CAStLE_Pre-Proposal_Conference_Slides.pdf

US Air Force Academy I n t e g r i t y - S e r v i c e - E x c e l l e n c e

10th Contracting Squadron Matt McLean, PCO Londres Medranda, CS

Department of Engineering Mechanics Dr. Greg Shoales, CAStLE Director Dr. James Greer, CAStLE Technical Director 9 February 2015

Pre-Proposal

Conference Briefing

Center for Aircraft Structural Life Extension “Engineering and Research Activities for Aging

Structures”

OVERVIEW

Using DCO Connect Rules of Engagement Intent of the Pre-Proposal Conference Big Picture Items Proposed Contract Type Information/Instructions to Offerors (Section L) Evaluation Criteria (Section M) Questions and Comments

USING DCO

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RULES OF ENGAGEMENT

All information contained in this briefing comes from the RFP, no information is new

If you see information in this brief you believe to be contradictory to the RFP, please notify the PCO

Submit questions via VoIP or chat function Keep questions relevant to the RFP Please refrain from asking questions regarding the

Contracting Officer’s opinion This Webinar will be recorded and a link to the recording will be posted to FBO

INTENT OF THE PRE-PROPOSAL

CONFERENCE

Increase small business participation and response to the CAStLE RFP Improve industry understanding of RFP and quality of proposals Give industry the opportunity to ask relevant questions and provide feedback This brief does not contain every detail or requirement in the RFP and is not intended to replace a thorough reading of the RFP

BIG PICTURE ITEMS

Total Small Business Set-aside Proposals due at 10 CONS NLT 1700 (MST) 6 Mar 15 Questions/comments due NLT 15 days prior to RFP closing date PCO is sole point of contact All question/comment responses are posted to FBO

Check FBO daily for RFP Amendments, updates, and responses to questions

There are revisions since the Draft RFP!!!

Teardown Protocols are sensitive technical docs

Distribution to Gov Agencies and Contractors only Secure this information, it is “need to know”

PROPOSED CONTRACT TYPE

Single-award IDIQ with 5-year ordering period No option periods included $98.84M total NTE value FFP and FFP-LOE labor Cost reimbursement for travel, materials and ODCs

No profit/fee or burden on travel No profit/fee on materials and ODC’s

FFP storage and transportation Trans in excess of $3k requires 3 competitive quotes

NAICS: 541712 – R&D in the Physical, Engineering, and Life Sciences (except Biotechnology)

QUESTIONS AND COMMENTS

INFORMATION/INSTRUCTIONS

TO OFFERORS (SECTION L)

Budget/Funding (1.1)

Funds not presently available Award not made until funds are available

General Instructions (2.0) Do not rephrase/restate Gov requirements Assume no prior knowledge of your experience No elaborate documentation or embellishments Proposals shall be valid for 180 days from the date for receipt of offers (SF33, Section A, block 12)

General Information (2.1)

PCO is the sole point of contact (2.1.1) Debriefings IAW FAR 15.505 (2.1.2)

Can be performed preaward, if excluded from competitive range

Can be performed postaward Only get one debriefing

Discrepancies (2.1.3) Notify PCO of errors, omissions in the ITO in writing

Electronic Reference Documents (2.1.4) All documents available on www.fbo.gov Encouraged to sign up for email notifications Teardown Protocols require explicit access http://www.fbo.gov/

General Information Continued (2.1)

Communications (2.1.5) Exchange of source selection information is controlled by PCO Please include “Source Selection Information – See FAR 2.101

& 3.104” in the email subject line All correspondence shall reference the solicitation number

Organization/Number of Copies/Page Limits (2.2)

Reference this section and table 2.2 for:

Proposal volume organization Page limitations Page size and format Use of tables, charts, graphs, diagrams, schematics, foldouts One original proposal and three copies

Cost or Pricing Related Data (2.2.2) Addressed only in Cost/Price Proposal and Contract

Documentation Volumes Exception: Cost trade-off information, work hour estimates, and material kinds and quantities may be used in other volumes only as appropriate for presenting rationale for alternatives or trade-off decisions.

