CSS3 J-7 Section L Instructions draft RFP.docx

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS

of

CYBER SUPPORT SERVICES 3 (CSS3)

Prepared By:pws

AFLCMC/HNIB

3 Eglin Street, Bldg 1612 Hanscom AFB, MA 01731

Contents

Program Structure and Objectives The Air Force systems/network is a multibillion dollar portfolio of Air Force programs that ensure an effective worldwide, fixed-base, high-speed, high-capacity, reliable and secure digital communications infrastructure. The AF system/networks consists of enterprise-wide tools, equipment and media that provide traditional and wireless base network infrastructure, network monitoring and network defense at Active Duty Air Force (ADAF), Air Force Reserve (AFR) and Air National Guard (ANG) bases worldwide.

The CSS3 contractor will support the whole of the fielded Air Force system/networks, the associated Integration and Test Facilities (ITFs), other related networks, and their associated capabilities using established Government, contractor, and industry processes and practices. CSS3 will provide product support services to include, but not limited to, the running of an AF system/networks Response Center (ARC), Technical Publications, Obsolescence tracking and monitoring, Field Engineering Representatives (FER), Subject Matter Experts (SME), and Inventory Control services and administration. Out of Cycle Obsolescence is a replacement capability for equipment that is at or near end of life/end of support and is a major part of this effort.

CSS3 will also provide administration, engineering and management support services for the systems and equipment contained in the three (3) ITFs (C3I Infrastructure Division (CID), Gateway (GW) & Theater Deployable Communications (TDC)) located at Hanscom AFB, MA. Throughout the period of performance (PoP), the quantity of systems and equipment within the ITF will change as systems are added and subtracted.

Offerors are hereby notified the objective of this proposal is to solicit bids for a cohesive team of professionals who will collectively fulfill the roles and responsibilities encompassed by both the ARC Help Desk and the ITF. It is emphasized the intention is not to merely delineate these functions on an organizational chart under the Product Support Center (PSC) but rather to foster seamless integration and collaboration among team members, thereby maximizing operational effectiveness and value delivery. Offerors are encouraged to conceptualize the PSC as a unified entity wherein the delineation between the ARC Help Desk and the ITF is dissolved in favor of a holistic approach towards technical support and system development.

1.1 General Instructions

This section provides general guidance for preparing the CSS3 proposal as well as specific instructions on the format and content of the requested proposal. The Offeror’s proposal must include all data and information requested and must be submitted In Accordance With (IAW) these instructions.

Non-conformance with the instructions provided in these Instructions, Conditions and Notices to Offerors may result in an unfavorable proposal evaluation. All claimed technical, management, performance and schedule capabilities to meet the requirements of the above shall be realistic and are subject to verification by the Government.

a. Please submit your complete proposal on or before 12:00PM Eastern Standard Time (EST) on xx xxx 202x

b. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and to substantiate 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 the requirements. Offerors shall assume that the Government has no prior knowledge of Offeror’s facilities and experience, and will solely base its evaluation on the information presented in the Offeror's proposal.

c. 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.

d. Elaborate brochures or documentation, elaborate binding, detailed artwork, or other embellishments are unnecessary and are not desired.

e. The proposal shall be valid for a period of not less than (NLT) 180 days from the required submission date. The Offeror shall make a clear statement in the proposal that the proposal is valid for this period of time.

f. Note: Throughout the RFP documents, unless otherwise specified, references to days will mean calendar days, not business days. In accordance with Federal Acquisition Regulation (FAR) Subpart 4.803(a)(10) (Contents of Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the Offeror requests otherwise, the Government will destroy any extra copies of unsuccessful proposals.

g. Offerors shall submit an assessment of potential or actual Organizational Conflict of Interest (OCI) issues, if any, as related to this Request for Proposal (RFP) and future work, should an award be made to the company. Initial notification shall be made to the Contracting Officer and Contract Specialist as soon as they become known. OCI issues include, but may not be limited to, the inability to render impartial assistance or advice to the Government, the inability to objectively perform contract work, or the unfair competitive advantage created by current or previous contractual efforts with the Government. A mitigation plan for such an assessment shall be included. The Contracting Officer will review the submitted mitigation plan and make a determination as to whether the plan adequately meets the issues and provides adequate protection to both the Offeror and the Government. THE OCI ASSESSMENT MAY BE PROVIDED IN ADVANCE OF PROPOSAL.

