L_M_25_June_2024.pdf

Section L - Instructions, Conditions, and Notices to Offerors

L-900. INSTRUCTIONS TO OFFERORS

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 Request for Proposal (RFP) may cause their proposal to be determined to be noncompliant and therefore 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 (2) 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 Air Transportable Galley and Lavatory (ATGL), as the Government will review only one proposal per offeror. No additional proposals (i.e., one (1) offeror submitting two (2) proposals based on differing approaches) shall be submitted. Proposals must be received by Melissa Ethridge, Contracting Officer, melissa.ethridge@us.af.mil ; Jeffry Johnson, Contract Specialist, jeffry.johnson.2@us.af.mil via encrypted email or DOD SAFE (see paragraph L.II.A.7 below) no later than the date and time specified in Block 9 on the face page of the RFP.

B. Communications: Exchanges of source selection information after submission of the initial proposal packages between the 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 Contract Specialist or PCO indicated on the face page of the solicitation prior to your 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). When submitting source selection information via email, file suppression utilities, to include but not limited to zip files, will not be accepted.

The test encrypted message process is as follows:

(1) The offeror shall send a digitally signed “test” e-mail message containing no proprietary or source selection information to melissa.ethridge@us.af.mil and jeffry.johnson.2@us.af.mil Please clearly identify the email as a “Test email for Air Transportable Galley and Lavatory RFP FD2060-25-30006”.

(2) The PCO will open the test e-mail and add (or update) the sender’s e-mail address (and corresponding encryption certificate) to their Outlook “Contacts List”.

(3) The PCO will send a digitally signed reply to the sender’s e-mail address.

(4) The sender must open the PCO’s digitally signed reply and add (or update) the PCO’s e-mail address in their “Contacts List” (For Outlook users - right-click the name in the “From” box, and then click” Add to Contacts” on the shortcut menu. Shortcut menu: a menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press shift + F10. If you already have a contact entry for this person, select “Update New Information” from this contact to the existing one).

(5) When you are ready to send an encrypted email, ensure encryption is selected and include “Source Selection Information – See FAR 2.101 and 3.104” in the subject line of the email.

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 Link for transmission purposes. When submitting source selection information via email (to include DoD SAFE), file suppression utilities, to include but not limited to zip files, will not be accepted.

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

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

II. Volume Organization

A. General: Proposals shall be submitted to the Government in three (3) separate volumes as set forth below:

VOLUME

PAGE

LIMITS

NUMBER

OF COPIES*

DESCRIPTION

I

N/A

Completed RFP

II

N/A

Past Performance [Submitted through Past Performance Information (PPI) Tool]

III

Cost/Price Volume

*All proposal information shall be submitted in electronic form via DoD SAFE (see paragraph L.II.A.7. below). Media must be virus scanned by the offeror prior to submitting to the Government.

Offerors shall use instructions set forth in Attachment A, Instructions to Past Performance Information (PPI) for Offerors, to electronically submit the past performance information into the EZ Source PPI Tool. The offeror is also required to submit an electronic copy of the Past Performance Volume II, that includes Attachment B, Past Performance Relevancy Assessment. The electronic version of RFP Attachment 02 TEP shall be in .xlsx file format (Microsoft Excel 2016 or earlier version) with live working formulas; no type format will be accepted. Electronic media shall be accessible by a computer running Microsoft Windows 10 and above and Adobe Acrobat Portable Document Format (PDF) must be fully searchable in Adobe.

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

1. Each volume shall be marked with the RFP number and the offeror’s name and address, and the number of the Volume, i.e. I, II, III, and IV. Proposals shall be in the English language and all monies shall be proposed in United States dollar currency.

2. Print shall be no smaller than a font size of 12. Paper size shall be 8 1/2” X 11,” excluding any drawings, diagrams, and/or supporting illustrations, spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets shall not be greater than 11” x 17”. 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.

3. The page limitation for Volume III, Cost and Price, is 30 pages. The page limitations include any cover page, charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but excludes any table of contents or list of acronyms (if utilized). 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 (2) pages. 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. Note: Attachment 02 TEP must be returned in its original Excel format (not converted to PDF to be added to Volume III, Cost and Price). The purpose of the Cost and Price Volume is to contain supporting documentation for the proposed prices in Attachment

02 TEP.

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 shall be so marked.

