Appendix_D-Instructions_to_Offerors_-DRAFT.pdf

DRAFT

ADDENDUM TO FAR 52.212-1

INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS FOR

PROPOSAL PREPARATION USING TRADEOFF SOURCE SELECTION

PROCEDURES

1.0 Program Structure and Objective

The Government plans to award a single contract for the United States Air Force Academy (USAFA) Contractor Logistics Support (CLS) program. This will support a fleet of 58 commercial derivative aircraft which includes seven different models of aircraft. CLS will primarily include all design, maintenance, installation and test of modifications, engineering services, organizational and depot level maintenance and repaint, supply support, engineering/technical data, transportation of parts and components and launch and recovery of the USAFA fleet of aircraft. Contractor Operated & Maintained Base Supply (COMBS) support includes parts and material supply, replenishment, and replacement as well as off-aircraft repair, maintenance, and overhaul of aircraft components, engines, and landing gear. Support equipment maintenance is also included. Also included is the capability to provide depot-level repair and modification kit procurement and installation services as needed.

1.1 The government plans to award a single indefinite delivery/indefinite contract (ID/IQ) as a result of this solicitation. Award will be made on the basis of “best value” and may utilize tradeoff source selection procedures in accordance with DoD Source Selection Procedures. If used, the tradeoff will be between past performance and price among those Offerors who have been determined technically acceptable. Award will be made to the contractor that provides the “best value” to the Government over the entire period of performance: The USAFA CLS acquisition basic period is 7-months which includes a 90-day transition period and a 4-month base period, 4 12-month option periods, 2 12-month option incentive periods and 1 6-month continuation of services (if required).

1.2. Budget/Funding Information

Funding will be obligated for the Firm-Fixed-Price (FFP) Contract Line Item Number (CLIN) phase-in period and will satisfy the minimum contract guarantee..

1.3 To assure timely and equitable evaluation of proposals, Offerors must follow the instructions contained herein. Offerors are required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in an offer being ineligible for award. The response shall consist of four (4) separate volumes; Volume I –Technical Proposal, Volume II – Past Performance Information; Volume III –Price Proposal; and Volume IV – Contract Documentation.

2.0 General Instructions

a. This section of the Instructions to Offerors (ITO) provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The Offeror’s proposal must include all data and information requested by the ITO and must be submitted in accordance with these instructions. Any Offeror who submits an incomplete package may be considered ineligible for award. The offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS) and appendices. Non-conformance with the instructions provided in the ITO may result in an unfavorable proposal evaluation or exclusion from the competition.

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

c. Elaborate brochures, documentation, binding, detailed artwork, or other embellishments are unnecessary and are not desired.

d. The proposal acceptance period is specified in the model contract/solicitation.

The Offeror shall make a clear statement in Volume IV of the proposal documentation that the proposal is valid until this date.

e. In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one copy of all unsuccessful proposals. Unless the Offeror requests otherwise, the Government will destroy extra copies of such unsuccessful proposals.

2.1. General Information

2.1.1. Point of Contact

The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO. Written requests for clarification may be sent to the CO at the address located in Section A of the model contract/solicitation.

2.1.2. Debriefings

The CO will promptly notify Offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505. Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to wait until after the source selection decision to request a post-award debriefing. However, Offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal. The CO will notify unsuccessful Offerors in accordance with FAR 15.503. Upon such notification, unsuccessful Offerors may request and receive a debriefing. Offerors desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

2.1.3. Discrepancies

If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall immediately notify the CO in writing with supporting rationale as well as the remedies the Offeror is asking the CO to consider as related to the omission or error. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions. This reservation includes matters of additional or substitute pages of the initial proposal.

2.1.4. Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) website at http://www.fbo.gov. Potential Offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.1.5. Oral Presentation

Oral presentations will not be utilized.

2.1.6 Communications - Exchanges of source selection information between Government and Offerors will be controlled by the CO. E-mail (encrypted when possible or password protected documents) may be used to transmit such information to Offerors and shall include “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line. Additionally, source selection information may be transmitted via facsimile (encrypted when possible), U.S. Postal (or like service) delivery, and/or oral with telephonic or face-to-face meetings.

2.1.7. Amendments to Solicitation

If this RFP is amended, all terms and conditions, which are not amended, remain unchanged and in full force and effect. Offerors shall acknowledge receipt of any amendment and provide confirmation upon submission of the Offeror’s proposal. Any unacknowledged amendments in the Offeror’s proposal are subject to solicitation provision FAR 52.212-1(f).

2.1.8. Submission, Modification, Revision, and Withdrawal of Proposals Proposals and modifications to proposals shall be submitted in sealed envelopes or packages in paper media and electronic media (either CD or DVD) addressed to the CO at the address shown in Section A of the model contract/solicitation, and showing the time and date specified for receipt, the solicitation number, and the name and address of the Offeror.

2.2. Organization/Number of Copies/Page Limits

2.2.1. The Title Page of each volume must show solicitation number, name, address, and telephone and facsimile numbers of the Offeror and electronic e-mail address if available.

