FY16_BAA_(10_Mayl_2016).docx

Announcement Number: FA7014-16-S-5001

FEDERAL AGENCY NAME: United States Air Force Secretary of the Air Force Small Business

BROAD AGENCY ANNOUNCEMENT TITLE: FY16 Air Force Mentor Protégé Program for the Secretary of the Air Force Small Business (SAF/SB)

BROAD AGENCY ANNOUNCEMENT TYPE: 2-Step Broad Agency Announcement

BROAD AGENCY ANNOUNCEMENT NUMBER: FA7014-16-S-5001

THIS WILL BE A TWO-STEP SOLICITATION:

Mentor-Protégé Program Outline A. Introduction: The Air Force Mentor Protégé Program (MPP) Office is seeking eligible mentors for participation in the Department of Defense (DoD) Mentor Protégé Program through this Broad Agency Announcement (BAA). Formal Proposals are not being accepted at this time. However, those companies whose White Papers are consistent with the intent of this BAA may be invited to submit technical and cost proposals subject to the availability of program funds.

B. Objective: The purpose of the DoD Mentor-Protégé Program is to provide incentives to major DoD contractors, performing under at least one active, approved subcontracting plan negotiated with DoD to: (1) assist protégé firms in enhancing their capabilities to satisfy DoD and other contract and subcontract requirements; (2) to increase the overall participation of protégé firms as subcontractors and suppliers under DoD contracts; (3) to foster the establishment of long-term business relationships between protégé firms and their mentors; and (4) to enhance the capabilities and increase the participation of disadvantaged small business concerns. Under this program, approved mentor firms will enter into Mentor-Protégé agreements with eligible protégés and provide technical and developmental assistance to the protégé.

The Air Force is soliciting for Mentor Protégé agreements that are in line with the Air Force vision, priority areas and science and technology emphasis areas while delivering requirements of the developmental assistance to the Protégé that contain a strong technical component or focus on innovative, state of the art technology, consistent with the Air Force Science and Technology (S&T) emphasis areas. The Air Force MPP is focusing on Agreements that directly impact a current Air Force program of record and provides a minimum of 70% technology transfer component from the Mentor to the Protégé in the following technical areas:

AIR FORCE SCIENCE & TECHNOLOGY EMPHASIS AREAS AS DEFINED IN THE AIR FORCE SCIENCE & TECHNOLOGY PLAN (Atch 1)

C. Approach: The Air Force Mentor Protégé Program is funded by the DoD Mentor Protégé Program and issues Cost Reimbursable (COST) contract agreements to approved mentor firms. Credit and Hybrid agreements will also be considered. All contracts shall be invoiced and paid monthly. The total Period of Performance (PoP) for any proposal cannot exceed three years (36 months). Standard agreements consist of a 12 month basic year contract with an optional one or two year agreement modification, which may be executed at the discretion of the Air Force Mentor Protégé Program office. For Hybrid agreements, the first year shall be credit only followed by one or two year reimbursable options. The amount of individual contract awards will vary depending on the complexity of the proposal, but shall not exceed the regulatory amount set forth in DFARS, Appendix I.

Step 1 – The White Paper D. White Paper Submission: White Papers may be submitted for consideration through 10 June 2016.

1. Submission of White Papers: Mentors shall email the White Paper to usaf.pentagon.saf-sb.mbx.saf-sb-workflow@mail.mil (Attention: Mentor Protégé Program). The White Papers should not exceed ten (10) pages. Pages shall be single sided and single spaced with font no smaller than 11 point. The purpose of the White Paper is to preclude proposed developmental assistance that is not consistent with the Air Force’s program objectives and prevent unnecessary proposal development costs on behalf of the mentor. Proposals will not be accepted until a White Paper is approved.

2. Structure of White Papers: White Papers shall address the Air Force S & T emphasis areas listed in paragraph B and must be in alignment with information provided in Atch 1 of this solicitation. Failure to comply may result in the rejection of the White Paper during administrative review at the Government’s discretion. Submission of White Papers must be in accordance with FAR 15.208.

3. Evaluation of White Papers: The following information will be used to determine whether the White Paper is consistent with the intent of the BAA, the program and of interest to the government, more specifically the Air Force.

a. Relevance of proposed technology to current Air Force Requirements as indicated in paragraph B

b. Overall technical approach to providing a minimum 70% transfer of technology and developmental assistance to the Protégé

c. Capacity and capability to achieve the objectives of this solicitation and the Mentor –Protégé Program commitment to program subcontracting

d. The estimated cost of the proposed assistance

4. Request for Proposal: White Papers found to be consistent with the intent of the solicitation and program goals will be invited to submit a technical and cost proposal. Proposals will be due 30 calendar days after notification by the Air Force Mentor Protégé Program Manager. A Defense Contract Audit Agency (DCAA) report will be requested on each mentor’s proposal. (This process can take up to 45 days).