“The information contained on this page is PROPRIETARY to (Insert company name here) and shall not be released to others or used for purposes other than for evaluation without the written consent of (Insert company name here)\”

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

SOURCE SELECTION INFORMATION—SEE FAR 2.101 AND 3.104

CONTROLLED UNCLASSIFIED INFORMATION

7. Mailed or hand-delivered proposal packages will not be accepted. Proposal packages must be submitted via encrypted email or by DoD SAFE at https://safe.apps.mil. In order to submit the proposal package via DOD SAFE, the offeror shall send an email to the Contracting Officer (Melissa Ethridge, melissa.ethridge@us.af.mil) Contract Specialist, (Jeffry Johnson, jeffry.johnson.2@us.af.mil) identified above and request a DoD SAFE drop-off link. Once the Contracting Officer and/or Contract Specialist receives the request, a drop-off link will be sent to the offeror to upload and send the proposal submittal. It must be noted that the proposal submittal, and not the request for drop off link, must be received by either the Contracting Officer and/or Contract Specialists by the proposal due date and time. Should the DoD SAFE proposal submittal be received after the proposal due date and time, the proposal will be considered late in accordance with FAR 15.208(b).

B. Volume I, Completed RFP

1. General: Volume I, Completed RFP 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 noncompliant and therefore not considered eligible for award. Offerors shall ensure that all clauses and provisions that require “fill-in” information are appropriately completed. Proposed costs/prices associated with the contract line items/sub-line items shall not be entered in Section B of the Schedule; rather, they shall be entered in RFP Attachment 02 TEP. Any prices entered in Section B of the Schedule will not be considered; only those prices entered in RFP Attachment 02 TEP, will be considered.

C. Volume II, Past Performance

1. General: The offeror shall utilize the Past Performance Information (PPI) Tool in order to submit Volume II, Past Performance. The offeror shall submit Present and Past Performance

Information for itself and any joint venture member, as well as each proposed critical subcontractor in accordance with the format contained in the PPI Tool, Attachment B, Past Performance Relevancy Assessment, and the following paragraphs. A critical subcontractor is defined as an entity (subcontractor and/or teaming contractor), other than the offeror itself that will perform any overhaul, structural/sheet metal repair, general electrical system repairs, provide Line Replaceable Units (LRU’s), and any shipping to the ATGLs If subcontractor experience is submitted for consideration as part of the proposal, the offeror shall 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.

2. Past Performance Format: The requested present and past performance information shall be provided in a separate volume labeled "Volume II - Past Performance". A summary page shall be provided for this acquisition, describing the proposed role of the offeror, any joint venture member and/or critical subcontractor (nature of work and percentage of overall work), and additional contracts as specified below. Summary page information must clearly communicate that proposed critical subcontractor(s) meet the definition of a critical subcontractor established above. There is also a place in the PPI Tool for detailed explanations on how proposed critical subcontractor(s) meet the definition of such (see RFP Attachment A). Efforts submitted for proposed critical subcontractors not meeting the established definition will not be evaluated.

Further, efforts submitted for proposed critical subcontractors without a signed commitment of joint performance will not be evaluated. Each offeror/joint venture member and/or critical subcontractor shall utilize the PPI Tool to complete information of two (2) active or completed efforts within the past five (5) years from the issuance date of the RFP that the offeror/joint venture member and/or critical subcontractor considers relevant in demonstrating its ability to perform the proposed effort. If the total number of such efforts exceeds four (4) (within the last five (5) years), each offeror/joint venture member and/or critical subcontractor shall address its two (2) most recent and relevant efforts. Please note that efforts under the same IDIQ will count as one effort under past performance evaluation and that the offeror/joint venture member and/or critical subcontractor shall be the party to submit all performance information in the PPI Tool. The offeror's/joint venture member’s and/or critical subcontractor’s past performance information may include data on efforts performed by other predecessor companies, affiliates, other divisions or corporate management if such was provided for evaluation and if the offeror’s past performance volume demonstrates the company, affiliate, or division will provide the offeror with resources for the instant proposed effort, such as workforce, management, facilities, or other capabilities demonstrating direct and meaningful involvement in the performance of the instant proposed effort. If this approach is utilized, the offeror shall include this required demonstration within the summary page information. The information in the PPI Tool shall clearly indicate the division or corporate organization that performed or is presently performing the effort. Efforts listed may include those with the Federal Government, foreign governments, state and local governments or their agencies, and commercial customers.

Offerors/joint venture members/critical subcontractors shall furnish all available CPARS for the efforts submitted for evaluation, as applicable. Submittal of any CPARS for the efforts submitted for evaluation are not included in the page limitations.

In addition to providing the above, offerors/joint venture members/critical subcontractors shall include all available Contractor Performance Assessment Report System (CPARS) reports for all submitted efforts, as well as those efforts identified in the summary page in accordance with the above.

Please note that the completed PPI Tool database shall be submitted, along with the printouts from the database.

