Sec_L_and_M_Draft__RFP.docx

FA4890-17-R-0011

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L-1 SPECIAL NOTICE TO OFFERORS

L-1.1 The Government will utilize the Government-owned software, EZ-Source, for the evaluation. The software administration for EZ-Source is provided by ARRAY Information Technology. ARRAY Information Technology has executed a nondisclosure agreement. This non-disclosure agreement is available for review upon request. Stellar Innovations & Solutions and Harris Information Technology may also provide software and hardware support during the proposal evaluation process. Stellar Innovations & Solutions and Harris Information Technology have executed nondisclosure agreements. The exclusive responsibility for Source Selection will reside with the Government. Any objection shall be provided in writing prior to the date set for receipt of proposals and shall include a detailed statement of the basis for the objection. ARRAY Information Technology, Stellar Innovations & Solutions, and Harris Information Technology are bound contractually by organizational conflict of interest and disclosure clauses with respect to proprietary information. Each individual involved in this acquisition will execute a Non-Disclosure Agreement with ACC AMIC prior to having access to any proposals.

L-1.2 Proprietary information submitted in response to this solicitation shall be clearly marked as such and will be protected from unauthorized disclosure as required by Subsection 27 of the Office of Procurement Policy Act as amended (41 U.S.C.423) (hereinafter referred to as “the Act”) as implemented in the FAR. Any unmarked proprietary information will be considered releasable under the restrictions of the Freedom of Information Act.

L-1.3 Funds are not presently available for this effort. No award will be made until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.

L-2 FORMAL COMMUNICATIONS AND PRE-PROPOSAL CONFERENCE

L-2.1 Any formal communication such as requests for clarification, discussions, and information concerning this solicitation shall be submitted in writing (via email) to the Contracting Officer (CO) at the email address below:

L-2.2 Regulations, manuals, drawings, Technical Orders, or other publications referenced in the solicitation will be issued with the solicitation. All documents referenced in the PWS are available on FedBizOps as attachments to the solicitation or at http://www.e-publishing.af.mil.

L-2.3 Pre-Proposal Conference

L-2.3.1 A pre-proposal conference will be held on XX XXX XX, at ACC AMIC (129 Andrews Street, Building 664- 1st Floor Conference Room, Langley AFB, VA 23665) to explain the requirements of this solicitation and to respond to questions raised by offerors. As space is limited, we request that you limit the number of individuals attending to a maximum of two (2) per company. To arrange attendance, send an email to accamic.pmel.proposals@us.af.mil no later than XX XXX XX. Title the e-mail "Pre-Proposal Conference - Company Name" (example "Pre-Proposal Conference - ABC Company").

L-2.3.2 Offerors are requested to submit questions regarding the solicitation in writing via e-mail to accamic.pmel.proposals@us.af.mil, by XX XXX XX to allow their inclusion in the agenda. Questions will be considered at any time prior to or during the conference; however, official answers will be provided to written questions only.

L-2.3.3 The Government will not be liable for expenses incurred by offerors prior to contract award.

L-3 SUBMISSION OF PROPOSALS

L-3.1 The original and all copies (specified in L-5.3.3) shall be sent or hand delivered (with prior coordination) to the issuing office listed in Block 7 of the Standard Form 33 (SF33) on or before the date/time specified in Block 9 of the SF33. Mark the front of the envelope/box with the following:

Offerors are cautioned to strictly comply with all instructions within this solicitation to ensure submission of a complete proposal. All Offeror and team member/subcontractor information must be incorporated into one coherent proposal to be considered complete. Failure to furnish a complete proposal at the time of proposal submission may result in an unacceptable proposal that the Government eliminates from consideration for award. The Government will not accept any changes to offerors’ proposals after the closing date of this solicitation (see FAR 15.208 for further information regarding late proposals). If proposals are hand delivered, offerors shall send an email to accamic.pmel.proposals@us.af.mil to schedule delivery.

L-3.2 Proposals in response to this solicitation will be valid for 300 calendar days. Block 12 of Standard Form 33 is completed to read 300 calendar days.

L-3.3 Contact Information. Offeror shall provide:

L-3.3.1 Names, titles, addresses, telephone numbers, and email addresses of persons authorized to negotiate on the offeror’s behalf with the Government in connection with this solicitation.

L-3.3.2 Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to the issuing office.

L-4 DISPOSITION OF PROPOSALS

L-4.1 In compliance with FAR Subpart 4.8, the Government will retain one copy of all unsuccessful proposals. Extra copies of unsuccessful proposals will be destroyed. No destruction certificate will be provided.

L-5 PROPOSAL PREPARATION

L-5.1. The instructions below prescribe the format of proposals, and describe the approach for the development and presentation of the proposed data. The proposal shall include all of the information requested in the specific instructions. Failure to include all information requested may adversely affect the evaluation. A proposal that merely reiterates or promises to accomplish the requirements of the PWS will be considered unacceptable.