h. Any response submitted by respondents to this request constitutes consent for that submission to be reviewed by military personnel, Government civilians, and Specialized Cost Services (SCS), Engineering, Professional, and Administrative Support Services (EPASS), and Federally Funded Research and Development Corporation (FFRDC) contractors and subcontractors; including but not limited to the following entities: xxx; this list is not all inclusive and may change based on Government decision. The responses may be forwarded to other Government entities in consideration for applicability to other programs.

i. Be sure to apply all appropriate markings including those prescribed in accordance with FAR 52.215-1(e), Restriction on Disclosure and Use of Data, and 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Quote Information and Source Selection Information. Elements of the quote that become part of the awarded contract must not contain any disclaimers (i.e., proprietary markings). These documents may become subject to public disclosure after Contract award under the Freedom of Information Act. The Government shall not be liable for damages related to proprietary information that is not properly identified. Proprietary information will be safeguarded in accordance with the applicable Government regulations.

j. FAR 52.232-18 (Availability of Funds) is applicable to this procurement action. Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

1.2 General Information

a. The Procurement Contracting Officer (PCO), Mr. Daniel Koble and the Contract Specialist, xxx are the sole points of contact for this acquisition. Written questions shall be sent through the use of email to the PCO, daniel.koble@us.af.mil and Contract Specialist xxx respectively. Address any questions or concerns to the above email addresses or by phone at (781) 225-xxxx for the PCO or (781) 225-xxxx for the Contract Specialist (email is the preferred method of communication. Please provide two email addresses to the aforementioned PCO and Contract Specialist and they will send the additional documentation via alternate methods.

b. A Bidders Library is available for your review. Technical information of the current systems is provided in the library. The library shall be requested by filling out the Disclaimer Form provided as an attachment to the RFP Letter and emailing the signed document to the PCO, daniel.koble@us.af.mil and copy to xxx. The Government will provide you the information through the DoD Safe Access File Exchange (SAFE). The SAFE application is available for use by anyone. Recipients will automatically be notified via email when they have been added as a recipient to a package. The email they receive will contain a link and a password. Clicking on the link will take the recipient to a page where they will be asked for the password. The best way to enter the password is to copy it from the email and then paste it into the password box. After logging in, the recipient will be able to download all the files within the package. Right-clicking on each file and select the "Save Target As" option to save the file select the location to save the file to. After downloading every file within the package, the recipient will not be able to log back in to download the files again. Simply logging in or starting a download will not lock the user out. In order to be locked out, the recipient must successfully download every file within the package. If the Government uploads additional files to the package, recipients will receive an additional notice email informing them that the package has been updated. Recipients who have already downloaded the package will be allowed back in to get the additional files. For additional guidance please see the SAFE website at https://safe.apps.mil.

c. If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the PCO in writing with supporting rationale.

d. Proposal revisions may be submitted only in response to Government questions and comments to the Offeror’s proposal. If revisions are submitted, unless otherwise stated, the Offeror shall identify with sidebar markings of those sections that are changed from the original submission. This identification is for informational purposes only in order to assist Government evaluators.

e. It is requested that you submit one (1) complete electronic proposal and two (2) complete hardcopies delivered to the address listed in paragraph “p” by the deadline stated in the RFP Letter. The Offeror shall submit each volume in electronic format using CD ROMs/DVDs. If files are compressed, the necessary decompression program must be included. Please submit searchable electronic copies using Microsoft (MS) Office 2010, Word, Excel, Power Point, Project, or .pdf format as applicable. Use separate files to permit rapid location of all portions, including subfolders for each subfactor response, exhibits, annexes, and attachments, if any. Do NOT embed electronic files within other electronic files. In the event there is a difference in content or page size between hard and electronic copies, the Government will base its evaluation on the hard copies.

f. If you choose not to compete, a “no-bid” reply to daniel.koble@us.af.mil and copy to xxxx is requested (via email) no later than ten (10) days after posting. Additionally, it is requested that any “no-bid reply” include a brief statement as to why you are unable to participate.

g. Exchanges of source selection information between Government and Offerors will be controlled by the PCO. Email may be used to transmit such information to Offerors only if the email can be sent and received encrypted and includes “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line.

h. The Offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 1, below). The titles and contents of the volumes shall be as defined in Table 1, all of which shall be within the required page limits and provided in the number of copies specified in Table 1. In the event of inconsistency, the hardcopy version will be evaluated.