3. Ordering Type Contracts Submission: If the contract you are submitting is an ordering type contractual vehicle (for example, including but not limited to an Indefinite Delivery “D” type contract per FAR 16.5), only after issuance of a delivery/task order does performance occur. Given this, an individual order (or series of orders) under the basic ordering contract shall be submitted, in lieu of just the basic ordering contract itself. All information provided to the Government, for an ordering type contractual vehicle, shall be at the order level (i.e. a delivery/task order).

Otherwise, the ordering-type contract shall not be evaluated.

4.

When submitting an individual order (or series of orders) under an ordering type contractual vehicle, it is important that the offeror’s past performance information be submitted in the correct format. There are specific places for submission of this information in the PPI Tool. Please ensure the information submitted in the PPI Tool, is for each order (or series of orders), in lieu of just the basic ordering contract itself. This includes but is not limited to information such as the Dollar Value, Period of Performance, Quantity of overhaul, and Type and Complexity of Data Deliverables.

When determining what order (or series of orders) to submit for evaluation, please reference Section M, Volume II, section 3.1 for details on how the Government will evaluate each effort for recency, relevancy, and quality. Recency is defined as active or completed efforts performed within the past five (5) years from the issuance date of this solicitation. If the information is not submitted in the correct format, the Government will not be able to evaluate the recency, relevancy, and quality for the effort. See paragraph for further information on how to submit series of orders.

3.1 Series of Orders: When submitting a series of orders for evaluation, the offeror should list the orders under the basic ordering type contractual vehicle that demonstrate relevancy, as defined in the Relevancy Definitions in Section M paragraph II.C.4. Per the Note in Section M paragraph II.C.4, Relevancy consists of not only technical complexities, but programmatic/logistical considerations. The programmatic/logistical considerations include dollar value, length of effort, quantity of overhaul, type and complexity of data deliverables. If an offeror submits a series of orders for evaluation, the total dollar value of each order (in the series of orders), the period of performance dates of each order (in the series of orders), the total quantity overhauled on each order (in the series of orders) and the type and complexity of data deliverables for each order (in the series of orders) shall be submitted. The total dollar value of each order (in the series of orders) shall be added up to calculate the Total Dollar Value to be used in the evaluation, for the submitted effort. The total period of performance of each order (in the series of orders) shall be added up to calculate the Total Period of Performance to be used in the evaluation, for the submitted effort. The total quantity overhauled on each order (in the series of orders) shall be added up to calculate the Total Quantity overhauled to be used in the evaluation, for the submitted effort. The type and complexity of data deliverables provided on each order (in the series of orders) shall be evaluated as a whole for the series of orders.

Caution: All orders within the series of orders, being submitted, should be for the same continuous technical scope demonstrating relevancy to the instant acquisition. The Government reserves the right to request additional information from the offeror, Points of Contacts (POCs) provided, or any other resource available to the Government to verify that the series of orders is for the same continuous technical scope.

5. Key Personnel: Offerors, joint venture members, or critical subcontractors that are newly formed entities (in existence less than three (3) years from the issuance date of this solicitation) who either have no prior contracts or do not possess relevant corporate past performance, but have key personnel with relevant past performance while employed by another company, may demonstrate the performance of such key personnel by submitting information for two (2) of their most recent and relevant contracts under which such key personnel performed the same role currently being proposed on the instant acquisition and this performance occurred during the past five (5) years from the issuance date of this solicitation. This past performance information should be submitted in the PPI Tool. However, please note that the quality of the key personnel’s performance under the submitted contract must be able to be verified by the Past Performance Team in order to be considered in the assessment of confidence. Any such key personnel must already be employed by the offeror /joint venture member, or in the case of a critical subcontractor, must already be employed by the critical subcontractor; a letter of intent to hire does not constitute employment.

6. Subcontractor/Teaming Member Consent Form: In addition to the information provided in the PPI Tool and Attachment B, Past Performance Relevancy Assessment for each entity as required above, the offeror must submit a consent letter executed by each of its proposed teaming member(s) and/or critical subcontractors authorizing release of adverse past performance information to the prime offeror to allow the prime offeror an opportunity to respond. A sample Subcontractor/Teaming Partner Consent Form is attached to this Section L (see Attachment F).

The consent form should be completed by the team member(s) and/or critical subcontractors identified in your proposal. The completed consent forms shall be submitted as part of your Past Performance Volume II.