2.2.2. A Team List of the OfferorOfferor’s primary Point of Contacts shall be submitted in each volume using the format shown in Attachment 2 of the ITO.

http://www.fbo.gov/

2.2.3. The OfferorOfferor shall prepare the proposal as set forth in the Proposal Organization Table (Table 2.2 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 2.2. The attachments identified in the table shall be separately bound in three-ring, loose-leaf binders, as necessary. The contents of each proposal volume are described in the ITO paragraph as noted in the table below.

Table 2.2 Proposal Organization

Volume

ITO

Paragraph

Number

Volume Title

Hard Copies/

Disk Copies

Page Limit

I 3.0 Technical – (FACTOR 1) 5/1 65

3.2.2 Title Page (Not included in 65 page limit) 1

3.2.2 Team List (see Attach 2.0)(Not included in 65 page

limit)

3.2.2 Table of Contents Unlimited

3.2.2 List of Tables and Figures Unlimited

3.2.2 Glossary of Abbreviations and Acronyms Unlimited

3.2.3

Subfactor 1: Phase-In/Transition

3.2.4 Subfactor 2: Program Management

3.2.5 Subfactor 3: Maintenance and Supply Support

3.2.6 Subfactor 4: Tow Support Services

II 4.0 Past Performance (FACTOR 2) 5/1

4.1.1 Title Page 1

4.1.1 Team List (See Attach 2.0) 5

4.1

Present/Past Performance Information (PPI) and Relevant Contract Narrative (See Attach 1.1)

Max 8 pages per contract

4.1.2 Consent Letter (See Attach 1.4) Unlimited

4.1.2 Client Authorization Letters (See Attach 1.5) Unlimited

4.2.2 Present/Past Performance Questionnaires (See

Attach 1.2) Tab Only

4.3

Relevant Contract Narrative

Max 5 pages per contract

4.3.3 Organizational Structure Change History 2

III 5.0 Price Volume (FACTOR 3) 2/2

5.1 General Information Unlimited

5.2 Price Reasonableness, Balance, Realism Unlimited

5.3 Estimating Methodology Unlimited

5.4 Pricing Support Information Unlimited

5.5 Volume Organization Unlimited

IV 6.0 Contract Documentation 2/1

3.2.2 Title Page (SF1449) 1

3.2.2 Team List (see Attach 2.0) 5

3.2.2 Table of Contents Unlimited

3.2.2 List of Tables and Figures Unlimited

3.2.2 Glossary of Abbreviations and Acronyms Unlimited

3.2.2/6.3.4 Team List, Arrangements, and/or Letters of Intent Unlimited

6.1 Model Contract (Sections A-J) N/A

6.1.4 Representations and Certifications (Section K) N/A

6.3.1-6.3.3 Contact Information Unlimited

2.2.4 File Names - Offerors shall submit volumes with the following file names: Volume 1 – Technical.doc, Volume II – PastPerf.doc, Volume III –Price.doc, and Volume IV – Contract.doc.

2.2.5. Page Limitations

Each page shall be counted except the following: blank pages, title pages, tables of contents, tabs, indexes, glossaries, and those noted in the Proposed Organization Chart as unlimited. Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and (for paper copies) will be returned to the Offeror as soon as practicable. Page limitations may also be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the Offerors. Each page shall be counted except the following: blank pages, title pages, tables of contents, tabs, indexes, glossaries, and those noted in the Proposed Organization Chart as unlimited.

Page limits apply to both hard and electronic copies.

2.2.6. Pricing Information

All pricing information shall be addressed ONLY in the Price Proposal and Contract Documentation volumes. Price trade-off information, work hour estimates, and material kinds and quantities may be used in other volumes only as appropriate for presenting rationale for alternatives or design and trade-off decisions.

2.2.7. Cross Referencing

Each volume shall be written on a stand-alone basis so that its contents may be evaluated without cross-referencing to other volumes of the proposal. Information required for proposal evaluation, which is not found in its designated volume, will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted when its use would conserve space without impairing clarity.

2.2.8. Requirements Correlation Matrix

The Offeror shall complete the cross-reference matrix provided in Table 2.2.8 below which will indicate the corresponding proposal paragraph in that section which addresses the referenced item. The Offerors cross reference matrix shall include the proposal reference information as it relates to the instructions, PWS contents, RFP sections, CLIN numbers, CDRL references (if applicable), and the corresponding proposal paragraph in the section which addresses the reference item as part of Volume I –Technical; Volume II – Past Performance; Volume III –Price.

