ALEP_3_Section_L_RFP_VersionV3.pdf

Aircrew Laser Eye Protection Atch 01 – Section L: ITO

FA8606-18-R-0013

15 June 2018

Aircrew Laser Eye Protection (ALEP) Block 3

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR

RESPONDENTS (ITO)

1. INFORMATION TO OFFERORS (ITO)

1.1 Program Structure and Objectives

The Aircrew Laser Eye Protection Block 3 Variants, hereafter referred to as the ALEP Block 3, is a Developmental Item (DI) and/or Non-Developmental Item (NDI) program to equip aircrew with laser eye protection that enhances current levels of threat protection. The Air Force requires replacement ALEP Day and Night Spectacles, Day and Night Ballistic Spectacles, and Day Visors that maintain visual compatibility with aircraft displays across a variety of platforms.

2. GENERAL INSTRUCTIONS

(a) Per AFFARS MP5332.7 Contract Funding, Notice to Offeror(s)/Supplier(s): Funds are not presently available for this effort. No award will be made under this solicitation until funds are available. The Government reserves the right to cancel this solicitation, either before or after the closing date. In the event the Government cancels this solicitation, the Government has no obligation to reimburse an offeror for any costs.

(b) The offeror's proposal must include all data and information requested by this ITO and shall be submitted in accordance with these instructions. All required elements of the Request for Proposal (RFP) shall be submitted by the offeror in their proposal. The proposal shall be compliant with the requirements as stated in the Statement of Work (SOW), the 10 August 2017 Requirements Matrix and Classified Reference A, Contract Data Requirements List (CDRL), and Model Contract. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation. Any proposal, modification, or revision that is received at the designated government office after the exact time specified for receipt of proposals will not be considered in accordance with Federal Acquisition Regulation (FAR) 15.208(b)(1).

(c) The proposal shall be clear and concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The 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. Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the offeror's proposal. The Government anticipates awarding multiple Indefinite Delivery, Indefinite Quantity (IDIQ) contracts and allowing all successful offerors to compete in each subsequent Delivery Order.

(d) Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired.

(e) The proposal acceptance period is specified in Section A of the model contract/solicitation. The offeror shall make a clear statement in Section A, block 12, of the proposal documentation volume, that the proposal is valid for 365 days from the closing date for receipt of proposals.

(f) In accordance with FAR Subpart 4.8 (Government Contract Files), the Government will retain one paper copy of all unsuccessful proposals. The Government will destroy extra copies of such unsuccessful proposals.

2.1 Point of Contact

The Contracting Officer (CO), Lance Sorensen, is the primary point of contact for this acquisition. The Contract Specialist, Jordan Poling, is the secondary point of contact for this acquisition. Address any questions or concerns you may have to the CO. Written requests for clarification shall be sent by email to lance.sorensen@us.af.mil and jordan.poling@us.af.mil .

Offerors shall submit any questions relating to the RFP within 10 calendar days of the RFP release date. Answers to such clarifications will be posted as questions and answers (Q&A) on the Federal Business Opportunities (FedBizOpps) website (https://www.fbo.gov). In the event of conflict between any provided clarification and the RFP, the RFP shall take precedence.

2.2 Debriefings

The CO will promptly notify offerors of any decision to exclude them from the competitive range, whereupon they may request and receive a debriefing in accordance with FAR 15.505.

Offerors excluded from the competitive range may request a pre-award debriefing, or they may choose to wait until after the source selection decision to request a post-award debriefing (see FAR 15.505 or 15.506 as applicable). However, offerors excluded from the competitive range are entitled to no more than one debriefing. The CO will notify unsuccessful offerors in the competitive range of the source selection decision in accordance with FAR 15.506. Upon such notification, unsuccessful offerors may request and receive a debriefing.

2.3 Discrepancies

If an offeror believes that the requirements in these instructions contain an error or omission, or are otherwise unsound, the offeror shall immediately notify the CO in writing with supporting rationale. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussion.

2.4 Electronic Reference Documents

All referenced documents for this solicitation are available on the FedBizOpps website at https://www.fedbizopps.gov. Potential offerors are encouraged to subscribe for real-time e-mail notifications when information has been posted to the website for this solicitation.

2.5 System for Award Management (SAM)

Offerors will not be eligible to receive a contract award from a DoD activity unless they are registered in SAM. Firms must register on a one-time basis and annually confirm accuracy and completeness of registration information. On-line registration and instructions can be accessed at https://www.sam.gov.