Cross-Referencing (2.2.3)

Volumes should be stand-alone to greatest extent possible

Cross-references should be to the lowest applicable level necessary to easily locate

Indexing (2.2.4) Each volume shall contain a table of contents

Glossary of Abbreviations and Acronyms (2.2.5) Each volume shall contain a glossary

Binding and Labeling (2.2.6)

Each volume separately bound in three-ring loose leaf binder

No staples Cover sheet in each book with identifying information Include identifying information on spine Reference FAR 52.215-1(e) for information you do not want disclosed Electronic Offers (2.3)

Don’t forget CD/DVD Scan for viruses Reference paragraph 2.3 for further instructions

Distribution (2.4)

Identify original proposal Addressed to PCO and mailed or hand carried If hand delivered, contact PCO via telephone to schedule delivery Late Offers (2.4.1)

Will be handled IAW FAR 52.215-1

Volume I - Executive Summary (3.0)

Include:

Narrative Summary for entire proposal (NTE 3 pages) (3.1) Organization chart (3.1) Master Table of Contents (3.2)

Executive Summary is not evaluated

Volume II - Technical Volume (4.0)

All requirements in solicitation are mandatory (4.1) By submitting your proposal, you are representing that you will perform all the requirements specified (4.1)

Do not reiterate the objectives or reformulate the specified requirements (4.1)

Provide your methodology you would use for accomplishing/satisfying subfactors (4.1)

Format and Specific Content (4.2)

Subfactor One: Program Management (4.2.3) NTE 15 pages Three topics to address:

Surge Management Schedule Management Task order RFP response time

Format and Specific Content continued (4.2)

Subfactor two: Staffing (4.2.4) NTE 10 pages Include Attachment 16 (Task Matrix) with your staffing plan

Subfactor three: Research and Engineering Tasks Eight sub-tasks from 4 TOs that will be evaluated Shall use Attachment 2 TO Proposal Template Each TO proposal shall not exceed 20 pages Not all sub-tasks are evaluated

Sub-task 1 on TOs 0002/0004 are not evaluated, but must be performed

TO 0001 should be the only TO with FFP LOE labor NTE FFP LOE labor hours are specified in the TO WS

TO 0003 WS now has 1 sub-task and an additional appendix

Volume III – Past Performance (5.0)

General (5.1) Must use PPI Tool for submission of past performance information See PPI Tool instructions at Attachment 13 Past performance info on any sub or partner that is 15% or greater of the proposed effort based on the total proposed price or performs aspects considered critical to overall successful performance

Volume Organization (5.2) Refer to this paragraph for appropriate organization

Volume III – Past Performance continued (5.0)

Recent & Relevant Contracts (5.3) Submit info on up to 4 contracts considered most relevant in demonstrating your ability to perform proposed effort Submit info on up to 4 contracts performed by each of your teaming partners/significant subs considered most relevant in demonstrating your ability to perform proposed effort

Include rationale asserting relevance Definitions of recent and relevant – slide 35

Specific Content (5.3.1) Discusses how you should address problems that may come to light in past performance information Organizational Structure Change History (5.3.2)

Provides instructions for discussing company changes due to acquisition, merger, reorganization and how it pertains to relevant past performance performed prior to those changes

Questionnaires and Evidence of Transmittal (5.4) Offors provide Attachment 12 to respondents Offeror must complete sections A-L Offeror must provide evidence of transmission in Volume III Completed questionnaires must be returned to the PCO only

Subcontractor Consent/Client Authorization Letter (5.5) See Attachment 14 Teaming Release for release of past performance information by subs or partners to the prime See Attachment 15 Client Authorization permitting release of past performance information to the Government

Volume IV – Cost/Price (6.0)

