Attachment_7_C-12_Section L-Instruction to Offerors_Rev02 (DRAFT).pdf

CUI

FA8134-25-R-B002

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

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, passenger/cargo/medevac support, as well as test support for 30 aircraft at 20 site locations across the globe. The fleet consists of 22 C- 12 C/D aircraft, three C-12F aircraft, and five C-12J aircraft. The scope of the contract includes all support actions required for operating and maintaining the aircraft, aircraft subsystems, and support equipment. The CLS system includes all aircraft maintenance and personnel, materials and inspections, launch and recovery of the aircraft, supply of all Contractor owned spares and support equipment through a Contractor Owned and Maintained Parts (COMP); repair and overhaul of all repairable spares at Federal Aviation Administration (FAA) certified repair stations; maintenance and repair of all support equipment; aircraft paint; engine repair and overhaul. These actions include supply, procurement, production control, quality control, component failure reports, and acquisition of commercial data. This effort includes additional support, as over and above tasks, engineering services including development, test and FAA certification of modifications, and installation of modifications, depot maintenance support, field team support (worldwide), aircraft crash investigations, and damage repair. Establish and maintain agreements with the Original Equipment Manufacturers (OEMs) for data and technical support to maintain the C-12 aircraft. The Government also requires information for: quality, contract funds status, consumption and usage, service engineering reports, subscription services for technical manual updates and service actions. 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” and will utilize tradeoff source selection procedures in accordance with (IAW) Department of Defense (DoD) Source Selection Procedures. Tradeoffs will only be made between Past Performance and Price among those offerors who have been determined technically acceptable in Factor 1. Award will be made to the Offeror that provides the best value to the Government IAW Section M, Evaluation Factors for Award over the entire period of performance (PoP). 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 titled Volume I: Factor 1

– Technical, Volume II: Factor 2 – Past Performance, Volume III – Factor 3 - Price, 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 PWS, the PWS will take precedence unless otherwise approved by the Procuring Activity.

1.1.5 Offerors shall submit proposed plans in accordance with the corresponding PWS references. For example:” IAW PWS 1.3” the government would only expect paragraph

1.3 to be answered. If the corresponding subparagraphs are specified, the government would expect those to be answered. For example: IAW PWS 1.11 and all subparagraphs of 1.11 the

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

government would expect all of 1.11 to be included in approach. Similarly, if the government only identifies one subparagraph, only reference that for your approach. For example: IAW

PWS 1.24.1.

1.1.6 Foreign participation in the C-12 CLS source selection is not authorized.

1.2 Budget/Funding Information

Funding will be obligated for the Firm-Fixed-Price (FFP) Contract Line Item Numbers CLINs 0091-0096 for a one year base period for transition. However, if Phase-In is shortened as described below, funding will be provided to satisfy the minimum contract requirement as needed as follows:

Phase-In Incentive Funding CLINs to Be Funded

12 Months FFP + No Incentive CLINs 0091-0096

6 Months* FFP + Incentive ($200K) CLINs 0001-0096 + CLIN 0103

9 Months* FFP + Incentive ($100K) CLINs 0001-0096 + CLIN 0104

* After six (6) or nine (9) months of Phase-In, contract enters into full performance of basic period. If Phase-In takes full 12 months, government may choose to exercise Option Year I.

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 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.

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

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 for 365 days.

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.

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 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 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 System for Award Management (SAM) website at https://sam.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.2.4.1 Restrictions to Public Disclosure

Certain documents are withheld from public disclosure. These documents will be available through the Bidder’s Library for qualified individuals. Documents are placed into the Bidder’s Library only due to:

https://sam.gov/

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

a. Proprietary or copyright data that the Government does not have rights for distribution

b. Unclassified documents containing information that is exempt from mandatory automatic disclosure under the Freedom of Information Act.

