Atch 3 ICE Ordering Procedures 32023.docx.pdf

Attachment 3 Page | 1

A2/6 Intel, Cyber, and Electromagnetic

(ICE) A&AS

Ordering Procedures

1.0 INTRODUCTION

1.1 Purpose.

The purpose of the ICE A&AS Multiple Award Contracts (MAC) Indefinite-Delivery/Indefinite- Quantity (IDIQ) is to provide the full range of business systems application support services in support of daily operation activities for AF A2/6 in Cyber, Intelligence, Surveillance, Reconnaissance, and Electromagnetic Spectrum Superiority Support. The ICE MAC IDIQ is intended to encourage the best sources from industry to become involved in the program and provide a mechanism to which the work can be pursued with reasonable flexibility and minimum administrative burden. These Ordering Procedures provide direction for ordering and administration. The contract terms are identified and explained in the Ordering Procedures to ease the purchasing process. This MAC IDIQ platform was established as a means to foster competition.

1.2 Mandatory usage.

The ICE MAC IDIQ contracts are not mandatory.

1.3 Effective Dates (Ordering Period).

Task Orders (TOs) may be placed against the IDIQ contracts from contract award. The basic contract will have an ordering period of 5 years from the date of award.

1.4 Eligibility.

This IDIQ is centralized. Customer support shall be coordinated with Air Force Deputy Chief of Staff for Intelligence, Surveillance, Reconnaissance (ISR) and Cyber Effects Operations (CEO)

(AF A2/6)

1.5 Funding.

All types of funding may be used under these MAC IDIQs.

1.6 Minimum / Maximum Order.

An initial TO in the amount of $1,000.00, for a post award conference, will be awarded upon execution of each MAC IDIQ Basic Contract. This initial Task Order will satisfy the requirements in AFFARS MP5316.504(a)(2). Maximum Task Order amount is $10M. The monetary limit for the sum of all Task Orders against these contract vehicles is $99,000,000.00.

1.7 Decision authority for all task orders requirements is the Contracting Officer.

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2.0 FAIR OPPORTUNITY PROPOSAL REQUEST (FOPR)

2.1 Competition.

All TOs under these contracts, other than the initial orders discussed in 1.6 above, will be placed using the procedures outlined in FAR 16.505 - Ordering. Specific program requirements will be initiated by a FOPR for each Task Order. Emphasis is placed on fostering competition among all of the IDIQ participants under the ICE MAC IDIQ.

2.1.1 All contractors on the basic IDIQ will be given a fair opportunity to be considered for each Task Order pursuant to the procedures outlined at FAR 16.505(b) unless an exception as outlined in FAR 16.505(b)(2) applies. In such a case, a FOPR may be issued to a few or just one contractor.

2.2 FOPR Process.

The FOPR will include a due date for proposal submission and either a supplemental Performance Work Statement (sPWS) that will include a task specific description of the work to be accomplished, a listing of deliverables, a description of the evaluation criteria, and any additional data as appropriate. The FOPR will also include specific instructions for the submission of proposals and other information deemed appropriate.

2.2.1 The Government will attempt to provide at least ten (10) calendar days for the Offeror(s) to prepare and submit technical and price proposal for each Task Order. However, more or less time may be allowed based on the individual requirement.

2.2.2 The due date will be set forth in each letter request for proposal. If the contractor elects not to propose they shall inform the Contracting Officer (CO) in writing within five (5) calendar days of receipt of the request, and shall identify the rationale for not proposing as 1) insufficient time to propose, 2) OCI concerns, or 3) lack of interest.

2.3 Proposal Package.

Proposal packages shall consist of 2 parts: Price and Technical

2.3.1 Price: Price proposal shall include, but is not limited to, the following:

a. Overall Price with Breakdown of Price for:

i. Proposed labor categories, skill levels, and number of hours;

ii. Proposed Travel/Materials

b. Support documentation,

i. Subcontracting agreements;

ii. Bill of Materials, Material Quotes and/or;

iii. Historical data

c. Other than Certified Cost and Pricing Data, if applicable and appropriate.

