FA558725Q0057 - BEST-HRSM ReAcq - Combined Synopsis Solicitation.pdf

Combined Synopsis/Solicitation #:

FA558725Q0057 IAW FAR 12.603

Requirement Title: Base Level Enlisted Specialty Training (BEST) and Base Level Human Resources System Management (HRSM) Solicitation Number: FA558725Q0057 North American Industry Classification System Code (NAICS): 566110 Product Service Code (PSC): R699 Set-Aside: In accordance with (IAW) FAR 19.000(b)(1)(ii), no set-aside will be used for this requirement.

Solicitation Date: 23 September 2025 Response Deadline: 7 October 2025 Point(s) of Contact: Mrs. Alyanna Parsons, alyanna.parsons@us.af.mil 2d Lt Christopher Stallings, christopher.stallings.2@us.af.mil

This is a combined synopsis/solicitation for commercial services prepared IAW the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued.

This solicitation is issued as a Request for Quote (RFQ) IAW FAR Parts 12 and 13.

The solicitation document and incorporated provisions and clauses are those in effect through:

Federal Acquisition Circular: 2025-04 effective 06/11/2025 Defense Federal Acquisition Regulation Supplement: DFARS Change 01/17/2025 Department of the Air Force Federal Acquisition Regulation Supplement: DAFFARS Change 10/16/2024

The period of performance for this requirement is as follows:

*BASE YEAR (12 Months): 1 Nov 2025 – 31 Oct 2026 OPTION YEAR ONE (1) (12 Months): 1 Nov 2026 – 31 Oct 2027 OPTION YEAR TWO (2) (12 Months): 1 Nov 2027 – 31 Oct 2028 OPTION YEAR THREE (3) (12 Months): 1 Nov 2028 – 31 Oct 2029 OPTION YEAR FOUR (4) (12 Months): 1 Nov 2029 – 31 Oct 2030

Description:

The requirement is a firm-fixed price contract in which the contractor shall provide personnel and supervision necessary to accomplish Human Resources System Management (HRSM) and Base Enlisted Specialty Training (BEST) at both Royal Air Force (RAF) Lakenheath, United Kingdom (UK) and RAF Mildenhall, UK. The contractor shall provide all management, personnel, supervision, and other items and services necessary to perform services as defined in the attached Performance Work Statement (PWS), except as specified as government furnished services. In addition, adhere to the standards identified in Personnel Services Delivery Guides, PSDG and Personnel Service Delivery Manuals, PSDM, Personnel System Management (PSM/HRSM) Military Personnel Data

A. General Information

B. Requirement Information

System (MILPDS) ,Vol 6, Human Resources System Management (HRSM) PC-III/MilPDS; AFI 33- 332, Air Force Privacy Act Program; AFI 33-364, Records Disposition Procedures & Responsibilities; AFMAN 33-363, Management of Records, Chapter 3; DAFMAN 36-2689, Air Force Training Program and additional instructions or manuals implemented to manage HRSM and Base Training Functions listed within this PWS. Advise the MPF Commander and Superintendent on technical matters per PSDM/PSDG AFCSM 36-699, Vol 6, Table 24.1 (HRSM responsibilities).

Place of Delivery/Performance/Acceptance/FOB Point:

RAF Bases Lakenheath & Mildenhall

Line Item Description Quantity Unit of Measure

0001 Base Year: HRSM & BEST Support Services – RAF Lakenheath

12 Months

0002 Base Year: HRSM & BEST Support Services – RAF Mildenhall

12 Months

Option Year 1: HRSM & BEST Support Services – RAF Lakenheath

12 Months

1002 Option Year 1: HRSM & BEST Support Services – RAF Mildenhall

12 Months

2001 Option Year 2: HRSM & BEST Support Services – RAF Lakenheath

12 Months

2002 Option Year 2: HRSM & BEST Support Services – RAF Mildenhall

12 Months

3001 Option Year 3: HRSM & BEST Support Services – RAF Lakenheath

12 Months

3002 Option Year 3: HRSM & BEST Support Services – RAF Mildenhall

12 Months

4001 Option Year 4: HRSM & BEST Support Services – RAF Lakenheath

12 Months

4002 Option Year 4: HRSM & BEST Support Services – RAF Mildenhall

12 Months

Attachment:

1. Performance Work Statement

2. Pricing Schedule

NOTICE TO OFFEROR: Funds are not presently available for this effort. No award will be made under this solicitation 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.

