ACES_Ordering_Guide_10_Oct_19.pdf

AIRCRAFT

MAINTENANCE

ENTERPRISE SOLUTION

(ACES)

Ordering Guide

Air Force Installation Contracting Center (AFICC)

338th Specialized Contracting Squadron (338th SCONS)

Multiple Award Contract, Indefinite Delivery Indefinite Quantity

(MAC IDIQ)

This Ordering Guide sets forth the procedures for issuing task orders against the ACES MAC

IDIQ to support agency mission requirements for aircraft maintenance services.

General Aircraft Maintenance Services The ACES MAC provides contracted aircraft maintenance services for Air Education and Training Command (AETC) customers, as well as agile support for emerging United States Air Force (USAF) requirements. This contract is available to customers from all USAF Major Commands (MAJCOM), which may include customers from other agencies, with aircraft located within the Continental United States (CONUS), Alaska, and Hawaii. Basic requirements for aircraft maintenance services will be established at the MAC level and can include:

- Organizational (O)-level maintenance for any aviation platform, excluding rotary wing, tiltrotor, and Remotely Piloted Aircraft (RPA);

- Intermediate (I)-level maintenance: due to extensive common use across aircraft platforms, customers may include I-level maintenance for any Mission Design Series (MDS) aircraft at any specific location, including rotary wing, tiltrotor, and RPAs;

- Maintenance Support Activities, such as sunshade, static display and aerospace ground equipment maintenance; corrosion control and aircraft painting; munitions management and storage; and Maintenance Recovery Team (MRT) services.

Individual Task Orders (TO) will contain requirements that are specific to each customer, MDS aircraft, and specific operating location. TOs may also include multiple MDS aircraft, which the contractor will be responsible for maintaining. Each contractor awarded a TO will be responsible for the entire scope of O-level and specified I-level maintenance, providing safe, airworthy, mission-capable aircraft and well-maintained support equipment ready to meet mission requirements.

Aircrew Flight Equipment (AFE) / Airfield Management (AM) AFE/AM scope is currently limited to Vance Air Force Base (AFB) only. If a future customer requests to have AFE and/or AM included in their TO, that customer must coordinate through the small business office for approval. If approved, AFE/AM scope must be subcontracted out to a small business. Any AFE/AM work currently being performed by a small business on an existing contract must retain that scope in the small business program. If a customer is considering removing this function from the SB program, you must contact your Small Business representative, along with AFICC/SB, for approval.

Transient Alert (TA) Services TA services are only available to eleven (11) bases listed as “optional use” on the following mandatory use contracts: FA8059-17-D-0001, FA8059-17-D-0003, FA8059-17-D-0005, FA8059- 17-D-0006, FA8059-17-D-0007, FA8059-17-D-0008, FA8059-17-D-0009, and FA8059-17-D-0010. Any customer requiring TA services must coordinate through their local small business office for approval. If approved, TA scope must be subcontracted out to a small business. Any TA services currently being performed by small businesses must remain in the small business program.

The eleven (11) optional use locations are listed below (as of 20 Jun 2019):

- Columbus AFB

- Holloman AFB

- Hurlburt Field -8(a)

- Maxwell AFB

- Patrick AFB/Cape Canaveral

- Peterson AFB

- Sheppard AFB

- Vance AFB

- Vandenberg AFB

- Whiteman AFB

- Wright-Patterson AFB

Who Can Place Orders Ordering is open to all warranted USAF Contracting Officers (COs) within their warrant limitations. If the requirement is within the scope of the ACES contract, the Ordering CO (OCO) will initiate a request for TO Approval.

Requesting TO Approval

1. OCO submits the following documents for scope determination to the 338 SCONS/PKC Corporate CO through the ACES workflow account at AETC.A5QR.ACESTeam@us.af.mil:

a. Ordering Contracting Officer Request to Use MAC (Attachment 1)

b. Sample PWS containing site specific requirements

c. Independent Government Estimate (IGE) Note: Sample templates for the PWS and IGE are included as Attachments 2 and 3 of this ordering guide.

2. The ACES Corporate CO, 338 SCONS/PKC, will work in conjunction with the Resource Management Office to determinate whether the requirement is within the scope of the ACES MAC IDIQ and verify there is contract ceiling available.

a. Orders and in-scope modifications cannot be placed without this initial scope approval first.

b. 338 SCONS and AETC reserve the right to deny any request to solicit a requirement off of the MAC IDIQ, should the requirement be determined out of scope.

c. If TA Services and/or AFE/AM scope is requested, the OCO must coordinate with the local Small Business office for approval.

