DRAFT_Section_L_-_15_Jul_15.pdf

ATTACHMENT 4 - INSTRUCTIONS TO OFFERORS (ITO)

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO RESPONDENTS FOR

PROPOSAL PREPARATION USING TRADEOFF SOURCE SELECTION

PROCEDURES

1.0 Program Structure and Objective

1.1.1 The Government plans to award a single contract for C-12C/D/F/J Contractor Logistics Support (CLS). The fleet of C-12 aircraft is responsible for providing diplomatic and special duty support and passenger and cargo medevac support and has a total of 19 locations across the globe. The fleet of 28 aircraft consists of 22 C-12 C/D aircraft, two C-12F aircraft, and four C-12J aircraft. The scope of the contract includes providing operation of a Contractor Operated Main Base Supply (COMBS), aircraft maintenance including depot level maintenance, Field Team and Deployment support, overhaul services for propeller and engines, and engineering support. The Contractor shall provide and maintain any such items as integral to this CLS support.

Specifics and other task areas are specified in the Performance Work Statement (PWS) for the contract.

1.1.2 The Government plans to award a single Indefinite Delivery/Indefinite Quantity (ID/IQ) contract as a result of this solicitation. Award will be made on the basis of “best value” utilizing Tradeoff Source Selection Procedures. If used, the tradeoff will be between technical risk, 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 Government intends to award without discussions but reserves the right to conduct discussions if necessary.

1.1.3 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.

1.1.4 All or parts of the Contractor’s Technical Proposal may be added to the contract.

Should there be any discrepancies between the Technical Proposal and the Performance Work Statement (PWS), the PWS will take precedence.

1.2 Budget/Funding Information

Funding will be obligated for the Firm-Fixed-Price (FFP) Contract Line Item Number (CLIN) for a one year base period for transition. This will satisfy the minimum contract guarantee.

2.0 General Instructions

2.1.1 This section of the Instructions to Offeror (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.

2.1.2 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. Offeror 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.

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

2.1.4. The proposal acceptance period is specified in Section A of the model contract/solicitation. The Offeror shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid until this date.

2.1.5 In accordance with Federal Acquisition Regulation (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.

2.2 General Information

2.2.1 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.

2.2.2 Debriefings

The CO will promptly notify Offeror of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR

15.505. Offeror 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, Offeror excluded from the competitive range are entitled to no more than one debriefing for each proposal. The CO will notify unsuccessful Offeror in accordance with FAR 15.503. Upon such notification, unsuccessful Offeror may request and receive a debriefing. Offeror desiring a debriefing must make their request in accordance with the requirements of FAR 15.505 or 15.506, as applicable.

2.2.3 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.

2.2.4 Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) web site at http://www.fbo.gov. Potential Offeror are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation. Vendors shall be required to submit an approved DD Form 2345 (attachment X) to the Government Contracting Officer in order to gain viewing access to the applicable Government Technical Orders posted in FedBizOpps for proposal purposes only.

2.2.5 Oral Presentation

Oral presentations will not be utilized.

2.2.6 Amendments to Solicitation

If this request for proposal (RFP) is amended, all terms and conditions that are not amended remain unchanged and in full force and effect. Offeror 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).

2.2.7 Communications - Exchanges of source selection information between Government and Offerors will be controlled by the procurement contracting officer (PCO). E-mail (encrypted when possible or with password protected attachments) 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.

2.2.8 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 addressed to the CO at the address http://www.fbo.gov/ 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.

2.3 Organization/Number of Copies/Page Limits

2.3.1 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.