7. Small Business Compliance in Past Performance Efforts: On the two (2) contracts submitted in Volume II, Past Performance, include relevant information in the PPI Tool concerning the offeror’s/joint venture member’s (and critical subcontractor’s, if applicable) compliance with FAR 52.219-8, Utilization of Small Business Concerns. Please note that FAR 52.219-8 does apply to ALL businesses.* When subcontracting possibilities existed on the contracts submitted by the offeror/joint venture member and critical subcontractor, address whether or not the offeror/joint venture member and critical subcontractor awarded subcontracts to small business concerns** to the fullest extent consistent with efficient contract performance. If none of the submitted contracts included this clause, whenever subcontracting possibilities existed in the performance of these contracts, address whether or not it was the offeror/joint venture member and critical subcontractor’s policy to utilize small business concerns** to the fullest extent consistent with efficient contract performance.

* Small business offerors shall not simply identify themselves as a small business, as that does not address how the offeror utilized small business concerns** in the performance of the submitted effort.

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

8. PPI Tool and Past Performance Relevancy Assessment Attachment B: The offeror/joint venture member and/or critical subcontractor (if applicable) must submit information for each past performance effort in the PPI Tool and Attachment B, Past Performance Relevancy Assessment.

The offeror/joint venture member or critical subcontractor (if applicable) shall focus its responses in the PPI Tool and the Attachment B, Past Performance Relevancy Assessment so that they clearly correlate present and past performance with the requirements of this RFP. The information must clearly describe the relevance of the effort to the work proposed. Provide the most current information for the Points of Contact (POCs) identified in the PPI Tool. At least two of the following (in descending order of availability) should be identified as current POCs in the PPI Tool:

(a) Procuring Contracting Officer/Contract Negotiator or equivalent

(b) Program/Project Manager, or equivalent

(c) Administrative Contracting Officer/Contract Administrator or equivalent

(d) Other (As specified in the PPI Tool)

If problems were encountered during the performance of the identified contracts, provide evidence of the ability to isolate the root causes of problems and actions taken to resolve those causes in the information provided in the PPI Tool for each contract identified for evaluation. Problems not addressed in the PPI Tool, but found by the Government during the evaluation of the information in this volume, will be assumed to still exist. Note: In the case of Contractor Performance Assessment Report System (CPARS), if your input has already been provided and the rationale/circumstances have not changed, DO NOT repeat them here.

9. Past Performance Questionnaire: The Present/Past Performance Questionnaire will be one means used by the Government to obtain past performance information. The Government reserves the right to change, alter, and/or supplement the questionnaire without further notice to the offeror(s). The offeror shall send out – and track the completion of - the Past Performance Questionnaires (See Attachment C) to each of the offeror’s, joint venture members’ and/or critical subcontractors’ (i.e., each entity’s) POCs identified in each PPI Tool. The responsibility to send out and track the completion of the Past Performance Questionnaires rests solely with the offeror - i.e., it shall not be delegated to any other entity. The Transmittal Letter (see Attachment E) shall be used by the offeror in sending out the Past Performance Questionnaires (see Attachment C). Exert your best effort to ensure that at least two POCs per relevant contract submit a completed Past Performance Questionnaire directly to the Government not later than the date established in the RFP for receipt of proposals. POCs may submit their completed Present/Past Performance Questionnaire electronically to: melissa.ethridge@us.af.mil, jeffry.johnson.2@us.af.mil

Once the Past Performance Questionnaires are completed by your POCs, the information contained therein shall be considered source selection sensitive and shall not be released to you, the offeror. Therefore, any exchange/contact between the offeror/joint venture member and/or critical subcontractor and its own POCs in regard to comments made on the questionnaire is not permitted.

10. Client Authorization Letter: In the event that commercial efforts are presented as past performance sources of information, a client authorization letter shall be issued to those commercial POCs requesting/authorizing them to complete a Past Performance Questionnaire. A sample client authorization letter is attached to this RFP (Attachment D). The offeror is required to send the client authorization letter(s) with the Past Performance Questionnaire(s) to each POC on commercial contracts. A separate copy of client authorization letter(s) for each commercial contract shall be included in the offeror’s Past Performance submission for the Government’s use in case additional questionnaires need to be sent by the Government after the RFP due date.

11. Follow-up Discussions: The Government may conduct follow-up discussions with any of the people identified in the PPI Tool or in the offeror’s Past Performance Volume. Pursuant to FAR 15.305(a)(2)(ii), the Government may obtain other information by sending out additional questionnaires and through other sources, other than those listed in the PPI Tool.

