Atch_9_SecL_20R0002_v2.pdf

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SECTION L: INSTRUCTIONS TO OFFERORS

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Center for Aircraft Structural Life Extension (CAStLE)

Engineering and Research Activities for Aging Structures

Section L: Instruction to Offerors

15 September 2020 Revised 23 October 2020 Revised 26 October 2020

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TABLE OF CONTENTS

INSTRUCTIONS TO OFFERORS (ITO) AND INFORMATION FOR PROPOSAL

PREPARATION

1.1 Program Structure and Objectives

1.2 Description of Major Contract Line Item Numbers (CLINs) and CLIN Structure ... 6

1.3 General Information

1.4 Point of Contact

1.5 Communications

1.5.1 Debriefings

1.5.2 Discrepancies, Errors, and Omissions

1.5.3 Electronic Reference Documents

1.5.4 Consideration of Alternate Proposals

1.6 General Instructions

1.6.1 Description of Section L

1.6.2 Compliance with Instructions

1.6.3 Non-conformance

1.6.4 Proposal Clarity

1.6.5 Embellishments and Elaborate Presentations

1.6.6 Acceptance Period

1.6.7 Records Retainment

1.6.8 Acronyms

1.6.9 Task References

1.7 Organization and Format of Proposals

1.7.1 Page Limitations

1.7.2 Page Size and Format

1.7.3 Pricing Related Data

1.7.4 Classified Documents

1.7.5 Cross Referencing

1.7.6 Indexing

1.7.7 Glossary of Abbreviations and Acronyms

1.8 Electronic Submittals

1.8.1 Electronic Format

1.8.2 Submission Exceptions:

1.8.3 Handling of Version Conflicts

1.9 Use of Non-Government Advisors

1.10 Proposal Delivery

1.10.1 Description and Use of SAFE for Electronic Proposal Submission

1.10.2 Proposal Submission

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2.0 VOLUME I – EXECUTIVE SUMMARY

2.1 Offeror’s Proposed Team

2.2 CAStLE Proposal Approach

2.3 Organization and Management

2.4 Volume Organization

3.0 VOLUME II – TECHNICAL VOLUME

3.1 General

3.1.1 Technical Proposal Approach

3.1.2 Technical Prior Experience

3.1.3 Small Business Participation Commitment Document (SBPCD)

3.1.4 Format and Specific Content

3.1.5 Volume Organization

3.2 Technical Subfactor Sections

3.2.1 Subfactor 1 – Program/Business Management

3.2.2 Subfactor 2 – Research and Engineering Scenarios

4.0 VOLUME III –PRICE VOLUME

4.1 Total Evaluated Price

4.1.1 Reasonableness

4.1.2 Unbalanced Price

4.1.3 Estimating Techniques and Methods

4.2 Price Volume Format/Organization

4.2.1 File Format

4.2.2 Volume Organization

4.2.3 Section 1: Introduction

4.2.4 Section 2: Pricing Schedule

4.2.5 Ground Rules and Assumptions

4.2.6 Commonality with Other Programs

4.2.7 Subcontracts/Interdivisional Organizations

4.2.8 Section 4: Glossary

4.2.9 Administrative Information and Audit

5.0 VOLUME IV – CONTRACT DOCUMENTATION

5.1 Solicitation/Representations and Certifications

5.1.1 Section A - Solicitation/Contract Form

5.1.2 Section B - Supplies or Services and Costs/Price

5.1.3 Section J - List of Documents, Exhibits & Attachments

5.1.4 Section K - Representations, Certifications, and Other Statements of offerors

5.2 Exceptions to Solicitation Requirements

5.3 Information in Support of CO Responsibility Determination

5.4 Organizational Conflict of Interest (OCI) Mitigation

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5.5 Small Business Subcontracting Plan

5.6 Authorized Offeror Personnel

5.7 Government Offices

5.8 Company/Division Address, Identifying Codes, and Applicable Designations

5.9 CAStLE Laboratory Equipment

5.10 Government-Furnished Property (GFP) and Management Plan

5.11 Appendix A: Cross Reference Matrix

5.12 Appendix B: Prior Experience Form-One Contracted Project per Form

5.13 Appendix C: Small Business Participation Commitment Document (SBPCD)

5.14 Appendix D: Acronym List

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Document Revisions:

Date Revision Para Reference

23 Oct 2020 Table label for Proposal Organization changed from Table 1-1 to Table 1-2

1.7.2

23 Oct 2020 Corrected Prior Experience appendix reference from Appendix A to Appendix B

3.12

23 Oct 2020 Orphan paragraph 5.10 on page 26 was removed 5.10

26 Oct 2020 Corrected Table number from 5-2 to 5-1 5.2

26 Oct 2020 Corrected numbering from 5.4.1 to 5.4, as a result of this change subsequent numbering changed

5.4

26 Oct 2020 Table ITO references updated Table 1-2

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Instructions to offerors (ITO) and Information for Proposal Preparation

1.1 Program Structure and Objectives

The Center for Aircraft Structural Life Extension (CAStLE) is located in the Department of Mechanical Engineering (DFME) at The United States Air Force Academy (USAFA). The Academy is the Air Force's training ground for many of its future leaders. More specifically, the USAFA mission is “…to educate, train, and inspire men and women to become leaders of character, motivated to lead the Department of the Air Force in service to our nation."