Estimating Techniques and Methods (6.1.2) May use any generally accepted estimating technique Identify ground rules and assumptions used in developing cost/price documentation Cost or Pricing Data Requirements (6.1.4)

IAW FAR 15.403-1(b) and 15.403-3(a) data other than certified cost or pricing data may be required to support a determination of price reasonableness

Rounding (6.1.5) Please round to the nearest dollar Round fully burdened labor rates to the nearest penny Government reserves the right to correct administrative or numerical errors/discrepancies

Volume IV – Cost/Price continued (6.0)

Volume Organization (6.2) Please organize this volume according to the instructions for the 4 sections Labor Rate/Storage Pricing Schedule (6.2.1)

Provide fully burdened rates for Government and Contractor sites in Attachment 3 and submit with cost/price volume

Proposed labor rates are a maximum Mandatory labor category descriptions at Attachment 7 Submit FFP storage rate per square foot in Attachment 3

If applicable, include min storage fee or min sq footage price

Task Order Cost/Price Proposals (6.2.2) Must use mandatory pricing schedules for all four task orders

Attachments 3a – 3d Must include all appropriate costs/prices

Commonality with Other Programs (6.3.1) Refer to this paragraph if you will be providing cost reductions in your proposal attributed to commonality with other programs, company funded efforts, or capitalization of equipment

Probable Subcontractors (6.3.2) List proposed probable subcontractors and inter-divisional transfers

Audits and Administrative Information (6.4) Provide names and contact info for relevant DCAA auditors who have performed an audit Provide names and contact info for relevant DCMA Contract

Administrative Office Include copies of recent/relevant audits

Volume V – Contract Documentation (7.0)

Model Contract/Representations and Certifications (7.1) Include signed copy of sections A-K of the contract

Section A – Solicitation/Contract Form Complete blocks 12, 15A, 15B, 15C, 16 and signature and date for blocks 17 and 18 of the SF 33 Offers must be kept valide for 180 days Original copy should be clearly marked

Section B – Supplies or Services and Costs/Prices (7.1.2) Complete pricing spreadsheet at Attachment 3

Volume V – Contract Documentation continued (7.0)

Section F – Deliveries or Performance (7.1.3) Be sure to include delivery schedule in each TO proposal

Section L and J – Attachments (7.1.4) Specifies the attachments that must be returned with the proposal and the Volume to which they belong Section K – Reps, Certs, and other Statements of

Offerors (7.1.5) Completed Reps/certs must be provided with Volume V Complete Reps/Certs at www.sam.gov Ensure Tax ID is in SAM or provided in proposal http://www.sam.gov/

Volume V – Contract Documentation continued (7.0)

Exceptions to Solicitation Requirements (7.2) Must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale Reference Table 7.2 for format and content

GFP Management Plan (7.3.2.2) Discuss your property management methods, practices, or procedures to account for and store four C/KC-135 airframes and any other GFP proposed for use

Reference FAR 45.202(b) Organizational Conflict of Interest (7.3.3)

ID any potential, actual or apparent OCI per FAR 9.5 Offerors will provide an OCI plan to avoid, neutralize or mitigage all OCI conflicts

EVALUATION FACTORS FOR

AWARD (SECTION M)

M001 SOURCE SELECTION

a. Basis for Contract Award The Government will select the best overall offer, based upon an integrated assessment of Technical, Past Performance, and Cost/Price.

