Draft GPM Ordering Guide.docx

Support Equipment & Vehicles Division Multiple Award Contract for the Ground Power Modernization (GPM) Ordering Guide

July 2021 Version 1.0

Table of Contents

APPENDICES

Appendix A: Order Description Template Appendix B: Order Proposal Cover Sheet

PART 1 GENERAL INFORMATION

Scope

The purpose of this the Ground Power Modernization (GPM) program is to procure 72 kilo-Watt (kW) Ground Power Unit (GPU), 144 kW GPU, and 144 kW Universal Load Bank (ULB) production units. The GPM program will encompass two specific contract awards: Group A will include all three end items (72kW GPU, 144kW GPU, and 144kW ULB); Group B will include only the 72kW GPU. This ordering guide covers the competition for the award of the 72kW GPU production units. Specific requirements (i.e., quantities, data deliverables, etc.) will be determined for each delivery order. The delivery orders will not contain Interim Contractor Support (ICS), Contractor Logistics Support (CLS), Manufacturing, or Advisory and Assistance Services (A&AS) support.

Ordering Authority

The procedures for selecting Contractors for order awards under this contract are governed by FAR Part 16.505 as supplemented. Unless otherwise specified in a Request For Order Proposal (RFOP), the following defines the process by which fair opportunity will be afforded, how orders will be processed and priced, and how an order will be awarded.

1.3 Resolution of Issues

In the event issues pertaining to a proposed RFOP cannot be resolved to the satisfaction of the Ordering Procurement Contracting Officer (OPCO), the OPCO reserves the right to withdraw and cancel the proposed RFOP. In such event, the Contractor shall be notified in writing of the OPCO's decision. This decision is final and conclusive and shall not be subject to the "Disputes" clause or the "Contract Disputes Act."

1.4 Issuance

Awarded orders may be issued by e-mail, DoD SAFE, regular mail or facsimile. It is anticipated that all awarded orders will be issued electronically. If mailed, an order is considered "issued" when the Government deposits the order in the mail.

1.5 Unauthorized Work

The Contractor is not authorized at any time to commence order performance prior to issuance of a signed order or other written approval provided by the OPCO to begin work.

1.6 Funding Restrictions

No unfunded orders are allowed; orders may be incrementally funded in accordance with the FAR and other agency funding restrictions. The OPCO for each order is responsible for closing out the contract action that they issue. Notification that a closeout of an order is complete must be provided to the Primary Procuring Contracting Officer (PPCO) once accomplished. The Contractor shall work in partnership with the Government to closeout orders as soon as possible after they are physically complete by using the "Quick Closeout” procedures described in FAR 42.708 as much as practical. In accordance with Section 1427(b) of Public Law 108-136 a protest is not authorized in connection with the issuance or proposed issuance of an individual order except a protest on the grounds that the order increases the scope, period, or maximum value of the contract under which the order is issued; or a protest of an order valued in excess of $25 million.

1.7 Users

The Support Equipment & Vehicles Division (SE&V) reserves the right to restrict use of this contract.

No decentralized ordering authority shall be granted to any office or organization.

1.8 Ordering Periods

The GPM multiple-award IDIQ contracts provides for a maximum of ten (10) years in which orders may be placed. The total period of performance will consist of two (2), five (5)-year ordering periods: Ordering Period I will include a three (3) year basic, and two (2) ordering years of 12 months each; Option Period I will encompass Ordering Period II, which will include five (5) ordering years of 12 months each.

Each order will specify its individual period of performance and may extend beyond the end of the specific contract period under which the order was awarded.

1.9 Initial Orders

Each awardee will receive an initial order to cover the expense of attendance at the Post Award Conference (PAC). Both the technical order and provisioning guidance conferences will be held in conjunction with the PAC. This initial order will constitute the contract minimum for each awardee. The PAC will be conducted approximately 30 days following contract award and will be held at Robins Air Force Base, GA or via virtual means. The Government will establish two (2) eight-hour days between the hours of 8:30 a.m. and 5 p.m. for the PAC. The Government will provide the PAC dates, format, and agenda within approximately two (2) weeks of contract award. The Government will not pay any additional costs incurred above this amount. Travel must be approved by the OPCO in writing five (5) days prior to making travel arrangements.

The PAC will require the attendance of up to four (4) Contractor management staff, and will focus on the contract terms and conditions. At the request of the awardee, the OPCO may approve additional attendees, at no additional cost to the Government, if space is available. Virtual means will be available to allow for additional Contractor personnel to attend the meetings as needed.

