DRAFT RFP Scope and Ordering Guide_DAFSTS II.pdf

Department of the Air Force

Strategic Transformation Support (DAFSTS II)

Indefinite Delivery / Indefinite Quantity (IDIQ) Contract

AT

PENTAGON, WASHINGTON DC

AND

VARIOUS CONUS/OCONUS LOCATIONS

05 June 2024

VERSION 1

SCOPE AND ORDERING GUIDE

Table of Contents

SECTION I

1.0 DESCRIPTION OF SERVICES

1.1 Purpose. The purpose of this IDIQ is to obtain Contractor support to provide Advisory and

Assistance Services (A&AS) and Professional Services to support the Department Air Force

(DAF), Department of Defense (DoD), and Federal Agencies in managing and improving

Strategic Transformation initiatives at the enterprise level. Services shall not include inherently

Governmental functions as discussed in FAR Subpart 7.5, “Inherently Governmental

Functions”.

1.2 Background. SAF/MG’s mission is to produce an effective and efficient Air Force (AF) by 1) ensuring the core function and missions of the AF are optimally aligned to support the joint war fighting mission; 2) establishing performance goals and measures for improving and evaluating overall economy, efficiency, and effectiveness; 3) monitoring and measuring progress towards established goals and objectives; and 4) developing and maintaining an AF-wide strategic plan for business and mission reform of AF business operations. The SAF/MG and DCMO work with the Department of Defense (DoD), Headquarters Air Force (HAF), and

Major Command (MAJCOM) senior leaders, executives, their staffs, and other stakeholders to oversee and assist in continuously improving enterprise-level processes, organizational structures and enabling business information technology; developing business strategies, measuring progress and reporting performance outcomes; assisting Air Force functional activities to meet Air Force business goals and objectives; and augmenting organic capacity and experience in Continuous Process Improvement (CPI) methods and tools with industry enterprise level experience.

SECTION II

2.0 IDIQ SCOPE

2.1 Scope. Services and deliverables include three (3) Advisory and Assistance (A&AS) categories: (1) Management and professional services; (2) studies, research, analyses, and (3) evaluations expertise. The Contractor shall provide all services, materials, supplies, equipment, travel, and project supervision, as required in connection with any task orders awarded using DAFSTS IDIQ. The primary NAICS for this IDIQ is: 541611 Administrative

Management and General Management Consulting Services. While this is NOT an

Information Technology (IT) contract; IT services, tools, and prototypes may be used/developed if it is necessary to provide a total transformational solution to meet agency needs. Requirements shall be at the Major Command (MAJCOM) (agency/component equivalent) level or above. The industry/commercial expertise requirements outlined in the

Tier definitions at 2.2 are critical to meeting the intended outcome for task order awards.

For the purpose of this IDIQ, “Transformation” A step or incremental-change that will fundamentally impact the enterprise, through the improvement of how organizations holistically use people, processes, technology, data, and physical infrastructure to develop capabilities to meet their mission. Transformation should achieve measurable improvements in efficiency, effectiveness, and stakeholder satisfaction.

Step change is like the sledgehammer: powerful, impactful, and capable of sweeping changes quickly.

Incremental change is the scalpel: precise, deliberate, and resulting in gradual but consistent improvements over a more extended period.

Task orders issued on the DAFSTS II IDIQ cover services that are: commercial; classified

(Secret, Top Secret, SCI, and Special Access Program (SAP)) and unclassified; and performance shall be CONUS (OCONUS travel is authorized). Projects awarded on

DAFSTS II shall not exceed 12 months for Tier 1 and 24 months for Tier 2 unless otherwise approved by the DAFSTS II Program Office.

Contract Type: Firm Fixed Price (FFP).

Advisory and Assistance & Professional Services

The services requested and expected on this IDIQ are professional in nature. While the

Government will not dictate the labor categories required to provide a desired outcome, the education and/or experience proposed for task orders shall be commensurate with that of

A&AS and Professional Services (29 CFR 541). The following FAR Definitions from FAR

2.101 apply:

“Advisory and assistance services” means those services provided under contract by nonGovernmental sources to support or improve: organizational policy development;

decision-making; management and administration; program and/or project management and administration; or R&D activities. It can also mean the furnishing of professional advice or assistance rendered to improve the effectiveness of Federal management processes or procedures (including those of an engineering and technical nature). In rendering the foregoing services, outputs may take the form of information, advice, opinions, alternatives, analyses, evaluations, recommendations, training and the day-to-day aid of support personnel needed for the successful performance of ongoing Federal operations. All advisory and assistance services are classified in one of the following definitional subdivisions:

a. (1) Management and professional support services, i.e., contractual services that provide assistance, advice or training for the efficient and effective management and operation of organizations, activities (including management and support services for R&D activities), or systems. These services are normally closely related to the basic responsibilities and mission of the agency originating the requirement for the acquisition of services by contract. Included are efforts that support or contribute to improved organization of program management, logistics management, project monitoring and reporting, data collection, budgeting, accounting, performance auditing, and administrative technical support for conferences and training programs.

b. (2) Studies, analyses and evaluations, i.e., contracted services that provide organized, analytical assessments/evaluations in support of policy development, decision-making, management, or administration. Included are studies in support of R&D activities. Also included are acquisitions of models, methodologies, and related software supporting studies, analyses or evaluations.”

