SECTION_L_25_Oct_19.pdf

SECTION L

Instructions to Offerors (ITO)

FOR THE

JOINT TERMINAL CONTROL TRAINING AND

REHEARSAL SYSTEM (JTC TRS)

Solicitation # FA8621-20-R-0003

25 October 2019

Prepared by:

Agile Combat Support Directorate, Simulators Program Office

AFLCMC/WNS

2300 D Street, Bldg. 32 Wright-Patterson AFB, OH 45433-7249

Section J, Attachment 13 – Instructions to Offerors

FA8621-20-R-0003

SECTION L - Instructions to Offerors (ITO)

1.0 PROGRAM DESCRIPTION

1. Proposal Format

1.1 General

The following instructions cover the preparation and submittal of the Offeror’s proposal for this solicitation. Offerors must follow the instructions contained herein. Offerors are cautioned that any noncompliance with the terms and conditions of the RFP may cause their proposal to be determined not eligible for award. If a joint venture arrangement exists for this acquisition, the Offeror shall provide a copy of the joint venture agreement that is signed and dated by all joint venture members as part of the proposal submission. Offerors shall submit only one proposal for the procurement and sustainment of JTC TRS domes, desktops, and portable units, as well as sustainment of Joint Theater Air Ground Simulator System (JTAGSS) units acquisition as the Government will review only one proposal per Offeror. Proposals shall be addressed to the Contracting Officer (CO) and mailed or hand carried to the following address no later than the date and time specified in the RFP Cover Letter:

AFLCMC/AZA, Building 570, Room TBD ATTN: Pamela K. Randall, Contracting Officer 1755 Eleventh Street Wright-Patterson AFB, OH 45433-7228 Reference: FA8621-20-R-0002

Offerors are requested to submit Volume III, Past Performance Information, so that it is received ten (10) business days prior to the required due date for proposals. Failure to submit Volume III by the earlier date will not result in Offeror disqualification.

In accordance with (IAW) FAR Subpart 4.8 (Government Contract Files), the Government will retain one paper copy of all unsuccessful proposals. Unless the Offeror requests otherwise, the Government will destroy extra copies of unsuccessful proposals.

1.2 Communications

Exchanges of source selection information between the Government and Offerors will be controlled by the CO, Pamela Randall, email: pamela.randall.1@us.af.mil. Source Selection information will be transmitted via direct mailing or AMRDEC SAFE at https://safe.amrdec.army.mil/safe/guide.aspx. Email through AMRDEC SAFE may be used to transmit such information and must include “Source Selection Information – See FAR 2.101 and 3.104, For Official Use Only (FOUO)” in the subject line of the email.

The CO will promptly notify Offerors of any decision to exclude them from the competitive range; whereupon, they may request and receive a debriefing IAW FAR 15.505 or 15.506.

Offerors excluded from the competitive range may request a pre-award debriefing or they may choose to defer the debriefing until after the source selection decision. Offerors excluded from the competitive range are entitled to no more than one debriefing for each Offeror. The CO will notify unsuccessful Offerors in the competitive range of the source selection decision IAW FAR

15.506. Upon such notification, unsuccessful Offerors may request and receive a debriefing.

Offerors desiring a debriefing must make their request IAW the requirements of FAR 15.506, as applicable.

1.3 Foreign-Owned or Foreign-Influenced Companies

This solicitation excludes foreign-owned or foreign-influenced companies as primes and subcontractors unless they have a facility clearance and a mitigated Foreign Ownership, Control or Influence (FOCI). The Offeror shall provide appropriate CAGE code as proof.

1.4 Facility Clearance

In accordance with PWS Paragraph 3.10.10, the Bidders’ Library Facility CDRLs, and DD-254 the Offerors shall:

- include, as an attachment to the Offeror’s proposal, a valid U.S. facility clearance of Secret, as well as documentation of sufficient footprint to house JTC TRS Dome, JTC TRS Desktop, and JTAGSS, at any facility responsible for classified execution of this effort at proposal submission or the Offeror’s proposal will be rejected. Furthermore, Offerors must still possess a valid U.S.

facility clearance of Secret at the time the Source Selection Authority (SSA) makes the award decision in order to be eligible for contract award.