These documents are marked as For Official Use Only (FOUO) or as Controlled Unclassified Information (CUI).

c. Documents containing Export Controlled Information. These documents contain technical data whose export is restricted by the Arms Export Control Act (Title 22, U.S.C., Sec 2751, et seq.) or the Export Administration Act of 1979, as amended (Title 50, U.S.C., App. 2401 et seq.). Violations of these export laws are subject to severe criminal penalties.

2.2.4.2 Bidder’s Library

A Bidder’s Library will be provided via https://sam.gov. Special access instructions and criteria shall apply for access to SAM.GOV and the Bidder’s Library and data within.

Refer to the document titled “Contractor Vendor Controlled Documents”. Certain documents and information within the documents have been marked as FOUO, CUI, or Export Controlled data. Access to FOUO, CUI, and/or Export Controlled Data requires an approved registration through the Defense Technical Information Center and the approved DD Form 2345, Militarily Critical Technical Data Agreement. A completed, current, and valid DD Form 2345 shall be required for access.

Go to this link to review the process for Contractors to obtain an approved DD2345 JCP Home.

2.2.5 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 52.215-1(b).

2.2.6 Communications

Exchanges of source selection information between Government and Offerors will be controlled by the CO. 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.

2.2.7 Submission, Modification, Revision, and Withdrawal of Proposals Proposal packages shall be transmitted to the Solicitation CO via DoD SAFE (safe.apps.mil). Physical delivery of proposal packages will not be accepted. See ITO sections 2.6 & 2.7.

https://www.dla.mil/Logistics-Operations/Services/JCP/DD2345Instructions/

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

2.3 Organization/ /Page Limits

2.3.1 The Title Page of each volume must show solicitation number, name, address, and telephone of the Offeror and electronic e-mail address.

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 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

Electronic Copies Page Limit

I 3.0 Factor 1 – Technical 1 65

2.3.1 Title Page 1*

2.3.2 Teaming List (See Attach 2.0) (Not included in

65 page limit)

5*

2.3.7 Table of Contents Unlimited

2.3.8 Cross Reference Matrix Unlimited

2.3.9 List of Tables and Figures Unlimited

2.3.10 Glossary of Abbreviations and Acronyms Unlimited

3.2.3 Subfactor 1 Program Management

(3.2.3 attachments excluded from 65-page limit)*

Included within the 65 page limit 3.2.4 Subfactor 2 Maintenance

3.2.5 Subfactor 3 Supply Support

3.2.6 Subfactor 4 Transition

II 4.0 Factor 2 – Past Performance 1 Unlimited

2.3.1 Title Page 1

2.3.2 Teaming List (See Attach 2.0) Unlimited

2.3.7 Table of Contents Unlimited

2.3.9 List of Tables and Figures Unlimited

2.3.10 Glossary of Abbreviations and Acronyms Unlimited

4.1 Past Performance Information Forms (PPIF)

(See Attach 1.1)

4.1.2 Consent Letter (See Attach 1.4) Unlimited

4.1.3 Client Authorization Letters (See Attach 1.5) Unlimited

4.1.4

Commitment to Perform as Proposed Letter (See Attach 1.6)

Unlimited

4.2.2 Present/Past Performance Questionnaires (See

Attach 1.2)

Not included in the Offeror’s proposal

4.3.2

Relevant Contract Narrative (input into the PPI tool; see Attach 1.1)

