AETC MAN 36-2601.pdf

BY ORDER OF THE COMMANDER

AIR EDUCATION AND TRAINING

COMMAND

AIR EDUCATION AND TRAINING

COMMAND MANUAL 36-2601

03 MARCH 2020

Personnel

SPECIAL CONTRACT TRAINING

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

ACCESSIBILITY: Publications and forms are available on the e-Publishing website at www.e-publishing.af.mil for downloading or ordering.

RELEASABILITY: There are no releasability restrictions on this publication.

OPR: AETC/A3KP

Supersedes: AETCI 36-2601, 16 December 2016

Certified by: AETC/A3K

(Colonel John Stallworth)

Pages: 36

This manual implements process guidance for a training subset of Air Force Policy Directive

(AFPD) 36-26, Total Force Development and Management and the Special Training section of

AFI 36-2651, Air Force Training Program. It applies to all AETC training units when special contract training is procured through an AETC contract. It does not apply to the Air National Guard or Air Force Reserve Command units. This manual requires collecting and maintaining information protected by the Privacy Act of 1974 authorized by 10 U.S.C. 8013 and EO 9397.

System of records notice F036 AF PC Q, Personnel Data System (PDS) and DPR 34 DoD Defense

Civilian Personnel Data System, apply. Ensure all records created as a result of processes prescribed in this publication are maintained IAW Air Force Manual (AFMAN) 33-363, Management of Records and disposed of IAW Air Force Records Information Management

System (AFRIMS) Records Disposition Schedule (RDS). Submit recommended changes to this publication using an AF Form 847, Recommendation for Change of Publication, through the appropriate functional chain of command to the Office of Primary Responsibility (OPR), AETC/A3K. This publication may be supplemented at any level. Commanders will send supplements to this manual through their chain of command to AETC/A3K for review and coordination prior to publishing. Note: See Air Force Instruction (AFI) 33-360, Publications and

Forms Management, for instructions on supplementing AF publications. Submit waiver requests for non-compliance to this publication using an AF Form 679, Air Force Publication Compliance

Item Waiver Request/Approval, through the appropriate functional chain of command to the http://www.e-publishing.af.mil/

2 AETCMAN 36-2601 03 MARCH 2020

approval authority. The authorities to waive wing/unit level requirements in this publication are identified with a Tier (“T-0, T-1, T-2, T-3”) number following the compliance statement. See AFI

33-360, Publications and Forms Management, for a description of the authorities associated with the Tier numbers.

SUMMARY OF CHANGES

This publication implements the conversion of an existing AETC instruction to an AETC manual in order to more appropriately convey the detailed procedural guidance associated with special contract training. The main content changes reflected in this conversion are roles and responsibilities that were formerly interspersed throughout the instruction now consolidated in

Chapter 2. Roles are updated where necessary to align with the recent HQ AETC reorganization.

Processes and procedures were removed from attachments and organized into chapters of the manual.

Chapter 1—DESCRIPTION, USE AND RESTRICTIONS OF SPECIAL CONTRACT

TRAINING 5

1.1. Description

1.2. Establish special contract training courses (T-3):

1.3. Restrictions

1.4. Participation with Industry (PWI)

Chapter 2—ROLES AND RESPONSIBILITIES 7

2.1. AETC/A3Q Special Missions Division

2.2. AETC/A4 Directorate of Logistics, Engineering and Force Protection

2.3. AETC/A5X Strategy and Requirements Division

2.4. AETC/SGU (Medical/Dental Training)

2.5. AETC Training Pipeline Manager (TPM)

2.6. Air Force Security Assistance Training (AFSAT)

2.7. Numbered Air Force (NAF)/NAF-equivalent

2.8. Appropriate Contracting Office

2.9. Servicing Manpower Office

2.10. Special Contract Training Course TM

Chapter 3—LOGISTICAL SUPPORT, FACILITIES, FUNDING AND INDUSTRIAL

SECURITY 11

3.1. Classified Materials

AETCMAN 36-2601 03 MARCH 2020 3

3.2. Logistical Support

3.3. Equipment for Depot-Level Special Contract Training

3.4. Centrally Acquired Training Equipment

3.5. Facilities

3.6. Funding

3.7. Industrial Security

Chapter 4—REQUEST FOR PURCHASE PACKAGE (RFPP) 15

4.1. When to Submit an RFPP

4.2. Contents of an RFPP

4.3. Memorandum of Transmittal

Table 4.1. Memorandum of Transmittal-Sample Format

4.4. AETC Form 407A

4.5. AF Form 9

4.6. AETC Form 255

4.7. Course Training Standard

4.8. DD Form 254

4.9. AETC Form 259

4.10. AETC Form 259A

4.11. Procedures for Specifying Contractor Data Requirements in RFPP on DD Form

1423:

4.12. AETC Form 325:

4.13. Off-the-Shelf Courses

4.14. Communications Sent to the Cognizant Contracting Office

Chapter 5—PROCESSING SPECIAL CONTRACT TRAINING REQUIREMENTS 24

5.1. Purpose

5.2. Fiscal Year Operating Programs

5.3. Procedures and Responsibilities for Processing Individual Requests

Chapter 6—ESTABLISHING SPECIAL CONTRACT TRAINING 25

6.1. Purpose

4 AETCMAN 36-2601 03 MARCH 2020

6.2. Requirements

6.3. Procedures and Responsibilities for Acquiring Special Contract Training

Chapter 7—TECHNICAL EVALUATION OF CONTRACTOR PROPOSALS AND

EVALUATION AND CERTIFICATION OF SPECIAL CONTRACT

TRAINING 30

7.1. Guidance for Preparing Wing and/or Group Technical Evaluations

7.2. Review of GFP Requirements

7.3. Training Evaluation Definitions:

7.4. Specific Procedures for Evaluating Special Contract Training:

Attachment 1—GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION. 34

AETCMAN 36-2601 03 MARCH 2020 5

Chapter 1

DESCRIPTION, USE AND RESTRICTIONS OF SPECIAL CONTRACT TRAINING

1.1. Description. Special contract training is formal training of a one-time or limited nature contracted with civilian industrial or educational institutions, including commercial off-the-shelf courses. Traditionally, special contract training has been called Type 1 training based on the practice of inserting the numeral “1” in the second position of the course number to identify the course as a special contract training course in contrast to other types of formal training courses

(e.g. type 3 – regular resident training, Type 4 – field training, Type 6 – distance learning, etc.).

Because of this standard practice uniformly adopted in the technical training community, Type 1 training has become synonymous with special contract training in AETC, even though not all

AETC communities outside of technical training have conformed to the practice of using the numeral “1” in the course numbering schema for special contract training courses.

1.2. Establish special contract training courses (T-3):

1.2.1. Until AETC instructors and/or other key personnel are trained.

1.2.2. Until equipment and/or facilities are available for other Air Force formal training courses.

1.2.3. Only after exhausting less costly means of training.

1.2.4. When training requirements do not warrant immediately establishing an AF-conducted training capability.

1.2.5. To track training embedded in acquisition contracts.

1.2.6. To conduct contract-training courses at Air Force installations when practical.

1.2.7. To arrange training as requested by a foreign government.

1.2.8. To train selected personnel to operate and maintain new systems.

1.2.9. To prepare the initial cadre of skilled maintenance, aircrew, system operator, or other type personnel required by Major Command (MAJCOM) or foreign militaries. Note: Often the personnel in training return to their unit and develop other AETC formal courses that circumvent the need to continue the special contract training course.

1.2.10. To fulfill an Air Force requirement through participation with industry (PWI) which is authorized for skilled and experienced personnel.

1.3. Restrictions. Special contract training will not:

1.3.1. Award a baccalaureate degree or higher (T-2).

1.3.2. Serve as an initial skills Air Force Specialty Code (AFSC)-awarding course (T-2).

1.4. Participation with Industry (PWI).

1.4.1. PWI is a contract arrangement permitting skilled and experienced personnel to participate in a production plant, research and development, or engineering environment with selected contractor employees.

6 AETCMAN 36-2601 03 MARCH 2020

1.4.1.1. The purpose of PWI is to allow the transfer of information, data, or techniques needed to qualify skilled or experienced personnel on system or subsystem equipment, components, test procedures, design factors, or system evolution.

1.4.1.2. Legal review is required before engaging in any PWI arrangement.

1.4.2. PWI consists of maintenance seminars or over-the-shoulder observations under control of the contractor. Contractors provide Air Force personnel access to equipment, data, techniques, or key employees to accomplish the training. PWI may also include the study of schematics, blueprints, etc., without contract employee supervision. PWI should conduct a prearranged schedule according to an outline such as a course chart. (Note: PWI may consist of a no-cost training agreement that specifies the government and contractor's responsibilities).

When formal documentation is required, enter student’s names into the Air Force system of record (Military Personnel Data System/Oracle Training Administrator (MilPDS/OTA)) upon implementation.

AETCMAN 36-2601 03 MARCH 2020 7

Chapter 2

ROLES AND RESPONSIBILITIES

2.1. AETC/A3Q Special Missions Division. Implements/monitors all Air Advisor Training including activities worked through a US Government agreement with contractors to train US government personnel.

2.1.1. Validates requirements.

2.1.2. Collaborates on training planning team to establish training system definition and development.

2.1.3. Researches data for use in developing training programs.

2.1.4. Manages programs/activities worked through US government agreements.

2.1.5. Manages preparation, coordination, and acquisition of training data.

2.1.6. Coordinates all training support equipment required for their customers through contract training.

2.2. AETC/A4 Directorate of Logistics, Engineering and Force Protection.

2.2.1. Advocates for facility funding in Air Force Installation and Mission Support Center

(AFIMSC) centralized process.

2.2.2. Determines the requirement for training facilities and initiates actions required to provide facilities as early as possible in the review process.

2.2.3. Provides command assistance on supply difficulties and priority upgrades.

2.2.4. Verifies availability of equipment and other logistics support.

2.3. AETC/A5X Strategy and Requirements Division.

2.3.1. Works closely with the appropriate program office, Air Staff, owning command

MAJCOM, Functional Area Manager (FAM), MAJCOM Functional Manager (MFM) and training managers (TM) to determine the need for factory or contractor training to provide the necessary skill sets for training on new weapon systems.

2.3.2. Coordinates for tracking purposes with AETC Training Pipeline Managers (TPM), the

AETC MFM, and Training Wing (TRW) and Training Group (TRG) TMs to channel training embedded in contracts to AETC special contract training.

2.4. AETC/SGU (Medical/Dental Training).

2.4.1. Evaluates requests and requirements to determine whether the training request may be provided without specific HQ USAF approval.

2.4.2. Reviews Air Force program documents and screens other Air Force agencies for similar training requirements.

2.4.3. Provides guidance and assistance to TRWs and TRGs on the programming, acquisition, distribution, authorization, maintenance, and use of property required to support AETC special contract training.