5. White Paper Content: Submissions shall be provided in three parts; the cover sheet (Part 1), the Executive Summary (Part 2), and the Quad Chart (Part 3) and be limited to 10 total pages for all three parts.

Part 1 Coversheet: shall be limited to three (3) pages and include the following information:

Section B: Business POC, phone number and e-mail address.

Section D: Proposed duration of effort.

Section E: Recommended instrument: Indicate the type of agreement that is preferred: Reimbursable, Credit or Hybrid type agreement. A credit agreement will be for subcontracting credit only and administered by the Defense Contract Management Agency (DCMA). A hybrid agreement will be a credit agreement for year one (administered by DCMA) and COST reimbursement for years two and three (administered by Air Force).

Section F: Provide the estimated total cost of the effort and a cost breakout: Labor costs identified will (all cost elements without fee/profit) be rolled up by labor category & Travel/Other Direct Costs (ODCs). Also, include an estimate for hosting one (1) Mentor Protégé workshop per agreement.

Section G: Certification of small business as an eligible Protégé

Section H: Describe how the proposed Mentor Protégé relationship and approach derive from, extend or logically conclude efforts from prior DoD-funded Small Business Innovation Research (SBIR) or Small Business Technology Transfer (STTR) projects and identify the SBIR/STTR topic number, resulting contract number, and Government point of contact.

http://www2.ed.gov/about/offices/list/ocr/docs/hq9511.html http://www.sba.gov/content/procurement-technical-assistance-centers-ptacs http://www.sba.gov/content/small-business-development-centers-sbdcs

Section J: Identify the percentage of technology transfer to be provided to the Protégé by the mentor. The minimum is 70%.

Section K: Describe whether this Mentor Protégé agreement been proposed to or funded by the DoD or another Federal Agency. If previously proposed or funded, identify the agency, solicitation and contract/grant number.

Section L: If applicable, provide contract number, Contracting Officer and contract end date of existing government contract that this technology is related to.

Section A: Mentor Company Information - Mentor Company Name, Mentor Small Business Liaison, Mentor Program Manager, Mentor Technical POC, Protégé Company Name, Protégé Chief Executive Officer (CEO)/President, Protégé Technical POC, HBCU/MSI School Name and POC, Mentor primary NAICS and PSC codes. Respondents are required to provide the first name, last name, title, role, email, phone, and physical address for all points of contacts identified with their submissions.

Section B: Protégé Company Information – Protégé Company Name, description of the technology focus area, core business, current DoD contract participation, small business status/eligibility, Protégé primary North American Industry Classification System (NAICS) and Product or Service Code (PSC) codes, Cage Code, Data Universal Numbering System (DUNS) number, years in business, current number of full time employees, and annual revenue for past three years. Provide certification of the Protégé’s small business status and eligibility within the Mentor Protégé program. If Protégé is 8(a), indicate the graduation date. If applicable, provide protégé’s previous participation in the DoD Mentor Protégé Program. IAW DFARS Appendix I-104(e), a Protégé firm may have only one active DoD Mentor-Protégé agreement. Provide information on current and past DOD SBIR contract(s), if any, including Government SBIR point of contact and contact information.

Section C: Provide description of mentor’s current/past relationship with the protégé including contract/subcontract history.

Section D: Indicate if this is your first Mentor Protégé agreement with Air Force. If not, provide past Mentor Protégé agreement history.

Section E: Provide anticipated approach, description, and timeline of the technology transfer to the Protégé, and technical development, and infrastructure assistance proposed to be transferred to the Protégé. Technology transfer to the protégé must equate to at least 70% of the total proposed effort.

Section F: Provide a description of the required capabilities of the HBCU/MI, PTAC and/or SBDC participation in facilitating Section E. The role of the HBCU/MI, PTAC or SBDC must constitute a minimum of 5% of the total contract value.

Section G: Provide a description of the benefits to the DoD/Air Force and the anticipated benefits to the Protégé. Include any present capabilities that could benefit the Air Force. Consistent with (Atch 1), provide how and to what degree the mentoring of the Protégé contributes to and is relevant to Air Force acquisition programs.

Identify and describe how the approach addresses at least one of the following areas:

1. Enhances Air Force capability.

2. Accelerates development of an Air Force capability.

3. Reduces development costs of acquisition programs.

4. Reduces sustainment costs of fielded systems.

And identify and describe how the agreement will:

5. Increase the overall participation of the Protégé as a subcontractor and supplier in Air Force contracts within the S & T emphasis areas (Atch 1) both short term, during the first 2 years of the agreement, and long term.