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

2.3.3 The Offeror shall prepare the proposal as set forth in the Proposal Organization Table (Table 2.1 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 2.1. 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 2.1. Proposal Organization

Volume

ITO

Paragraph Number

Volume Title

Hard Copies/

Disk Copies

Page Limit

I 5/1 90

3.0 Factor 1 - Technical

2.3.1 Title Page 1*

2.3.2 Team List (See Attach 2.0) 5*

2.3.8 Table of Contents Unlimited

2.3.9 List of Tables and Figures Unlimited

2.3.10 Glossary of Abbreviations and Acronyms Unlimited

3.2.3 3.2.4 3.2.5 3.2.6

Subfactor 1 Program Management Subfactor 2 Maintenance Subfactor 3 Supply Support Subfactor 4 Transition

Included within the 90 page limit

3.2.7 Factor 2 – Technical Risk 10*

II 4.0 Factor 3 - Past Performance 4/1 Unlimited

2.3.1 Title Page 1

2.3.2 Team List (See Attach 2.0) Unlimited

2.3.8 Table of Contents Unlimited

2.3.9 List of Tables and Figures Unlimited

2.3.10 Glossary of Abbreviations and Acronyms Unlimited

4.1.2 Present/Past Performance Information Sheets

(PPIS) (See Attach 1.1)

Unlimited

4.1.3 Consent Letter (See Attach 1.4) Unlimited

4.1.3 Client Authorization Letters (See Attach 1.5) Unlimited

4.2.2 Present/Past Performance Questionnaires (See Tab Only

Attach 1.2)

4.3.2

Relevant Contract Narrative Max 5 pages per contract

4.3.3 Roadmap 2

III 5.0 Factor 4 - Price Volume 2/2 Unlimited

2.3.1 Title Page Unlimited

2.3.2 Team List (See Attach 2.0) Unlimited

2.3.8 Table of Contents Unlimited

2.3.9 List of Tables and Figures Unlimited

2.3.10 Glossary of Abbreviations and Acronyms Unlimited

5.2 General Information Unlimited

5.7 Volume Organization Unlimited

IV 6.0 Contract Documentation 2/1 Unlimited

2.2.1 Title Page (SF1449) Unlimited

2.3.8 Table of Contents Unlimited

2.3.9 List of Tables and Figures Unlimited

2.3.10 Glossary of Abbreviations and Acronyms Unlimited

2.2.2/3.2.3/7.3.4 Team List, Arrangements, LOI, Resumes, etc Unlimited

6.1 Model Contract (Sections A-J) Unlimited

6.1.4 Representations and Certifications (Section K) Unlimited

6.3.1-6.3.4 Contact Information Unlimited

6.3.5 Attachments to the Model Contract Unlimited

* Not included within 90 page limit

2.3.4 File Names - Offeror 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

2.3.5 Page Limitations

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 Offeror. 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.

2.3.6 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.

2.3.7 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. The Offeror shall complete the cross-reference matrix provided in Table 2.2 that will indicate the corresponding proposal paragraph in that section which addresses the referenced item. The Offeror cross reference matrix shall include the proposal reference information as it relates to the instructions, PWS contents, RFP sections, contract line item number (CLIN), contractor data requirements list (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.

Table 2.2 Cross Reference Matrix

Cross Reference

PWS Para

RFP

Attachments 3

& 4 - Sections

L&M

CDRL

Proposal

(Volume &

Para)

Program Management SF1

Element 1a –Approach for

Program Management to include management structure

1.3, 1.4, 1.5, 1.6, 1.7, 1.8, 1.9, 1.16

3.2.3.a A012

Element 1b – Approach for

Quality Assurance

1.2.4, 1.15, 1.19

3.2.3.b A010

Element 1c – Approach for technical and engineering services

1.3.1.2, 1.26.4, 1.26.6

3.2.3.c A004

Element 1d – Approach and plan for Subcontracting to

Small Business n/a 3.2.3.d

Maintenance SF2

Element 2a – Approach to manage aircraft maintenance to include single aircraft sites

1.3, 1.5, 1.6, 1.7, 1.8, 1.21, 1.22, 1.26.3, 2.2

3.2.4.a A008, A009, A015

Element 2b – Approach to provide for a Maintenance

Information System

1.16.5 3.2.4.b

Supply Support SF3

Element 3a –Approach to manage all material, parts, tools, and support equipment to meet the MC rate

1.4 3.2.5.a A005, A006

Transition SF4

Element 4a – Approach to manage and accomplish phase-in

1.25.1 3.2.6.a A012

Element 4b – Approach to obtain passports, visas, and site access

1.11, 1.12, 1.14

3.2.6.b

Element 4c – Approach to obtain import/export licenses, ITAR processing, and customs clearance

1.4 3.2.6.c

Technical Risk N/A 3.2.7

Past Performance 4.0

Price 5.0

2.3.8 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.

