Attachment 2-Simplified Acquisition Proposal Request (SAPR) FA481426Q0002 - ITO and BOA.pdf

Simplified Acquisition Proposal Request (SAPR), Attachment 2

SAPR# FA481426Q0002

Instructions to Offerors/Basis of Award

1. Instructions to Offerors:

A. This is a competitive simplified acquisition selection conducted in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 13. Contracts awarded under FAR 13 are not subject to FAR 15.3 procedures. Accordingly, award of a contract under this Simplified Acquisition Proposal Request (SAPR), should an award be made, shall follow the procedures outlined in FAR 13, as supplemented.

B. The proposal submitted in response to this SAPR must be in compliance with the terms and conditions stated in the SAPR and attachments, and the Performance Work Statement (PWS). All claimed capabilities to meet the requirements shall be realistic and are subject to verification by the Government. Non-conformance with these instructions may result in rejection of the proposal or an unfavorable proposal evaluation or being deemed ineligible for award. The Government will select the best submission which conforms to the SAPR requirements (to include all stated terms, conditions, representations, certifications, and all other information required by the submission instructions), and is judged, based on the evaluation factors, to represent the best value to the Government. The Government seeks to award to the Offeror who is best suited to fulfill the Air Force requirements. This may result in an award to a higher rated, higher priced Offeror, where the decision is consistent with the evaluation factors, and the Government reasonably determines that the technical and/or overall business approach of the higher priced Offeror outweighs the price difference.

C. Offerors must clearly identify any exception to SAPR terms and conditions and must provide complete supporting rationale. The Government reserves the right to determine any such exceptions are unacceptable. Any exception determined unacceptable by the Government may result in the Offeror’s proposal being determined unacceptable and ineligible for award. This information shall be provided in the format and content of the table below within the Offerors proposal cover letter. If no exceptions are taken, include a statement stating so within the proposal cover letter.

SAPR Exceptions

SAPR

Document

Page/ Paragraph

Requirement/ Portion Rationale

PWS, ITO,

Evaluation Factor, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

D. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should 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 or experience and will base its evaluation on the information presented in the Offeror's proposal.

E. 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 CO in writing with supporting rationale as well as the remedies the Offeror is asking the CO to consider as related to the omission or error.

F. Each Offeror shall submit proposals electronically via email in a format readable by Microsoft (MS) Word, Adobe Acrobat X Pro, MS Excel, and MS-Power Point. as applicable to POC email addresses.

H. Offerors submitting a proposal in response to this SAPR shall submit a cover page, technical volume, and price proposal. Text shall be single-spaced, on an 8 ½ x 11 sheet with a minimum one-inch margin all around. Font shall be no less than Times New Roman 10 pt. Pages shall be numbered consecutively within each volume. The page limits prescribed are maximum page limits for each volume. When both sides of a sheet display printed material, it shall be counted as two (2) pages. Cover pages, tables of contents, cross-reference matrix, tabs, and glossaries shall not be counted against prescribed page limits. Pages submitted in excess of these limits will not be read or considered in the Government’s evaluation of the proposal. All proposal information shall be submitted in either MS Word or PDF format except for Pricing information (Volume II). Pricing information shall be submitted in MS Excel format (Pricing Worksheet, Attachment 4). Each volume shall be submitted as a separately-labeled electronic file. The total size of both volumes shall not exceed 20MB.

Offerors must ensure that pricing information is only included in Volume II. Do NOT include any Pricing information in Volume I. All unit and extended prices provided shall be rounded to the nearest dollar. Extended prices must be divisible by the number of units proposed. All loaded labor rates shall be rounded to the nearest penny. Submit your proposal electronically in accordance with the table below. All electronic submissions shall reference the complete SAPR number in the subject line.

VOLUME REFERENCE TITLE

MAXIMUM

NUMBER OF

PAGES

I

Cover Letter No page limit

Factor 1 Technical Approach See below Sub-factor 1.1 Transition Plan 5 Sub-factor 1.2 Staffing Plan 10 Sub-factor 1.3 Technical Experience 3

II Factor 2 Price No page limit

(1) Volume I: Cover Letter shall include Offerors’ contract number, small business status/categories, company primary and alternate points of contact with email/phone and who is authorized to contractually obligate the company, CAGE Code, UEI/DUNS number, a statement that the company understands the requirements specified and will meet the performance standards and requirements therein, a statement that the company does or does not take exception to any of the requirements of this SAPR, and/or specific information if proposing a teaming arrangement.