6.3.5 Attachments to the Model Contract Unlimited

Table 2.2.8 Correlation Matrix

Cross Reference

PWS Para

RFP

Appendices

D & E – Sections

L&M

CLIN

Report

Number Attachment E

Proposal (Volume &

Para)

Phase-in/Transition SubFactor 1 0001 Element 1a – Plan to manage, track and accomplish phase-in and execute an orderly transition;

Phase-in inventory;

Letters of intent to establish and maintain written support agreements;

Approach to hire trained/qualified personnel

1.39 & 1.39.1

3.1.1 &3.1.1.1

1.25

1.20, 1.20.1

L: 3.2.3 M: 2.2.1a

L: 3.2.3a

N/A

Report #5

Element 1b– Phase-In Milestone chart/plan

1.39.1 L: 3.2.3b

M: 2.2.1b

0001 N/A

Program Management SubFactor 2 Element 2a – Identify an experienced on-site single point of contact;

Plan to establish and maintain maintenance management indicators (MMI) database;

Program Reporting;

Plans, Scheduling and Documentation

1.20.2

1.21.2

1.31,1.31.1 and 1.31.2

1.30

L: 3.2.4a M: 2.2.2a

L: 3,2.4a

#’s14&15

Attachment E in its entirety

Element 2b – Understanding of U.S. Air Force and FAA standards

IAW PWS L: 3.2.4b M: 2.2.2b

0008 N/A

Maintenance and Supply Support

SubFactor 3

Element 3a –Approach to maintain calibration of Government and Contractor support equipment

1.6.8 L: 3.2.5a

M: 2.2.3a

Element 3b – Approach to procure, issue, maintain, 1.2, Table 1-2 L: 3.2.5b M: 2.2.3b

0006 Report #4,5&15 replenish and manage all parts and materials to meet MC rates

Element 3c – Establish and manage COMBS

Approach manage parts obsolescence

Approach to procure, manage, and replenish GFP/GFE

1.18

1.18.1.1

1.18.2,1.18.2.1 and 3.1

L: 3.2.5c M:2.2.3c

M: 2.2.3c

M: 2.2.3c

#4,5&15

Report #6

Report #5

Element 3d - Plan to maintain all aircraft assigned to the USAFA program;

Approach to maintain configuration control status

Approach to accomplish AD;

SB; and Modifications

1-3

1.28.3

1.40

L: 3.2.5d M: 2.2.3d

L: 3.2.5d

L:3.2.5d

Tow Support SubFactor 4 Element 4a – Provide Tow Aircraft specifications

1.27.2, 1.27.2.1, 1-

27.3-3.3

L: 3.2.6a M: 2.2.4a

0003 N/A

Element 4b- Provide and maintain Tow pilots

1.27.1-4, 1.27.3.1-3.3

L: 3.2.6b M: 2.2.4b

0003 N/A

2.2.9. Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

2.2.10. Include an indexed list of Tables and Figures.

2.2.11. Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

2.3. Page Size and Format

2.3.1. A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 x 11 inches, not including foldouts. Page line spacing shall be 1.5 lines. Except for the reproduced sections of the solicitation document, the text size shall be no less than Arial 12 points. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1 inch margins on the top and bottom and 3/4 inch side margins. Pages shall be numbered sequentially by volume. These page format restrictions shall apply to responses to Evaluation Notice (ENs). These limitations shall apply to both electronic and hard copy proposals.

2.3.2. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated and shall not exceed 11 x 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; not for pages of text. The following limitation only applies to the Technical Volume. Text intended for evaluation within all figures, charts, tables, and graphs, to include imbedded images, shall be no less than Arial 8-pt. These limitations shall apply to both electronic and hard copy proposals. Any text within figures, charts, tables, and graphs which do not meet this requirement will not be considered in the evaluation. These limitations shall apply to both electronic and hard copy proposals.

2.4. Binding and Labeling

Each volume of the proposal should be separately bound in a three-ring, loose-leaf binder permitting the volume to lie flat when open. Staples shall not be used. A cover sheet should be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification and the Offeror’s name. The same identifying data should be placed on the spine of each binder. All unclassified document binders shall have a color other than red or other applicable security designation colors. Be sure to apply all appropriate markings including those prescribed in accordance with FAR 52.215-1(e), Restriction on Disclosure and Use of Data, and FAR 3.104-4, Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.

2.5. Electronic Offers

The content and page size of electronic copies must be identical to the hard copies.

When discrepancies exist between the written hard copies and those provided in electronic format, the written hard copies will take precedence in all cases. For electronic copies, indicate on each Compact Disc Read Only Memory (CD-ROM) the volume number and title. Use separate files to permit rapid location of all portions, including subfactors, required plans, exhibits, appendices, and attachments, if any. The Offeror shall submit volumes I through IV in electronic format. Each volume shall be submitted on a separate CD. If files are compressed, the necessary decompression program must be included. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Word 2007 or 2010, MS Excel 2007 or 2010, and MS-Power Point 2007 or 2010.

2.6. Distribution

The "original" proposal shall be clearly identified. Proposals shall be addressed to the Contracting Officer and mailed to:

DEPARTMENT OF THE AIR FORCE

AFLCMC/WLKLA ATTN: Shirley Harmon 3001 Staff Dr, STE 1AD2 103C Tinker AFB OK 73145-3020 Telephone: 405-734-6507 Fax: 405-739-5451 Shirley.Harmon.1@us.af.mil

3.0 Factor 1 – Technical

3.1. General

The Technical Volume should be specific and complete. Legibility, clarity and coherence are very important. Your responses will be evaluated against the Technical subfactors defined in Addendum to FAR 52.212-2, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these subfactors. All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. It is neither necessary nor desirable for you to tell us so in your proposal.

Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

3.2. Format and Specific Content

3.2.1. Technical - (Volume I)

In the Technical Volume, address your proposed approach to meeting the minimum performance or capability requirements of each technical subfactor.

3.2.2. Volume Organization

The Technical Volume shall be organized according to the outline provided in Table 1

3.2.3. Subfactor One: Phase-In/Transition

The Offeror shall provide an approach for the Phase-In period for the USAFA program.

As a minimum, the approach shall provide the following essential elements:

a. Describe a plan to manage, track and accomplish phase-in and execute an orderly transition in accordance with Performance Work Statement (PWS) paragraph 1.39 and all subsequent paragraphs. As a minimum the plan shall include:

• An orderly method to transition from the existing contractor and provide a 3-month phase-in plan. The Contractor shall be responsible for work requirements and work in progress at the start of full scale performance with the exception of any work in progress at a depot facility.

• The Contractor shall complete a phase-in inventory in accordance with PWS paragraphs 3.1.1 and 3.1.1.1.

• Provide letters of intent to establish and maintain written support agreements with appropriate Original Equipment Manufacturers (OEMs) outlined in PWS paragraph 1.25.

• Approach to hire trained and qualified personnel in accordance with PWS paragraphs 1.20 and 1.20.1.

b. Provide a detailed milestone chart/plan which incorporates, all phase-in requirements, with a critical path, to accomplish a smooth phase-in and to mitigate any associated risks in accordance with PWS Paragraphs 1.39.1.

3.2.4. Subfactor Two: Program Management

The Offeror shall provide an approach for Program Management for the USAF Academy program. As a minimum, the approach shall provide the following essential components:

a. Provide a program management plan to manage the USAF Academy Contractor Logistics Support (CLS) program in accordance with the PWS. As a minimum the plan shall include:

• Identify an experienced on-site single point of contact, with aircraft maintenance management experience outlined in PWS paragraph 1.20.2.

• A plan to establish and maintain a comprehensive maintenance management indicators (MMI) database in accordance with PWS paragraph 1.21.2.

• Approach to developing and delivering program reports in accordance with

PWS paragraphs 1.31, 1.31.1 and 1.31.2 and Attachment E.

• Describe an approach to provide Plans, Scheduling and Documentation

(PS&D) functions in accordance with PWS paragraph 1.30.

b. Describe an awareness and understanding of applicable U.S. Air Force and FAA standards and the differences between the two (i.e. operating environment, tooling accountability, etc.) for the management and sustainment of USAFA fleet in accordance with all work described in the PWS.

3.2.5. Subfactor Three: Maintenance and Supply Support

The Offeror shall provide an approach for Maintenance and Supply Support for the USAFA program. As a minimum, the approach shall provide the following essential elements:

a. Approach to maintain calibration of Government and Contractor furnished support equipment in accordance with PWS paragraph 1.6.8.

b. Provide an approach to procure, issue, maintain, and manage all parts, materials, and components to meet Mission Capable (MC) rates in accordance with PWS paragraph 1.2 and Table 1-2.

c. A plan to establish and manage a Contractor Operated & Maintained Base Supply (COMBS) in accordance with PWS paragraphs, 1.18, 1.18.1 and all subsequent paragraphs. As a minimum the plan shall include:

• An approach to manage parts obsolescence and Diminishing Manufacturing Sources and Material Shortage (DMSMS) in accordance with PWS paragraph 1.18.1.1.

• An approach to procure and manage Government Furnished

Property/Equipment (GFP/GFE) in accordance with PWS paragraphs

1.18.2 and 1.18.2.1 and paragraph 3.1.

d. A plan to maintain all aircraft assigned to the USAF Academy program in accordance with PWS paragraph 1.3. As a minimum the approach shall include:

• Approach to maintain configuration control status of aircraft fleets in accordance with PWS paragraph 1.28 and all subsequent paragraphs.

• Approach to accomplish Airworthiness Directives (AD), Service Bulletins

(SB), government inspections, engineering changes and modifications in accordance with PWS paragraph 1.40.

3.2.6. Subfactor Four: Tow Support

The Offeror shall provide an approach for Tow Support of the USAFA program. As a minimum, the approach shall provide the following essential elements:

a. Provide type and performance capabilities of tow aircraft to address the requirements in accordance with PWS paragraghs1.27.2 and 1.27.2.1.

b. Provide and maintain tow pilots and plan to address the qualifications in accordance with 14 CFR Part 61, Section 61.69 and the requirements in PWS paragraph 1.27.1 and 1.27.1.2.