2.3.9 Include an indexed list of Tables and Figures.

Each table of contents shall contain a section which provides a list of tables and figures.

2.3.10 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.

2.4 Page Size and Format

2.4.1 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.

2.4.2 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.

2.5 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.

2.6 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 V 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.

2.7 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/WLVK: ATTN: Ms. Melissa Mitchell

3001 Staff Dr STE 1AG1 104A

Tinker AFB OK 73145-3020

Telephone: 405-739-4443 melissa.mitchell.7@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 Section M, 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

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 2.1.

3.2.3 Subfactor 1: Program Management

The Offeror shall provide, in the proposal, an approach for managing the C-12 CLS program that demonstrates an understanding and capability for establishing and executing the program. As a minimum, the approach shall provide the following essential components:

a. An approach for Program Management to include management structure. As a minimum, the approach must describe the qualifications and experience of the proposed key personnel. The proposal must include resumes that meet the requirements of paragraph 1.9.2 of the PWS, letters of intent, and proposed location for each site lead. The approach shall also include plan to staff sites, with certified, trained personnel to support 24/7 operations and single aircraft sites, to include plan to address vacations, retirements, illnesses, etc in accordance with PWS paragraphs 1.3, 1.4, 1.5, 1.6, 1.7, 1.8, 1.9, and 1.15.

b. An approach for Quality Assurance. As a minimum the approach must include the process by which quality assurance will be conducted, frequency of site inspections, and proposed personnel to conduct site inspections in accordance with PWS paragraphs 1.2.5, 1.14, and 1.18.

c. Approach for technical and engineering services. As a minimum, approach must include process for obtaining FAA approvals for modifications accomplishment and for obtaining data in accordance with PWS paragraphs1.3.1.2, 1.25.4, and 1.25.6.

d. An approach and plan for subcontracting to Small Businesses for each option year award period in order to meet and maintain the 20% annual Small Business Subcontracting Requirement (by % of total contract value) required by the contract per solicitation clause H-1, which is in addition to the Small Business Subcontracting Plan (52.219-9).

3.2.4 Subfactor 2: Maintenance

The Offeror shall provide, in the proposal, an approach for providing aircraft maintenance for the C-12 program. As a minimum, the approach shall provide the following essential components:

a) Approach to manage aircraft maintenance to include single aircraft sites for both scheduled and unscheduled maintenance to maintain MC rate. As a minimum approach shall include management of engine and propeller maintenance, and heavy maintenance in accordance with PWS paragraphs 1.3, 1.5, 1.6, 1.7, 1.8, 1.21, 1.22, 1.25.3, 2.2.

Approach to provide for a maintenance information system for near real time aircraft status reporting in accordance with PWS paragraph 1.15.5.

3.2.5 Subfactor 3: Supply Support

The Offeror shall provide, in the proposal, an approach for sufficiently providing for and managing required materiel in support of the C-12 CLS program. As a minimum, the approach shall provide the following essential components:

a) Approach to manage all material, parts, tools, and support equipment to meet the MC rate. As a minimum the approach shall include a provisioning plan, proposed shipping procedures, and customs clearance processes at all sites. The approach shall address in particular the countries of Argentina, Brazil, Egypt, Kenya, Pakistan, and Saudi Arabia in accordance with PWS paragraph 1.4.