3. The ACES Corporate CO will notify the OCO whether or not they are authorized to use the ACES MAC. If approved, the ACES Corporate CO will initiate the Fair Opportunity Proposal Request (FOPR) process by sending:

a. A written FOPR letter with all attachments (hereafter referred to as FOPR package) to all MAC IDIQ awardees.

b. An email with the FOPR package to the A5Q Program Manager.

Note: The FOPR letter will include, at a minimum, the following information:

- Date

- Description of services with the TO PWS

- Contract Data Requirements List (CDRL) package

- Labor categories

- Annual flying hours and other historical and/or projected data required so the contractor has the ability to propose a Minimum Team Complement (minimum amount of fully trained, qualified, certified, and licensed Direct and In-Direct staffing, as proposed by the contractor, to meet the baseline flying level and all requirements established by the Government in the TO PWS), or equivalent manpower requirement.

- Place of performance

- Period of performance

- Work schedule

- Duty hours

- On-call hours and specific requirements, if applicable (e.g., response time, duty location, phone number)

- Document identifying positions considered Mission Essential (IAW DoDI

3020.37) mailto:AETC.A5QR.ACESTeam@us.af.mil

- Requirement for Criminal History Background Check (CHBC), if required

- Anticipated Workload (flight hours, type and quantities of aircraft platforms, etc.)

- Process(es) within the Best Value Continuum to be utilized.

- Other pertinent data such as planned closures for federal holidays

- Security Clearance Level (if needed)

4. OCO is now authorized to utilize the Proposal Submission Process listed below to compete a TO.

TO Rules of Engagement (ROE) Services will be procured with the award of TOs issued against the basic MAC IDIQ. The minimum guarantee of this MAC IDIQ is $3,500. The Government may order additional services, up to the stated contract maximum value ($14B ceiling), throughout the period of this contract IAW this ordering guide. The procedures for selecting contractors for TO awards under this contract are governed by FAR 16.505 and supplements. Below is a list of general guidelines and ROEs that must be followed:

1. AETC and the 338th SCONS reserves the right to restrict use of this contract.

2. This vehicle allows for decentralized ordering. Decentralized ordering authority shall be granted to any Air Force CO or Air Force requiring activity upon approval of the scope requirement by the ACES Corporate CO. The OCO is responsible for following all pertinent rules and regulations for awarding a MAC IDIQ TO, as dictated through this Ordering Guide, the terms of the contract, FAR, DFARS, AFFARS, and the OCO’s local policy. As such, the OCO is responsible for any protests, disputes, or claims that arise prior to award, and for monitoring and appraising contractor performance on the orders, to include completing Contractor Performance Assessment Reports (CPAR).

3. Contract Line Item Number (CLIN) Structure. The MAC CLIN Structure Menu can be found in Attachment 4 of this document. The MAC CLINs and definitions menu must be used for all orders. CLINs other than those listed in the MAC are an exception, but may be requested for specific TOs. Requests for additional CLIN(s) must be approved by the Corporate CO prior to soliciting the order. Submit all requests, to include requested CLIN descriptions and applicability to the ACES scope, to the following email address:

AETC.A5QR.ACESTeam@us.af.mil

4. PWS Structure. The TO PWS will be a stand-alone document that will serve as the primary PWS contractors will reference when proposing on and executing a task order (if awarded).

Customers must ensure the TO PWS contains a complete list of requirements that apply to the customer’s operating location. Attachment 2 contains a PWS template that customers can use; however, it is not mandatory. Customers may use their own template as long as the ACES team has reviewed the requirements and determined the scope is suitable for a TO award on the ACES MAC.

5. For this contract, the designated TO ombudsman is:

The AFICC/KT Operating Location’s ombudsmen, Deputy Chief, Contracting Directorate, 2021 First Street West, JBSA Randolph TX 78150-4304, 210-652-1722.

6. The TO ombudsman is responsible for reviewing complaints from multiple award contractors and ensuring that all of the contractors are afforded a fair opportunity to be considered for TOs in excess of $3,000 consistent with procedures in the contract.

However, it is not within the designated TO contract ombudsman's authority to prevent the issuance of an order. There is no guarantee that the contractor will be issued a TO other than the minimum guarantee stated in the ACES IDIQ contract.

