OCS Tutors Ordering Guide.docx

HQ Air Force Contracting (SAF/AQC)

OPERATIONAL CONTRACTING SUPPORT (OCS) TUTORS

ORDERING PROCEDURES

Contract Number: FA7014… As of 18 September 2020

INTRODUCTION

General. This is a non-personal services contract to provide contractual services that provide support services to the Secretary of the Air Force, Deputy Assistant Secretary, Contracting Office (SAF/AQC), Headquarters Air Force (HAF) within the Pentagon. Services and deliverables shall include the following task areas:

Task 1 - Tutor, train, mentor, and advise GCC/FCC, Service component and TSOC staffs on OCS tasks as identified below.

General OCS Competencies

· Conducting OCS Crisis Action Planning (CAP)

· Conducting OCS deliberate planning

· Operating an OCS Integration Cell (OCSIC)

· Conducting OCS Analysis of the Operational Environment

· Establishing OCS B2C2WGs and Integrating into other B2C2WGs

· Performing OCS Knowledge Management

· Advising on Managing Critical Contract Risk

· Advising on evolving Vendor Threat Mitigation (VTM) processes

· Coordinating OCS with Lead Service for Contract Coordination/Lead Service for Contracting (LSC/LSCC/LSC)

· Advising on and applying OCS doctrine and policy

· Performing Contractor Management

OCS Tasks: For all Military Service tutor/trainers, train on factors of OCS:

· Establish OCSIC after receipt of WARNORD that initiates Crisis Action Planning and/or after the receipt of EXORD/DEPORD

· Identify core members of the OCSIC; establish initial roles/responsibilities for the core OCSIC members

· OCSIC support to CAP/OPT and the Joint Operations Planning Process

· Developing the Contractor Management Plan (CMP) (Annex W) and preparing to publish

· Ensuring the CMP contains all appropriate elements IAW CJCSM 3130.03A formats

· Collecting OCS operational environment data/info as part of the CAP and deliberate plans

· Coordinate contract support requirements from the CSOR with designated Base Operating Support (BOS), and the /LSC/LSCC in accordance with LSC/LSCC’s established business rules and reporting requirements

· Utilize LSC/LSCC during CAP to provide OCS operational environment information and data

· Advise on how to establish risk mitigation plan for all critical contracts

· Establish/use OCS Knowledge Management Plan (OCSKM)

· Identify and assigned roles and responsibilities ISO OCSKM tasks

· Prepare OCSIC 7 minute drill on Foreign Vendor Vetting (FVV)/Intelligence-based Vendor Threat Mitigation (IVTM) for mission command consideration in its battle rhythm/B2C2WG.

· Analyzing the battle rhythm/establishing appropriate B2C2WG with business rules/operations procedures that integrate with other higher-level B2C2WG

· Identifying theater-specific OCS concerns/issues so that they understand how to insert OCS aspects of the Operational Environment and capabilities seamlessly into the Warfighters’ standard operating procedures and battle-rhythm events.

Task 2 - Implement a framework (i.e. strategy) for the planning, integration, management, and execution of contract support no later than 180 days from contract start. (See APPENDIX I of the PWS for references)

Task 3 - Develop curriculum that enable GCC/FCC and Services to train-the-trainer to develop Logistics Supportability Analysis (LSA) for OPLANS and CONPLANS, guidebooks, handbooks, and SOPs relating to OCS no later than 180 days from contract start. (See APPENDIX I of the PWS for references)

Task 4 - Attend GCC/FCC and Service component exercises; and tutor, train, mentor, and advise personnel at the exercises. A monthly report of each exercise participation will be submitted to the COR.

Task 5 - Provide a detailed monthly report on the 5th of each month, explaining the training activities and completed tasks, to include training curriculum. The monthly status report shall include, at a minimum the following information:

· The collection and analysis of data pertaining to the various components of OCS (e.g. requirements determination, contract support integration, contracting support, and contractor management, etc.)

· Identification of project development and efforts with GCC/FCC and Service component stakeholders to identify problems or opportunities that may lend themselves to process improvements for greater effectiveness and efficiency

· Analytics/metrics on data from the RRBs, CLPSBs, CSBs, or other OCS B2C2WGs and other OCS-related data when provided by the government to assess the effectiveness of OCS doctrine, existing processes, and best practices.

· Any best practices, observations, insights, and lessons learned (BPOILS) within the training curriculum (refer to TECHNICAL EXHIBIT 1, “Performance Requirements Services Summary” and TECHNICAL EXHIBIT 3, “Deliverables Schedule” in the PWS) The Government shall not exercise any supervision or control over the contract employees performing the services herein. Such contract employees shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

WHO IS THIS GUIDE WRITTEN FOR?

This short guide is written for the users of and contractors on the OCS Tutors contract. It explains the process that will be used when awarding each task order. The Guide addresses contracting processes and concepts specific to the OCS Tutors, please contact AFDW/PKS Air Force Contracting at 240-6120-6202 with applicable questions.