1.5 Budget and Funding Information: Funds are not presently available for this acquisition.

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 any offeror for any costs incurred in responding to this solicitation.

2.0 VOLUME ORGANIZATION

2.1 General

The Offeror shall prepare the proposal as set forth below. The titles and contents of the volumes shall be as defined in this paragraph, all of which shall be within the required page limits and with the number of copies as specified in the table below.

VOL TITLE COPIES PAGE LIMIT ATTACHMENTS

Facility

Clearance 2 Paper 1 Electronic*

No Limit • U.S. Facility Clearance Documentation

I Executive Summary

2 Paper 1 Electronic*

5, excluding attachments • Master Table of Contents

• Cross Reference Matrix

• Small Business Participation

Commitment Document

II Technical 2 Paper 1 Electronic*

25, excluding attachments

• Data Rights assertions

• Staffing Plan

III Past Performance

2 Paper 1 Electronic*

No more than 5 contract references total. No more than 4 contract references for the prime Offeror and no more than 2 contract references for each proposed critical subcontractor.

36 pages maximum – including introductory information, excluding attachments**

• Consent Letters

• Past Performance Questionnaire

Contact Listing

• Client Authorization Letters (if applicable)

• Business Relationships PPI Tool

Output

IV Price 2 Paper 1 Electronic*

No Limit N/A

V Contract Documentation

1 Paper 1 Electronic*

No Limit N/A

* Proposal volumes shall be submitted in written form (as specified above) and electronic via CD-R or DVD-R (write once/read only) (1 copy per volume) that is “closed” so that no further writes can be made to the media. CD-R/W or DVD-R/W media types are not acceptable. Media must be virus scanned by the Offeror prior to submitting to the Government.

** Offerors shall use the instructions set forth in Past Performance Information (PPI) Tool to electronically submit the Past Performance Information (PPI). Guidance to access the PPI tool will be provided in paragraph 2.4.6.

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

The sealed package used to submit the proposal package must show the time and date specified for receipt. 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, etc. Proposals shall be in the English language and all monies shall be proposed in United States dollars.

A. Print shall be no smaller than a font size of 12 and be in Times New Roman font except for tables, charts, graphs and figures for which the font shall be no smaller than 10 point.

Paper size shall be 8 1/2” X 11,” excluding any charts, graphs, drawings, diagrams, supporting illustrations, and spreadsheets, etc. Charts, graphs, drawings, diagrams, supporting illustrations, or spreadsheets shall not be greater than 11” x 17.” Foldout pages shall fold entirely within the volume, and will count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics, not for pages of text. These limitations shall apply to both electronic and paper copy proposals.

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. Each volume within the proposal binder shall be separately tabbed and identified. Margins shall be no smaller than 1 inch top and bottom and ¾ inch on each side. Each page within a volume shall be numbered consecutively. Elaborate formats, bindings, and color presentations are not desired or required.

B. The page limitation for Volume II, Written Technical Proposal is 25 pages. The page limitations include any charts, graphs, drawings, diagrams, supporting illustrations, spreadsheets, etc., but exclude the cover sheet, any table of contents, list of abbreviations and acronyms (with an explanation for each), glossaries, and attachments as specified in paragraph 2.1. Offerors are cautioned that any pages that exceed the page limitations shall not be read but shall be removed and either retained in the contract file without being considered in the evaluation or sent back to the Offeror.

C. Each volume shall contain a detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections. Tables of contents, indexes, and glossaries shall not count against the page limitations for their respective volumes.

D. Each volume of the proposal shall be in its own three-ring, loose leaf binder permitting the volume to lie flat when open. Staples shall not be used. A cover sheet shall be included in each binder, clearly marked as to volume number, title, copy number, solicitation number, 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. All appropriate markings shall include those prescribed IAW 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. Each page shall be identified with the solicitation number, company name, volume, and page number.

E. Offerors shall submit documents only using Microsoft Office 2010 or newer, and Adobe

Acrobat 9.0 or newer:

1. Word documents - Set "Save as type" to "Word Document (*.docx)" only.

2. Excel spreadsheets – Set “Save as type” to “Microsoft Excel Workbook (*.xlsx).”

3. Submit any Microsoft Project files in Microsoft Project 2010 or newer. There are no special “save” functions required for later versions of Project.