2.2 Tier Definitions. AFSTS consists of two (2) tiers covering differing levels of qualifications for each; separated by level of complexity value, structure and definition of problems for the applicable mission partner. Prime contractors shall only be primes in one Tier only and shall not subcontract in the same or opposite Tier.

Joint Ventures (JV) shall not be a member of a JV and be a prime/subcontractor in either Tier. No exceptions. Contractors cannot perform as Prime and/or Sub in both tiers. Once an Offeror declares in one tier, it cannot change tiers.

Tier 1

Corporate experience successfully performing studies, research and analysis and developing transformational strategies for Fortune 50 companies (public or privately owned) and experience advising C-suite executives and large organizations through crisis response and highly complex, undefined, unstructured problems. Has extensive experience advising and implementing a comprehensive rethinking of business models, systems, or processes and;

Corporate experience successfully assisting the Federal Government at the agency level, no lower than Major Command (or equivalent), advising senior leaders through developing transformational strategies; translating and incorporating commercial (private sector) best practices through crisis response and highly complex, undefined, and unstructured problems.

For the purpose of Tier 1, the term “highly complex, undefined, and unstructured problems” means the problems faced in this tier of effort are usually large in scale with little context or definition provided. Crisis scenarios often call for an immediate and dramatic response, usually making a step change essential. Requests usually require engagement across multiple stakeholder communities (external but in limited cases internal to the requesting Agency), and usually have political or statutory impacts. There are potentially no existing best practices in Government to leverage. These initiatives are usually characterized by sudden, disruptive changes brought about by outside forces..

Tier 2

Corporate experience successfully performing studies, research and analysis and developing transformational strategies and implementation plans for Fortune 1-200 (public or privately owned) companies and experience advising C-suite executives and large organizations through moderate to complex problems. Has extensive experience advising and implementing organizations through cautious progression when the risks associated with drastic changes loom large and;

Corporate experience successfully assisting the Federal Government at the agency level, no lower than Major Command (or equivalent), advising senior leaders through developing transformational strategies and implementation plans; translating and incorporating commercial (private sector) best practices through moderate to complex problems

For the purpose of Tier 2, the term “moderate to complex problems” means the requirements of this tier are complex but are usually understood with a goal defined. The scope may involve stakeholders internal and external to the Federal Government but are usually limited to the requiring organization being within the requesting Federal Agency. The challenges are usually not political and usually have no statutory impact. The coordination and collaboration effort needed to resolve the problem is challenging and usually requires incremental change to complete. Responses in these efforts usually require a progressive evolution, emphasizing continuous improvements. These initiatives are also usually introduced in response to internal needs, but they are usually characterized by an urgent challenge to the status quo such as a sudden organizational restructuring or the introduction of a new strategic initiative.

2.3 Responsibilities:

Contracting Officer (CO)

The CO is responsible for the award, administration, and management of the DAFSTS II IDIQ and any solicitations, source selections, task orders and task order modification modifications utilizing the AFSTS IDIQ

- Monitoring and evaluating performance of each primary contractor

- Conducting meetings with prime contractors as scheduled and/or necessary

- Providing advice and guidance to appointed Contracting Officer Representative (CORs), Senior leaders, and DAFSTS II primary contract holders regarding all DAFSTS II related matters

- Appointing and terminating all DAFSTS II CORs

- Providing contract specific training to all appointed DAFSTS II CORs

- Ensure COR reports, invoices, and running balance sheets are uploaded into SPM and the

Teams Channel monthly for each task order COR

- Ensure Contractor Performance Assessment Reporting Systems (CPARS) completed as required

- Update DAFSTS II trackers (internal and external) with recent information

If a decentralized order is approved – outside agency executing task order shall:

- Attend DAFSTS II Immersion Training and DAFSTS II COR Training

- Sign a Memo/MOU to document roles and responsibilities

- Work with the DAFSTS II PM/COR and DAFSTS II CO on all pre- and post-award documentation

- Provide proof of certified funding

- Provide COR nomination and appointment documentation

- Collaborate with the DAFSTS II team and technical evaluators on the decision document

- Sign the decision document, execute the award and subsequent modifications

- Provide copies of signed award documents, modifications, D&F’s, COR appointments, etc.

- D2579 approval at the IDIQ level with quarterly reporting of TO’s to AFDW/SB

DAFSTS II Program Manager (PM) / COR

- DAFSTS II PM is responsible for the overall program

- DAFSTS II PM will review and provide scope determination inputs for all requirements

- Designated approval/disapproval authority for all Tier 1 and Tier 2 requirements

- Settle any disapproval disputes between the program and requiring organizations

- Collaborate with AFDW/PK on policy, governance, and contract changes

- Ensure all request packages are complete prior to submission

- Ensure quarterly, annual Program Management Reviews (PMR) are completed

- Create a collaboration space for the contractors and government personnel-

- Ensuring all requesting agencies have identified a trained COR

- Ensure all pre-reads, technical evaluator training, complete prior to package submission to PK

- Ensure annual CPARS reports are completed by all required task order CORs

- If no CPARS is required due to dollar threshold; ensure CPARS form completed by COR prior to task order closeout

- D2579 approval at the IDIQ level with quarterly reporting of TO’s to AFDW/SB

Project Action Officer

- Shall attend AFSTS Immersion Training via Microsoft Teams

- Shall attend Technical Evaluation Training via Microsoft Teams

- Complete the DAFSTS II Checklist

- Secure funding (Form 9, MIPR, 7600B, Funds Availability memo)

- Ensure Task Order number (“F”) is on emails, PRs, MIPRs, and any documentation/correspondence.