3.2.6 Subfactor 4: Transition

The Offeror shall provide, in the proposal, a plan to successfully transition the contract to full performance for the C-12 CLS Program. As a minimum, the approach shall provide the following essential components:

a) Approach to manage and accomplish phase-in with detailed schedule in accordance with PWS paragraph 1.24.1.

b) Approach (with detailed schedule) to obtain passports, visas, site access, and training for all personnel located in a foreign country, in particular Egypt, Pakistan, and Saudi Arabia, and meet the travel requirements of the PWS paragraphs 1.11, 1.12, and 1.13.

c) Approach (with detailed schedule) to obtain import/export licenses, ITAR processing, and customs clearance for all materials shipped outside continental United States (OCONUS) in accordance with PWS paragraph 1.4.

3.2.7 Technical Risk (Factor 2)

The Offeror shall address Technical Risk associated with those aspects of the Offeror’s proposed technical approach for Factor 1: Technical, Subfactor 1: Program Management, Subfactor 3: Supply Support, and Subfactor 4: Transition. The Offeror shall address all Technical Risk that the Offeror considers to have potential for disruption to schedule, increased costs, degradation of performance, the need for increased Government oversight, or the likelihood of unsuccessful contract performance. The Offeror shall provide the rationale for each risk, including quantitative estimates of the impacts on cost, schedule, and performance. The Offeror shall describe the impact of each identified risk in terms of the risk’s potential to interfere with or prevent the successful accomplishment of contract requirements, whether or not those requirements are identified as subfactors. For each risk the Offeror identifies, the Offeror shall outline how that risk is eliminated or reduced to a manageable level in the proposed mitigation plan.

4.0 Factor 3 – Past Performance

4.1 General

4.1.1 The Offeror shall address past performance associated with those aspects of the Offeror’s proposed technical approach for Factor 1: Technical; Subfactor 1: Program Management, Subfactor 2: Maintenance, Subfactor 3: Supply Support, and, Subfactor 4: Transition.

4.1.2 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. Offeror 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.

4.1.3 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 III 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, Offeror 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 (Attachment 1.1). The POCs will complete the questionnaires and forward them by FAX, directly to the Past Performance Evaluation Team (PPET). Fax copies to 405-736-8731 (Attn: Ms. Melissa Mitchell) or e-mail melissa.mitchell.7@us.af.mil. RESPONDENTS TO THE QUESTIONNAIRES SHALL

NOT SEND THE COMPLETED INFORMATION SHEETS BACK TO THE OFFEROR.

Offeror 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

Request each PPI contract (or effort) not exceed a target of eight (8) pages, which includes the relevant contract narrative. Request each Offeror submit up to four (4) PPI contracts for the prime Contractor and up to three (3) for each significant subcontractor/teaming partner (over 10% of the total workload requirements). NOTE:

The requested number of PPI forms for the prime and subcontractors are preferences, and not requirements. Offerors who submit less than the preferred number of PPI contracts 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 C-12 CLS effort. There is no limit on the number of PPI contracts allowed per team; however, Offerors are requested to limit responses to those efforts necessary for evaluation and relevant to the C-12 CLS effort.

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

4.4. PPI Relevant Contract Narrative

Offeror 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 Price assessment used to evaluate the proposal.

4.5 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. Factor 4 – Price

5.1. In the price volume, the Offeror shall provide the following information in addition to the pricing in Pricing Matrix of the solicitation. These instructions are to assist you in submitting information required to evaluate the reasonableness, balance, and realism of your proposed price. Compliance with these instructions is mandatory and failure to comply may result in rejection of your proposal.

5.2. General Instructions

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 be included elsewhere in the proposal with the exception of Pricing Matrix of the model contract. Pricing information in Section B is the only Price information that shall be included in Contract Documentation (Volume IV).

5.2.1. Price Reasonableness, Balance, and Price Realism

Offeror’s proposal will be evaluated for reasonableness (including completeness), balance, and price realism. Unreasonable or 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. Additionally, unbalanced pricing may pose an unacceptable risk to the Government and may render an Offeror’s proposal ineligible for award. Offers should be sufficiently detailed to demonstrate their price reasonableness, balance, and price realism. The burden of proof for credibility of proposed prices rests with the Offeror.