4. Offerors shall 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.

F. All pricing information shall be addressed ONLY in the Price and Contract

Documentation Volumes. The Total Evaluated Price (TEP) spreadsheet shall be formatted using Microsoft Excel in .xlsx format, and the electronic file shall be live and contain fully-traceable formulas and shall not contain references to external workbooks, with all equations and functions fully functional, unlocked, and unhidden. At any time during this competition, if the CO determines adequate price competition no longer exists, Offerors may be required to submit information to the extent necessary for the CO to determine the reasonableness of the price.

G. 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.

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

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

SOURCE SELECTION INFORMATION – SEE FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

J. Submission of the initial proposal packages via electronic mail will not be accepted.

Initial proposal packages shall either be mailed or hand-delivered. Offerors are cautioned that Wright-Patterson AFB has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor pass prior to entrance.

Some delay should be anticipated when hand-delivering proposal packages. Offerors should allow for sufficient time to obtain a visitor pass and arrive at the specified office PRIOR to the time specified for receipt of proposals.

K. Classified Information: Proposals shall not contain classified information.

L. Written questions or requests for clarification may be sent to the CO via email.

Offerors are requested to submit questions or clarification requests by 12:00 p.m.

EST on TBD. Answers to questions and clarifications will be provided to all Offerors via the Federal Business Opportunities (FedBizOpps) website at www.fbo.gov. No proprietary information will be released. In the event of conflict between the Government’s response to questions or clarification requests and the RFP, the RFP takes precedence.

2.1.1 Point of Contact

The CO, Pamela Randall, pamela.randall.1@us.af.mil, is the exclusive point of contact for this acquisition.

2.1.2 Discrepancies

If an Offeror believes the requirements or these instructions contain an error, omission or are otherwise unsound, the Offeror shall immediately notify the CO in writing with supporting rationale, as well as the proposed remedies the Offeror is asking the CO to consider as related to the omission or error. The Offeror is reminded the Government reserves the right to award this effort based on the initial proposal as received, without discussions.

2.2 VOLUME I – EXECUTIVE SUMMARY

2.2.1 General

Volume I, Executive Summary, shall consist of a narrative summary, a master table of contents for the entire proposal, and a completed Cross Reference Matrix (RFP Attachment 12).

mailto:pamela.randall.1@us.af.mil

2.2.2 Narrative Summary

The narrative summary shall be a concise summary of the entire proposal and address the significant risks and highlight any key or unique features, excluding price. The salient features shall tie in with Section M evaluation factors and subfactors. Any summary material presented here, including the Executive Summary, shall not be considered as meeting the requirements for any portions of other volumes of the proposal.

2.2.3 Cross Reference Matrix

The Offeror shall complete the Cross Reference Matrix (RFP Attachment 12), indicating where in its proposal the information can be found as it relates to the RFP. The Cross Reference Matrix will be utilized as a tool to show critical interrelationships and dependencies among the technical requirements documents, the evaluation factors, Performance Work Statement (PWS), system Performance Specification (P-Spec), the Contract Line Item Numbers (CLINs), the proposal volume, and proposal page and section number. The Cross Reference Matrix will help an Offeror ensure it has responded to all the evaluation criteria and proposal submittal requirements identified in the solicitation. If the Cross Reference Matrix conflicts with any other requirement, direction, or provision of this solicitation, the other requirement, direction, or provision shall take precedence over the Cross Reference Matrix.

Additionally, to the extent the Cross Reference Matrix discloses details as to the manner by which the Government intends to evaluate the Offerors’ proposals for award, references in the Cross Reference Matrix are for informational purposes only, and the Government shall be obligated to evaluate proposals solely in conformance with Section M of the solicitation.

2.3 VOLUME II – TECHNICAL PROPOSAL

2.3.1 General

The written technical proposal shall be clear, concise, and include all the information required for effective evaluation. 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 the requirements of the RFP. Offerors shall assume the Government has no prior knowledge of their capabilities, work processes, facilities, or experience, and will base its evaluation on the information presented in the Offeror’s technical proposal.

The Technical Volume must be specific and complete. Legibility, clarity, brevity, and coherence are important. Offerors’ proposals will be evaluated against the Technical subfactors as defined in Section M. Using the instructions provided below, Offerors should provide as specifically as possible the actual methodology their firm will use for accomplishing and satisfying every detail of these subfactors.