In addition to the initial order for the contract minimum, each awardee will receive an order to cover the basic contract period first article quantities. These quantities will include the first article units, non-recurring engineering costs, and separately priced data deliverables. Orders will be placed with each awardee upon approval of the First Article Units and successful completion of the production readiness review(s). These orders will cover the identified Low-Rate Initial Production quantities. Orders will also be placed with each awardee at the beginning of each ordering year beginning with Ordering Year I upon receipt of funding to cover the ordering period contract guarantees of 25% of the annual estimated quantities for each awardee. These orders will be placed to ensure the contract guarantee is met (note, the contract minimum and contract guarantee are two separate requirements). The remaining 50% of the production units will be competed using this ordering guide.

PART 2 ROLES AND RESPONSIBILITIES

2.1 Contracting Officers

2.1.1 Primary Procuring Contracting Officer (PPCO)

The PPCO has the overall responsibility for the administration of the GPM contracts. The PPCO is the only authorized individual to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details, and/or schedules within the contracts. The PPCO is responsible for the overall administration and final closeout of the contracts and, when necessary, shall:

Provide scope oversight;

Serve as a liaison between GPM contract holders and SE&V;

Assist in expediting orders where practical;

Ensure compliance with contract requirements;

Issue the CO’s final decision and handle all contract level contractual disputes under the Contract Disputes Act;

Provide the administrative procedures for placing orders, contract administration, and issuing contract modifications; and, Track and report contract level metrics.

2.1.2 Ordering Procuring Contracting Officer (OPCO)

Requirements under the scope of the GPM will be procured via orders issued by OPCOs within SE&V in accordance with the ordering procedures set forth in this guide, and the terms and conditions of the basic contracts. The OPCO responsibilities include:

Determine the appropriate competitive approach (i.e., competitive or sole source, if Fair Opportunity Exception applies);

Review evaluation criteria;

Develop proposal preparation instructions and issue proposal requests to eligible GPM contract holders;

Receive and facilitate the evaluation of the proposals;

Oversee the procurement process through award of the order;

Issue/award the order;

Ensure the administration and final closeout of the orders;

Ensure the completion of Contractor performance evaluations using the CPARS; and, Adhere to the terms and conditions of the GPM contracts, FAR and its supplements, and other laws, regulations, and guidelines.

2.2 Requiring Activity

The requiring activity is responsible for preparing the Purchase Request (PR) package. It is the responsibility of the Requiring Activity to obtain the necessary approvals (i.e., funds certification, acquisition planning, etc.) prior to submitting the PR package to the servicing acquisition branch within the SE&V Contracting Branch. The PR Package may include the following as appropriate:

Name, title, address, phone number, and e-mail of the Requiring Activity POC;

Funding document;

Complete Order Description (See Appendix A) and/or other technical requirements documents;

Independent Government Cost Estimate (IGCE);

Fair Opportunity Exception, if applicable;

Proposal evaluation criteria;

Estimated period of performance;

Proposal Instructions and Evaluation Criteria;

Required clearances (if any); and, Other pertinent statutory/regulatory requirements.

2.3 Order Award Authority (OAA)

Unless otherwise directed and agreed to within the Acquisition Plan (AP), the order award authority will reside with the individuals designated in accordance with the Agile Combat Support Directorate policy and procedures.

PART 3 ORDERING PROCESSES

3.1 Traditional Ordering Process

When utilizing the traditional ordering process, all prime contract holders will be provided the opportunity to submit full proposals. Therefore, if the order request is complex and requires extensive technical, past performance, and/or cost/price proposals from each contract holder, the Government would need to allocate the proper resources and schedule to evaluate each of these proposals.

The following steps are to be followed for the traditional ordering process:

1. An Order Description is sent with a “Request for Traditional Technical, Past Performance and/or Cost/Price Proposal” to all contract holders. The request should typically place a limit of no more than 15 pages on the technical proposal, subject to adjustment at the discretion of the OPCO based on the size, scope, and complexity of the order’s requirement. The request may also include an oral presentation requirement if it is determined to be beneficial to the evaluation. A complete past performance proposal may be submitted if required, normally with no page restrictions. A complete cost/price proposal must be submitted, normally with no page restrictions. The amount of time allowed for the traditional response is typically fifteen (15) calendar days, which may be adjusted based on the scope/complexity of the requirement and the needs of the customer.

2. Technical, past performance, and cost/price evaluations are conducted by the Government evaluation teams.

3. Exchanges take place (if needed).

4. If exchanges take place and revised proposals are submitted, evaluations are conducted by the Government evaluation team(s) as needed.