Table 1: Proposal Organization

Table of Contents, Cover Pages, and those listed as exempt in volume organization

N/A

Subfactor 1.1 Transition Plan

A. 3 page narrative Not including Process Diagram B. 2 pages C. 5 pages D. N/A

Subfactor 1.2 Personnel

A. 3 page narrative

B. 2 pages C. 2 pages

Subfactor 1.3 Procurements Approach

A. 3 page narrative

B. 5 pages

Subfactor 1.4 Technical Team Approach and Execution

A. 2 pages B. 5 page narrative Not including Process Diagram C. 5 pages D. 5 page narrative 1 page Graphic E. 5 page narrative 1 page Graphic

Factor 2

Factor 3

i. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Those pages in excess of the limit will be removed starting from the back of the proposal volume and returned by the PCO to the Offeror to ensure that they are not evaluated. Volume Title pages, Table of Contents, List of Figures, and Glossary do not count against the page limitation.

j. All information relating to the proposed price including all required supporting documentation shall be included in the section of the proposal designated as the Cost/Price Volume. Work-hour estimates and material kinds and quantities may be used in other volumes only as appropriate for presenting rationale for alternatives or design and tradeoff decisions.

k. To the greatest extent possible, each volume shall be written on a standalone 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.

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

m. Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than 11-point. Use at least 3/4-inch margins on the top, bottom, and side margins. Pages shall be numbered sequentially by volume. These page format restrictions shall apply to hard copy and electronic proposals as well as Offeror responses to Government questions if asked.

n. 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 11 by 17 inches in size. Foldout pages shall fold entirely within the volume, and count as two pages. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; not for pages of text. For tables, charts, graphs and figures, the text font size shall be no smaller than 10-point.

o. Each volume of the proposal should be clearly marked as to volume number, title, solicitation identification, and the Offeror's name.

p. In addition to the electronic proposal submission of Volumes I through V via CD ROMs/DVD, the Offeror shall also submit two (2) hard copies of their proposal, Volumes I through V. The mailing address is:

66 LRS Central Shipping and Receiving (CS&R) Building 1110 (25 Randolph Road) Hanscom AFB, MA 01731-1700

MARK FOR:

xxx, Contracting Officer

AFLCMC/HNIK

Re: Solicitation Number: xxx Phone: 781-225-xxxx

1.3 Volume I – Executive Summary

In the Executive Summary Volume, the Offeror shall provide a concise narrative summary of the entire proposal, including significant risks, and a highlight of any key or unique features, excluding cost/price. The key features should tie in with evaluation factors. Any summary material presented here shall not be evaluated by the evaluation team, nor considered as meeting the requirements for any portions of other volumes of the proposal.

The Offeror shall provide a master table of contents of the entire proposal. The table of contents will not count against the page limitation for this volume.

Volume II – Technical

0. General Instructions

0.0.1 Volume Organization

The technical volume shall be organized according to the following outline:

(1) Table of contents (excluded from page limit)

(3) Glossary/Acronym List (excluded from page limit)

(5) Factor 1: Technical Technical Subfactor 1.1 – Transition Plan

Technical Subfactor 1.4 – Technical Team Approach and Execution

Technical Subfactor 1.1 – Transition Plan The Offeror shall show through its proposal how it intends to accomplish a smooth and effective “Transition-In” from the incumbent contractor as described by section xx of the PWS by submitting the following: (incumbents transition out plan provided in the bidder’s library)

a. Both a narrative description and process diagram (graphic) of the initial hiring approach to fill positions required by this contract. The narrative must address the hiring approach tied to position requirements when stated (Program Manager (PM), Field Engineering Representatives (FER) and Subject Matter Experts (SME)) as well as all Certification, Experience, and Skills (SEC). The process diagram shall include both internal and external steps with expected durations.