ARE THERE ANY RESTRICTIONS AND/OR MINIMUMS ASSOCIATED WITH THESE CALL ORDERS?

The awardee supporting the OCS Tutors will be awarded work on a task order basis. A copy of the Project Support Request and signed Inherently Government Function Worksheet. SAF/AQC will review project support requests to rationalize the allocation of maximum amounts approved for a given task order (which may include option years).

ROLES AND RESPONSIBILITIES

Contracting Officer (CO)

The CO is responsible for the award, administration, and management of the OCS Tutors IDIQ and any solicitations, source selections, call orders and call order modification modifications utilizing the OCS Tutors IDIQ:

Monitoring and evaluating performance of the contractor

· Conducting Meetings with prime contractors as scheduled and/or necessary

· Providing advice and guidance to appointed Contracting Officer Representative (CORs), Senior leaders, and OCS Tutors IDIQ primary contract holders regarding all OCS Tutors IDIQ related matters

· Appointing and terminating all CORs utilizing OCS Tutors IDIQ

· Providing contract specific training to all appointed CORs

· Ensure Contractor Performance Assessment Reporting Systems (CPARS) completed as required

· Ensure quarterly Program Management Reviews (PMR) are completed with primary contractors

SAF/AQC COR/Program Manager (PM)

The SAF/AQC COR/PM is responsible for the overall OCS Tutors IDIQ program

· Ensuring all OCS Tutors IDIQ requests forms are properly completed at the appropriate level and sent to the appropriate approval authority within SAF/AQC

· Ensuring all requesting agencies have identified a COR and provided list of required training that shall be completed prior to award of any task order

· Ensure all requirement documents are completed prior to submission to the CO

· Complete annual CPARS reports are completed for each primary contractor annually and by all required task order CORs

· If no CPARS is required due to dollar threshold; ensure CPARS form completed by COR prior to task order closeout

· Ensure COR reports, invoices, and running balance sheets are uploaded into SPM monthly for each task order COR

· Ensure CORs with task orders 12 months or longer have quarterly PMRs Task Order CORs:

· Ensure training is up to date

· Ensure COR reports, invoices, running balance sheets are uploaded in JAM monthly

· Monitor contractor performance using develop Quality Assurance Surveillance Plan (QASP)

· Keep up-to-date copy of the Performance Work Statement (PWS) to ensure compliance

· Elevate issues to the SAF/AQC COR or OCS Tutors IDIQ/CO when issues cannot be resolved at lowest level

· Approve invoices; if invoice approval is with the Resource Advisor (RA) ensure invoices are reviewed by the COR for consistency

· Approve Common Access Card request (if applicable)

· Approve DD254 (Security Requirements); if applicable

· Assist with call order closeout

· Conduct quarterly PMR if call order 12 months or longer

· Complete CPARS if call order over $1M; if not, complete CPARS form and turn-in to SAF/AQC COR at the end of call order performance

· *CORs within agencies outside of the Air Force – process MIPRs, draft any MOUs or D&Fs to use OCS Tutors IDIQ

OCS TUTORS STANDARD ORDERING PROCEDURES

(FOR GOVERNMENT PERSONNEL)

1. Complete the project request form

a. Mission partners require a trained COR

b. Submit complete requirement package

i. Performance Work Statement

ii. Certified Funding (Form 9, MIPR if outside Air Force)

1. Planning PR is acceptable for EOY actions

iii. Signed Source Selection NDA

iv. Signed Inherently Governmental Worksheet

v. Independent Government Estimate

2. The requiring office submits an official request for SAF/AQC support. For further information regarding the request for project support and to submit a support request please contact SAF/AQC at SAF.AQ.SAF-AQC.Workflow@us.af.mil, with “ATTN: SAF/AQCA Expeditionary Ops Branch – OCS Tutors Request”

3. Appropriate office within SAF/AQC approves the request (see table 1 for approval matrix).

4. SAF/AQC or HAF/A4L COR provides the completed package to AFDW/PKS for review

5. AFDW/PKS confirms all required documents are complete, provides any feedback and comments (if required)

6. AFDW/PKS sends the requirement package (minus the IGE) and requests proposal.

7. Depending on the approved request form, Awardee have the following timelines to provide a proposal package:

* Exact number of days will be indicated in each task order proposal request

8. Awardee respond with resume and pricing sheet for each tutor

9. The Government requiring office has five (5) business days to accept the proposal submitted by the Awardee and respond to AFDW/PKS

a. Deviation from the established evaluation criteria will cause delays in the acquisition process. The Contracting officer will remain the decision authority on all task orders unless a formal request is made to change the decision authority.

10. Actual start of work is based on the defined period of performance, but a minimum of five (5) business days is recommended to allow coordination for a task order initiation meeting and the contractor finalizing and ensuring availability of personnel.

AWARDS:

Awards will be made based on the Awardee submitting resumes that adhere to the minimum requirements to in the PWS and the price is in accordance with the established pricing at the IDIQ level.