Appendix_M_-_Ordering_Guide.docx

Air Force Enterprise Contracted (AFEC) Precision Measurement Equipment Laboratory (PMEL) II

Task Order Process Handbook

{NOTICE: This handbook is provided as a guide to acquiring PMEL services under the AFEC PMEL II program and is not intended to take precedence over any aspects of the awarded contracts. In the event of any conflict between the information in this handbook and the terms and conditions of the contracts, the contracts are the binding documents.} Table of Contents

1. Task Order Process Overview

1.1. Task Orders: General Information

1.1.A. Initial Task Orders: Minimum Guarantee 1.1.A.1. The initial task orders (TOs) for minimum guarantee will include a Contract Line Item Number (CLIN): for Program Management/Administration. Each awardee will receive an initial task order for $249,999.96 (minimum guarantee) which covers 1 year of Program Management/Administration at the corporate level.

1.1.A.2. The initial TOs will be for a one year period and will not have option periods.

1.1.B. Subsequent Task Orders: PMEL Operating Locations 1.1.B.1. The Government may order additional services and/or PMEL locations, up to the stated contract maximum value, throughout the period of this contract.

1.1.B.2. Task orders shall be issued on a fixed price (FP) basis.

1.1.B.3. Pricing on the IDIQ contract awards will be used to set a ceiling for fully burdened hourly rates for the location-specific labor categories listed on the IDIQ.

1.1.B.4. The CLIN structure for each task order will be:

1.1.B.4.1. Program Management/Administration: Unit of Issue is Months with the Unit Price being the fully burdended rate for performance for program management at a corporate level.

1.1.B.4.2. Operational CLINS: Unit of Issue is Months with the Unit Price being the fully burdened rate for performance for the operating location. If there are multiple operating locations on a single task order, there will be an individual line item for each location.

1.1.B.4.3. Cost Reimbursable / Incentive CLINs: Unit of Issue is Lot with a Not To Exceed amount for the price.

1.1.B.4.4. Transition CLIN: Unit of Issue is Lot and will be invoiced at the end of the transition period.

1.1.B.4.5. Apprenticeship CLIN: Unit of Issue is Months with the Unit Price being the fully burdened rate for performance for the apprenticeship program.

1.1.B.5. Ordering of these services will be done in accordance with the process described within this document.

1.2. Fair Opportunity Proposal Request (FOPR)

1.2.A. The Contracting Officer (CO) will provide a Heads Up Memorandum (HUM) one to two months before the FOPR to provide preliminary proposal information to potential Offerors for the upcoming Task Order competition. The HUM should include at a minimum:

1.2.A.1. Sites to be included within the competition 1.2.A.2. Perfomance Work Statement (PWS) The following optional information may be included at the CO’s discretion:

1.2.A.3. Workload data 1.2.A.4. Existing Collective Bargaining Agreement (CBA), when available to the Government.

1.2.B. The CO will initiate the FOPR process by sending a FOPR letter and attachments (hereafter referred to as the FOPR package) to IDIQ Holders IAW FAR 16.505. The FOPR letter should include, at a minimum, the following information:

1.2.B.1. Date of the package 1.2.B.2. Task Order Submission Due Date 1.2.B.3. Description of Services 1.2.B.4. Bandwidth Required 1.2.B.5. Place of Performance 1.2.B.6. Period of Performance 1.2.B.7. Operating Hours of the PMEL Laboratory(ies) 1.2.B.8. Whether a DD254 is required 1.2.B.9. Evaluation Factors/Criteria 1.2.B.10. Contact Information of the Contracting Representatives

The FOPR package should contain, at a minimum, the following:

1.2.B.11. Fair Opportunity Proposal Request (FOPR) letter

1.2.B.12. PWS

1.2.B.13. Instructions to Offerors (ITO) 1.2.B.14. Price proposal template to include request for fully burdened hourly rates and supporting price backup data, Workload history data, when available to the Government 1.2.B.15. Existing Collective Bargaining Agreement (CBA) if applicable, when available to the Government 1.2.B.16. Government Furnished Property (GFP) listing, if applicable, when available to the Government 1.2.B.17. Contract Data Requirements List (CDRLs), if applicable 1.2.B.18. Contract Security Classification Specification (DD Form 254), if applicable 1.2.B.19. Quality Assurance Surveillance Plan (QASP), if applicable

1.3. Task Order Submission Process

1.3.A. All Contractors are highly encouraged to submit a proposal for every FOPR under this contract.

1.3.B. If not submitting a proposal, Contractors must acknowledge receipt and submit a brief written statement formally stating that no proposal is being submitted within three (3) business days of FOPR issuance date.

1.3.C. If no proposal or only one proposal is received, the Government, at its discretion, may revalidate the FOPR requirement. The revalidation process may include exchanges of information with some or all the Contractors to determine whether there are concerns about the FOPR requirement. Should the requirement be validated, the CO may reissue the FOPR package. After the Government revalidates the FOPR requirement and if only one proposal is received, the CO must follow the procedures at DFARS 216.505-70.