12. RFP Attachment Legend: RFP Attachments B and C (Past Performance Relevancy Assessment and Past Performance Questionnaire) must include the following legend at the top and bottom of the page:

SOURCE SELECTION INFORMATION - See FAR 2.101 and 3.104

CUI

SOURCE SELECTION INFORMATION – SEE FAR 2.101 AND 3.104

D. Volume III, Cost/Price Proposal

1. General Instructions: The offeror shall submit complete pricing information in Volume III with a completed ATGL Total Evaluated Price (TEP) spreadsheet (RFP Attachment 02).

a. The offeror shall submit pricing information in Volume III only. The offeror shall complete the RFP

Attachment 02 – ATGL TEP Workbook. No proposal prices shall be entered in Section B of the Schedule in the RFP. In the event that prices are entered in Section B of the Schedule in the RFP, they will NOT be considered. Alteration(s) to the non-input cells may result in rejection of the offeror’s proposal. Do not disrupt of adjust pre-linked cells or formulas.

b. Proposed unit/CLIN prices shall be rounded to the nearest whole dollar. 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. All proposed labor rates shall also be rounded to two decimal places for CLIN X022.

c. Data beyond that required by this instruction shall not be submitted. All data relating to the proposed price must be included in the section of the proposal designated as the Price volume. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

d. Compliance with these requirements is mandatory and failure to comply may result in rejection of the proposal.

e. 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 CO 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. Irrespective of the presence of adequate price competition, breakouts by individual cost elements shall be provided for proposed rates on CLIN X018, CLIN X022, and the add on factor for CLIN X021 as the Government intends to perform cost realism on the cited CLINs.

f. 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.

g. For CLIN X018 for Travel, the offeror will propose an add-on factor, to include but limited to overhead, G&A, and COM for each PoP. The Government will calculate the most probable burdened add on factor through a cost realism analysis. CLIN X018 will be Cost Reimbursement No Fee (CRNF) therefore no fee shall be included in the add-on factor. The offeror shall provide a breakout by cost element to demonstrate the burdened rate calculation. Offeror shall propose CLINs X018 on the “CLIN X018 Travel” Worksheet within the RFP Attachment 02 – ATGL TEP Workbook.

h. For CLIN X021 for Field Parts Support, the offeror will propose an add-on factor, to include but limited to overhead, G&A, COM, and Fee for each PoP. The Government will calculate the most probable burdened add on factor through a cost realism analysis. CLIN X021 will be Cost Plus Fixed Fee (CPFF) therefore Fee should be included in the proposed add-on factor. The offeror shall provide a breakout by cost element to demonstrate the burdened rate calculation. Offeror shall propose CLINs X021 on the “CLIN X021 Field Parts Support” Worksheet within the RFP Attachment 02 – ATGL TEP Workbook.

i. For CLIN X022 for Unscheduled Depot-Level Maintenance (UDLM), the offeror will propose burdened labor rates inclusive of indirect costs including but not limited to fringe, overhead, G&A, and fee. CLIN X022 will be Cost Plus Fixed Fee (CPFF) therefore Fee should be included in the proposed burdened rates. The offeror shall provide a breakout by cost element to demonstrate the burdened rate calculation. Offeror shall propose CLINs X022 on the “CLIN X022 UDLM Rates” Worksheet within the RFP Attachment 02 – ATGL TEP Workbook. The format of the “CLIN X022 UDLM Rates” worksheet is an example and may be revised as required to be consistent with the contractor’s approved accounting system.

j. The offeror shall provide the following cost and pricing information for CRNF CLIN X018(Travel) and CPFF CLINs X021(Field Parts Support) and X022 (Unscheduled Depot Level Maintenance (UDLM)):

• Date of current Forward Pricing Rate Agreement (FPRA) or Forward Pricing Rate Recommendation (FPRR) for the Prime for CLINs X018, X021, and X022. Rates and factors shall be supplied for the Prime. If an FPRA or FPRR is not available, all offerors shall submit the following items/information as part of their proposal. If any of the items/information is not available for a particular offeror, it shall be noted in the offeror’s response to the RFP.

1. Previous three years’ actual historical rates for each individual cost element used in developing the proposed unit costs

2. Breakout of actual expenses included in the indirect cost pools and respective bases, from the previous three years

3. Breakout of the budgeted forecasts for the indirect pools and bases used in developing the proposed unit costs, covering the entire contract period (Basic and Options)

4. Certified payroll verification with current labor rates, cross-referenced to the respective proposed labor categories shall be provided in support of the proposed direct labor rates for year one. If year one proposed rates are not supported by current labor, offeror shall provide assumptions for hiring individuals, and labor rates that will be offered.

All information submitted in support of items 1-3 above shall be in .xls file format with live working formulas. Any other type of file format will not be accepted for items 1-3, but is acceptable for item 4. It is the offeror’s/joint venture member’s responsibility to review all proposals submitted by any major subcontractor for accuracy and format. It is also the offeror’s/joint venture member’s responsibility to submit all major subcontractor proposed unit costs, major subcontractor elemental cost breakouts, and major subcontractor documentation in support of the elemental cost breakouts, as part of the offeror’s/joint venture member’s proposal.