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2.4.4. Reviews and approves Request for Purchase Package (RFPP).

2.4.5. Reviews special contract training equipment, facilities and support in coordination with the functional manager.

2.5. AETC Training Pipeline Manager (TPM).

2.5.1. Ensures AETC special contract training courses are properly managed, coordinated with the AETC MFM and resourced (when resourcing falls under AETC).

2.5.2. Coordinates with the AETC MFM, acquisition managers and TMs to transition training embedded in contracts to AETC special contract training.

2.5.3. Coordinates on approval of initiating AETC special contract training with the Career

Field Manager, the AETC MFM and TM when other types of formal training are not practical, available, or timely for training needs.

2.5.4. Provides guidance for training activities and programs and coordinates that guidance with the AETC MFM.

2.5.4.1. Designates responsible Flying Training Wing (FTW), TRW and TRGs.

2.5.4.2. Validates action of FTW, TRWs, and TRGs designated to manage assigned programs by coordinating with other staff agencies and/or requesting revision of training plans for those programs requiring resources beyond wing and/or group capability.

2.5.4.3. Reviews and approves changes in courses for programs AETC manages.

2.5.4.4. Ensures and provides security guidance for classified training.

2.6. Air Force Security Assistance Training (AFSAT). Manages activities through a US

Government agreement named Letters of Offer and Acceptance with a foreign government and security cooperation programs.

2.6.1. Validates all security cooperation/security assistance training requirements.

2.6.2. Manages preparation, coordination and acquisition of training data for security cooperation/security assistance special contract training.

2.6.3. Identifies and confirms availability of all training support equipment required for international customer special contract training.

2.7. Numbered Air Force (NAF)/NAF-equivalent.

2.7.1. Evaluates requests and requirements to determine at what organizational level training can be best implemented.

2.7.2. Reviews Air Force program documents and screens other Air Force agencies for similar training requirements to determine scope of training.

2.7.3. Provides guidance and assistance to subordinate units on the programming, acquisition, distribution, authorization, maintenance, and use of property required to support AETC special contract training.

2.7.4. Evaluates requests for government-furnished property (GFP) and assists subordinate units in maintaining training equipment.

2.8. Appropriate Contracting Office.

AETCMAN 36-2601 03 MARCH 2020 9

2.8.1. Prepares and furnishes the Request for Proposal (RFP) to prospective contractors.

2.8.2. Reviews all contract-training proposals. Identifies if contract proposal duplicates another existing contract or if it could be added on to an existing contract.

2.8.3. Reviews and requires delivery of pertinent management data from contractor proposals.

2.8.4. Negotiates, writes, and executes all special contract training contracts and no-cost agreements.

2.8.5. Approves and distributes all special contract training contracts, amendments and modifications.

2.9. Servicing Manpower Office. Coordinates on all contracts to ensure AETC does not contract out training already covered by in-house resources.

2.10. Special Contract Training Course TM.

2.10.1. Coordinates with cognizant contracting office to avoid duplication of efforts under provisions of other contracts in preparation of training materials under a training contract.

2.10.2. In context of career field tasking and upon coordination with the AETC MFM, TPM and Career Field Manager, initiates AETC special contract training when other types of formal training are not practical, available, or timely for training needs.

2.10.3. Coordinates with NAF/NAF-equivalent in the planning phase to initiate and launch training.

2.10.4. Manages preparation, coordination, and acquisition of appropriate training data.

2.10.5. Collaborates on training planning team to establish training system definition and development.

2.10.6. Researches and uses data in developing a training program.

2.10.7. Prepares and submits training documentation.

2.10.8. Accomplishes security requirements for training.

2.10.9. Coordinates with foreign disclosure office if training of internationals included.

2.10.10. Establishes schedules and validates training requirements in current learning management services.

2.10.11. Prepares, supports, and approves changes to courses supporting wing and/or group-managed programs with FTW/TRWs and FTG/TRGs resources.

2.10.12. Provides input data to the current learning management service.

2.10.13. Maintains liaison with MAJCOMs regarding quantitative and qualitative training tasks on FTW/TRWs and FTG/TRGs managed programs.

2.10.14. Conducts training evaluation.

2.10.15. Data.

2.10.15.1. Ensures data developed under system and/or equipment contracts is available to the training contractor in preliminary or final manuscript form before the training starts.

10 AETCMAN 36-2601 03 MARCH 2020

2.10.15.2. Ensures referenced data items and military standards are valid and identified on the contract data requirements list (CDRL).

2.10.15.3. Specifies required contractor-prepared training materials for follow-on training is identified in the CDRL contained in the RFPP.

2.10.15.4. Ensures changes to any required data needed is modified in the contract so documentation remains current.

2.10.16. Logistical Support.

2.10.16.1. Identifies, evaluates, and ensures timely logistic support of GFP, to include spare parts, maintenance, and refurbishment, during and at the completion of training.

2.10.16.2. Maintains information regarding status of materiel programmed.

2.10.16.3. Monitors all GFP placed on loan to contractors, including movements into and out of the contractor facilities, and its final disposition. Includes all Federal Acquisition

Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) contract clauses on the training contracts.

2.10.16.4. Ensures all GFP required by contractors for use in training conducted at Air

Force bases are available and accounted for properly. Ensures modifications to the contract reflect any changes to GFP.

2.10.16.5. For wing and/or group-designated programs, provides necessary logistic support information to AETC to permit follow-up on logistics management actions.