- Shall coordinate in all industry engagement with the DAFSTS PM/COR

- Shall provide pertinent information as required

- Shall be available for all industry engagements

Task Order CORs:

- Shall have an active account in Procurement Integrated Enterprise Environment (PIEE) with the correct DODAAC and roles approved (COR - JAM, SPM, MyInvoice, WAWF -

Acceptor)

- Work with Agency PIEE Government Administrator (GAM) for account access, permissions, and issues. The AFDW/FM and AFDW/PK GAM will only assist with Headquarters Air

Force and AFDW personnel.

-Complete required COR training (provided in the COR training checklist)

- Ensure COR training remains current

- Ensure COR reports, invoices, running balance sheets are uploaded in SPM and DAFSTS II collaboration site

- Complete DRAFT Quality Assurance Surveillance Plan (QASP) prior to award, upload into

PIEE. After award, upload final QASP to PIEE and DAFSTS II collaboration site

- Monitor contractor performance using QASP as a guide

- Keep up-to-date copy of the Performance Work Statement (PWS) to ensure compliance

- Elevate issues to the DAFSTS PM/COR when issues cannot be resolved at lowest level

- Approve invoices; if invoice approval is with the Resource Advisor (RA) invoices shall be reviewed by the COR prior to approval

- Sign the Monthly Status Report (MSR). Signature on the MSR indicates concurrence. If there are disagreements, add comments to the MSR to ensure performance is documented. Provide a copy to the DAFSTS II collaboration site and Contractor. This document can be used to upload into SPM as your monthly surveillance document

- Approve Common Access Card request (if applicable, agency dependent)

- If TASS is delegated to another office, the COR is responsible to assist with this task

- Complete and Route DD254 (Security Requirements) DRAFT prior to TOPR release; if applicable. When ready for approval, the COR is the signature authority for the DD254.

- Assist with task order closeout

- Shall notify the Program team of the intention to change COR immediately to ensure timely training and transition of duties

- Shall initiate termination of COR request in PIEE no later than 60 days prior to departure

- Participate in the DAFSTS II Quarterly PMR. If COR is not available ensure that a representative is identified and attends.

- Complete CPARS if task order over $1M; if not, complete CPARS form and turn-in to

DAFSTS II COR at the end of task order performance

*CORs within agencies outside of the Air Force – process MIPRs, draft any MOUs, 7600A’s, 7600B’s, or D&Fs to use AFSTS.

- Input task order information in Strategic Management Tool (Air Force Only)

- Ensure Task Order number (“F”) is on emails, PRs, MIPRs, and any documentation/correspondence.

- Ensure the funding documents (7600B/MIPR/Form 9) has contracting officer name, CLIN structure matches the task order and meets the requirements outlined in the funding documents instructions

- Any modification requests, to include 52.217-8, Extension of Services, shall be submitted

60 days prior to the end of the POP

- Attend quarterly COR meetings/training

TOPR Evaluators:

- Sign Non-Disclosure Agreement

- Sign Conflict of Interest Statement

- Shall attend Technical Evaluation Training via Teams

- Evaluate proposals IAW established evaluation criteria and timeframe; failure to complete the evaluation within the timeframe may result in cancellation of the award

Sponsoring Senior Leader:

- Responsible for the requesting agencies compliance with the DAFSTS II Ordering Guide, Agreements, etc.

- May be required to review and sign evaluation documents to ensure quality submission

- Shall attend and present during at least one of the industry engagement opportunities: SOO

Review, Industry Day, AMA session

- Shall ensure trained COR remains assigned to active task orders

Contractors (IDIQ Level):

- Shall provide point of contact information for the following:

Requests for Information / Pre-Reads

Contract Specific Issues/Awards/Modifications

Task Order Proposal Request Inquiries

Executive Leadership Engagement/Inquiries

Ask Me Anything Sessions

- Adhere to the proposal procedures for AFSTS

- Update POC information with AFDW/PKS and SAF/MG

- Report any issues to Program Team and Contracting Officer (as required)

- Attend Quarterly IDIQ level Program Management Reviews (PMR)

SB reporting NTSB (training, improvements, SAM registration, etc.), %, tasks

Turnover Report

TO status

Problem Notification Reports

Comments / Feedback

- Provide Monthly Status Reports (MSR) - TO level only

Ensure the MSR is signed by the Government and Contractor POC. If there are disagreements, ensure it is documented on the MSR.

- Maintain AFSTS level CACs (no more than 6)

Responsible for safeguarding and returning upon re-assignment or contract expiration

Ensure personnel have at least an Interim Secret Clearance

- Submit and maintain network access requests

- Complete out processing procedures for IDIQ level CAC holders

SECTION III

3.0 Description of Tasks

Task orders issued on this IDIQ shall focus on industry leading, enterprise level strategic transformation. These transformations will bring about new ideas, methods, products, services, or solutions that have a significant positive impact and value. These initiatives will involve transforming creative concepts into tangible outcomes that provide value and address unmet needs utilizing the contractors’ extensive commercial (private sector) expertise, translating those concepts to the federal government. This also allows ancillary services necessary to complete a total strategic transformational objective(s).