1.3.D. Any questions pertaining to the FOPR package shall be submitted to the CO in writing within three (3) business days of FOPR issuance date unless the CO provides an extension. In the event issues pertaining to a FOPR package cannot be resolved to the satisfaction of the CO, the CO reserves the right to withdraw or cancel the proposed FOPR package. In such event, Contractors will be notified, via letter or email, of the CO's decision, and the decision shall be final and conclusive and shall not be subject to the "Disputes" clause or the "Contract Disputes Act".

1.3.E. Requests for site visits must be submitted to the CO in writing within three (3) business days of the issuance of the HUM. Site visits will be scheduled at the CO’s discretion and solely at the Contractor’s expense.

1.3.F. The Contractor’s task order submission shall be submitted to the CO within the timeframe stated in the FOPR package. Pricing on task order submissions shall be valid for 120 calendar days after the required submission date.

1.3.G. The Contractor’s proposal shall include the following information, as well as any additional information requested in the FOPR package:

1.3.G.1. Technical and managerial approach for meeting the requirements of the PWS.

1.3.G.2. Pricing for each CLIN specified in the FOPR package. The price shall include the Firm-Fixed Pricing unit price to be paid to the Contractor. This price shall not exceed the ceiling prices established in the IDIQ.

1.3.G.3. Contractors may be required to submit past performance information on task orders in response to a FOPR, unless the CO has determined that past performance data will not be evaluated.

2. Evaluation Techniques

2.1. Lowest Price Technically Acceptable

Lowest Price Technically Acceptable (LPTA) is a process used in competitive negotiated contracting where the best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.

1. Technical acceptability: The Government will review the Offerors proposed technical and managerial approach to verify it will result in clearly meeting the minimum requirements of the FOPR.

2. Price: The proposed price of the proposal will be evaluated for completeness (all requested information submitted) and reasonableness (reasonably prudent person would expect to incur and not exceeding IDIQ pricing).

3. Past Performance: Assessment of the Offerors probability of meeting the FOPR requirements. If evaluated, as determined by the CO.

2.2. Value Adjusted Total Evaluated Price (VATEP) Tradeoff

AFEC PMEL II Task Order Process Handbook VATEP is a tradeoff source selection process where the offeror’s total proposed price may be adjusted based on the “value” placed on above-minimum performance or capabilities as identified in the solicitation. The Source Selection Authority (SSA) must then determine if a higher rated technical offer is “worth” the additional cost to the Government. See DoD Source Selection Procedures 1.3.1.4 11 9/11/2017

3. Task Order Competition Process – LPTA In DepthRequirements Identification Heads Up Memorandum (HUM) Sent Received ??? Answered Fair Opportunity Proposal Request (FOPR) Sent Evaluations Award to LPTA Offeror

PWS

IGE

Eval Criteria Socio- Econ Y Q&A Sent N Received Amendment Issued Extension Granted Q&A Sent Fair Opportunity Proposals Received Y N N Y Y N Evaluate All Proposals Received 3 or More Acceptable Proposals Interchanges w/ All Vendors N Y Award Notices Sent w/ Written Debrief Telephonic or In-Person Debrief Requested Debrief Given Task Order Kickoff Meeting Y N

3.1. Task Order Competition Process Using LPTA

3.1.A. Selection will be made in accordance with the methodology and criteria herein, the terms and conditions of the AFEC PMEL II Multiple Award Indefinite Delivery Indefinite Quantity (IDIQ) Contracts, and FAR Part 16.505, as supplemented. The procedures at FAR 15.3 do not apply. The LPTA process is used when the best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price. Tradeoffs are not permitted, and no evaluation credit is given to aspects of an Offeror’s proposal that exceed acceptability standards. Price evaluation will rely on competition and will be conducted in accordance with instructions stated within the solicitation.

3.1.B. Evaluation Process: Step 1: The Government intends to evaluate all proposals for technical acceptability, price reasonableness, price realism, balance and for mathematical accuracy and completeness. The total overall evaluated price includes the sum of all performance years and the 6 month extension of services IAW FAR 52.217-8. Step 2: If there are three technically acceptable proposals with fair, reasonable, realistic, and balance prices award will be made to the technically acceptable proposal with the lowest evaluated price. If there are not three technically acceptable proposals with fair, reasonable, realistic, and balanced prices the Government will move to Step 3. Step 3: The Government will enter into interchanges with all offerors. Upon receipt of the revised proposals the Government will start again at Step 1.

There is a great expectation of competition for this requirement; thus Offeror’s initial proposal should contain the Offeror’s best terms from a Price and Technical standpoint. The Government intends to award without conducting interchanges. The Contracting Officer, at their sole discretion, may enter into interchanges if it is in the best interest of the Government for understanding of proposals of Offerors in the evaluation after considering the "correction potential" of any unacceptable findings. If an area of an Offeror’s proposal is rated “Unacceptable”, requires a substantial re-write, and is not considered easily correctable through interchanges, the Offeror may be ineligible for award. Should interchanges be conducted, Offeror responses will be considered in making the task order selection decision. The Contracting Officer, at their sole discretion, does not intend to request Final Proposal Revisions, therefore, the only time the Offerors in the initial evaluation pool will be able to adjust pricing will be during interchanges, if held.