6. Provide specific potential accomplishment, achievement, certificate completion, accomplishment of increases in readiness levels, etc.

7. Enhance protégé competitiveness.

8. If relevant, provide the current TRL (Technical Readiness Level) and/or MRL (Manufacturing Readiness Level) of the Protégé in the mentoring areas (including developmental assistance and technology transfer) and indicate the anticipated TRL and/or MRL at completion of the agreement, and how the Protégé will participate in the respective military systems or program.

Section H: Identify anticipated mentor subcontracting to the protégé on both a competitive and non-competitive basis, to include program and estimated value by each year. Provide the name of the programs of which the Protégé will be a supplier and where the Protégé’s increased participation in contracts will be.

Section I: Provide the estimated value and period of performance for the proposed development technical and business assistance by year. The cost portion of the Executive Summary shall include a single Rough Order of Magnitude (ROM) cost estimate for proposed technical and business mentoring efforts. Developmental assistance provided under an approved Mentor-Protégé agreement is distinct from, and must not duplicate, any effort that is the normal and expected product of the award and administration of the mentor firm’s subcontracts. Mentor firm costs that are eligible for reimbursement are set forth in DFARS Appendix I.

Section J: Letter of Endorsement and Commitment from the President or CEO of the mentor company demonstrating his or her commitment to the Air Force Mentor-Protégé Program and direct subcontracting to the protégé for a successful program as required for this agreement.

Section K: Optional – provide description and details of recent Air Force SBIR Phase II of the Protégé that will be part of the technical category presented in the Executive Summary.

Part 3 - AIR FORCE MENTOR PROTÉGÉ PROGRAM QUAD CHART: Complete in accordance with attachment 2 instructions and submit with White Paper parts 1 and 2. This part shall be limited to one (1) page.

Step 2 – Request for Proposal

E. Proposal Preparation Instructions: Approved White Papers shall be followed by an invitation to submit a proposal. Upon formal request of a proposal, the mentor shall provide electronic and hard copies of Volumes I, II, & III. Volumes I & II shall be in Microsoft Word and Volume III in Microsoft Excel. Proposals shall be submitted in accordance with FAR 15.208. Format shall be double sided 8 ½” x 11”, 12 point font with one inch margins. Proposals shall be limited to 50 pages (2 sided) including: foldouts, tables, charts, photos, appendices, attachments, etc. The proposal shall be emailed to both the Contracting Officer and usaf.pentagon.saf-sb.mbx.saf-sb-workflow@mail.mil (Attention: Mentor Protégé Program). Additionally, one hard copy shall be mailed to each of the following addresses:

AFDW/PKS 1500 West Perimeter Rd, Room 2720, JB Andrews NAF, MD 20762 SAF/SB (Attention: Mentor Protégé Program), 1060 Air Force Pentagon, 4E271, Washington, DC 20330-1060.

1. Volume I Mentor Protégé Agreement: Required DoD templates shall be utilized and may be downloaded from the DoD Mentor-Protégé web page: http://www.acq.osd.mil/osbp/sb/programs/mpp/resources.shtml.

a. Mentor Protégé Agreement: Complete the required DoD template (Atch 3 of this BAA). Note: Paragraph 12-15 information should be top level only. Detailed information will be provided in Volume II.

b. Mentor Application: If the Mentor has not been previously approved, complete the required DoD template and submit to OSBP for approval. If a firm is an approved DoD mentor, include a copy of the DoD approval letter or a screenshot of the DoD web page with the Mentor firm highlighted.

c. Mentor and Protégé Past Performance Information: Identify all past and active mentor protégé agreements and proposed agreements currently being considered (indicate agency). Include information on any formal or informal mentor protégé experience.

2. Volume II – Technical Volume: The proposal shall follow the mandatory technical format presented below and be in sequence as listed. The technical volume shall be constructed and appropriately reference information in the Cost Volume (Volume 3) to easily track information back and forth between the volumes. Hours and dollars associated with technology transfer shall account for a minimum of 70% of the proposed hours and costs. Upon award, Volumes 1 and 2 will be incorporated into the contract and serve as the Statement of Work.

a. Comprehensive Needs Assessment: The proposal must demonstrate that a comprehensive needs assessment and plan was performed for the selected Protégé. Summarize the results of the needs assessment and include the completed comprehensive needs assessment (Atch 4). The needs assessment should focus on technology and developmental assistance within the identified Air Force S & T Emphasis Areas set forth in (Atch 1). Color coding, numeric ranking or similar means of prioritization of the needs assessment results is highly recommended. Refer to (Atch 4) for sample.

b. Technical Approach to Needs Assessment: Identify relevant technologies set forth in (Atch 1), developmental areas and business infrastructure. Refer to Attachment 5 for a sample technical approach outline. Using the template, provide a thorough description of the specific approach to address the technology and developmental areas identified in the needs assessment.

