Section L Admin Rev.docx

NEXT GENERATION AEROSPACE GROUND EQUIPMENT (NGAGE)

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L-900. Proposal Requirements

I. Proposal Format

A. General: The following instructions cover the preparation and submittal of the Offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. If a joint venture arrangement exists for this acquisition, the Offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission. A joint venture is defined as a contractual agreement joining together two or more parties to undertake a particular business transaction or project and is intended to exist for a limited time period. The individual entities may retain their individuality and operate under a joint venture agreement, or the joint venture creates a separate corporation, limited liability company, or membership. Offerors shall submit only one proposal for the NGAGE Multiple Award Contract (MAC) as the Government will review only one proposal per Offeror. Proposals must be received by the following team members listed below via DoD SAFE (Department of Defense Secure Access File Exchange), no later than the date and time specified in Block 8 on the face page of the RFP.

Contracting Team:

· Procuring Contracting Officer (PCO): Kimberly (Becky) Janssen, kimberly.janssen@us.af.mil

· Contract Specialist: Joe T. Lee, joe.lee.4@us.af.mil

The Government intends to award without discussions but reserves the right to conduct discussions if determined necessary. However, if during the evaluation period, it is determined to be in the best interest of the Government to conduct discussions, the PCO will notify the Offerors. Should discussions occur, Evaluation Notices (ENs) will be issued in writing. To streamline and shorten the process, the Government may conduct oral discussions via virtual conference.

The Government intends to award multiple contracts under this RFP. However, the Government reserves the right not to award any contracts and may do so without prior notice to the Offerors. If the Government determines not to award a contract, the Government will not be liable for costs incurred by Offerors.

B. Communications: Exchanges of source selection information between Government and Offerors will be controlled by the Contracting Officer. Email may be used to transmit such information only if the email can be sent encrypted and must include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email. In order to facilitate the sending and receiving of encrypted emails, Offerors must use MS Outlook email configured to support encryption or a different email product that is S/MIME compatible and configured to support encryption. If you intend to submit your source selection information via encrypted email, you will need to contact the Contracting Team indicated in Section A above prior to that first submittal in order to exchange certificates used for encryption. To ensure the process is working correctly, send a test encrypted message first (without including any source selection information). Otherwise, source selection information will be transmitted via DoD SAFE at https://safe.apps.mil/.

If an Offeror's computer system cannot support encryption technology, DoD SAFE at https://safe.apps.mil/ is the preferred alternative method of electronic submissions. The Offeror should send an unencrypted email, including “Source Selection Information – See FAR 2.101 and 3.104” in the subject line, requesting a drop-off link for transmission purposes. When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted. When submitting source selection information electronically, file suppression utilities, to include but not limited to zip files, will not be accepted.

NOTE: When sending files via encrypted email, please note there is a size limit of 20MB.

NOTE: When sending files via DoD SAFE, please note there is a size limit of 8GB, as well as a file count limit of 25. Offerors shall advise the Contracting Team of any submissions that will be outside of these limitations so that multiple DoD SAFE drop-off request links can be sent. A formal request must be sent via email to the Contracting Team for a drop-off link to be sent. Drop-off requests/links sent to companies by the Government are only valid for 14 days. Additionally, drop-off requests/links are only good for one (1) submittal per use.

If the Offeror chooses not to utilize encrypted email or DoD SAFE, the Offeror shall send the Contracting Team correspondence at the time it submits the proposal stating that it accepts the risk of sending and receiving unencrypted electronic mail.

When submitting source selection documentation, Offerors shall contact the entire Contracting Team identified in Section A above via email to advise of information submittal and obtain acknowledgement of receipt.