4.0. Factor 2 – Past Performance- (Volume II)

4.1. General

4.1.1. Each Offeror shall submit a past performance volume with its proposal, containing past performance information in accordance with the format contained in Attachment

1.1 of the ITO. This information is required on the Offeror and all subcontractors, teaming partners, and/or joint venture partners proposed to perform the work outlined in the solicitation. Offerors are cautioned that the Government will use data provided by each Offeror in this volume and data obtained from other sources in the evaluation of past performance.

4.1.2. Along with the information required in this paragraph, the Offeror shall submit a consent letter (Attachment 1.4) executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the Offeror so the Offeror can respond to such information. For each identified effort for a commercial customer, the Offeror shall also submit a client authorization letter (Attachment 1.5) authorizing release to the Government of requested information on the Offeror’s performance.

4.2. Early Proposal Information

4.2.1. Each Offeror is requested to submit Volume II Past Performance for each relevant contract fifteen (15) calendar days prior to the solicitation closing date. Failure to submit early proposal information will not result in Offeror disqualification.

4.2.2. As soon as practicable, Offerors shall complete Section 1 of the attached Past Performance Questionnaire (Attachment 1.2) and e-mail it and the Performance Questionnaire Letter (Attachment 1.3) to all points of contacts (POCs) the Offeror has listed in the Past Performance Information Sheets (PPIS)(Attachment 1.1). The POCs will complete the questionnaires and forward them, directly to the Past Performance Evaluation Team (PPET (Attn: Shirley Harmon) or e-mail shirley.harmon.1@us.af.mil. RESPONDENTS TO THE QUESTIONNAIRES SHALL

NOT SEND THE COMPLETED INFORMATION SHEETS BACK TO THE OFFEROR.

Offerors shall not follow-up with respondents to ensure they have completed the questionnaires. The PPET will conduct such follow-up with any POC as necessary.

4.3. Relevant Contracts

4.3.1. Request each PPIS not exceed a target of 8 pages, although more or less may be submitted if necessary and relevant to the USAF Academy effort. Request each Offeror submit up to three (3) PPIS forms for the prime Contractor and up to three (3) for each significant subcontractor/teaming partner. The target of 8 pages for PPIS does not include the allowable 5 pages for ITO Paragraph Number 5.3.1, Relevant Contract Narrative. NOTE: The requested number of PPIS forms for the prime and subcontractors are preferences, and not requirements. Offerors who submit less than the preferred number of PPIS forms are not automatically assigned an “Unknown Confidence” rating. Fewer numbers may be acceptable if the Government determines there is sufficient information to determine a confidence rating. Please only submit information on subcontractors and teaming partners performing key or critical portions of the USAF Academy effort. There is no limit on the number of PPIS forms allowed per team; however, Offerors are requested to limit responses to those efforts necessary for evaluation and relevant to the USAF Academy effort. NOTE: The Government will not consider performance on a newly awarded contract without a performance history or on an effort that concluded more than five years prior to the USAF Academy effort.

NOTE: Printed hard copies of the pages generated from the PPI tool are subject to the limitations outlined in this paragraph.

4.3.2. PPI Relevant Contract Narrative

Offerors shall provide a narrative explaining what aspects of the contracts are deemed relevant to the proposed effort and to what aspects of the proposed effort they relate.

This may include a discussion of efforts accomplished by the Offeror to resolve problems encountered on prior contracts as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to a limited or no confidence rating, since the problems encountered may have been on a more complex program, or an Offeror may have subsequently demonstrated the ability to overcome the problems encountered. The Offeror shall clearly demonstrate management actions employed in overcoming problems and the effects of those actions, in terms of improvements achieved or problems rectified. This may allow the Offeror to be considered a higher confidence candidate. For example, submittal of quality performance indicators or other management indicators that clearly support that an Offeror has overcome past problems is required. Categorize the relevance information into the specific technical subfactors and Cost /Price assessment used to evaluate the proposal.

4.3.3. Organizational Structure Change History

Many companies have acquired, been acquired by, or otherwise merged with other companies and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant past efforts or between the conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, Offeror’s shall include a "roadmap" describing all such changes in the organization of the Offeror’s company. A pamphlet or other commercial document describing such reorganizations may suffice. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance confidence assessment. Since the Government intends to consider past performance information provided by other sources as well as that provided by the Offeror(s), the "roadmap" should be both specifically applicable to the efforts identified, yet general enough to apply to efforts on which the Government receives information from other sources.

5.0. VOLUME IV - Factor 3 – Price

5.1. General Instructions

In the Price Volume, the Offeror shall provide the following information in addition to the pricing in the Pricing Matrix (Appendix F) of the solicitation. These instructions are to assist you in submitting information required to evaluate the reasonableness, balance, and realism of your proposed pricing. Compliance with these instructions is mandatory and failure to comply may result in your proposal being ineligible for award.

5.1.1 Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your price position. All information relating to the proposed price including all required supporting documentation must be included in the section of the proposal designated as the Price Volume. Under no circumstances shall this information and documentation pertaining to pricing be included elsewhere in the proposal (except Appendix F, Pricing Matrix, which will be included in the Contract Volume).