(2) The Technical Proposal should be specific and complete. Legibility, clarity, and coherence are very important. Your responses will be evaluated against the Technical subfactors. Provide as specifically as possible the actual methodology you would use for accomplishing/satisfying the subfactors. Address your technical solution for meeting or exceeding the Government’s minimum performance or capability requirements of each technical subfactor. All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

(3) Volume II: The offeror shall submit attachment 4, Pricing Worksheet to support the completeness and reasonableness of their proposed prices for all CLINs and shall also show the consolidated total price for performance. The pricing information submitted should fully support the PWS requirements for each major functional element specified in the PWS. A separate breakdown must also be provided which shows the skill mix, labor categories, labor rates, position descriptions and prove compliance with WD # 2015-4571, Rev. 27 dated 07/08/2025 (attachment 3).

2. Basis of Award:

A. Award will be made in accordance with the procedures specified in the SAPR, to the Offeror whose proposal results in the best value to the Government. An contract may be awarded to the offeror who is deemed responsible IAW FAR 9.1, as supplemented, whose proposal conforms to the SAPR’s requirements (to include all stated terms, conditions, representations, certifications, and all other information required by the SAPR instructions) and is judged, based on the evaluation factors and subfactors, to represent the best value to the Government.

B. Following receipt of responses to this SAPR, the Government will perform a comparative analysis in order to select the offeror that is best suited to fulfill the requirements of the SAPR.

The comparative analysis will be based on the Offeror’s responses to the factors/subfactors outlined in the SAPR, given their stated relative order of importance.

C. Interchanges are fluid interaction(s) between the Contracting Officer (CO) and the Offerors that may address any aspect of the proposal and may or may not be documented in real time.

The Government intends to make award based on the initial proposal submissions without conducting interchanges. Therefore, each offer should contain the Offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to hold interchanges using Interchange Notices (INs) if, during the evaluation, it is determined to be in the best interest of the Government. Offeror responses to INs will be considered in making the award selection decision. Interchanges may be conducted with one, some or all offerors as the Government is not required to conduct interchanges with any or all Offerors responding to this

SAPR.

Once the Government determines the Offeror that is best-suited to meet stated requirements, the Government reserves the right to communicate with only that Offeror to address any issues, if necessary, and finalize a contract with that Offeror. If the parties cannot successfully resolve outstanding issues, as determined pertinent at the sole discretion of the Government, the Government may communicate with the next best-suited Offeror, based on the original analysis and address any necessary issues with that Offeror. If the government begins communications with the next best-suited Offeror, no further communications with the previous Offeror will be entertained until after contract award. This process will continue until an agreement is successfully reached and a contract is awarded.

D. Evaluation Factors. Regarding the relative importance of each factor:

Within the Technical Approach, subfactor 1.1, subfactor 1.2, and subfactor 1.3 are of equal importance. All evaluation factors other than cost or price, when combined are more important than cost or price.

E. Responses to this SAPR will be evaluated against the following factors and subfactors:

Factor 1: Technical Approach Subfactor 1.1: Transition Plan Subfactor 1.2: Staffing Plan Subfactor 1.3: Technical Experience Factor 2: Price

The Offeror’s proposal shall, at a minimum, address each of the subfactors, as they apply to the PWS. The technical proposal should demonstrate the Offeror’s ability to perform the technical requirements.

FACTOR 1: Technical Approach

Sub-Factor 1.1 – Transition Plan – Submittal Requirements:

In response to this subfactor, offerors must provide a comprehensive and detailed roadmap for seamlessly assuming the responsibilities from the outgoing contractor. At a minimum, Offerors shall:

- Clearly define the transition team's organization, roles, responsibilities, and lines of communication. Identify key personnel responsible for various aspects of the transition (e.g., operations, safety, quality, training).

- Identify potential risks to the successful transition and develop mitigation strategies.

- Describe plan to keep all stakeholders (e.g., government personnel, aircrew, maintenance personnel) informed of the transition progress and any potential impacts.

Sub-Factor 1.2 – Staffing Plan – Submittal Requirements:

In response to this subfactor, offerors must demonstrate their understanding of the personnel requirements to successfully execute the contract. At a minimum, Offerors shall:

- Provide a detailed staffing table outlining the number and type of personnel required for each functional area (e.g., washing, supervision, management, quality control, safety, administration). Include clear and concise job descriptions for each labor category, specifying the required skills, experience, and qualifications. This helps justify the proposed labor rates and ensures that personnel are assigned to the appropriate tasks. Provide a clear rationale for the proposed staffing levels, demonstrating how the number of personnel is sufficient to meet the Performance Work Statement (PWS) requirements. This should consider factors such as:

1. Aircraft Wash Volume: The expected number of aircraft washes per day, week, or month.

2. Wash Cycle Time: The average time required to wash each aircraft.

3. Shift Schedules: The number of shifts per day and the number of personnel per shift.

4. Support Functions: The time required for support functions such as supervision, quality control, safety, and administration.