Section IV

4.0 Ordering Guide

4.1 This short guide is written for the users of and contractors on the DAFSTS II IDIQ. It explains the processes that will be used when awarding each task order, deliverables and actions required during and after performance is completed. The Guide addresses contracting processes and concepts specific to the DAFSTS II IDIQ. Please contact the

DAFSTS II Org Box if you have any questions. afdw.pkpks.afsts@us.af.mil.

4.2 Restrictions and minimums associated with task orders. The minimum task order value is

$500. There is no maximum order value (remaining ceiling dependent).

4.3 Competition and Exception to Fair Opportunity. Task orders will primarily be competitive (see section 4.8 for evaluation criteria). If an exception to fair opportunity is contemplated, the program team shall update the collaboration site and post the awarded justification approval via sam.gov within 14 days of award.

4.4 Who can use this IDIQ? This IDIQ is available for Federal Government use. DAFSTS II is a primarily centralized IDIQ (decentralization approved on case-by-case basis).

Requirements shall be at the Major Command (MAJCOM) (agency/component equivalent) level or above. Signature on the request form will be no lower than a 2-Star

General / Tier 2 SES.

Off Ramping

The following situations shall require DAFSTS II IDIQ Contractors to be off ramped (removed) as an DAFSTS II IDIQ Contractor and will no longer be able to propose on future TOPRs. Any notices of removal will be provided in writing to the Contractor from the CO:

1. Awarded AFSTS Contractors are only allowed to declare a “no bid” two (2) consecutive times OR no more than three (3) times annually (per ordering period year).

Whichever threshold is met first. No bids are tracked based on the TOPR release date.

a. *Applies to Standard and Extended TOPR procedures only; DOES NOT apply to Expedited TOPR procedures (see section 4.5 for TOPR procedures). DOES

NOT apply to “no bids” for CO approved OCI exemptions. No bids are waived annually from 15 August – 30 September.

2. Poor Performance. Poor performance includes: missing milestones and deadlines, not performing IAW proposal/PWS, misconduct of employees, poor quality of deliverables, uncleared personnel, and termination for cause.

a. Marginal or below CPARS on any three (3) task orders over the ordering period, etc. Poor performance determinations are at the sole discretion of the

Government.

3. Marginal, Unacceptable, Unfair/Unreasonable Price. For Standard and Extended

TOPRs. Contractors are only allowed to receive three (3) Marginal or Unacceptable technical proposal ratings AND/OR if the pricing is determined unfair and/or unreasonable three (3) times total during the five (5) year ordering period (life of the mailto:afdw.pkpks.afsts@us.af.mil

IDIQ).

a. Not applicable for Expedited TOPRs.

b. The total for the marginal or below technical rating and/or unfair/unreasonable pricing is accumulative. Example: 2 marginal technical ratings and 1 unfair pricing determination OR 2 unreasonable pricing determinations and 1 unacceptable technical rating.

4. If a Prime contractor utilized subcontractor/teaming partner corporate experience to meet the qualifications for an DAFSTS II IDIQ award and that relationship severs, then the Prime contractor will be off ramped as they will no longer meet the minimum qualifications.

4.5 Industry Engagement. Industry Engagement is a critical component of the success of the program. Industry engagement can foster collaboration during the AFSTS processes in order to gather and understand the mission partners objectives. This enables inputs and insights from the mission partner and industry experts to ensure products, services, and solutions align with the mission partners needs and requirements. This also promotes transparency, open communication to provide clarity on the requirement and productive relationships. A senior leader shall attend at a minimum one of the following industry engagements: 1. Statement of

Objectives (SOO)Review, 2. Industry Event, 3. Ask Me Anything (AMA) session. For expedited TOPRs, the program team will try to maximize the industry engagement(s);

however, an expedited TOPR can prevent all the following engagements listed below:

1. SOO REVIEWS (in person and/or virtual): SOO reviews will be scheduled to the maximum extent practicable. SOO reviews consist of an open session with the mission partner with all applicable Tier contractors present. During the SOO review, the contractors are given the opportunity to ask the mission partner questions and provide recommendations in real time.

2. PRE-READS (email and/or collaboration site): Pre-reads will be conducted to the maximum extent practicable. Pre- reads are an opportunity for Contractors to ask questions and provide recommendations/feedback for draft documents. Pre-read forms with government responses to contractor-submitted questions go back to each individual contractor. Responses are only shared if the requirement changes, or if documents are requested and provided.

3. INDUSTRY EVENT(S) (in person and/or virtual): Industry Day’s will be scheduled to the maximum extent practicable. Industry Day consists of an open session with all applicable Tier contractors present followed by one-on-one sessions. One-on-one’s will range between 30 – 60 minutes. During the open session, the mission partner will provide background information, details, risks, etc. One-on-one sessions are the contractors last opportunity to ask questions in a private setting.