5.1.2 The Estimated Quantities Table provided in Addendum to FAR 52.212-2, paragraph 2.4.7 provides estimates of the AF Academy requirements to be completed during specific periods of performance. All such quantities will be used for evaluation purposes only and do not obligate the Government to exercise or guarantee such quantities or prices during the contract performance period.

5.2. Price Reasonableness, Balance, Price Realism

Offeror’s proposal will be evaluated for reasonableness (including completeness), balance and price realism. Unreasonable proposed prices, initially or subsequently, may be grounds for eliminating a proposal from competition. For completeness, Offerors must provide unit prices for all listed items for all required performance periods.

Additionally, unbalanced pricing may pose an unacceptable risk to the Government and may be a reason to reject an Offeror’s proposal. Unrealistic proposed prices, initially or subsequently, may be grounds for eliminating a proposal from competition on the basis that the Offeror does not understand the requirement. Offers should be sufficiently detailed to demonstrate their reasonableness, balance, and price realism. The burden of proof for credibility of proposed costs/prices rests with the Offeror.

5.2.1 Price Reasonableness

Reasonableness is based on an overall evaluated proposed price and must represent a price to the Government a prudent person would pay in the conduct of competitive business. Normally, price reasonableness is established through adequate price competition, but may also be determined through proposal analysis techniques. To assist in the price reasonableness assessment Offerors are required to provide supporting explanation/rationale as outlined in this ITO. Offers should be sufficiently detailed to demonstrate their reasonableness. The burden of proof for credibility of proposed prices rests with the Offeror.

5.2.2 Balanced Pricing

The Offeror is cautioned against submitting an offer that exhibits unbalanced pricing.

Unbalanced pricing may increase performance risk and could result in payment of unreasonable prices. Unbalanced pricing exists when, despite an acceptable Total Evaluated Price (TEP), the price of one or more contract line items (CLINs) is significantly over or understated as indicated by application of price analysis techniques such that there is reasonable doubt the offer would result in the lowest overall cost to the Government, even though it is the lowest TEP. Also, an offer could be so grossly unbalanced that an acceptance of the offer would be tantamount to allowing an advanced payment. Balanced pricing is determined with respect to separately price CLINs or SubCLINs or significant unexplained variance within one CLIN’s pricing from year to year.

To assist the determination of balanced pricing, Offerors shall complete the attached Pricing Matrix (Appendix F). Completion of the Pricing Matrix allows efficient comparison of proposed pricing with the PWS requirements. If what happens to be unbalanced pricing is due to sound rationale associated with, for example, the proposal’s technical approach, Offerors shall provide an explanation to account for any pricing that appears unbalanced.

5.2.3 Price Realism

Proposed pricing must demonstrate adequate understanding of the requirement and that it does not pose a risk to performance. Proposed pricing shall be realistic for the work required. Proposed pricing must be consistent with the proposed approach and show an understanding of the requirement, including program complexity.

5.2.4 Pricing Information Requirements

FAR part 12 applies overall to this acquisition. However, FAR Part 15 applies regarding price analysis as a basis for determining reasonable and balanced pricing. Additional information is not requested nor desired by the Government. However, if the Offeror believes additional data other than certified cost or pricing data is necessary to justify or clarify proposed pricing, it may be included in the Price Volume.

In accordance with FAR 15.403-3-1(b), prices based on adequate price competition do not require submission of certified cost or pricing data. In accordance with FAR 15.403- 3(a), however, data other than certified cost or pricing data may be required to support price reasonableness. FAR 15.403-3(a)(1) provides for obtaining data other than certified cost or pricing data if needed to determine price reasonableness. Therefore, the FAR does not preclude the requirement for obtaining data other than certified cost or pricing data under certain circumstances and the Government reserves the right to obtain data as appropriate.

Should the CO determine proposed prices appear unreasonable or the possibility that an Offeror does not fully understand the requirement, the Offerors may be required to support price reasonableness via data other than certified cost or pricing data. If, after receipt of proposals, the CO determines that there is insufficient information available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the Offeror shall be required to submit certified cost or pricing data.

5.2.5. Rounding

All proposed dollar amounts shall be rounded to the nearest dollar, except hourly labor rates (fully loaded or burdened) shall be rounded to the nearest cent. Also proposed Material Handling Rates or General & Administrative (G&A) rates shall be rounded to four decimal places to the right of the decimal point. The Pricing Matrix format provides for decimal places that must be in accordance with this required decimal format. If any pricing proposal deviates from this format, the Government will apply the specified format to determine the extended pricing and TEP.

5.2.6 Services Contract Labor Standards/Collective Bargaining Agreement

(SCLS/CBA)

It is the responsibility of the Offeror and the subsequent contract awardee to comply with the SCLS. In this section of the Price Volume, demonstrate compliance with SCLS requirements per Department of Labor (Government Point of Contact (POC)) for any questions regarding use of SCLS. Provide a table conforming (linking) the Offeror’s proposed job categories/skill levels considered subject to the SCLS with the job categories/skill levels of the Wage Determination (WD). This cross reference provides a tie between the labor categories/skill levels proposed and the labor categories/skill levels listed in the SCLS WD. Provide general information regarding any CBAs applicable to this acquisition.