Fair Opportunity Process The ACES Corporate CO is authorized to place centralized TOs against this contract and is authorized to administer the TOs following award. In addition, the Corporate CO may delegate post-award administration to the local Administrative Contracting Officer (ACO) under each TO. The CO placing an order for subsequent TOs has broad discretion in setting the terms of competition for the TO as long as the acquisition process is in accordance with FAR 16.505 and this fair opportunity process. The CO will identify the relative weights of evaluation factors in the Fair Opportunity Proposal Request (FOPR).

TO competition and TO process: TOs will be issued through a process utilizing a FOPR, proposal submission, proposal evaluation, and local procedures for legal review and approval to award. The ACES team will be available to provide guidance and limited evaluation support, if needed; however, this is a decentralized ordering process that will be largely managed by the requiring activity.

Proposal Submission Process Unless otherwise specified in a FOPR, the following defines the fair opportunity process, how TOs will be processed and priced, and how a TO will be awarded:

1. The OCO will issue a FOPR to all prime contractors, unless a fair opportunity exception exists IAW FAR 16.505(b)(2). The FOPR will include a due date for proposal submission and a PWS that will include a detailed description of work to be accomplished, a listing of the deliverables required and any additional data, as appropriate. The FOPR will also include specific instructions for the submission of proposals, i.e. oral, electronic or hardcopy.

2. The amount of time for proposal submission will be based on the complexity and urgency of the requirement and will be stated in individual FOPRs by the ordering organization. If unable to perform a requirement, contractors shall submit a "no proposal" reply in response to the proposal request. All "no proposal" responses shall include a brief statement as to why the contractor is unable to perform or propose.

a. Technical Proposals. Technical proposal information will be streamlined. The

Government will specify the maximum page limit for each TO technical proposal in the FOPR. Proposals shall not merely restate PWS requirements. Written technical proposals will normally address:

1. Technical Approach and a descriptive narrative of the contractor's understanding of the required technical effort

2. Integrated Master Plan (if applicable)

3. Integrated Master Schedule (if applicable)

4. Minimum Team Complement, including key personnel assigned

5. Period of Performance

6. Inventory of Government-Furnished Equipment (GFE)/Government-Furnished

Information (GFI) needed

7. Security (including clearance level)

8. Teaming Arrangement (including subcontracting)

9. Small Business Plan (if a large business)

10. Other Pertinent Data, such as assumptions made

b. Cost/Price Proposals. The following instructions apply to all TO proposals. These instructions may be tailored for individual FOPRs which will require more detailed cost/price information at the TO level. This part of the proposal will include detailed cost/price amounts of all resources required to accomplish the task (i.e. labor hours, rates, travel, incidental equipment, etc.). The level of detail required shall be primarily based on the contract type planned for use, as further discussed below.

1. Cost/price proposals shall include, at a minimum, a complete Contractor Work

Breakdown Structure (CWBS), which coincides with the detailed technical approach and provides all information as specified in the FOPR.

2. Cost-reimbursement proposals shall be submitted IAW FAR 52.215-21 - Requirements for Certified Cost or Pricing Data or Data Other Than Certified Cost or Pricing Data.

3. Information other than cost and pricing data maybe required for fixed price orders.

c. Other Relevant Information. This information shall always be in writing and shall address other relevant information as required by the contract or requested by the FOPR. For example, the proposal shall identify any situation in which the potential for a conflict of interest exists. If travel is specified in the TO PWS, airfare and/or local mileage, per diem rates by total days, number of trips and number of contractor employees traveling shall be included in the proposal.

d. Proposal Preparation. The contractor shall assume all costs associated with preparation of proposals for TO awards under the proposal process. The Government will not reimburse awardees for proposals as a direct or indirect charge.

e. FOPR Cancellation. In the event issues pertaining to an issued FOPR cannot be resolved, the OCO reserves the right to withdraw and cancel the proposed FOPR. In such event, all MAC contractors shall be notified in writing of the CO's decision. This decision is final and conclusive and shall not be subject to the "Disputes" clause or the "Contract Disputes Act."

f. TO Award. Each FOPR will provide the basis of award IAW FAR 16.5.

g. Issuance. The successful Offeror and unsuccessful Offerors will be notified of TO award by email. Awarded TOs may be issued by email, regular mail or facsimile. It is anticipated that all awarded TOs will be issued electronically. If mailed, a TO is considered "issued" when the Government deposits the order in the mail.

h. Unauthorized Work. The contractor is not authorized at any time to commence TO performance prior to issuance of a signed TO or other written approval provided by the OCO to begin work.