The CAStLE has a two-fold mission that supports aging structures and material degradation.

First, is to perform a wide range of research and technology development projects focused on delivering critical science and technology (S&T) products required to understand material degradation in structures and systems to various Government, academic and commercial sponsors. Second, but no less important, is to educate, train, inspire and otherwise prepare future generations that might become the core of the S&T community within the Government and the general professional population. Successful execution of CAStLE's mission provides analysis, tools, solutions, information, and expertise to the safe and economical sustainment of systems and structures-primarily those of the Department of Defense (DoD). The CAStLE mission also supports the USAFA mission by bringing Air Force-relevant research and engineering activities into the classroom, thus better preparing cadets to be Air Force engineers and officers upon graduation.

1.2 Description of Major Contract Line Item Numbers (CLINs) and CLIN Structure Table 1-1 shows the CLIN structure and description for the CAStLE contract. Refer to the solicitation for maximum order amounts.

Table 1-1 CLIN Structure

CLIN Description Type

0001 Labor - Firm Fixed Price (FFP) The contractor shall provide labor in accordance with the Center for Aircraft Structural Life Extension (CAStLE) Engineering and Research Activities for Aging Structures Work Statement (Attachment 1). Individual task orders will be issued for each project (requirement) and will specifically identify the applicable labor category (ies) and quantity of labor hours assigned for each task order.

Maximum labor category pricing for all labor categories is listed in the Price Schedule (Attachment 2).

FFP

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CLIN Description Type 0002 Labor - Firm Fixed Price - Level of Effort Term (FFP-LOE)

The contractor shall provide labor in accordance with the Center for Aircraft Structural Life Extension (CAStLE) Engineering and Research Activities for Aging Structures Work Statement (Attachment 1). Individual task orders will be issued for each project (requirement) and will specifically identify the applicable labor category(ies) and quantity of labor hours assigned for each task order.

Maximum labor category pricing for all labor categories is listed in the Price Schedule (Attachment 2).

*FFP-

LOE

0003 Travel - Cost Reimbursable (CR) Government required travel in support of the CAStLE Engineering and Research Activities for Aging Structures Work Statement (Attachment 1). Individual task orders will be issued for each project and will specifically identify travel, if needed. Funding will be included, if necessary, in the task orders and payment made in accordance with the task order Work Statement. No burden or fee/profit will be paid on travel.

CR

0004 Material and Other Direct Costs - Cost Reimbursable (CR) Government required material in support of the CAStLE Engineering and Research Activities for Aging Structures WS (Attachment 1). Individual task orders will be issued for each project and will specifically identify the need for material, if any. Funding will be included, if necessary, in the task orders and payment made in accordance with the task order Work Statement. No fee/profit will be paid on material and other direct costs.

CR

0005 Transportation - Firm Fixed Price (FFP) Government required transportation in support of the CAStLE Engineering and Research Activities for Aging Structures WS (Attachment 1). Individual task orders will be issued for each project and will specifically identify the need for transportation, if any. Funding will be included, if necessary, in the task orders and payment made in accordance with the task order Work Statement. A firm fixed price will be negotiated on each task order requiring transportation.

Transportation costs in excess of the micro purchase threshold on any single task order will require the contractor to provide 3 competitive quotes. Partial payments authorized and required.

FFP

0006 Storage - Firm Fixed Price (FFP) Government required storage in support of the CAStLE Engineering and Research Activities for Aging Structures WS (Attachment 1). Individual task orders will be issued for each project and will specifically identify the need for storage, if any. Funding will be included, if necessary, in the task orders and payment made in accordance with the task order Work Statement. Statement. A firm fixed price will be negotiated on each task order requiring storage. Storage costs in excess of the micro purchase threshold on any single task order will require the contractor to provide 3 competitive quotes Partial payments authorized and required.

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CLIN Description Type Option

Labor - Firm Fixed Price (FFP) The contractor shall provide labor in accordance with the Center for Aircraft Structural Life Extension (CAStLE) Engineering and Research Activities for Aging Structures Work Statement (Attachment 1). Individual task orders will be issued for each project (requirement) and will specifically identify the applicable labor category (ies) and quantity of labor hours assigned for each task order.

Maximum labor category pricing for all labor categories is listed in the Price Schedule (Attachment 2).

FFP

Option

Labor - Firm Fixed Price - Level of Effort Term (FFP-LOE) The contractor shall provide labor in accordance with the Center for Aircraft Structural Life Extension (CAStLE) Engineering and Research Activities for Aging Structures Work Statement (Attachment 1). Individual task orders will be issued for each project (requirement) and will specifically identify the applicable labor category(ies) and quantity of labor hours assigned for each task order.