L-5.2. A proposal that is orderly and sufficiently documented will enable the Government to easily understand and perform a thorough and fair evaluation. The Government may incorporate into this contract, by reference or full text, portions of the successful contractor’s proposal submitted in response to this solicitation as revised and supplemented through the final proposal revision.

L-5.3. Proposal Format. A complete proposal consists of the three (3) separate volumes:

L-5.3.1. Page Format. The proposal text shall not be smaller than Microsoft Word Times New Roman 12 point font, single column, normal proportional spacing and one inch (1”) left and right margins. The font size requirements do not apply to charts, e.g. Organizational Charts; however, these charts shall be no smaller than Microsoft Word, Times New Roman or Arial Narrow, 8 point font, and used only when absolutely necessary. Text lines will be single-spaced. The background color of each page of the proposal submission shall be white. Information submitted shall not exceed the page limits stated below for each volume.

L-5.3.2. Electronic Copies. Electronic copies shall be submitted on CD/DVD using Microsoft Office 2013 or Adobe PDF Version XI or earlier, except for Volume III Price - Schedule B which shall be submitted in Microsoft Excel format only. Offerors may use JPEG for charts or screen shots. Offerors shall name files using standard naming conventions (e.g., filename.docx for MS Word, filename.xlsx for MS Excel, filename.PDF for Portable Document Format, etc.). Each volume shall be in a single searchable, editable file and stored in a folder that corresponds to the proposal volume it represents. The files shall be named in an unambiguous manner, using plain language text, which facilitates the evaluator’s ease of accessing the files for evaluation. Offerors shall insert the file name in the header of each document. All disks shall be virus checked prior to submission. Replacement disks will be required to update the final proposal resulting from any discussions should they occur. It is the Offeror’s responsibility to ensure that electronic copies and hard copies are an exact match. If there is a discrepancy between electronic and hard copies, the hard copy submission will be used to conduct evaluations.

L-5.3.3. Copies/Page Limit. The number of copies shall include the original. Additionally, electronic copies of all of the proposal information for each volume are required. Information submitted shall not exceed the page limits stated below for each volume. Evaluators will read only up to the maximum number of pages specified. If the page limit is exceeded, the pages in excess of the limit shall be unread. Copy requirements and page limitations are as follows:

NOTE: A signature on the SF33 must be included in Volume III.

L-5.3.4 Cross-Referencing. Offerors shall not cross reference between Volumes I, II, and III. Each volume shall be written on a standalone basis so that its contents may be evaluated without cross-referencing to other volumes of the proposal. Information required for proposal evaluation, which is not found in its designated volume, will be assumed to have been omitted from the proposal.

L-5.3.5. What Counts as a Page. A page shall be an 8 ½” x 11” (minimum of 1” margins). All material shall be contained within the page limit identified for each volume. All appendices, charts, graphs, diagrams, tables, photographs, drawings, etc., are included in the page count with exception of items stated in L-5.3.6.

L-5.3.6. Pages Not Included in Page Count. Acronym list, cross-reference matrix, and exceptions section will not be included in the page count. Covers for volumes, tables of contents, indices, title pages, and section dividers/tables will not be included in the page count if they are inserted solely to provide ease to the reader in locating parts/sections of the proposal. They will be counted if they contain any other information, e.g., diagrams, extraneous data, etc. Pages marked “This page intentionally left blank” will not be counted.

L-6 EXCEPTIONS

The Government reserves the right to award without discussions; therefore, offerors are advised that taking exception to any requirements specified in this solicitation may result in the Government finding the proposal unacceptable. Clarification of Government requirements shall be handled by submitting questions/recommendations prior to submission of proposals. If offerors still find it necessary to take exception to any of the requirements specified in this solicitation (Sections A through M, to include the PWS and attachments), clearly identify each exception in the overview section of the appropriate volume along with a complete explanation of why the exception was taken and the resulting benefit to the Government. Exception to solicitation requirements may require the Government to amend the solicitation to reflect a changed requirement. The Government will consider the absence of a stated exception to mean the offeror takes no exception to the solicitation and the proposal will be evaluated as submitted.

L-7 INSTRUCTIONS FOR VOLUME I, TECHNICAL (FACTOR 1)

L-7.1. To facilitate evaluation, the Technical Volume shall be specific, detailed, and complete to clearly and fully demonstrate that the offerors have a thorough understanding of the requirements for the accomplishment of the AFEC PMEL II requirements. The technical section should include a description of any performance standards you have established in each area and explain how performance standards will be met. Statements that the offeror understands, can, or will comply with the PWS (including referenced AF publications, Technical data, etc.); statements paraphrasing the PWS or parts thereof (including applicable AF publications, Technical data, etc.); and phrases such as “standard procedures will be employed” or “well known techniques will be used,” etc., will be considered unacceptable. Offerors should note that data submitted prior to the proposal submission will not be considered in the Government’s evaluation. Therefore, such data should not be relied upon nor incorporated in the Technical proposal by reference.