• Names, addresses, telephone numbers, and e-mail address of the Prime Offeror’s (and the Prime Offeror’s major subcontractors and/or teaming partners) cognizant Defense Contract Management Agency (DCMA) administrative contracting officer (ACO) and cognizant Defense Contract Audit Agency (DCAA) office.

• Synopsis of Current Estimating, Purchasing, Cost Accounting Standards, Disclosure Statement, Accounting System, and Adequacy Determination for the Prime Offeror:

The Offeror shall provide a summary description of the Offeror’s standard estimating system or methods, current policies, and/or new policies. The Offeror shall state whether the estimating system and new policies have been reviewed by the Government and shall provide evidence of review and/or Administrative Contracting Officer approval. The Offeror shall provide any known/cited estimating system deficiencies and identify any deviations from the Offeror’s established/standard estimating procedures used in preparing this proposal. For known/cited estimating system or methods non-compliances, provide a schedule and description of corrective actions the offeror is taking to eliminate the non-compliance issues.

The Offeror shall provide a summary description of the Offeror’s purchasing system or methods. The Offeror shall state whether the purchasing system has been reviewed by the Government and provide evidence of review and/or Administrative Contracting Officer approval. The Offeror shall provide any known/cited purchasing system deficiencies and identify any deviations from the Offeror’s established/standard purchasing procedures used in preparing this proposal. For known/cited purchasing system or methods non-compliances, provide a schedule and description of corrective actions the Offeror is taking to eliminate the non-compliance issues.

In accordance with FAR 16.301-3(a) (3) and 9.104-1(e), the Offeror shall utilize an accounting system that is adequate for determining costs applicable to the contract. The

Offeror shall provide a summary description of the Offeror’s accounting system and state whether it is compliant with Generally Accepted Accounting Principles. The Offeror shall also state whether the accounting system has been reviewed and approved by the Government and provide evidence of the review and approval by DCAA / DCMA. The Offeror shall provide any known/cited accounting system deficiencies and identify any deviations from the Offeror’s standard procedures in preparing this proposal. For known/cited accounting system or methods non- compliances, provide a schedule and description of corrective actions the Offeror is taking to eliminate the non-compliance issues. In the event the Offeror’s accounting system has not been reviewed and approved by DCAA/DCMA, the Offeror shall complete the enclosed ‘Pre-Award Survey’ (RFP Attachment 003) and submit the completed document as part of Volume III: Cost/Price submission. The Government will forward the document to DCAA in order to initiate their review of the Offeror’s accounting system(s) to determine if it is adequate for a cost-reimbursement contract.

The Offeror shall provide a summary description of the Offeror’s current Cost Accounting Standards disclosure statement. The Offeror shall state whether the current Cost Accounting Standards disclosure statement has been reviewed by the Government and provide evidence of review and/or Administrative Contracting Officer approval.

The Offeror shall provide any currently known/cited Cost Accounting Standards non-compliances and identify any deviations from the Offeror’s Cost Accounting Standards disclosure statement used in preparing this proposal. For known/cited Cost Accounting Standards non-compliances provide a schedule and description of corrective actions the Offeror is taking to eliminate the non-compliance issues.

• The Offeror shall provide sufficiently detailed proposals to demonstrate cost realism. The burden of proof for cost realism of proposed costs rests with the Offeror. Also, the burden of proof as to the credibility of the cost proposal rests with the Offeror.

RFP FA8534-24-R-0003

Attachment A

Instructions to Offerors Past Performance Information (PPI) for Offerors

Offerors must use the PPI Tool in order to electronically submit the PPI portion of the Past Performance Volume in accordance with the RFP.

PPI Tool (Access database) The Contracting Officer will send the PPI Tool to the offeror by using a secure Government website. (e.g., DoDSAFE). Once the offeror receives the PPI Tool follow the below steps:

1. Click on the ppi tool (access database file) and save the “ppi tool” to your computer. Name the file as the prime contractor + RFP number + file extension (e.g. XYZCompanyFA861710R6158.accdb).

Note: PPI Tools saved in Microsoft Office versions 2007 and greater will be saved with “.accdb” file extension.

Entering information in the PPI Tool After selecting and saving the tool, enter information by performing the following steps:

1. Open the saved PPI Tool.

2. Select the “Options” button from the “Security Warning” banner, if applicable

3. The “Security Alert” pop-up screen displays.

Figure 1: Security Alert Pop-up

Note:

Files saved using Microsoft Office 2010 will have the “Enable Content” button on the “Security Warning” banner and therefore will not get a Security Alert pop-up.