b. A narrative description of the equipment handling approach supporting the “Transition-In” requirements of the PWS

c. A description of the moderate, severe, and critical risks (if any) to a smooth and effective transition with proposed mitigation plans. Risks should include a risk statement, be provided in a standard 5x5 cube, and include burn down steps per the “Department of Defense Risk, Issue, and Opportunity (RIO) Management Guide for Defense Acquisition Programs” September 2023.

d. A Microsoft Project Integrated Master Schedule (IMS), identifying all appropriate supporting tasks, durations and critical path

Technical Subfactor 1.2 – Personnel The Offeror shall show through its proposal how it intends to maintain sufficient staffing levels with proper certifications and experience by submitting the following (do not include resumes or any specific information on individuals):

a. Both a narrative description and process diagram (graphic) of the hiring approach to refill positions which have become vacant. The process diagram shall include both internal and external steps with expected durations.

b. A narrative description of steps to be taken to mitigate the impact of vacant SEC or positions in accomplishing the requirements described in the PWS

c. A narrative description of the Offeror’s employee retention methodology to be implemented on this effort to mitigate employee turnover.

Technical Subfactor 1.3 – Procurement Approach The Offeror shall show through its proposal how it intends to procure equipment while maintaining security requirements in service to the requirements of this contract by submitting the following:

a. Both a narrative description and process diagram (graphic) of the product acquisition process. The process diagram shall include both internal and external steps with expected durations. Color code steps within the Offeror’s control and external steps not within the Offeror’s control

b. As defined in the PWS there will be Government sources for purchasing most equipment. A narrative description of the policies and approach followed currently and to be implemented on this effort to address Supply Chain Risk Management and counterfeit prevention processes when purchasing used or refurbished parts per PWS section 3.19 and CDRL 6 Program Protection Implementation Plan (PPIP)

Technical Subfactor 1.4 – Technical Team Approach and Execution The Offeror shall show through its proposal how it intends to ensure effective execution, communication, and cohesion within its technical team by submitting the following:

a. A narrative description (graphics can be included but does count towards the page count) of the holistic management plan to be implemented on this effort. The narrative shall include; team structure (ex. PSC handling of ARC and ITF requirements with an integrated team), frequency, lines, and means of communication both internal and external to the Offeror’s CSS3 team

b. Both a narrative description and process diagram(s) (graphic) of the ARC ticket handling. The process diagram shall include both internal and external steps with expected durations. The description and diagram must include ticket escalation circumstances and approaches as well as circumstance descriptions and approaches on when to use the various “ARC Tier III” resources as described in PWS paragraphs 4.2.

c. A narrative description of the ITF management plan, including network backbone and product stability, network access, and library updates.

d. Both a narrative description of the approach to the FER requirement and a graphic of the team organization. Both must include proposed teaming and/or subcontractor plans.

e. Both a narrative description of the approach to the SME requirement, PWS section 9, and a graphic of the team organization. Both must include proposed teaming and/or subcontractor plans.

Volume III – Cost/Price

0. General Instructions

*NOT INCLUDED IN DRAFT RFP*

Preliminary Determination of Adequate Price Competition

*NOT INCLUDED IN DRAFT RFP*

Ground Rules and Assumptions

*NOT INCLUDED IN DRAFT RFP*

Estimating Techniques and Methods

*NOT INCLUDED IN DRAFT RFP*

0.1.1 Rounding

*NOT INCLUDED IN DRAFT RFP*

0.1.2 Cost/Price using Fiscal Years

*NOT INCLUDED IN DRAFT RFP*

Cost/Price Volume(s)