Maximum labor category pricing for all labor categories is listed in the Price Schedule (Attachment 2).

*FFP-

LOE

Option

Travel - Cost Reimbursable (CR) Government required travel in support of the CAStLE Engineering and Research Activities for Aging Structures Work Statement (Attachment 1). Individual task orders will be issued for each project and will specifically identify travel, if needed. Funding will be included, if necessary, in the task orders and payment made in accordance with the task order Work Statement. No burden or fee/profit will be paid on travel.

CR

Option

Material and Other Direct Costs - Cost Reimbursable (CR) Government required material in support of the CAStLE Engineering and Research Activities for Aging Structures WS (Attachment 1). Individual task orders will be issued for each project and will specifically identify the need for material, if any. Funding will be included, if necessary, in the task orders and payment made in accordance with the task order Work Statement. No fee/profit will be paid on material and other direct costs.

CR

Option

Transportation - Firm Fixed Price (FFP) Government required transportation in support of the CAStLE Engineering and Research Activities for Aging Structures WS (Attachment 1). Individual task orders will be issued for each project and will specifically identify the need for transportation, if any. Funding will be included, if necessary, in the task orders and payment made in accordance with the task order Work Statement. A firm fixed price will be negotiated on each task order requiring transportation.

Transportation costs in excess of the micro purchase threshold on any single task order will require the contractor to provide 3 competitive quotes. Partial payments authorized and required.

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CLIN Description Type Option

Storage - Firm Fixed Price (FFP) Government required storage in support of the CAStLE Engineering and Research Activities for Aging Structures WS (Attachment 1). Individual task orders will be issued for each project and will specifically identify the need for storage, if any. Funding will be included, if necessary, in the task orders and payment made in accordance with the task order Work Statement. A firm fixed price will be negotiated on each task order requiring storage. Storage costs in excess of the micro purchase threshold on any single task order will require the contractor to provide 3 competitive quotes Partial payments authorized and required.

FFP

* FFP-LOE Term IAW FAR 16.207 is used for the kind of research that has no clearly defined completion state, the product will often be a report showing the results achieved through application of the required LOE.

1.3 General Information

Offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in an offer being ineligible for award. In accordance with (IAW) FAR 52.215-1(f)(4), the Government intends to award the contract without discussions (except clarification as described in FAR 15.306(a)) but reserves the right to conduct discussions if necessary.

The offerors proposal shall consist of the following volumes: Volume I - Executive Summary;

Volume II - Technical Volume; Volume III - Price Volume; and Volume IV – Contract Volume.

Proposals shall be delivered in electronic form. All volumes of the Proposal shall be submitted to the Government by the date stated in the solicitation. Documents submitted for proposal evaluation will be identified by Volume, Number and a short description; these documents will not become part of the awarded contract

1.4 Point of Contact

The Contracting Officer (CO), Ms. Sarah Vollbracht, is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO via email at sarah.vollbracht@us.af.mil (719-333-4595). On all email correspondence, courtesy copy the Contract Specialist, Ms. Doris Jeffers at doris.jeffers@us.af.mil (719- 333-4683).

1.5 Communications

Exchanges of source selection information between the Government and offerors will be controlled by the CO. Email may be used to transmit such information to offerors only if sent and received email can be encrypted and includes “Source Selection Information – See Federal Acquisition Regulation (FAR) 2.101 & 3.104” in the Subject line. If email cannot be sent and received encrypted, then an alternative approach should be discussed with the CO. The offeror is responsible for ensuring the information is appropriately protected regardless of the transmission method.

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1.5.1 Debriefings

The CO will promptly notify offerors of any decision to exclude them from the competitive range; whereupon, they may request and receive a debriefing IAW FAR 15.505, “Preaward Debriefing of Offerors.” Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing IAW FAR 15.506, “Postaward Debriefing of Offerors.” However, offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The CO will notify unsuccessful offerors in the competitive range of the source selection decision IAW FAR 15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

1.5.2 Discrepancies, Errors, and Omissions

If an offeror believes that the requirements in these instructions lack clarity or contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale as well as the remedies the offeror is asking the CO to consider as related to the omission or error. Notifications and content of any solicitation amendments will be posted to the beta.SAM.gov @ https://beta.SAM.gov. IAW FAR 52.215-1(f)(4), the Government intends to award the contract without discussions (except clarification as described in FAR 15.306(a)) but reserves the right to conduct discussions if necessary.

1.5.3 Electronic Reference Documents

All reference and technical documents for this solicitation are available in the beta.SAM.

1.5.4 Consideration of Alternate Proposals

Proposals that do not address requirements within the Work Statement (WS) will be considered alternate proposals. Alternate proposals will not be considered.