L-7.2 Cross-Reference Matrix (Attachment 4). As part of offerors’ proposals, a separate cross-reference matrix shall be completed and submitted with Volume I - Technical. See Attachment 4 for the format. All referenced paragraphs include all subsequent subparagraphs (for example, 7.0 includes 7.1, 7.2, 7.2.1, etc.). This is only a tool to assist in the proposal preparation process. Offerors are ultimately responsible for ensuring that their proposal fully addresses all areas and that all requested information is completed in accordance with Sections L and M of this solicitation. Offerors shall complete the last column of Attachment 4 with paragraph number references from their Technical Volume. Offerors may provide additional references to the other columns as deemed necessary.

L-7.3 Acronym List. An acronym list shall be provided as an attachment within the Technical Volume.

L-7.4. Technical Factor. The purpose of this section is to set forth, in the most comprehensive manner, the Offerors' understanding of the program requirements and to demonstrate their ability to meet the evaluation requirements of Section M, Factor 1, Technical. This section shall present a clear, concise description of how Offerors plan to meet award requirements. This section shall not contain any pricing data.

L-7.4.1. Subfactor A: Program Management.

L-7.4.1.1. Aspect I: Management and Integration. Provide an organizational structure and explanation of the proposed program management approach to meet PWS requirements. At a minimum:

· Provide proposed organizational structure, manning levels and skill mix of program management function. Provide an explanation of the functional relationships along with roles and responsibilities that will effectively execute the PWS requirements.

· Provide explanation of your key personnel positions (i.e. program management office personnel, on-site management personnel etc.), retention/replacement approach, and an explanation of how this approach will meet PWS Section D, paragraph 2.1-2.4 at a minimum.

· If the offeror is a Joint Venture (JV), relevant experience should be submitted for projects completed by the JV entity. If the JV does not have shared experience, projects shall be submitted for the JV members. The offeror shall submit a signed copy of the JV agreement indicating the proposed participation of each JV member. Failure to submit the required JV agreement will result in a Technical rating of unacceptable.

L-7.4.1.2. Aspect II: Human Resources. Provide human resources approach that explains process to ensure sufficient personnel to meet requirements of the PWS. At a minimum:

· Provide integrated plan that describes your approach to attract, train, and retain qualified management and technical personnel. The plan shall also discuss approach for a location which may be challenging to staff (i.e. Cannon, Malmstrom, Minot, and Vance) to include operating locations outside of the continental United States to meet PWS requirements.

L-7.4.1.3. Aspect III: Apprentice Training Program. Provide an executable plan for an effective apprentice program that provides necessary knowledge, skills and hands-on competencies to meet the performance requirements of the PWS. At a minimum:

· Identify the knowledge, skills and qualification training requirements for each area as specified in Section D, paragraph 3.3.

· Identify all sources for training, internal and external.

· Provide and detail the key milestones and timelines for apprentice development.

L-7.4.2. Subfactor B: Quality Management.

L-7.4.2.1 Aspect I: Quality Management System (QMS). Provide a QMS approach to describe a thorough understanding of the fundamental principles of TO 00-20-14 and PWS with special focus on the specific requirements that:

· Provide organization’s quality management structure, assigned resources, personnel authority and responsibility (using a tree diagram), the quality policy, quality objectives, and related documents needed to ensure effective planning, operation and control of its processes that meets PWS Section A, paragraph 2.4 and its sub-paragraphs.

· Identify the Quality Control processes covering all aspects of operation in which offeror will incorporate into their QMS. In addition, identify the Quality Assurance processes implemented to ensure these controls are in place and effective. Processes should include management activities, provision of resources, service realization, and monitoring and measurement of those processes to ensure timely, accurate and integrated support to all customers.

· Provide top management commitment/involvement to identifying and resolving contract non-conformances and techniques utilized to prevent recurrence.

· Provide your continuous, proactive, preventive-based monitoring, measurement and analysis program describing which quantifiable metrics will be used which focus on conformance to the PWS, with an emphasis on customer satisfaction.

L-7.4.2.2 Aspect II: Management Information Data Storage system (MIDS). Provide a plan that details your approach to meeting MIDS requirements of the PWS that:

· Provide detailed description of information available, hosting solution, and access/visibility controls proposed. Explain methodologies for developing/using metrics to track performance trends for key processes and outcomes and how this information will be used to meet PWS Section A, paragraph 2.1.2.1- 2.1.2.1.3 requirements

L-7.4.3. Subfactor C: PMEL Manning. Provide an organizational structure and explanation of the proposed approach to meet PWS requirements for each specific operating location. At a minimum:

· Provide whole person manning levels, labor categories and/or skill mix for each location.