5.2.1.1 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. For completeness, Offerors must provide unit prices for all listed items. Incomplete proposals (without required unit prices) may render an Offeror’s proposal ineligible for award. To assist in the price reasonableness assessment Offerors are required to provide supporting explanation/rationale as outlined in this ITO.

5.2.1.2 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 price to the Government, even though it is the lowest TEP. Also, an offer could be so grossly unbalanced that acceptance of the offer would be tantamount to allowing an advanced payment. Balanced pricing is determined with respect to separately priced CLINs or SubCLINs, or quantity ranges within a CLIN, or significant unexplained variance in pricing from year to year.

To assist the determination of balanced pricing, Offerors shall complete the attached Pricing Matrix (Attachment XXXX). 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.

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.

5.2.1.3 Price Realism

Proposed pricing must demonstrate adequate understanding of the requirement and that the proposed pricing 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.

5.2.2. Pricing Information Requirements

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

Should the CO determine proposed prices to appear unreasonable or unrealistic, the Offeror may be required to support price reasonableness via other than 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 cost or pricing data.

Offerors shall complete the Pricing Matrix Attachment XXX. Offerors must ensure all required proposed pricing is provided in the Pricing Matrix. All periods of performance must be priced. These includes one year Basic Period (Phase-In period), a ten (10) month Option Period, seven (7) one-year Option Periods, one (1) eight month Option Period, and a six (6) month Extension Period. Offerors shall propose pricing for the six

(6) month Extension Period based on proposed pricing of the ninth Option Period. The spreadsheet automatically applies the ninth Option Year pricing as input in the spreadsheet for the six (6) month Extension Period.

Any omission of required pricing may result in an unfavorable proposal evaluation. An incomplete Pricing Matrix will be considered unreasonable since pricing completeness is part of the price reasonableness criteria.

Proposed unit prices will be evaluated using best estimated quantities consisting of estimates provided by the Government per year. These quantities utilized in the Pricing

Matrix are based on historical “snapshot” of the number of estimated annual quantities projected per year of contract performance. These estimates are for evaluation purposes only and do not guarantee any level of effort or buy quantities after contract award.

5.3. Rounding

All proposed dollar amounts shall be rounded to the nearest dollar. However, hourly labor rates (fully loaded or burdened) shall be rounded to the nearest cent. Also proposed Material Factor Rates shall be rounded to four decimal places to the right of the decimal point. If any pricing proposal deviates from this format, the Government will apply the specified format to determine the extended pricing and TEP.

5.4. Labor Requirements

5.4.1 Services Contract Labor Standards (SCLS) / Collective Bargaining Agreement

(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, a table shall be provided 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 WD. Provide general information regarding any CBAs applicable to this acquisition.

5.4.2 OCONUS Sites

Ensure that site personnel at the OCONUS sites are adequately compensated including hardship pay and difficult-to-staff pay, per Department of State (DoS) guidelines.

Provide table confirming their labor categories with DoS guidelines.

Support 5.5. Pricing Information

5.5.1. 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.

5.5.2. 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.

5.5.3. Accounting System

Provide a summary of your accounting system or methods. Indicate whether you have Government 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.

5.5.4 Explanation of Specific Estimating Techniques and Methods Explain the methodology used to estimate prices in the development of your proposed pricing. A variety of estimating techniques and methods are acceptable as a basis of estimate in proposed pricing. When responding to the Price volume requirements in the solicitation, the Offeror and associated subcontractors may use any generally accepted estimating techniques consistent with the Offeror’s Disclosure Statement as appropriate and if required based on current contracts per Defense Contract Audit Agency (DCAA) policy and guidance. Acceptable contemporary estimating methods can include Cost-to-cost and Cost-to-non-cost Estimating Relationships (CERs), commercially available parametric price models, in-house developed parametric price models, commercial catalogs, etc. The Government reserves the right to obtain information from the Contract Business Analysis Repository (CBAR) as considered necessary.

5.5.5 Past Experience Basis of Estimate

Where price 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 price data available from the past experiences was adapted to the current effort pricing.

