DRAFT SAF_FM FIAR Support Scope and Ordering Guide_10 Nov 25.docx

Under Secretary of the Air Force, Financial Management (SAF/FM) Financial Improvement and Audit Remediation (FIAR) Blanket Purchase Agreement (BPA)

AT

PENTAGON, WASHINGTON DC AND

VARIOUS CONUS/OCONUS LOCATIONS

5 November 2024

VERSION 1

Performance Work Statement, Scope, and Ordering GuideControlled by: SAF/FM CUI Categories: PROCURE Distribution/Dissemination Controls: FEDCON AFTER AWARD POC: Jennifer McCann

Table of Contents

SECTION I – DESCRIPTION OF SERVICES 3

SECTION II – BPA Scope 4

SECTION III – Description of Tasks 12

SECTION IV – Ordering Guide 13

SECTION V – Service Summary 27

SECTION VI – Deliverables 30

SECTION VII – Government Furnished Property, Equipment, Material, Information, or Services 32

SECTION IX – Organizational Conflict of Interest (OCI). 45

SECTION X – Appendix 1 – Definitions, abbreviations, and acronyms 46

SECTION XI – Government BPA Information 47

SECTION I - DESCRIPTION OF SERVICES

1.0 DESCRIPTION OF SERVICES

1.1 This document will cover the scope of work that can be performed in support of the SAF/FM FIAR BPA, SAF/FM FIAR program management, call order level ordering procedures, and program level performance thresholds and deliverables.

1.2 Purpose. The Assistant Secretary of the Air Force, Financial Management and Comptroller (SAF/FM) serves as the overall functional lead for the Department of the Air Force (DAF) Financial Improvement and Audit Remediation (FIAR) program. The Deputy Assistant Secretary for Financial Operations, Financial Management and Comptroller (SAF/FMF) is responsible for the day-to-day implementation of the FIAR program and compliance with annual statements and audit mandates as required by the Chief Financial Officers (CFO) Act of 1990 and the National Defense Authorization Act (NDAA) for Fiscal Year (FY) 2024. The FY24 NDAA mandates an unmodified (clean) audit opinion by December 2028.

1.3 Background. The DAF, which includes SAF/FM (Includes both Air Force (USAF) and Space Force (USSF) General Fund (GF)) and Air Force Materiel Command (AFMC) Working Capital Fund (WCF), has undergone seven financial statement audits from FY2018-FY2024 with Defense Security Cooperation Agency (DSCA) having two SAA-related financial statement audits from FY2023-FY2024. As of FY2024, the DAF has downgraded/closed six material weaknesses. However, the DAF & DSCA continue to receive a ‘Disclaimer of Opinion’ based on documented processes and system weaknesses. SAF/FM as the executive agent for the DAF’s financial statement audit, along with other DAF partners, continues to manage a comprehensive strategy to align audit remediation efforts across the enterprise. The DAF developed and implemented its Audit Roadmap (PWS Appendix E) and Accelerated Audit Plan (AAP) (PWS Appendix D), which lays out milestones to achieve a modified audit opinion by FY2026 for USSF, an unmodified (clean) audit opinion by FY2027 for the DAF and FY2028 for DSCA financial statements, respectively.

SECTION II – BPA Scope

2.0 BPA SCOPE

2.1 Scope. This BPA will provide audit and audit system remediation services for beginning-to-end support as it relates to audit remediation, sustainment, and financial statements reporting and analysis for the following customers: SAF/FM (United States Air Force (USAF) and United States Space Force (USSF) for the Department of the Air Force General Fund (GF); Air Force Materiel Command (AFMC) for the Working Capital Fund (WCF); and the Defense Security Cooperation Agency (DSCA) for the DAF Title 22 Security Assistance Accounts (SAA). This BPA may be modified in the future to include the full scope of Department of the Air Force (DAF) FIAR requirements.

2.2 While the FY24 NDAA mandates an unmodified (clean) audit opinion by FY28, the Secretary of the Air Force (SECAF) has directed the DAF to accelerate efforts. The contractor shall provide PWS services that aligns with: USSF audit strategy of achieving an accelerated modified audit opinion by FY2026 as directed by the Vice Chief of Space Operations; SAF/FM (USAF/USSF GF) and AFMC (WCF) audit strategy of achieving an accelerated unmodified (clean) audit opinion by FY2027; DSCA audit strategy of achieving an unmodified (clean) audit opinion by FY2028. Sustainment of an unmodified (clean) audit opinion is required once achieved for all customers herein.

2.3 Call orders issued on the FIAR BPA cover services that are: commercial with unclassified requirements documents but may require access to classified (Secret) and unclassified; and performance shall be CONUS (OCONUS travel is authorized).

2.4 BPA/Contract Type: Call orders will be Firm Fixed Price (FFP) with Time & Materials (T&M) for travel. Advisory and Assistance & Professional Services.