2.6 Data Universal Numbering System (DUNS) Number

A DUNS Number applies to offers exceeding $25,000. The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation “DUNS” followed by mailto:lance.sorensen@us.af.mil mailto:jordan.poling@us.af.mil https://www.fbo.gov/ https://www.fedbizopps.gov/ https://www.sam.gov/ the DUNS number that identifies the offeror’s name and address. If the offeror does not have a DUNS number, Dun and Bradstreet should be contacted to obtain one at no charge. An offeror within the United States may call 1-800-333-0505. The offeror may obtain more information regarding the DUNS number, including locations of local Dun and Bradstreet Information Services offices for offerors located outside the United States, from the internet homepage at http://www.dnb.com/. If an offeror is unable to locate a local service center, an email may be sent to Dun and Bradstreet at custserv@dnb.com.

3. PROPOSAL PREPARATION INSTRUCTIONS

3.1 Organization/Number of Copies/Page Limits

The offeror shall prepare the proposal as set forth in the Proposal Organization Table below.

The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with number of copies as specified. The contents identified in the table shall be separately bound in three-ring, loose-leaf binders. The contents of each proposal volume are described in the ITO paragraph as noted in the table below:

Table 1 Proposal Organization Table

Volume ITO Para.

Number

Title Electronic Copies

Paper Copies

Page Limit

I 4.1 Executive Summary 1 2 5 II 4.2 Technical Volume

40 pages not including attachments*

4.2.5 Performance Capability

4.2.6 Production Plan

III 5.0 Contract Documentation 1 2 Unlimited

* Does not include attached Quality Management Plan, Test Reports or test data.

3.1.1 Page Limits

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and electronic and paper copies will be destroyed. Page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses will be identified in the letters forwarding the ENs to the offerors.

3.1.2 Page Size and Format

(a) A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 by 11 inches, not including foldouts, which shall be legible and shall not exceed 11 by 17 inches in size. Pages shall be single spaced. Except for the reproduced sections of the solicitation document, the text font shall be Times New Roman and font size shall be no less than 12 point, not including tables, charts, graphs, diagrams, and schematics. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1-inch margins on the top and bottom and ¾-inch side margins.

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Pages shall be numbered sequentially by volume. These page size and format restrictions shall apply to responses to ENs.

(b) Legible tables, charts, graphs, and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume, and shall not exceed an 8.5 by 11 inches letter size when folded. These Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics, not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than 10 point font.

(c) Each page shall be counted except the following: Cover pages, tables of contents, tabs, cross reference matrices, company credentials, glossaries, and appendices.

3.2 Pricing Related Data

Price will be evaluated at the Delivery Order competition level. No pricing data is required at the IDIQ level.

3.3 Indexing

Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections.

3.4 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. Glossaries do not count against the page limitations for their respective volumes.

3.5 Binding and Labeling

The “original” proposal shall be printed on both sides of the sheet with flip pages on the long edge, the proposal shall have 3 holes punched in the side of each sheet (using a 3 hole punch), and be bound in three-ring loose leaf binder. The original shall be labeled “original” in addition to all required document labeling. The additional hard copy of each volume of the proposal shall be separately bound in a three-ring, loose leaf binder permitting the volume to lie flat when open. Staples shall not be used.

A cover sheet shall be bound in each book, clearly marked as to volume number, title, copy number, solicitation identification, and the offeror's name. The same identifying data shall be placed on the spine of each binder. All unclassified document binders shall have a color other than red or other applicable security designation colors (e.g., blue). Be sure to apply all appropriate markings including those prescribed in accordance with FAR 52.215-1(e), “Restriction on disclosure and use of data,” and FAR 3.104-4, “Disclosure, Protection, and Marking of Contractor Bid or Proposal Information and Source Selection Information.” All pages of each volume should be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer.

3.6 Electronic Offers

The content and page size of electronic copies must be identical to the hard copies of the proposal submitted. For electronic copies, indicate on each CD the volume number and title.

Use separate files to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any. The offeror shall submit volumes one through three in electronic format, using recordable CDs. Each volume shall be in a different directory on a CD.

If files are compressed, the necessary decompression program must be included. The electronic copies of the proposal shall be submitted in a format readable by Microsoft (MS) Office Word 2010, MS Office Excel 2010, MS Office Project 2010, and MS Office Power Point 2010, as applicable. In the event that hard copies and electronic copies of a proposal are submitted and if there are any discrepancies between the hard copies and the electronic copies of the proposal, the hard copies will be used for evaluation.

In addition to other instructions for submitting electronic versions of your proposal, offerors shall follow these instructions:

a. Electronic storage media shall be submitted in one of the following formats:

prerecorded (pressed) DVD/CD-ROM or DVD/CD-R.

b. Submitting documents using Microsoft Office 2010:

• Word documents – Set "Save as type" to "Word Document (*.docx)" only.

• Excel spreadsheets – Set "Save as type" to "Microsoft Excel Workbook

(*.xlsx)".

• PowerPoint presentations – Set "Save as type" to "Microsoft PowerPoint 2010

Presentation (*.pptx)".

c. Submitting documents using Microsoft Office 2007:

• Word documents – Set "Save as type" to "Word Document (*.docx)" only.