Max 5 pages per contract

4.3.4 Organization Structure Change History 2

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

Volume

ITO

Paragraph Number

Volume Title

Electronic Copies Page Limit

III 5.0 Factor 3 – Price Volume 1 Unlimited

2.3.2 Teaming List (See Attach 2.0) 5

2.3.7 Table of Contents Unlimited

2.3.9 List of Tables and Figures Unlimited

2.3.10 Glossary of Abbreviations and Acronyms Unlimited

5.1 General Information Unlimited

5.2 Volume Organization Unlimited

IV 6.0 Contract Documentation 1 Unlimited

2.3.1 Title Page 1

2.3.2 Teaming List (See Attach 2.0) 5

2.3.7 Table of Contents Unlimited

2.3.8 List of Tables and Figures Unlimited

2.3.9 Glossary of Abbreviations and Acronyms Unlimited

3.2.3.a Resumes and/ or Letters of Intent Unlimited

6.1 Model Contract (SF33 or SF30 for amendments) N/A

6.1.4 Representations and Certifications (Section K) N/A

6.2 Exceptions to Solicitation Unlimited

6.3.2, 6.3.3, 6.3.4 Contact Information Unlimited

6.3.5 Attachments to the Model Contract Unlimited

*Not included within 65 page limit

2.3.4 Names

Offerors shall submit volumes with the following file names: Volume I – Technical.doc or .docx, Volume II – Past Performance.doc or .docx, Volume III – Price.doc or .docx with PricingMatrix.xlsx, and Volume IV – Contract.doc or docx. Files provided in .pdf format are also acceptable if conversion is made from a Word document or equivalent Word processing software while maintaining searchable text.

2.3.5 Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be considered in the evaluation of the proposal. 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. If there is no page limit referenced in the EN or EN letter, then page limitations do not apply. 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.

2.3.6 Pricing Information

All pricing information shall only be addressed 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

The Technical 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

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

required for the technical proposal evaluation, which is not found in the Technical volume, will be assumed to have been omitted from the proposal, and will not be considered in the technical evaluation. Cross-referencing within a proposal volume is permitted when its use would conserve space without impairing clarity. The Past Performance and Price evaluation will utilize information from Volume I for the evaluation but may also utilize information from other volumes as well.

The Offeror shall complete the cross-reference matrix provided in Table 2.2 that will indicate the corresponding proposal paragraph or location which addresses the referenced item, and this shall be included in the Technical Volume submission.

Table 2.2 is not included as part of the Technical Volume page limit. The Offeror’s 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; and Volume III – Price.

Table 2.2 Cross-Reference Matrix

Cross Reference

RFP Ref Para (PWS, CDRL, etc.)

RFP

Section L

Proposal (Volume & Para)

Factor 1: Technical 3.0

Subfactor 1 -Program

Management

SF1a –Approach for

Program Management to include management structure

1.3, 1.9 and all subparagraphs of 1.9, 1.15

3.2.3.a

SF1b – Approach for

Quality Assurance

1.2.4, 1.14, 1.14.2 3.2.3.b

SF1c – Approach for technical and engineering services

1.3.1.2, 1.25.4 3.2.3.c

SF1d –Approach for OEM agreements

Section 1, paragraph

1, 1.2.4

3.2.3.d

SF 1e – Approach and plan for Subcontracting to Small

Business

1.15.7 3.2.3.e

Subfactor 2- Maintenance SF2

SF2a – Approach to manage aircraft maintenance to include single aircraft sites

1.3, 1.5, 1.5.2, 1.5.3, 1.6, 1.6.1, 1.7, 1.8, 1.21, 1.21.1, 1.25.3, 1.25.4.5, 1.25.4.6

3.2.4.a

SF2b – Approach to provide for a Maintenance

Information System

1.15.4, 1.15.5 3.2.4.b

Subfactor 3- Supply

Support

SF3

SF3a –Approach to manage all material, parts, tools, and support equipment to meet the MC rate

1.4, 1.4.1, 1.4.2, 1.4.2.1

3.2.5.a

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

Subfactor 4-Transition SF4

SF4a – Approach to manage and accomplish phase-in

1.24.1 3.2.6.a

SF4b – Approach to obtain passports, visas, and site access

1.11 and all subparagraphs of

1.11,1.13 and all subparagraphs of

1.13, 3.2.6.b

SF4c – Approach to obtain import/export licenses, ITAR processing, and customs clearance

1.4.9, 1.24.1 3.2.6.c

Factor 2- Past Performance

Factor 3- Price

2.3.7 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.

