DRAFT_AIMS_Section_L.pdf

For Official Use Only – Source Selection Information – See FAR 2.101 and 3.104

SSP Attachment 4 Section L - Instructions, Conditions, and Notices to Offerors

L-I. GENERAL INSTRUCTIONS

The offeror's proposal shall include all data and information requested and shall be submitted in accordance with (IAW) these instructions. The offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS), Contract Data Requirements List, and additional attachments. Non-conformance with the instructions provided may result in an unfavorable proposal evaluation.

a. The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their experience and will base its evaluation on the information presented in the offeror's proposal.

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

c. The proposal acceptance period is specified in Section A of the solicitation. The offeror shall make a clear statement in Volume 1 – Price/Administrative Documents and in block 12 of the SF 33 that the proposal is valid until 1 July 2020. The proposal is based on the Wage/Determination/CBAs provided in Section J Attachment X and any changes which occur before award will be incorporated after award.

d. IAW Federal Acquisition Regulation (FAR) Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

e. The contract type specified for each Contract Line Item Number (CLIN) in the solicitation is mandatory. Alternative proposals will not be accepted for this acquisition.

1.1. General Information

1.1.1. Point of Contact: The PCO, Ms. Tammy Davis, is the sole point of contact for this acquisition. Address any questions or concerns you may have to the PCO. Written requests for clarification may be sent to the PCO at 45 CONS/PKDB, Attention: Ms. Tammy Davis, at 1201 Edward H. White II Street, Patrick Air Force Base, Florida 32925 or to tammy.davis@us.af.mil, with a courtesy copy to Mr. Oren Gilbert at oren.gilbert@us.af.mil.

Note: Be sure to include the Request for Proposal (RFP) number on all correspondence.

1.1.2. Debriefings: The PCO will promptly notify offerors of any decision to exclude them from the competitive range; whereupon, they may request and receive a debriefing in accordance with FAR 15.505. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The PCO will notify unsuccessful offerors in the competitive range of the source selection decision IAW FAR 15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request IAW the requirements of FAR 15.505 or 15.506, as applicable.

1.1.3. Discrepancies, Errors, Omissions and Questions:

1.1.3.1. 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 as well as the remedies the offeror is asking the PCO to consider as related to the omission or error. Government responses will be placed on Federal Business Opportunities (FedBizOpps) website at http://www.fbo.gov for access by all offerors.

1.1.3.2. Address all questions or concerns to the point of contact (POC) listed above in paragraph 1.1.1 using the format provided in the Question and Answer Template, Section J, Attachment L-01. Offerors are encouraged to submit all questions and requests for clarifications no less than ten days prior to the RFP closing date. The decision to respond to questions and requests for clarifications made less than ten days prior to the RFP closing shall be at the sole discretion of the PCO.

1.1.4. Electronic Reference Documents: All referenced documents for this solicitation are available on FedBizOpps. Potential offerors are encouraged to subscribe for real-time email notifications when information has been posted to the website for this solicitation. Additionally, technical information that requires controlled access is available on FedBizOpps. Controlled access documents require the vendor's company be certified by the Defense Logistics Agency Logistics Information Service's Joint Certification Program to receive unclassified technical data disclosing military critical technology with military or space application. Those vendors that are certified to receive export-controlled materials are termed authorized vendors. This system receives a daily feed of authorized vendors, which determines access based on a vendor’s Commercial and Government Entity (CAGE) code/Marketing Partner Identification Number.

1.1.5. Communications: 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. In addition, the contractor’s proposal shall state “Source Selection Information – See FAR 2.101 & 3.104” on each page. In order to facilitate the sending and receiving of encrypted emails, offerors must use MS Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted email, you will need to contact the Buyer/Contracting Officer indicated on the face page of the solicitation prior to that first submittal in order to exchange certificates used for encryption. To insure the process is working correctly, send a test encrypted message first (without including any source selection information). When submitting source file://52sxht-as-d0tw1/CLOIS/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/Far02.doc#T2101 file://52sxht-as-d0tw1/CLOIS/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR03.DOC#b3104 file://52sxht-as-d0tw1/CLOIS/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/Far02.doc#T2101 file://52sxht-as-d0tw1/CLOIS/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR03.DOC#b3104 selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

1.1.6. Pre-Award Survey:

1.1.6.1. If the information on hand or readily available to the PCO is not sufficient to make a determination of responsibility in accordance with FAR 9.1, the offeror may be required to participate in a pre-award survey to determine if the offeror meets the responsibility requirements in FAR 9.104. The pre-award survey is conducted with the assistance of the offeror to determine its eligibility and ability to perform.