5. An order is awarded to the successful offeror.

3.2 Fair Opportunity Exception (FOE) Ordering Process

One or more orders may be issued during the contract period of performance under a fair opportunity exception. In accordance with the Federal Acquisition Streamlining Act (FASA), FAR 16.505(b)(2)(ii) and DFARS 216.505-70(b), the OPCO will provide all awardees a "fair opportunity" to be considered for each order in excess of $3,000 unless one of the conditions below applies:

1. The agency need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.

2. Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.

3. The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

4. It is necessary to place an order to satisfy a minimum guarantee.

5. For orders exceeding the simplified acquisition threshold, a statute expressly authorizes or requires that the purchase be made from a specified source.

GPM Ordering Process in Accordance with FAR Part 16.505

INITIAL PHASE: A requirement is identified and appropriate acquisition planning is conducted.

STEP 1

The requiring activity and OPCO jointly prepare the RFP package.

Acquisition Approval Authority Approves Utilization of GPM Contract Vehicle

OPCO, PM

No Exception Fair Opportunity Exception

STEP 2

The OPCO prepares a RFP for all contract holders

STEP 2

The OPCO prepares an order on a Sole-Source Basis

STEP 3

The OPCO issues the Proposal Request to the Contract holder(s) via email.

STEP 4

Proposal(s) are received by the OPCO and evaluated.

Applicable Review/Approval conducted as required.

STEP 5

The OPCO issues the order to the Contract Holder submitting the Proposal selected for award.

STEP 6

The OPCO issues notification, via e-mail, to those Contract Holders that did not receive award to inform them of non-selection. If requested by the unsuccessful offeror(s), the OPCO will discuss the reasons for their non-selection with them. The CO will follow the procedures at FAR 16.505(b)(6) for orders exceeding $5.5 million.

3.3 Solicitation

For each order, RFOPs shall be provided to each of the prime Contractors via direct electronic communication, typically email. The RFOPs are expected to provide at least 15 calendar day proposal submission periods. Notice of intent to issue and actual issuance notice of RFOPs shall be provided via electronic communication, typically email. All holders of the GPM IDIQ contracts are encouraged to compete for orders. There are no restrictions on source selection evaluation criteria, factors, or tradeoffs.

Each prime Contractor shall evaluate the opportunity and determine whether or not to submit a proposal. Any questions pertaining to the RFOP package shall be submitted to the OPCO in writing within three (3) business days of RFOP issuance date. In the event issues pertaining to a RFOP package cannot be resolved to the satisfaction of the OPCO, the OPCO reserves the right to withdraw or cancel the proposed RFOP package. In such event, Contractors will be notified, via letter or email, of the OPCO's decision, and the decision shall be final and conclusive and shall not be subject to the "Disputes" clause or the "Contract Disputes Act".

The RFOP (unless the OPCO determines that an exception to fair opportunity procedures applies) will include, at a minimum, the following information:

1. Date of announcement

2. Contract Date Request List (CDRL) package

3. Anticipated contract type(s)

4. E-mail address/mailing address or fax number of Government contracting office

5. Proposal due date

6. Evaluation criteria and factors for award

3.4 Order Proposal Preparation

The OPCO will issue a RFOP to all prime Contractors following FAR Part 16.505, unless a fair opportunity exception exists. The RFOP will include a due date for proposal submission and order description that will include a detailed description of work to be accomplished, a listing of the deliverables required and any additional data, as appropriate. The RFOP will also include specific instructions for the submission of proposals. The CLIN structure on each order will reflect the pricing arrangement for each line item, and must strictly adhere to the CLIN structure outlined in the IDIQ contract.

The amount of time for proposal submission will be based on the complexity and urgency of the requirement and will be stated in individual RFOPs. Unless otherwise specified in the order solicitation, the proposal submission time will be 15 calendar days. Unless otherwise noted, the Proposal Cover Sheet (See Appendix B) shall be utilized in response to each RFOP.

If no proposals are received, the Government may revalidate the RFOP requirement. The validation process may include exchanges with some or all of the Contractors to determine the concerns about the RFOP requirement. Should the requirement be valid, the ordering OPCO may re-issue the RFOP package.