Addenda to FAR 52.212-1--Instructions to Offerors--Commercial Items (Sep 2023) Federal Acquisition Regulation (FAR) provision paragraphs 52.212-1 (e) "Multiple offers" is deleted in their entirety.

FAR paragraph 52.212-1(c), "Period for acceptance of offers," is tailored as follows:

"The offeror agrees to hold the prices firm for 120 calendar days from the date specified for receipt of offers." The following paragraphs provide the specific

C. Instructions to Offerors solicitation instructions:

Addendum to 52.212-1(b), Submission of offers. Submit signed and dated offers no later than Tuesday, 7 October 2025 at 1200 hours British Standard Time (BST).

Addendum to FAR 52.212-1(f), Late submissions, modifications, revisions, and withdrawal of offers. This paragraph is tailored to read as follows:

“Offerors are responsible for submitting electronic offers by the solicitation due date and time. Offers received after the solicitation due date and time are may be considered late and will be handled in accordance with FAR 52.212-1(f).”

Only Electronic offers will be accepted. IAW with DFARS 252.225-7041 all offers shall be submitted in English.

Lt Christopher Stallings and Ms. Alyanna Parsons are the points of contact for this acquisition. All questions or concerns regarding this request for quote must be directed IN WRITING via e-mail to christopher.stallings.2@us.af.mil & alyanna.parsons@us.af.mil.

Questions are encouraged to be submitted at your earliest convenience but will not be accepted past Monday, 29 September 2025 at 1200 hours BST.

Electronic Copies of Offers shall be submitted to 2d Lt Christopher Stallings and Ms.

Alyanna Parsons by email at: christopher.stallings.2@us.af.mil and alyanna.parsons@us.af.mil.

QUOTE PREPARATION INSTRUCTIONS:

To ensure a timely and equitable evaluation, quoters shall follow the instructions contained in this section. Quotes must comply with all solicitation requirements, including terms and conditions, representations and certifications, with particular attention given to those identified as evaluation factors. Non-conformance with these instructions may result in elimination from consideration.

The Government intends to make an award based on the initial quote submissions without conducting interchanges. Therefore, each offer should contain the quoter’s best terms considering all evaluation factors and subfactors. However, the Government reserves the right to hold interchanges if during the evaluation, it is determined to be in its best interest.

Interchanges are fluid interaction(s) between the Contracting Officer (CO) and the Quoter(s) that may address any aspect of the quote and may or may not be documented in real time.

Quoter responses to interchanges shall be considered in making the award selection decision.

Interchanges may be conducted with one, some, or all quoters. If the Government enters into interchanges, the Government may or may not request final quote revisions.

Quotes shall be clear, concise, and include sufficient detail to permit effective evaluation and to substantiate the validity of stated claims. The response shall consist of the following three volumes to be eligible for award:

Section Reference Title Page Limit

Volume I Executive Summary

Volume II Technical Factor

Subfactor 2.1 Contract Management Plan (CMP) 10

Subfactor 2.2 Mission Essential Plan (MEP) 2

Volume III Price--See attached Price Schedule – (Attachment 2)

The specific content of each volume is discussed below:

VOLUME I - EXECUTIVE SUMMARY

Cover Page to include the following information:

Solicitation Number:

Solicitation Date and Time specified for receipt of offers:

Company Name:

Company address and remit to address if different than mailing address:

Name of Company point of contact(s):

Email Address of Company POC(s):

Telephone Number of Company POC(s):

SAM registration Expiration Date:

CAGE

Code:

UEI

Number:

Offer Acceptance Period:

VOLUME II – TECHNICAL

The Technical Volume shall demonstrate a clear understanding of the requirements and provide a comprehensive, yet concise, description of how the quoter intends to meet the Government’s needs for HRSM & BEST Support Services across the United Kingdom. The technical submission should detail the quoter's proposed methods, capabilities, and resources for meeting the requirements, not simply reiterate or paraphrase the Performance Work Statement (PWS). Quotes that simply state the quoter "understands" or "can comply" without adequate supporting information and explanation may be rated unacceptable. Provide factual rationale explaining how the quoter intends to fulfill the requirements, assuming the Government has no prior knowledge of their experience. The evaluation will be based solely on the information presented in the quote.