2.10.17. Facilities.

2.10.17.1. Furnishes AETC requirements for training facilities to be included in the system program, military construction program, operation and maintenance program, training plan course resource estimate, and/or operations operating budget.

2.10.17.2. Makes recommendations on the type and location of any additional (or alternate) facilities required when a contractor's facility is not adequate to meet the program.

2.10.17.3. Ensures the contractor completes definitive plans for required training facilities and submits them through chain of command for approval.

2.10.17.4. Provides technical advice and assistance as required (during execution and administration of contracts) for construction or modification of training facilities.

AETCMAN 36-2601 03 MARCH 2020 11

Chapter 3

LOGISTICAL SUPPORT, FACILITIES, FUNDING AND INDUSTRIAL SECURITY

3.1. Classified Materials. Classified instructional materials are prepared and controlled IAW

AFI 16-1404, Air Force Information Security Program. Appropriate guidance regarding classified materials in special contract training must be included in the RFPP discussed in Chapter 4 including instructions for DD Form 254, Department of Defense Contract Security Classification

Specification (T-2).

3.2. Logistical Support. Review logistical support for special contract training course contracts on a case-by-case basis, with a focus on cost and mission accomplishment.

3.2.1. Use of GFP:

3.2.1.1. AFI 16-1007, Management of Air Force Operational Training Systems, discusses associated risks acquiring GFP may have on a projected training implementation schedule.

Follow GFP FAR requirements.

3.2.1.2. GFP is identified as part of the RFPP with a list of GFP included with the solicitation.

3.2.1.3. Hold quantities of GFP provided for support of special contract training to a minimum, consistent with training quality as specified by the approved course control documents.

3.2.1.3.1. Wise selection and allocation of property from either stock assets or production contracts ensures operational and production programs are not disrupted.

3.2.1.3.2. For special contract training courses, contractor-controlled equipment assets are used to the extent economically feasible to minimize the requirements for GFP.

GFP provided to contractors should be consistent with the equipment used by operational units.

3.2.1.3.3. GFP shipped to a training contractor is to be in serviceable condition unless prior agreement is made between the contracting officer and the contractor for use of items in reparable condition. The cognizant contracting officer for the acquisition contract must receive any request for use on a rent free/non-interference basis. Note:

Be cautious negotiating training contracts regarding the designation of GFP and contractor-furnished property (CFP). When equipment from an acquisition contract still in production is required for training, you must obtain authorization for use from the cognizant contracting officer on the acquisition contract. Responsibility for delay must be determined when the delay occurs. The failure of a contractor to perform on one contract, which affects his or her ability to perform on another contract, may not be a cause for monetary adjustment on the second contract (T-2).

3.2.1.4. Program specially designed training equipment, system hardware, and standard items on a timely basis. Consider the required equipment delivery dates and planned training start dates. Once training equipment requirements are known, contract actions begin as required by the applicable acquisition activity.

12 AETCMAN 36-2601 03 MARCH 2020

3.2.1.5. Priority for allocation of property from AETC base assets will be in the order listed below (T-3):

3.2.1.5.1. Special contract training established under AFI 36-2651.

3.2.1.5.2. Conversion training by training detachments.

3.2.1.5.3. Resident and/or nonresident career field courses.

3.2.1.5.4. Follow-on training by TDs.

3.2.1.5.5. Operational support.

3.2.1.6. Consider the following when determining if base assets will be available to support special contract training:

3.2.1.6.1. The length of the course as it applies to temporary loan of in-use base assets.

3.2.1.6.2. The possibilities of equipment substitution or alternate instructional methods.

3.2.1.6.3. The use of items on hand.

3.2.1.6.4. The possibility of joint use of critical items.

3.2.1.6.5. Back-up or alternate plan if base assets fail.

3.2.1.7. GFP Accountability.

3.2.1.7.1. FTW, TRW, and TRG ensures that Government property transfers are properly reported electronically, including the initial furnishing by DoD of government property and the subsequent transfer of such property to other contracts/contractors, or its return to the government.

3.2.1.7.2. Reporting of initial shipment, receipt acknowledgement, or return of items of supply in accordance with Military Standard Requisitioning and Issue Procedures and Military Standard Transaction Reporting and Accounting Procedure(s) using a

DoD or contractor-operated logistics systems using Defense Logistics Management

System (DLMS)-enhanced reporting capability, to include authorizing contract number and Item Unique Identification.

3.2.1.7.3. Such use of the DLMS satisfies government property transfer reporting requirements. For other government property items where the DLMS is not applicable, the DoD Wide-Area Workflow (WAWF) Government property transfer system functionality should be used to accomplish reporting requirements.

3.2.1.8. Maintaining property on an existing contract beyond completion of delivery performance or service completion is prohibited.

3.2.2. Equipment for Special Contract Training.

3.2.2.1. GFP required in support of special contract training will be authorized on the training contract as shown on AETC Form 259, Government Furnished Equipment List (T-

3).

AETCMAN 36-2601 03 MARCH 2020 13

3.2.2.2. The property administrator (designated by the office exercising administrative responsibility for the contract) administers the accountability record for GFP furnished to a training contractor.

3.2.2.2.1. When GFP is transferred from a contract training site to an Air Force activity, the appropriate supply activity assumes accountability for the property in compliance with AFI 10-601, Operational Capability Requirements Development.

3.2.2.2.2. Transfer of property from a contract training site to an AF activity requires contracting officer approval.

3.2.2.3. Accountability for GFP used in support of special contract training conducted at an Air Force base resides at that base. For this reason, attach AETC Form 259 and the DoD mandated GFP Attachment to contracts IAW DODI 5000.64 Accountability and

Management of DoD Equipment and Other Accountable Property covering the training.