i. Funding Restrictions. No unfunded TOs are allowed. TOs may be incrementally funded IAW FAR and other agency funding restrictions.

j. TO Closeout. The Corporate CO or OCO for each TO is responsible for closing out the contract action they issue. Notification that a closeout of an order is complete must be provided to the Corporate CO once accomplished. The contractor shall work in partnership with the Government to closeout orders as soon as possible after they are physically complete by using the "Quick Closeout” procedures described in FAR

42.708 as much as practical.

k. Protest. IAW FAR 16.505(a)(10), a protest is not authorized in connection with the issuance or proposed issuance of an individual TO except a protest on the grounds that the order increases the scope, period, or maximum value of the contract under which the order is issued; or a protest of an order valued in excess of $25 million.

Selection Criteria for TO Award Each Task Order will be awarded to the offeror whose proposal is deemed the best value to the Government based upon an integrated assessment using the evaluation criteria established in the FOPR. The FOPR will establish the selection factors and the order of importance for each Task Order. Task Order award decisions shall evaluate cost or price and quality of service. Quality of service evaluations will consider one or more non-cost evaluation factors such as past performance, compliance with solicitation requirements, technical excellence, management capability, personnel qualifications, or prior experience.

TO Period of Performance TOs may have a Period of Performance (PoP) of up to a base year plus four option years (five years total). Additionally, a TO may go beyond five years if there is a need to exercise FAR clause 52.217-8, Option to Extend Services. TOs can only extend up to one year past the end of the MAC IDIQ contract ordering period, which may limit the TO PoP to less than five years. As such, the last TO option must be exercised prior to or on the last day of the MAC

IDIQ.

TO Incentives The two distinct incentive tools available for use are Incentive Option Periods and/or the Monetary Performance Incentive. The Incentive Option Period is based on a Satisfactory or higher CPARS rating in the areas of Quality, Schedule, Management, Regulatory, and Other (if needed). If the contractor is performing at a Satisfactory or higher rating, the contractor is eligible for an Incentive Option Period. The Monetary Performance Incentive is an optional Government incentive that may be provided to the contractor to meet a performance standard specified in the TO. Metrics that can be incentivized are determined based on customer requirements. Some examples are: improving aircraft status from Non- Mission Capable to Partially Mission Capable or Fully Mission Capable, timeliness of an improvement, or overall desired Mission Capability percentage.

Post Award of TO or Modification to TO Upon award of an order or in-scope modification to an order, the OCO will email the below information via Microsoft Excel document to 338th SCONS and Requiring Official for administrative tracking at the following email address: AETC.A5QR.ACESTeam@us.af.mil

Primary Requesting Office:

Ordering Contracting Office:

Ordering Contracting Officer:

Ordering Contracting Officer Email and Phone:

Contracting Officer’s Representative(s):

Contracting Officer’s Representative(s) Email and Phone:

Task Order number:

Short Description of Work:

Period of Performance (including Options):

Total Award Amount (including Options):

Contractor Performance Assessment Reporting System (CPARS) An assessment of the Contractor’s performance will be conducted annually on each TO. It is very important for customers to adhere to the established ratings and definitions to ensure MAC IDIQ contractors are rated accurately and fairly. It is especially important when determining if contractors will be awarded Incentive Option Periods. The evaluation and resultant rating will be entered into the rating system, CPARS. Each TO will be rated on the following five categories: Quality, Schedule, Management, Regulatory and Other. The following table lists the possible ratings and its definition.

Rating Definition Exceptional Performance meets contractual requirements and exceeds many to the Government’s benefit.

Few minor problems which corrective actions taken by KTR were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the Government’s benefit. Some minor problems which corrective actions taken by KTR were effective.

Satisfactory Performance meets contractual requirements.

Some minor problems which corrective actions taken by KTR appear or were satisfactory.

Marginal Performance does not meet some contractual requirements. Reflects serious problem which KTR has not yet identified corrective action.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. Reflects serious problem which KTRs corrective actions appear or were ineffective.

Awardees Information Contract Number Company Primary POC Email Address

Government Points of Contact Information Title Name Organization Email Address

338 SCONS/PKC

Corporate Contracting Officer

338 SCONS/PKC

Contract Specialist

338 SCONS/PKC

Contract Specialist

AETC/A5Q Program Manager

Attachments:

Attachment 1 – Ordering Contracting Officer (OCO) Request to Use MAC

Attachment 2 – TO PWS Template

Attachment 3 – TO IGE Template

Attachment 4 – CLIN Structure/Menu