At a minimum, the Technical Volume shall address the following:

Subfactor 1 – Contract Management Plan (CMP):

Provide a concise overview of your understanding of the scope, complexity, and critical nature of providing HRSM and BEST support services as outlined in Sections 1.3.1 and

1.3.2 of the attached PWS.

(a) Briefly identify potential challenges in providing these services, including maintaining data integrity within PDS systems, ensuring timely training, and adhering to Air Force Instructions. Describe your proposed mitigation strategies.

(b) Summarize your staffing approach to meet performance objectives for both HRSM and BEST, including any specialized skills or certifications required.

(c) Describe your approach to utilizing and managing the various Personnel Data Systems (PDS), including MILPDS, CMS, BLSDM, PRDA, and vMPF. Explain how you will ensure data accuracy and system availability.

(d) Outline your processes for managing HRSM tasks, such as user account management, data analysis, and reporting. Also, outline your processes for managing BEST tasks, such as training program management, test administration, and program evaluation.

(e) Briefly describe your approach to ensuring compliance with relevant Air Force Instructions (AFIs, DAFMANs), Privacy Act regulations, and coordination with AFPC, MAJCOM, and other relevant stakeholders.

(f) Summarize your approach to maintaining timely and accurate documentation, including training records, test results, and system logs, in accordance with AFI 33-364.

Subfactor 2 – Mission Essential Plan:

The Government has identified services performed under this contract as essential contractor services in support of mission essential functions.

IAW 252.237-7024 Notice of Continuation of Essential Contractor Services.

(a) Definitions. “Essential contractor service” and “mission-essential functions” have the meanings given in the clause at DFARS 252.237-7023, Continuation of Essential Contractor Services, in this solicitation.

(b) The offeror shall provide with its offer a written plan describing how it will continue to perform the essential contractor services listed in the PWS as Mission Essential Contractor Services, dated (as needed), during periods of crisis. The offeror shall–

1. Identify provisions made for the acquisition of essential personnel and resources, if necessary, for continuity of operations for up to 30 days or until normal operations can be resumed;

2. Address in the plan, at a minimum—

(i) Challenges associated with maintaining essential contractor services during an extended event, such as contingency events that occur in repeated waves.

(ii) The amount of hours associated with the initiation of the acquisition of essential personnel and resources and their actual availability on site.

(iii) The components, processes, and requirements for the identification, training, and preparedness of personnel who are capable of relocating to alternate facilities or performing work from home.

(iv) Any established alert and notification procedures for mobilizing identified essential contractor service personnel; and

(v) The approach for communicating expectations to contractor employees regarding their roles and responsibilities during a crisis.

VOLUME III - PRICE:

The quoter shall insert all proposed line-item unit prices in Attachment 2, Price Schedule. The quoter shall ensure that the sum of the total prices proposed for the entire period of performance is listed on the Pricing Schedule.

Pricing shall be all inclusive (e.g., all materials, transportation, labor, etc.) and shall clearly be illustrated on the Pricing Schedule. The type of currency submitted shall be the type of currency used to conduct business/receive payment (exclusive of VAT/TAX). Additionally, unit prices shall be rounded to no more than two places after the decimal point. The extended amounts shall equal the unit price multiplied by the quantity for each unit.

Provide unit prices and extended prices for all CLINs in your quote. Calculate a total price for each of the following periods: the Base and Options 1 - 4. Also, provide a final total price representing the sum of the total prices for the base period and all four option periods.

General Instructions: Quotes shall be sufficiently detailed to demonstrate their price reasonableness, completeness, and balance. The Government may not award a contract based on a quote with unbalanced pricing. Compliance with these instructions is mandatory and failure to comply may render your quote ineligible for award. The burden of proof for credibility of proposed prices rests with the quoter.

Government Estimated Staffing For informational purposes only, the Government estimates the following staffing levels to perform the services under this contract. These estimates are not binding and are provided solely to assist quoters in understanding the potential scope of work. Quoters are encouraged to propose staffing they believe is necessary to meet PWS performance outcomes.