Account for such property on unit property records under the custody of Air Force personnel.

3.3. Equipment for Depot-Level Special Contract Training.

3.3.1. Equipment required to accomplish Air Force Materiel Command (AFMC) depot-level maintenance training is programmed and furnished by the AFMC activity having the training requirement. AETC on-hand or programmed assets are made available, if possible, upon request of the AFMC activity.

3.3.2. Supply and procurement actions to fill GFP requirements that are not available from

AETC or AFMC on-hand or due-in assets, are accomplished by the AFMC activity.

3.3.3. AFSAT schedules security assistance depot-level training and equipment training at an

AFMC depot.

3.4. Centrally Acquired Training Equipment.

3.4.1. Logistics support of all centrally acquired training equipment is a lead and/or using command responsibility and will not be contracted for by AETC.

3.4.2. Intermediate and organizational maintenance is provided through either contract or Air

Force resources, depending on such factors as cost, parts, in-house capability, etc.

3.5. Facilities.

3.5.1. Using Existing Facilities. When possible, existing facilities are used or altered to accommodate training in place of new construction.

3.5.2. Facilities Owned by another Government Agency. If training is conducted at a non-

Air Force, government-owned facility, arrangements for use of the facility or its modification are negotiated with the agency by HQ USAF. In this case, AETC furnishes the necessary information to HQ USAF.

3.5.3. Facilities at Air Force Installations outside AETC. If training is conducted at an Air

Force installation other than an AETC wing and/or group, the responsible wing and/or group negotiates the use of the facility and any modification or construction necessary.

3.6. Funding.

14 AETCMAN 36-2601 03 MARCH 2020

3.6.1. Industry Course Requirements. Customer commands or agencies program for industry course requirements and plan and fund this type of training through the contract vehicle through which the training was procured.

3.6.2. Obligation and Citation of Funds. For non-AETC funded programs, the appropriate

MAJCOM, or agency issues obligation authority to the appropriate contracting office prior to final contract negotiations. Based on this obligation authority, the contracting office contracts for services.

3.7. Industrial Security.

3.7.1. Security Implications. Continually review security implications during contract development and implementation.

3.7.2. Industrial Security Requirements:

3.7.2.1. Policies and requirements for industrial security are established in:

3.7.2.1.1. DoDD 5105.42, Defense Security Service (DSS).

3.7.2.1.2. AFI 16-1406, Air Force Industrial Security Program.

3.7.2.2. RFPP preparers comply with DoDD 5105.42 and AFI 16-1406 when processing requests for special contract training contracts requiring access to classified information, equipment, or facilities.

AETCMAN 36-2601 03 MARCH 2020 15

Chapter 4

REQUEST FOR PURCHASE PACKAGE (RFPP)

4.1. When to Submit an RFPP. Each wing and/or group or cognizant contracting office completes and submits the RFPP for each special contract training project. AFSAT or the appropriate AETC OPR responds to the requirements as coordinated with the contracting office.

Note: A simplified RFPP for standard off-the-shelf courses estimated over $25,000 is discussed in paragraph 4.13

4.2. Contents of an RFPP. RFPP requirements consist of the following:

4.2.1. RFPP memorandum of transmittal (paragraph 4.3) and sole source justification, if required.

4.2.2. Requirement Approval Document (RAD) for service requirements greater than or equal to the Simplified Acquisition Threshold (SAT) IAW AFI 63-138, Acquisition of Services.

4.2.3. AETC Form 407A, Type 1 Training Course Summary (paragraph 4.4).

4.2.4. AF Form 9, Request for Purchase (paragraph 4.5).

4.2.5. AETC Form 255, Type 1 Training Schedule (paragraph 4.6).

4.2.6. Course training standard (paragraph 4.7).

4.2.7. AETC Form 449, Course Chart (optional).

4.2.8. DD Form 254, Department of Defense Contract Security Classification Specification, Department of Defense if required (paragraph 4.8).

4.2.9. AETC Forms 259 (paragraph 4.9), and AETC Form 259A, Government Furnished

Technical Data List (paragraph 4.10) and the DoD GFP List, if required.

4.2.10. DD Form 1423, Contract Data Requirements List (paragraph 4.11).

4.2.11. Training course data requirements (e.g. course parameters).

4.2.12. AETC Form 325, Student Accounting and Attendance Record (paragraph 4.12).

Initially a list of students is submitted on the form. Note: At the time of RFPP submission, pass/fail or grade results will not be available.

4.3. Memorandum of Transmittal. A memorandum of transmittal for the RFPP includes a reference to the HQ AETC or wing and/or group authority for preparation of the package and highlights any items that are not adequately discussed in the package. For example, the memorandum may include:

4.3.1. AF System of Record (MilPDS/OTA) line number and MAJCOM requirement identification (format for the memorandum is shown in Table 4.1).

4.3.2. Identification of prospective sources and telephone extension, if known.

4.3.3. Reason for recommending specific location for training.

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Table 4.1. Memorandum of Transmittal-Sample Format.

MEMORANDUM FOR (All AETC offices coordinating on the special contract training; see paragraph 6.3.5)

FROM: (Wing and/or group project officer/extension)

SUBJECT: Approval of RFPP Number

1. The attached RFPP is forwarded for procurement action.

2. The following courses are included in this RFPP:

Course Numbers PDS Codes

3. The normal lead-time of days is (is not) being provided. (Each requirement is different and contracting office timelines can differ due to other workload and priorities. Lead times are worked on a case by case basis)

4. Other pertinent information.

(Signature and title)

Include attachment elements and information copy distribution.

