Attachment 2 - Section L - Instructions.pdf

RFP FA445226R0002- Attachment 2

Section L – Instructions, Conditions, and Notices to Offerors

1. General Instructions

The offeror’s proposal must include all data and information requested by this Instruction to

Offerors (ITO) and must be submitted in accordance with these instructions. The offeror shall be compliant with the requirements as stated in the Performance Work Statement (PWS), Contract Data Requirements List (CDRL), and Request for Proposal (RFP). Non- conformance with the instructions provided in this ITO will result in an unfavorable proposal evaluation.

The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of all stated claims. The proposal shall not simply rephrase or restate the Government’s requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements.

Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the offeror’s proposal.

Government will base its evaluation only on the information presented in the offeror’s proposal and information provided during questions and answers or competitive negotiations, if applicable.

1.1 General Information

1.1.1 Point of Contact

The Contracting Officer (CO), Ms. Alexis Strieker, and Contract Specialist (CS), Ms. Marissa

Markus, are the points of contact for this acquisition. Address any questions or concerns you may have to these POCs by 12:00 PM Central Daylight Time (CDT) on 21 Aug 2026.

Questions received after this date and time will not be addressed prior to the solicitation due date. Written requests for clarification will be sent to the email addresses listed below:

POC Email

Ms. Alexis Strieker alexis.strieker@us.af.mil

Ms. Marissa Markus marissa.markus@us.af.mil

1.1.2 Debriefings

The contracting team will promptly notify offerors of any decision to exclude them from the competitive range (if competitive negotiations are held); whereupon they may request and receive a debriefing in accordance with RFO 15.301-1. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing. The contracting team will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with RFO 15.207-2. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a mailto:Alexis.strieker@us.af.mil mailto:marissa.markus@us.af.mil debriefing must make their request in accordance with the requirements of RFO 15.301-1, as applicable.

1.1.3 Discrepancies

If an offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the points of contact listed above in writing with supporting rationale as well as the remedies the offeror is asking the CS and CO to consider as related to the omission or error. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without establishing a competitive range and entering into competitive negotiations.

1.1.4 Electronic Reference Documents

All reference documents for this solicitation are available on the SAM.gov website at https://SAM.gov. Potential offerors are encouraged to subscribe for real-time email notifications when information has been posted to the website for this solicitation.

1.1.5 Oral Presentations will not be permitted.

1.1.6 Communications

Exchanges of source selection information between the Government and offerors will be controlled by the CS and CO via email. Email may be used to transmit such information to offerors only if the email includes “Source Selection Information – See RFO 2.101 & 3.104” in the Subject line.

1.1.7 Amendments to Solicitation

Offerors shall acknowledge receipt of any amendment.

1.1.8 Organizational Conflict of Interest (OCI)

At the time of submitting a proposal, offerors must state affirmatively if it has OCI issues and must submit an OCI Identification and Mitigation Plan. The Government-accepted OCI

Identification and Mitigation Plan shall be incorporated by reference into a resultant Contract. If no OCI exists, the offeror shall provide a statement stating no OCI exists in the Cover Letter.

1.2 Organization / Number of Copies / Page Limits

The offeror shall prepare the proposal for award of the C-40 Flight Simulator Training

Requirements Contract as required by the Proposal Organization Table below. The Volumes identified in Table 1 shall be submitted via email to the contracting POCs by the proposal due date.

Table 1. Proposal Organization Table

VOLUME

ITO

Paragraph # VOLUME TITLE Maximum

Length

I 2.1 Cover Letter and Contractual

Documentation No Limit

II 2.2 Gates (Pass/Fail) No Limit

III 2.3 Factor 1: Technical 10 Pages

IV 2.4 Factor 2: Past Performance 3 Pages

V 2.5 Factor 3: Price **See below

*Volume III: The proposed Course Syllabi for training courses (Reference: Attachment 3 –

Section M – Evaluation Factors for Award) shall be included as attachments.

**Volume V: RFP Attachment 6 – Pricing Worksheet, shall be used for Volume V.

1.2.1 Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. The specified page limits for Evaluation Notice

(EN) responses will be identified in the ENs sent to the offerors.

Each page shall be counted except the following: Cover Letter and Contractual Documentation

(Volume I), title pages, tables of content, tabs, glossaries, indexed lists of tables and figures, Requirements Contract Attachments 5 and 6, Gates (Volume II), and proposed Course Syllabi for pilot training courses.

1.2.1.1 Page Formatting

Page size shall be 8.5 x 11 inches. Pages shall be typed with no smaller than single line spacing.

Except for the reproduced sections of the solicitation document, the text size shall be no less than

10- point. Use at least 1- inch margins on the top and bottom and 1-inch side margins. Pages shall be numbered sequentially by volume.

Legible tables, charts, graphs, and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 8.5 x 11 inches in size. For tables, charts, graphs and figures, the text shall be no smaller than 10-point. Pages shall be numbered consecutively within each volume. The page limits prescribed are maximum page limits for each volume. All proposal information shall be submitted in either MS Word, PDF, or MS Excel format unless otherwise indicated in the solicitation.