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2.3.2 Technical Proposals. Technical proposal information will normally be streamlined to a limited number of pages. Proposals shall not merely restate sPWS. Technical proposals will be tailored to individual requirements. The following are examples of information that may be requested:

a. A narrative describing:

i. The Offerors planned approach to accomplishing the work and the qualification

(s) of key personnel assigned

ii. The proposed deliverables: Hardware, Software, Design, Data

iii. Rationale for the proposed labor categories, skill levels, and number of hours proposed;

iv. Travel plans, if applicable

v. Proposed schedule of performance and correlated payment schedule

vi. Required Government Furnished Property, rationale for its need, and dates required.

vii. Required materials/other direct charges

viii. Relevant Experience

ix. Teaming Arrangements (including subcontracting)

x. OCI Mitigation Plan/method of compliance

xi. Other pertinent data deemed necessary

b. Data Rights Assertions, as applicable and appropriate

2.3.3 Specific detail to be identified in each TO Proposal Request.

2.4 Subcontracting.

2.4.1 Intent to subcontract. The contractor is reminded that coordination with the PCO is required prior to subcontracting when applicable security requirements are specified.

2.4.2 Notification of Subcontractor Costs. The contractor shall provide notification to the CO with submission of the proposal if the Task Order will make the aggregate value of any subcontract exceed $1,000,000. The notification shall include the subcontractor's name, address, place of performance, telephone number, and aggregate value of the subcontract.

2.5 TO Preparation Costs.

The contractor shall assume all costs associated with preparation of proposals for the TO as an indirect charge. The Government will not reimburse contractors for proposals as a direct charge.

2.6 TO Issuance.

TOs may be issued by e-mail, regular mail or facsimile using a SF 1449, SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS and other applicable forms.

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2.7 Unauthorized Work.

The contractor is not authorized at any time to commence Task Order performance prior to issuance of a signed TO or other written approval provided by the Contracting Officer.

3.0 SELECTION OF CONTRACTORS FOR ORDER AWARDS

3.1 Evaluation.

Basis of task order awards:

The Government intends to award each Task Order to the responsible Offeror whose proposal, conforming to the TOPR, provides the Best Value to the Government, considering price and non-price factors below.

The following factors shall be used to evaluate offers: (i) Technical and (ii) Price.

Relative importance of factors: Technical is more important than Price.

A selection may be made to other than the Offeror who offers the lowest evaluated price or to other than the best Technical Proposal, in determining the Best Value, trade-off.

Adjectival Rating Description Outstanding Proposal demonstrates an exceptional approach and understanding of the requirements and contains multiple strengths and/or at least one significant strength, and risk of unsuccessful performance is low.

Good Proposal indicates a thorough approach and understanding of the requirements and contains at least one strength or significant strength, and risk of unsuccessful performance is low to moderate.

Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements, and risk of unsuccessful performance is no worse than moderate.

Marginal Proposal has not demonstrated an adequate approach and understanding of the requirements, and/or risk of unsuccessful performance is high.

Unacceptable Proposal does not meet requirements of the solicitation and, thus, contains one or more deficiencies and is unawardable, and/or risk of performance is unacceptably high.

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Risk definitions Description Low Proposal may contain weakness/weaknesses which have low potential to cause disruption of schedule, increased cost, or degradation of performance. Normal contractor emphasis and normal Government monitoring will likely be able to overcome any difficulties.

Moderate Proposal contains a significant weakness or combination of weaknesses which may have a moderate potential to cause disruption of schedule, increased cost, or degradation of performance. Special contractor emphasis and close Government monitoring will likely be able to overcome any difficulties.

High Proposal contains a significant weakness or combination of weaknesses which is likely to have high potential to cause significant disruption of schedule, increased cost, or degradation of performance. Special contractor emphasis and close Government monitoring will unlikely be able to overcome any difficulties.

Unacceptable Proposal contains a deficiency or a combination of significant weaknesses that causes an unacceptable level of risk of unsuccessful performance.

3.2 Interchange.

The Government intends to award without interchanges but reserves the right to open interchanges at its discretion. The Government may conduct interchanges with some, none, or all offerors at its discretion.

4.0 GOVERNMENT REVIEWS.

4.1 Proposal Review.

Upon receipt, a Government team will analyze the proposals. The contractor whose proposal offers best value to the Government will be issued a Task Order directing the Contractor to commence performance of the task. Interchanges may or may not be conducted with one or more contractors, as required, prior to issuance of any Task Order. In the event issues pertaining to a proposed task cannot be resolved to the satisfaction of the CO, the CO reserves the right to withdraw and cancel the proposed task or to commence interchanges with another MAC IDIQ contractor. In such case, Contractors shall be notified in writing of the CO’s decision. The Government reserves the right to award Task Orders without Interchanges.