Refusal to participate in a pre-award survey and provide all requested information may be cause for rejection of the offer. If the offeror is aware of some circumstances in its performance record or current ability to perform which may result in a negative report, offeror should provide any information on mitigating circumstances or corrective action planned or taken.

1.1.6.2. The pre-award survey may include performance of a formal financial capability risk assessment or audit by the Defense Contract Audit Agency (DCAA) or other personnel assigned by the PCO to perform the task. This effort would be performed in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 232.072-1 and the information required for audit would include but not be limited to that identified in DFARS 232.072-2. The contractor agrees to provide the financial information for such financial capability effort in a timely manner. Failure to provide the required data could result in the offeror being determined ineligible for award.

1.1.7. Amendment of Solicitation Prior to Proposal Closing: The Government reserves the right to revise and amend the solicitation prior to the proposal closing time. Such revisions or amendments will be communicated by amendment(s) to this RFP. If such amendments require material changes in quantities or prices, the proposal closing date may be postponed by enough days to enable offerors to revise their proposals. In such cases, the amendment will include announcement of the new proposal closing date and time. Amendments will be posted at FedBizOpps with the solicitation documents without notice. Offerors are responsible for accessing all amendments prior to proposal submission at www.fbo.gov.

1.1.8. A Bidders Library for this acquisition is available on https://www.fbo.gov/. The information contained in the library is provided for informational purposes to aid in proposal preparation. Forms and Publications referenced in the PWS may be accessed at http://www.e-publishing.af.mil. Any questions pertaining to the bidder’s library may be submitted to the PCO.

1.2. Receipt of Proposals

1.2.1. Submission: All volumes, paper and electronic, shall be delivered to 45 CONS/PKDB, Attn: Ms. Tammy Davis, PCO, 1201 Edward H. White II St., Patrick AFB (PAFB), FL 32925, Building 423, Room C-249. They must be received no later than 1:00 PM local time on XXXXXX. Concurrent with submission of the documents required in Table 1.3, the offeror shall provide one complete proposal package to their DCAA auditor for http://www.fbo.gov/ use in a pre-award survey. Additionally, the Government requests early submission of the information requested in paragraph 5.2.3. Contractor Responsibility Information must be received no later than 1:00 PM local time XXXXXXXXX to permit early determination of pre-award survey needs. In addition, offerors are requested to submit Volume 2, Past Performance Information, so that it is received ten (10) calendar days prior to the required due date for proposals. Failure to submit Volume 2 by the earlier date will not result in offeror disqualification.

1.2.2. Proposal Delivery: Patrick Air Force Base is a restricted access area. Offerors must coordinate obtaining access to these areas for any hand deliveries by coordinating delivery time with the PCO via email at least one business day in advance of required access. Failure to coordinate delivery in advance may result in the offeror not obtaining entrance to the base to meet required deadlines. Offerors attempting to hand carry proposals just prior to closing time do so at their own risk. Proposals sent via commercial carrier to arrive just prior to closing time also risk delay in accessing the facility that could result in late delivery. Late proposals will be processed IAW provision FAR 52.215-1 "Instructions to Offerors--Competitive Acquisitions."

1.3. Proposal Preparation and Organization

a. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications and technical requirements, in addition to those identified as evaluation factors or subfactors. The proposal should include all of the information requested in the subparagraphs. Failure to do so may adversely affect the evaluation. A proposal that is sufficiently documented to support performance and price in a complete, orderly and specifically detailed manner will enable the Government to perform a thorough and fair evaluation. To facilitate review and evaluation for this source selection, the Government proposes to transmit data via commercial systems (i.e. encrypted email, UPS, FedEx, etc.).

Distributed material will be identified as source selection sensitive and distribution strictly limited to appropriate personnel. Offerors’ responses shall consist of four (4) separate volumes identified in Table 1.3.

b. The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 1.3 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 1.3. The volumes identified in the table shall be separately bound in three-ring, loose-leaf binders, as necessary.

Table 1.3 Proposal Organization

Volume Title Paper Copies/Page Limit Electronic Copies

Volume 1 Technical

Original and 1 copy – 60 page maximum

CD-ROMS (3 copies)

Volume 2 Past Performance Information Original and 1 copy – 40 page maximum

On same CD-ROMs as Volume 1

Volume 3 Cost/Price Original and 1 copy- No page limit

On same CD-ROMs as Volume 1

Volume 4 Administrative Documents Original and 1 copy- No page limit

On same CD-ROMs as Volume 1

c. Any proposal, which fails to conform to the requirements or specifications in the solicitation, may be considered ineligible for award. Proposals should be complete and clear and not require additional explanation of information. The Government may make a final determination as to whether a proposal is acceptable or unacceptable based solely on the proposal as presented and submitted.