1.6 General Instructions

1.6.1 Description of Section L

Section L of this solicitation is the instructions, conditions, and notices to offerors for the source selection. This section is written IAW FAR Part 15, “Contracting by Negotiation” and AFFARS Mandatory Procedures 5315.3, “Source Selection.”

1.6.2 Compliance with Instructions

The offeror’s proposal must include all data and information requested by this Instruction to offerors and must be submitted in accordance with these instructions. The offeror’s proposal shall be compliant with the requirements as stated in the WS, Contract Data Requirements List (CDRL), and with all the requirements contained in the solicitation.

1.6.3 Non-conformance

Non-conformance with the instructions provided in the solicitation may result in determination of non-responsiveness of the proposal, exclusion from the competitive range or an otherwise unfavorable proposal evaluation. IAW FAR 52.215-1(f)(4), the Government intends to award the contract without discussions (except clarification as described in FAR 15.306(a)) but reserves the

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right to conduct discussions if necessary. Therefore, each offeror’s initial proposal should contain the offeror’s best terms from price and technical standpoints. The Government reserves the right to conduct discussions if the Source Selection Authority (SSA) determines them to be necessary.

1.6.4 Proposal Clarity

The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government’s requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the offeror’s proposal.

1.6.5 Embellishments and Elaborate Presentations

Do not submit elaborate brochures or documentation, detailed art work, or other embellishments.

1.6.6 Acceptance Period

The proposal acceptance period is specified in Section A of the solicitation. By signing block 17 of Standard Form 33 of the solicitation, the offeror represents that its offer is valid for 240 calendar days from the proposal due date.

1.6.7 Records Retainment

IAW FAR Subpart 4.8, “Government Contract Files,” the Government will retain one copy (electronic) of all unsuccessful proposals.

1.6.8 Acronyms

Acronyms used in Sections L and M of this solicitation are defined in Appendix B to Section L, Acronym List.

1.6.9 Task References

When specific tasks are referenced, the offeror shall provide the paragraph number(s) as found within the Work Statement.

1.7 Organization and Format of Proposals

The offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 1-2). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and naming conventions.

1.7.1 Page Limitations

An electronic page, also referred to as a page, will be defined as a letter sized page layout with dimensions of 8.5 x 11 inches. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. Page limitations may be placed in responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors. Each page shall be counted except the following: cover pages, table of contents, tabs, organizational charts, graphs, charts, photographs, pictures, tables, and glossaries.

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1.7.2 Page Size and Format

(a) A page is defined as each face of a letter sized page 8.5 x 11 inches containing information.

Pages shall be single spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than twelve (12) point. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1-inch margins on the top and bottom and 1-inch side margins. Pages shall be numbered sequentially by volume.

(b) Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed a tabloid-sized page 11 x 17 inches in size and may only be used for large tables, charts, graphs, diagrams and schematics not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than ten (10) point. These limitations shall apply all documents. Unreadable electronic material shall be treated IAW FAR 14.406.

The contents of each proposal volume are described in the ITO paragraph as noted in Table 1-2:

Table 1-1 Proposal Organization

VOLUME ITO

Reference VOLUME TITLE PAGE

LIMIT

Cover Letter 1 page

Vol I Executive Summary

2.0 Executive Summary 3 pages

2.2 Narrative summary 3 pages

2.3 Organization Chart NA

2.4 Master Table of Contents NA

Vol II Technical Volume

3.0 Technical Volume 80 pages

Table of Contents NA

3.1.2 Prior Experience Form 3 pages

3.1.3 Small Business Participation Commitment

2 pages

3.1.4 Format and Specific Content NA

3.2.1 Subfactor 1: Program/Business Management 15 pages

3.2.2 Subfactor 2: Research and Engineering Scenarios

(Page length per scenario is dependent on technical proposal complexity)

60 pages

Vol III Price

Volume

4.0 Price Volume NA

4.1 Total Evaluated Price NA

4.2 Price Volume Format/Organization NA

4.2.4 Pricing Schedules NA

4.2.9 Administrative Information NA

Vol IV 5.0 Contract Volume NA

5.1 Solicitation/Representations and Certifications NA

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VOLUME ITO

Reference VOLUME TITLE PAGE

LIMIT

Contract Volume

5.2 Exceptions to Solicitation Ground Rules NA

5.3 Information Supporting Responsibility

Determination

NA

5.4 Organizational Conflict of Interest NA

5.5 Small Business Subcontracting Plan NA

5.6, 5.7, 5.8

Authorized Personnel, Government Offices, Company/Division Information

NA

5.9 CAStLE Laboratory Equipment NA

5.10 Government-Furnished Property (GFP) and

Management Plan

NA

5.11 Appendix A: Cross Reference Matrix, NA

5.12 Appendix B: Prior Experience Form NA

5.13 Appendix C: Small Business Participation

Commitment Document

NA

5.14 Appendix D: Acronym List NA

1.7.3 Pricing Related Data

All pricing data shall be addressed ONLY in the Price and Contract Documentation Volumes, unless otherwise specified in these instructions. Price 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 design and trade off decisions.