4. ASK ME ANYTHING (AMA) SESSION: AMAs will be scheduled to the maximum extent practicable. AMAs are only scheduled after TOPR release. This is another opportunity for Contractors to ask final questions and provide recommendations. Resulting answers to questions or accepted recommendations may change the final SOO. All submitted questions / recommendations will be shared with all offerors. If the changes are substantial, an extension to the due date may be required. While we strive to host an AMA for each TOPR, there are requirements that will not have an AMA. This will usually apply to Expedited

TOPRs.

a. AMAs require the senior leader (SL) over the program to provide a program overview, issues the agency is trying to tackle (problem statement), identify any risks, and final desired outcome/end-state. The opening session is usually 5-10 minutes. After the SL brief, the Program Team will read the Q&As. If there are follow-up questions, a technical SME will need to be on the line to answer any additional clarifying questions.

b. AMA are usually only scheduled if there was no industry day or the (SL) did not participate in the other industry engagements.

5. INDUSTRY ENGAGEMENT PRIOR TO TOPR RELEASE. The contractor can work with the mission partner one on one in order to reach a better understanding of the requirement; however, if the mission partner meets with one (1) contractor they must meet with all contractors to maintain fair opportunity. Also, if requirements change, those changes must be coordinated with the Contracting Officer so they can be disseminated to all contractors.

4.6 Task Order Proposal Request (TOPR) ordering procedures: GOVERNMENT

PERSONNEL:

1. Contact the Program Team at website XXXXXXXXXXXXXX.

2. Attend Immersion Training. This training is mandatory for the Action Officer and

COR and will provide the mission partner with a detailed overview of DAFSTS II.

Training is held every Tuesday at 1400 EST. An invite be provided once contact is made with the team.

3. After completing immersion training, the mission partner should have completed its market research and acquisition planning. This decision point should be made prior to moving to the next step.

4. The Program Team will provide access to the collaboration site for all templates, so the mission partner can start the process of their requirement.

5. Complete a DRAFT version of the DAFSTS II request form and DRAFT SOO.

a. The DAFSTS II Request Form must be completed and signed by all appropriate signatures (see section 4.4).

i. The request form shall be thoroughly completed with as much detail allowable. This reduces risk to the contractor and government and drives down unnecessary costs.

b. The DRAFT SOO will start the industry engagement (see section 4.5).

i. This document shall clearly spell out the problem being resolved and the desired end state. This document is not to be prescriptive, but more so a guide for the contractor to understand the problem, need, and outcome.

6. The mission partner shall continue gathering remaining documentation, funding, etc.

during industry engagement and requirement refinement

7. The Mission Partner shall complete the following checklist prior to submitting package for final approval:

8. The requiring office submits the completed package at:

AFDW.PKPKS.AFSTS@us.af.mil.

9. Program Team reviews and approves the request and tier determination

10. Industry Day is scheduled in coordination with the SAF/MG PM/COR. If working in

Tier 1-minimum time required is 3 hours, maximum 5 hours. If Tier 2, minimum time required is 4 hours, maximum time is 7 hours. This can be broken into more than one day to accommodate schedules.

11. Program Team completes final review and provides any feedback and comments (if required)

12. Requestor completes Technical Evaluation Training.

13. DAFSTS II Program Team releases TOPR

14. Schedule AMA, if required

15. Depending on the approved request form, vendors have the following timelines to provide a proposal package:

*Extended 30 Calendar Days

*Standard 10 Calendar Days

*Expedited 3 Calendar Days *Exact number of days will be indicated in each task order proposal request

1 Attended Immersion Brief

2 Final Statement of Objectives (SOO)

3 Final Signed Request Form

4 Certified Funding Document; Tripartite (Availability of Funds) Memo

- Planning PR/MIPR is acceptable for EOY actions.

5 FS 7600A, Interagency Agreement (applicable to non-DAF)

6 COR Nominated in PIEE - COR must submit nomination through PIEE in order for project request to be sent for approval and complete all required COR training prior to approval PIEE nomination.

7 Independent Government Estimate (IGE); Affordability Range

8 Draft DD 254, DoD Contract Security Classification Specification - If required; the draft shall be completed prior to solicitation (only exceptions are for expedited requests and EOY).

9 Memorandum of Agreement – Roles and Responsibilities (applicable to decentralized orders)

10 Signed Source Selection NDA for entire evaluation team and any leadership that is requesting access to documentation or requesting updates

11 Signed COI for entire evaluation team and any leadership that is requesting access to documentation or requesting updates.

mailto:AFDW.PKPKS.AFSTS@us.af.mil

16. The Government requiring office will evaluate proposals and respond to the Program

Team via the evaluation worksheets with recommendations using the established evaluation criteria.

a. Deviation from the established evaluation criteria will cause delays in the acquisition process. Unsubstantiated ratings will be returned to evaluators for re-write. The Program Team will remain the decision authority on all task orders unless otherwise documented on the DAFSTS II Request Form.

17. A kickoff meeting shall be schedule prior to award notification release

18. Performance start date based on the defined period of performance, but a minimum of five (5) business days is recommended to allow coordination for a task order initiation meeting and the contractor finalizing and ensuring availability of personnel.

19. Once the contract is awarded, the contractor’s proposal (PWS, Supplemental, Price, Key

Pers, SBPP, and Assumptions) is the contractual document, not the SOO.

4.7 Task Order Proposal Request (TOPR) Submission Process and Instructions:

CONTRACTORS

1. The Program Team provides the applicable Tier Contractors with TOPR package

2. The Program Team will schedule the AMA, if applicable

3. Contractors submit AMA questions by the suspense provided in the TOPR, if applicable

4. All questions will be answered openly during the AMA. The requesting company will not be revealed during the AMA.

a. Contractors are cautioned to ensure they respond to the SOO as written and not solely rely on the AMA. The AMA is time for Contractors to ask questions to get clarity, it’s not a substitute for the written requirement (SOO).