*These page size and format restrictions shall apply to responses to ENs.

**Each volume shall be separately labeled and submitted via email referencing the volume and solicitation number in each submission.

1.2.2 Pricing Related Data

All pricing data shall be addressed ONLY in the Price Proposal Volume. Pricing information shall be submitted in Microsoft Excel format utilizing Attachment 6 of this RFP.

The C-40 Flight Simulator Training Follow-on Requirement Contract Attachment 6 price proposal shall include Flight Simulator Training rates for each year of the entire five-year ordering period. The Flight Simulator Training rates will be part of the official requirements contract and utilized to calculate the price for all subsequent Task Orders. All significant assumptions, scope limitations, and/or qualifications of the proposal shall be addressed and explained.

1.2.3 Cross-Referencing

To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other volumes of the proposal. Information required for proposal evaluation, which is not found in its designated volume, will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

1.2.4 Indexing

Each volume shall contain a table of contents to delineate the subparagraphs within that volume.

Tab indexing shall be used to identify sections and will not count against page limitations.

1.2.5 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

1.2.6 Tables and Figures

Include an indexed list of Tables and Figures. This index will not count against page limitations.

1.2.7 Title Page and Labeling

Each volume must include a title page, which includes:

a) Solicitation Number

b) Name, address, telephone number(s), and email address of the offeror.

Be sure to apply all appropriate markings including those prescribed in accordance with RFO

52.215-1(e), Restriction on disclosure and use of data, and RFO 3.104-4, Disclosure, Protection, and Marking of Offeror Bid or Proposal Information and Source Selection Information.

1.3 Electronic Proposal

Complete proposals include an electronic submission (via email), no later than the required proposal due date. Use separate files to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any. The electronic submission shall be submitted in a format readable by Microsoft (MS) Office 2016 suite of applications.

If competitive negotiations (CNs) are required, ENs will be distributed electronically via email.

Offerors shall submit electronic copies of their EN responses no later than the required EN response due date. Final Proposal Revisions (FPRs), if required, shall be submitted via email. An electronic copy of the resultant contract will be emailed to the award-winning offeror. All email communications will include “Source Selection Information – See RFO 2.101 & 3.104” in the subject line.

1.4 Proposal Submission Requirements

Proposals are to be submitted by the due date specified in the RFP Cover Letter. Offerors are to submit one electronic copy of their proposal via email to Ms. Marissa Markus at marissa.markus@us.af.mil and Ms.

Alexis Strieker at alexis.strieker@us.af.mil.

Per RFO 52.212-1(b), the offeror shall agree to hold their proposed pricing provided in Attachment 6, Pricing

Worksheet, firm for 120 days following the expiration of the proposal submission window.

2.0 C-40 Flight Simulator Training Requirements Contract

Requirements Contract Attachments for Submission to CO and CS

• Attachment 5, Provisions and Clauses: Complete all fill in Provisions and Clauses

• Attachment 6, Pricing Worksheet (Complete sections highlighted in green.)

• Attachment 7: Consent Letter

Requirements Contract Attachments (No Submission Required):

• Attachment 1, Performance Work Statement (PWS) with attachments and appendices

• Attachment 2, Section L – Instructions, Conditions, and Notices to Offerors or Respondents

• Attachment 3, Section M – Evaluation Factors for Award

• Attachment 4, CDRLs

2.1 Volume I –Cover Letter

2.1.1 The offeror shall provide the following information in Volume 1:

1. Small Business status/category

2. Company’s Primary and Alternate Points of Contact with email/phone and who is authorized to contractually obligate the company

3. Commercial and Government Entity (CAGE) Code

4. Unique Entity Identifier (UEI)

5. Offeror shall address any assumptions to the Contracting Officer or provide a statement that no assumptions are made of the requirements

6. If proposing a teaming arrangement or a subcontractor, the offeror shall provide the following of the other company

a. Company Name

b. UEI

c. Business Size

7. A statement that the proposal is valid for 120 days following the expiration of the submission window.

8. Provisions and Clauses with all fill-ins complete

9. Organizational Conflict of Interest Identification and Mitigation Plan, if applicable.

2.1.2 Table of Contents

mailto:marissa.markus@us.af.mil mailto:alexis.strieker@us.af.mil

Include a master table of contents of the entire proposal.

2.2 Volume II – Gates (Pass/Fail)

2.2.1 General

To be eligible for award and for further evaluation of subsequent Volumes, offerors shall provide documentation that demonstrates that their proposal meets the requirements listed in Attachment 3 – Section

M – Evaluation Factors for Award.

2.3 Volume III – Technical

2.3.1 General

The Technical Volume should be specific and complete. Legibility, clarity, and coherence are very important. Offerors responses will be evaluated against the Technical factors and subfactors defined in Attachment 3 – Section M – Evaluation Factors for Award. Using the instructions below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these subfactors. Do not merely reiterate the language in the PWS. All the requirements specified in the solicitation are mandatory.