L-8 INSTRUCTIONS FOR VOLUME II, PAST PERFORMANCE (FACTOR 2)

L-8.1 Contents. The offeror shall submit a Past Performance Volume containing the following:

See paragraph L-8.1.1

See paragraph L-8.1.2 and Attachment 1

L-8.1.1. Summary. Describe roles of offerors and all subcontractors, teaming partners, or joint venture partners. Provide a detailed matrix that depicts how each PPI contract reference provided meet the relevancy criteria defined at M-3.3.3.

L-8.1.2. PPI Contract Reference Sheet. Offerors shall submit information on contracts considered most relevant in demonstrating ability to perform the proposed effort. This information is required on the offeror, subcontractors, teaming partners, and/or joint venture partners considered critical to overall successful performance. The offeror shall submit a maximum of three (3) contract references. The offeror shall also submit a maximum of three (3) contract references for each major or critical subcontractor, teaming partner, or joint venture partner. Offeror shall provide a separate PPI Sheet for each contract reference identifying active (minimum of 6 months performance) or completed contracts, either Government or commercial. PPIs are submitted using the PPI Tool on FedBizOpps IAW paragraph L-8.1.2.3. Hard copy PPIs are not required or desired. PPIs should be submitted in the electronic volume. Refer to paragraph L-8.1.3 for required consent letter and paragraph L-8.1.4 for required authorization letter. If the PPI reference is an overarching Indefinite Delivery/Indefinite Quantity (ID/IQ) or Blanket Purchase Agreement (BPA), the Government will assess performance on each individual underlying task/delivery order. PPI reference sheets will be treated as source selection information in accordance with FAR Part 2.101 and 3.104.

L-8.1.2.1. Recency Determination. Each PPI contract reference shall have active work/services (minimum of 6 months performance) that was/were performed during the last three (3) years from the date of issuance of this solicitation. This includes contracts that were awarded prior to this period, but still had active performance (minimum of 6 months) during the last three years.

L-8.1.2.2. Relevant Contracts. Offerors shall submit information on contracts deemed relevant in demonstrating your ability to perform the full range of PMEL capabilities IAW PWS requirements, and explain how/why the referenced contracts are relevant IAW paragraph M-3.3.3. Relevancy shall be detailed in the PPI Contract Reference Sheet.

L-8.1.2.3. PPI Tool. Submit a separate PPI input using the PPI tool (posted on FedBizOpps with the solicitation information as "ppi_tool.accdb") and instructions provided (Attachment 1 - PPI Tool Instructions) for each reference. If you are unable to download the PPI tool, contact the Contracting Officer for assistance. Save the PPI database file as prime contractor name + RFP number + .accdb (e.g. XYZCompanyFA489017R0011.accdb)

L-8.1.3. Subcontractor/Teaming Partner/Joint Venture Consent Letter (Attachment 2). PPI contract reference concerning subcontractor and teaming partners cannot be disclosed to a private party without the subcontractor’s or teaming partner’s consent. Because a prime contractor is a private party, the Government will need that consent before disclosing subcontractor/teaming partner PPI contract reference to the Prime during exchanges. These letters are only required for subcontractors and teaming/joint venture partners for which the Prime submits past performance information as part of the Past Performance Volume. Completed consent forms shall be submitted as part of the Past Performance Volume. If the Offeror is a Joint Venture (JV), relevant project experience should be submitted for projects completed by the Joint Venture entity. If the Joint Venture does not have shared experience, projects shall be submitted for the Joint Venture members. The Offeror shall submit a signed copy of the Joint Venture agreement indicating the proposed participation of each Joint Venture member. Failure to submit the required Joint Venture Agreement will be considered unacceptable.

L-8.1.4. Authorization Letter. In order to validate a prime Offeror’s past performance as a subcontractor on a submitted PPI contract reference, Offerors are required to provide written authorization for the Government to contact the prime contractor on the contract referenced in the submitted PPI.

L-8.1.5. Organizational Structure Change History. Many companies have acquired, have been acquired by, or have otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate the Government’s past performance evaluation, offerors shall include in this proposal volume a detailed "roadmap" describing all such organizational changes (if applicable), to include specific names and dates.

L-8.2. Past Performance Questionnaires (PPQ) (Attachment 3). The Government requests that offerors provide PPQs to each of the Points of Contact (POC) identified on the offeror’s PPI sheet(s) in the Past Performance Volume for only those references for which CPARs data is not available.

L-8.3. Other Sources. Past performance information on contracts not listed by the offeror, or that of planned subcontractor, may also be evaluated. References other than those identified by the offeror may be contacted by the Government and subsequent information used in the evaluation of the offeror’s Past Performance. While the Government may elect to consider data obtained from other sources, the burden of demonstrating relevancy and providing current, accurate, and complete past performance information rests with the offeror.

L-8.4 Specific Content. Offerors should include a discussion of efforts accomplished by the offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to an “unacceptable” rating, nor does the lack of problems automatically equate to an “acceptable” rating. For example, submittal of quality performance indicators or other management indicators that clearly support that an offeror has overcome past problems should be included.

