RFP_Attachment_6_DRAFT-ATSA-I-VENDOR_GUIDE-01AUG2024.pdf

DRAFT

AUTOMATIC TEST SYSTEMS ACQUISITION - I

(ATSA-I)

VENDOR GUIDE

AUTOMATIC TEST SYSTEMS (ATS) DIVISION

Warner Robins, Georgia

01 AUG 2024

ATSA-I Multiple Award Contract

Vendor Guide Page 1 of 13

1 Table of Contents

1 GENERAL INFORMATION

1.1 SCOPE

1.2 MANDATORY CONTRACT VEHICLE

1.3 ATS PORTFOLIO

1.4 ATSA-I CONTRACT STRUCTURE

1.5 ORDERING PERIODS

1.6 ON-RAMP

1.7 OFF-RAMP

1.8 INITIAL ORDERS

1.9 ORDERING AUTHORITY

1.10 ROLES AND RESPONSIBILITIES

1.10.1 PRIMARY PROCURING CONTRACTING OFFICER (PPCO)

1.10.2 ORDERING PROCURING CONTRACTING OFFICER (OPCO)

1.10.3 REQUIRING ACTIVITIY

1.10.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

1.11 ORDER ISSUANCE

1.12 CONTRACT DATA REQUIREMENT LIST (CDRL)

1.13 FOREIGN MILITARY SALES (FMS)

1.14 UNAUTHORIZED WORK

1.15 FUNDING RESTRICTIONS

1.16 CLOSEOUT

1.17 RESOLUTION OF ISSUES

2 ORDERING

2.1 FOPR ORDERING

2.2 FAIR OPPORTUNITY EXCEPTION (FOE) ORDERING

2.3 ORDER PROPOSAL PREPARATION

2.3.1 Proposals

2.3.2 Evaluation of Proposals

2.3.3 Proposal Preparation

2.4 AWARD

2.5 ESTIMATED AWARD TIMELINES

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1 GENERAL INFORMATION

1.1 SCOPE

The purpose of this guide is to provide crucial information and outline procedures for the ATSA-I contract vehicle. This guide is designed for all ATSA-I Multiple Award Contract (MAC) awardees supporting the full scope of the ATS Division portfolio requirements for products, services, and solutions through a rapid streamline vehicle procurement process. This guide does not waive any legal or regulatory provisions, and it is only a source of information for procurements under

ATSA-I.

1.2 MANDATORY CONTRACT VEHICLE

The ATSA-I contract vehicle will be the ATS Division's "mandatory vehicle," covering all lifecycle requirements of commercial and non-commercial products and services. This contract will subsume existing contracts as they expire and satisfy any future contractual needs of the ATS Division. The use of this contract is restricted to the AFLCMC/WNA Division. Decentralized ordering shall not be authorized to any office or organization under this contract vehicle. All Orders shall only be issued by AFLCMC/WNKB Contracting Office. The ATSA-I MAC will support commercial and noncommercial.

1.3 ATS PORTFOLIO

The ATS Division’s portfolio manages and supports the end-to-end life cycle of ATS, encompassing complex-aircraft and armament-system-specific test systems in support of warfighter Operations and Maintenance (O&M) at operating locations worldwide. The supported aircraft platforms include, but are not limited to fighters, bombers, cargo/airlift/tankers, Unmanned Aerial Vehicles (UAVs), and helicopters. Users of the ATSs range across multiple services and organizations, including, but not limited to the United States Air Force (USAF), USAF Reserve (USAF-R), Air National Guard (ANG), F-35 Joint Strike Fighter (JSF), Foreign Military Sales (FMS), and other Department of Defense (DoD) services.

1.4 ATSA-I CONTRACT STRUCTURE

The ATSA-I contract period of performance is established for a maximum of 10-years from the effective date of award in which Orders may be placed. The ATSA-I contract consists of two (2) phases, PHASE I and PHASE II, each lasting five (5) years. PHASE I will have a base period of two years (24-month ordering period) and three 12-month ordering periods. There is an on-ramp opportunity between years 2 and 3. PHASE II will have a second base year of two years (24-month ordering period) and three 12-month ordering periods. There is an on-ramp opportunity between years 7 and 8. There will be on-ramp opportunity offered between PHASES I and II in conjunction with an option.