4.4. AETC Form 407A. This form is completed according to the following instructions and submitted as a cover sheet on each RFPP to (a) ensure all elements have been considered in preparing the package and (b) to facilitate management review of the package by all concerned at wing and/or group and headquarters levels.

4.4.1. Complete a separate AETC Form 407A for each special contract training course. When the RFPP includes more than one course, prepare a table of contents that lists each course by number and title and identifies the applicable AETC Form 407A by attachment number.

4.4.2. In the heading block, enter the name and telephone number of the project officer.

4.4.3. Assign an alpha designator to each document submitted as a part of the RFPP and append to the AETC Form 407A.

4.4.4. Cross-reference items in blocks 11 through 19 to the supporting documents by appropriate entries in the appendix reference column.

4.4.5. Complete each block as follows:

4.4.5.1. Block 1. Self-explanatory.

4.4.5.2. Block 2. Self-explanatory.

4.4.5.3. Block 3. Self-explanatory.

4.4.5.4. Block 4. Enter the total number of academic days required to complete the course.

4.4.5.5. Block 5. Enter the date the first class will enter into the course.

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4.4.5.6. Block 6. Enter the date the last class will graduate from the course.

4.4.5.7. Block 7. Indicate the system/equipment acquisition agency, operating command, and RFP number. For AETC-negotiated contracts, indicate if procurement is to be competitive or sole-source.

4.4.5.8. Block 8. Enter the specific location at which the training will be conducted (for example, Sheppard AFB, Texas; Boeing Aircraft Co., Seattle, Washington). When training is conducted on a government installation, the RFPP provides the contractor and location.

4.4.5.9. Block 9. Self-explanatory.

4.4.5.10. Block 10. Indicate the type of prerequisites established for entry into the course.

When prerequisites exceed a basic AFSC requirement, check both blocks (AFSC and

Other) and identify the additional requirements in the remarks block on AETC Form 449, if included or in an appendix.

4.4.5.11. Block 11. Indicate the security clearance level required for course attendance, unescorted entry to the facility, and the requirement for DD Form 254 to authorize contractor access to classified information. As required, append the completed DD Form

254. Discuss any problems regarding security in the transmittal letter. Make appropriate entries in the appendix reference column. A DD Form 254 is not required when only the facility is classified.

4.4.5.12. Block 12. If a training standard is included, indicate the appropriate appendix in the appendix reference column.

4.4.5.13. Block 13. If a course chart is included, indicate the appropriate appendix in the appendix reference column.

4.4.5.14. Block 14. Check the appropriate blocks and indicate appendix in the appendix reference column. The "Other" block is provided to cover situations wherein the status of equipment (at training time) is unknown at the time RFPP is submitted.

4.4.5.15. Block 15. If government-furnished data is required, indicate appendix in appendix reference column.

4.4.5.16. Block 16. Check the appropriate blocks. If facilities are not adequate or available, explain reasons in the appendix and identify the appendix in the appendix reference column.

4.4.5.17. Block 17. When the contractor is required to deliver reports and/or materials, indicate the appendix in the appendix reference column.

4.4.5.18. Block 18. Indicate the manner in which training will be evaluated. Make appropriate entry in an appendix and identify the appendix in the appendix reference column.

4.4.5.19. Block 19. Check the block in AETC Form 255, and identify the appendix in the appendix reference column.

4.5. AF Form 9. Complete this form IAW the following instructions. Prepare each AF Form 9 to identify all courses for a particular RFPP. Identify all courses to be solicited from a single contractor (sole source) or by a number of contractors (competitive) in one AF Form 9. In all cases, 18 AETCMAN 36-2601 03 MARCH 2020 the courses must be related to only one group of training efforts. AF Form 9 may include requirements that cross fiscal years as long as it does not exceed 1 year. Where the training requirements provide for classes to be conducted in one fiscal year with additional new classes to start in the subsequent fiscal year, submit only one AF Form 9 for the entire requirement. When the degree of access required for entry into a classified training area is higher than the required classification of the training courses, it should be stated on the form (T-2)1

4.5.1. Instructions for Completing AF Form 9. Bold block titles correspond to elements on

AF Form 9, which require further explanation other than "self-explanatory."

4.5.1.1. NO. Wing and/or group RFP number – TRW/TRG - fiscal year # - numerical sequence designator.

4.5.1.2. TO: servicing contracting office (Provide the office’s official title).

4.5.1.3. Through - If headquarters-managed, insert the headquarters address of the organization; if wing and/or group-managed, insert NA.

4.5.1.4. Not Later Than – Wing and/or group-planned training start date.

4.5.1.5. Provide a brief description of services required, including the number of students to be trained and course number assigned for training. If off-the-shelf, identify contractor's course number and/or title and desired training dates. Indicate all suggested sources of procurement or sole source as appropriate. List full name and address

(not Post Office box numbers) of the prospective contractors. If off-the-shelf, also include the name and phone number of contact. Use additional blank pages if necessary.

4.5.2. Justification for Sole Source Selection. Contracting officers determine whether a contract may be sole sourced. If a sole source is requested, provide support justifying it. Sole source support should clearly and concisely explain the reasons why only one contractor can furnish the training at the level desired and in the timeframe required (T-2).

