Attachment 3. National Aircraft Services - Instructions to Offerors.pdf

(Attachment # 3 – Instructions to Offerors) National Aircraft Services

Request for Proposal Solicitation NO.: 15M50026QA4400001

The enclosed RFP is to provide support for the United States Marshals (USMS), Asset Forfeiture Division (AFD), National Aircraft Services requirement. The Government is issuing a competitive solicitation under the Asset Forfeiture Program (AFP) to a qualified vendor for the purpose of entering into a contract with a Base, four (4) one (1) year Option periods, and FAR 52.217-8 Option to Extend Services up to six (6) months. The Government will conduct this acquisition in accordance with FAR 12 Acquisition of Commercial Products and Services, NAICS 488119 Other Airport Operations, Small Business Size Standard $40M. Interested parties should submit their proposal in accordance with the following instructions. The Government anticipates awarding a single contract to the selected vendor which offers the most advantageous resources/capabilities to meet the Government’s total requirement.

Phased Approach The Government intends to conduct the evaluation process in two (2) Phases:

1. Phase 1 – Firm Down Select, Evaluation of Factor 1 Technical Capability/Site Visit. This step requires a written proposal and a potential site visit.

2. Phase 2 – Evaluation of Factors for Phase II Factor 2 Past Performance, Factor 3 Cost/Price and Factor 4 Quality Control Plan/Various.

Participation in Phase 1 is a mandatory part of this acquisition. Failure to participate in Phase 1 will preclude further consideration of the Offeror’s proposal. Phase 2 submissions will only be accepted from a pre-determined/stated maximum number Offeror as per Solicitation Section 9 Down Select Evaluation Procedure Notification.

Proposals shall be clear, coherent, and prepared in sufficient detail for effective evaluations of the Offeror’s proposal against the evaluation criteria. Also, proposals shall cover all aspects of this solicitation. Proposals shall clearly demonstrate how the Offeror intends to accomplish the project and shall include convincing rationale and substantiation of all claims. A proposal with significant informational deficiencies which indicate the Offeror doesn’t understand the requirement or provide a sound approach will be rated as low confidence. Proposals must demonstrate the Offerors approach and capability to meet requirements. Mere restatement of solicitation language without substantive detail may be considered insufficient.

The Government contemplates a single Firm Fixed Price (FFP) Indefinite Delivery Indefinite Quantity (IDIQ) contract award resulting from this solicitation. Quantity limits and Min/Max ordering is stated in the SF1449 solicitation under Federal Acquisition Regulation (FAR) Clause 52.516-19 Ordering Limitations.

The Government anticipates selecting the best-suited Offeror from initial responses, without engaging in exchanges.

However, the Government reserves the right to engage in exchanges at the sole discretion of the Contracting Officer (CO). Therefore, Offerors are strongly encouraged to present their best technical solutions, price, quality control in response to this RFP. The Government reserves the right to communicate with only the apparently successful offeror that proposes the best value to meet the Government’s requirements to address any remaining issues, if necessary, and finalize with that Offeror. These issues may include but are not limited to quantities, price, and responsibility matters.

The Government is not liable for any expenses incurred by the Offerors in developing and submitting proposals for this solicitation.

PERIOD OF PERFORMANCE

The resulting award period of performance is a based period of 12 months with four (4) 12 month option periods and FAR 52.217-8 Option to Extend Services 6-month option period, unless the period is extended by modification to this

FAR 52.212-1- INSTRUCTIONS TO OFFERORS – COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES. (Nov 2021) (ADDENDUM)

Request for Proposal Solicitation NO.: 15M50026QA4400001 task order. Option periods are subject to availability of funds and may be unilaterally exercised by the Government.

(Dates subject to changes based on award)

Base Year: 10/24/2026 – 10/23/2027 Option Year One: 10/24/2027 – 10/23/2028 Option Year Two: 10/24/2028 – 10/23/2029 Option Year Three: 10/24/2029 – 10/23/2030 Option Year Four: 10/24/2030 – 10/23/2031 6-Month Extension (FAR CLAUSE 52.217-8): 10/24/2031 – 04/23/2031

ESTIMATED SCHEDULE

An estimated schedule of the phased approach to the evaluation process is provided below:

Event Date RFP Release 1/21/2026 Questions and Answers (Q&A) 1/26/2026 Questions submitted by Offerors

2/2/2026 Answers provided by the Government Phase I - Factor 1 Technical Capability/Site Visit

2/9/2026 Factor 1 Technical Capability due

Down Select Notification, and Schedule for Phase II

2/20/2026 Down-Select Notification provided by Government

Phase II – Factors 2 Past Performance, Factor 3 Cost/Price and Factor 4 QCP/Various

Due date to be provided in Down select Notification Letter.