*NOT INCLUDED IN DRAFT RFP*

SECTION 1: Introduction

*NOT INCLUDED IN DRAFT RFP*

0.1.3 Approved System for Performing Cost Type and Fixed Price Incentive Contracts

*NOT INCLUDED IN DRAFT RFP*

0.1.4 Adequate Disclosure Statements

*NOT INCLUDED IN DRAFT RFP*

0.1.5 Explanation of Estimating Methods Used

*NOT INCLUDED IN DRAFT RFP*

0.1.5.1 Cost Tools

*NOT INCLUDED IN DRAFT RFP*

0.1.5.2 Learning Curve Estimates

*NOT INCLUDED IN DRAFT RFP*

0.1.5.3 Labor Hours

*NOT INCLUDED IN DRAFT RFP*

0.1.5.4 Labor Skill Mix

*NOT INCLUDED IN DRAFT RFP*

SECTION 2: Subcontracts/IDT

0.1.6 Subcontractor/IDT Summary

*NOT INCLUDED IN DRAFT RFP*

SECTION 3: Basis of Estimate (BOE)

0.1.7 BOE Methodology

*NOT INCLUDED IN DRAFT RFP*

0.1.8 BOE Content

*NOT INCLUDED IN DRAFT RFP*

SECTION 4: Other Information

0.1.9 Administrative Information

0.1.10 Direct and Indirect Rates

*NOT INCLUDED IN DRAFT RFP*

0.1.11 Cost/Price Reductions

*NOT INCLUDED IN DRAFT RFP*

0.1.12 Escalation Rates

*NOT INCLUDED IN DRAFT RFP*

0.1.13 Contractor Work Breakdown Structure and CWBS Dictionary

*NOT INCLUDED IN DRAFT RFP*

SECTION 5: Cost Format Instructions – Submission of Cost Formats

*NOT INCLUDED IN DRAFT RFP*

0.1.14 CLIN Summary

*NOT INCLUDED IN DRAFT RFP*

0.1.15 Cost Element Summary

*NOT INCLUDED IN DRAFT RFP*

0.1.16 Other Direct Costs (ODC)

*NOT INCLUDED IN DRAFT RFP*

0.1.17 Labor Hours

*NOT INCLUDED IN DRAFT RFP*

0.1.18 GFY Summary

*NOT INCLUDED IN DRAFT RFP*

0.1.19 Rates

*NOT INCLUDED IN DRAFT RFP*

0.1.20 Price Track

*NOT INCLUDED IN DRAFT RFP*

0.1.21 Cost-Plus-Fixed-Fee Arrangement

*NOT INCLUDED IN DRAFT RFP*

Volume IV – Past Performance

0. General Instructions

0.2.1 Volume Organization

The Past Performance volume shall be organized according to the following outline:

(1) Table of contents (excluded from page limit)

(3) Glossary/Acronym List (excluded from page limit)

(5) Factor 3: Past Performance

Past Performance Factor 3 The Offeror shall submit information to identify references, past or current contracts similar to the CSS3 requirement, information on problems encountered and corrective actions taken. This submittal may include information regarding predecessor companies.

The Offeror shall submit a minimum of three (3) references of work performed in the past (no more than three years from this solicitation date). The referenced work should be both recent and relevant to this solicitation. References shall include:

· Industry (North American Industry Classification System (NAICS) codes category preferred)

· Client Organization

· Offeror’s role (Prime or Sub-contractor)

· Brief description of your Responsibilities & Services

· Details on your Past Performance, and your self-assessment of contract performance

· Contract Details (Contract Number, Title, Description, Value, Type [Firm-Fixed Price, Time & Materials, etc.], Period of Performance)

· Contract Point of Contact

0.2.2 Relevance of the Performance

The reference shall have been performed by the “Offeror” either directly, or performed by a subcontractor under the Offeror’s direction in a prime contractor-subcontractor relationship. In this case, the subcontractor does not need to be one of the Offeror’s prospective subcontractors for this acquisition.

Volume V – Contract Documentation The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The Offeror shall provide the following as attachments to the model contract:

· Additional Instruction: Complete as directed.

· PWS: The PWS is provided as Attachment 1 to the RFP model Contract. The Offeror shall propose any additional PWS language. The Government PWS (with approved additional language) will be placed on contract for this effort and as such will not have any proprietary markings.

· DD 254 Form: The DD 254 Form is provided as Attachment 2 to the RFP model Contract. The Offeror shall complete sections 6 and 7 of the DD 254 and submit the document as an attachment to their proposal. The final DD 254 will be attached to the contract upon award and as such shall not contain any proprietary markings.