2.5 The services requested and expected on this BPA are professional in nature. While the Government will not dictate the labor categories required to provide a desired outcome, the education and/or experience proposed for call orders shall be commensurate with that of A&AS and Professional Services (29 CFR 541). The following FAR Definitions from FAR

2.101 apply:

“Advisory and assistance services” means those services provided under contract by nongovernmental sources to support or improve: organizational policy development;

decision-making; management and administration; program and/or project management and administration; or R&D activities. It can also mean the furnishing of professional advice or assistance rendered to improve the effectiveness of Federal management processes or procedures (including those of an engineering and technical nature). In rendering the foregoing services, outputs may take the form of information, advice, opinions, alternatives, analyses, evaluations, recommendations, training and the day-to- day aid of support personnel needed for the successful performance of ongoing Federal operations. All advisory and assistance services are classified in one of the following definitional subdivisions:

a. (1) Management and professional support services, i.e., contractual services that provide assistance, advice or training for the efficient and effective management and operation of organizations, activities (including management and support services for R&D activities), or systems. These services are normally closely related to the basic responsibilities and mission of the agency originating the requirement for the acquisition of services by contract. Included are efforts that support or contribute to improved organization of program management, logistics management, project monitoring and reporting, data collection, budgeting, accounting, performance auditing, and administrative technical support for conferences and training programs.

b. (2) Studies, analyses, and evaluations, i.e., contracted services that provide organized, analytical assessments/evaluations in support of policy development, decision-making, management, or administration. Included are studies in support of R&D activities. Also included are acquisitions of models, methodologies, and related software supporting studies, analyses, or evaluations.”

2.6 RESPONSIBILITIES:

2.6.1 Contracting Officer (CO)

The CO is responsible for the award, administration, and management of the FIAR BPA and any requests for quote, source selections, call orders and call order modifications

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

· Providing advice and guidance to appointed Contracting Officer Representative (CORs), Senior leaders, and FIAR BPA primary holders regarding all FIAR BPA related matters

· Appointing and terminating all FIAR BPA CORs

· Providing contract specific training to all appointed FIAR BPA CORs

· Ensure COR reports, invoices, and running balance sheets are uploaded into SPM and the Teams Channel monthly for each call order COR

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

· Update FIAR BPA trackers (internal and external) with recent information

2.6.2 FIAR BPA Program Manager (PM) / Contracting Officer Representative (COR)

· FIAR BPA PM is responsible for the overall program

· FIAR BPA PM will review and provide scope determination inputs for all requirements

· Designated approval/disapproval authority for all FIAR BPA requirements

· Settle any disapproval disputes between the program and requiring organizations

· Collaborate with AFDW/PK on policy, governance, and BPA changes

· Ensure all request packages are complete prior to submission

· Ensure quarterly, annual Program Management Reviews (PMR) are completed

· Create a collaboration space for the contractors and government personnel

· Ensuring all requesting offices have identified a trained COR

· Ensure all pre-reads, technical evaluator training, complete prior to package submission to PK

· Ensure annual CPARS reports are completed by all required call order CORs

· Monitoring and evaluating performance of each primary contractor

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

2.6.3 Project Action Officer

· Shall attend FIAR BPA Immersion Training via Microsoft Teams

· Shall attend Technical Evaluation Training via Microsoft Teams

· Complete the FIAR BPA Checklist

· Secure funding (Form 9, Funds Availability memo)

· Ensure Call order number (“F”) is on emails, PRs, MIPRs, and any documentation/correspondence.

· Shall coordinate in all industry engagement with the FIAR PM/COR

· Shall provide pertinent information as required

2.6.4 Call order CORs:

· Shall have an active account in Procurement Integrated Enterprise Environment (PIEE) with the correct DODAAC and roles approved (COR - JAM, SPM, MyInvoice, WAWF - Acceptor)

· Work with Agency PIEE Government Administrator (GAM) for account access, permissions, and issues. The AFDW/FM and AFDW/PK GAM will only assist with Headquarters Air Force and AFDW personnel.

-Complete required COR training (provided in the COR training checklist)

· Ensure COR training remains current

· Ensure COR reports, invoices, running balance sheets are uploaded in SPM and FIAR BPA collaboration site or Teams channel (see 3rd from bottom PCO list)

· Complete DRAFT Quality Assurance Surveillance Plan (QASP) prior to award, upload into PIEE. After award, upload final QASP to PIEE and FIAR BPA collaboration site

· Monitor contractor performance using QASP as a guide

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

· Respond to the FIAR PM within 24 hours unless on leave/official duty

· Elevate issues to the FIAR PM/COR when issues cannot be resolved at lowest level

· Approve invoices; if invoice approval is with the Resource Advisor (RA) invoices shall be reviewed by the COR prior to approval

· Sign the Monthly Status Report (MSR). Signature on the MSR indicates concurrence. If there are disagreements, add comments to the MSR to ensure performance is documented. Provide a copy to the FIAR BPA collaboration site and Contractor. This document can be used to upload into SPM as your monthly surveillance document

· Approve Common Access Card request (if applicable, agency dependent)

· If TASS is delegated to another office, the COR is responsible to assist with this task

· Assist with call order closeout

· Shall notify the FIAR PM and CO of the intention to change COR immediately to ensure timely training and transition of duties

· Shall initiate termination of COR request in PIEE no later than 60 days prior to departure

· Participate in the FIAR BPA Quarterly PMR. If COR is not available, ensure that a representative is identified and attends.