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ATSA-I CONTRACT STRUCTURE

1.5 ORDERING PERIODS

The ATSA-I contract provides for a maximum of eight (8) ordering periods in which Orders may be placed. Each Order will specify its individual period of performance and may extend beyond the end of the final contract ordering period. Orders are authorized to be issued that extend performance beyond one year from the end of the ordering period, up to five (5) years.

ATSA-I ORDERING PERIODS

ATSA-I ORDERING PERIODS

PHASE I ORDERING PERIOD

BASE PERIOD 1 YEAR 1 & 2 24-Months

YEAR 3 12-Months

YEAR 4 12-Months

YEAR 5 12-Months

PHASE II ORDERING PERIOD

BASE PERIOD 2 YEAR 6 & 7 24-Months

YEAR 8 12-Months

YEAR 9 12-Months

YEAR 10 12-Months

1.6 ON-RAMP

The on-ramp is defined as an opportunity to expand the awardee base for new awardees to become Contractors on the ATSA-I contract vehicle. These on-ramp opportunities will efficiently maintain and ensure a solid awardee base structure to continue providing rapid products and services for the ATS Division. On-ramping may occur more frequently for one or more Contractors at the

Vendor Guide Page 4 of 13 discretion of the PPCO, if it is determined in the best interest of the Government to support specialized requirements and/or programs. All ATSA-I awardees already on the contract will not be required to on-ramp. Any awardees added in the on-ramping process will not extend the contract end date past 10 years. The Government reserves the right, at any time, during the term of the ATSA-I contract, not to open any on-ramping opportunities.

1.7 OFF-RAMP

The off-ramp is defined as the removal of an ATSA-I awardee from the ATSA-I contract vehicle for any one of the following reasons as determined by the PPCO or at the awardees request:

Inability to satisfactorily perform; Inability to rectify performance after written Government notice; Lack of responsiveness; Lack of adhering to digital domain; Excessive PARs and negative CPARs; and Releasing data and information without PPCO permission. An ATSA-I awardee may request to be off-ramped from ATSA-I, if they no longer want to participate on the contract. The request shall be submitted in writing to the ATSA-I PPCO, and a bilateral termination for convenience modification will be issued with a no-cost settlement. All Order-level terminations for default or convenience will be IAW FAR clauses without utilizing off-ramp procedures. The Government reserves the right to remove an awardee at any time via off-ramping.

Prior to the PPCO utilizing an off-ramp, in conjunction with the OPCO, the PPCO will notify the Contractor of issues involving the performance failures and will allow the awardee 60 calendar days to remedy the issue. The PPCO has full discretion to authorize further remedy days based upon Contractor submitted written justification.

1.8 INITIAL ORDERS

The Government will award to each ATSA-I awardee one (1) IDIQ contract and one (1) task order.

The task order in the amount of $1,000.00 is to fund a one (1) time attendance to a virtual Post Award Conference (PAC). This initial order will constitute as the contract minimum for each awardee. The PAC is expected to be conducted approximately 30 days following basic contract award. The Government intends to provide further information and details on the PAC dates and agenda within approximately two (2) weeks of contract award. The Government will not reimburse any additional costs incurred above the established Order amount.

1.9 ORDERING AUTHORITY

The procedures for selecting ATSA-I awardees for order awards under this contract are governed by FAR Part 16.505 and supplements. The Government will issue a Fair Opportunity Proposal Request (FOPR) to all ATSA-I MAC awardees. The FOPR will include a due date for proposal submission, a detailed description of the work to be accomplished via PWS, SOW or SOO, CDRLs, deliverables, clauses, and any additional data as appropriate. The amount of time for proposal submission will be based on the complexity and urgency of the requirement and will be stated in individual FPORs. The due date will be set forth in each FOPR. The Government will also issue Exception Fair Opportunity Proposal Request (EFOPR) as governed in by FAR 16.505.