If a "read only" file is opened, in order to populate data in the file, click "Save As" in the "Read-Only" message bar. Enter the filename as the prime contractor + RFP number + file extension (e.g.

XYZCompanyFA861710R6158.accdb).

4. Select the radio button “Enable this content” and then click “OK.” A setup pop-up screen displays.

Figure 2: Setup Pop-Up

5. Select the “Start” button. The “Application Setup” screen displays.

Figure 3: Application Setup Screen

Note: Once the Offeror’s Name and RFP Number have been entered they can be edited by selecting the “Edit Offeror And RFP Number” button from the “Contractor’s Menu”

6. Enter the Offeror’s Name and RFP Number and then click the “Next” button. The application setup continues.

Figure 4: Continue the Application Setup

7. Choose the appropriate option by selecting the corresponding radio button and then click the “Next” button.

The “Contractor’s Menu” displays.

Figure 5: Contractor’s Menu

8. Click the “Step 1: Set up Business Relationships” button to create a business relationship, if applicable, for each business entity before proceeding throughout the PPI Tool (refer to Section L of the RFP for detailed instructions). Identify all prime and sub-prime organizations and categorize them according to the appropriate role in the proposed acquisition. The “Business Relationships” screen displays.

Figure 6: Business Relationships

9. Click the “New” button to create a business relationship for the proposed acquisition. An additional “Business

Relationships” screen displays.

Figure 7: Enter New Business Relationship

10. Complete the fields as follows (fields marked on the screen with an asterisk ‘*’ are required):

Contractor’s Name: Self-explanatory Role in Proposed Acquisition: Choose one of the four options – Prime, Sub, Joint Venture, or Other

(Explain). An explanation comment box will display when you select “Other.”

Place of Work: Location where contractor will perform work.

Percentage of Work: Identify percentage of work contributed by specified business entity Responsibilities: Detail proposed responsibilities of specified business entity.

11. Select one of the buttons at the bottom of the screen.

Add – Saves the current business relationship and allows for the addition of a new one.

Close – Cancels the current business relationship without saving.

Note: In order to edit or delete an existing business relationship in the list, double-click on it.

12. Select the “Close” button on the “Business Relationships” screen after all of the business relationships has been added.

13. Click the “Step 2: Enter Past Performance Information (PPI)” button to enter the Past Performance Information. The “Past Performance” screen displays.

Figure 8: Past Performance

14. Click the “New” button to enter Past Performance Information for the proposed acquisition. An additional “Past Performance” screen displays.

Figure 9: Enter Past Performance Information

15. Complete the fields on each of the tabs as follows (fields on the screen marked with an asterisk ‘*’ are required):

Contract Information Tab

Contractor: Select from the dropdown the appropriate business entity.

Cage Code: Self-explanatory.

Contract Number: If you don’t have a contract number, enter “N/A.”

Program Title: Enter full name of program.

Contr Agency/Customer: Enter servicing contracting agency and customer (office symbols suffice).

DUNS Number: Self-explanatory

Delivery Task/Order: If the order is provided as a stand-alone reference, enter the task/call/delivery/purchase order number.

Contract Type: Enter Firm-Fixed-Price (FFP), Cost Plus Fixed-Fee (CPFF), Indefinite Delivery/Indefinite Quantity (ID/IQ), LH, Blanket Purchase Agreement (BPA), Cost Plus Incentive- Fee (CPIF), Cost Plus Award Fee (CPAF), etc. For additional clarification, click the question mark button.

Short Program Title (i.e. Acronym): Enter abbreviated title for the program or enter “N/A.”

Contract Dollar Value:

o Original: Input total contract dollar value, with all options if applicable, in the amount originally awarded on the referenced contract.

If ID/IQ or BPA, provide total ceiling.

If stand-alone task/call/delivery/purchase, provide amount of the individual contract.

o Current: Input total contract dollar value, with all options if applicable, as the contract stands at time of PPI submission.

If ID/IQ or BPA, provide total ceiling.

If stand-alone task/call/delivery/purchase, provide amount of the individual contract.

o Explain the differences in Contract Value, if applicable: Enter an explanation of the difference between the original contract dollar value and the revised value as of the time of PPI submission.

Period of Performance (mm/dd/yy) o Start Date: Input start date of contract.

o Original End Date: Input original end date based on award.

o Current End Date: Input end date, as the contract stands at time of PPI submission.

o Explain the differences in Period of Performance, if applicable: Enter an explanation of the difference between “Original End Date” and “Current End Date.”