2.3.8 Tables and Figures

Include an indexed list of Tables and Figures.

2.3.9 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 Pages

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. Offerors are prohibited from using other Arial fonts such as Arial Black, Arial Narrow or Arial Rounded MT Bold. 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).

2.4.2 Tables, Charts, Graphs and Figures

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. Page line spacing shall be 1.5 lines. Text intended for evaluation within all figures, charts, tables, and graphs, to include imbedded images, shall be no less than Arial 8-pt. Any text within figures, charts, tables, and graphs which do not meet this requirement will

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

not be considered in the evaluation.

2.5 Labeling

A cover sheet shall be included in each proposal volume, clearly marked as to volume number, title, solicitation identification, and the Offeror’s name. For each proposal volume, the Offeror shall apply all appropriate markings including those prescribed IAW 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

All proposals shall be submitted using DoD SAFE, https://safe.apps.mil/. All interested Offerors must e-mail Hiwot Tamirat, at hiwot.tamirat@us.af.mil, and Jennie Hendrix at jennie.hendrix.1@us.af.mil in order to receive a request code to drop-off (upload) files in DoD SAFE. One of the Government Points of Contact (GPOCs) will send an e-mail to the Offeror acknowledging the request for a proposal drop-off code in DoD Safe. The GPOC e-mail acknowledging the request will not be sent to the Offeror after close of business hours, weekends, or on nationally observed holidays. If you do not receive an acknowledgement e-mail from either of the GPOCs after 72 hours, you must send another e-mail. E-mails will not be returned after close of business hours, weekends, or on nationally observed holidays. After the e-mail request for a drop-off code has been sent from the Offeror and the Offeror has received the acknowledgment e-mail from either GPOC, the Offeror will then receive an e-mail from DoD SAFE to drop-off proposals and other requested documents. If the Offeror does not receive the e-mail from DoD SAFE the Offeror will need to check SPAM and JUNK folders before requesting another drop-off code from the GPOC. The request for drop-off is only valid for 14 days. If the 14 days has expired and the RFP is still open, the Offeror may send another e-mail request for drop-off code to the GPOCs e-mail addresses listed above.

Be advised that classified information is not allowed on DoD SAFE. Any files containing CUI/PII/PHI must be encrypted prior to uploading or by checking the “Encrypt every file” box. The Offeror is allowed to drop-off one or more files (up to 8GB total). The Offeror may select the box ‘Send me an e-mail when each recipient picks up the files” for documentation purposes. The GPOC will receive an automated e-mail containing the information the Offeror has entered and instructions for downloading the file(s). The GPOC will have 7 days to retrieve the files submitted in the drop-off. DoD SAFE does not guarantee delivery of documents within a specified time period under 4 hours.

All electronic documents and files submitted shall contain 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 as a separate file.

The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Office 365 Word, MS Office 365 Excel, MS Office 365 Power Point, and Adobe PDF. Note: Files must be searchable and able to copy and paste. For amendment purposes to the proposal, the "original" proposal shall be clearly identified.

mailto:hiwot.tamirat@us.af.mil mailto:jennie.hendrix.1@us.af.mil

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

2.7 Distribution

2.7.1 Once the Offeror has uploaded the Offeror’s proposal in its entirety DoD SAFE, the Offeror shall take a screen shot (Print Screen function) of the Offeror’s DoD SAFE upload confirmation screen showing all the uploaded files included in the proposal submission. The Offeror shall notify Hiwot Tamirat and Jennie Hendrix by email that the files have been uploaded and provide a copy of the DoD SAFE completed upload confirmation screen shot. If the proposal files are uploaded in their entirety prior to the proposal closing date and time, and the Offeror has notified Hiwot Tamirat and Jennie Hendrix the files have been uploaded (notification is to include the DoD SAFE upload confirmation screen shot has also been provided), the proposal will be considered timely, even if the files are not accessible to the PCO in DoD SAFE until after the proposal closing date and time. If the Offeror fails to notify Hiwot Tamirat and Jennie Hendrix by email, the files will be considered timely if they are accessible in DoD SAFE prior to the closing date and time. However, they will be considered late proposals, if they are not accessible until after the proposal date and time.