Unless otherwise, refer to this guide for further information and processes.

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1.10 ROLES AND RESPONSIBILITIES

1.10.1 PRIMARY PROCURING CONTRACTING OFFICER (PPCO)

The PPCO has the overall responsibility for the overall administration and final close out activities of the ATSA-I contracts. The PPCO is the only authorized individual to take actions on behalf of the Government to amend, modify, or deviate from the contract’s terms and conditions as well as perform other contractual actions as required. The PPCO may perform activities and functions as identified below:

Serve as a liaison between ATSA-I contract holders and the ATS Division Assist in expediting Orders where practical Ensure compliance with contract requirements Handle all basic contract-level issues and issue PPCO’s final decisions Provide the administrative procedures for placing Orders, contract administration, and issuing contract modifications Track and report contract level metrics

1.10.2 ORDERING PROCURING CONTRACTING OFFICER (OPCO)

The OPCO has the overall responsibility for the issuance of ATSA-I Orders in accordance with the ordering procedures set forth in this guide and the contract’s terms and conditions. The OPCO may perform the activities identified below as well as perform other contractual actions as required:

Oversee the procurement process through award of the Order Determine the appropriate competitive approach or sole source, if Fair Opportunity

Exception applies Review of Order acquisition documents, technical documents, and evaluation criteria Develop proposal preparation instructions and issue FOPR to ATSA-I awardees Issue/award the Order Receive and facilitate the evaluation of the technical and cost/price proposals Appoint COR and confirm certification aligns to dollar value and complexity Ensure the administration and final closeout of the Orders Ensure the completion of Contractor performance evaluations using the CPARS Adhere to the terms/conditions of the established procedures, contracts, FAR and its supplements, and other laws, regulations, and guidelines

1.10.3 REQUIRING ACTIVITIY

The requiring activity is responsible for all ATS requirements, including the development, review, and coordination of acquisition documents as well as obtaining required approvals for acquisition planning and funding. As required, the requiring activity will perform the activities and functions identified below:

Develop all requirement acquisition documents, supplements, memorandums Complete all technical requirements documents Complete Independent Government Estimate (IGCE) and other supporting requirements Complete and obtain Fair Opportunity Exception Justification, if applicable

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Prepare Proposal Instructions and Evaluation Criteria Complete COR Nomination and Certification Monitor contractor performance IAW issued order Assist OPCO with close out procedures Work with the contracting office and ensure the contracting office is kept abreast of all outstanding issues and situations

1.10.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

In accordance with DFARS PGI 201.602-2(d)(v)(A), a COR may be required at the Order level. If appointed, the COR will be responsible for the day-to-day monitoring of performance of that Order, as well as conducting all delegated Order administrative activities as required by the OPCO’s COR Appointment Letter. It is the OPCO’s responsibility to confirm that the designated individual is a certified COR. A copy of the Appointment and Designation Memorandum identifying specific duties and responsibilities will be provided to the Contractor.

The COR is not authorized to make any representations or commitments of any kind on behalf of the OPCO or the Government, unless otherwise specified in the appointment letter. The COR does not have the authority to alter the Contractor’s obligations or to change the specifications, pricing, terms, or conditions of the contract. If, as a result of program/technical/contractual discussions(s), it is desirable to modify requirements, then changes will be issued via contract modification or contract letter by the PPCO/OPCO.

The COR responsibilities may include:

Represent the OPCO in the administration of technical details within the scope of the Order

Conduct all delegated Order administration activities as required Monitor and verify the Contractor’s performance Notify the Contractor of deficiencies observed during surveillance and direct appropriate action to correct the known deficiency Record and report to the OPCO all incidents of faulty or nonconforming work, delays, or problems Perform, or cause to be performed, inspections necessary to verify that the Contractor has corrected all deficiencies Maintain liaison and direct communications with the Contractor All documents pertaining to this contract shall be signed as “Contracting Officer’s

Representative”, and a copy shall be furnished to the OPCO Ensure that the Government meets its contractual obligations to the Contractor including, but not limited to: GFP, GFE, and/or GFI Ensuring that the QASP and appropriate metrics are provided with each Order Ensure final inspection and acceptance of all deliverables Complete the prime Contractor performance evaluations using the agency-approved

Contractor performance rating system

1.11 ORDER ISSUANCE

Awarded Orders may be issued via e-mail or through an established cloud-based system.

