remain unchanged. Contractors will acknowledge receipt of any amendment to this solicitation by:

2.1. Signing all amendments; and

2.2. Returning all signed amendments. The NAFI will receive the acknowledgement by the time, date, and location specified for receipt of quotes.

3. QUOTE PREPARATION INSTRUCTIONS

3.1. Marketing and Informational material will NOT be evaluated and WILL count towards page limits. Failure to submit any of the documents outlined in paragraphs 8-11 (see below) may be a cause for rejection of the quote.

4. TECHNICAL EXPERIENCE, PAST PERFORMANCE

Submit Contractor’s experience with the same specification/performance/work and complexity as the instant requirement. The Contractor will submit evidence outlined in paragraph 11. If the Contractor does not meet the “Contractor Qualifications” outlined in the SOO the contractor will be considered Technically Unacceptable.

5. QUOTE SUBMISSION INSTRUCTIONS

Contract Documentation- Quotes in response to this solicitation will be submitted in Adobe PDF format. Submission of quotes will follow the guidance below:

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5.1. Only electronic copies of quotes will be accepted via email to fay.cameron@us.af.mil and valerie.baltimore@us.af.mil. Contractors will ensure electronic copies are virus-free.

5.2. The Contractor will submit the following:

5.2.1. One (1) electronic copy for Contractor’s Statement Work (CSOW)/Technical

Solution.

5.2.2. One (1) electronic copy for Supplies, Services and Prices (Pricing)

5.2.3. One (1) electronic copy for Deliveries or Performances (Delivery Schedule).

5.2.4. One (1) electronic copy for the Nonappropriated Fund (NAF) Standard

Clauses dated 30 May 2025. The Contractor will submit confirmation of acceptance or exceptions to the NAF Standard Clauses. The contractor will check and initial the required certifications and sign the NAF Standard Clauses.

5.2.5. One (1) electronic copy of the Contract Documentation:

5.2.5.1. Company background information for your company showing you are qualified to complete the requirement.

5.2.5.2. The Executive Summary: a concise, narrative summary of the entire quote, including significant risks, and highlights of any key or unique features, excluding price.

5.2.5.3. Exceptions to Terms and Conditions and Assumptions.

5.2.6. One (1) electronic copy for the Contractor Past Performance Information completed within the last five (5) years.

5.2.7. One (1) electronic copy for Subcontractor/Teaming Partner Consent Letter for the Release of Past Performance Information to the Prime Contractor for each subcontractor/teaming partner.

5.2.8. One (1) electronic copy for the Subcontractor/Teaming Partner Past Performance Information completed within the last five (5) years.

5.2.9. One (1) electronic copy for Representations and Certifications (Reps and

Certs completed).

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5.3. Quotes may be modified or withdrawn by written notice only. Modifications to quotes will be received at any time BEFORE the closure of this solicitation and a written notice to withdraw will be received at any time BEFORE the award of the contract. Send written notice by email to fay.cameron@us.af.mil and valerie.baltimore@us.af.mil. Acknowledgement by written response from the Contracting Officer will be obtained. Facsimile quotes, modifications, or withdrawals WILL NOT be considered.

5.4. For quote delivery, Contractor is required to attach file(s) to a secured email addressed to fay.cameron@us.af.mil and valerie.baltimore@us.af.mil. In a separate email, send the password for the secured email to fay.cameron@us.af.mil and valerie.baltimore@us.af.mil. PLEASE DO NOT SUBMIT BEFORE 7 DAYS OF THE RFQ CLOSE DATE. Once the file is received, the Contractor will receive an email from fay.cameron@us.af.mil confirming receipt of the file.

5.5. Delivery of electronic documents will be made NO LATER THAN 2:00 PM, Central Standard Time, on Thursday, 29 January 2026.

5.6. In the email, Quotes will be marked as follows:

Solicitation Number / RFQ #: F41999-26-Q-0007 Air Force Services Center (AFSVC)

Closing Date/Time: 2:00 PM, Central Standard Time, 29 January 2026.