Email addresses are as follows:

Hiwot Tamirat: hiwot.tamirat@us.af.mil Jennie Hendrix: jennie.hendrix.1@us.af.mil

3.0 Factor 1 – Technical

3.1 General

The Technical Volume shall 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.

Offerors shall propose one solution in the proposal. Offerors are not permitted to include multiple solutions or approaches for the same requirement within the proposal.

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 Table 2.1. In the Technical

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

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

The Technical Volume shall be organized according to the following general outline:

(1) Team List Attach 2.0

(2) Table of Contents

(3) Cross-Reference Matrix

(4) List of Table and Drawings

(5) Glossary

(6) Subfactor 1: Program Management

(7) Subfactor 2: Maintenance

(8) Subfactor 3: Supply Support

(9) Subfactor 4: Transition

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. At a minimum, the approach shall provide the following essential components:

a. An approach for Program Management to include management structure. At 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 all sites, with certified, trained personnel to support 24/7 operations and remote, austere, single aircraft sites, to include plan to address vacations, retirements, illnesses, etc. in accordance with PWS paragraphs 1.3, 1.9 and all subparagraphs of 1.9, and 1.15.

NOTE: Resumes and LOIs shall be included within the Technical Volume (Volume I) of the proposal within Subfactor 1 as attachments and they are not counted against the 65 page restriction for the technical volume. Resumes and LOIs shall also be included in the Contract Documentation Volume (Volume IV).

b. An approach for Quality Assurance to include all sites. At 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 1.2.4, 1.14, and 1.14.2.

c. Approach for technical and engineering services. At a minimum, approach must include process for obtaining required data to complete FAA Form 337 and for obtaining FAA approvals for modifications accomplishment and for obtaining data in accordance with PWS paragraphs 1.3.1.2, and 1.25.4.

d. Provide signed letters of intent as an attachment with the OEM (addressed to the Prime Contractor), Engine Maintenance agreements, and subcontractors ensuring PWS requirements are met per the PWS Section I paragraph 1, 1.2.4.

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

e. An approach for Small Business Participation. As a minimum, the approach shall provide the following essential components:

1. A narrative description demonstrating the offeror’s commitment to small business utilization during the performance of the contract

2. Submit a completed Small Business Participation Commitment Document (SBPCD) as an attachment. (See ITO Attachment 3.0 for SBPCD Template).

a. As a minimum, the offeror shall include the small business minimum quantitative requirement (MQR) of 10%.

b. The offeror shall describe their small business participation based on total evaluated price (TEP) for this contract effort.

Other than small businesses may achieve their proposed level of small business participation through subcontracting to small businesses and small business socioeconomic categories. Small businesses may achieve their proposed level of small business participation through their own performance/participation as a prime and also through a joint venture, teaming arrangement, and subcontracting to other small businesses; small businesses are not required to subcontract to other small businesses in order to achieve their proposed level of small business participation.

NOTE: The SBPCD differs from the subcontracting plan* requirements IAW FAR

19.7. Also, work to be performed directly by a small business prime offeror shall be evaluated as Small Business Participation. Small business prime offerors shall include their information in the provided SBPCD template as required.

*The subcontracting plan will only be required within the Contract Volume per Section L paragraph 6.3.5.