L-8.5 Determination of Responsibility. Even though the assessment of Past Performance is separate and distinct from Determination of Responsibility required by FAR Part 9, PPI contract references contained herein may be used to support the Determination of Responsibility for successful offerors.

L-9 INSTRUCTIONS FOR VOLUME. III, PRICE (FACTOR 3)

L-9.1 Part A – ID/IQ Pricing

L-9.1.1 Offerors shall provide their proposed price for all Apprentice Training, MIDS, Program Management, and PMEL O&M Services Fixed Price CLINs listed in Part I, Section B, of the solicitation. Offerors shall provide pricing in the attached Sample Pricing Matrix (Attachment 5). This section shall include all unit prices (if applicable) and extended amounts for these fixed price CLINS. All prices SHALL be rounded to 2 decimal places. In the event rounding is not accomplished, dollar amounts will be rounded down to the next lowest whole dollar amount. Cost reimbursable CLINs will not be included in the Total Overall Evaluated Price (TOEP).

L-9.1.2. Supporting price backup data. Certified cost or pricing data is not required. However, supporting data is requested. Supporting data should explain the methodology used in developing proposed CLIN prices. Supporting data includes, at a minimum, breakdown (by CLIN) of labor (labor category, number of positions and hours), breakout of ODCs, indirect rates and subcontract costs. Supporting data shall be submitted in a searchable Excel format.

L-9.2 Part B - Proposal Documentation. In addition to the pricing information requested above, this volume shall also contain the following documents:

L-9.2.1 Completed Standard Form 33, Solicitation, Offer and Award, with acknowledgement of all amendments.

L-9.2.2 Completed Section K, Representations, Certifications and Other Statements of Offerors, or indicate if information is contained in the Online Representations and Certifications (ORCA) located at https://www.sam.gov.

L-9.2.3 Amendments. Offerors shall acknowledge any and all amendments per the directions on the amendment cover page (Standard Form 30). Failure to acknowledge any amendments to the solicitation may result in the offeror being deemed nonresponsive. Award CANNOT be made to a nonresponsive offeror.

L-9.2.4 Description of any exceptions and deviations to the RFP.

L-9.2.5 Adequate Accounting System. Offerors shall provide evidence of an adequate accounting system to adequately track, segregate, accumulate and report incurred costs for each CLIN, as applicable. Offerors shall provide the name and address of the cognizant Defense Contract Audit Agency (DCAA) and any point of contact at that office. Offerors shall provide any information that pertains to a recent Defense Contract Management Agency (DCMA) or DCAA financial capability assessment.

L-9.2.5.1 Since a portion of the contract requirements will be included on a cost reimbursable basis, provide a copy of your Disclosure Statement with the proposal, as well as identification of compliance with Cost Accounting Standards (CAS), if applicable, and any CAS violations and subsequent corrections. Additionally, provide support of a DCMA acceptable purchasing system (if applicable) which is in compliance with your Disclosure Statement.

L-9.2.6 Department of Labor Equal Employment Opportunity Clearance (EEOC). In accordance with FAR Part 22.805, the Contracting Officer must request pre-award clearance on Prime contractors or Teaming Partners from the appropriate Office of Federal contract Compliance Programs (OFCCP) regional office. If an offeror is listed in OFCCP’s National Pre-award Registry (http://www.dol-esa.gove/preaward/pa_reg.html), offerors shall provide a copy of the database registration for Government verification as part of the proposal submission. If an offeror is not listed in the registry, the CO will request an EEO clearance review.

L-9.2.7 The Feltwell, UK PMEL is covered by the Transfer of Undertakings (Protection of Employment) Regulations (TUPE). The remaining PMEL sites are covered by Collective Bargaining Agreements (CBA) and Fair Labor Standards Act. Offeror shall demonstrate an ability to work with multiple unions covering a diverse assortment of CBAs to include understanding regulations and processes involved in dealing with TUPE and CBAs.

L-10 DEBRIEFING OF OFFERORS

Debriefings are conducted with the goal of identifying to unsuccessful offerors where changes can be made to improve future Source Selection participation. Successful or unsuccessful offerors may request debriefings by providing a written request to the Procuring Contracting Officer. Debriefings shall be conducted in accordance with FAR 15.505 for pre-award debriefings, and FAR 15.506 for post-award debriefings of offerors.

Attachment 1

SECTION L

PAST PERFORMANCE INFORMATION (PPI) TOOL INSTRUCTIONS

Offerors must use the PPI Tool (Use latest version from FBO.gov) in order to electronically submit the PPI portion of the Past Performance Volume in accordance with the RFP.

Downloading the PPI Tool The PPI Tool can be downloaded by performing the following steps (if you are unable to download the Tool, contact the contracting officer for assistance):

1. Access the FedBizOpps (https://www.fbo.gov/) website.

1. Find the solicitation posting.

1. Locate the “ppi tool” link from the “All Files” column on the solicitation’s “Notice Details” tab .

1. Select the link and save the “ppi tool” to your computer. Name the file as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA489017R0011.accdb).