5.7. All quote documentation in response to this solicitation will be English, to include but not limited to Statement of Assurance (SOA), Bonding, and Insurance, when applicable.

6. EXPLANATION TO PROSPECTIVE CONTRACTORS

6.1. Questions & Answers (ATCH 13) from the Request for Information is provided in this solicitation. Any prospective Contractors desiring to ask any additional questions or who need an explanation or clarification of the solicitation, will submit a request in writing (by email) NO LATER THAN 4:00 PM, Central Standard Time, Monday, 12 January 2025 to allow a consolidated response to reach all prospective Contractors prior to the submission of their quote. Questions will be submitted via email to: fay.cameron@us.af.mil and valerie.baltimore@us.af.mil. Questions submitted after this date will not receive response.

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6.2. The Contracting Officer will respond to all written requests, except those already included in ATCH 13, no later than 4:00 PM, Central Standard Time, Wednesday, 14 January 2025.

7. FORMATTING & DOCUMENT ORGANIZATION

7.1. This section provides general guidance for preparing quotes as well as specific instructions on the format and content of the quote. To ensure a timely and equitable evaluation of the quote, the Contractor’s quote is required to include all data and information requested by Instructions to Contractors and will be submitted in accordance with these instructions. Contractors are also required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or sub-factors. The Contractor will be compliant with the requirements as stated in the Request for Quote (RFQ) and Statement of Objectives.

The Contractor is confirming that its firm/company will perform all the requirements specified in the solicitation by submitting a quote. Contractors will clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

7.2 Contractors using Subcontractors/Teaming Partner must verify their Qualified

Security Assessor’s (QSA) certification and be prepared to provide proof of QSA certification within 10 calendar days of contract award.

7.3. Contractors are expected to examine all information and instructions provided in the

Request for Quote. Failure to do so will be at the Contractor's risk. The Contractor will provide pricing for each applicable item in accordance with Supplies, Services and Prices. Additionally, all total price blocks will be completed. In case of a discrepancy between a unit price/cost and an extended price/cost, the unit price/cost will be presumed to be correct, subject, however, to correction to the same extent and in the same manner as any other mistake. Quotes for supplies or services other than those specified will not be considered unless authorized by the solicitation.

Contractors will provide a tentative time for delivery of supplies or for performances of services, unless otherwise specified in the solicitation. Time, if stated as a number of days, will include Saturdays, Sundays, and holidays.

7.4. Sufficient Detail

7.4.1. The quote submission will be clear and will include sufficient detail for effective evaluation and for substantiating the validity of stated claims.

The quote will include at a minimum a narrative addressing each paragraph in the Statement of Objectives (SOO) (specifically Sections III-V & 6.5- 6.11): the qualifications, technical requirements, and deliverables. The

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narrative will outline the Contractor’s complete understanding of the requirement and how the contractor will fulfill all requirements of the

SOO.

The Contractor will provide convincing rationale to address how requirements will be met. These instructions are intended to elicit brief and specific responses; however, simply stating “the requirements are understood and the intent to comply with this effort” or paraphrasing statements in the SOO is inadequate.

7.4.2 Contractor will assume that the NAFI has no prior knowledge of their facilities and experience, and evaluation will be based on the information presented in the Contractor’s quote.

7.5. No Cross-Referencing

Each response to each factor and sub-factor will be self-contained. No cross-referencing between factor and sub-factor responses is allowed.

7.6. Tables of Contents

7.6.1. Each file will contain a detailed Table of Contents to delineate the paragraph and subparagraphs within that file.

7.6.2. The Table of Contents will not count against the page limitations for the respective file.

7.6.3. Contract Documentation File will contain a Master Table of Contents, which consolidates the individual Table of Contents for all files (I through IV).