5.5.6 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 cost 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.

5.5.7 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 pricing element (e.g., material, labor, overhead, etc.). Also provide complete rationale for the reduction.

Provide the estimated dollar and percentage of the reduction, explaining how such reductions are ensured not to increase performance risk to the Government.

5.5.8. Annual Price Changes

Proposed price increases greater than 5% per period shall be verified and addressed for reasonableness in this section.

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

and Material Handling Rates The Pricing Matrix (Attachment XXX) includes various O&A CLINs (X010, X011, X012, and X013), which contain rates. Proposed labor rates (e.g., fully burdened hourly labor rates for all types of O&A labor) shall be in accordance with SCLSs/CBAs, as 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 (FFP) rates. Fixed-Priced 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 SCLS/CBA wage determinations. Offerors are to indicate their understanding of proposed ceiling 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.

Similar to Fixed-Priced rates for fully burdened hourly labor rates, Material Factor Rates, shall also be proposed as Fixed-Priced rates. Offerors are to indicate their understanding of proposed Fixed-Priced 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.

5.5.10 O&A Labor Wrap Rates

CLIN X013 (O&A Labor) shall each consist of one fully burdened, loaded wrap rate consisting of all labor designated under those CLINs. CLIN X013 shall consist of a fully burdened, loaded wrap rate per year consisting of all labor designated in the CLIN description of the model contract in the RFP. These wrap rates proposed separately by CLIN for O&A tasks associated with these CLINs are required to be consistent with the

PWS.

These O&A labor wrap 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 ceiling labor rates to ensure adequate coverage of all labor costs, all indirect costs and profit in every contract out-year.

The basis of estimate used to develop O&A wrap rates should be provided in sufficient detail to show how these wrap rates were developed for CLIN X013. Development of this CLIN should be provided separately with one example sufficient to illustrate all labor categories were considered and included. If a cost breakdown best shows how these rates were developed, cost element details such as indirect rates, fringe benefits, and profit are acceptable but not required if wrap rate development can be explained without labor rate cost breakdown.

Fixed-Priced labor wrap rates proposed inappropriately low will be considered at risk for jeopardizing a determination of price realism. Offerors are cautioned against bidding any low proposed pricing with the intention of raising pricing after contract award. Offerors shall be aware all proposed pricing including fully loaded labor wrap rates shall be all inclusive, taking into account uncertainties such as pricing fluctuations, changes in designed subcontractors/vendors and any actual out-year increases in accounting pools in out-years. Unknowns at the time of proposal submission must be taken into account and adequately accounted for in proposed pricing of contract performance out-years as part of contractor risk of proposing fixed priced or firm, fixed priced CLINs.

Offerors shall provide a breakout of these fully burdened labor wrap rates showing all labor types included. These labor wrap rates shall also represent all indirect costs plus associated profit and shall be considered ceiling rates. These rates shall be adequately priced to include all contractor risk associated with proposing in contract out-years.

5.5.11. Probable Subcontractors and Subcontractor Pricing

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.

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), general and administrative (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).

5.6. Government Field Support Agencies

Identify the cognizant Defense Contract Audit Agency (DCAA) and Defense Contract Management Agency (DCMA) office responsible for administration of the Offeror’s Government contracts.

5.7. 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 I of the PWS contains items to be provided as GFP/GFE/GFM/GFF.

5.8 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 S, 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).

5.9 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 are ensured not to increase performance risk to the Government.

5.10 Other Documentation

Other documentation considered by Offerors to be essential for support of proposed prices shall be presented in Section 2. As this effort is mostly a firm, fixed price contract, all risk associated with fluctuations in BEQs, subcontractor pricing at all tiers, market changes, etc… is to be considered and priced into the proposed prices now.

Offerors shall be held to their proposed pricing. Pursuant to paragraph 5.5.7 above, Offeror are requested to address any proposed prices which reflect a business decision to offer prices at or below cost.

5.11 Submission of Price Models

Submit an electronically encoded price/cost model in support of the proposed Total Evaluated Price…