A. Technical Proposals. If determined necessary, technical proposal information will be streamlined. Unless otherwise noted in the order solicitation, the maximum page limits for each order will be up to fifteen (15) pages technical proposal in the RFOP not including graphics. Proposals shall not merely restate the requirements. Written technical proposals shall normally address:

1. Technical Approach and descriptive narrative of the Contractor's understanding of the requested effort

2. Cost/Price data and justifications in the format specified in the RFOP

3. Period of Performance

4. Production capacity and any limitations

5. Teaming Arrangement (including subcontracting)

6. Other Pertinent Data, such as assumptions made

B. Price Proposal. Information other than cost and pricing data maybe required at the order level for fixed price orders. No detailed price information will be submitted if not required by the order. Price proposals may be submitted for prices higher than the negotiated, pre-priced contract guarantee prices (used as the basis for each order issued upon the opening of each ordering year as funding becomes available). The increased prices shall not exceed 10% of the pre-priced, negotiated CLIN prices. For those instances where a price premium is required for the competitive orders, the contractors shall provide other than cost or pricing data to support the increase in the price proposed.

C. Other Relevant Information. This information shall always be in writing and shall address other relevant information as required by the contract or requested in the RFOP. For example, the proposal shall identify any situation in which the potential for a conflict of interest exists. If travel is specified in the order’s SOW, airfare and/or local mileage, per diem rates by total days, number of trips and number of Contractor employees traveling shall be included in the proposal.

D. Clarification of Proposals. Evaluations will be in accordance with the selection criteria set forth in the proposal request. Upon completion of evaluations, the OPCO will issue an order to the Contractor whose proposal provides the best value to the Government.

E. Proposal Preparation. The Contractor shall assume all costs associated with preparation of proposals for order awards under the proposal process as an indirect charge (bid and proposal costs). The Government will not reimburse awardees for proposals as a direct charge.

3.5 Award

The OPCO awards the order to the successful contractor. A copy of the award and any subsequent modifications shall be forwarded to the PPCO.

After the order is awarded, the OPCO shall issue notification, via email, to those offerors who did not receive the award to inform them of their non-selection. If requested, by the unsuccessful offeror(s), the OPCO will discuss with them the reasons for their non-selection. The OPCO may only discuss the reasons for non-selection. The OPCO may not discuss other contractors’ proposals, compare contractors’ proposals, or allow a non-selected contractor access to the award decision documentation.

In accordance with FAR 16.505(b)(6), for orders exceeding $6 million, the OPCO shall follow the procedures set forth in FAR 15.503(b)(1) when providing post award notification and at FAR 15.506 when providing post award debriefing to unsuccessful offerors.

3.6 Estimated Award Times

Although these times (in business days) are what should usually be expected as a minimum, unanticipated circumstances may require some flexibility in planning. More complex requirements may require additional time for proposal submission and review. The following estimated award times are not inclusive of any Interchange Notices (INs) or Evaluation Notices (ENs) that may be required for proposal evaluation, in which time required for such can be built into any individual Order award schedule.

Appendix A: Order Description Template

Below is a standard template for users to generate when developing their requirement, which will be included as part of the Proposal Request submitted to the GPM Contract Holders. Delete any red text prior to submittal.

Order Description for the Support Equipment & Vehicles Division Ground Power Modernization (GPM)

1. Background Brief description of the Programmatic Background.

2. Scope This portion should outline the scope of the requirement (i.e., competitive, exception to fair opportunity, etc.)

3. Description of Requirement The details of this portion should tie back to paragraph 2 of the scope of this document. Briefly describe the intent of the requirement and expectations of the Contractor.

4. Travel Is Contractor travel necessary for the performance of this order?

5. Deliverables List any Contract Data Requirements Lists (CDRLs) and any other deliverables required by the order.

Appendix B: Proposal Cover Sheet

Below is the standard information that shall be identified in the Proposal Cover Sheet for potential offerors when submitting their proposal to an order under the GPM Contract. This is to be used a template. Please delete any red text prior to submittal.

Proposal Cover Sheet Support Equipment & Vehicles Division Ground Power Modernization (GPM)

1. Contractor’s Name Please identify the name of the business proposing for this effort.

2. Address Please identify the physical address of the business.

3. Cage Code Please identify the Cage Code of the business proposing for this effort.

4. Proposal Number Please identify the internal proposal number assigned to this effort.

5. Ordering Procurement Contracting Officer (OPCO) Please identify the OPCO and other POCs who issued the solicitation through the GPM IDIQ contract vehicle.

6. Solicitation Number Please identify the solicitation number issued with this requirement from the Government.

7. Program Name Please identify the program name this proposal is supporting.

8. Total Dollar Amount of Proposal Please identify the total proposed dollar amount.

Multiple Award Contract for GPM Page 10 of 12 July 2021 Ordering Guide