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

· Input call order information in Strategic Management Tool (Air Force Only)

· Ensure Call order number (“F”) is on emails, PRs, MIPRs, and any documentation/correspondence.

· Ensure the funding documents (Form 9) has contracting officer name, CLIN structure matches the call order and meets the requirements outlined in the funding documents instructions

· Any modification requests, to include 52.217-8, Extension of Services, shall be submitted 90 days prior to the end of the POP

· Attend quarterly COR meetings/training

· Shall respond to contractor inquiries immediately but no more than 24 hours unless on scheduled leave/duty

2.6.5 Call Order Quote Request (COQR) Evaluators:

· Sign Non-Disclosure Agreement

· Sign Conflict of Interest Statement

· Shall attend Technical Evaluation Training via Teams

· Evaluate Quotes IAW established evaluation criteria and timeframe; failure to complete the evaluation within the timeframe may result in cancellation of the award

2.6.6 Contractors :

· Shall provide point of contact information for coordination with FIAR PM and CO

· Adhere to the Quote procedures for FIAR BPA

· Report any issues to FIAR PM and CO (as required)

· Attend Quarterly BPA level Program Management Reviews (PMR)

· SB reporting NTSB (training, improvements, SAM registration, etc.),

· Turnover Report

· Problem Notification Reports Comments / Feedback

· Provide Monthly Status Reports (MSR) – Call Order level only

· Ensure the MSR is signed by the Government and Contractor POC. If there are disagreements, ensure it is documented on the MSR.

· Submit and maintain network access requests

· Complete out processing procedures for BPA level CAC holders

· Execute (sign) awards and modifications within 1-2 business days

· Comply with BPA PWS and each call order PWS, as well as contractual specifics at the call order level.

· SAF/AM as the program management office will act as the integrator. It is expected that ALL awardees work as a cohesive team in support of the DAF’s audit. This means there may be call orders awarded to multiple companies simultaneously. In the event that issues arise during performance, the government may require contractors to sign an associated contractor’s agreement OR terminate/combine call orders to regain focus on the ultimate goal of a clean audit opinion.

SECTION III – Description of Tasks

3.0 Description of Tasks

Call orders issued on this BPA shall focus on supporting SAF/FM (USAF and USSF), DCSA, and AFMC to achieve and sustain a clean audit opinion by FY27. All tasks must be aligned to the DAF’s FIAR Roadmap and FIAR Strategy (see attachments). Non-FIAR tasks are not permitted to utilize this BPA. Detailed deliverables and tasks will be further provided at the call order level. The following tasks outline the specific FIAR support necessary to obtain a clean audit opinion:

3.1 Task 1: Risk Management and Internal Control (RMIC) and A-123 Programs (refer to PWS Appendix F: Assessable Unit (AU)

· In FY25, a Memorandum of Agreement (MOA) was implemented to detail 24 Air Force Audit Agency (AFAA) personnel through August 2027 directly to SAF/FMF in support of the RMIC/A-123 program. A key provision of the MOA allows either party to terminate the agreement with written notice. As such this BPA will include a Risk reduction/mitigation Option to ensure continuity of these critical services from the contractor if AFAA support is unavailable.

3.2 Task 2: Assessable Unit Control Environment and Accelerated Audit Plan (AAP)

· The Contractor shall work with each Assessable Unit (AU) Lead to execute control activities, corrective actions and project /critical action plan/AAP activities for all assessable units defined in the AU listing (refer to PWS Appendix F: Assessable Unit Listing). The contractor shall perform all DAF owned control activities as defined within the AU Control Evaluation Matrix. The contractor shall monitor and assess changes to systems, processes, and files related to established controls and make updates to controls as necessary CAPs shall comply with internal and external policies (i.e., CAP development within 6 weeks of NFR issuance and entered into the ODCFO database).

3.3 Task 3: Audit Liaison and Assessable Unit Support

· SAF/FM executes separate assessable unit support activities for USAF and USSF. In coordination with government personnel, provide audit liaison support for DAF’s financial statement audits, to include supporting other audits in which DAF is a service provider. This includes supporting walkthroughs, preparing and providing key-supporting documentation, crafting position papers or other memos for all DAF audits (i.e., GF, WCF, information technology, 8242 foreign military sales), as well as supporting other DAF associated audits (currently ongoing/known DSCA, DHA, SOCOM, TRANSCOM, AFAA, DODIG, GAO. Subject to change). The Contractor shall also provide recommendations for DAFs outyear audit strategy along with recommended goals & objectives.