1.3.1. Page Size and Format: Page size shall be 8.5 x 11 inches, not including foldouts.

Pages shall be single-spaced, and shall be no less than Times New Roman 12-point font size with normal character spacing. Use at least one-inch margins on the top and bottom and 3/4 inch side margins. The background color of each page shall be white. Pages shall be numbered sequentially by volume. These page format restrictions shall apply to responses to evaluation notices (ENs).

1.3.1.1. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Page limitations may be placed on responses to ENs. The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors. Each page shall be counted except the following: cover pages, table of contents, blank tab dividers, glossaries/acronym lists.

1.3.1.2. Cost or Pricing Related Data: All pricing information shall be addressed

ONLY in the Cost/Price Proposal and Administrative Document Volumes and in Section B of the Schedule of the RFP. Cost trade-off information, 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 trade-off decisions.

1.3.1.3. Cross-Referencing: To the greatest extent possible, each volume shall be written on a stand-alone 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. The offeror shall provide a Solicitation Cross Reference Matrix indicating specific PWS paragraph number, and the corresponding proposal paragraph in that section which addresses the referenced item.

1.3.1.4. Indexing: Each volume shall contain a detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections. Table of Contents will not count against the page count requirements.

1.3.1.5. Foldouts: 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 each printed side shall count as a single page. 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 font shall be no less than Times New Roman 10-point font with normal character spacing.

1.3.1.6. Glossary of Abbreviations and Acronyms: Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each.

Glossaries do not count against the page limitations for their respective volumes.

1.3.1.7. Binding and Labeling: Each volume of the proposal should be separately bound in a three-ring, loose-leaf binder permitting the volume to lie flat when open.

Staples shall not be used. A cover sheet should be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification, and the offeror's name.

The same identifying data should be placed on the spine of each binder. Binders may be any color other than red. Each volume shall be appropriately marked as prescribed by FAR 52.215-1(e), Restriction on disclosure and use of data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

1.3.2. Electronic Proposal Submission: To enable the government to successfully view the proposals electronically, the offeror’s electronic copy of the proposal shall be submitted in Adobe Portable Document File (PDF) format. PDF files are expected to be exact duplicates of the paper copies. For files prepared in MS Excel XLS format, the PDF file shall duplicate the paper copy while the XLS file shall have open cells allowing the Government to view/evaluate all formulas. The government will use the electronic copies in the evaluation process and may compare the electronic and paper copies. If a variation in content between the paper copy and the electronic one is noted and that variation is not resolved with the offeror, the paper copy marked “original” shall be considered the submitted proposal. Page count is determined by the paper copy. Each CD-ROM case and the CD-ROM itself must be labeled with offeror name, solicitation number and numbered sequentially in the required number of copies.

1.3.2.1. File Preparation: The offeror shall generate “bookmarks” within each PDF file for at least each section and subsection of the document. Bookmarks shall be generated based on indexed entities appearing in the document Table of Contents. The minimum requirement for hypertext links is a table of contents within each PDF file linked to each section of the file. Additional hypertext links within the proposal are at the offeror’s discretion. The use of thumbnails or additional hypertext links will not influence the evaluation. The PDF file has a built in security function. The offeror shall set all security options in each PDF file to “allowed.” All text, including tables and figure identifiers, shall be indexed and 100% searchable text.

1.3.2.2. Font and Page Setup: Text font and layout shall be as stated for paper copies. Hypertext links shall be the same minimum font size. The preferred method of implementing hyperlinks is to indicate the hyperlink by blue font color. However, the offeror may indicate hyperlinks by any color font or with a visible rectangle.

1.3.2.3. Other Requirements: The offeror shall not embed sound or video files into the proposal files. Minimize the use of scanned images and keep embedded graphics as simple as possible.

1.3.2.4. Proposal Format and Structure: Each volume of the electronic proposal shall be in its own subdirectory on the CD-ROM, sequentially labeled Volume 1 through Volume 4.

1.4. Distribution

The "original" proposal shall be identified. Be sure to advise the PCO for prime and subcontractors that the proposal is "For Official Use Only" and "Source Selection Information-- See FAR 2.101 and FAR 3.104".

L-II SPECIFIC INSTRUCTIONS

2.1. Volume 1 – Factor 1 – Technical (which includes both Technical and Technical Risk Ratings Combined) (60-page maximum)

2.1.1. Factor 1 – Technical Specific Instructions:

2.1.1.1. The Technical Volume should be specific and complete and address your technical solution for meeting or exceeding the Government’s minimum performance or capability requirements of each technical subfactor. Legibility, clarity and coherence are very important. Your responses to the Technical/Risk Volume will be evaluated against the assessment criteria defined in Section M, Evaluation Factors for Award. Using the instructions provided below , provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these subfactors. By your proposal submission you are representing that your firm will perform all the requirements specified in the RFP. It is not necessary or desirable for you to tell us so in the proposal.