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1.12 CONTRACT DATA REQUIREMENT LIST (CDRL)

All ATSA-I Contract Data Requirements List (CDRL) deliverables shall only be delivered electronically using Government-controlled methods of delivery. The Multiple-user Engineering Change Proposal (ECP) Automated Review System (MEARS) is currently the only approved system to receive contract deliverables. The PPCO/OPCO may authorize alternative methods for delivery. The Government provides notice to ATSA-I awardees that the Government may utilize a different delivery system for digital requirements and models.

1.13 FOREIGN MILITARY SALES (FMS)

FMS Orders will be issued by the Government under this ATSA-I contract vehicle. However, no Orders will be issued for FMS requirements without a valid Letter of Offer and Acceptance (LOA) signed by the United States Government and the FMS Customer's Government. All FMS Orders will be noted as FMS requirements and will include applicable information as required.

1.14 UNAUTHORIZED WORK

ATSA-I awardees are 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.

1.15 FUNDING RESTRICTIONS

No unfunded Orders are allowed. Orders may be incrementally funded in accordance with FAR and other agency funding restrictions.

1.16 CLOSEOUT

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 PPCO once accomplished. The Contractor shall work in partnership with the Government to closeout Orders as soon as possible after they are complete by using the "Quick Closeout” procedures described in FAR 42.708 as much as practical.

1.17 RESOLUTION OF ISSUES

In the event issues pertaining to a proposed FOPR cannot be resolved to the satisfaction of the OPCO, the OPCO reserves the right to withdraw and cancel the proposed FOPR. In such event, the Contractor shall be notified in writing of the OPCO's decision.

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2 ORDERING

ATSA-I ORDERING PROCESS FLOW IAW FAR PART 16.505

2.1 FOPR ORDERING

The OPCO will issue a FOPR to all ATSA-I awardees following FAR Part 16.505, unless a fair opportunity exception exists. All ATSA-I awardees are encouraged to compete on Orders. There are no restrictions on source selection evaluation criteria, factors, or tradeoffs. Any questions pertaining to the FOPR package shall be submitted to the OPCO in writing within three (3) business days of FOPR issuance date. Typical response time for proposal is thirty (30) business days. However, the amount of time for proposal submission will be based on the complexity and urgency of the requirement and will be stated in individual FOPRs. If no proposals are received, the Government may revalidate the FOPR requirement. During the revalidation process, the Government may conduct Interchange Notices (INs) with some or all Contractors to determine concerns with the FOPR requirement. Should the requirement be valid, the OPCO may re-issue the FOPR package. INs may take place (if needed). If INs take place, revised proposals may be required.

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

1. Tracking number

2. Date of announcement

3. Anticipated contract type(s)

4. Proposal due date

5. Statement of Work (SOW)/Performance-Based Work Statement (PWS)/Statement of

Objectives (SOO)

6. Contract Data Requirements List (CDRL) package

7. Proposal Instructions and Evaluation criteria/factors for award

8. Oral presentation (if determined to be beneficial to the evaluation)

2.2 FAIR OPPORTUNITY EXCEPTION (FOE) ORDERING

One or more Orders may be issued during the contract period of performance. 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 micro-purchase 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.

2.3 ORDER PROPOSAL PREPARATION

2.3.1 PROPOSALS

Proposal information will be streamlined. Unless otherwise noted, the maximum page limits for each proposal shall be no more than twenty (20) pages. Proposals shall always be in writing, shall not merely restate requirements, and shall address other relevant information as requested in the FOPR. For example, the proposal shall identify any situation in which the potential for a conflict of interest exists. If travel is requested, 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.