3.1.C. Solicitation Requirements, Terms and Conditions: Offerors are required to meet all solicitation requirements, such as terms and conditions, and technical requirements, in addition to those identified as factors or subfactors. Failure to comply with the terms and conditions of the solicitation may result in the Offeror being ineligible for award. By submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions and technical requirements (of both the basic IDIQ contract and the task order), in addition to those identified as evaluation factors or subfactors.

3.1.D. Exceptions: If Offerors find it necessary to take exception to any of the requirements specified in this solicitation (to include the PWS and attachments), clearly identify each exception along with a complete explanation of why the exception was taken and the resulting benefit to the Government. The Government may consider any included assumptions as an Offeror taking exception to the Government’s requirements, which may result in the Government finding the proposal unacceptable.

4. Task Order Competition Process Using VATEP Requirements Identification

PWS

IGE

Eval Criteria Socio- Econ Heads Up Memorandum (HUM) Sent Received ??? Answered Y Q&A Sent Fair Opportunity Proposal Request (FOPR) Sent Evaluations Award N Received Amendment Issued Extension Granted Q&A Sent Fair Opportunity Proposals Received Y N N Y Y N Evaluate All Proposals Received 3 or More Acceptable Proposals Interchanges w/ All Vendors N Y Apply VATEP Criteria Award Notices Sent w/ Written Debrief Telephonic or In-Person Debrief Requested Debrief Given Task Order Kickoff Meeting Y N

4.1. Task Order Process Using VATEP

4.1.A. Selection will be made in accordance with the methodology and criteria herein, the terms and conditions of the AFEC PMEL II Multiple Award IDIQ, and FAR Part 16.505, as supplemented. The procedures at FAR 15.3 do not apply. The VATEP process is used when best value is expected to result from an optimal balance of price and performance capabilities above the minimum acceptability requirements. In this case the performance capabilities evaluated are the offerors proposed Apprenticeship Program. Through the value adjustment process an offeror who proposes a solution that exceeds the minimum requirements laid out in the PWS, at a higher price, may still provide the best value to the government when the value adjustment is applied to the offeror.

4.1.B. Evaluation Process: Step 1: The Government intends to evaluate all proposals for technical acceptability, price reasonableness, price realism, balance and for mathematical accuracy and completeness. The total overall evaluated price includes the sum of all performance years and the 6 month extension of services IAW FAR 52.217-8. Step 2: If there are three technically acceptable proposals with fair, reasonable, realistic, and balance prices the value adjustment process will be initiated in Step 3. If there are not three technically acceptable proposals with fair, reasonable, realistic, and balanced prices the Government will move to Step 4. Step 3: The value adjustment process is performed. In this process the Apprenticeship Program proposed is evaluated to determine if it meets the criteria established in the FOPR by the Government. If a technically acceptable above-minimum performance level is proposed (Apprenticeship), the offeror’s total proposed price (TPP) will be adjusted, for evaluation purposes only, in accordance with the methodology specified in the FOPR. Award is made to the offeror whose proposal represents the best value to the Government based on the evaluation criteria set forth in the FOPR. Step 4: The Government will enter into interchanges with all offerors. Upon receipt of the revised proposals the Government will start again at Step 1. The Government reserves the right to establish an affordability cap and a minimum threshold at the task order level.

4.1.C. Solicitation Requirements, Terms and Conditions: Offerors are required to meet all solicitation requirements, such as terms and conditions, and technical requirements, in addition to those identified as factors or subfactors. Failure to comply with the terms and conditions of the solicitation may result in the Offeror being ineligible for award. By submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions and technical requirements (of both the basic IDIQ contract and the task order), in addition to those identified as evaluation factors or subfactors.

4.1.D. Notice to Proceed: All contractors shall physically start work IAW the timeframes established in the task order award.

4.1.E. Exceptions: If Offerors find it necessary to take exception to any of the requirements specified in this solicitation (to include the PWS and attachments), clearly identify each exception along with a complete explanation of why the exception was taken and the resulting benefit to the Government. The Government may consider any included assumptions as an Offeror taking exception to the Government’s requirements, which may result in the Government finding the proposal unacceptable.

5. Socioeconomic Set-Asides

5.1. Use of Set Asides: To foster the growth and proliferation of small businesses, the Air Force has annual small business goals that it attempts to meet. These include goals for various socioeconomic classifications of companies. In order to help the Air Force achieve its small business goals in the various socioeconomic classifications, the Contracting Officer reserves the right set aside orders IAW FAR 16.505(b)(2)(F) for the following categories at any time.

5.1.A. 8(a) Participants 5.1.B. HUBZone Small Business Concerns 5.1.C. Service-Disabled Veteran-Owned Small Business (SDVOSB) Concerns 5.1.D. Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns 5.1.E. Women-Owned Small Business (WOSB) Concerns