Do not merely reiterate the objectives or reformulate the requirements specified in the

RFP.

https://cs1.eis.af.mil/sites/afcc/knowledge_center/Documents/AFFARS_Library/5315/templates/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/Far02.doc#T2101 https://cs1.eis.af.mil/sites/afcc/knowledge_center/Documents/AFFARS_Library/5315/templates/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR03.DOC#b3104

2.1.1.2. The Technical Volume shall be organized according to the following general outline:

(1) Table of Contents

(2) Glossary

(3) Cross Reference Matrix

(4) Subfactor One – Program Management

(5) Subfactor Two – Non-Mission Support Services

(6) Subfactor Three – Mission Support Services

2.1.2. Subfactor 1 (Adjectival) – Program Management: The criteria in this subfactor will be applied to evaluate the offeror’s proposed Program Management approach. Note Applicable to all Subfactors: Referenced PWS paragraphs also include any subparagraphs.

2.1.2.1. Provide an organization chart that identifies your manning approach to meet all PWS requirements. Include a labor skill mix breakdown identifying the number of FTEs per category. Provide a staffing plan which discusses key personnel education and/or experience, required qualifications, team composition, and management of subcontractors. Identify positions filled by subcontractor employees (if any) to include staffing numbers and labor categories.

2.1.2.2. Provide an approach for recruiting and retaining, cross utilization, training, and replacement of personnel. Your approach should also address one deep critical positions to mitigate any associated risks throughout the life of the contract.

Discuss how you will employ and retain a workforce who has required knowledge, experience, training, and/or certification in but not limited to vehicle/equipment mechanics, air traffic controllers, fire fighters, medical personnel, HVAC technicians, radar/telemetry operation and maintenance (O&M) personnel, powerhouse operators, corrosion control personnel, and IT technicians.

2.1.2.3. Provide a detailed phase-in/transition plan, with timelines (to include start and completion dates) not to exceed 90 days to facilitate full performance at the completion of the phase-in period. (Ref PWS paragraph 1.11, as well as any other subparagraphs that reference phase-in/transition). The phase-in/transition plan must address, but is not limited to:

a. Methodology to obtain required security clearances and any other personnel actions required to assume operational responsibility.

b. Transfer of Government Furnished Equipment (GFE), tools and facilities (e.g., inventory of GFE and acceptance of those items).

c. Transfer of employees related to Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE).

d. Methodology ensuring all personnel have the proper training certifications (if applicable) day one of full performance

e. Methodology to operate/stock the company store and volcano club on day one of contract full performance.

f. Strategy to develop/implement Integrated Data Management System (IDMS) requirements, include types of data and file structure.

g. Timeline of arrival of key personnel on island.

2.1.2.4. Describe your approach to accommodate multiple U.S. Government tenants, manage a foreign national workforce in a foreign remote environment, and interface with Host Nation representatives. (Ref PWS paragraphs 1.10, 2.9. & 2.10, as well as any other subparagraph that references tenant support and/or foreign national workforce.)

2.1.2.5. Describe your approach for a quality control program which meets the requirements of PWS paragraph 1.5.4., as well as any other subparagraphs referencing quality control.

2.1.3. Subfactor 2 (Adjectival) – Non-Mission Support Services: The criteria in this subfactor will be applied to evaluate the offeror’s proposed Non-Mission Support Services approach.

2.1.3.1. Describe your approach for performing/providing civil engineering services which meet the requirements of PWS paragraph 4 as well as any other subparagraph that references civil engineering.

2.1.3.2. Describe your approach to support/provide base airfield services in accordance with the PWS to include air field operations management, air traffic control, air crew services, and airfield ground support services at AAAF. Approach should include a plan to maintain the Air Traffic Control and Landing Systems (ATCALS) to include correcting discrepancies, malfunctions, and failures. (Ref PWS paragraph 2.8)

2.1.3.3. Describe your approach for operating Base Operations Support (BOS) to include but not limited to: a public health program, occupational health program, base medical services, dining, recreation, base logistics to include stock levels for food and supply items, emergency response, emergency medical response, fire protection services, and security services for facilities, aircraft, and people on station at AAAF. (Ref PWS paragraph 2)

2.1.3.4. Describe your approach for providing non-mission communication and network services. (Ref PWS paragraph 5). Include the approach to:

2.1.3.4.1. Operating and maintaining the baseline network hardware and software configuration.

2.1.3.4.2. Operating and maintaining telephone voice at AAAF.

2.1.4. Subfactor 3 (Adjectival) – Mission Support Services: The criteria in this subfactor will be applied to evaluate the offeror’s proposed Mission Support Services approach.