3.2.4 Subfactor 2: Maintenance

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

a) An approach to manage aircraft site operations and aircraft maintenance. At a minimum, the approach shall include unique considerations affecting maintenance of single aircraft sites for both scheduled and unscheduled maintenance to maintain Mission Capable (MC) rate in accordance with 1.3, 1.5, 1.5.2, 1.5.3, 1.21, 1.21.1, 1.25.3, 1.25.4.5, 1.25.4.6. An approach to aircraft maintenance shall uphold commercial FAA certification standards to include management of engine and propeller maintenance, and heavy maintenance, defensive systems maintenance in accordance with PWS paragraphs 1.6, 1.6.1, 1.7, 1.8.

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

b) An approach to provide for a maintenance information system which adheres to the requirements of the PWS. The maintenance information system should be able to provide near real time status reporting and give Government complete visibility and insight into the C-12 critical program metrics. The approach shall also address maintenance extensions and time between overhauls in accordance with PWS paragraph 1.15.4 and 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 material in support of the C-12 CLS program. At a minimum, the approach shall provide the following essential components:

a) The offeror shall provide an approach to ensure all parts and spares provided are properly configured and have FAA Airworthiness Certification. The offeror shall also provide an approach to manage all material, parts, tools, and support equipment and shall clearly describe the process used to maintain COMP at each site and conduct logistics operations to maintain MC rate. The approach shall include a provisioning plan, proposed shipping procedures, and customs clearance processes at all sites in accordance with PWS paragraph 1.4, 1.4.1,

1.4.2 and 1.4.2.1.

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. At a minimum, the approach shall provide the following essential components:

a) Approach to manage and accomplish phase-in with detailed schedule which describes the process to accomplish a transparent, to the Government, phase-in in accordance with PWS paragraph 1.24.1

b) Offeror shall provide a detailed schedule describing the process and timelines for obtaining passports, visas, site access credentials, facility leases, medical clearances, FACT training (where required), and security clearances in accordance with PWS paragraphs 1.11 and all subparagraphs of 1.11, 1.13 and all subparagraphs of 1.13. The offeror shall clearly describe the process and timelines for ensuring personnel are appropriately trained upon assumption of their duties in accordance with PWS paragraph 1.13.

c) Offeror shall describe a process to include a detailed schedule to obtain import/export licenses, ITAR processing, and customs clearances for all materials shipped outside continental United States (OCONUS) in accordance with PWS paragraphs 1.4.9 and 1.24.1.

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

4.0 Factor 2 – Past Performance

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. The Past Performance volume shall include a team list, which includes the prime contractor, all significant subcontractors, teaming partners, and/or joint venture partners proposed to perform the work outlined in the solicitation.

The Offeror shall describe the portion of effort each team member is proposed to perform in relation to the Factor 1 Technical subfactors, Factor 3 Price, and Scope, Magnitude and Complexity. The Government Past Performance Evaluation Team (PPET) evaluates each member of the Offeror’s team for relevancy and performance quality, based on their proposed portion of effort. Therefore, it is important for the Offeror to provide a detailed portion of effort description, in order for the PPET to conduct an accurate assessment. Offerors shall also provide approximate percentages for portion of effort for each team member. For the Past Performance evaluation, the Government will use data provided by the Offeror in the Past Performance volume, as well as data obtained from other sources.

4.1.2 Attachment 1.4 Consent Letter. This letter shall be executed and signed by each subcontractor, teaming partner, and/or joint venture partner. The letter authorizes the release of adverse past performance information to the Offeror so the Offeror can respond to such information.

4.1.3 Attachment 1.5 Client Authorization Letter. For each identified effort for a commercial customer, the Offeror shall submit a client authorization letter (Attachment 1.5) authorizing release to the Government of requested information on the Offeror’s performance.

4.1.4 Attachment 1.6 Commitment to Perform as Proposed Letter. This letter shall be executed and signed by the Prime contractor and each Subcontractor. The letter states that, in the event a contract is awarded to the Prime Contractor, the Prime Contractor and Subcontractor (to include teaming partners, and/or joint venture partners) commit to joint contract performance as described in the proposal. A separate letter shall be completed for each subcontractor separately. If the signed commitment is not fully executed by both parties and provided with the Past Performance Proposal, the subcontractor references will not be evaluated or considered. In the event the signed letter is not submitted with the initial proposal, but is later submitted during the evaluation, the subcontractor references will be considered at that point.