II. Volume Organization

A. General: Proposals shall be submitted to the Government in four (4) separate volumes as set forth below:

· Cover Letter

· Signed RFP and RFP Amendment(s) (if applicable)

· DD Form 2345 “Military Critical Technical Data Agreement”

· Small Business Subcontracting Plan (Large Businesses Only)

· Supplier Performance Risk System

· Required Clause and Provision Fill-Ins

· NGAGE Self-Scoring Matrix [1 Page]

· Work Sample(s) [Maximum of 2]

· Work Sample Cover Sheet(s) [2 Page Max per Work Sample]

· Work Sample Contract Front Page(s) [1 Page per Work Sample]

· Work Sample Artifacts

NOTE: All proposal information shall be submitted in electronic form via DOD SAFE or email. The Government will not accept hard copy deliveries of the proposal. Electronic files/media must be virus-scanned by the Offeror prior to submitting to the Government.

In addition to the page limitations set forth above, proposal volumes shall comply with the following format:

1. Proposals shall be in the English language and all monies shall be proposed in United States dollars.

2. Print shall be no smaller than a font size of 12. Paper size shall be 8 1/2” X 11,” excluding any charts, graphs, drawings, diagrams, and/or supporting illustrations, spreadsheets, etc. Charts, graphs, drawings, diagrams, and/or supporting illustrations, spreadsheets, etc. shall not be greater than 11” x 17.” Multiple charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc. may be submitted on paper that are either 8 1/2” X 11” or 11” X 17”. No paper shall be larger than 11” x 17”. Each volume within the proposal shall be contained within a separate folder/file. Margins shall be no smaller than 1 inch and each page within a volume shall be numbered consecutively. Elaborate formats, bindings, color presentations are not desired or required. In order to verify the font size and margins utilized, the Offeror shall provide an electronic copy of the technical and small business proposals in Microsoft Word format.

3. The page limitation for Volume II, Written Technical Proposal is 30 pages. The page limitation for Volume III, Small Business Participation, is 8 pages. The page limitations include any cover page(s), table of contents, list of acronyms (if utilized), executive summaries, company introductions, cover letters, charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, attachments, etc., as specifically identified in this provision. No embedded or attached files submitted within the previously mentioned documentation will be reviewed. Meaning, for example, if an Offeror submits a word document that contains an embedded or attached spreadsheet or drawing, the word document will be reviewed but the attached spreadsheet or drawing will not be evaluated. Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and retained in the contract file without being considered in the evaluation.

4. Page limitations may be placed on responses to Evaluation Notices (ENs), if issued. The specified page limits for EN responses will be identified in the letters forwarding the ENs to Offerors or on the EN form itself.

5. Each page containing proprietary information should be so marked.

6. Each page should contain the following legend at the bottom of each sheet:

SOURCE SELECTION INFORMATION--SEE FAR 2.101 and 3.104

CUI

B. Volume I, Completed RFP

1. General: Volume I, Completed RFP is required from all Offerors in a separate Volume Labeled, “Volume I – Completed RFP and shall consist of the completed and signed RFP, to include any amendments issued, with a cover letter delineating any exceptions taken to the RFP terms and conditions with accompanying rationale. The Government reserves the right to independently identify exceptions taken to the terms and conditions of the RFP outside of those identified in the Offeror’s cover letter. However, Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed. Offerors shall not include prices in the submitted RFP. Proposed prices shall be submitted in Volume IV, RFP Attachment (Post Award Conference Price Attachment). See paragraph F below for further instructions on submitting proposed prices.

2. DD Form 2345 “Military Critical Technical Data Agreement”: The requirements that may generate under the resulting contract(s) may have Export Controlled restrictions for unclassified information that is not generally releasable to the public. Export Controlled is defined as: Unclassified information concerning certain items, commodities, technology, software, or other information whose export could reasonably be expected to adversely affect the United States national security and nonproliferation objectives. Includes dual use items; items identified in export administration regulations, international traffic in arms regulations and the munitions list; license applications; and sensitive nuclear technology information.