7.7 Lists of Tables and Figures (if applicable).

7.7.1. Each file will contain a list of all tables and figures within that file

7.7.2. The List of Tables and Figures will not count against the page limitation for the respective files.

7.8. Glossary of Abbreviations and Acronyms

7.8.1. File One – Contract Documentation will contain a glossary of all abbreviations and acronyms used, with an explanation for each (if applicable).

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7.8.2. Glossaries DO NOT count against the page limitations for their respective files.

7.9. Electronic Copies (E-Copies)

7.9.1. All electronic copies will be submitted in Adobe Acrobat (Portable

Document Format (PDF) Searchable Text Format) and will be virus free.

7.9.2. Sound or video (e.g. MPEG) files will not be embedded in the quote files.

7.10. Page Format Restrictions and Limitations

7.10.1. Page Format:

7.10.1.1. Pages will be 8.5 x 11 inches, apart from pages used for charts, tables, or diagrams, which will not exceed 11 x 17 inches, and which font will not be smaller than 10 point for charts, tables or diagrams.

7.10.1.2. Text pages will be portrait orientation. Graphics and tables may be landscape orientation, if required, to properly present the information.

7.10.1.3. Pages will be typed with at least a single line spacing.

7.10.1.4. No condensed fonts are allowed. Font will be Times New

Roman, size 12 point. Headings & Titles/Subtitles may be Times New Roman, not greater than size 14 point.

7.10.1.5. Proprietary statements, security markings, and page numbers can fall within the defined margin area.

7.10.1.6. Each required section within a volume will be numbered consecutively.

7.11.1. Page Limitations

Page limitations will be treated as maximums and will be adhered to.

Pages exceeding the page limitations set forth in Instructions to Contractors will not be read or considered in the evaluation of the quote. The excess pages will be removed.

7.11.2. Pages NOT Counted in Page Limitation (recommended page limits are included in Table 2)

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7.11.2.1. Cover Pages

7.11.2.2. Table of Contents

7.11.2.3. List of Figures

7.11.2.4. Glossaries

8. FILE ONE – CONTRACT DOCUMENTATION – Complete & Return under File One all

Sections of the RFQ (whether fillable or not). In doing so, the Contractor agrees to the contract terms and conditions as written in the RFQ.

8.1. File Organization

8.1.1. Executive Summary

8.1.2. Master Table of Contents

8.1.3. Table of Contents

8.1.4. List of Tables and Figures

8.1.5. Glossary of Abbreviations and Acronyms

8.1.6. Validity Statement

8.1.7. Contact Information

8.1.8. Exceptions to Terms and Conditions

8.1.9. NAF Standard Clauses (completed)

8.1.10. Special Provisions

8.1.11. Deliveries or Performances

8.1.12. Representations and Certifications (completed)

8.2. Executive Summary

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8.2.1. The Executive Summary is a concise, narrative summary of the entire quote, including significant risks, and highlights of any key or unique features, excluding price.

8.2.2. The salient features should be tied in with Evaluation Factors for award criteria.

8.2.3. Any summary material presented here will NOT be considered as meeting the requirements for any portions of the quote.

8.3. Validity Statement

Quotes are required to meet all solicitation requirements. The quote validity period will be at least 180 calendar days from the closing date of this solicitation.

Failure to comply with the terms and conditions of the solicitation may result in the Contractor being ineligible for award.

8.4. Contact Information

Contractor will provide a single point of contact and one alternate for all matters dealing with its quote. Provide a name, position title, address, phone number, and email address.

8.5. Exceptions to Terms and Conditions

8.5.1. Contractors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, functional and technical requirements, in addition to those identified as evaluation factors or sub-factors.

8.5.2. Failure to meet a requirement may result in a Contractor being ineligible for an award. Contractors will clearly identify any exception to the solicitation requirements and provide complete accompanying rationale.

8.6.3. The contractor will list each exception and the related paragraph in the solicitation to which the exception is taken.

8.5.4. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, cost, and specific requirements of the solicitation.