Program Details Tab Brief Description of Effort as:

o Select Prime, Sub, Joint Venture, or Other (Explain). An explanation comment box will display when you select “Other.”

o Provide a brief description of the service provided and actual work performed under this contract reference.

o ****If applicable: Provide information on performance problems encountered on the identified contracts. At a minimum, briefly describe the problem experienced, actions taken to alleviate the problem, and whether or not the problem was satisfactorily overcome.****

Explain how your performance on this contract is relevant for each applicable factor or subfactor, as instructed under Past Performance in Section M of the RFP. Include any unique aspects that demonstrate relevancy in this effort. Provide evidence to support such relevance to the requirements as described in the RFP.

POC & Key Individuals Tab Key Individuals: Click the “New” button to specify any key individual or individuals who participated in this program or who may support the proposed acquisition. Also indicate their roles for both acquisitions, previous and current. To edit or delete an existing key individual, double-click an item from the list.

Note: In accordance with FAR 15.305(a)(2)(iii), relevant contract efforts performed by from key personnel may be evaluated. If you wish to include the past performance of individual key personnel, select the “New” button for each individual and fill out the necessary information.

Customer Points of Contact: Click the “Program/Site Manager,” “Contracting Officer” or “Admin POC” button for the point of contact that you would like to add, edit, or delete.

Note: For government contracts provide current information on Program Manager, Contracting Officer, and Admin POC, if available.

For commercial contracts provide points of contact fulfilling these same roles, if available.

16. Select from the buttons at the bottom of the Past Performance screen:

Save – Saves the Past Performance Information and displays the “Contract Information” tab on the Past Performance screen.

Close – Closes the Past Performance screen. If there were any updates, a pop-up window displays asking to save before closing.

Delete – Deletes the current PPI record. A pop-up window displays, select “Yes” to delete the record or “No” to close the window without deleting the record.

Note: In order to edit or delete an existing PPI record in the list, double-click on it.

17. Select the “Close” button on the “Past Performance Information” screen after all of the PPI records have been added.

Printing Reports and Submitting PPI Tool In order to print the Business Relationships and PPI reports, perform the following steps:

1. Click the “Step 3: Print Report” button . A pop-up displays asking which report to print.

Figure 10: Select Report to Print

2. Select separately each of the two options, “Business Relationships” or “Past Performance.” The Business

Relationships and Past Performance documents will print separately; combine the two to create your Past Performance Volume.

In order to submit the Business Relationships and PPI, perform the following steps:

3. Click the “Step 4: Submit” button . The “Submission Instructions” screen displays.

Figure 11: Submission Instructions

4. Follow the submission instructions. Hard copies of the pages generated from this tool shall be used in the hard copy of the past performance volume subject to the limitations outlined in this RFP and should be Tab 1 of the past performance volume.

Note:

Submit an electronic copy (e.g. CD) of the saved PPI database file with your proposal. If a prime contractor is submitting the file enter the filename as:

o prime contractor + RFP number + file extension (e.g. XYZCompanyFA861710R6158.accdb)

If a subcontractor is submitting the file enter the filename as:

o subcontractor + RFP number + file extension (e.g. ABCCompanyFA861710R6158.accdb)

Once the file is saved to a CD or any location that is marked as “Read-only,” it must first be saved to the desktop in order to read/edit the file.

Save As Button Missing in Access

In the event the ‘Save As’ button is missing from the PPI Tool (Access database) follow the below instructions:

1. Click on "File" option in the Toolbar top left.

2. Click on "Privacy Options".

3. Click on "Current Database".

4. Now in "Options for the current database" will open.

5. Scroll down to "Ribbon and Toolbar Options".

6. Select the checkbox "Allow Full Menus".

7. Click on "OK".

8. After step 7 you will get the pop up "You must close and reopen the current database for the specified option to take effect" Click Ok and close the MS Access file.

9. Again open the same MS Access file Go to "File" option in the Toolbar top left.

10. After completing the step 9 .You will be able to see the "Save As" option.

Editing Offeror and RFP Number In order to edit the Offeror name and/or the RFP number identified during start-up, perform the following steps:

1. Click the “Edit Offeror and RFP Number” button . The “Application Setup” screen displays.

Figure 12: Change Name and RFP Number - Application Setup

2. Update the Offeror’s name and/or RFP number.

3. Click the “Next” button twice to return to the “Contractor’s Menu”.

RFP

FA8534-24-R-0003

ATTACHMENT B

PAST PERFORMANCE RELEVANCY

ASSESSMENT

(To be Completed by Offeror/Joint Venture Member/and Critical Subcontractor) (Complete for each effort identified for evaluation in the…