2.1.4.1. Describe your approach to perform the 24/7 space object tracking mission. (Ref PWS paragraph 6.2.16 and service summary item #14.)

2.1.4.2. Describe your approach to perform concurrent radar and telemetry operations. (Ref PWS paragraph 6.)

2.1.4.3. Provide an approach to accomplish all maintenance functions for radar and telemetry. Include the performance of standard preventative maintenance inspections (PMI), scheduling depot maintenance, and system events that cause Non Mission Capable (NMC) status. (Ref PWS paragraph 6.)

2.1.4.4. Describe your approach to restore mission systems (radar and/or telemetry) to Fully Mission Capable (FMC) status within the time allotted identified in Table 6-3 of the PWS after:

2.1.4.4.1. The system becomes inoperable. The approach should address but not be limited to system expertise, reach back, parts availability or non-availability, system test, etc. (Ref PWS paragraph 6.)

2.1.4.4.2. The mission system experiences a catastrophic failure (a system failure that is beyond the typical remove/replacement of a system Line Replaceable Unit (LRU)). (Ref PWS paragraph 6.)

2.1.4.5. Describe your approach to calibrate and maintain the tracking and receiver performance of radar and telemetry systems. (Ref PWS paragraph 6.)

2.1.4.6. Describe your approach to successfully perform launch support and day to day mission communications operations. Include an explanation of the subsystems and manpower differences between day to day operations and Mission launch operations.

(Ref PWS paragraph 6.)

L-III. Volume 2 – Factor 2 Past Performance (40-page maximum)

3.1. General Instructions

Offeror shall submit a Past Performance Volume. Past Performance volume is requested 10 calendar days prior to proposal closing but no later than date specified in block 9 of the SF 33.

Only submit those projects for which the Offeror, Major Subcontractors (15% of total contract value), Primary Teaming Partners, or Joint Venture Partners actually performed and are proposed to perform in this RFP. The projects selected should clearly demonstrate the capabilities of the Offeror, Major Subcontractors, Primary Teaming Partners, or Joint Venture Partners on projects that are similar in scope and magnitude to the work required and proposed to perform in this RFP. The Government will use data provided by each Offeror in this volume and data obtained from other sources in the evaluation of past performance.

The evaluation of the offeror’s/joint venture member’s present/past performance WILL NOT include the present/past performance of any key personnel, even though they may perform major or critical aspects of this requirement.

3.2. Consent/Client Letter

The Offeror shall submit a consent letter executed by each major subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the Offeror so the Offeror can respond to such information. For each identified effort for a commercial customer, the Offeror shall also submit a client authorization letter authorizing release to the Government of requested information on the Offeror's performance.

3.3. Recent/Relevant Contracts

For the purpose of this source selection, recent present/past performance is defined as contracts performed within three years from the issuance of this solicitation. This portion of the evaluation will consider the Offeror’s performance including prime contract experience, subcontractor experience, and that of any of the Offeror’s proposed major subcontractors, teaming partner, or a joint venture partner in the format requested in 3.4.

3.4. Past Performance Volume Organization

a. Company and contract information

b. Period of Performance

c. Contact information

d. Description of work

e. Resource summary

f. Relevancy to Technical Capability/Risk and Cost/Price Factors

g. Contract Performance

3.5. Specific Volume Requirements

The contractor shall submit citations to address each technical subfactor area: Program Management, Non-Mission Support Services, and Mission Support Services (minimum of 1 citation and a maximum of 3 citations per subfactor area) Total for the Prime and Major Subcontractors combined. For each relevant citation submitted, the Offeror shall address the following with respect to its relevant past performance:

a. Company name, contract name, and contract number for the relevant past performance.

b. Period of Performance. Provide the contract commencement and completion date of the citation.

c. Names, addresses, telephone numbers, fax numbers and email addresses for

Contracting Officer Representatives (CORs), Administrative Contracting Officers (ACOs), and Contract Administrators.

d. Provide a brief narrative for each contract or subcontract listed. Explain the nature of the work involved and the extent the work involved was/is similar to this AIMS acquisition.

e. A description of the differences between the resources the Offeror used to perform the past effort and the resources the Offeror proposes to use for AIMS.

f. A description of the relevancy of the Offeror’s past performance with respect to the areas in each evaluation factor.

g. Contract Performance. Describe contract performance in terms of the items listed in the Past Performance Questionnaire. If the contract in question includes Incentive or Award Fee provisions, provide incentive or award fee data for the entire period of performance. For any work that did not meet original cost, schedule, or technical performance and requirements, explain the reason(s) for the disparity and any corrective actions taken to avoid recurrence.