8.5.5. This information will be provided in the format and content of Table 1 below.

TABLE 1: SOLICITATION EXCEPTIONS

SOLICITATION

DOCUMENT

PARAGRAPH/

PAGE

REQUIREMENT/

PORTION

RATIONALE

Contract Clause, RFQ paragraph, etc.

Applicable page and paragraph numbers

Identify the requirement or portion to which exception is taken

Justify why the requirement will not be met

9. FILE TWO – PRICING (Reference Supplies, Services and Prices & Evaluation Factors - LPTA for Award, Price Evaluation)

9.1. File Organization

9.1.1. Table of Contents

9.1.2. List of Tables and Figures

9.1.3. Incremental and Total Price Summary

9.1.3.1. Contractor will propose unit prices for each Contract Line Item (CLIN) – IAW Supplies, Services and Prices of this solicitation.

Failure to provide prices as stated above might result in rejection of the quote. Total evaluated price will include the base and all option years.

10. FILE THREE – TECHNICAL SOLUTION (Statement of Objectives (SOO) &

Evaluation Factors - LPTA for Award, Technical Performance)

10.1. File Organization

10.1.1. Table of Contents File III

10.1.2. List of Tables & Figures for File III

10.1.3. Assumptions

10.1.4. Technical Solution/ Contractor Statement of Work (CSOW)

10.2. Technical Solution/CSOW

10.2.1. The Contractor will provide a CSOW. The CSOW defines/explains how the contractor will meet the tasks required to fulfill the requirements of the Statement of Objectives (SOO). The Contractor will provide a written response outlining its technical solution to execute the requirement outlined in each paragraph and subparagraph in the SOO.

“Yes,” “Met,” and other ambiguous responses that do not provide an actual technical solution will be deemed unacceptable. The NAFI will evaluate the CSOW as part of Technical Evaluation (Evaluation Factors - LPTA). The CSOW will be incorporated into the contract award.

10.2.1.1. Do not include past performance or pricing information as part of the CSOW.

10.2.1.2. The Contractor will provide a draft project plan/schedule with their CSOW.

10.2.1.3. Marketing and informational will not be included. FALSE CLAIMS ACT: The contractor will certify that the submitted data is current, accurate, and complete. Contractors will be found liable for fraud under the False Claims Act for defective pricing if they deliberately withhold or falsify such information.

11. FILE FOUR – PAST PERFORMANCE (Relevant/Recent) – (Evaluation Factors -

LPTA, Past Performance)

11.1. File Organization

11.1.1. Table of Contents for File IV

11.1.2. Past Performance Summary related to this requirement

11.1.3. Organizational Structure Change History

11.1.4. Past Performance Information (PPI) for Prime Contractor

11.1.5 Past performance Information for each Subcontractor/Teaming Partner

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11.1.6. Subcontractor/Teaming Partner Consent Letter for the Release of Past Performance Information to the prime Contractor.

11.2. Organizational Structure Change History, if applicable

Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the performance of relevant, present or past efforts, or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this quote file a “roadmap” describing all such changes in the organization of the Prime Contractor and its team members. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance relevancy.

Since the NAFI intends to consider present and past performance information provided by other sources as well as that provided by the Contractor (s), the “roadmap” should be both specifically applicable to the efforts identified and general enough to apply to efforts on which the NAFI receives information from other sources.

11.3. Past Performance Information (PPI)

11.3.1. Contractor (as well as subcontractors/teaming partner(s) if used) will provide PPI narratives on at least three (3) recent and relevant projects of similar magnitude and scope as the Air Force Services Center (AFSVC) requirements performed within the last five (5) years. Relevancy is more important than quantity of PPI. The NAFI will not consider performance on a contractor submission that occurred more than five (5) years prior to the date of this solicitation. The page limit for the narrative will not exceed six (6) pages per reference. The narrative will include: 1) Customer contact information (i.e. Name, Email, Phone Number, and Mailing Address); 2) A complete description of the scope of the services provided to the customer; 3) The magnitude of the customer requirement;

4) Cost saving initiative initiated during implementation or performance period of the contract; 5) Timeliness and challenges associated with the implementation and lessons learned; and 6) Solutions or adjustments made in response to the challenges in cost experienced. Refer to ATCH 10 - Contractor Past Performance Information (PPI) 24 Sep 2025 and ATCH 11 - Subcontractor Teaming Partner PPI 24 Sep 2025 as guides.

