Columbus Aircraft_Maintenance Site Visit Presentation.pptx

Welcome to Columbus AFB!

Aircraft Maintenance Services Site Visit & Pre-Proposal Conference

Develop America's Airmen Today ... for Tomorrow

The First Command

CONFERENCE AGENDA

DAY 1

0800 Welcome! Ms. Liz Preston (Contract Specialist)

0830 Site Visit (Facilities Tour) Mr. Ken Phelps (Chief, Quality Assurance)

Lunch

1300 Site Visit (Facilities Tour)

DAY 2

1000 One-on-One Sessions To be held in the Contracting Squadron Conference Room

COMMUNICATION

All communications regarding this acquisition shall be made through the Procuring Contracting Officer (PCO) or designated representative only The PCO assigned to this acquisition is Mr. Brian Elliott and his designated representative is Ms. Liz Preston Contacts or briefings by participating offerors concerning this acquisition are not permitted outside of the formal source selection process The PCO controls all contact or exchanges with potential offerors and is the only person authorized to release source selection information before and after contract award

SITE VISIT ROEs Group must remain together for security reasons Cell phones must be turned off or on silent Be courteous of incumbent contractor and staff Please refrain from discussions with them while on tour Questions must be submitted in writing Official response will be posted to FBO or via RFP Amendment Include: Company Name, POC, Phone Number Return to: Brian Elliott @ brian.elliott.10@us.af.mil Liz Preston @ elizabeth.preston@us.af.mil

OPENING REMARKS/MISSION BRIEF

Lt Col Doug Jantzen

Functional Authority, 14 Flying Training Wing

Col Matthew Isler

Vice Commander, 14 Flying Training Wing (FTW)

DAY 2

1000 One-on-One Sessions To be held in the Contracting Squadron Conference Room

DISCLAIMERS

This briefing is an overview of proposal requirements Offerors are responsible for carefully reading the requirements of the Solicitation and comply accordingly To the extent there are any inconsistencies between this briefing and the solicitation, the solicitation shall govern These slides are not to be interpreted as a comprehensive description of the requirements of the upcoming solicitation

Solicitation Ms. Liz Preston Contract Specialist

AETC CONS

ACQUISITION APPROACH

Solicitation will result in a single Firm-Fixed-Price Contract 1-year basic period plus Six (6) one-year option periods Basis of Award is using a Trade-off Process where Past Performance is approximately equal to Price Technical Capability and Small Business Participation will be evaluated using ratings of “Acceptable” or “Unacceptable” Award of a contract to a higher priced, higher past performance rated offeror if in the Government’s best interest The Govt. intends to Award without Discussions

CONSIDERATIONS

Performance Based Service Acquisition Service Contract Act of 1965, as amended Collective Bargaining Agreement (CBA) Incumbent and Subcontractor have each negotiated a CBA with IUE-CWA, Industrial Division of the Communications Work of America AFL-CIO CLC and its Local 83770 Provided as RFP Attachment 4 and 5

PROPOSAL MILESTONES

PROPOSAL SUBMISSION

4 Volumes Volume I: Price Proposal, Other Contract Requirements Volume II: Technical Proposal Volume III: Past Performance Information Volume IV: Small Business Participation

Acceptance Period, Block 12 240 calendar days minimum

Proposal Instructions Paragraph E, General Information/Instructions Proposal Organization Chart

Base Entry Visitor Control Procedures Anticipate Delay

THE BID SCHEDULE

CLIN – TYPE DESCRIPTION

(X) = (1)001, Base Year / Option Year CLIN

THE BID SCHEDULE (Cont’) CLINs X002 through X005 use a banded pricing approach Seven Flying Hour Bands Groups A through G Band “D” represents most likely range Provide unit price for each band Extended price based on “Median Hour Multiplier/Estimated Flying Hours” Monthly price for CLIN: Extended price for Band “D” divided by 12 Fully explained in Clause B-1

THE BID SCHEDULE (Cont’) Example

OTHER RFP CONSIDERATIONS

Acceptance Period Minimum 240 days (or longer as specified by Offeror) Section B Submit RFP Section B and Cost Model (Attachment 6) in both electronic and paper format Contract Forms SF 33, fill-in clauses, ORCA, TIN, letter appointing person to bind company Other RFP Considerations Compliance with the SCA and CBA, Responsibility Determination Teaming Arrangements and / or Letters of Intent Exceptions to Government’s Terms and Conditions Gov’t retains the right to require strict compliance with the terms and conditions