3.4 Task 4: Financial Reporting and Analysis

· The contractor shall perform beginning to end financial reporting and analysis tasks for all of DAF’s financial statements. Currently, there are two sets of financial statements and footnotes that comprise the Annual Agency Financial Report (AFR). USAF and USSF are combined under one set of DAF GF statements and footnotes. The second set of statements and footnotes are reported as DAF WCF. The DAF AFR is one document that reports both DAF GF and DAF WCF financial information.

3.5 Task 5: Asset Reporting

· SAF/FM executes separate assessable unit support activities for the consolidated financial statements. The contractor shall analyze and sustain the five financial management assertions: accuracy and valuation, existence, completeness, rights and obligations, and presentation and disclosure. Assets include Fund Balance with Treasury, General Property, Plant, and Equipment (GPP&E), Operating Materials and Supplies (OM&S), and Inventory. GPP&E consists of; (Buildings, Structures and Linear Structures, Leasehold improvements, Software, Software in Development, Military Equipment, General Equipment – Other, Construction in Progress – Military Equipment, Real Property and General Equipment Other). Emphasis is placed on sustaining and enhancing (where applicable) material weakness remediation activities. A material weakness is defined as a deficiency, or combination of deficiencies, in internal control over financial reporting that creates a reasonable possibility that a material misstatement to the financial statements will not be prevented, detected, or corrected in a timely manner. Remediation of all asset classes listed above directly impacts the organizations' ability to obtain and sustain a clean or modified audit opinion.

3.6 Task 6: Universe of Transactions (UoT).

· Require the capability to present the Independent Public Accountant (IPA) a transactional level audit trail that is complete and accurate which reconciles to the financial statements and can support CFO reporting.

3.7 Task 7: Data Analytics, Process Automation

· The contractor shall build and deploy robotic process automation and research and development of Artificial Intelligence/Machine Learning capability. This capability should encompass visualization and reporting techniques and toolsets to support the automation of day-to-day financial operations. The contractor shall utilize rapid development techniques which conform with current information technology protocols. The contractor shall monitor and sustain the execution of tools developed and correct any issues identified. Tools should be aligned with the DAF’s IT initiatives and ensure capabilities delivered are scalable to fit into the DAF’s Data Architecture Plan.

3.8 Task 8: Change Management/Strategic Communication

· The contractor shall design/develop, provide broad-based communications and change management support for program management, financial management, business process improvement, standardization and other matters related to this effort. The contractor shall maintain the current respective mission partners communication/SharePoint site(s). Assess communication and outreach strategies, approaches, and forums used internally and externally and maintain internal collaboration with government to keep personnel informed on audit status.

3.9 Task 9: DSCA Information Technology Systems

· DSCA shall provide DAF documentation of IT compliance for the Case Management Control System (CMCS) and Security Assistance Management Information System (SAMIS) security cooperation systems to enable the DAF to support DSCA in achieving an unmodified (clean) audit opinion by FY28.

3.10 Task 10: SAF/FM Information Technology Systems

· This contractor shall provide support as it relates to information technology audit remediation, sustainment, and financial statements reporting and analysis for the Department of the Air Force (DAF), which includes United States Air Force (AF) and United States Space Force (SF); hereinafter referred to as DAF. Contractor support shall assist the DAF in achieving the DAF’s audit strategy and roadmap goals and objectives and support the DAF to obtain and sustain a clean audit opinion for information technology assessable unit portion of the DAF’s audit.

SECTION IV – Call Order Level Ordering Guide

4.0 Ordering Guide – This portion of the document lays out the ordering procedures These procedures are only applicable to awarded BPA holders.

4.1 This short guide is written for the users of and contractors on the FIAR BPA. It explains the processes that will be used when awarding each call order, deliverables and actions required during and after performance are completed. The Guide addresses contracting processes and concepts specific to the FIAR BPA.

4.2 Restrictions and minimums associated with call orders. The minimum call order value is $500. There is no maximum order value (remaining ceiling dependent).

4.3 Competition and Limited Sources. Call orders will primarily be competitive (see section 4.8 for evaluation criteria). If a limited source is contemplated, the program team shall update the collaboration site and post the awarded justification approval via sam.gov NLT 14 days after award.

4.4 Who can use this BPA? This BPA is available for SAF/FM (includes Space Force), DSCA, and AFMC use. FIAR BPA is a primarily centralized BPA (decentralization approved on case-by-case basis).