• Excel spreadsheets – Set "Save as type" to "Microsoft Excel Workbook

(*.xlsx)".

• PowerPoint presentations – Set "Save as type" to "Microsoft PowerPoint 2007

Presentation (*.pptx)".

d. Submit any Microsoft Project files in Microsoft Project 2007 or later. There are no special “save” functions required for later versions of Project.

e. Submit PDF documents using only Adobe Acrobat 9.0 or later. Do NOT submit any documents in PDF format that are copied as “images”. When creating PDF files always create to enable textual search and copy functions.

3.7 Proposal Classification

Proposals submitted via Hardcopy or electronically shall not contain classified information.

Offerors should construct proposals at the unclassified level. If there is a need to submit classified information, follow the DD-254 protocol.

3.8 Proposal Submission

Proposals must be received by 5:00pm (Eastern Daylight Time) on 25 July 2018 at the address below. Any proposal received after this time will be considered late and will be returned unopened to the offeror. Proposals shall be addressed to the CO and mailed or hand carried to:

Human Systems Program Office 1981 Monahan Way, Bldg 12 ATTN: Lance Sorensen and/or Jordan Poling Wright-Patterson AFB, OH 45433

4. PROPOSAL ORGANIZATION

4.1 Volume I: Executive Summary

In the executive summary volume, the offeror shall provide the following information.

4.1.1 Narrative Summary

The narrative summary of the entire proposal should be concise, to include addressing the significant risks, and highlighting any key or unique features, excluding price. The salient features should tie in with Section M evaluation factors/subfactors. Any summary material presented here shall not be considered as meeting the requirements for any portions of other volumes of the proposal, and will not be evaluated.

4.1.2 Gates

Include at the beginning of the Technical Volume a discussion on how the Offeror will meet the requirements found in Section M, Para 1.2.1.

4.1.3 Table of Contents

Include a master table of contents of the entire proposal.

4.2 Volume II: Technical Volume

4.2.1 General

The Technical Volume should be specific and complete. Legibility, clarity, and coherence are very important. Your responses will be evaluated against the Technical subfactors defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible, the actual methodology you would use for accomplishing/satisfying these subfactors. All the requirements specified in the solicitation are mandatory. By your proposal submission, you are representing that your firm will perform to at least one of the required form factors (e.g., day and night spectacles, day and night ballistic spectacles, and day visors) specified in the solicitation and it is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

4.2.2 Technical Approach

The offeror shall provide documentation for the offeror’s technical solution for meeting the Government requirements. The offeror shall provide documentation, descriptions, and plans as requested for the two technical subfactors: Performance Capability and Production Plan in the subsequent paragraphs.

4.2.3 Technical Risk

Offeror(s) shall provide a completed Requirements Matrix (Atch L01) stating whether the Offeror meets the requirements and a proposal section reference where the Government can verify the Offeror meets those requirements. The Government will classify each risk in accordance with the Technical Risk Rating table 2 found in Section M, Para 2.2.2. Risk classification shall consider potential for disruption of schedule, degradation of performance, the need for increased Government oversight, or the likelihood of unsuccessful contract performance. If the Offeror identifies a risk the Offeror shall provide the rationale for each risk and its rating in accordance with Technical Risk Rating table 2 found in Section M, Para 2.2.2, including quantitative estimates of the impact on schedule and performance. Describe the impact of each identified risk in terms of its potential to interfere with or prevent the successful accomplishment of other contract requirements (for example: SOW or specification requirements), whether or not those requirements are identified as subfactors. Propose risk mitigation that will eliminate or reduce identified risk to an acceptable level. Identify and classify any new risks introduced by such risk mitigation. The Offerors’ technical risk assessments may inform the Government’s evaluation of risk as described in Section M, Para 2.2.2; however, the Government’s evaluation, including the acceptability or unacceptability of a proposal, will be based entirely on the Government’s determination of risk.

4.2.4 Volume Organization

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

(1) Table of Contents

(2) List of Table and Drawings

(3) Glossary

(4) Subfactor 1 – Performance Capability

(5) Subfactor 2 – Production Plan

(6) Technical Risk Matrix

(7) Attachments (Test Reports and Test Data)

4.2.5 Subfactor 1: Performance Capability

4.2.5.1 A compliant proposal shall include:

Documentation and explanation of the contractor’s products, previous laser eye protection (LEP) efforts and manufacturing capabilities. This documentation should explain the systems engineering plan; detail the design engineering and analysis tools used; method of test; and manufacturing that meet one of the Government’s required form factors.

4.2.5.1.1 A completed Requirements Matrix (Attch L-01) which, at a minimum, states an indication of the requirement being met (e.g., statement stating so, check mark), associated self-assessed technical risk, and the reference within the Offeror’s proposal.