Responsibility Determination explain how you plan to maintain adequate financial resources for a contract of this magnitude and length explain fiscal plan for covering mobilization, unexpected or emergency situations, and initial performance costs prior to recoupment in the form of monthly invoice payments submission of financial statements for one fiscal year and year-to-date financial information through the last quarter available evidence of internal working/operation capital, if used or financial support from other sources

Added RFP Attachment 16: Workforce Demographic Information provided by the Incumbent

Past Performance Ms. Liz Preston Contract Specialist

PAST PERFORMANCE

Past Performance Evaluation Team (PPET) Accomplishes the past performance evaluation and assigns a performance confidence assessment rating Team will integrate the recency, relevancy, and performance on all efforts evaluated Offerors with no recent/relevant past or present performance history or whose performance record is so limited that no meaningful confidence assessment rating can be reasonably assigned shall receive the rating of “Unknown Confidence (Neutral)”, meaning the rating is treated neither favorably nor unfavorably

Recency Within the past 5 years of RFP issue date Ongoing programs must have begun at least six (6) months from the RFP issuance

Relevancy Data obtained from past and present efforts provided by you Data obtained from other Government/Commercial Sources Negative performance occurring after evaluations have begun will be considered prior to announcing the award decision…could have impact on award decision Relevant performance will be evaluated based on:

Scope Magnitude Complexity

PAST PERFORMANCE (Cont’) Scope: Aircraft maintenance operations for fixed-wing Mission Design Series (MDS) aircraft similar to those aircraft described in this requirement and/or similar commercially designed aircraft. For example, T-1A is similar to commercially designed T-400 aircraft.

Magnitude: Past performance effort in terms of multiyear contract value in excess of $100M.

Complexity: May include organizational and intermediate level maintenance; aircraft ground handling, launch and recovery, Pre-flight/Thru-flight/Basic Post flight, Hourly Post Flight, Periodic, and Phase inspections, Time Compliance Technical Orders (TCTOs), Time Change Items (TCIs) and One Time Inspections (OTIs) on aircraft and support equipment and maintenance data inputs in to Maintenance Information Systems (MIS).

Performance Evaluate performance of recent and relevant efforts Assess performance relative to technical requirements in PWS Evaluation will consider history of forecasting and controlling costs, adhering to schedules, (including the administrative aspects of performance), reasonable and cooperative behavior and commitment to customer satisfaction Evaluate adverse performance to consider number and severity of problems and effectiveness of corrective actions

Past Performance Information Sheets Information sheets limited to 5 pages for each contract Submit information on no more than 5 recent contracts you determine to be relevant Submit by 16 Nov 11

Small Business Participation Ms. Liz Preston Contract Specialist

SMALL BUSINESS PARTICIPATION

Participation Plan – All Offerors Commitment to utilize small business Prime contractors who qualify as small business can claim own status when determining goals Subcontracting Plan - Large business only Submit Plan IAW FAR 52.219-9, Alt II and supplements Submit Attachment 7 Goals should correlate with small business participation Liquidated Damages apply The Participation Plan is in addition to, not in place of, the Subcontracting Plan.

Performance Work Statement Mr. Ken Phelps Chief, Contracting Officer Representative

14FTW/MAQ

14th Flying Training Wing’s Mission… Produce Pilots, Advance Airman, Feed the Fight Perform Maintenance on T-1A, T-6A and T-38C aircraft Specialized Undergraduate Pilot Training (SUPT) Introduction to Fighter Fundamentals (IFF) Annually train over 300 U.S./allied military students Annually fly over 60,000 sorties (80,000 Flying hrs)

PERFORMANCE WORK STATEMENT

Goals and Objectives Provide exceptional aviation maintenance service Conduct safe, efficient, and effective aviation service Provide required mission capable aircraft for pilot production Keep Aircraft, Equipment and Facilities within contract/published standards Promote and sustain non-adversarial Contractor/Government relationship Provide exceptional QC over contract requirements and standards Provide fully qualified aircraft maintenance personnel Meet or exceed all local, state, and federal environmental standards Zero environmental Notices of Violation Preserve 14th FTW resources through a proactive safety program Integrate risk management in all operational decisions Zero maintenance casual mishaps Minimize ground safety mishaps

Maintenance Functions Unscheduled & Scheduled Aircraft Maintenance Structural/Machine/Welding/Wheel & Tire/NDI & JOAP Avionics/Electro – Environmental/Pneudraulic/J-85 Propulsion Fuel Shop –New Fuel Barn Corrosion Control – Regional Paint – Wash/Media Blasting/Paint Egress – T-6A Martin Baker US16LA-1/2 & T-38 Martin Baker US16T-1 Aerospace Ground Equipment – CASS/Powered And Non-powered Precision Measurement Equipment Laboratory (PMEL) Transient Aircraft Maintenance Munitions Management, Accountability, Inspection, Storage Handling