4.2 Early Proposal Information

4.2.1 Each offeror is requested to submit the Past Performance volume fifteen (15) calendar days prior to the solicitation closing date. The Past Performance volume early proposal information is a request, and not a requirement. Failure to submit early proposal information will not result in offeror disqualification, nor will offerors be penalized.

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

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 Form (Attachment 1.1). The POCs will complete the questionnaires and forward them directly to the Past Performance Evaluation Team (PPET). (Attn: Hiwot Tamirat and Jennie Hendrix). Email address for questionnaires is hiwot.tamirat@us.af.mil and jennie.hendrix.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 The Offeror shall provide Past Performance Information (PPI) on current or previous contracts (or efforts). The PPI shall be completed in accordance with Attachment 1.1, Past Performance Information Form (identified in this document as “PPIF”). The Offeror shall submit PPIFs for contracts which include all or some performance within the past three years, as defined in Addendum to Section M, para

2.3.2.1 Recency Assessment. Request each offeror submit up to three (3) PPIFs for the prime contractor, and up to three (3) PPIFs for each significant subcontractor/teaming partner. Significant subcontractor is defined as a contractor who is proposed to perform over 5% of the total effort, or a contractor who is proposed to perform less than 5% of the total effort, but is determined to be performing a critical function. NOTE: The requested number of PPIFs for the prime and subcontractors are preferences and not requirements. Offerors may submit more than the preferred number if the Offeror believes the extra contracts are needed to fully describe their relevancy. Offerors who submit less than the preferred number of PPIFs are not automatically assigned a “Neutral Confidence” rating. Fewer numbers may be acceptable, if the Government determines there is sufficient information to determine a confidence rating. Request each PPIF not exceed a target of 5 pages, although more or less may be submitted, if necessary and relevant to the C-12 CLS program.

4.3.2 PPI Relevant Contract Narrative

For each PPIF, the offeror shall provide a narrative explaining what aspects of the contract is deemed relevant to the proposed effort, and to what aspects of the proposed effort they relate. Specifically, the narrative should focus on similarities to the Factor 1 Technical subfactors, Factor 3 Price, and Scope, Magnitude, Performance Quality, and Complexity, as defined in Section M, paragraph 2.3.2.2 Relevancy Assessment, and should be tailored to the proposed portion of effort. Categorize the relevant information into the specific technical subfactors and price assessment used to evaluate the proposal. The narrative 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 with effective corrective actions. The offeror shall clearly demonstrate management actions

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

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. The offeror is requested to limit the narrative to a maximum of 5 pages. However, the offeror may exceed the requested page limit, if determined necessary to fully describe relevancy.

4.3.3 If subcontractor experience is submitted for consideration as part of the proposal, the offeror should include a commitment signed by offeror and subcontractor certifying that if a contract is awarded resulting from the proposal, the parties commit to joint performance as proposed. If the signed commitment is not fully executed by both parties and provided with the Past Performance Proposal, subcontractor references will not be evaluated or considered.

Affiliate companies, sister companies, teaming arrangements, joint venture agreement, etc., will be considered, provided that sufficient documentation is included in the proposal. The Prime contractor must demonstrate that the affiliate will perform significant and critical aspects of the contract if awarded. Proposal documentation should include a copy of the signed arrangement such as documented affiliation, a copy of the teaming agreement, a copy of the joint venture agreement, etc. If the required information is not included in the proposal, the proposed affiliate companies, sister companies, joint venture companies, etc. not be evaluated or considered.

4.3.4 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.