In order to receive the drawing packages and associated Delivery Order Awards, a current and valid DD Form 2345 “Military Critical Technical Data Agreement”, must be provided. Interested vendors must forward a current, approved DD Form 2345 “Military Critical Technical Data Agreement” to the Contract Specialist and Contracting Officer, via the email specified in this solicitation. The submitted DD Form 2345 will be validated as being current with the Defense Logistics Agency’s Logistics Information Service – Joint Certification Program. For DD Form 2345 information, visit the DLIS website at https://www.dla.mil/Logistics-Operations/Services/JCP/DD2345Instructions/.

3. Small Business Subcontracting Plan: The small business subcontracting plan required by FAR 52.219-9, as supplemented by the DFARS, shall be submitted by Large Business Offerors. The plan shall comply with FAR 52.219-9, Alternate II, and DFARS 252.219-7003 (or DFARS 252.219-7004 if the Offeror has a comprehensive subcontracting plan). The submitted plan shall set forth the Offeror’s plan for subcontracting with small businesses to the maximum extent practicable, in accordance with FAR 52.219-9 as supplemented by the DFARS. The small business subcontracting plan shall include the information required by FAR 19.7, DFARS 219.7, and all associated clauses within this RFP. Offerors are strongly encouraged to utilize the document entitled “DoD Checklist for Reviewing Subcontracting Plans” available at https://business.defense.gov/Acquisition/Subcontracting/DoD-CSP/Subcontracting-Guide/. NOTE: The Small Business Subcontracting Plan is required by large business offerors only and shall be incorporated into any resultant contract.

The table below depicts the breakdown of the Small Business Subcontracting Plan goals. Offerors shall submit, with the proposal, in writing, a Small Business Subcontracting Plan addressing each of the socio-economic categories listed in the table, which represents the Department of Defense (DOD) Fiscal Year 2025 (FY 2025) Small Business Subcontracting Goals. For small business categories where the Offeror’s goal is less than the DoD goal shown in the table, the Offeror shall provide a rationale for not meeting the suggested goal.

4. Supplier Performance Risk System: The Offeror’s Supplier Performance Risk System (SPRS) will be evaluated to verify the assessment date is current (within the last three years of the solicitation issuance) and verify that the score is 110. If the current score is less than 110, the Offeror shall formally acknowledge their current non-compliance with the requirement for a score of 110 and provide documentation of its remediation efforts. Failure to have either a current assessment with a score greater than 110, or to provide a plan to become compliant will result in the Offeror being considered as failing to meet the RFP terms and conditions and thus render the proposal not eligible for award. Offerors shall have a current assessment in the SPRS as required by DFARS 252.204-7019 and DFARS 252.204-7020. The Government will consider the Offeror’s risk assessment for item, price, and supplier risk, as applicable. Offerors are able to access their risk assessments by following the access instructions in the SPRS users guide available at https://www.sprs.csd.disa.mil/reference.htm.)

5. Required Clause and Provision “Fill-Ins”: Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed. See RFP for List of Fill-In Clauses and Provisions to Complete.

C. Volume II, Technical Proposal

1. General: The Technical Proposal is required from all Offerors in a separate Volume Labeled, “Volume II – Technical Proposal”. The Volume II Technical Proposal shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. The technical proposal shall 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 described below. Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, and experience and will base its evaluation on the information presented in the Offeror’s technical proposal. The burden of proof to substantiate the Offeror’s self-score from RFP Attachment (Self Scoring Matrix) – NGAGE Self-Scoring Matrix rests solely with the Offeror. Unsubstantiated or misleading claims could result in the Government determining that the Offeror’s proposed self-score is artificially inflated.

2. Format and Specific Content: The following information shall be provided in the technical proposal and will be evaluated to assess technical acceptability in accordance with Section M-900, Evaluation Basis for Award. The Technical Proposal shall consist of RFP Attachment (6) – NGAGE Self-Scoring Matrix, Completed RFP Attachment (5) – Work Sample Cover Sheet(s) and a maximum of two (2) recent/relevant work samples, as substantiating documentation. Each work sample shall have its own cover sheet. Do not submit one (1) work sample cover sheet for all work samples.