5.2.7 Government Field Support Agencies

Identify the cognizant Defense Contract Audit Agency (DCAA) and the Defense Contract Management Agency (DCMA) office responsible for administration of the Offeror’s government contracts. Include names, physical addresses, telephone numbers, and e-mail addresses.

5.3 Estimating Methodology Utilized in Pricing Proposal

5.3.1 Estimating System

Provide a summary description of your standard estimating system or methods. Also, identify any deviations from your standard estimating procedures in preparing this proposal volume. Indicate whether you have Government approval of your system and if so, provide evidence of such approval.

5.3.2 Purchasing System

Provide a summary description of your purchasing system or methods (e.g., how material requirements are determined, how sources are selected, when firm quotes are obtained, what provision is made to ensure quantity and other discounts). Also, identify any deviations from your standard procedures in preparing this proposal. Indicate whether you have Government approval of your system and if so, provide evidence of such approval.

5.3.3 Accounting System

Provide a summary of your accounting system or methods. Provide your current Cost Accounting System (CAS) Disclosure Statement and discuss any pending revisions applicable to this solicitation. Indicate whether you have Government (DCMA) approval of your accounting system and if so, provide evidence of such approval. Also, identify any deviations from your standard procedures in preparing this proposal.

5.3.4 Explanation of Specific Estimating Techniques and Methods Explain the methodology used to estimate costs in the development of your proposed pricing. A variety of estimating techniques and methods are acceptable as a basis of estimate in proposed pricing. Acceptable contemporary estimating methods can include Cost-to Cost and Cost to Non-Cost Estimating Relationships (CERs), commercial catalogs, etc. The Government reserves the right to obtain information from the Contract Business Analysis Repository (CBAR) as considered necessary.

5.3.5 Past Experience Basis of Estimate

Where cost estimates are based on past experience, identify the past experience;

explain how the past experience relates to the current effort including similarities and differences and how cost data available from the past experiences was adapted to the current effort pricing.

5.4. Pricing Support Information

5.4.1 Price Assumptions Used in Development of Proposed Pricing Information to support reasonableness of proposed pricing is required including supporting data and estimating methodology to support price reasonableness. All significant assumptions (including indirect rates for the Offeror’s appropriate accounting period, volume or location discounts), scope limitations and/or qualifications of the pricing proposal shall be addressed and explained.

5.4.2 Probable Subcontractors

Submit a list of the proposed probable subcontractors and inter-divisional transfers showing (a) the supplier, (b) description of effort, and (c) type of contract.

5.4.3 Subcontractor and Vendor Pricing

Include a detailed explanation of your determination of proposed subcontractor or vendor pricing considered fair and reasonable. As prime contractor, documentation is required to demonstrate subcontractor/vendor commercial quotes are considered fair and reasonable. Include a detailed description of your process for evaluating subcontractor/vendor pricing in your determination of fair and reasonable pricing.

Offerors are required to provide an explanation of how indirect costs (Including Material Handling costs), G&A and profit are applied to subcontractor proposal cost/pricing and whether all subcontractor costs, including indirect rates (particularly Material Handling rates), G&A, and profit are included as a total subcontract amount (i.e., prime treats all subcontractor/vendor costs as their direct cost to which the prime applies their own indirect costs, G&A, cost of money (COM) and profit). Also, include an explanation of your determination to utilize “make” or “buy” subcontractor or vendor parts.

5.4.4 Government Furnished Property/Equipment/Material/Facilities

(GFP/GFE/GFM/GFF)

Provide assumptions regarding usage of all GFP, including GFM, GFE, and GFF as reflected in your pricing proposal. Appendix D of the RFP contains items to be provided as GFP/GFE/GFM/GFF.

5.4.5 Contractor Furnished Property/Equipment/Tooling/Material (CFP/CFE/CFT/

CFM)

If property, equipment and/or tooling is necessary to meet the requirement but is not provided in Appendix D, it is the Contractor’s responsibility to obtain that property, equipment and/or tooling.

Verify your understanding and intention to provide property, material, equipment and tooling by distinguishing between those items provided by the contractor versus the Government. Also separately list your assumptions regarding facilities, equipment, parts and manpower provided by contractors (prime contractor, subcontractors and/or vendors).

5.4.5 Proposed Price Reduction per Corporate/Management Decision If estimated prices to perform the proposed effort have been decreased due to a management decision, provide a summary of the reduction by major cost element (e.g., material, labor, overhead, profit, etc.). Also, provide complete rationale for the reduction. Provide the estimated dollar and percentage of the reduction, explaining how such reductions ensure not to increase performance risk to the Government.