5. Any changes made to the TOPR because of the AMA will be incorporated in the SOO.

6. Depending on the procedure selected, vendors have the following timelines to provide a proposal package:

*Extended 30 Calendar Days

*Standard 10 Calendar Days

*Expedited 3 Calendar Days *Exact number of days will be indicated in each task order proposal request

Note: Expect award up to 30 days after proposal receipt (this will vary based on schedule, complexity, etc.)

7. Oral Presentations: For any oral presentation requests (applicable 10 and 30-day requests and will be expressly stated in the TOPR release package), only the supplemental pages will be briefed via PowerPoint/PDF slides. All other elements shall be written (PWS, Key

Personnel, Assumptions, Price, SBPP). Oral presentation (supplemental) slides are due at the same time as the TOPR package (PWS, Key Personnel, Assumptions, Price, SBPP, Supplemental pages). There is no slide limit for oral presentations (supplemental pages).

a. Attendees: At a minimum, proposed key personnel should participate in the oral presentation.

b. During the Presentation: The Government will not interrupt during the presentation to ensure the contractor has the maximum time to brief. The only exception is if the Government team needs the contractor to restate information.

Any exchanges or clarifications required will be provided in writing to the contractor after the presentation.

c. Oral Presentation Time Allotment: Minimum time allowed for oral presentations is 30 minutes. Oral presentations shall never exceed three (3) hours. There is no page limit for oral presentations (oral slides serve as the supplemental pages).

d. Clarifications: The Government may ask clarifying questions at the conclusion of the oral presentation. This is not an opportunity for the offeror to make any changes to the proposal. The questions will be to give the Government a better understanding of the proposal.

e. Discussions: In the event discussions are required, the Program Team will provide questions via an Evaluation Notice (EN) and provide the offerors time to make any final proposal revisions. All due dates/times will be provided with the

EN.

8. TOPR Submission Instructions:

a. The TOPR response shall include the Technical Solution (PWS, the “what”), Supplemental Pages (Technical Approach, the “how”), Price, SBPP, Assumptions, Key Personnel Form.

b. The PWS shall provide the Offerors detailed technical solution to meet the

Statement of Objectives (desired transformation outcome). This includes the

Offerors proposed milestones/timeline , deliverables (SOO 3.0), services summary (SOO 4.0), and stakeholder engagement plan. The PWS shall include paragraphs 3.0 -7.0 from the SOO. If selected for award, the PWS will be incorporated in the final award

c. The Supplemental Pages (PowerPoint Slides/PDF Slides) shall provide the

Offerors; detailed approach on how the transformation will be completed (see list below for areas to address). This document will be incorporated in the final award:

i. Milestones - Data, visualization, recommendations, decision points, etc.

ii. Strategic Approach, Methodology –Explain how the problem will be solved. Explain the selected methodology and why it was chosen

iii. Executable Approach – Explain the definability of the approach (data, metrics, applicable experience)

iv. Risks Assessment – Explain risk identification, monitoring, measuring, and mitigation

v. Objective metrics – How will success/failure be measured?

vi. Betterment – Explain how the approach will make the organization better.

Must be a measurable increase in output, efficiency, return on investment, cost savings, etc.

d. The Contractor shall complete and submit the Price, SBPP, Assumptions, Key

Personnel Form. This document will be incorporated in the final award.

i. The Key Personnel Tab shall only include the actual key personnel required to meet the desired outcome. Complete each column as follows:

1. Availability - Availability is provided to level set expectations and approximation of the availability of key Personnel. Choose Full

Time, Part Time, and As Needed for each provided Key Personnel

2. Name – Name of individual (actual hire)

3. Position/Title: Provide position/title

4. Education: Provide highest COMPLETED level of education first.

List any additional education and certifications applicable to this requirement

5. Experience: Provide overview of individuals experience and how it ties to the requirement. Also, provide is the individual has any experience to the applicable AF lines of business. If the individual does not have education, use this area to explain how experience will substitute education.

6. Background: Provide individuals applicable work history to demonstrate the individual has the experience and understanding to complete the tasks. If the individual does not have education, use this area to explain how the individual’s background will substitute education.

7. Assigned PWS Task(s): Provide the PWS tasks number(s) or paragraph number(s) this individual will be performing or providing support.

8. Assigned SOO Objective(s): List (if any) the SOO objectives (by paragraph number) the individual is responsible for or contributing to.

ii. The Small Business Participation Plan (SBPP) Tab shall be included in all

TOPR responses for review and contract incorporation purposes. The contractor is not obligated to propose SB subcontractors for every task order; however, at our sole discretion, the DAFSTS II Program reserves the right set the SBPP TCV percentages and/or elect to evaluate the SBPP.

If this is a requirement, the government will notify the contractor in the

TOPR. The Program Team will select one of two options on the SBPP tab:

1. Compliance: For this TOPR, vendors shall provide the name(s) of the SB, socio economic status, and percentage of the total contract value (TCV). SBPP will not be evaluated for this TOPR, however will be incorporated into the award.