1.7.4 Classified Documents

The offeror’s proposal shall be unclassified.

1.7.5 Cross Referencing

To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity. The offeror shall use a common paragraph numbering and outline system for the volumes and attachments of the proposal.

Information required for proposal evaluation which is not found in its designated volume or source document must be clearly referenced in the text so the evaluator can easily locate the referenced information. Indicate as appropriate, by volume, WS, CLIN numbers, CDRL references, Section L, and/or Section M paragraph numbers and the corresponding proposal paragraph in that section which addresses the referenced item for the entire proposal. Be sure to cross-reference to the lowest applicable identifiable level necessary: volume, document, attachment, page, paragraph, or subparagraph.

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1.7.6 Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections. Table of Contents and tab indexing do not count against page limitations for their respective volumes.

1.7.7 Glossary of Abbreviations and Acronyms

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Each volume shall contain a glossary of all abbreviations and acronyms used and an explanation for each item. Tab indexing shall be used to identify sections. Each detailed table of contents shall not count against page limits.

1.8 Electronic Submittals

1.8.1 Electronic Format

The offeror shall submit Volumes I, through IV in electronic format. Proposals shall be submitted in a format readable by Microsoft (MS) Office Word 2016, MS Office Excel 2016, MS Office Project 2016, MS Office Power Point 2016, and Adobe Distiller (DC), as applicable.

The proposal shall include the native file e.g., .DOC(x) and .PDF versions of all textual material (native refers to the file format which the application is designed to work with). Search and copy functions, regardless of format, shall be enabled to allow for text and graphics transfer. All files should readily open in a format previously mentioned. If there are any discrepancies between the native file and the PDF versions of the proposal, the PDF versions will be used for evaluation.

Each volume shall be in a different directory. Use separate files to permit rapid location of all portions, including exhibits, annexes, and attachments, see Table 1-2 for naming and numbering conventions. Hyperlinks may be used to facilitate navigation within the document. If files are compressed, they shall be saved as .zip files. Be sure to apply all appropriate markings including those prescribed IAW FAR 52.215-1(e), “Restriction on Disclosure and Use of Data,” and FAR 3.104-4, “Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.”

1.8.2 Submission Exceptions:

In the event of system transmission/network access issues, which inhibits the use of electronic submission, approval must be granted by the CO to submit proposals on CD/DVDs. This method is only by exception and approval MUST be received prior to submission. Adherence to electronic format instructions shall be followed. CD/DVDs shall be labeled with the offeror’s name, submission date and the volume number(s) and title(s) contained therein. All CD/DVDs delivered to the Government must be scanned to ensure they are virus-free.

1.8.3 Handling of Version Conflicts

In the event of a conflict between the native file and .PDF versions, the .PDF version will take precedence over the native version.

1.9 Use of Non-Government Advisors

Non-Government advisors will not be used in the evaluation of proposals.

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1.10 Proposal Delivery

Proposals shall be submitted electronically using DoD Secure Access File Exchange (SAFE) at https://safe.apps.mil. SAFE is a service to exchange unclassified files and is approved for transfer of For Official Use Only (FOUO), Personally Identifiable Information (PII), and Protected Health Information (PHI) data. It is the offeror’s responsibility to obtain access by completing and submitting the Standard Mandatory User Agreement and to become familiar with using this site prior to proposal submission. The user agreement, fact sheet, DoD Safe User Guide and frequently asked questions can be accessed at https://public.cyber.mil/dcs/.

1.10.1 Description and Use of SAFE for Electronic Proposal Submission DoD SAFE is a web-based tool that provides authenticated DoD CAC users and guests (unauthenticated users) the capability to securely send and receive large files.

DoD SAFE uses the latest web browser encryption transport protocols to secure files when they are in transit. Files uploaded into SAFE can be encrypted at rest if the sender selects the corresponding check box on the DoD SAFE site. DoD SAFE users are responsible for ensuring they encrypt FOUO, PII, and PHI data. DoD SAFE is for UNCLASSIFIED USE ONLY. Users outside of DoD may notice lengthy download and upload times depending on their bandwidth availability.

Problems accessing the DoD SAFE site by external (non-CAC) users are typically due to SSL and/or client certificate issues. If the user receives a warning about a problem with the website's security certificate, this is because their browser is not configured to trust the DoD certificate authorities.