The two (2) work samples shall represent contracts/orders for work performed for the United States Government and be within the last five (5) years from the proposal due date. Using the instructions provided below, the Offeror shall substantiate its self-score from the matrix by providing, as specifically as possible, the actual deliverable(s) for the accomplished work that is detailed in the work sample(s). Each work sample shall demonstrate the Offeror’s experience for any of the two (2) identified Focus Area Categories where points are being claimed on the self-score matrix so that the Government can validate the Offeror’s submitted self-score. One work sample equals one contract/order. A work sample may be comprised of multiple artifacts. A work sample artifact represents evidence/information/documentation submitted as a deliverable to a Contract Data Requirements List (CDRL) for its work sample. The Offeror needs only to include the relevant portions of artifacts from the Work Sample that clearly show the Government that the Offeror has experience in the Focus Area Categories for which points are claimed.

If the Offeror was a subcontractor on a contract/order for the United States Government, the Offeror may only use artifacts it produced for the Prime as substantiating documentation. However, the Work Sample Cover Sheet must be populated using information from the Prime’s contract with the Government. In addition to the information described in RFP Attachment (3) – Section L – Instructions to Offerors, Section II.C.6, for the substantiation section of the Work Sample Cover Sheet, the Offeror shall also explain its role on the Prime’s contract and how the Offeror provided modernization support indirectly to the Government.

In order to maximize the Offeror’s self-score matrix, the Government recommends that each submitted work sample shows expertise across both of the two (2) Focus Area Categories. The Offeror must show experience in at least one element of a Focus Area Category in order to get a point on the self-score matrix. The maximum self-score that an Offeror can claim for any given work sample is two (2) points: one for each Focus Area Category. The Government reserves the right to contact the Government Points of Contact (POCs) identified in the work samples or any other resources deemed necessary for any or all evaluation criteria during the validation of the self-scores.

In addition, the Offeror shall:

a. Demonstrate traceability between the evaluation criteria and submitted evidence so that the Government can make a clear connection;

b. Provide documented evidence that clearly supports the evaluation criteria—if the Government cannot conclusively align the evidence to support the requirement, it may result in decremented points; and,

c. Ensure that the proposed evidence guides the Government to a validated conclusion—if the evidence is unclear and/or the Government cannot make the connection, points will be decremented.

NGAGE Focus Area Categories

CATEGORY 1:

This focus area represents an Original Equipment Manufacturer (OEM) who manufactures and delivers AGE and/or comparable industrial equipment. Describe the type of AGE and/or comparable industrial equipment provided and produced by your company that meets our definition of AGE (equipment directly supporting warfighter air vehicle launch, recovery, and/or operations & maintenance (O&M) activities, to include but not be limited to hydraulic and/or cryogenics servicing carts, electrical power generation and conversion, mobile HVAC, air compressor and pressure testers, as well as equipment with AS8090-compliant running gear, etc). If your company has not previously manufactured AGE and/or comparable industrial equipment but has the potential to support flightline or back shop operations, please provide examples of design, development, prototypes, projects, and efforts that are applicable.

CATEGORY 2:

This focus area represents delivery of digital engineering and sustainment data, to include technical and engineering data, and supporting documentation. Technical and engineering data…

· Must demonstrate proficiencies in complying with Technical Manual Contract Requirements (TM-86-01) technical orders, T.O.s.

· Must demonstrate proficiency in developing and delivering logistics product data complying with DI-SESS-81758A

· Must demonstrate proficiency in developing and delivering Engineering Data for Provisioning complying with DI-SESS-81874

· Including training material

· Include engineering analyses, such as FEA (Finite Element Analysis), and Failure Reporting, Analysis, and Corrective Action System processes, thermodynamic flow analysis, etc.)

· Include digital engineering may include experience with commercial modeling software suites, modeling and simulation; examples include but are not limited to: DOORS, Cameo, Ansys, Solidworks, Creo, Catia, MatLab, etc.