2.3.2 Format and Specific Content

2.3.2.1 Factor 1: Technical

In the technical volume, address your technical approach for meeting the Government’s threshold performance or capability requirements of each technical subfactor and measure of merit. Requirements for Factor One – Technical Approach are described below:

(1) Subfactor 1: Submit a course syllabus for each training program (Initial, Refresher, Recurring, Refresher/Recurring Evaluation, Senior Officer, Requalification, and 737MAX

Differences) indicating, at a minimum, the course description and a daily outline of subjects or activities. (IAW PWS 1.3.1 – 1.3.6, 1.3.10) Course syllabi are to be submitted as attachments to the Technical Approach and will not be included in any page limitations.

(2) Subfactor 2: Submit a quality control plan that ensures training meets all PWS requirements and includes proposed actions for correction of any simulator malfunctions, deficiencies, or student complaints. The plan must include the process to review and validate student complaints with the COR and identify how corrective actions will be taken to ensure timely resolution of validated complaints or suggested improvements submitted via course critique.

2.4 Volume IV - Factor 2: Past Performance

2.4.1 General

Offerors shall submit past performance references demonstrating recent, relevant experience with a history of quality performance. Offerors responses will be evaluated for recency, relevancy, and quality as defined in

Attachment 3 – Section M – Evaluation Factors for Award. Along with the information required, the offeror shall submit a Subcontractor Consent Letter (Attachment 7) executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the offeror so the offeror can respond to such information. A "significant subcontractor or teaming partner" is defined as any entity proposed to perform more than 10% of the total effort.

The Government will consider the entire C-40B/C Pilot Training Follow-on Requirements Contract size and magnitude when considering the recent and relevant record of performance demonstrated, as well as the quality of that performance. Therefore, the offeror shall consider the entire C-40B/C Pilot Training Follow-on

Requirements Contract size and magnitude when submitting past performance products and services that meet the contract requirements.

2.4.2 Past Performance Information

Offerors are limited to a maximum of three (3) total past performance submissions, with strict limits on the number of submissions allowed for the Prime contractor and subcontractors, as well as a one-page limit per submission. Under no circumstances shall the total volume of past performance references exceed three (3) submissions.

Each individual past performance reference must not exceed one (1) page in length. Pages exceeding this limit will be removed prior to evaluation and will not be considered.

No more than two (2) past performance submissions may be submitted for the prime contractor. No more than one (1) past performance submission may be submitted for a subcontractor. If multiple subcontractors are proposed, the prime contractor must select only one subcontractor reference to include in the overall total.

Each submission shall contain the following information:

1. Contractor (Company/Division)

2. Contractor UEI and CAGE Code

3. Contract/Task Order Number

4. Contract Type (e.g., FFP, FPIF, CPIF, CPFF, etc.)

5. Program Title

6. Customer or Agency Name and Description

7. Brief Program Description

8. Brief description of Work Performed

9. Period of Performance

a. Original Period of Performance (assuming all options exercised)

b. Current Period of Performance, (assuming all options exercised)

c. Reason for difference (if applicable):

10. Contract Dollar Value

a. Original Maximum Contract Value (assuming all options exercised)

b. Current or Final Maximum Contract Value (assuming all options exercised)

c. Reasons for difference between original and current contract dollar value (if applicable)

While Offerors should keep the entirety of PWS 1.3 in mind, references must specifically demonstrate experience performing the following C-40 pilot training courses:

1. PWS 1.3.1: C-40 Initial Qualification Pilot Training

2. PWS 1.3.4: C-40 Refresher/Recurring Evaluation Pilot Training (4 days)

3. PWS 1.3.5: C-40 Pilot Senior Officer Training

4. PWS 1.3.6: C-40 Requalification Training

Offerors are not required to submit CPARS reports with their proposal. The Government will pull the most recent, completed annual or final CPARS reports directly from the official CPARS database using the contract and order numbers provided in the Offeror's past performance submissions.

2.5 Volume V – Factor 3: Price

2.5.1 Complete, Reasonable, and Balanced Pricing

Each offeror shall provide a pricing proposal for C-40 Flight Simulator Training rates utilizing

RFP Attachment 6 – Pricing Worksheet. Compliance with these requirements is mandatory and failure to comply may result in rejection of your proposal. Each offeror shall submit pricing information to support the completeness and reasonableness of their proposed prices for all

CLINs. The pricing information submitted shall fully support the requirements specified in the

PWS. Information shall also be segregated by each year in the ordering period.

Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. Proposals should be sufficiently detailed to demonstrate their completeness and reasonableness. The burden of proof for credibility of proposed prices rests with the offeror.

2.5.2 Rounding

All pricing provided in Attachment 6 – Pricing Worksheet shall be rounded to the nearest dollar.