BPA On Ramping (as a new/additional BPA holder) The Government will initially establish the SAF/FM FIAR multiple award BPA competitively utilizing GSA MAS. Initial awardees of this effort were awarded agreements with a base ordering period of five (5) years. The Government may reopen competition utilizing the exact same evaluation criteria that was required for RFP FA701426XXXX at any time during the term of the agreements to add additional contractors to the original pool of awardees. The addition of other contractors, however, will not extend the overall term of the agreement beyond the original five (5) year base ordering period. When reopening competition, the Government will advertise via GSA MAS and conduct a full and open competition. Any current BPA awardee already will not recompete for a position. Once new awardee(s) are selected, they will compete for future orders. The ordering period for new contractors being added will coincide with the remaining ordering period available for initial awardees and shall not extend the overall term of the agreements beyond the original ordering performance period nor shall it reestablish the agreement base period.

BPA Off Ramping (active BPA holders) The following situations shall require FIAR BPA Contractors to be off ramped (removed) as an FIAR BPA Contractor and will no longer be able to propose on future COQRs: Any notices of removal will be provided in writing to the Contractor from the CO:

· Awarded FIAR BPA holders are only allowed to declare a “no bid” two (2) consecutive times OR no more than three (3) times over the entire 5-year ordering period. Whichever threshold is met first. No bids are tracked based on the COQR release date.

· Poor Performance. Poor performance includes: missing milestones and deadlines, not performing IAW Quote/PWS, misconduct of employees, poor quality of deliverables, uncleared personnel, and termination for cause.

a. Marginal or below CPARS on any call orders over the ordering period, etc. Poor performance determinations are at the sole discretion of the Government.

· Marginal, Unacceptable, . For Standard and Extended COQRs. Contractors are only allowed to receive one (1) Marginal or Unacceptable technical Quote ratings one (1) time during the five (5) year ordering period.

· If a Prime contractor utilized subcontractor/teaming partner(s) technical experience to meet the qualifications for an FIAR BPA award and that relationship severs/dissolved, then the Prime contractor will be off ramped as they will no longer meet the minimum qualifications.

· Contractors shall meet its small businesses participation commitment document goals annually. Failure to meet the SBPP goals (showing good faith) may result in the contractor being off ramped.

a. The government will assess the contractors efforts over the course of the annual reporting period for its attempt to ensure small business subcontractors were included in its Quotes.

*Any notices of removal will be provided in writing to the Contractor from the CO.

If a Contractor (prime) is Off Ramped for any reason they are prohibited from reproposing (on-Ramping) as a prime again. No exceptions

Call Order Level Procedures

4.5 Industry Engagement. Industry Engagement is a critical component of the success of the program. Industry engagement can foster collaboration during the processes to gather and understand the mission partners objectives. This enables inputs and insights from the mission partner and industry experts to ensure products, services, and solutions align with the mission partners needs and requirements. This also promotes transparency, open communication to provide clarity on the requirement and productive relationships:

· Requirement Reviews (virtual): Requirement reviews will be scheduled to the maximum extent practicable. They consist of an open session with the mission partner with all contractors present. During the review, the contractors are given the opportunity to ask the mission partner questions and provide recommendations in real time.

· Requirement Pre-Reads (email and/or collaboration site): Pre-reads will be conducted to the maximum extent practicable. Pre- reads are an opportunity for Contractors to ask questions and provide recommendations/feedback for draft documents. Pre-read forms with government responses to contractor-submitted questions go back to each individual contractor. Responses are only shared if the requirement changes, or if documents are requested and provided.

· Ask Me Anything (AMA) Session: AMAs will be scheduled to the maximum extent practicable. AMAs are only scheduled after COQR release. This is another opportunity for Contractors to ask final questions and provide recommendations. Resulting answers to questions or accepted recommendations may change the final requirements. All submitted questions / recommendations will be shared with all offerors. If the changes are substantial, an extension to the due date may be required. While we strive to host an AMA for each COQR, there are requirements that will not have an AMA.

· Industry Engagement prior to COQR Release. The contractor can work with the mission partner one on one in order to reach a better understanding of the requirement; however, if the mission partner meets with one (1) contractor they must meet with all contractors to maintain fair opportunity. Also, if requirements change, those changes must be coordinated with the Contracting Officer so they can be disseminated to all contractors.

4.6 Call Order Quote Request (COQR) ordering procedures: GOVERNMENT PERSONNEL:

· Contact the Program Team at XXXXXXXXXXXXXX.

· Attend Immersion Training. This training is mandatory for the Action Officer and COR and will provide the mission partner with a detailed overview of FIAR BPA. An invite will be provided once contact is made with the team.

· The Program Team will provide access to the collaboration site for all templates, so the mission partner can start the process of their requirement.

· Complete a DRAFT version of the FIAR BPA request form and DRAFT PWS.

a. The FIAR BPA Request Form must be completed and signed by all appropriate signatures

i. The request form shall be thoroughly completed with as much detail allowable. This reduces risk to the contractor and government and drives down unnecessary costs.

b. The DRAFT PWS will start the industry engagement (see section 4.5).

· The mission partner shall continue gathering remaining documentation, funding, etc. during industry engagement and requirement refinement

· The Mission Partner shall complete the following checklist prior to submitting package for final approval:

- Planning PR/MIPR is acceptable for EOY actions.