4.1.1 Inadequate Task Order Proposals. The Government reserves the right to not consider proposals deemed adequate for award.

4.1.2 Task Order Evaluations. Evaluations will be based on information provided in response to the request for proposal, information requested by the CO from all contractors prior to issuance of the particular TOs and other information available to the Government evaluation team.

4.1.3 Organizational Conflict of Interest Evaluations.

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a. The contractor or its team member shall be excluded from competition or award of any Task Order if the contractor has received advance procurement information before such information has been made generally available to other persons or firms unless mitigation measures are put in place, to avoid, neutralize, or mitigate an OCI.

b. The contractor or its team member shall be excluded from competition or award of any Task Order for which the contractor or its team member actually assists in the development of the requirement or performance work statement unless mitigation measures are put in place to avoid, neutralize or mitigate an OCI.

c. The contractor or its team member shall be excluded from competition or award of any Task Order which calls for the evaluation of system requirements, system definitions, or other products developed by the contractor or its team member unless mitigation measures are put in place to avoid, neutralize or mitigate and OCI.

d. The contractor or its team member shall be excluded from competition or award of any Task Order which calls for the construction or fabrication of any system, equipment, hardware, and/or software for which the contractor participated in the development of requirements unless mitigation measures are put in place to avoid, neutralize, or mitigate an OCI. This shall not exclude the contractor or its team member from performing work under any amendment or modification to this contract or from competing for award for any future contract for work that is the same or similar to work performed under this contract.

e. The Government has sole authority to determine if the measures that are put in place to avoid, neutralize or mitigate an OCI are sufficient to justify not excluding a contractor from a Task Order award.

4.1.4 Evaluation Documentation. Documentation of the evaluation will be recorded on the attached form or a substitute if furnished to the contractor at the time proposals are requested.

4.2 Contractual Requirements.

While dollar thresholds of requirements will determine reviews outside the authority of the Contracting Officer, contractors should be aware that any complexities to the requirement may dictate contractual requirements that will lengthen the award process. Due to the varying potential of complexity, projected timelines will be provided with each FOPR.

4.2.1 Dollar Thresholds. Requirements greater than $5M will require additional reviews that may lengthen process times before and after FOPR.

4.2.2 Varying complexity. Complexity can include, but is not limited to, contract type determination, performance periods, delivery, competition, price, interchanges, etc.

Requirements will be vetted through appropriate channels to determine the most optimum

Page | 7 avenue to ensure the mission is met. Each requirement will be processed on a case by case basis.

Repeat or duplicated efforts cannot be guaranteed for similar orders.

4.3. Pricelist.

Rates included in the basic IDIQ contract are ceiling rates and are the maximum rates the contractor can propose for each of the applicable years of the IDIQ ordering period.

4.4 Standards.

Specific Standards may be required and will be identified in the TO.

4.5 Delivery.

Required deliverables will be identified in each TO.

4.6 Period of Performance.

As specified in individual TOs and/or consistent with IDIQ Contract terms and conditions.

4.7 Security.

Overall contract clearance DD 254 DoD Contract Security Classification Specification is established with the basic contract. Security requirements shall be addressed at the TO level in the Task Order statement of work and comply with the basic contract DD 254. Whenever a requirement requires a change to contractor access from the basic DD254 work will not be authorized until an update to the DD254 is accomplished.

5.0 OTHER PERTINENT INFORMATION

5.1 Synopsis

The Contracting Officer is not required to synopsize orders on the Government Point of Entry (GPE) under this contract.

5.2 Protest

Protests are limited to information IAW FAR 16.505(a)(10)(i).

5.3 Modifications.

Any changes to these procedures will be incorporated by bilateral modification to the contract.

5.4 Closeout.

Notification that a closeout of an order is complete must be provided to the Contracting Officer once closeout has been accomplished. The Contractor shall work in partnership with the Government to closeout orders as soon as possible after they are physically complete by using the "Quick Closeout" procedures described in FAR 42.708 as much as practical. Upon Task Order completion the Program Manager will notify the technical

Page | 8 project manager and the contractor to complete the following documents as required to facilitate closeout.

a. Final Monthly Status Report (MSR)

b. Final Receiving Report (2in1invoice coded “z”)

c. Task Order Evaluation and Close-Out Checklist