1. Describe what, when, where, and how the training and assistance will be provided and by whom (e.g., Mentor On the Job Training (OJT), Mentor labs, workshops, 3rd party certification assessor, seminars, development or update of business plans, HBCU/MSI, PTAC, SBDC, etc.).

2. Describe in detail the involvement of HBCU/MI/PTAC/SBDC capabilities, facilities, faculty and use of interns. Identify how use of the HBCU/MSI/PTAC/SBDC will be accomplished and how it will meet the Air Force minimum 5% subcontracting goal. Indicate course development, workshops, seminars (tailored to protégé and school needs) and how they are incorporated into the school curriculum/business model.

3. Include a detailed program milestone Work Breakdown Structure (WBS) down to the 3rd level, delineating the proposed approach for each proposed year.

4. Describe and list the expected developmental assistance to be achieved including: protégé certification obtainments, achievement of CMMI level ratings, technical skill sets gained, specific technology transferred, process improvements achieved, etc. and define expected benefits. Technology transfer to the Protégé shall equate to a minimum of 70% of the total proposed effort.

(a) Technology Transfer includes: Capability Maturity Model Integration (CMMI) ratings, International Organization for Standardization (ISO) Certifications, Software Certifications, Office Automation, training and developmental assistance that develops the Protégé from a lower MRL or TRL to a higher MRL or TRL, program management and highly qualified Subject Matter Expertise (SME) associated with technology transfer, laboratory processes, supply chain analysis, material management and analysis, manufacturing processes, and quality process improvements.

(b) Business Infrastructure includes: processes related to human resources, accounting systems, practices, and controls, health and safety, business development, marketing, and company policies, procedures and administration.

5. Describe specific outcomes of the provision of developmental assistance to the Protégé that will benefit specific programs and the warfighter. Provide relevance of providing developmental assistance to this Protégé – including direct relation to Air Force/DoD military systems or programs, as well as other Government and Commercial sectors and their identified technical categories. Describe cost savings, efficiencies gained, increase in fly to buy ratio, etc. to the Air Force and/or DoD that can be gained by Mentor providing developmental assistance to Protégé with innovative technology and Protégé becoming a qualified supplier to DoD. If relevant, provide the current TRL and/or MRL of the Protégé in the areas developmental assistance is being provided and the anticipated TRL and/or MRL at completion.

c. Prime and Subcontracting Opportunities: Identify and provide specific prime and subcontracting opportunities for the Protégé (including mentor and other third party subcontracts) on both a competitive and noncompetitive basis, exceeding four times the value of the Mentor’s proposed program cost within the period of performance of the Mentor Protégé agreement. Identify existing and future contracts by contract number and provide the following information for each contract: (1) Customer, (2) Type of contract, (3) Period of performance, (4) Estimated dollar value awarded to the Protégé.

d. Team Capability: Provide an organizational chart to identify the responsible program participants for all team members, including authorized decision makers. Define roles and responsibilities of the Mentor Protégé agreement. Provide full names, job titles, email address, and phone number. Provide hours for each labor category and align to the WBS 3rd level. This information must include all subcontractors including HBCU/MI/PTAC/SBDC team members.

e. Program Metrics: The contractor shall provide a schedule of planned tasks which will be incorporated into any resulting contract and used for program metrics. Should a contract be awarded, the Mentor shall submit a report on the program metrics containing, at a minimum the following:

1. Planned tasks started on time; planned tasks behind schedule;

2. Planned tasks completed on time; planned completions behind schedule;

3. Development program on/off schedule;

4. Budget status report of total amount funded on Mentor-Protégé contract, expenditures to date, and remaining funds available;

5. Cumulative subcontract awards from Mentor to Protégé from start of contract;

6. Cumulative amount of subcontracts awarded to Protégé from others (DoD, other Federal agencies, etc.) from start of contract;

7. Cumulative prime awards to Protégé from others (DoD, other Federal agencies, etc.) from start of contract;

8. Cumulative HBCU/MSI subcontracting costs and percentage of total contract costs (at least 5% of contract amount);

9. Cumulative incidental costs not to exceed 10% of contract;

10. Total amount invoiced to Government from Mentor to date at the Contract Line Item Number (CLIN)/Accounting Classification Reference Number (ACRN) level aligned with the WBS to the 3rd level;

11. Increase/decrease in Protégé (full time) employee level over time, beginning with entry into the program (baseline) and continuing for each Program Management Review (PMR) with the associated increase/decrease percentage for each period – DoD Measure of Success;

12. Increase/decrease in Protégé gross revenues and gross invoices over time beginning with entry into program (baseline) and for each PMR with the associated increase/decrease percentage for each period;

13. Return on investment (ROI) of the Mentor Protégé agreement;

14. Accomplishment of planned certifications, enhancements and other technology transfer; and

15. Technology transfer to the protégé shall equate to at least 70% of the total proposed effort (hours and dollar values associated with technology transfer).