Proposals shall normally address:

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

2. Integrated Master Plan/Integrated Master Schedule (if applicable)

3. Teaming Arrangement (including subcontracting)

4. Key personnel assigned (if applicable)

5. Cost/Price data and justifications

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6. Period of Performance/Delivery Schedule

7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)/

Government-Furnished Property (GFP)

8. Security (including clearance level)

9. Other pertinent data, such as assumptions made

2.3.2 EVALUATION OF PROPOSALS

All evaluations will be conducted in accordance with the selection criteria set forth in the proposal request. Cost/Price will be evaluated at the order level for every order. Cost/Price realism will be accomplished as necessary. Upon completion of evaluations, the OPCO will issue an Order to the Contractor whose proposal provides the best value to the Government.

2.3.3 PROPOSAL PREPARATION

The Contractor shall assume all costs associated with preparation of proposals as an indirect charge (bid and proposal costs). The Government will not reimburse awardees for proposals as a direct charge.

2.4 AWARD

The OPCO awards the Order to the successful Offeror. A copy of the award and any subsequent modifications shall be electronically forwarded to the PPCO. After the Order is awarded, the OPCO shall issue notification to non-selected Offerors. If requested by the non-selected Offeror(s), the OPCO will only discuss with them the reasons for their non-selection. The OPCO may not discuss other proposals, compare proposals, or (unless otherwise determined by the OPCO) allow a non-selected Offeror access to the award decision documentation.

2.5 ESTIMATED AWARD TIMELINES

Estimated award timelines are accounted for in business days and represent what should usually be expected as a minimum. However, more complex requirements and unanticipated circumstances may affect timelines. Estimated award times are not inclusive of any INs that may be required for proposal evaluation. The below timelines are provided as samples for different dollar thresholds and may be adjusted based upon complexity and risk of the requirement.

ATSA-I ESTIMATED AWARD TIMELINES

COMPETITIVE > $10M

EVENTS DAYS

ATSA-I Order Requirement Identified 0

MRR/PWS/SOW/SOO, CDRLs & other as req'd-Completed 30

IPT Initial Kickoff - Review Docs 2

ACQ Approval 10

Final Draft Docs Completed 5

Contracting Final Review - FOPR 3

Business Clearance/Legal Review 7

FOPR Posting - Response Time 20

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Proposal Evaluation Completed 10

Pricing Evaluation - PCM Completed 5

Contract Clearance/Legal Review 10

PR Package to PK 7

Award Prep/Review/Award 15

Total Days 124 *Days will be longer depending on complexity

COMPETITIVE > $10M - $50M

EVENTS DAYS

ATSA-I Order Requirement Identified 0

MRR/PWS/SOW/SOO, CDRLs & other as req'd-Completed 30

IPT Initial Kickoff - Review Docs 2

ACQ Approval 15

Final Draft Docs Completed 5

Contracting Final Review - FOPR 3

Business Clearance/Policy/Legal Review 20

FOPR Posting - Response Time 30

Proposal Evaluation Completed 20

Pricing Evaluation - PCM Completed 5

Legal Review 7

PR Package to PK 7

Award Prep 3

Contract Clearance/Policy/Legal Review 15

Award 5

Total Days 167

EXCEPTION TO FAIR OPPORTUNITY

EVENTS DAYS

ATSA-I Order Requirement Identified 0

MRR/PWS/SOW/SOO, CDRLs & other as req'd-Completed 30

Justification-Exception to FO or Brand-Name Complete 15 IPT Initial Kickoff - Review Docs 2

ACQ Approval 10

Coordinated Justification 5

Final Draft Docs Completed 3

Contracting Final Review - FOPR 3

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RFOP Posting - Response Time 30

Proposal Evaluation Completed 30

Pricing Evaluation - PNM Completed 15

Policy/Legal Review 7

Business Clearance 7

Negotiations Concluded 10

PR Package to PK 7

Award Prep 3

Contract Clearance/Policy/Legal Review 15

Award 5

Total Days 197