· The requiring office submits the completed package at: XXXXXXXX.

· Program Team reviews and approves the request

· Program Team completes final review and provides any feedback and comments (if required)

· Requestor completes Technical Evaluation Training.

· FIAR BPA Program Team releases COQR

· Schedule AMA, if required

· Depending on the approved request form, Contractors have the following timelines to provide a Quote package:

*Exact number of days will be indicated in each call order Quote request

· The Government requiring office will evaluate Quotes and respond to the Program Team via the evaluation worksheets with recommendations using the established evaluation criteria.

a. Deviation from the established evaluation criteria will cause delays in the acquisition process. Unsubstantiated ratings will be returned to evaluators for re- write. The Program Team will remain the decision authority on all call orders unless otherwise documented on the FIAR BPA Request Form.

· A kickoff meeting shall be schedule prior to award notification release

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

4.7 Call order Quote Request (COQR) Submission Process and Instructions: CONTRACTORS

· The Program Team provides COQR package

a. Affordability Range: Provided to the Offerors as an estimate only. The government has the right to determine if a Quote above or below the range is in the best interested of the Government

· The Program Team will schedule the AMA, if applicable

· Contractors submit AMA questions by the suspense provided in the COQR, if applicable

· All questions will be answered openly during the AMA. The requesting company will not be revealed during the AMA.

a. Contractors are cautioned to ensure they respond to the PWS as written and not solely rely on the AMA. The AMA is time for Contractors to ask questions to get clarity, it’s not a substitute for the written requirement (PWS).

· Any changes made to the COQR because of the AMA will be incorporated in the PWS.

· Depending on the procedure selected, Contractors have the following timelines to provide a Quote package:

*Exact number of days will be indicated in each call order Quote request Note: Expect award up to 30 days after Quote receipt (this will vary based on schedule, complexity, etc.)

· COQR Page Limitations, Oral Presentation and Other Submission Instructions

· All written submittals shall be on 8 ½ x 11 paper. Font shall be no smaller than 12pt with no smaller than 6pt under graphics, pictures, charts, etc.

· Page limitations and Formatting:

Technical Solution: 20 slides unless otherwise specified, PowerPoint or Adobe PDF format. PSAK (Pricing, SB Participation Plan, Assumptions, Key Personnel Matrix) Form: unlimited, Excel.

a. In an Exception to Fair Opportunity situation, the Government may require Other than Cost or Pricing Data to determine the price Fair and Reasonable. This may include but is not limited to recent contracts for similar services.

b. Pages excluded from page count on the Supplemental includes: Cover page, introduction page, agenda page(s), table of contents. If the offeror is proposing additional deliverables, the offeror shall include those additions in the Supplemental slides.

c. File Naming Conventions:

PSAK (Price, SBPP, Assumptions, Key Personnel)

Uploaded Quotes Folder Name via Collaboration Site (Within offerors assigned channel)

· COQR submissions will be via the FIAR BPA collaboration space. The Government will ensure instructions are clear prior to COQR release.

a. FIAR BPA collaboration space submissions will be uploaded in the appropriately labeled COQR folder under the applicable company. The Government will confirm and acknowledge receipt via the FIAR BPA collaboration space.

· The Program Team will notify the awardee and non-awardees in writing of their respective overall technical rating and price. The notification will provide feedback for each respective Offerors Quote.

· Performance start date should be based on the defined period of performance to the maximum extent possible. A minimum of five (5) business days is recommended to allow coordination of call order kickoff meeting.

· Oral Presentations: For any oral presentation requests (will be expressly stated in the COQR release package), only the supplemental pages will be briefed via PowerPoint/PDF slides. All other elements shall be written (PWS, Key Personnel, Assumptions, Price, SBPP). Oral presentation slides are due at the same time as the COQR package (PWS, Key Personnel, Assumptions, Price, SBPP, Supplemental pages).

a. Attendees: At a minimum, proposed key personnel should participate in the oral presentation.

b. Oral Presentation Time Allotment: Maximum time allowed for oral presentations is one hour (60 minutes) There is no page limit for oral presentations (oral slides serve as the supplemental pages). Only slides presented during oral presentation will be evaluated.

c. Clarifications: The Government may ask clarifying questions at the conclusion of the oral presentation. This is not an opportunity for the offeror to make any changes to the Quote. The clarifying questions will be to give the Government a better understanding of the Quote.

d. Interchanges: In the event Interchanges are required, the Program Team will provide questions via an Interchange Notice (IN) and provide the offerors time to make any final Quote revisions. All due dates/times will be provided with the IN.