All the requirements and Terms and Conditions specified within the solicitation are mandatory.

Offerors affirm, by their proposal submission, that their firm will perform all the PWS (RFP Attachment 1) and P Specs (RFP Attachments 2-5) requirements. It is not necessary or desirable for Offerors to address the entire PWS within their proposal.

2.3.2 Format and Specific Content

The following information shall be provided in the written technical proposal and will be evaluated to assess the proposed technical approach and associated technical risk in accordance with Section M, Evaluation Factors for Award (RFP Attachment 14). The written technical proposal shall address each of the following subfactors to describe the Offeror’s proposed approach to performing the requirements set forth in the PWS and P-Specs.

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

• Table of Contents (not included in the volume page limit)

• List of Tables and Drawings (not included in the volume page limit)

• Glossary/List of Acronyms (not included in the volume page limit)

• Subfactor 1: Training Device Procurement

• Subfactor 2: TSSC and JTC TRS Support

• Technical Risk o Subfactor 1: Training Device Procurement o Subfactor 2: TSSC and JTC TRS Support

The Offeror shall address Technical Risk associated with their proposed technical solution for each subfactor considered to have a probability for disruption of schedule, degradation of performance, need for increased Government oversight, or the likelihood of unsuccessful contract performance. In addition to specifically identifying inherent risks and the associated planned mitigation, the Offeror shall include risk mitigation strategies within their solution.

Offerors shall also provide rationale for each risk, including impacts on schedule and performance. Offerors shall 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: PWS or P-Spec requirements), regardless of whether or not those requirements are identified as subfactors. Offerors shall include within the proposed Technical Solution the mitigations planned to eliminate or reduce the risk which shall not impact accomplishing the requirements of the contract. If no risks or mitigations are identified in the Offeror's proposal, it indicates the Offeror does not consider there to be any risk associated with their proposed approach.

TECHNICAL PROPOSAL ORGANIZATION

VOLUME II – Page Limit 25

SECTION TITLE

1 Table of Contents – Not included in page limits 2 List of Tables, Drawings, and Figures – Not included in page limits 3 Dedicated Definitions – Not included in page limits 4 Proposal Traceability Matrix – Not included in page limits 5 System Specification – Not included in page limits 6 Requirements Traceability Matrix – Not included in page limits 7 Subfactor One: Training Device Procurement 8 Subfactor Two: TSSC and JTC TRS Support 9 Glossary – Not included in page limits

2.3.2.1 Subfactor 1: Training Device Procurement

The Offeror shall provide the following:

Proposed approach for producing additional JTC TRS training devices compatible with the current operational baseline configuration as required by PWS section 3.11.

2.3.2.2 Subfactor 2: TSSC and JTC TRS Support

The Offeror shall provide the following:

A staffing approach to include labor categories and mix of labor to staff TSSC for operations required to meet PWS section 3.12.3

A staffing approach to include labor categories and mix of labor to obtain the necessary operators to staff the JTAGSS positions required to meet PWS para 3.12.2.3

Evidence of capability to manage and maintain GOTS software code

2.4 VOLUME III – PAST PERFORMANCE

2.4.1 General Instructions

Each Offeror shall submit a past performance volume with its proposal, containing Past Performance Information (PPI) of no more than five (5) contract references total. Offerors shall submit no more than four (3) active or completed contracts (with at least six (6) months of performance history) for the prime Offeror and no more than two (2) for each proposed critical subcontractor in the past five (5) years preceding the issuance date of this solicitation. At least two (2) contracts are requested to be for the prime Offeror, and each proposed critical subcontractor is requested to have at least one (1) contract submitted. PPI shall include what the Offeror and joint venture member consider relevant in demonstrating their ability to perform the proposed effort in accordance with the organization and format contained in paragraph 2.4.6 Past Performance Information Tool Instructions for Offerors. This information is required on the Offeror and any critical subcontractors, teaming partners, and/or joint venture partners. A critical subcontractor is defined as an entity (subcontractor, teaming partner, and/or joint venture partner), other than the Offeror itself, that will perform aspects of the effort the Offeror considers critical to overall successful performance.