Provide rationale as to why the price or delivery at the end varied from the beginning. Describe efforts performed by the Offeror to resolve problems encountered during its relevant past performance, as well as efforts conducted to identify and manage program risk. The Offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions in terms of improvements achieved or problems rectified.

L-IV. Volume 3 – Factor 3 Cost/Price (No page limit)

4.1. Cost/Price Specific Instructions:

This section is to assist you in submitting data other than certified cost or pricing data that is required to evaluate the reasonableness/realism of your proposed cost/price to be able to determine the price fair and reasonable. Compliance with these requirements is mandatory and failure to comply may result in rejection of your proposal. Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. Offers should be sufficiently detailed to demonstrate their reasonableness and balance.

The burden of proof for credibility of proposed prices/costs rests with the offeror.

IAW FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of cost/price reasonableness. Data shall be provided IAW FAR 15.403-5. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit additional cost or pricing data.

The cost/price proposal shall be based on the offeror’s technical approach to meeting the Government’s PWS requirements. Explain any inconsistency, whether real or apparent, between promised performance and cost/price. It is the offeror’s responsibility to demonstrate cost/price reasonableness.

a. The Cost/Price volume shall be organized according to the following outline:

(1) Introduction

(2) Standard Estimating System Description

(3) Accounting System Information

(4) Purchasing System Information

(5) Indirect Rate Descriptions

(6) Subcontractor Information

(7) Explanation of Proposed Cost

(8) Glossary/Acronyms list

b. The Total Evaluated Price Workbook shall be submitted as a portion of the Cost/Price

Volume containing spreadsheets and calculation data submitted in MS Excel with all formulas active for verification purposes. Each MS Excel workbook shall be submitted as both a protected version and one that can be manipulated by Government. All cells containing numbers derived from a calculation must contain a working formula. Cells shall not link to data located outside the workbook. Offerors submitting workbooks which contain hard typed values in place of formulas or provide no basis for how numbers were derived may be rejected for failure to comply with proposal preparation instructions.

4.1.1. Detailed Instructions for the Cost/Price Volume; Narrative:

4.1.1.1. Introduction: Provide a table of contents and overview of all data accompanying or identified in the Cost/Price Volume. The Cost/Price Volume shall include a cover sheet that contains the information listed in FAR 15.408, table 15-2, General Instructions, and Section A only. Additionally, the cover sheet shall contain the name, address, and telephone number of the DCAA office that is responsible for your audit review including whether your DCAA office has approved your accounting/estimating system. If you have reached an agreement with DCAA on use of forward pricing rates/factors, identify the agreement, include a copy, and describe its nature.

The introduction will describe the offeror’s proposal team structure, including information related to teaming partners, joint venture partners, and major subcontractors.

A major subcontractor is defined as those performing more than fifteen percent (15%) of the effort, on a total cost basis. Define each team member’s role and clearly identify which CLINs (or portions thereof) are anticipated to be subcontracted to each team member. Identify the planned contract type for each subcontractor.

4.1.1.2. Standard Estimating System: Provide a summary description of your standard estimating system or methods, including whether your cognizant DCAA office has approved your estimating system.

Provide any known/cited current estimating system deficiencies and how those deficiencies are mitigated. Describe separately how you estimate each major cost element (e.g., labor, Overhead (OH), Other Direct Costs (ODCs), General and Administrative (G&A), etc.) and identify any deviations from your established estimating procedures in this proposal.

For portions of the proposal related to Cost CLINs: Describe any Cost Estimating

Relationships used. If you propose to absorb a portion of costs or to provide other benefits to the Government, explain the impact on cost and include the specific accounting treatment to be given to the absorbed costs. List all assumptions made to estimate cost associated with this proposal. If estimated costs have been decreased due to a management decision, provide a summary of the reduction by major cost element and a complete rationale for the reduction.

4.1.1.3. Accounting System Information: The Government does not anticipate requesting accounting system reviews before contract award. IAW FAR 16.301-3, Limitations, offerors are not eligible to receive cost-type task orders until their accounting system has been approved by DCAA. Furthermore, the Government cannot approve a cost-type subcontract to a proposed subcontractor that does not have an approved accounting system. Indicate whether each subcontractor’s accounting system has been audited and determined acceptable, audited and determined not acceptable, or never audited unless the planned subcontract type is firm-fixed price. Identify the Government agency that audited the accounting system and provide evidence if determined acceptable. Evidence shall be in the form of the most recent applicable Government agency correspondence. If the offeror's accounting system has been audited and not accepted, provide details such as date of audit, deficiencies identified, corrective steps taken since disapproval, and reasons why approval of the accounting system is now assured. If the offeror's accounting system has never been audited, the offeror must explain its understanding of the characteristics of an acceptable accounting system for Government cost-type contracts, describe the accounting system employed, identify the software package used, and indicate any other steps the offeror has taken to ensure that Government approval will occur. An offeror who fails to provide this information may be eliminated from consideration.