Government intends to allow at least 5 business days for submission.

1. SUBMITTAL INSTRUCTIONS

(a) Proposals (Phase I, Factor I) are due on 2/9/2026 by 9:00 a.m. EST. Late proposals will not be considered for award.

(b) All questions with respect to this solicitation must be submitted in writing no later than 1/26/ 2026 by 11:00 a.m. EST. Use Attachment 9 RFP Questions and Answers.

(c) Questions and Proposals shall be e-mailed t o E l i a n a . Y o r k @ u s d o j . g o v , and AFP.Procurement@usdoj.gov. Offerors shall submit all volumes to the identified Government Points of Contact (POC)s via e-mail attachments. Each e-mail’s subject line shall include “15M50026QA4400001 – National Aircraft Services – Vol. n – Offeror Name.” If more than one email will be sent, please state the total number of emails (ex. 1 of 3) to be sent in the email or subject line. In the body of the e-mail, Offerors shall include the following information:

• Name of Offeror

• Email contents/list of attachments

• Offeror POC (name, phone number, and email address)

(d) Incomplete proposals will not be considered for award. See FAR 52.212-2 “Evaluation – Commercial Products mailto:Eliana.York@usdoj.gov mailto:AFP.Procurement@usdoj.gov and Commercial Services” (Nov 2021) under Attachment 4 in the Evaluation Factors for Award section. Each area / section of Technical Capability must be addressed in the Written Proposal.

(e) Period for acceptance of offers. The Offeror agrees to hold prices in its offer firm for 180 calendar days from the date specified for receipt of offers per FAR 52.212-1(c).

(f) Proposals should contain the following information:

Section

Page Limit

Phase I - Signed and Dated SF-1449 and Completed Offeror’s Information Page.

N/A

Phase I - Signed and Dated Standard Form SF-30 (Amendment of Solicitation/Modification Of Contract) [If any amendments were issued]

Phase I - Representations and Certifications with all fill-ins completed or SAM

Phase I - Written Proposal

6a - Technical Capability

6b - Physical Security Plan (PSP)

Proposed Storage Facility – Signed Memorandum of Understanding or Lease Agreement and addresses of Facility

Phase II - Past Performance (3 Data Worksheets) (Attachment #6)

Phase II - Pricing Schedule - Attachment #8 (Excel Form)

Phase II – Quality Control Plan QCP)/Various

(g) SYSTEM FOR AWARD MANAGEMENT

Ensure all Representations and Certifications are up to date with all fill ins completed in www.SAM.gov.

(h) ORGANIZATIONAL CONFLICTS OF INTEREST

Per FAR Subpart 9.5, the offer must warrant that, to the best of its knowledge and belief, there are no relevant facts or circumstances that would give rise to an organizational conflict of interest. If there is such rise, the offeror must disclose all such relevant information to the Contracting Officer, Eliana York via email at eliana.york@usdoj.gov.

http://www.sam.gov/ mailto:eliana.york@usdoj.gov

(i) PHASE I – FACTOR 1 TECHNICAL CAPABILITY / WRITTEN PROPOSAL AND SITE VISIT

(1) WRITTEN PROPOSAL: Written proposals shall not exceed 25 pages to include the Physical Security

Plan, tables, charts, etc. Photos, copies of professional certifications, resumes, schematics of the facility, sample marketing plans, Memorandum of Understanding (MOU) and Pricing Schedule are excluded from the written proposal 25 page maximum. Proposals shall be typed, double-spaced on standard-sized paper (8.5" x 11") with 1" margins on all sides with 12-point Times New Roman font. If two (2) sided proposals are submitted, each side will count as one (1) page.

Note: If the offeror uses a different format (font size, margin, etc.), the government reserves the right to adjust the proposal to fit the parameters of the format as stated in the RFP and if this results in the proposal exceeding the page limitations in any one area, the government will not consider those excess pages.

The technical proposal should NOT CONTAIN ANY PRICING INFORMATION and it shall address all of the following Subfactors:

A. Facility, Operations/Staffing

(i) Describe how your firm’s current or proposed storage facilities meet the requirements of the SOW.

(ii) Describe how your workforce (including sub-lets), will meet the requirements of the SOW.

(iii) Provide professional certifications of all proposed personnel (to include pilots).