2. Evaluation: For this TOPR, SB participation with a specific socio-economic group or non-traditional SB percentage is required. The minimum percentage of the total contract value (TCV) for Small

Business/Socio Economic Group is XX%.

iii. The Assumptions Tab shall be completed to provide all contractor proposed assumptions.

iv. The TOPR Price Tab the offeror shall complete all applicable cells within the spreadsheet

1. Each task order will be priced as a package with applicable CLINs which will include all labor, travel, materials, tools, etc. required to complete the task. Additional CLINs may be required to delineate

OPTIONAL tasks, or Option years (i.e. 1001, 1002). All task orders will be awarded as FFP.

2. Unit: Always Monthly

3. Quantity: Enter number of months. Shall not exceed 12.

4. Monthly Price: Enter monthly price. Shall be rounded to the nearest two decimals.

5. Total Price (each PoP): Automatically generated in the spreadsheet.

Total Price of Quantity multiplied by Monthly Price

6. Total Evaluated Price: Automatically generated. Total of all priced

CLINs

v. The 52.217-8, Extension of Services Tab it shall be priced at the exact same monthly pricing rate as the correlating CLINs (adding all of the

CLINS). The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months.

Offerors are required only to price the base and option CLINs. Total Price block is the amount that will be placed in the 52-217-8 CLIN. The extension of services clause CLIN is not expected to be exercised.

vi. The Price Narrative Tab is the contractor’s opportunity to explain its pricing approach. The contractor can provide such information as quantities, job titles, explanation on total cost of ownership, travel, discounts (from normal commercial pricing), risks, savings from automation, etc. DO NOT INCLUDE any dollar amounts or cost elements such as profit, G&A, Overhead, etc.). This section can help substantiate fair and reasonableness and may assist in justifying price premiums.

9. All written submittals shall be on 8 ½ x 11 paper. Font shall be no smaller than 12pt with no smaller than 6pt under graphics, pictures, charts, etc.

10. Page limitations and Formatting:

PWS: 20 pages unless otherwise specified, Microsoft Word or Adobe PDF format

Supplemental Pages: 20 pages unless otherwise specified, PowerPoint/PDF slides.

PSAK (Pricing, SB Participation Plan, Assumptions, Key Personnel Matrix) Form:

unlimited, Excel.

a. In an Exception to Fair Opportunity situation, the Government may require Other than Cost or Pricing Data to determine the price Fair and Reasonable. This may include but is not limited to recent contracts for similar services.

b. Pages excluded from page count on the PWS or Supplemental includes: Cover page, introduction page, agenda page(s), table of contents, and incorporated SOO

Sections 3.0 through 7.0. Offerors shall put the incorporated SOO Sections in the contractor written PWS. If the offeror is proposing additional deliverables and/or performance thresholds (services summary), the offeror shall include those additions in the PWS.

c. There is no page limit for oral presentations (oral slides serve as the supplemental pages)

d. File Naming Conventions:

Document Naming Convention Example

Technical Solution TOPR#_Company Name_Date of

Submission_PWS

FA7014XXSTSXXXX_Acme_3June24_PWS

Technical Approach TOPR#_Company Name_Date of

Submission_Supp

FA7014XXSTSXXXX_Acme_3June24_Supp

PSAK (Price, SBPP, Assumptions, Key

Personnel)

TOPR#_Company Name_Date of

Submission_PSAK

FA7014XXSTSXXXX_Acme_3June24_PSAK

Uploaded Proposals Folder

Name via Collaboration Site

(Within offerors assigned channel)

TOPR#_Company Name_Date of

Submission

FA7014XXSTSXXXX_Acme_3June24

11. TOPR submissions will be via email to the DAFSTS II Org Box or via the DAFSTS collaboration space. The Government will ensure instructions are clear prior to TOPR release.

a. If emailed, TOPR submissions should not exceed 23MB. For larger emails, send more than one email. Ensure each email is marked “Email X of X”. The

Government will acknowledge receipt via an email response. If a response is not received, assume the Government did not receive the submission and follow up with a phone call.

b. DAFSTS II collaboration space submissions will be uploaded in the appropriately labeled TOPR folder under the applicable company. The Government will confirm and acknowledge receipt via the DAFSTS II collaboration space or email.

12. The Program Team will notify the awardee and non-awardees in writing of their respective overall technical rating and price. The notification will provide feedback for each respective Offerors proposal

13. Performance start date should be based on the defined period of performance to the maximum extent possible. A minimum of five (5) business days is recommended to allow coordination of task order kickoff meeting.

4.8 How will each task order be evaluated?

Technical Evaluation

1. TECHNICAL APPROACH/TECHNICAL SOLUTION: The Government will evaluate each Offerors technical solution and technical approach in how they will meet the

Government’s desired outcome IAW the statement of objectives (SOO). The government will evaluation for understanding, effectiveness, efficiency, sustainability, risks, and realism of the approach. The Government will evaluate each Offerors proposed technical solution and technical approach to ensure the solution and approach consider applicable regulations, stakeholder engagement, deliverables, and milestones. The Government will evaluate the realism and risks of all proposed assumptions.

a. Realism: The proposed approach provided enough detail to persuade the

Government the solution can achieve the desired outcome.

b. Understanding: The extent to which the transformation is consistent with the mission partners’ need, priorities

c. Effectiveness: The extent to which the transformations objectives can be achieved, or are expected to be achieved

d. Efficiency: Measure of how economically resources/inputs (funds, expertise, time, equipment, etc.) are converted into results

e. Sustainability: The ability of the government to sustain transformation benefits and the continuation of those benefits after major transformation assistance ceases

2. KEY PERSONNEL: The Government will also evaluate the Key Personnel Staffing

Matrix that assigns key personnel actual hires IAW its proposed PWS. The Government will evaluate education, qualifications, and experience levels for proposed key personnel for understanding of the requirement.