4.1.1.4. Purchasing System: Provide a summary description of your purchasing system or methods (e.g., how material requirements are determined, how sources are selected, when firm quotes are obtained, what provision is made to ensure quantity and other discounts). Also, identify any deviations from your standard procedures in preparing this proposal. Indicate whether you have Government approval of your system and if so, provide evidence of such approval.

4.1.1.5. Indirect rates: Note: This paragraph applies only to portions of the proposal related to COST CLINs. The offeror shall submit a narrative description of each indirect rate utilized for Cost CLINs in the proposal and the rates relationship to direct cost. Show the composition of each burden and indirect expense pool proposed.

Submit a separate breakdown for each indirect overhead expense pool, such as local, division, and home office overheads, procurement and material handling burdens, and service center burdens. Identify the allocation base for each pool and application of each rate.

Complete the proposed indirect rate table 4.1.1.5A showing proposed rates for

FY21 through FY26. Identify if the rates are defined in a Forward Price Rate Agreement (FPRA) or are established elsewhere. If the rate is established elsewhere, please explain the basis for which the rate was developed. For rates not based on an FPRA, include the latest annual final audit which identifies current company rates. Identify your fiscal year period and how any calendar difference from the Government’s fiscal year (GFY) impacts the proposed rate for each GFY. If rates are adjusted from the FPRA, or final rates in the latest completed fiscal year, provide a narrative description as to how the rates were developed. Provide an explanation of the basis of future year rate projections and the impact the AIMS award would have to the rates. Provide the same information for major subcontractors, teaming partners, or joint venture partners performing under cost CLINs.

Table 4.1.1.5.A. Indirect Rate Table

Indirect Rates: FY 21 FY 22 FY 23 FY 24 FY25 FY 26 Fringe Benefits Overhead Material Handling Subcontractor Handling G&A etc.

4.1.1.6. Subcontractor Information: Proposals for all major first tier subcontractors shall be submitted within the prime contractor’s proposal. Major subcontractors are those whose cost equals 15% or more of total cost. Nonprime cost proposals should be submitted through the prime to the PCO. If the subcontractor considers its information proprietary, it may be submitted directly to the PCO by the same date and time the prime contractor’s proposal is due. The prime proposal shall uniquely identify major subcontractor costs within the supporting cost documentation.

Subcontractor cost documentation shall be submitted at the same level of detail and in the same format as the prime’s cost proposal. Prime contractor cost detail must clearly identify portions of the proposal where supporting detail is provided by the subcontractor.

The prime contractor is responsible for the consistency of the cost data between the prime contractor’s submission and any subcontractor data submitted directly to the PCO.

For each proposed major subcontractor, provide your analysis to determine the price reasonableness of the subcontractor’s proposal. Include the subcontractor’s methodology to estimate costs and results of your reviews and evaluations of those proposals. Explain how the subcontractor effort relates to the overall effort. Any price adjustment to the subcontractor proposed prices that are included in the prime proposal submission, including discounting or expected decreases to be achieved in negotiations, shall be fully identified and explained. Offerors are required to provide the results of their price or cost analysis of subcontractor proposal as required in FAR 15.404-3(b).

4.1.1.7. Explanation of Proposed Cost: In order to support evaluation of price reasonableness and cost realism, offerors shall submit narrative data explaining how proposed cost/price were derived as follows:

a. Productive Man-Year Hours: The offeror shall identify productive labor hours associated with one (1) man-year effort (Full-Time Equivalent (FTE)) for each type of labor. The offeror shall identify productive labor hours for major subcontractors if different from the offeror’s.

b. Cost Data Format: Offerors shall submit the cost data in the Total

Evaluated Price (TEP) Workbook Attachment X. Offerors shall submit the level of data required to support the cost proposed it correlates to the proposed technical approach. Offerors shall associate labor categories/FTEs included on the proposed organization structure with the CLIN(s) they will support.

c. Cost Mischarging Prevention Plan: Due to the similar nature of labor categories which may be used to perform work under both fixed price and cost type CLINs, the offeror must clearly identify positions which may be used for both. Any labor category which will be treated as an indirect labor cost must be identified in the proposal narrative. The offeror shall identify any proposed organizational chart position which will be utilized under both Firm Fixed Price (FFP) and Cost Plus Fixed Fee (CPFF) CLINs, describe controls which will be implemented to ensure labor is charged to the correct CLIN and identify internal audit processes which will validate cost allocation accuracy. Provide the same information for subcontractors performing under both FFP and CPFF CLINs.

