Attachment 3 - Instructions to Offeror.pdf

Simplified Acquisition Proposal Request (SAPR), Attachment 3

SAPR# FA445222R0008

Instructions to Offeror/Basis of Award

1. Instructions to Offeror.

A. This is a non-competitive 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 requirements as 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, an unfavorable proposal evaluation, or being deemed ineligible for award.

C. Offeror shall clearly identify any exception to the terms and conditions and shall 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 Offeror’s proposal cover letter. If no exceptions are taken, include a statement stating so within the proposal cover letter.

Table 1. 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. The Offeror 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 the Offeror believes the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the Contracting Officer (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. The Government anticipates awarding a single firm-fixed price (FFP), 5-year requirements type contract with an ordering period of 01 October 2022 – 30 September 2027, plus the Extension of Services (EOS) 6-month period of 01 October 2027 - 31 March 2028 to be used if necessary. Each task order issued against the requirements type contract will be for a 12-month or shorter period of performance (PoP). The Contract Line Item Number (CLIN) structure table is in Attachment 6, Pricing Worksheet.

G. Proposal Submission. The Offeror shall submit all proposal information in either MS

Word, PDF, or MS Excel format unless otherwise indicated in the solicitation, to Angela Port, angela.port@us.af.mil. The Contractor shall submit the proposal for consideration no later than 12:00 PM CST on Wednesday, 06 April 2022. Only one (1) proposal shall be submitted in response to this requirement. Proposal received after the date/time specified may not be evaluated.

H. Offeror submitting a proposal in response to this SAPR shall submit the proposal for award of the VC-25A Pilot and Flight Engineer Training Requirements Contract as set forth in the Proposal Organization Table below. The titles and contents of the volumes shall be defined in the below table, all of which shall be within the required page limits as specified in the table below. The Volumes identified shall be submitted electronically to the CO by the proposal due date.

Table 2. Proposal Organization Table

Volume Reference Title Maximum Lengths I Cover Letter 2 pages II Factor 1 Technical 25 pages III Factor 2 Price *See below

*Volume III: RFP Attachment 6, Pricing Worksheet shall be used for Volume III, Price as a means to provide the Pilot and Flight Engineer Training prices.

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and excess copies will be returned to the Offeror as soon as practicable. Each page shall be counted except the following: title pages, tables of content, tabs, glossaries, indexed lists of tables and figures, Attachment 6

- Pricing Worksheet, and Proposed Course Syllabi for VC-25A pilot training and flight engineer courses.

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. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. 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 8 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, MS Excel format unless otherwise indicated in the solicitation.

All pricing data shall be addressed ONLY in the Price Proposal Volume. Pricing information shall be addressed in accordance with Table 1 Volume III. Include supporting data to substantiate the reasonableness of the proposed prices. At a minimum, for the price proposal, supporting data shall include fully burdened course prices in RFP Attachment 6, Pricing Worksheet. Volume III price proposal shall include Pilot/FE Training prices for each year of the entire five-year ordering period. The Pilot/FE Training rates will be part of the 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.

All electronic submissions shall reference the complete SAPR number in the subject line.

(1) The Cover Letter shall include the Offeror’s 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; 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 defined below. 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. It is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

(3) The Price Proposal shall be submitted with information to support the completeness and reasonableness of their proposed prices for all CLINs. The pricing information submitted should fully support the PWS requirements for each major functional element specified in the PWS. A breakdown should be provided, which shows the skill mix, labor categories, labor rates and position descriptions if applicable.

Information shall be segregated by the performance periods, individual performance locations, and the total price for each CLIN as specified in the solicitation.

Information shall also show the consolidated total price for performance.

2. Basis of Award.

A. Award will be made in accordance with the procedures specified in the SAPR and on the basis of the proposal meeting the acceptability standards for non-price factors. A contract may be awarded to the Contractor 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 technically acceptable proposal.

B. The Government will evaluate the technical volume on an acceptable or unacceptable basis. Any subfactor evaluated as “Unacceptable” will render the entire proposal unacceptable and, therefore not awardable. If the proposal is deemed technically acceptable, the Government will evaluate the Contractor’s price, to include all options, for price completeness and reasonableness, as described above. If the proposal is technically acceptable and the total evaluated price (TEP) is complete and reasonable, the Contractor’s proposal represents the best value to the Government and award will be made to the Contractor. If the proposal is not technically acceptable, the Government will consider the correction potential and may enter into interchanges with the Contractor. If after interchanges with the Contractor, the proposal is technically acceptable, the contract will be awarded to the Contractor. Interchanges will take place as necessary or deemed appropriate by the Government.

C. The Government intends to make award based on the initial proposal submissions without conducting interchanges. Therefore, the offer should contain the Offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to hold interchanges if, during the evaluation, it is determined to be in the best interest of the Government. Interchanges are fluid interaction(s) between the CO and the Contractor that may address any aspect of the proposal and may or may not be documented in real time.

However, the Government reserves the right to conduct interchanges using Interchange Notices (IN).