The Program metrics shall be provided to the Air Force MPP Program Manager no later than the 5th day of each month beginning one month after contract award and ending the 5th day after the end of the contract.

3. Volume III – Cost volume: The mentor shall submit a cost proposal for reimbursable agreements using the instructions at Federal Acquisition Regulation (FAR) Part 15.408, Table 15-2, “Instructions for submitting Cost/Price Proposals when Certified Cost or Pricing Data are Required.” For credit agreements, alternative information will be requested. The mentor shall submit a cost proposal volume with adequate and realistic cost or pricing to support the proposed technical approach. The cost volume shall contain supporting documents for all costs proposed and clearly identify and detail any incidental costs.

a. Reference Appendix I of the Defense Federal Acquisition Regulation Supplement (DFARS) entitled Policy and Procedures for the DoD Pilot Mentor-Protégé Program. Developmental assistance costs eligible for reimbursement include the mentor's labor costs and subcontracts to HBCU/MI, SBDC or PTAC in providing assistance to the Protégé.

b. The cost volume shall be presented on the provided Microsoft Excel spreadsheet with formatted formulas. The spreadsheets shall not be locked. Volume III shall not exceed a maximum of 10-pages. If not presented in Excel format, it will be considered non-responsive. The cost template spreadsheet provided in Attachment 6 shall be used as the template/format for submission; the burden of providing mathematically complete pricing proposals (total overall evaluated price) rests with each offeror.

c. Mentors shall provide proposed cost data for each year proposed (Base + Option Year), not to exceed two (2) option years. The proposal shall be furnished with supporting schedules and contain a person hour breakdown per task. Labor hours and dollar values associated with technology transfer to the Protégé must track to each technology and developmental assistance category proposed in Volume II (Technical Volume) to the 3rd level of the WBS. Volume III shall contain separate specific costs that show which costs are clearly attributable to at least 70% transfer of desired technology to the Protégé, and no greater than 30% attributable to business related items, a minimum of 5% subcontracting to the HBCU/MI/PTAC/SBDC, and no greater than 10% for incidentals. No fee, profit, or Facilities Capital Cost of Money (FCCOM) is authorized or allowed. Cost proposals with fee or profit will not be considered.

d. Provide adequate, realistic and auditable support for all labor, travel and incidental costs proposed (including HBCU/MI travel, protégé travel, per diem, conference fees, certification, etc.) for both the prime and authorized subcontractors (Protégé, HBCU, MI, PTAC, and SBDC). Attendance at the annual OSD Mentor Protégé conference is mandatory and travel costs must be included. Assistance by mentor for PTAC and SBDC, etc. cannot exceed 1st Tier subcontracting. Provide all travel expenses broken out by individual trip with justification. Travel will be reimbursed in accordance with FAR 31.205-46. Ensure all Mentor Protégé and subcontractor travel, per diem and conference fee costs related to Post-Award, Program Management Reviews and any other required meetings, conferences and training are included. The mentor shall include a breakdown of travel costs for Mentor, Protégé and all subcontractors, for each year. All travel expenses must be related to Protégé developmental assistance and training and not marketing. No fee, General and Administrative Expense (G&A) or profit allowed on travel costs.

e. Developmental assistance costs eligible for reimbursement or credit shall be in accordance with DFARS 219.7104.

f. Offerors with valid, current Forward Pricing Rate Agreements (FPRAs) or Forward Pricing Rate Recommendations (FPRRs) should submit a copy with the proposal or provide a link where it can be found.

g. The HBCU/MI, PTAC and/or SBDC are considered subcontractors and a proposal with cost breakdown from the HBCU/MI, PTAC and/or SBDC is required for any proposed costs. HBCU/MI costs must include a breakdown of costs for direct labor, indirect costs, supplies, faculty travel, interns, and use of facilities at the College or University. PTAC and SBDC cost must be broken down in a similar fashion. Mentors must include a copy of the developmental/technical assistance plan and cost proposal from the HBCU/MI, PTAC and/or SBDC they have chosen to participate in their Mentor-Protégé Agreement. All HBCU/MI (or PTAC/SBDC) proposed costs (including Overhead, G&A, direct labor) must be incorporated into the cost template under the column titled "Subcontractors" and should remain separate from Mentor's direct labor costs. No fee or profit allowed on subcontractor costs.