The user can either import the DoD certificate authorities by following the instructions in the DoD PKI PMO's guide on Install Root or they can accept the risk and click on the option to continue to the website. The current guide on Install Root can be found

1.10.2 Proposal Submission

Proposals shall be addressed to the CO and electronically submitted via SAFE website to sarah.vollbracht@us.af.mil and doris.jeffers@us.af.mil: SAFE transmittal “Short note to the Recipient” will include the following:

United States Air Force Academy 10th Contracting Squadron/PKC 8110 Industrial Drive, Suite 200 USAF Academy, CO 80840 Reference: FA700020R0002 Attn: Sarah Vollbracht, Contracting Officer Non-Electronic Submissions: If IAW with Para 15.2 proposals are prepared on CD/DVDs they should be mailed to the above address. If the CD/DVDs are hand delivered, offerors shall contact the CO to schedule delivery (see para 1.2.1 for contact information). Offerors are cautioned that the USAFA has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass prior to entrance and additional restrictions are in place due to recent COVID-19 guidance. Some delay should be anticipated when hand carrying proposals and offerors should allow sufficient time to obtain a visitor pass in order to arrive at the 10th Contracting Squadron prior to the time specified for receipt.

https://safe.apps.mil/ https://public.cyber.mil/dcs/ mailto:sarah.vollbracht@us.af.mil mailto:doris.jeffers@us.af.mil

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Be sure to advise the CO that the proposal is "For Official Use Only" and "Source Selection Information--See FAR 2.101 and FAR 3.104.” Proposals must be received by the above office no later than the time and date stated in block 9 of the SF 33.

2.0 Volume I – Executive Summary

The purpose of the Executive Summary Volume (EV) is to provide an overview of the material that constitutes the offeror’s proposal. This volume is provided for informational purposes only and is not evaluated or scored. Any summary material presented in the Executive Summary shall not be considered as meeting the requirements for any portions of other volumes of the proposal.

Do not include cost/price information in this volume. A letter of transmittal or executive cover letter shall be included in this volume. This cover letter shall not be counted against the page limitations of the volume. The cover letter shall not exceed one page in length. The Executive Summary Volume shall include the following sections:

2.1 Offeror’s Proposed Team

The offeror shall concisely identify the offeror’s team including the prime and subcontractors and these contractors’ facility location(s) where work will be performed. Small businesses shall be identified as part of the offeror’s proposed team structure. The offeror shall describe the relationships, roles, and responsibilities of the participants. The offeror shall identify the prime contractor’s Cost Center for the project (i.e., the business center where project costs are collected and reported).

2.2 CAStLE Proposal Approach

The offeror shall describe the proposed implementation plan for CAStLE. The offeror shall provide a concise narrative summary of the entire proposal, including significant risks, highlights of key or unique features, and areas of expected efficiencies over the period of performance. The offeror shall highlight plans to establish capabilities that satisfy the tasks in the CAStLE Work Statement.

2.3 Organization and Management

The offeror shall describe its organization, management, roles, and responsibilities. The offeror shall indicate agreements that have been executed (e.g., subcontracts, interdivisional effort, partnering agreements) to allow work to begin at contract award. The offeror shall provide an organizational chart that shows prime, subcontractors, and interdivisional transfers, and which includes key positions for responsibility and authority to respond to performance concerns and to affect change. The offeror shall provide another organizational chart that depicts how the offeror’s program fits within the company, and includes titles, division names and locations. The offeror shall summarize the controls and processes to be used to manage cost, schedule, risk, and technical compliance toward achieving the requirement. The offeror shall summarize the tools and processes proposed to manage performance, cost, and schedule.

2.4 Volume Organization

The offeror shall provide a master table of contents of the entire proposal and shall clearly and concisely describe the physical structure of the proposal to include the presentation structure, the interrelationships between volumes and sections or subsections of the overall proposal, and where material may be found for each major element of the evaluation as defined in Section L.

The offeror shall provide a cross reference matrix for the entire proposal containing, at a

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minimum, the items shown in Appendix A Cross Reference Matrix. The cross-reference matrix shall be included as Attachment 11 to Section L

3.0 Volume II – Technical Volume

3.1 General

In this volume, the offeror shall describe their proposed technical approach for meeting the solicitation requirements specified by the each of the two subfactors.

The Technical Volume should be specific, complete, legible, clear, and coherent. Responses will be evaluated against the Technical Subfactors defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology for accomplishing/satisfying the subfactor requirements.

CAStLE Laboratory Equipment Attachment to the solicitation is a list of laboratory equipment available for contractor use for task order requirements. This equipment resides at USAFA and is available to on-site contractors acting in a mentoring/education/training/research/engineering role with cadets. If you intend to use this equipment, please include an explanation in the appropriate Scenario Proposal.

3.1.1 Technical Proposal Approach

The purpose of the technical proposal approach is to assess the offeror’s understanding of the requirements and risk associated with that approach to meet the Government’s requirements related to the evaluation criteria.

In the technical volume, address your technical solution/approach for meeting the Government’s requirement of each technical subfactor as well as the risks in the proposed approach in terms of the technical performance, cost and schedule.

3.1.2 Technical Prior Experience

The purpose of technical prior experience is to further assess risk of the proposed technical approach with respect to the offeror’s prior experience in performing the same or similar tasks.

Technical prior experience considers potential for disruption of schedule, increased cost, degradation of performance, the need for increased Government oversight, or the likelihood of unsuccessful contract performance.