Note: PPI Tools saved in Microsoft Office versions 2007 and greater will be saved with “.accdb” file extension.

Entering information in the PPI Tool After selecting and saving the tool, enter information by performing the following steps:

1. Open the saved PPI Tool.

1. Select the “Options” button from the “Security Warning” banner, if applicable.

1. The “Security Alert” pop-up screen displays.

Figure 1: Security Alert Pop-up Note:

· Files saved using Microsoft Office 2010 will have the “Enable Content” button on the “Security Warning” banner and therefore will not get a Security Alert pop-up.

· If a "read only" file is opened, in order to populate data in the file, click "Save As" in the "Read-Only" message bar. Enter the filename as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA489017R0011.accdb).

1. Select the radio button “Enable this content” and then click “OK.” A setup pop-up screen displays.

Figure 2: Setup Pop-Up

1. Select the “Start” button. The “Application Setup” screen displays.

Figure 3: Application Setup Screen

Note: Once the Offeror’s Name and RFP Number have been entered they can be edited by selecting the “Edit Offeror And RFP Number” button from the “Contractor’s Menu”

1. Enter the Offeror’s Name and RFP Number and then click the “Next” button. The application setup continues.

Figure 4: Continue the Application Setup

1. Choose the appropriate option by selecting the corresponding radio button and then click the “Next” button. The “Contractor’s Menu” displays.

Figure 5: Contractor’s Menu

1. Click the “Step 1: Set up Business Relationships” button to create a business relationship, if applicable, for each business entity before proceeding throughout the PPI Tool (refer to Section L of the RFP for detailed instructions). Identify all prime and sub-prime organizations and categorize them according to the appropriate role in the proposed acquisition. The “Business Relationships” screen displays.

Figure 6: Business Relationships

1. Click the “New” button to create a business relationship for the proposed acquisition. An additional “Business Relationships” screen displays.

Figure 7: Enter New Business Relationship

1. Complete the fields as follows (fields marked on the screen with an asterisk ‘*’ are required):

· Contractor’s Name: Self-explanatory

· Role in Proposed Acquisition: Choose one of the four options – Prime, Sub, Joint Venture, or Other (Explain). An explanation comment box will display when you select “Other.”

· Place of Work: Location where contractor will perform work.

· Percentage of Work: Identify percentage of work contributed by specified business entity

· Responsibilities: Detail proposed responsibilities of specified business entity.

1. Select one of the buttons at the bottom of the screen.

· Add – Saves the current business relationship and allows for the addition of a new one.

· Close – Cancels the current business relationship without saving.

Note: In order to edit or delete an existing business relationship in the list, double-click on it.

1. Select the “Close” button on the “Business Relationships” screen after all of the business relationships has been added.

1. Click the “Step 2: Enter Past Performance Information (PPI)” buttonto enter the Past Performance Information. The “Past Performance” screen displays.

Figure 8: Past Performance

1. Click the “New” button to enter Past Performance Information for the proposed acquisition. An additional “Past Performance” screen displays.

Figure 9: Enter Past Performance Information

1. Complete the fields on each of the tabs as follows (fields on the screen marked with an asterisk ‘*’ are required):

· Contract Information Tab

· Contractor: Select from the dropdown the appropriate business entity.

· Cage Code: Self-explanatory.

· Contract Number: If you don’t have a contract number, enter “N/A.”

· Program Title: Enter full name of program.

· Contr Agency/Customer: Enter servicing contracting agency and customer (office symbols suffice).

· DUNS Number: Self-explanatory

· Delivery Task/Order: If the order is provided as a stand-alone reference, enter the task/call/delivery/purchase order number.

· Contract Type: Enter Firm-Fixed-Price (FFP), Cost Plus Fixed-Fee (CPFF), Indefinite Delivery/Indefinite Quantity (ID/IQ), LH, Blanket Purchase Agreement (BPA), Cost Plus Incentive-Fee (CPIF), Cost Plus Award Fee (CPAF), etc. For additional clarification, click the question mark button.

· Short Program Title (i.e. Acronym): Enter abbreviated title for the program or enter “N/A.”

· Contract Dollar Value:

· Original: Input total contract dollar value, with all options if applicable, in the amount originally awarded on the referenced contract.

· If ID/IQ or BPA, provide total ceiling.

· If stand-alone task/call/delivery/purchase, provide amount of the individual contract.

· Current: Input total contract dollar value, with all options if applicable, as the contract stands at time of PPI submission.

· If ID/IQ or BPA, provide total ceiling.

· If stand-alone task/call/delivery/purchase, provide amount of the individual contract.

· Explain the differences in Contract Value, if applicable: Enter an explanation of the difference between the original contract dollar value and the revised value as of the time of PPI submission.

· Period of Performance (mm/dd/yy)

· Start Date: Input start date of contract.

· Original End Date: Input original end date based on award.