4.5.2.1. Reasons for use of sole source are:

4.5.2.1.1. Only one responsible source and no other supplies or services will satisfy agency requirements.

4.5.2.1.2. Unusual and compelling urgency.

4.5.2.1.3. Industrial mobilization or engineering, developmental, or research capability.

4.5.2.1.4. International agreement.

4.5.2.1.5. Authorized or required by statute.

4.5.2.1.6. National security.

4.5.2.1.7. Public interest.

4.5.2.2. Sole source contracting will not be allowed due to a lack of advance planning by the requiring activity or because of concerns related to the amount of funds available to the agency or activity for acquisition of supplies or services (example, funds will expire).

AETCMAN 36-2601 03 MARCH 2020 19

4.5.2.3. Technical and Requirements personnel are responsible for providing and certifying accurate and complete necessary data to support the contracting officer's recommendation for other than full and open competition.

4.5.2.4. Each written justification content must contain sufficient facts and rationale to justify the use of other than full and open competition. As a minimum, each justification includes the following information (T-2):

4.5.2.4.1. Identification of the agency and contracting activity and specific identification of the document as a "justification for other than full and open competition."

4.5.2.4.2. Nature and/or description of the action being approved.

4.5.2.4.3. Description of the supplies or services required to meet the agency's needs, including the estimated value.

4.5.2.4.4. Demonstration that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority cited.

4.5.2.5. Description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

4.5.2.6. Description of the market survey conducted and the results or a statement of the reasons a market survey was not conducted. Provide names, addresses, and telephone numbers of personnel doing survey and personnel contacted.

4.5.2.7. Additional facts supporting the use of other than full and open competition, such as:

4.5.2.7.1. An explanation of why technical data packages, specification, engineering description, statements of work, or purchase description suitable for full and open competition have not been developed or are not available. Note: The requiring activity is responsible for verifying the nonavailability of data with the Technical Order manager of the systems project office, the item manager, the USAF Engineering Data

Support Center, or other authoritative sources, as applicable. Details of the verification must include, as a minimum, a description of the necessary data, the source stating it is not available, a point of contact at the source with the telephone number and the date of contact. This information must be included in the supporting data furnished by the requiring activity to the contracting officer (T-2).

4.5.2.7.2. Estimate of the cost to the government that would be duplicated and how the estimate was derived when it is for follow-on acquisitions.

4.5.2.7.3. Data estimated cost, or other rationale as to the extent and nature of the harm to the government as applicable.

4.5.2.7.4. Listing of any sources that expressed, in writing, an interest in the acquisition.

4.5.2.7.5. A statement of actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required.

20 AETCMAN 36-2601 03 MARCH 2020

4.5.2.8. Quantity, Unit, and Estimated Unit Price Columns. Complete these blocks for each item requested.

4.5.2.9. Estimated Total Cost. To be completed by wing and/or group(s) to enter costs of off-the-shelf courses.

4.5.2.10. Left of Total Line. To the left of the total line show the name of the wing and/or group project officer, office symbol, and telephone number.

4.5.2.11. Required Signatures. For an AF Form 9 to be valid, an authorized individual requester, and the requester's respective approving official signs and dates the request.

4.6. AETC Form 255. This form is self-explanatory.

4.7. Course Training Standard. (Note: This is not required if course is programmed to be taught less than one year).

4.7.1. Identifies course task and knowledge elements associated to proficiency codes from a standard proficiency code key.

4.7.2. For an example of a proficiency code key, see a career field education and training plan of the associated Air Force specialty.

4.8. DD Form 254. The office responsible for development of the contractual requirement prepares DD Form 254. Obtain servicing Information Protection Office coordination before submitting it to contracting. Complete this form according to this attachment and applicable industrial security directives. Complete this form in the required number of copies and include in the RFPP when classified equipment, data, or facilities are needed to fulfill training tasks.

Complete the form as follows: (Note: All items not specifically addressed below are completed by the office responsible for development of the contract requirement.)

4.8.1. Item 1a. FTW/TRW or FTG/TRG inserts highest degree of facility clearance required for the particular training involved.

4.8.2. Item 2. Completed by the responsible contracting office.

4.8.3. Item 3. Completed by the responsible contracting office.

4.8.4. Item 10a. FTW/TRW or FTG/TRG indicates the course title and/or system on which training is required.

4.8.5. Items 10 and 11. FTW/TRW or FTG/TRG will indicate a "yes" or "no" for each area as appropriate.

4.8.6. Item 12. FTW/TRW or FTG/TRG provides the agency through which public releases will be approved.

4.8.7. Item 13. Identify appropriate security guidance.

4.8.8. Item 14. Fill in response to additional security requirements and provide additional information as required.

4.8.9. Item 15. Fill in response to inspection and provide additional information, as required.

4.8.10. Items 16a, b, d, and e. The TM submits the signed original copy of the form for use with the Request for Proposal and the resultant contract.

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4.8.11. Item 17. Check required distribution.

4.9. AETC Form 259. Complete this form as follows:

4.9.1. Append completed AETC Form 259, parts I and II, to each RFPP and to each proposal evaluation memorandum when there is a requirement for GFP.

4.9.2. Enter information in the heading to the extent it is available at the time the form is initiated.

4.9.3. Complete the contractor's name and address block when sole source only is recommended.

4.9.4. Identify each item as completely as possible with stock or part number and nomenclature.

4.9.5. Indicate in column B of part II the quantity available from base assets (training group resident training, TDs, and Logistics Readiness Squadron) or from quantities that have been programmed and acquired specifically for training use.