3. Evaluation Factors.

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

Factor 1: Technical

Subfactor 1.1: Technical Approach Subfactor 1.2: Staffing Plan

Factor 2: Price

FACTOR 1: Technical.

Technical proposals shall be evaluated, based on the subfactors below, to determine if the proposal meets the requirements of the solicitation or does not meet the requirements of the solicitation.

Technical Rating. The technical rating reflects the evaluation of the acceptability of the Offeror’s technical approach for meeting the Government’s requirement. The Offeror’s proposal shall be evaluated to determine whether the proposal is acceptable or unacceptable using the ratings and descriptions outlined in the table below. One technical rating will be assigned to each technical subfactor. In order to be considered awardable, there must be an “acceptable” rating in every subfactor.

Table 3. Technical Acceptable/Unacceptable Rating Method

(Reference: DoD Source Selection Procedures, 01 April 2016) Adjectival Rating Description Adjectival Rating Description Acceptable Proposal meets the requirements of the solicitation Unacceptable Proposal does not meet the requirements of the solicitation

Sub-Factor 1.1 – Technical Approach – Under this subfactor, the Government will evaluate the Offeror’s proposed Technical Approach based on the following measures of merit:

-Submit proof of a training program approved by the Federal Aviation Administration (FAA) under Title 14, Code of Federal Regulations (14 CFR) Part 121, or a training course approved under 14 CFR Part 142. (IAW PWS paragraph 1.2).

-Submit a course syllabus for each training program (Initial and Refresher) indicating at a minimum the course description and a daily outline of subjects or activities (IAW PWS para. 1.3.1 and 1.3.2).

-Provide proof of a FAA certified B747-200 (Level C or better) full flight simulator (FFS) with Category II Instrument Landing System (ILS) automatic landing capability (IAW PWS Paragraph 4.12.1).

-Provide proof of a FAA certified B747-400 (Level C or better) FFS with Category IIIB ILS capability (IAW PWS Paragraph 4.12.1).

-Submit a detailed and effective quality control plan to ensure the training meets all PWS requirements and includes proposed actions for correction of any simulator deficiencies or student complaints. The plan shall provide 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.

-Submit a statement confirming all training can be implemented no later than 01 October 2022.

Sub-Factor 1.2 – Staffing Approach – Under this subfactor, the Government will evaluate the Offeror’s proposed Staffing Approach based on the following measures of merit:

-Submit proof of ability to provide B747-200 pilot and flight engineer instructors, and B747-400 pilot instructors certified IAW 14 CFR Part 61 or Part 142.

-Submit proof that instructors possess at least one year of instructor experience in type and have instructed within the last five years in type. (IAW PWS paragraph 4.2.12).

FACTOR 2 – Price.

A. Price proposals should support the proposed technical approach and will be evaluated for completeness, reasonableness, and unbalanced pricing. If price is determined to be incomplete or unreasonable, the proposal will not be considered for award.

B. The TEP will be calculated as the sum of the Contractor’s proposed prices. The Initial Total Evaluated Price (I-TEP) will be calculated by taking the Offeror’s proposed Pilot Training rates for each unit of measure multiplied by the estimated quantities per year, provided below, for the five-year ordering period plus the six-month Option to Extend Services period. After any discussions or proposal revisions, if needed, the Government will evaluate the Final Total Evaluated Price (F-TEP) for completeness, reasonableness, and balance, as defined below. If awarded without discussions, the I- TEP will become the F-TEP.

C. 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 option period and will be a separate option exercised if it is utilized. The Contractor will be required to submit pricing for a six-month extension of services on the pricing worksheet. Evaluation of options or optional CLINs shall not obligate the Government to exercise such options or optional CLINs.

D. Completeness. The proposal will be reviewed to determine the extent to which all the price elements have been addressed. The Contractor’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 Contractor’s proposal in addressing and fulfilling the SAPR requirements.

E. 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).

F. 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 CO determines that the lack of balance poses an unacceptable risk to the Government.

Table 4: Estimated Annual Pilot and Flight Engineer Quantity

CLIN Description Unit of Measure Estimated Quantity/Year Initial Qualification Pilot Each Trainee 2 Initial Flight Engineer Each Trainee 1 Refresher Pilot Each Trainee 20 Refresher Flight Engineer Each Trainee 14 Simulator Time (-200) Hour 20 Simulator Time (-400) Hour 20 Simulator Position Fill Hour 20

4. Past Performance. Although past performance may not be used as an evaluation factor, the 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.

5. Ombudsman. In accordance with AFFARS 5352.201-9101, Ombudsman (JUN 2016), an Ombudsman has been appointed to hear and facilitate the resolution of concerns from Offerors, potential Offerors, and others for this acquisition. If resolution cannot be made by the CO, concerned parties may contact the following agency:

Ms. Susan R. Madison, AFICC OL AMC 510 POW/MIA Drive, Building P40, Suite E1004 Scott AFB, IL 62225-5022 phone number 618-229-0267, email: susan.madison@us.af.mil