B. Contract Transition/Relocation

(i) Provide the proposed Phase-In/Phase-Out Plan to meet the requirements of the Performance Work

Statement (PWS). Provide the plan for the contract phase-in/phase-out at both the start and end of the contract. This plan shall fully define the actions at contract onset to transfer existing assets from incumbent location to the new storage facility, and the actions to close out asset inventory at the conclusion of the contract period. Details shall, at a minimum, demonstrate the ability to provide services as requested including operational planning expertise, time frame, security, equipment, personnel/team, and industry knowledge.

(ii) Describe the relocation process upon receipt of the STO including time frames for relocating an aircraft to be seized from its current location (not from incumbent storage facility) to the primary storage facility. Demonstrate ability to track and monitor all relocation activities.

(iii) Provide proposed equipment for use to satisfy relocation requirements for all types of aircraft sizes as per the SOW.

C. Initial Intake/Storage/Maintenance

(i) Describe the initial intake of an aircraft and provide a sample of a complete intake package to include condition reports, pictures, etc.

(ii) Demonstrate ability to track assets in contractor’s custody.

(iii) Describe the key control, logbook and case file system to be used.

(iv) Provide proof of ability to obtain and maintain liability insurance commensurate with the value of asset inventory throughout the life of the contract. (Example: Insurance quotation and policy documents)

(v) Provide a detailed explanation of how maintenance services will be provided, controlled and documented.

D. Physical Security Plan

In addition to the written proposal the vendor must provide a Physical Security Plan (PSP) at the time written proposals are due. The PSP should include at a minimum the following information:

(i) Facility location: State the address of all locations to be utilized by the contract

(ii) Facility Requirement: Total amount of square footage required for indoor and outdoor facility and how much storage area is available

(iii) Physical Security Requirement: Describe area where aircrafts will be stored. Describe the surveillance camera system and emergency response notification and length of time information is stored in security system.

(iv) Photos: Provide photos of facility.

(v) Schematic: Provide a sketch of the facility and where aircrafts will be stored.

E. Disposal

(i) Describe advertising and marketing methods and provide samples of advertisement and marketing plan. Plan should incorporate market research, advertising, proposed sales campaign, creative sales strategy, etc.

(ii) Describe the online auction process from preview day through the USMS receipt of sale proceeds and paperwork (security, registration and documentation).

(iii) Live auction: Describe entire auction process from preview day through the USMS receipt of sale proceeds and paperwork (security, registration and documentation, etc.).

(2) SCHEDULE FOR SITE VISIT: The government may choose to conduct site visits; companies selected for site visits will be notified of the date and time.

The site visits will happen after downselect; site visits will be scheduled in Phase II and only for those Offerors that have received a communication stating they will be continuing to the next phase.

No rescheduling of site visits will be done unless determined necessary by the government to resolve unanticipated problems or delays encountered in the presentation process. Site visits may be required over weekends to meet Government Acquisition timelines. Site visits shall not be construed as an opportunity to supplement the content of the submitted written technical proposal. Site visits are conducted to validate the content of the written technical proposal and identify omitted points of concern that could hinder Government confidence in the offeror’s understanding of the requirement, proposed approach, and/or their ability to successfully perform the requirements of the SOW.

(j) DOWN SELECT EVALUATION PROCEDURE NOTIFICATION

On 2/20/2026 and after the completion of Phase I Factor 1 Technical Capability, Offerors will receive a notification via e-mail from the Contracting Officer. This notification will communicate the Government’s selection of the most highly qualified offerors, not to exceed a pre-determined/stated maximum number of three (3) offerors under the evaluation criteria for Factor 1 Technical Capability/Site Visit. ONLY these selected three (3) offerors will proceed to Phase II – with Factor 2 Past Performance, Factor 3 Cost/Price and Factor 4 QCP/Various proposal submission. Offerors who are not among the three (3) most highly rated will be notified that they are NOT successful under the evaluation for Factor 1 Technical Capability/Site Visit along with the general basis for the Government’s decision, if requested.

Failure to participate in Phase I – Factor 1 Technical Capability/Site Visit precludes further consideration of an Offeror. Phase II submissions will not be accepted from Offerors who have not participated during Phase I – Factor 1 Technical Capability/Site Visit.

The Government recommends Offerors to begin preparation of Phase II – Factor 2 Past Performance, Factor 3 Cost/Price and Factor 4 Quality Control Plan/Various only after receipt of the Phase I Factor 1 Technical Capability selection notice.