h. Provide breakout of proposed incidental costs. Incidental costs are limited to 10% of the total proposed cost. Incidental expenses may be approved at the discretion of the Government. The 10% incidental costs must be otherwise allowable, allocable, and reasonable. Subcontracting to HBCU, MI, PTAC, or SBDC is not considered part of the 10% incidental costs. Incidental costs or other ODCs cannot exceed 10% of the total cost of the proposal. Incidental costs include all costs other than direct labor, overhead, and G&A costs associated with direct labor. Examples of incidental costs include travel, training, and certifications, etc. To calculate the 10%, divide the incidental costs into the total proposal costs (total proposal cost includes labor, overhead, G&A, and incidental costs). No fee, G&A or profit allowed on incidentals.

i. Labor/salary reimbursement must be for employees on the Mentor's payroll only. Protégé salaries and consultant costs are not permitted.

j. No capital equipment (to include software) shall be purchased under this Mentor-Protégé agreement. Any equipment that would normally be depreciated is considered capital equipment.

k. Provide all cost elements for cost reimbursement (no fee or profit). All cost elements without fee/profit will be rolled up into a total by labor category CLIN and a separate Travel/ODC CLIN.

Evaluation Factors for Award F. Evaluation Factors: The Government will consider the following evaluation factors when selecting mentors:

1. Relevance of proposed technology to current DoD/Air Force requirements

2. Overall technical approach to providing transfer of technology and developmental assistance to the Protégé

3. Capacity and capability to achieve the objectives of this solicitation and the mentor protégé program

4. The estimated cost of the proposed assistance

G. Basis of Award: In accordance with the above evaluation factors, the Government will select mentors who the government believes will best achieve the objectives of the DoD Mentor Protégé Program with available government funding.

H. Awards: As a result of this solicitation the Government may modify existing contracts with selected Mentors or award separate contracts to reimburse the selected Mentor for assistance provided under Mentor Protégé agreements. The Government reserves the right to make multiple awards or no awards as a result of this solicitation.

Award Administration Information

I. Award Notification: Offerors will be notified by email as to whether their proposals were recommended for award within 14 days of the receipt of proposal.

J. Funding: The government reserves the right to select for award all, some or none of the proposals submitted. The government provides no funding for direct reimbursement of proposal development costs. The government reserves the right to request additional documentation and to remove offerors from consideration should the parties fail to reach agreement on award terms, conditions and cost/price within a reasonable time or if the offeror fails to provide the information in a timely manner.

K. Administrative Requirements: See Additional Information and contract clauses.

L. Reporting and Deliverables: See Paragraph R for potential deliverables.

M. Debriefings: IAW FAR15.505, Offerors not invited to submit a proposal based on their White Paper submission(s) or invited to submit a proposal but not selected for award may request a debriefing. However, please note requests must be received NLT three (3) days after receipt of non-selection notice. No requests received after the three (3)-day period will be fulfilled. Additionally, all debriefings will be delayed until after all Air Force Mentor Protégé awards are completed for the respective fiscal year.

Additional Information

N. Support Contractors: Support contractor employees under contract to the Government may be used to evaluate or administratively process proposals, monitor contract performance or perform other administrative duties which require access to contractor proprietary information. The contracts include non-disclosure agreements prohibiting contractor employees from disclosing any information submitted by other contractors or using such information for any purpose other than that for which it was furnished.

O. Updates of Publicly Available Information Regarding Responsibility Matters: Any contract or assistance award exceeding $10,000,000.00 for which an Offeror checked “has” in paragraph (b) of the provision FAR 52.209-7 shall also contain FAR 52.209-9, “Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013)”.

P. White Paper/Proposal Content Checklist: White Papers and Proposals may be ineligible for award if all requirements of this BAA are not met on the proposal due date, at the discretion of the Government.

Step One: White papers shall be submitted by email to usaf.pentagon.saf-sb.mbx.saf-sb-workflow@mail.mil and hard copy mailed no later than the due date and time specified in this announcement.

1. Step One and Step Two: White paper and proposal page limits are strictly enforced. See Paragraphs D & E of the BAA for white paper and proposal page limits.

2. Step One and Step Two: White papers and proposals must be submitted in the format specified in the BAA.

3. Step Two: The cost/business proposal must contain all information described in Paragraph E.3.

4. Step Two: For any subcontracts proposed, the cost/business proposal must contain subcontractor analysis IAW FAR 15.404-3(b).