11.3.2. Contractors will explain what aspects of the projects are deemed relevant to the proposed effort. Contractors will describe the rationale supporting the assertion of relevance of the submitted requirement to this

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acquisition. Contractor will clearly link the past performance to the aspects of the Contractor’s proposed efforts.

11.3.3. Contractors will include information regarding efforts accomplished to resolve problems encountered on prior projects as well as past efforts to identify and manage requirement risk. The Contractor is required to demonstrate clear management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified. For example, submission of quality performance indicators or other management indicators could show how the Contractor has overcome problems.

11.3.4. Subcontractor Consent: PPI pertaining to a subcontractor cannot be disclosed to the Prime Contractor without the subcontractor’s consent.

Provide with submission a letter from all subcontractors that will perform at least 10% of the total work or major or critical aspects of the requirement, consenting to the release of their past performance information to the Prime Contractor. Refer to ATCH 12 - Subcontractor Teaming Partner Consent Letter 24 Sep 2025 as a guide.

11.3.5. If the contractor submits past performance information for a subcontractor’s effort, three (3) similar requirements will be submitted for the Prime Contractor and three (3) for the subcontractor.

11.3.6. The NAFI will send Past Performance Questionnaires to the references identified on the PPI for both the Prime & the subcontractor/teaming partner. Please ensure all information is included in PPI to allow for questionnaires to be sent.

12. ACCEPTANCE OF QUOTES

The NAFI reserves the right to consider acceptable only those quotes submitted in accordance with the requirements set forth or referenced in this solicitation, that demonstrate an understanding of the issues involved and the scope of the project. All other quotes will be considered deficient and considered non-responsive. Non-responsive submissions will not be considered for evaluation or award.

13. INCURRED COSTS

The NAFI will not be liable for any costs incurred by the Contractors in submitting quotes or oral presentations in response to this solicitation.

14. ORAL REPRESENTATIONS

14.1. This written contract includes the entire agreement between the parties. The

NAFI will not be bound by an oral or written representation not included in the written contract or a change of amendments thereto.

14.2. The NAFI will not be bound by any terms on the contractor’s forms or letters unless such terms are specifically agreed to and incorporated into the contract and signed by the Contracting Officer.

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TABLE 2 –ORGANIZATION

File Title Page Limit E-Copies

I

CONTRACT DOCUMENTATION 1

Executive Summary 2 Master Table of Contents 4 Table of Contents 3 List of Tables and Figures (If applicable) 4 Glossary of Abbreviations and Acronyms 3 Validity Statement Acknowledgement 1 Company background information for your company showing you are qualified to complete the requirements.

Contact Information 2 Exceptions to Terms and Conditions and Assumptions 10 Quote, NAF Standard Clauses, Special Provisions, Deliveries or Performances, and Representations and Certifications Completed

UNLIMITED

II

COST/PRICING 1

Table of Contents 3 List of Tables and Figures (if applicable) 3

Incremental and Total Price Information (Supplies, Services and Prices)

III

TECHNICAL SOLUTION/CSOW 1

Table of Contents 4

List of Tables and Figures 4

Assumptions 4

Technical Solution Response 60

IV

PAST PERFORMANCE 1

Table of Contents 3 Past Performance Summary 5 Organizational Structure Change History 5

Past Performance Information (PPI) for Prime Contractor

(6 Pgs. for Ea.

reference)

Past Performance Information (PPI) for each Subcontractor/Teaming Partner

(6 Pgs. for Ea.

reference)

Subcontractor/Teaming Partner Consent Letter for the Release of Past Performance Information to the Prime Contractor

1 Page for Ea.

Subcontractor/

Teaming Partner