5.4.6 Proposed Fixed Rates: Hourly Labor Rates for Over & Above (O&A) Labor;

Material Handling Rates and General & Administrative Rates for Travel and Transportation The Pricing Matrix (Appendix D) includes various O&A CLINs (X015 through X018), and some will contain rates. Proposed labor rates (e.g., fully burdened hourly labor rates for all types of O&A labor) shall be in accordance with SCAs/CBAs, if applicable. It should be noted that proposed rates shall be provided for each year of the performance period.

All rates shall be proposed as Fixed-Priced (FP) rates. Fixed Rates are those rates proposed for all performance periods and are considered fixed at the proposed amount.

These rates shall not be exceeded except for upward adjustments IAW updated SCL/CBA wage determinations. Offerors are to indicate their understanding of proposed fixed rates, acknowledging that such rates will apply to out-years (period of performance beyond year one of the basic period) in the future despite what current actuals are running at the time.

These O&A Fixed Rates shall be proposed at sufficient dollar amounts to adequately cover any and all fluctuations in actual costs in out-years. This includes actuals for prime or any and all subcontractors selected to perform the effort in contract out-years of performance. This includes any and all possible changes in subcontractors after contract award. All rates should be proposed with sufficiently high Fixed Rates to ensure adequate coverage of all labor costs, all indirect costs and profit in every contract out-year.

Similar to fixed rates for fully burdened hourly labor rates, Material Handling Rates, as well as G&A for travel and transportation shall also be proposed as Fixed Rates.

Offerors are to indicate their understanding of proposed fixed rates, acknowledging that such rates will apply to out-years (period of performance beyond year one of the basic period) in the future despite what current actuals are running at the time.

5.4.7 Annual Price Changes

Proposed price increases greater than 5% per period shall be verified and addressed for reasonableness as well as balanced pricing in this section. Unexplained unit price variances between sequential performance period years could suggest unbalanced pricing. It is in the Offerors best interest to provide explanation of any significant annual CLIN price variances.

5.4.8 Other Documentation

Other documentation considered by Offerors to be essential for support of proposed prices shall be presented in this section. Pursuant to paragraph 5.4.6 above, Offerors are requested to address any proposed prices which reflect a business decision to offer prices at or below cost. It is Offerors’ responsibility to support proposed pricing to ensure demonstration of adequate understanding of the requirement as well as appreciation of program complexity and associated performance risk.

5.4.9. Submission of Price Models

Submit an electronically encoded price model in support of the proposed Total Evaluated Price (TEP). Any price model submitted must be consistent with your approved estimating system and must duplicate the logic and mathematical formulas reflected in the paper copy of your proposal. Pricing should be easily traceable from the TEP to the lowest cost element. Price models submitted must comply with the following format requirements:

(a) Data file should be submitted on a CD.

(b) Data file should be .XLS file format (MS-Excel 2007 or earlier) compatible format. With no passwords or hidden information.

5.5 Volume Organization.

The Price volume shall consist of the following sections:

SECTION 1 - Include along with a Table of Contents, your response to the following paragraphs in Section1:

5.2.1 Price Reasonableness

5.2.2 Balanced Pricing

5.2.3 Price Realism

5.2.4 Pricing Information Requirements

5.2.5 Rounding

5.3.1 Estimating System

5.3.2 Purchasing System

5.3.3 Accounting System

5.3.4 Explanation of Specific Estimating Techniques & Methods

5.3.5 Past Experience Basis of Estimate

5.4.5 Proposed Price or Cost Reduction per Corporate/Management Decision

SECTION 2 - Include your response to the following paragraphs in Section 2:

5.4.2 Probable Subcontractors

5.4.3 Subcontractor & Vendor Pricing

SECTION 3 - Include in your response to the following paragraphs in Section 3:

5.2.6 SCLS/CBA

5.2.7 Government Field Support Agencies

5.4.1 Price Assumptions Used in Development of Proposed Pricing

5.4.4 GFP/GFE/GFF/GFM

5.4.6 Proposed Fixed Rates: O&A Hourly Labor Rates, Material Handling Rates & G&A for Travel & Transportation

5.4.7 Annual Price Changes

5.4.8 Other Documentation

SECTION 4 – Include in your response to the following paragraphs in Section 4:

5.4.9 Submission of Price Model

Pricing Matrix (Appendix F) with all required pricing information completed

6.0. Contract Documentation

6.1. Model Contract/Representations and Certifications

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The Offeror's proposal shall include a signed copy of the Model Contract, and Sections A through K.

6.1.1. Solicitation/Contract Form (Section A)

Completion of blocks 12, 17 and signature and date for blocks 30a, 30b and 30c of the SF1449. Signature by the Offeror on the SF1449 constitutes an offer, which the Government may accept. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes.

6.1.2. Supplies or Services and Costs/Prices (Section B)

Complete pricing information in Appendix F of the model contract.

6.1.3. Contract Clauses (Section I)

The Offeror shall provide required information to complete clauses as required.

6.1.4. Representations, Certifications and other Statements of Offerors (Section K) The Offeror has completed the annual representations and certification electronically via the ORCA website at http://orca.bpn.gov.