4.9.6. Identify in column C of part II the source of all items required. Include contract numbers and system/equipment identification for all items on contract and the scheduled delivery date.

4.9.7. Include comments regarding source and local lead-time for items not available.

4.10. AETC Form 259A. Instructions for completing this form are the same as for AETC Form

259 (paragraphs 4.9.1 through 4.9.5. Append an AETC Form 259A, parts I and II, to each RFP and to each proposal evaluation memorandum when there is a requirement for government-furnished technical data.

4.10.1. Enter information in the heading to the extent it is available at the time the form is initiated.

4.10.2. Identify each item as completely as possible with publication number, title and number of copies required.

4.10.3. Indicate in column B of part II the quantity available from base assets (training group resident training, TDs, and Logistics Readiness Squadron) for quantities that have been programmed and acquired specifically for training use.

4.10.4. Identify in column C of part II the source of all items required. Include contract numbers and system and/or equipment identification for all items on contract and the scheduled delivery date.

4.10.5. Include comments regarding source and local lead-time for items not available.

4.11. Procedures for Specifying Contractor Data Requirements in RFPP on DD Form 1423:

4.11.1. The data management officer prepares and approves the DD Form 1423, in keeping with data management procedures.

4.11.2. The data management officer reviews the data item description identified on the CDRL to ensure the data item description (DID) reflects the exact requirements of the training contract. The Acquisition Streamlining and Standardization Information System Web site

(https://quicksearch.dla.mil/) is the repository for DIDs.

https://quicksearch.dla.mil/

22 AETCMAN 36-2601 03 MARCH 2020

4.11.3. The program manager or the designee responsible for approving the CDRL is authorized to sign the "approved by" block on the DD Form 1423.

4.12. AETC Form 325: (Note: The following titles coincide with blocks on AETC Form 325.)

4.12.1. Training Organization and Location. When used for contract training, list the company name and training address; otherwise, list the training organization (training detachment, wing and/or group, etc.) and base.

4.12.2. Contract Number. (For Contract Training Only) List the full contract number.

Multiple lines within a block are acceptable.

4.12.3. Monitoring Training Wing. The training wing is responsible for managing the training.

4.12.4. Type of Report. Self-explanatory.

4.12.5. Start Date, Graduation Date, and Report Date. Self-explanatory.

4.12.6. No. 1-24. Use student-tracking numbers for information on the form. The information is duplicated on back. Keep the same name with the same number throughout the form.

4.12.7. Initials. Place for the student to initial the form on the first class day to verify name, grade, and Social Security number.

4.12.8. Student Name, (Last, First, MI). Alphabetical order by last name.

4.12.9. Grade. Enter military grade or civilian grade.

4.12.10. SSN. Self-explanatory.

4.12.11. Mil Status. Enter military status (active duty, Air National Guard, US Army, etc.).

4.12.12. Travel Status. Enter temporary duty (TDY), non-TDY, or permanent change of station (PCS). Values are listed in AFI 36-2110, Total Force Assignments.

4.12.13. Training requester quota identifier (TRQI). Enter the training requester quota identifier (TRQI), AJ10, CC20, etc. in the AF System of Record edit tables.

4.12.14. Block Grades. Enter the grade a student receives for each block of instruction in a course (for written or practical measurements). If there is insufficient space on the front, use blocks on the backside or an additional form. (Note: When students fail block tests and pass retests, list the minimum passing score in the appropriate block and circle it to indicate failure/remake. [Use "S" or "U" where percentage grades are not used].)

4.12.15. Final Grade. List student's overall course grade. Average all prior course measurements and round to the nearest whole number. (Note: Use "S" or "U" where percentage grades are not used.)

4.12.16. Course Number. Use standard course number.

4.12.17. PDS Code. Use the three character alphanumeric code.

4.12.18. Short Title. Enter the full course title if it fits; otherwise, enter an abbreviated title to identify the specific course. Multiple lines within the block are acceptable.

4.12.19. Program Course Length. Enter the course length as listed in current AETC course catalog, course chart, or authorized source listing.

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4.12.20. Actual Length. Enter the actual number of training days required to teach this particular class.

4.12.21. Wing TM Code. Enter the TM for the course, a two-character alphanumeric value found in AF System of Record (MILPDS/OTA) course area.

4.12.22. Program Manager Code. Enter the program manager code for the course if applicable (Available from AF System of Record (MilLPDS/OTA) edit tables or from 2 AF

Program Manager Office.)

4.12.23. Certified Accurate. Insert printed name, grade, title, signature, and date of responsible person who validates the report.

4.12.24. Certified to AF System of Record. Ensure accurate student accounting data is recorded into the AF System of Record (MilPDS/OTA).

4.13. Off-the-Shelf Courses. When training is desired from a contractor who has a commercial training course based upon an established catalog or market price, sold in substantial quantity to the public, and sole source is justified, the following steps are taken:

4.13.1. The TRW, FTW prepares and submits a limited RFPP with the following information included on AF Form 9:

4.13.1.1. Recommended source with name and phone number of contact.

4.13.1.2. Sole source justification.

4.13.1.3. Estimated training costs (prices obtained from printed catalog or brochure and associated TDY costs).

4.13.1.4. Brief description of the training and the contractor's course title and desired training dates. (If available, furnish names of students.)

4.13.2. Attach a copy of the contractor's catalog or brochure to the AF Form 9.

4.13.3. If a contractor's brochure is not available; take care in developing a course chart to prevent requirements from being placed on the contractor to provide training that is outside or beyond the scope of the commercial course.