Program Functions Quality Control Functional Check Flight Aircraft Weight And Balance Product Improvement Technical Order Distribution Office Crashed, Damaged Or Disabled Aircraft Recovery Maintenance Operation Center Plans/Scheduling/Documentation (Aircraft/Engine/AGE) Maintenance Analysis / Maintenance Training Environmental Protection Government Property Management IMDS Database Manager Records Management & Admin Support Security

Support Agreements

PMEL

118th Tactical Airlift Wing, Nashville, TN Naval Air Test Center, Patuxent River AFOSI, 4th Field Investigations Region, Detachment 406 Defense Commissary Agency, Maxwell AFB AL HQ AFROTC, Maxwell AFB AL Industrial Support Services Industrial Gases Blast Media Waste Tires Cleaning Fluids Filter Change Services

Micro-purchases Contract Funds – Flying Hour Money Only CPFH Rules Apply Purchase Made By Service Provider Reimbursed Monthly From CLIN Government Purchase Card Service Provider Completes GPC Abstract Purchase Request Purchased By 14th FTW/MA Budget Cardholders Contracting Officer Representative 15 COR’s Assigned Fairness & Objectivity Open/Frequent Non-adversarial Communication With Service Provider Supervision

PWS Notable Items Golden Triangle Regional Airport (GTR) operations Located 22 miles southwest of Columbus AFB Considered local flying and part of annual flying hour program Home station maintenance requirements are applicable Off Station Recovery of Disabled Aircraft AOR is East Coast to Mississippi River (including Lafayette, LA) and from the US/Canada boarder south to Key West, FL.

Crews will be dispatched no later than COB on the 2nd duty day Supply continuous support, to include weekends, until aircraft is FMC Perform required repairs, Preflight/BPO, Thruflight inspections as required, and all required servicing as part of maintenance support

Technical Capability Mr. Oscar Hernandez Program Manager

AETC/A4PM

TECHNICAL CAPABILITY

The proposals shall be evaluated against the following Technical Capability subfactors:

Integration and Changeover (Mobilization) Plan Management Approach Technical Approach Staffing and Workforce Plan During evaluations of each proposal, the Government will assign each subfactor a rating as shown in the next slide. Separate ratings will be assessed for each subfactor. A rating of unacceptable in one or more technical subfactors will constitute an overall rating of unacceptable for the technical evaluation.

Subfactor 1: Integration & Changeover Plan This subfactor is acceptable when the plan describes how the offeror will integrate and changeover its workforce without degradation to the 14 FTW mission.

Provide a detailed description for recruiting, training, and qualifying and/or certifying a sufficient number of personnel during the mobilization period. Include a timeline schedule, which addresses start and completion of each event. (e.g., interviewing, hiring, human resource actions, training, etc)

Provide a detailed plan for providing work procedures, materials, equipment and vehicles

Provide a detailed plan to transfer Government provided equipment, tools and facilities identified in the performance work statement

Identify risks considered to have an adverse impact to cost, schedule and performance relating to this sub-factor and its sub-elements. Provide risk mitigating strategies in a detailed plan to eliminate or reduce the risk

This subfactor is acceptable when the offer provides an acceptable plan to support mission with a trained workforce and in an environment that identifies and corrects deficiencies.

Provide a detailed approach to measure, track, analyze, and report performance trends and deficiencies and a strategy for implementing corrective action to ensure timely and acceptable performance

Demonstrate an understanding for supporting the host base’s Operational Plans, Plans and Support Agreements (e.g., weather evacuation, crashed or damaged aircraft recovery, etc.)

Describe the proposed Quality Control (QC) organization, including lines of authority

TECHNICAL CAPABILITY

Subfactor 2: Management Approach

(Continue)

Describe the organization’s QC Process that would be employed in this effort. Describe the approach to evaluate the quality of maintenance, Specifically:

How the offeror intend to identify and document trends, analyze corrective actions Explain how recurring problems will be prevented with the aid of trend and risk analysis

Address how deficiencies and cross tell information will be shared among employees throughout the maintenance complex

(c) Describe a system for recording computing and assessing performance measurement data and monitoring corrective actions to ensure successful and timely problem resolution

TECHNICAL CAPABILITY

Describe a Tech Order Distribution Process that ensures maintenance guidance is current, accurate, complete and assessable to the correct employees at the time needed

Describe the proposed Foreign Object Damage (FOD) prevention process, a dropped object program and programs for impoundment, weight & balance and One-Time inspections

Describe how the quality control process is linked and support the on going and immediate training program

Describe an approach to ensure data integrity is maintained at a near zero error percentage rate for data systems and forms documentation required in the PWS, (e.g., Integrated Maintenance Data System (IMDS), Aircraft Forms, Vital Records, etc.)