3. SBPP: This is only evaluated if the evaluation option is selected on the Price, SBPP, Assumptions, Key Personnel excel document under the SBPP tab. The SBPP will be evaluated to ensure the vendor’s proposal met the minimum percentage requirement. The sum of all the percentages shall equal XX% and that includes the X% to a

XXXXXXXXX Business. Any proposal below the minimum target will be rated unacceptable, rendering the entire Technical proposal unacceptable.

**Prime vendors on DAFSTS II shall perform at least **50% of the work on all task orders.

**For task orders where 25% or more of the overall task order value is attributed to the procurement of items such as licenses, the 50% requirement for the prime contractor will apply to the total price attributed to labor only.

**Contractors should avoid proposing proprietary solutions**

**If a proprietary solution is proposed, provide a statement on the cover page of the proposal**

**The Government may include additional evaluation factors at its sole discretion. If this occurs, Evaluation

Instructions and Criteria will be provided at TOPR release**

As a result of the technical evaluation, each Contractor will receive a Technical rating below:

Adjectival Rating Description

Outstanding The proposed solution indicates an exceptional approach and understanding of the objectives; providing the best desired outcome for the Government. Risk of unsuccessful performance is low to nonexistent.

Good The proposed solution indicates a thorough approach and understanding of the objectives; providing a good outcome for the Government. Risk of unsuccessful performance is low.

Acceptable The proposed solution indicates an adequate approach and understanding of the objectives; providing an acceptable outcome for the Government. Risk of unsuccessful performance is moderate.

Marginal The proposed solution indicates an inadequate approach and understanding of the objectives. Risk of unsuccessful performance is high.

Unacceptable The proposed solution did not meet the minimum requirements

**Any vendor that receives a Marginal or Unacceptable rating will not be further evaluated, will be informed in writing by the Contracting Officer, and be removed from competition for the particular task order.**

Price Evaluation

The Government will evaluate the total evaluated price for fairness and reasonableness. The

Government reserves the right to eliminate a proposal from further evaluation due to evaluated prices that are unfair or unreasonable.

Total Evaluated Price: Total value of all CLINs.

Reasonableness. Comparison of proposed prices received in response to this TOPR is the preferred and intended price analysis technique. Other techniques and procedures found in FAR

15.404-1, if deemed necessary and reasonable, may be used to ensure a fair and reasonable price.

The Government will evaluate options in accordance with FAR clause 52.212-2(b), as prescribed in FAR 12.301(c)(1). Evaluation of options shall not obligate the Government to exercise the option(s).

Evaluation of FAR 52.217-8, Option to Extend Services. The option to extend the contract term will be evaluated as part of the initial evaluation, whereby any resultant exercise of this option is within scope of the pending contract. The Government will evaluate the possible prices for FAR

52.217-8 through its evaluation of the base and option prices. If conditions warrant the exercise of this FAR52.217-8, the price(s) for continued performance under this clause shall be at the same price(s) as awarded for the base period or the option period (whichever is being extended).

As such, if the base and option prices are considered fair and reasonable then the cost of the possible extension of services under FAR 52.217-8 shall be considered fair and reasonable and in the best interest of the Government.

Basis of Task Order Awards

The Government intends to award without exchanges but reserves the right to open exchanges at its discretion. The Government seeks to award to the offeror who gives the Government the greatest confidence that it will best meet the 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 performance of the technically superior higher priced offeror outweighs the price difference. While the Government will strive for maximum objectivity, the awarded selection and decision process, by its nature, is subjective; and therefore, professional judgment is implicit throughout the entire process.

The following factors shall be used to evaluate offers: (i) Technical and (ii) Price. Relative importance of factors: Technical is always more important than Price.

The Government will award a task order resulting from any TOPR to the responsible Contractor whose proposal, conforming to the TOPR, based on the evaluation factors was the most advantageous to the Government, providing the best value, technical and price considered.

4.9 Exchanges Between the Government and Contractors.

The Government reserves the right to enter clarification and/or exchanges with one, some, all, or no offerors.

Clarifications can be held at the conclusion of an oral presentation or during proposal review and can be provided in writing via email. The offeror can clarify something in its proposal but is not afforded the opportunity to make changes to its proposal.

Exchanges will be provided in writing in an Evaluation Notice (EN) via email. The offeror will be afforded the opportunity make changes to the proposal, if desired.

SECTION V

5.0 Service Summary

5.1 Contractor service requirements. Vendor service requirements are summarized into performance objectives that relate directly to requirements at the IDIQ level and some performance objectives flow down to the task order level. Each task order will have its own services summary which will be provided in the statement of objectives (SOO). The performance threshold briefly describes the minimum acceptable levels of service required for each requirement and will be assessed on an “Acceptable” or “Unacceptable” basis.

These thresholds are critical to success of the AFSTS mission.

Performance Objective

PWS

paragraph

Performance Threshold

Provide qualified people at

TO start

Task Order

Level 8.10.1

Performance…