· End to end requirements traceability to end product design in a digital environment.

3. What to Submit:

Offeror shall submit its Volume II – Technical Proposal as a single combined PDF which includes (1) RFP Attachment (6) – NGAGE Self-Scoring Matrix and each work sample (including its cover sheet, contract/order front page, and artifacts). As stated in the table of section II.A, this combined Technical Proposal PDF shall not exceed 30 pages. Not included in the 30 page limit- please fill out RFP Attachment 11.

4. What Not to Submit:

Elaborate brochures or documentation, detailed artwork, or other embellishments are unnecessary and are not desired. The Government will NOT accept discretely generated documentation for the sole purpose of point validation. Discretely generated documentation is defined as documentation that is newly generated expressly for the purpose of responding to this RFP and was in no way a product of the work sample.

5. NGAGE Self-Scoring Matrix:

The Offeror shall complete one (1) RFP Attachment (6) – Self-Scoring Matrix, submitted in PDF format, addressing up to a maximum of two (2) work samples. As described below, the Offeror shall substantiate its self-score for each evaluation criterion for the Government to validate the Offeror’s self-score.

6. Work Sample Substantiating Documentation:

The Offeror shall submit a maximum of two (2) work samples to substantiate its self-score from the matrix. Offeror may highlight sections of the work sample artifacts without inserting text notes. Highlighting must not adversely impact the legibility of the artifact. Offeror should explain on the cover sheet for each work sample how the work sample artifact substantiates the self-score. Each work sample requires its own cover sheet. Do not submit one (1) work sample cover sheet for all work samples. Work samples should be arranged such that each segment is readily identifiable allowing for ease of searching.

Each work sample shall include:

a. NGAGE Work Sample Cover Sheet

i. Work Sample Number: WS-

ii. Company Name: XYZ Corporation

iii. Work Sample Name: (i.e. contract name associated with work sample) ATS Refresh

iv. Work Sample Contract/Order Number: FA1234-56-D-7890

v. Work Sample Period of Performance: 01 Jan 2021 – 30 Jun 2024

vi. Focus Area Categories Claimed: (i.e. category/categories for which points are being claimed for this work sample)

vii. Category 1

viii. Category 2

ix. Work Sample Government Point of Contact (x1):

x. FirstName1 LastName1, 123-456-7890, Firstname1.lastname1@us.af.mil

xi. Substantiation: Provide an explanation of this work sample and how it demonstrates experience in support of one or more Focus Area Categories for which points are being claimed on the self-score matrix. Within the explanation, the Offeror shall identify each artifact supporting the category/categories claimed and its location within the work sample, describe what each artifact is, and explain how each is being used to substantiate the proposed self-score.

b. Contract/Order Front Page

c. Work Sample Artifacts: Evidence/information (produced by this work sample) used to substantiate points claimed on the self-score matrix.

Evidence proposed must be submitted in the original format as it was originally delivered. Names that have been manually inserted into the substantiating documentation and were not part of the original document will not be used to validate experience.

D. Volume III, Small Business Participation

1. General: The Small Business Participation proposal is required from all Offerors (Large and Small Business) in a separate Volume labeled, “Volume III – Small Business Participation” including small businesses and companies with Master, Individual, commercial subcontracting plans and/or comprehensive subcontracting plans. Offerors are advised that the Small Business Participation proposal is not the same as the Small Business Subcontracting Plan required by FAR 52.219-9. Large business Offerors shall not utilize the Small Business Subcontracting Plan in place of the Small Business Participation proposal. The Small Business Participation Proposal shall be fully addressed in an overall plan each of the following elements. Methodologies may be applied to multiple elements if it is identified in the specific element.

a. Provide detailed narrative, with at least three methods identified and explained, regarding how the Offeror intends to ensure Small Businesses* have equitable opportunities to compete on all Delivery Orders.

b. Provide detailed narrative, with at least three methods identified and explained, regarding how the Offeror will develop subcontracting goals to meet and exceed Air Force Small Business* goals in all Delivery Orders.

c. Provide detailed narrative with at least two outreach methods that the Offeror intends to utilize in locating Small Businesses* for subcontracting on all Delivery Orders.