· COQR Submission Instructions:

a. The COQR response shall include the Technical Solution (PowerPoint/PDF) and the Price, SBPP, Assumptions, Key Personnel (PSAK) Form.

b. The Technical Solution shall provide the Offerors detailed technical solution to meet the governments requirement. If selected for award, these documents will be incorporated in the final award

c. The Technical Solution shall include:

i. Milestones - Data, visualization, recommendations, decision points, etc.

ii. Strategic Approach, Methodology –Explain how the tasks will be accomplished. Explain the selected methodology and why it was chosen

iii. Executable Approach – Explain the definability of the approach (data, metrics, applicable experience)

iv. Risks Assessment – Explain risk identification, monitoring, measuring, and mitigation

v. Objective metrics – Explain how success/failure will be measured

vi. Betterment – Explain how the approach will make the organization better. Must be a measurable increase in output, efficiency, return on investment, cost savings, etc.

d. The Contractor shall complete and submit the PSAK Form. This document will be incorporated in the final award.

i. The Key Personnel Tab shall only include the actual key personnel required to meet the desired outcome. Complete each column as follows:

1. Availability - Availability is provided to level set expectations and approximation of the availability of key Personnel. Choose Full Time, Part Time, and As Needed for each provided Individual

2. Name – Name of individual (actual hire)

3. Position/Title: Provide position/title

4. Assigned PWS Task(s): Provide the PWS tasks number(s) or paragraph number(s) this individual will be performing or providing support.

5. If the government does not award the call order within 30 days of Quote receipt, if selected for award, the awardee is permitted to provide new key personnel; however, the newly provided key personnel shall be at a similar level (education, experience, qualifications) as the originally proposed key personnel. This change will not count toward key personnel turnover and will be done at no cost to the government

ii. The Small Business Participation Plan (SBPP) Tab shall be included in all COQR responses for review and BPA/call order incorporation purposes. **Prime Contractors on FIAR BPA shall perform at least 50% of the work on all call orders. The contractor is not obligated to propose SB subcontractors for every call order (this is a business decision that can substantially impact minimum SBPP requirements); however, at our sole discretion, the FIAR BPA Program reserves the right to set the SBPP Total Contract Value (TCV) percentages. The BPA SBPP goal is 25%. If this is a requirement, the government will notify the contractor in the COQR.

1. Compliance: Contractors shall provide the name(s) of the SB, socio-economic status, and percentage of the total BPA/call order

2. value (TCV). SBPP will not be evaluated for this COQR, however it will be incorporated into the award and shall be adhered to by the awardee.

iii. The Assumptions Tab shall be completed to provide all contractor-proposed assumptions.

iv. The COQR Price Tab the offeror shall complete all applicable cells within the spreadsheet

1. Each call order will be priced utilizing the proposed pricing per each awardee. Awardees are authorized and encouraged to submit discounts to awarded labor rates. All call orders will be awarded as FFP.

2. Unit: Always Monthly

3. Quantity: Enter number of months. Shall not exceed 12.

4. Monthly Price: Enter monthly price. Shall be rounded to the nearest two decimals.

5. Total Price (each PoP): Automatically generated in the spreadsheet. Total Price of Quantity multiplied by Monthly Price

6. Total Evaluated Price: Automatically generated. Total of all priced CLINs

v. The 52.217-8, Extension of Services Tab it shall be priced at the exact same monthly pricing rate as the correlating CLINs (adding all of the CLINS). The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months. Offerors are required only to price the base and option CLINs. Total Price block is the amount that will be placed in the 52-217-8 CLIN.

vi. The Price Narrative Tab is the contractor’s opportunity to explain its pricing approach. Explain pricing approach from a technical expert. The contractor can provide such information as quantities of licenses, savings from automation, or and any other information to support your pricing.

DO NOT INCLUDE any dollar amounts or cost elements such as profit, G&A, Overhead, etc. This section can help substantiate fair and reasonableness and may assist in justifying price.

vii. In an Exception to Fair Opportunity situation, the Government may require Other than Cost or Pricing Data to determine the price Fair and Reasonable. This may include but is not limited to recent contracts for similar services.

4.8 How will each call order be evaluated?

COQR Technical Evaluation

· TECHNICAL SOLUTION: The Government will evaluate each Offerors technical solution in how they will meet the Government’s desired outcome IAW the Performance Work Statement (PWS). The government will evaluate for understanding, effectiveness, efficiency, sustainability, risks, and realism of the solution. The Government will evaluate each Offerors proposed technical solution to ensure the solution and approach consider applicable regulations, stakeholder engagement, deliverables, and milestones. The Government will evaluate the realism and risks of all proposed assumptions

· Realism that the proposed approach provides enough details to persuade the Government the solution can achieve the desired outcome. Measure of how economically resources/inputs (funds, expertise, time, equipment, etc.) are converted into results.

· Understanding: The extent to which the approach is consistent with the mission partners’ need, priorities

· Effectiveness: The extent to which the objectives can be achieved, or are expected to be achieved

· Sustainability: The ability of the government to sustain audit benefits and the continuation of those benefits after major assistance ceases

· KEY PERSONNEL: The Government will also evaluate the Key Personnel Staffing Matrix that assigns key personnel actual hires IAW its proposed PWS.

· SBPP: The SBPP will be reviewed to ensure it was completed.