Supporting cost documentation must clearly identify the FTE division among CLINs for the total number of positions identified in the organization chart in the Technical Volume.

d. Total Evaluated Price Worksheet: Using the total amounts proposed for each CLIN, update the TEP worksheet for each Fiscal Year. All subcontractor proposed cost must be included in the offeror’s cost detail before the amount is entered on the TEP Worksheet. There will only be one TEP calculated for each offeror. The offeror will only complete the yellow colored cells. The offeror shall not change the format or formulas of the TEP Worksheet.

e. Fixed Price CLIN Cost Detail: (CLINS 0700, X001, X002, X009, X010, X011, X014 and 8000): The offeror shall identify the unit price amount for each fixed price CLIN in the appropriate location of the TEP Worksheet.

Clearly identify the total amount proposed for each CLIN and identify which cell on the worksheet is utilized on the TEP Worksheet. For example, under CLIN X001, Program Management, the number which becomes part of the TEP Worksheet is the price per month. The offeror shall identify the amount transferred to the TEP Worksheet on each price detail worksheet. The offeror shall also identify the separate costs for CLIN 0700 Phase In and CLIN 8000 Phase Out. For the Phase-in CLIN (0700) must have a minimum of $5,000 dollar value to attend a Post Award Conference. For FFP CLIN X014 (Project CLIN) the Government will provide the estimated value and this will be evaluated as part of the TEP only; however, after award the Government will not be liable for the estimated amount of the Projects CLIN and will only be liable for projects separately negotiated.

f. Labor Rates Listing: Note: This paragraph applies only to portions of the proposal related to COST CLINs Utilizing Attachment 10a, the offeror shall propose all labor categories which may be utilized during the contract.

Complete the column for wage rate, labor burdens and other applicable indirect rates and fee for each category for each Government Fiscal Year. This attachment will become a part of the contract at the time of award for use of projects. The offeror shall submit the Labor Rate Listings which includes prime and subcontractor rates separated based on labor rates for AIMS requirements.

g. Cost Plus Fixed Fee CLIN Detail: CLINs X003, X004 and X005 are

Cost Plus Fixed Fee CLINs, which require an offeror proposal. The offeror shall provide a detailed cost breakdown for the proposed technical approach. The worksheet shall identify the costs associated with the proposed labor skill mix for each CLIN. Show regular and overtime labor hours, direct labor costs, a breakdown of applicable fringe benefit amounts and any other indirect rate proposed on labor. Submit the same level of detail for any proposed subcontractor and show the application of any applicable prime contractor indirect rates. The total labor rate, including all indirect cost and fee, utilized on the cost proposal must match the rates included on the Labor Rates Listings (Attachment 10a).

h. Government Estimated CLINs: The TEP Workbook (Attachment 10) for CLINS X006, X007, X008 and X012 contains a Government estimated cost.

For these CLINS, the offeror shall provide a worksheet which demonstrates the application of any indirect cost and fee, if applicable, for each CLIN. If these CLINs are supported by a subcontractor, the offeror shall demonstrate the application of all subcontractor rates and fee as well as any applicable prime indirect rates and fee. For COST CLINs, fee is not authorized for subcontractor or prime contractor. For FFP CLIN X014 (Project CLIN) estimated value will be evaluated as part of the TEP only; however, after award the Government will not be liable for the estimated amount of the Projects CLIN and will only be liable for projects separately negotiated.

4.1.1.8. Professional Employee Compensation Plan: The professional employee compensation plan required by FAR 52.222-46 shall be submitted as a part of Volume IV. The plan shall set forth salaries and fringe benefits proposed for professional employees and include supporting information to enable the Government to review the proposed salaries and fringe benefits in accordance with FAR 52.222-46. Note: The compensation plan pertains to the offeror and their Major Subcontractors. The prime offeror should instruct its major subcontractors (performing 15% of the total contract) to submit their total compensation plan directly to the contracting officer. The prime offeror shall also submit a list of the major subcontractors to include points of contact and phone numbers who will be submitting professional employee compensation packages to the Government. However, if a populated joint venture is formed (a joint venture in which the employees are employed by the joint venture itself and not by any individual joint venture partner), the joint venture must submit the professional employee plan for the joint venture. If an unpopulated joint venture is formed, each individual joint venture partner must submit its own professional employee compensation plan. Difference between benefits offered professional and non-professional employees shall be highlighted.

L-V. Volume 4 – Factor 4 – Administrative Documentation (No page limit):

5.1 Administrative Documents Specific Instructions:

5.1.1. Solicitation/Model Contract Representations and Certifications.