The technical volume must address the offeror’s prior experience in performing same or similar tasks to the Government’s requirements as communicated by the basic work statement and the subtasks in the three scenarios work statements.

Using the form in Appendix B, Prior Experience Form, the offeror shall provide information in their technical proposal to facilitate the Government’s consideration of prior experience relevant to each subfactor. The offeror may submit up to three forms. The Government is most interested in examples of real work with actual results of the contractor in planning, designing, developing and deploying solutions relevant to the specific requirements of paragraph 3.2 below. This should be addressed to the subtask level in the scenario proposals.

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3.1.3 Small Business Participation Commitment Document (SBPCD)

As required by DFARS 215.304(c)(i) the offeror shall submit a small business participation commitment document which specifies the offeror’s level of commitment to small business utilization in performance of this requirement. The SBPCD will be incorporated into the apparent successful offeror’s Small Business Subcontracting Plan prior to award. An offeror’s proposal must receive an acceptable rating in order to be eligible for award. If the offeror’s company is registered as a small business under NAICS 541715 in the System for Award Management (SAM), a SBPCD is not required and will be given a rating of “Acceptable”.

Using the form in Appendix C, Small Business Participation Commitment Document (SBPCD), the offeror shall provide information in their technical proposal to facilitate the Government’s consideration of this subfactor.

A minimum quantitative requirement (MQR) of 20% of total contract cost for small business concern participation is required. (Total contract cost is defined as the cumulative total cost of all the exercised options).

3.1.4 Format and Specific Content

By submitting a proposal, the offeror is representing that it will perform all the requirements specified in the solicitation. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation. Using the instructions outlined below, provide the actual methodology that would be used for satisfying the subfactor requirements.

The offeror’s proposed solution shall reflect the proposed work with cross references to the WS as applicable. Careful consideration should be made to thoroughly address all the information requested in each of the subfactors listed.

3.1.5 Volume Organization

The Technical Volume shall be organized according to the following general outline. The Main Body shall use a page break or cover page for each section, subfactor and scenario. Specific references to the applicable Section L instructions and Section M evaluation criteria paragraphs are to be included.

• Table of Contents

• List of Tables and Figures

• List of Symbols, Acronyms and Abbreviations

• Main Body o Subfactor 1: Program/Business Management o Subfactor 2: Research and Engineering Scenarios

Scenario 1 Proposal Scenario 2 Proposal Scenario 3 Proposal

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3.2 Technical Subfactor Sections

The Technical Factor is divided into two subfactors. Each subfactor will be evaluated with respect to technical approach and prior experience based on the information requested in this Section M. Each subfactor will be evaluated and assigned a rating IAW Section M. The narrative provided in the following sub sections, unless requested as an attachment, will be part of the Main Body of the Technical Volume.

3.2.1 Subfactor 1 – Program/Business Management

The proposal must fully address the offeror’s approach and capabilities to establish and maintain the necessary program management to support the requirements identified in the basic WS.

In addressing this subfactor, the offeror shall provide detailed information in their technical approach to establish and maintain the necessary program and business management to successfully perform the requirements identified in the basic Work Statement (Attachment 1) for the entire contract. Specifically, the offeror shall provide detailed information regarding their approach to addressing each of the following areas as they are defined in Section M:

• Surge Management

• Schedule Management

• Task Order RFP Response Time

• Staffing

• Small Business Participation Commitment

3.2.2 Subfactor 2 – Research and Engineering Scenarios

The offeror must fully address and shall provide detailed information in their technical approach for meeting the Government’s requirements for each of the three scenarios work statements (Attachment 12).

The offeror’s technical approach must address each of the three scenario proposals at the subtask level. Responses to these scenarios shall be made using the Scenario Proposal Template (Attachment 13). Each scenario must be addressed as a complete stand-alone proposal.

Scenarios will be subject to technical and technical risk evaluation, but will not be subject to a price evaluation.

4.0 Volume III –Price Volume

The offeror’s proposed Price Volume will be evaluated for the basic contract requirements (basic award) and all options, based on the criteria and instructions below. Evaluation of options shall not obligate the Government to exercise any contract option.

For each offeror’s proposed Price Volume, the Government will evaluate the proposed Price Volume for Total Evaluated Price (TEP), reasonableness, and unbalanced pricing. The burden of proof rests with the offeror.

Compliance with these requirements is mandatory and failure to comply may result in the Government being unable to determine if the offeror's proposal is reasonable or balanced. Data, including subcontractor pricing proposals, shall not be submitted beyond that which is required by these instructions, unless considered to be essential to document or to support the price position. All data relating to the proposed price, including all required supporting documentation

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must be included in the Price Volume and shall not be included elsewhere in the proposal unless specifically instructed. All attachments submitted as part of Price Volume must have consistent CLIN prices, as applicable.