5. Step Two: Offerors with valid, FPRAs or FPRRs should submit a copy with the proposal or provide a link where it can be found.

Q. Essentially Equivalent Work: This occurs when (1) substantially the same effort is proposed for funding in more than one contract or assistance proposal submitted to the same Federal agency; (2) substantially the same effort is proposed to two or more Federal agencies for review and funding consideration; or (3) a specific technical objective and technical design for accomplishing the objective are the same or closely related in two or more proposals or awards, regardless of the funding source.

While it is permissible, with proposal notification, to submit identical proposals or proposals containing a significant amount of essentially equivalent work (see definition above) for consideration under more than one federal program solicitation, it is unlawful to enter into contracts or assistance agreements requiring essentially equivalent effort. If there is any question concerning this, it must be disclosed to the soliciting agency or agencies before award.

If a white paper or proposal submitted in response to this solicitation is substantially the same as another proposal previously funded, currently funded, or pending with another Federal Agency or DoD Component or the same DoD Component, the offeror must so indicate on the white paper or proposal cover sheet and provide the following information:

1. Name and address of the Federal Agency(s) or DoD Component to which a proposal was submitted, will be submitted, or from which an award is expected or has been received.

2. Date of proposal submission or date of award.

3. Title of proposal.

4. Name and title of principal investigator for each proposal submitted or award received.

5. Title, number, and date of solicitation(s) under which the proposal was submitted, will be submitted, or under which award is expected or has been received.

6. If award was received, state contract number.

Offerors are also instructed to note any other Mentor Protégé proposals submitted to the Air Force or any other DoD Component. Note: If this item does not apply, state in the proposal “No prior, current, or pending support for proposed work."

R. Required Meetings and Attendance/Deliverables: Meetings and Attendance may be requested as part of the contract that results from a Mentor Protégé contract award.

1. Deliverables:

a. Submittals: Mentor shall submit deliverables in addition to providing performance, meeting milestones and metrics in accordance with the technical proposal, including all developmental assistance identified in technical proposal and the needs assessment.

b. Mentor shall submit supporting documentation substantiating support and correlation between the WBS levels, CLIN/ACRN, labor, and all costs to the 3rd level for all submitted invoices for the Mentor, Protégé and any subcontractors to the 3rd level. All costs shall be tracked to each developmental assistance category in the technical proposal to the 3rd level. Mentor shall submit an updated WBS and Project Schedule in electronic format in all monthly progress reports and PMR documentation to the Air Force MP Program Manager aligned with all costs to the 3rd level.

c. Invoices/cost vouchers shall be submitted using oldest funds first and at the CLIN/ACRN level.

d. In addition to the developmental assistance plan to ensure effectiveness and success of the Air Force Mentor Protégé agreement, the Mentor will meet WBS milestones and provide metrics to assess the protégé firm's developmental progress under this Mentor Protégé Agreement.

2. Program Kick-Off Meeting:

a. Purpose: The one day kick-off meeting will allow the government to brief key team members (Mentor, Protégé & HBCU/MI) on contract and program requirements and provide required program letters, report templates and the Return of Investment (ROI) workbook.

b. Date/Time: Will be conducted within 30 days after contract award. Exact date and time will be coordinated with Mentor upon contract award.

c. Location: Secretary of the Air Force Small Business, Pentagon Washington, D.C. or at the Mentor/Protégé’s facility in the Washington D.C area, or at another location agreed upon by all team members in advance.

d. Required Attendees: Mentor, Protégé, HBCU/MSI or PTAC or SBDC and Government

e. Submittals: Mentor shall submit the following deliverables:

1) Mentor shall submit an updated WBS to the 3rd level and Project Schedule in electronic format to the Air Force MP Program Manager at the meeting.

2) Mentor shall submit presentation materials in editable electronic format NLT three (3) workdays prior to the day of the scheduled kick-off meeting to all attendees via email to the Secretary of the Air Force Small Business usaf.pentagon.saf-sb.mbx.saf-sb-workflow@mail.mil, DCMA SmallBusinessCenterInbox@DCMA.mil, Contracting Officer and Air Force Technical Advisor e-mail addresses.

3) Mentor shall submit NLT 30 days after the Kick-Off meeting, the provided ROI workbook with baseline information and projected travel for the upcoming six (6) month period. ROI workbook shall be submitted to the Secretary of the Air Force Small Business usaf.pentagon.saf-sb.mbx.saf-sb-workflow@mail.mil e-mail address and directly to the Air Force Mentor Protégé Manager and the Air Force Technical Advisor e-mail addresses.