**Prime Contractors on FIAR BPA shall perform at least **50% of the work on all call orders.

**Contractors should avoid proposing proprietary solutions. While propriety solutions are not prohibited, they may increase risk to include long term costs and sustainability. If a proprietary solution is proposed, ensure it is clearly stated in the technical solution and addressed in the price narrative.

** The Government may include additional evaluation factors at its sole discretion. If this occurs, Evaluation Instructions and Criteria will be provided at COQR release**

As a result of the technical evaluation, each Contractor will receive a overall Technical rating below:

Strength: an aspect of an offeror's Quote that exceeds specified performance or capability requirements that will be advantageous/provide a benefit to the Government during performance.

Weakness: a flaw in the Quote or proposed approach that increases the risk of unsuccessful performance.

Significant Weakness: a flaw that appreciably increases the risk of successful performance

Deficiency: a failure of a Quote to meet a Government requirement or a combination of weaknesses in a Quote that increases the risk of successful performance to an unacceptable level. (Any deficiencies will render entire Quote Unacceptable).

Price Evaluation The Government will evaluate the total evaluated price for fairness and reasonableness. The Government reserves the right to eliminate a Quote from further evaluation due to evaluated prices that are unfair or unreasonable or unbalanced

Total Evaluated Price: Total value of all CLINs. Total Evaluated Price: Includes all CLINs. This will ensure uniformity across all submitted COQRs.

Reasonableness. Comparison of proposed prices received in response to this COQR is the preferred and intended price analysis technique. Other techniques and procedures found in FAR 15.404-1, if deemed necessary and reasonable, may be used to ensure a fair and reasonable price. The Government will evaluate options in accordance with FAR clause 52.212-2(b), as prescribed in FAR 12.301(c)(1). Evaluation of options shall not obligate the Government to exercise the option(s).

Evaluation of FAR 52.217-8, Option to Extend Services. The option to extend the BPA/call order term will be evaluated as part of the initial evaluation, whereby any resultant exercise of this option is within scope of the pending BPA/call order. The Government will evaluate the possible prices for FAR 52.217-8 through its evaluation of the base and option prices. If conditions warrant the exercise of this FAR 52.217-8, the price(s) for continued performance under this clause shall be at the same price(s) as awarded for the base period or the option period (whichever is being extended). As such, if the base and option prices are considered fair and reasonable then the cost of the possible extension of services under FAR 52.217-8 shall be considered fair and reasonable and in the best interest of the Government.

Basis of Call order Awards

The Government intends to award without exchanges but reserves the right to open exchanges at its discretion. The Government seeks to award to the offeror who gives the Government the greatest confidence that it will best meet the requirements. This may result in an award to a higher rated, higher priced offeror, where the decision is consistent with the evaluation factors, and the Government reasonably determines that performance of the technically superior higher priced offeror outweighs the price difference. While the Government will strive for maximum objectivity, the awarded selection and decision process, by its nature, is subjective; and therefore, professional judgment is implicit throughout the entire process.

The following factors shall be used to evaluate offers: (i) Technical and (ii) Price. Relative importance of factors: Technical is always more important than Price.

The Government will award a call order resulting from any COQR to the responsible Contractor whose Quote, conforming to the COQR, based on the evaluation factors was the most advantageous to the Government, providing the best value, technical and price considered.

4.9 Exchanges Between the Government and Contractors.

The Government reserves the right to enter clarification and/or exchanges with one, some, all, or no offerors.

Exchanges: Dialogue of any type (written or oral) with Contractors on FIAR concerning active COQRs. Exchanges can be simple clarifications concerning COQR submissions or requests to make changes to COQR submissions.

Clarifications can be held at the conclusion of an oral presentation or during Quote review and can be provided in writing via email. The offeror can clarify something in its Quote but is not afforded the opportunity to make changes to its Quote.

Interchanges will be provided in writing in an Interchange Notice (IN) via email. The offeror will be afforded the opportunity make changes to the Quote, if desired.

SECTION V – Service Summary

5.0 Service Summary

5.1 Contractor service requirements. Contractor service requirements are summarized into performance objectives that relate directly to requirements at the BPA level and some performance objectives flow down to the call order level. Each call order will have its own deliverables services summary which will be provided in the PWS. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement and will usually be assessed on an “Acceptable” or “Unacceptable” basis. These thresholds are critical to success of the FIAR mission.

paragraph Performance Threshold

Performance is marginal when 80 to 89% of qualified personnel are on the job at the start of the call order.

Performance is unacceptable when < 80% of qualified personnel are on the job at the start of the call order.

Call order Level 8.10 Performance is excellent when the turnover rate for key personnel does not exceed 20%.

Performance is unacceptable when the turnover rate for key personnel exceeds 30%.

filled with qualified personnel within 5 calendar days of vacancy, unless approved in writing or otherwise directed in advance by the CO, AND there is no mission impact due to position vacancies or…