All dollar amounts provided shall be rounded to the nearest dollar. All fully burdened labor rates shall be rounded to the nearest penny. The Government reserves the right to correct administrative or numerical errors/discrepancies due to rounding, addition or multiplication without requiring an updated proposal.

4.1 Total Evaluated Price

For source selection evaluation purposes only, the offeror will propose their calculated TEP as described and enumerated in the sub-sections below. The resulting calculated total will be used as the evaluated dollar value that will be provided to the SSA for the Price Factor, for the purpose of making a source selection tradeoff decision.

4.1.1 Reasonableness

The CO has determined there is a high probability of adequate price competition for this acquisition. Offeror proposals will be evaluated with respect to reasonableness for all proposed scenarios. The Government requires data per these instructions in order to properly assess the reasonableness of the offeror’s proposal. Compliance with these requirements is mandatory and failure to comply may result in the Government being unable to determine if the offeror's proposal is reasonable. Data beyond that required by this instruction shall not be submitted unless the offeror considers it to be essential to document or support the price position.

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. Data shall be provided IAW FAR 15.403-5. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit additional cost or pricing data. Offers should be sufficiently detailed to demonstrate reasonableness.

4.1.2 Unbalanced Price

Offeror proposals will be evaluated with respect to unbalanced pricing for all proposed FFP and FFP-LOE CLINS. Unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. The burden of proof for credibility of proposed costs/prices rests with the offeror. See Section M for further information regarding unbalanced pricing.

4.1.3 Estimating Techniques and Methods

When responding to the Price Volume requirements in the solicitation, the offeror and associated subcontractors may use any generally accepted estimating technique, including contemporary estimating methods (such as Cost-to-Cost and Cost-to-Non-Cost Estimating Relationships (CERs), commercially available parametric cost models, in-house developed parametric cost models), to develop their estimates. The offeror shall identify all ground rules and assumptions used in developing the cost/price documentation.

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4.2 Price Volume Format/Organization

4.2.1 File Format

The offeror shall submit electronic files containing numerical data in MS Excel 2016 format in “active” format with all formulas intact and summations enabled to support its proposed price.

For file identification, files shall be named using both a numerical and short description (e.g.

Attachment 2, Basic IDIQ/Task Order Pricing Schedule). Refer to paragraph 1.5.3 for the handling of version conflicts.

4.2.2 Volume Organization

The Price Volume shall be organized according to the following general outline:

• Section 1: Introduction

• Section 2: Pricing Schedule o Basic IDIQ Schedule o Scenario Pricing Schedule

• Section 3: Ground Rules

• Section 4: Glossary

4.2.3 Section 1: Introduction

This section shall include table of contents, introduction, and summary descriptions of estimating, purchasing, and accounting systems, changes to estimating, accounting practices, or Cost Accounting Standards (CAS) Disclosure Statement.

The offeror shall provide relevant pricing assumptions and information, which form the basis of the proposal. This section shall provide comprehensive narrative support, explaining the methodology, and assumptions used in developing prices and estimates.

The offeror shall indicate whether the Government has approved the accounting system, and, if so, provide evidence of such approval.

4.2.4 Section 2: Pricing Schedule

The offeror shall submit five pricing schedules: 1) Basic IDIQ/Task Order Pricing Schedule, Attachment 2 (IDIQ Pricing Schedule), 2) Scenario Pricing Schedules, Attachments 6.1, 6.2, 6.3 and, 3) Total Evaluated Price (TEP), Attachment 6 which is sum of the three scenario proposals.

Labor category descriptions are provided in Attachment 8 Labor Category Descriptions.

4.2.4.1 Basic IDIQ Pricing/Task Order Pricing Schedule

The offeror shall submit one completed Basic IDIQ/Task Order Pricing Schedule, Attachment 2 and submit it in Price Volume, Section. The contractor shall submit fully burdened maximum FFP and FFP LOE labor rates for years one through eight against mandatory labor categories in the “Max Labor Rates” worksheet of the IDIQ Pricing Schedule. No other worksheets in the IDIQ Pricing Schedule are to be completed. The offeror shall provide fully burdened labor rates for all labor titles regardless of who (prime or subcontractor) performs the effort, for the full period of performance of this contract. Titles are based on the provided labor category descriptions.

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The fully burdened labor rates will apply to all FFP and FFP LOE labor hour efforts awarded under this contract using task orders. The proposed labor rates are a maximum rate. Actual billed labor rates on task orders may be less than the maximum rates, however in no instances shall the billed rates be greater than the proposed maximum rates.

4.2.4.2 Scenario Pricing Schedule

The offeror shall submit three completed Scenario Pricing Schedules, Attachments 6.1, 6.2, 6.3 in Price Volume, Section 2. For the purpose of the each scenario the offeror shall:

• Propose each scenario as a one-year effort occurring in Contract Year 1.

• Propose the same one-year effort in Contract Years 2 through 8, using the exact same quantity of labor hours by title, and the same travel costs, materials and other direct costs, fixed price storage and fixed price transportation costs.