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

5.0 Factor 3 – Price

5.1 In the price volume, the Offeror shall provide the following information in addition to the proposed pricing in the Pricing Matrix (Attachment 9). These instructions are to assist 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, shall 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 other than the TEP included as part of SBPCD in the Technical Volume. Offerors shall not input pricing information in Part I – Schedule B – Supplies or Services and Prices of the model contract.

5.2.1 Price Reasonableness

The Government will evaluate proposals for reasonableness. Normally, price reasonableness is established through adequate price competition but may also be determined through other price analysis techniques. The burden of proof for credibility of proposed costs/prices rests with the Offeror. Offerors shall provide sufficient rationale describing how prices were developed (such as assumptions, historical data, projections, expertise, management decisions, etc.) It shall be noted that completeness is one aspect of price reasonableness. For completeness, the Offeror shall provide unit prices and/or rates for all listed items in the Pricing Matrix (Attachment 9). If an Offeror’s proposed unit price or rate is zero, then the Offeror shall provide rationale to support the zero dollar/rate entry.

5.2.2 Balance

The Government will evaluate proposals for balance. The Offeror is cautioned against submitting an offer which exhibits unbalanced pricing. Unbalanced pricing may increase performance risk and could result in payment of unreasonable or unrealistic prices. For this acquisition, balanced pricing is determined with respect to year-to-year price variances for separately priced CLINs. Offerors shall provide rationale for any proposed CLIN price increase greater than 5% from one year to another, or any proposed CLIN price decrease from one year to another. In addition, the Offeror shall provide rationale for any proposed CLIN price that does not change from one year to another. Unexplained price variances from year-to-year could suggest unbalanced pricing. It is in the Offeror’s best interest to provide explanations or supporting rationale for any significant annual CLIN price variances.

5.2.3 Price Realism

The Government will evaluate proposals for price realism to determine whether proposed prices are based on an adequate understanding of contract requirements and to ensure the proposed price does not pose an unacceptable risk to performance.

Offerors shall provide sufficient rationale describing how prices were developed (such as assumptions, historical data, projections, expertise, management decisions, etc.).

SECTION L -INSTRUCTIONS TO OFFERORS (ITO) FOR PROPOSAL PREPARATION

5.2.4 Pricing Information Requirements

FAR 15.4 applies as appropriate. Specifically, FAR 15.404-1 applies regarding proposal analysis. Price analysis techniques shall be utilized to ensure fair and reasonable pricing in accordance FAR 15.404-1(b). Providing information to assist with pricing evaluation to further support proposed pricing will expedite the source selection process.

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 the possibility that an Offeror does not fully understand the requirement, the Offerors 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.

5.2.5 Rounding

In the Pricing Matrix (Attachment 9), all dollar amounts and labor rates shall be rounded to the nearest cent. All indirect rates shall be rounded to four decimal places and entered as a percentage (ex. 0.0755 = 7.55%). In the Pricing Matrix, the rates shall be entered as 100% plus the proposed rate (ex. 7.55% is entered as 107.55%).

5.2.6 Total Evaluated Price (TEP)

Offerors shall complete the Pricing Matrix (Attachment 9). Offerors must ensure all required proposed pricing is provided. This effort includes a nine-month Phase-In Period, a three-month Basic Period, eight one-year Option Periods, one six-month Option Period, and a six-month extension. The sum of all periods and the extension equals the Total Evaluated Price (TEP). Offerors shall propose pricing for the six-month extension based on proposed pricing of Option Period nine. The input spreadsheet in the Pricing Matrix automatically applies the Option Period nine proposed unit prices and rates to the six-month extension unit prices and rates. An incomplete Pricing Matrix will be considered unreasonable since pricing completeness is part of the price reasonableness criteria.

The Calculation Methodology worksheet within the Pricing Matrix provides calculation details for each CLIN and the TEP. The Pricing Matrix also includes an Instructions worksheet that Offerors shall review before completing the Pricing Matrix.

Note: The length of the…