* Small Businesses include small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small, disadvantaged business concerns, and women-owned small business concerns.

E. Volume IV, Price

1. General: To be eligible for award for the first Delivery Order, Offerors shall provide the following reports/statements:

a. Price: The Offeror shall submit their proposed price for the Post-Award Conference (PAC) in RFP Attachment 09.

a. Proposed unit/CLIN prices shall be rounded to the nearest whole dollar and submitted in U.S. currency. If any proposed unit/CLIN price does not meet the required rounding, the Government will round that unit/CLIN price to the nearest whole dollar. The Government-adjusted unit/CLIN price will become the Offeror’s proposed amount

b. A compliance statement that demonstrates how the Offeror intends to comply with DFARS clause 252.242-7006. A definitive statement is required regardless of the current status of the Offeror’s accounting system.

c. Failure to submit the above documentation can result in an Offeror being excluded from award.

d. Data beyond that required by this instruction shall not be submitted. All data relating to the proposed price, including all required supporting documentation, must be included in Volume IV, Price submission. Compliance with these requirements is mandatory and failure to comply may result in rejection of the proposal.

e. In accordance with DFARS 215.371-3, cost and pricing data may be required in the event only one offer is received. If no exception in FAR 15.403-1(b) applies, the cost and pricing data shall be certified. In accordance with FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price reasonableness. Data shall be provided in accordance with FAR 15.403-5. If, after receipt of proposals, the Contracting Officer determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit additional cost or pricing data.

2. Format: The Price proposal shall contain the information specified below:

a. Introductory documents IAW E.3.

b. Completed Price Submission (RFP Attachment 09).

c. Compliance statement IAW E.1.b.

3. Introductory Documents:

a. Estimating System: The Offeror is highly encouraged to indicate whether the Offeror’s system has Government Approval. The Offeror is highly encouraged to provide evidence of such approval.

b. Purchasing System: Offerors are highly encouraged to provide a description of their purchasing system or methods (e.g., how material requirements are determined, how sources are selected, when firm quotes are obtained, what provisions are made to ensure quantity and other discounts). Offerors are highly encouraged to indicate whether or not they have Government approval of their purchasing system and if so, provide evidence of such approval.

c. Accounting System: The Offeror shall indicate whether or not they have Government approval of their accounting system and to provide evidence of such approval. The Offeror’s most recent Defense Contract Audit Agency (DCAA) audit report must specifically state adequate accounting system to be considered standard of proof. The report shall include all numbered pages and not be redacted. In the event the Offeror’s accounting system has not been reviewed and approved by DCAA/DCMA, the Offeror shall complete the ‘Pre-Award Survey’ when contracted by DCMA if not already completed and shall submit the completed document as part of Volume IV: Price submission. The Government will forward the document to DCMA in order to initiate their review of the Offeror’s accounting system to determine if it is adequate for a cost-reimbursement contract.

d. Disclosure Statements: The Offeror is highly encouraged to provide a copy of the most recent approved Cost Accounting Standards (CAS) Disclosure Statement, if applicable. Additionally, the Offeror shall provide a copy of the cognizant Federal agency official written determination regarding adequacy of the provided (and proposed in accordance with) Disclosure Statement in accordance with FAR 30.202-6.

e. Financial Capability Review: Offerors are highly encouraged to submit the address, phone number, and point of contact of their cognizant Defense Contract Management Agency (DCMA) and DCAA offices, if applicable. This information is necessary for the Government to potentially request a Financial Capability Review. Offerors with current (within one (1) year of the proposal due date) Financial Capability Reviews may provide a copy with their proposal.

f. Ground Rules and Assumptions: The Offeror shall provide Ground Rules and Assumptions used in preparing the Price Submission within RFP Attachment 09.