· Current End Date: Input end date, as the contract stands at time of PPI submission.

· Explain the differences in Period of Performance, if applicable: Enter an explanation of the difference between “Original End Date” and “Current End Date.”

1. Program Details Tab

· Brief Description of Effort as:

· Select Prime, Sub, Joint Venture, or Other (Explain). An explanation comment box will display when you select “Other.”

· Provide a brief description of the service provided and actual work performed under this contract reference.

· ****If applicable: Provide information on performance problems encountered on the identified contracts. At a minimum, briefly describe the problem experienced, actions taken to alleviate the problem, and whether or not the problem was satisfactorily overcome.****

· Explain how your performance on this contract is relevant for each applicable factor or subfactor, as instructed under Past Performance in Section M of the RFP. Include any unique aspects that demonstrate relevancy in this effort. Provide evidence to support such relevance to the requirements as described in the RFP.

· Identify whether a subcontracting plan was required for the contract you are submitting. If one was required, identify in percentage terms the planned versus achieved goals during contract performance. Explain why goals were not met, if applicable:

1. POC & Key Individuals Tab

· Key Individuals: Click the “New” button to specify any key individual or individuals who participated in this program or who may support the proposed acquisition. Also indicate their roles for both acquisitions, previous and current. To edit or delete an existing key individual, double-click an item from the list.

Note: In accordance with FAR 15.305(a)(2)(iii), relevant contract efforts performed by from key personnel may be evaluated. If you wish to include the past performance of individual key personnel, select the “New” button for each individual and fill out the necessary information.

· Customer Points of Contact: Click the “Program/Site Manager,” “Contracting Officer” or “Admin POC” button for the point of contact that you would like to add, edit, or delete.

Note: For government contracts provide current information on Program Manager, Contracting Officer, and Admin POC, if available.

For commercial contracts provide points of contact fulfilling these same roles, if available.

1. Select from the buttons at the bottom of the Past Performance screen:

· Save – Saves the Past Performance Information and displays the “Contract Information” tab on the Past Performance screen.

· Close – Closes the Past Performance screen. If there were any updates, a pop-up window displays asking to save before closing.

· Delete – Deletes the current PPI record. A pop-up window displays, select “Yes” to delete the record or “No” to close the window without deleting the record.

Note: In order to edit or delete an existing PPI record in the list, double-click on it.

1. Select the “Close” button on the “Past Performance Information” screen after all of the PPI records have been added.

Printing Reports and Submitting PPI Tool In order to print the Business Relationships and PPI reports, perform the following steps:

1. Click the “Step 3: Print Report” button . A pop-up displays asking which report to print.

Figure 10: Select Report to Print

1. Select separately each of the two options, “Business Relationships” or “Past Performance.” The Business Relationships and Past Performance documents will print separately; combine the two to create your Past Performance Volume.

In order to submit the Business Relationships and PPI, perform the following steps:

1. Click the “Step 4: Submit” button . The “Submission Instructions” screen displays.

Figure 11: Submission Instructions

1. Follow the submission instructions. Hard copies of the pages generated from this tool shall be used in the hard copy of the past performance volume subject to the limitations outlined in this RFP and should be Tab 1 of the past performance volume.

Note:

1. Submit an electronic copy (e.g. CD) of the saved PPI database file with your proposal. If a prime contractor is submitting the file enter the filename as:

0. prime contractor + RFP number + file extension (e.g. XYZCompanyFA861710R6158.accdb) If a subcontractor is submitting the file enter the filename as:

· subcontractor + RFP number + file extension (e.g. ABCCompanyFA861710R6158.accdb)

1. Once the file is saved to a CD or any location that is marked as “Read-only,” it must first be saved to the desktop in order to read/edit the file.

Editing Offeror and RFP Number In order to edit the Offeror name and/or the RFP number identified during start-up, perform the following steps:

1. Click the “Edit Offeror and RFP Number” button . The “Application Setup” screen displays.

Figure 12: Change Name and RFP Number - Application Setup

1. Update the Offeror’s name and/or RFP number.

1. Click the “Next” button twice to return to the “Contractor’s Menu”.

Attachment 2

SAMPLE SUBCONTRACTOR/TEAMING PARTNER CONSENT LETTER

Date

SUBJECT: Consent Letter to Release Past Performance Information

We are currently participating as a (subcontractor/teaming partner) with (prime contractor) in response to the Department of the Air Force solicitation number FA4890-17-R-0011, Request for Proposal for the AFEC PMEL II Services Acquisition.

We understand that the Government is placing increased emphasis on Past Performance in order to obtain Best Value in Source Selections. In order to facilitate the Performance Confidence Assessment process, we are signing this consent form in order to allow you to discuss our Past Performance information with the Prime Contractor during the Source Selection process.