Location HRSM BEST

RAF Lakenheath 2 1

RAF Mildenhall 2 1

Total Staffing 4 2

(End of Addenda to FAR 52.212-1)

ADDENDUM TO FAR 52.212-2 - EVALUATION--COMMERCIAL ITEMS (Nov 2021)

BASIS FOR CONTRACT AWARD:

The Government intends to award a purchase order resulting from this Request for Quotation (RFQ) to the vendor whose quotation conforms to the solicitation and is considered most advantageous to the Government, with price and technical factors being considered. Quoters should propose their best solution to meet the stated requirements. The following factors shall be used to evaluate quotations:

D. Evaluation Criteria

Factor 1: Technical Subfactor 1.1: Contract Management Plan Subfactor 1.2: Mission Essential Plan

Factor 2: Price

Basis of Award: The award will be made to the vendor whose quotation represents the best value to the government. As allowed by FAR 13.106-2(b)(1), the Lowest Price Technically Acceptable (LPTA) selection process shall be applied. Award will be made to the vendor who is deemed responsible, responsive, and represents the best value to the government based on selection of the lowest evaluated price that is deemed technically acceptable. To be eligible for award, a quotation must meet all technical requirements, conform to all required terms and conditions, and provide all information required as defined in Addendum to 52.212-1. To be rated "technically acceptable" the offer must have an "acceptable" rating in the Technical Factor. The technical area will be evaluated on an "acceptable" or "unacceptable" basis. As previously stated, the Government reserves the right to hold interchanges will all, some, or no quoters. Additionally, if no quotes are rated technically acceptable, the CO reserves the right to cancel the Solicitation in lieu of conducting interchanges. In this case, the Government is under no obligation to release a new Solicitation.

Evaluation Process: The evaluation process will begin with the evaluation of the lowest priced quotation after determining responsiveness. The lowest priced quote will then be evaluated for technical acceptability. If the lowest priced quote is found to be technically acceptable, then that quoter will be evaluated for responsibility using the guidance and general standards set forth at FAR 9.104-1. Any negative entries found may be grounds for determining a quoter non-responsible and would further make them ineligible for award. Common United States Government Systems used during this process are:

a. System for Award Management (SAM).

b. Federal Awardee Performance and Integrity Information System (FAPIIS)

c. Excluded Parties List System (EPLS).

d. Procurement Integrated Enterprise Environment/Electronic Data Access (PIEE/EDA);

and/or

e. The Contractor Performance Assessment Reporting System (CPARS) at https://www.cpars.gov

EVALUATION FACTORS:

PRICE EXHIBIT

Quotes submitted in GBP will be converted into USD using the GBP conversion rate of 0.7794 for the purposes of price evaluation.

Quotes will be evaluated based on the accuracy of the extended prices, the calculated total prices for the base and option periods, and the final total price. The government will verify the accuracy of all price calculations, including unit price extensions and total price sums. Quotes with significant discrepancies may be deemed unacceptable. Prices will be evaluated for completeness, reasonableness, and balance. Offers whose price is determined to be incomplete, unreasonable and/or unbalanced will not be considered for award.

The Total Evaluated Price (TEP) will be calculated by combining the proposed prices for the Base Year and all Option Years. A 6-month extension period, priced by the Government at 50% of the final Option Year price (as per FAR 52.217-8), will be added to the TEP for evaluation purposes. Quoters should not include pricing for this extension. The TEP will be used to rank technically acceptable offers, and quoters are responsible for the accuracy of their pricing. While FAR 52.217-8 allows the Contracting Officer to extend services for up to 6 months, inclusion of this extension in the TEP does not obligate the Government to exercise this option.

Price Reasonableness: The price information submitted in each quoter's price as required by the Addendum to FAR 52.212-1 - Instructions to Offerors -Commercial Items, will be evaluated to determine if proposed prices are fair and reasonable IAW FAR 13.106-3. The Government may use any of the price analysis techniques IAW FAR 15.404-1(b), if deemed necessary.

Unbalanced Pricing: Quoters are cautioned against submitting an unbalanced price. Unbalanced pricing exists when, despite a reasonable TEP, the price of one or more contract line items is significantly over or understated as indicated by the application of price analysis techniques. The government will analyze offers to determine whether they are unbalanced with respect to price.

An example of an unbalanced offer would be proposed contract line items that are significantly over or understated in relation to the other proposed contracted line items (either of the quoter's quotes or the same contract line items as proposed by other quoters). The government may also consider an offer unbalanced if there is a significant difference between proposed contract line items in the same contract line items category between option periods or the proposed prices from year to year or above what would be considered a reasonable adjustment for inflation. An offer may be rejected if the CO determines that the lack of balance poses an unacceptable risk to the government.

(End of Addendum)

Please see Attachment 3–Clauses and Provisions.

E. Clauses and Provisions