This may result in an award to a higher rated, higher priced offeror, where the decision is consistent with the evaluation factors, and the Source Selection Authority (SSA) reasonably determines that the technical approach and/or past performance of the higher price offeror outweighs the price difference.

b. Number of Contracts to be Awarded One single-award IDIQ contract

M001 SOURCE SELECTION continued

c. Competitive Advantage from use of GFP Removed from TEP:

TO 0002 - Transportation/shipping costs TO 0004 Transportation/shipping and warehouse setup costs

These costs/price must still be proposed Will not be included in each offerors TEP as part of best value award decision Clearly identify these costs in price/cost proposals

M002 EVALUATION FACTORS

a. Evaluation Factors and Subfactors Factor 1: Technical

Subfactor 1: Program Management Subfactor 2: Staffing Subfactor 3: Research and Engineering Tasks

Factor 2: Past Performance Factor 3: Cost/Price All evaluation factors other than cost/price, when combined, are significantly more important than Cost/Price (IAW FAR 15.304(e))

Factor 1 and Factor 2 are approximately equal Technical Subfactors are all approximately equal

b. Technical Factor

(1) Subfactor 1, Program Management, will receive a combined technical/risk rating and will receive a color rating from DoD SSP, Table 1

(2) Subfactor 1 rating will not be rolled up into an overall technical rating

(3) Subfactor 1 shall be evaluated against surge management, schedule management and TO RFP response time for the entire contract

The evaluation criteria for Subfactor 1 defines Acceptable/Green for each

(4) Subfactor 2 Staffing and Subfactor 3 Research and

Engineering Tasks uses an Acceptable/Unacceptable rating of the offeror’s solution for meeting the Government’s minimum requirement

Each proposal for subfactors 2 and 3 will receive one of the ratings defined in DoD SSP, Table A-1

Acceptable/Unacceptable Each subfactor 2 and 3 contains a “measure of merit” defining what is acceptable

M002 EVALUATION FACTORS continued

(4) continued If either subfactor is evaluated as “Unacceptable” it will render the entire proposal unacceptable Subfactor 2 will be evaluated individually and receive an

Acceptable/Unacceptable rating Any aspect of subfactor 2 proposal determined “Unacceptable” will result in a subfactor 2 rating of unacceptable Each of the 8 sub-tasks in subfactor 3 will be evaluated individually and rated Acceptable/Unacceptable Any sub-task rating of “Unacceptable” will result in a subfactor 3 rating of “Unacceptable

c. Past Performance Factor

(1) Evaluation Process

(i) Recency = the effort must be ongoing, must have been performed or completed during the five years leading up to the date of solicitation posting

(iii) Relevant = involves 4 of 8 required tasks from the four likely awardable task order Work Statements.

(iii) Somewhat relevant = involves at least 1 but not more than 3 of 8 required tasks from the four likely awardable task order Work Statements

(iii) Not Relevant = involves 0 of 8 required tasks from the four likely awardable task order Work Statements

c. Past Performance Factor

(1) Evaluation Process

(iv) A Performance Quality Assessment will be assigned for each citation of past performance based on the performance quality of recent and relevant efforts IAW the color ratings specified on page 13.

(2) Assigning Ratings As a result of the relevancy and quality assessments of the recent contracts evaluated, offerors will receive an integrated performance confidence assessment rating at the factor level IAW Table 5 on page 14.

d. Cost/Price Factor

(1) The sum amount of the four likely awardable task orders will constitute the Total Evaluated Price, to include cost reimbursables.

(2) Reasonableness: the offeror’s TEP for all 4 likely awardable TOs will be evaluated to ensure it is fair and reasonable, pursuant to FAR 15.404.

Price Competition will establish reasonableness

(3) The Government will evaluate price proposals for unbalanced pricing IAW FAR 15.404-1

(4) Certified cost or pricing data is not required in response to this RFP

M003 GFP Management Plan

Not evaluated as part of award Revisions, if required, must be made within 30 days after award M004 Organizational Conflict of Interest

Not evaluated as part of award If OCIs exist, but can be mitigated, then award will be made If there is an OCI which cannot be mitigated, then award will not be made 30 days after award to make corrections, if required

M005 Pre-Award Survey

PCO may request DCMAs assistance in conducting a pre-award survey

M006 Solicitation Requirements, Terms & Conditions Failure to comply with terms/conditions of the solicitation may result in the offeror being ineligible for award