(k) PHASE II PROPOSALS DUE DATE AND TIME:

Offerors shall submit all requirements of Phase II – Factor 2 Past Performance, Factor 3 Cost/Price and Factor 4 Quality Control Plan/Various via email to eliana.york@usdoj.gov and Christopher Ottie at christopher.ottie@usdoj.gov by no later than TBD 12:00 PM EST, TBD business days after receiving Down Select Notification.

(l) FACTOR 2, PAST PERFORMANCE

Under Factor 2 Past Performance, Offerors must include the following:

Each company must submit three (3) Past Performance Data Worksheets for similar and relevant Federal Government or Commercial contracts worked on within the last three (3) years. “Relevant” contracts in past performance are previous contracts that are similar in nature in terms of service being provided, dollar value and complexity. The information provided should reflect the offeror’s record of performance in the areas of conforming to specifications, adherence to contract schedules, reputation for reasonable and cooperative behavior, commitment to customer satisfaction and business-like concern for the interest of the customer. Additionally, if performance deficiencies are identified, describe the deficiency and the corrective action taken. The Government reserves the right to review CPARS information to complete assessment.

(m) FACTOR 3, COST/PRICE - PRICING SCHEDULE INSTRUCTIONS

(i) Each Offeror must submit one (1) original Price Schedule (Attachment #8). The pricing schedule will be provided in Microsoft Excel. The resulting contract will be Firm Fixed Price (FFP).

(ii) All cells in the provided Pricing Schedule are locked with the exception of those identified in yellow.

(iii) Modified Pricing Schedules will not be accepted, only input estimated rates within the yellow cells.

(iv) Please note there are seven (7) tabs at the bottom of the pricing schedule; five (5) tabs that require pricing entry. The seventh tab “FAR 52.217-8” on the Pricing Schedule is locked and will automatically populate with the rates proposed for Option Year 4.

(n) FACTOR 4, QUALITY CONTROL PLAN/VARIOUS

(1) Quality Control Plan (QCP). The Offeror shall provide a Quality Control Plan (QCP) not to exceed ten (10) pages. The plan must describe quality control procedures that ensure the deliverance of acceptable performance in accordance with the PWS.

The QCP procedures must show how the Offeror will:

i. Monitor personnel performance to ensure personnel are performing the services required;

ii. Identify trends, problems, or issues in personnel performance;

iii. Resolve and prevent quality assurance problems;

iv. Document personnel performance, record resolution of personnel issues, and report quality-of-work-related problems;

v. Identify deficiencies before the level of services become unacceptable.

The Government reserves the right to review the quality controls established, and to appraise their mailto:eliana.york@usdoj.gov mailto:christopher.ottie@usdoj.gov effectiveness in how performance of the order and requirements have been met. It shall be the responsibility of the Offeror to enforce all Quality Control Plan requirements for any and all Subcontractor(s). The Offeror’s quality control processes shall become incorporated into the order at time of award.

At a minimum, the Offeror’s Quality Control Plan shall include:

i. An inspection system for required services. Job titles and all positions of individuals who will conduct inspections must be specified.

ii. A method to identify and procedures to correct any deficiencies in services that may occur.

iii. A secure file that documents all inspections and other quality and internal control actions, including the purpose of the inspection, the results of the inspection and any corrective action taken as a result of the inspection. Upon request, this file shall be made available to the CO or COR during the period of performance.

iv. Description of procedures to be used to ensure that deliverables shall be accurate and timely. The Offeror is responsible for the inspection of all Offeror-prepared materials prior to delivery to the Government.

v. Description of how Contract Personnel assigned to the Quality Control (QC) function shall ensure that deliverables are accurate and do not include any subjective interpretation.

(2) Exceptions/Deviations/Conditional Assumptions. Any exception/deviation/conditional assumption relating to any part of the RFP shall be submitted along with the Past Performance Data Worksheets. Any exception/deviation/conditional assumption taken must contain sufficient rationale and justification to permit evaluation. All benefits to the Government must be fully explained for each exception/deviation/conditional assumption taken. Such exceptions/ deviations/conditional assumptions will not, in itself, automatically cause an offer to be deemed unacceptable. A large number of exceptions/deviations/conditional assumptions or one or more significant exception/deviation/conditional assumption not providing benefit to the Government, may, however, result in rejection of your offer as unacceptable.

(3) Organizational Conflict of Interest Certification (OCI). Offeror shall submit a mitigation plan if a potential OCI exists in accordance with FAR Subpart 9.5.