5. Equipment Maintenance: The time required for equipment maintenance and repair.

6. Surge Capacity: The ability to increase staffing levels to meet unexpected increases in demand.

- Details how the offeror will oversee and administer all aspects of the operation, ensuring quality, safety, efficiency, and compliance.

- State the offeror's plan to retain qualified incumbent personnel from the outgoing contractor. This often involves outreach, competitive compensation packages, and clearly communicating the benefits of working for the new offeror. Be realistic about expected retention rates.

- Outline the process for recruiting, hiring, and onboarding personnel, including timelines. Include contingency plans to address potential hiring challenges.

- Specifically identify the number of personnel qualified at the time the proposal is submitted that are certified on towing KC-135 aircraft. Provide backup tow plan as referenced in PWS.

- Explain the process for obtaining necessary background checks, security clearances, and badges for all personnel IAW PWS.

- Provide Mission Essential Contractor Services Plan IAW PWS Sec. 4.28 and DFARS 252.237-7023 and DFARS 252.237-7024.

Sub-Factor 1.3 – Technical Experience – Submittal Requirements:

Offerors shall provide the technical methodology/approach to be used in performing the requirements of the PWS for the technical discriminators listed below. Include in your approach, up to three projects your company has completed within the last five (5) years from the date of this SAPR that, in the aggregate, reflect your company’s ability to perform the discriminator items. Each customer reference shall include a contracting and technical point of contact along with email address, phone number, and title. The Government may supplement the experience information provided with information concerning your performance from any other reliable source including its own experience with your company. Approaches provided that do not meet at least one technical discriminator will be rated unacceptable. Offerors unable to provide three projects will receive a neutral rating. Projects provided that reflect poor performance will be rated unacceptable. The technical discriminators are as follows:

1. Documented experience washing large military aircraft with similar construction and sensitivities (e.g., C-130, C-17, C-5).

2. Demonstrated understanding of and compliance with applicable military specifications and standards related to aircraft washing.

3. Demonstrated experience using cleaning compounds and/or topcoats appropriate for the materials the KC-135 is made of.

During evaluation of each proposal, the Government will assign each subfactor a rating as shown below. A rating of unacceptable in one or more subfactors will constitute an overall rating of unacceptable for the technical approach evaluation.

The following ratings will be utilized:

FACTOR 2: Price.

A. Price proposals should support the proposed technical approach and will be evaluated for completeness, reasonableness and for unbalanced pricing. Offerors whose

Technical Approach Ratings

Rating Description

Excellent Proposal meets and exceeds the requirements of the SAPR with notable strengths.

Acceptable Proposal meets the requirements of the SAPR.

Unacceptable Proposal does not meet the requirements of the SAPR.

Neutral A neutral rating means evaluators didn't identify any "discriminators" that clearly distinguish the proposal as superior or inferior to others. A neutral rating is less than acceptable but higher than unacceptable.

price is determined to be incomplete, unreasonable and/or unbalanced will not be considered for award.

B. The Total Evaluated Price (TEP) will be calculated as the sum of the Offeror’s proposed prices for all ordering periods CLINs 0001-0010 (attachment 4) plus the 6-month Option to Extend Services. Evaluation of the 6-month extension shall not obligate the Government to exercise the extension.

The six-month extension of services is IAW FAR 52.217-8, "Option to Extend Services", and will only be utilized if necessary. The six-month extension of services is not to be considered part of any ordering period and will be a separate option exercised if it is utilized. Offerors will be required to submit pricing for a six-month extension of services. The Government will develop the TEP which will include this pricing, based on the contractor’s final ordering period pricing.

C. Completeness. The proposal will be reviewed to determine the extent to which all the price elements have been addressed. The Offeror’s proposed price and other information will be evaluated to ensure continuity and traceability of prices to the technical volume and between the initial proposal and any revisions thereto. The review will determine the adequacy of the Offeror’s proposal in addressing and fulfilling the SAPR requirements.

D. Reasonableness. For a price to be reasonable, it must represent a price to the Government that a prudent person would pay in the conduct of competitive business.

The Government will determine prices fair and reasonable through the use of one or more of the price analysis techniques at FAR 13.106-3(a).

E. Unbalanced pricing. Offerors are cautioned against submitting an offer that contains unbalanced pricing. Unbalanced pricing may increase performance risk and could result in payment of unreasonably high prices. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one (1) or more contract line items is significantly over or understated. The Government shall analyze offers to determine whether they are unbalanced with respect to separately priced line items or sub-line items. An offer that is determined to be unbalanced may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

4. Although past performance may not be used as an evaluation factor, the projects submitted by the Offeror to meet Technical subfactor 1.3, Technical Experience and information obtained from other sources available to the Government such as the Past Performance Information Retrieval System (PPIRS) will be used as part of the responsibility determination made IAW FAR 9.104-1. The Government reserves the right to obtain information relative to present and past performance on its own.