Offeror Name:

Company (Teaming Partner/Subcontractor) Name:

Address:

CAGE Code:

Phone Number and FAX:

Insert signature and title of individual with authority to sign for and legally bind the company

Attachment 3 Section L Past Performance Questionnaire

WHEN FILLED IN THIS DOCUMENT IS SOURCE SELECTION SENSITIVE INFORMATION IAW FAR 3.104

SECTION 1: CONTRACT IDENTIFICATION

1. Contractor:

1. Cage Code of contractor contract was awarded to:

1. Contract number:

1. Contract type:

(If multiple types (i.e. Firm-Fixed Price with Time & Material), list percentage and dollar amount of Firm-Fixed Price portion)

1. Was this a competitive contract? Yes No _____

1. Period of performance:

1. Initial contract cost:

1. Current/final contract cost:

1. Reasons for differences between initial contract cost and final contract costs:

1. Description of service provided:

SECTION 2: CUSTOMER OR AGENCY IDENTIFICATION

1. Customer or agency name: _________________________________________________________________

1. Customer or agency description (if applicable): _______________________________________________________________

1. Geographic description of services under this contract, i.e. local, nationwide, worldwide, other Commands:

SECTION 3. EVALUATOR IDENTIFICATION

1. Evaluator's name: ___________________________________________________________________________

1. Evaluator's title: ___________________________________________________________________________

1. Evaluator's phone/fax number:____________________________________________________________________

1. Evaluator’s email: ___________________________________________________________________________

E. Number of years evaluator worked on subject contract: _____________________________________

SECTION 4: EVALUATION

Please indicate your satisfaction with the contractor’s performance by placing an “X” in the appropriate block using the scale provided to the right of each question. This scale is defined as follows:

CODE PERFORMANCE LEVEL

S SATISFACTORY – The contractor’s performance meets contractual requirements. The contractual performance contained some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

U UNSATISFACTORY – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

N NOT APPLICABLE - Unable to provide a score.

Quality

Ability to ensure that the Air Force Metrology and Calibration (AFMETCAL) program laboratory certification is achieved and maintained throughout the contract to include an effective self inspection program.

Ability to operate the AFMETCAL mandated Quality Program in accordance with TO 00-20-14 Section 9 requirement.

Ability to use Quality Management System data to control the quality of PMEL processes and products.

Ability to establish and maintain an effective quality control approach that includes identifying, correcting, documenting and trending deficiencies to prevent PWS compliance issues.

Procedures to successfully resolve customer complaints.

Schedule

Ability to meet schedule requirements in accordance with PWS

Ability to ensure all contract deliverables/reports (CDRLs) are provided in accordance with requirements

Cost Control

Ability to perform the entire scope of the PWS within the proposed price.

Ability of Contractor to provide current, accurate, and complete invoices/billings

Management

Relationship between key Contractor personnel and key Government personnel

Ability of contractor to manage, resolve problems and respond to/integrate changes in mission-related requirements

Regulatory Compliance

Procedures for managing and tracking costs, schedule, performance, safety, security, housekeeping and environmental operations that includes government “coordination.

Ability to ensure a sufficient number of technical personnel are provided

Procedure for maintaining a competent work force to include the training of new personnel as well as continuous training for technology advancement throughout the life of the contract.

2. Please discuss each and every response for which you indicated U (Unsatisfactory) in response to the questions above (use additional sheets, if necessary).

3. Government Contracts Only: Has/was this contract been partially or completely terminated for default or convenience or are there any pending terminations?

If yes, please explain (e.g., inability to meet cost, performance, or delivery schedules, etc).

SECTION 5: NARRATIVE SUMMARY

What were the contractor’s most positive aspects in the performance of the contract?

What was the contractor’s most negative aspect in the performance of the contract? ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Would you have any reservations about soliciting this contractor in the future or having them perform one of your critical and demanding programs?

Please provide any additional comments concerning this contractor’s performance, as desired.

Would you hire this contractor to work again? If not, why? __________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Evaluator’s Signature Date Thank you for your prompt response and assistance!

Please return this completed questionnaire to:

DEPARTMENT OF THE AIR FORCE

Mailing Address: ACC AMIC/PKC

Or email to: rhonda.foster.3@us.af.mil

Attachment 4

SECTION L

Cross Reference Matrix

L-7.2 Cross-Reference Matrix. As part of offerors’ proposals, a separate cross-reference matrix shall be completed and submitted with the Technical Volume. All referenced paragraphs include all subsequent subparagraphs (for example, 5.0 includes 5.1, 5.2, 5.2.1, etc.). Offerors shall fill in the columns related to their proposal. This is only a tool to assist in the proposal preparation process. Offerors are ultimately responsible for ensuring that their proposal fully addresses all areas and that all requested information is completed in accordance with Sections L and M of this solicitation. Offerors shall complete the last column of this matrix with paragraph number references from their Technical Volume. Offerors may provide additional references to the other columns as deemed necessary.

TECHNICAL PROPOSAL CROSS REFERENCE MATRIX EXAMPLE

Attachment 5

Sample Pricing Matrix