4.2.5.1.2 A Small Business Participation Plan which constitutes small business utilization contributions to contract performance at 1st and 2nd tier subcontract levels. A Small Business Participation Plan Document needs to address the three questions below:

1. Name of subcontractors to be utilized and the products/services they are to provide

2. Describe type and complexity of products/services to be provided

3. State extent of utilization quantitatively by Small Business concern

4.2.6 Subfactor 2: Production Plan

4.2.6.1 Description: The offeror shall describe their production capacity & quality processes to perform to at least one of the Government’s required form factors (Day spec, night specs, and Day visors) in accordance with the requirements Atch L-01

4.2.6.2. A responsive proposal shall include:

4.2.6.2.1 Documentation (Integrated Master Schedule, Manufacturing Management Plan, Quality Management Plan) that demonstrates the production capacity and manufacturing processes.

4.2.6.2.2 Technical Risk Matrix that identifies and classifies production risks and risk mitigation associated with those aspects of the Offeror’s proposed production approach.

4.2.6.2.3 A quality management plan, unit compliance testing, and diminishing sources consideration and/or mitigation IAW MRL Deskbook version 2016 which can be found at www.dodmrl.com.

4. Volume III - Contract Documentation

5.1 Model Contract/Representations and Certifications

The offeror's proposal shall include a signed copy of the Model Contract, and Sections A through K. This includes:

5.1.1 Section A - Solicitation/Contract Form

Completion of blocks 12, 14, 15A, 15B, 15c and 16, as well as the signature and date for blocks 17 and 18 of the Standard Form (SF) 33. Signature by the offeror on the SF 33 constitutes an offer, which the Government may accept. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes.

5.1.2 Section F - Deliveries or Performance

Compliance with all clauses found in Section F.

5.1.3 Section G - Contract Administrative Data

Compliance of WAWF DFARS 252.232-7006.

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5.1.4 Section I - Contract Clauses

The contract clauses pertinent to this section and that are required to be filled-in are contained in Section I of the solicitation. The offeror shall comply with all clauses contained in this solicitation.

Offeror shall submit the Small Business Subcontracting Plan. The submission of a Subcontracting Plan shall comply with FAR 52.219-9 clause, as referenced in FAR 19.704 “Subcontracting Plan Requirements”. The awardee's Small Business Subcontracting Plan shall be incorporated as an attachment in Section J of the resulting contract. Failure to provide a Small Business Subcontracting Plan can make the Offerors proposal unawardable.

5.1.5 Section K - Representations, Certifications, and other Statements of Offerors Contractor shall provide completed representations, certifications, acknowledgments and statements with the proposal. This includes completion of necessary fill-ins.

5.2 Exceptions to Solicitation Requirements

Offerors are required to meet all solicitation requirements of the model contract, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Each exception shall be specifically related to each paragraph and/or specific part of the solicitation to which the exception is taken. Provide rationale in support of the exception and fully explain its impact, if any, on the performance, schedule, and specific requirements of the solicitation.

This information shall be provided in the format and content of Table 5.2:

Table 5.2 - Solicitation Exceptions

Solicitation Document

Page/ Paragraph

Requirement/ Portion Rationale

SOW, Requirements Matrix, Model Contract, ITO, etc.

Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

5.3 Other Information Required

5.3.1 Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

5.3.2 Government Offices

Provide the mailing address, telephone and fax numbers and facility codes for the cognizant Contract Administration Office, Defense Contracting Audit Agency (DCAA), and Government Paying Office. Also, provide the name and telephone and fax number for the Administrative Contracting Officer (ACO).

5.3.3 Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code; CAGE code; DUNS code;

TIN; and labor surplus area designation. This same information must be provided if the work for this contract will be performed at any other location(s). List all locations where work is to be performed and indicate whether such facility is a division, affiliate, or subcontractor, and the percentage of work to be performed at each location.

5.3.4 Attachments to the Model Contract

The offeror shall provide the following as attachments to the model contract:

5.3.4.1 Associate Contractor Agreements

Include Associate Contractor Agreements, if applicable.

5.3.4.2 Applicable Documents

A list of applicable documents has been provided to the offerors in the draft SOW attachment (Appendix A) in the solicitation, which includes a minimum list of Government compliance documents. The offeror shall provide a list of any offeror, industry, commercial, and tailored Government standards, specifications, processes, and/or practices selected as compliance documents. The offeror shall also provide a list of all Government compliance documents intended to be used as compliance documents during the course of this contract. The offeror shall submit a list of these documents, including any tailoring instructions, as an annex to the proposed SOW. The offeror shall submit the completed proposed compliance documents as a separately bound document.

9. List of Attachments: Section L attachments listed below:

Attachment L-01: ALEP Block 3 Requirements Matrix

SECTION L

ATTACHMENTS

ATTACHMENT L-01: ALEP Block 3 Requirements Matrix