TECHNICAL CAPABILITY

Describe an approach to effectively manage the Plans, Scheduling and Documentation (PS&D) function to include required maintenance inspections and time change requirements

Describe an approach to effectively manage the Maintenance Operations Center to include responses to emergencies, surges and exercises to mission requirements

Describe the organization’s methodology to track and manage budget expenditures within the limitations identified in Schedule B and the PWS

Describe the organization’s methodology for prevention and enforcement of a drug free workforce

Identify risks considered to have an adverse impact to cost, schedule and performance relating to this sub-factor and its sub-elements. Provide risk mitigating strategies in a detailed plan to eliminate or reduce the risk

This subfactor is acceptable when the offeror provides an acceptable plan that addresses the offeror’s overall approach to performing the aircraft maintenance mission.

Describe how PWS requirements for all service areas will be accomplished and integrated

Describe the procedures/approaches to scheduled and unscheduled maintenance, on/off equipment repairs and component removal and replacement

Describe an approach to safely execute off-station recovery of aircraft in a timely manner while continuing to execute mission requirements at home station

Identify risks considered to have an adverse impact to cost, schedule and performance relating to this sub-factor and its sub-elements. Provide risk mitigating strategies in a detailed plan to eliminate or reduce the risk

TECHNICAL CAPABILITY

Subfactor 3: Technical Approach

This subfactor is acceptable when the offeror demonstrates the company’s overall approach to aircraft maintenance organization staffing plan. The offeror provides an acceptable plan:

Provide an organizational structure, including charts and rationale for the proposed organization, to include roles, responsibilities, and relationships for each organizational element, (.g., branch, work center, shop. A complete Staffing/Skill (job classification) /Shift Summary Matrix (Section J, Attachment 8) will also be provided

If proposed, describe the organization’s methodology to cross utilize personnel within each functional area throughout the workforce

Approach to address backup for “one deep” positions with personnel who are trained and certified ensuring continuous contract performance

TECHNICAL CAPABILITY

Subfactor 4: Staffing and Workforce Plan

4) Provide manpower determination process to include:

Man-hour availability factors (or Full-Time Equivalents (FTE)) to include breakout of productive and non-productive hour computations for the basic and all option years

Methodology used to determine workforce by work center (office, shop, work area), skill (job classification), and shift(s) to include weekends

Methodology used to determine projected overtime man hours to include number of hours proposed and percentages above productive hours

(d) Explanation of any manpower adjustments beyond contract start date

5) Provide a description of staffing to meet changing, unscheduled, urgent and surge requirements

Describe the process for sustaining trained and qualified personnel, including training management and instructor staffing approaches that ensure employees are fully trained, task proficient and task certified throughout the life of the contract

Describe the approaches for formal classroom and hands-on training programs and certification processes for entry level and transition employees

8) Describe an approach to recruit and retain an experienced, motivated labor pool for the life of the contract

Describe an approach for CBA’s and contingencies that will ensure there will be no interruption of services due to labor disruption and disputes or call up of reservists by executive order

Identify risks considered to have an adverse impact to cost, schedule and performance relating to this sub-factor and its sub-elements. Provide risk mitigating strategies in a detailed plan to eliminate or reduce the risk

TECHNICAL CAPABILITY

TECHNICAL PROPOSAL

What makes an acceptable proposal Tell us the

Acceptable -- Meets specified minimum performance or capability requirements necessary for acceptable contract performance

Questions Ms. Liz Preston Contract Specialist

Assist in development of highest quality RFP

Address perceived safety, security, performance risk or cost issues associated with this work

Company information from questions/comments regarding RFP will be confidential. Questions/Comments will be sanitized and posted to FBO website

QUESTION AND ANSWER SESSION

One-on-One Sessions Ms. Liz Preston Contract Specialist

ONE-ON-ONE SESSIONS

Held in the 14 CONS Conference Room

Government panel comprised of:

Contracting Officer Administrative Contracting Officer Program Manager Quality Assurance

Sessions limited to 20 minutes

Summary

SUMMARY

Brian Elliott, Liz Preston or a designated official will be the only individuals authorized to contact an offeror

Please submit questions as soon as possible to:

Brian Elliott brian.elliott.10@us.af.mil Liz Preston elizabeth.preston@us.af.mil

Offerors are strongly advised to thoroughly examine their proposals for accuracy, full documentation, clear explanations and compliance with all requirements of the RFP prior to submission to PCO image3.jpeg image4.jpeg image5.jpeg image1.jpeg image2.jpeg