3. Monthly Progress Report:

1) Monthly Progress Report shall include at minimum:

Report all items below in accordance with submitted Technical Proposal, in response to SAF-SB-BAA 16-01, incorporated WBS to the 3rd level, subsequent pricing cost summary and performance plan. To maintain visibility, clarity and transparency, the Mentor-Protégé Program Monthly Progress Report shall detail the team’s activities, meetings, accomplishments, and any issues that may negatively affect the developmental assistance to the Protégé or the overall Mentor Protégé Program.

· Project status

· Accomplishments & work performed with discussion of variance from planned and scheduled

· Planned activities & scheduled work

· Personnel labor status (SMEs) associated with each level

· Subcontract - HBCU/MI, PTAC and/or SBDC status

· Financial Status - expenditures and labor aligned with the WBS to the 3rd level for detailed month burn projections and expenditures at the CLIN/ACRN level

· Project challenges

· Issues impeding progress of the Mentor Protégé Program and proposed actions to overcome

· Risk analysis and proposed actions to mitigate risk

· Lessons learned

4. Program Management Reviews (PMRs):

a. Purpose: PMRs are conducted to obtain the progress of the mentor-protégé agreement / contract.

b. Date/Time: Four PMRs at minimum shall be conducted each year, two face-to-face PMRs and two telephonic PMRs. PMR #1 (telephonic) shall occur 1 to 3 months after contract award and PMR #2 (face to face) shall occur 4 to 6 months after contract award. PMR #3 (telephonic) shall occur 7 to 9 months after contract award and PMR #4 (face to face) shall occur 10 to 12 months after contract award. If the option year is exercised, the same pattern shall continue through the end of the agreement. Exact date and time of all PMRs shall be coordinated with the mentor in advance. Additional meetings and reviews will be required, as necessary at the discretion of the Mentor Protégé Program Manager.

c. Location: PMRs shall be conducted at the Secretary of the Air Force Small Business Office, Pentagon, Washington D.C., at the mentor’s / protégé’s facility or at another location agreed upon by all team members in advance.

d. Required Attendees: Mentor / Protégé Program Managers. HBCU/MI /PTAC/SBDC Program Managers are encouraged to attend, but attendance is not mandatory.

e. Submittals: Mentor shall submit the following deliverables in conjunction with each scheduled PMR.

1) PMR Presentation Materials / ROI Workbook / Sign-in Sheet: Submit all presentation materials, ROI Workbook, and sign-in sheet in editable electronic format NLT three (3) workdays prior to the scheduled PMR to all attendees via email to: the Secretary of the Air Force Small Business usaf.pentagon.saf-sb.mbx.saf-sb-workflow@mail.mil (Attention: Mentor Protégé Program), DCMA SmallBusinessCenterInbox@DCMA.mil, Air Force Mentor Protégé Program Manager, and Air Force Technical Advisor e-mail addresses. In addition, provide only a Letter of Transmittal to the Contracting Officer.

2) PMR Meeting Minutes and Sign-in Sheet: Submit meeting minutes electronically NLT five (5) workdays following completion of each scheduled PMR to the Secretary of the Air Force Small Business via usaf.pentagon.saf-sb.mbx.saf-sb-workflow@mail.mil e-mail address invited and all attendees. Submitted minutes must accurately document the PMR meeting and not contain generalities.

5. DoD Semi-Annual Reports:

a. Purpose: Semi-Annual Reports (SAR) will be used by DoD, DCMA and USAF to obtain the progress of the mentor-protégé agreement / contract.

b. Submittals: Reports shall be submitted Semi-Annually to the DoD OSBP Mentor-Protégé Office. In addition, an electronic copy of the report shall be submitted to the Secretary of the Air Force Small Business usaf.pentagon.saf-sb.mbx.saf-sb-workflow@mail.mil and DCMA SmallBusinessCenterInbox@DCMA.mil e-mail addresses. The report template and instructions can be downloaded from the DoD OSBP website.

6. Department of Defense Office of Small Business Programs – Mentor Protégé Conference: The Mentor, Protégé, and respective HBCU/MSI, PTAC and SBDC shall attend any and all Department of Defense Office of Small Business Programs – Mentor Protégé Conference.

7. Mentor Protégé Workshop – Each mentor is required to host one (1) Mentor Protégé Workshop as part of each Mentor Protégé agreement. At least one workshop shall be conducted during the period of performance (which shall be inclusive of the basic year and all options).

S. Clauses & Provisions. The following provides an example of the contract clauses that can be expected to be incorporated into any resultant solicitation and contract, when/if a stand alone contract is written:

CLAUSES INCORPORATED BY REFERENCE

252.205-7000

CLAUSES INCORPORATED BY FULL TEXT

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 5 days; provided that the Government gives the Contractor a preliminary…