2.4.2 Past Performance Required Format

The requested past performance information shall be provided in a separate volume (i.e., 3-ring binder) labeled "Volume III - Past Performance." Business relationship information shall be provided by following the instructions in paragraph 2.4.6 for the PPI Tool that describes the proposed role of the Offeror, any joint venture member and critical subcontractors. Business relationship information must clearly communicate that the proposed critical subcontractor(s) meet the definition of a critical subcontractor established above. Efforts submitted for proposed critical subcontractors not meeting the established definition will not be evaluated.

The volume shall contain the following sections:

• Table of Contents

• Consent Letters

• Past Performance Questionnaire Contact Listing

• Joint Venture Information (if applicable)

• Past Performance Information Tool Outputs (including Business Relationships output)

• Glossary

2.4.2.1 Early Proposal Information

In order for the Government to be able to conduct its assessment more efficiently, Offerors are requested to submit their past performance information volume 10 business days prior to the required submission date for the remainder of the proposal. Failure to submit early proposal information will not result in Offeror disqualification. Mere early submission of the Past Performance volume, by itself, is not sufficient to establish that a proposal was timely submitted.

2.4.2.2 Relevant Contracts

Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort and to what aspects of the proposed effort they relate. Submit PPI (reference paragraph 2.4.6 for PPI Tool instructions) on contracts completed or ongoing that you consider most relevant in demonstrating your team’s ability to perform the proposed effort. If an Offeror is submitting a proposal as a joint venture, relevant past performance information from the respective entities forming the joint venture will be considered. Include rationale supporting your assertion of relevance. For a description of the characteristics or aspects the Government will consider in determining recency and relevance, see Section M, Evaluation Factors for Award (RFP Attachment 11). Specifically describe and compare the type of work and scope of effort.

Include a description of the breadth and depth of the work performed. Include a description of a relevant Associate Contractor Agreement(s) (ACA).

Not all aspects of relevancy must be included within a single contract; aspects of relevant performance may be from separate contracts. The Offeror’s past performance information shall include information about predecessor companies and subcontractors that will perform major or critical aspects of the requirement when such information is relevant to this acquisition. For a description of the characteristics or aspects the Government will consider in determining recency and relevance, see Section M, paragraphs 2.3.2.3 and 2.3.2.4. Categories of technical scope of performance and levels of importance within those categories are provided in Section M, paragraph 2.3.2.4.1. The Offeror shall identify relevant performance through a combination of contract references in those categories.

2.4.2.3 Specific Content

Offerors shall provide a narrative explaining what aspects of the contracts are deemed relevant to the proposed effort and to what aspects of the proposed effort they relate. This may include a discussion of efforts accomplished by the Offeror to resolve problems encountered on prior contracts, as well as past efforts to identify and manage program risk. Merely having problems does not automatically equate to a limited or no confidence rating, since the problems encountered may have been on a more complex program, or an Offeror may have subsequently demonstrated the ability to overcome the problems encountered. The Offeror is required to clearly demonstrate management actions employed in overcoming problems and the effects of those actions, in terms of improvements achieved or problems rectified. This may allow the Offeror to be considered a higher confidence candidate.

2.4.3 Subcontractor Consent

The Offeror shall submit, in addition to the information required in this section, a Subcontractor/Teaming Partner Consent Letter (Attachment L-2), 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 to such information.

2.4.4 Past Performance Questionnaire

The Past Performance Questionnaire (Attachment L-1) will be one means used by the Government to obtain past performance information. Offerors shall send Past Performance Questionnaires directly to the Points of Contact (POCs) for the past efforts identified. All respondents shall be instructed that all responses are to be provided directly to the Government CO. 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 (Attachment L-3) shall be used by the Offeror in sending out the Past Performance Questionnaires. Offerors should exert their best effort to ensure that at least two (2) 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 Past Performance Questionnaire electronically by sending to pamela.randall.1@us.af.mil.

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

The Government may conduct questionnaire follow-up with any of the POCs identified 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.

2.4.5 Client Authorization Letters

In the event that commercial contracts are presented as past performance sources of information, an Offeror shall submit a client authorization letter to those commercial POCs requesting/authorizing them to complete a Past Performance Questionnaire. A sample Client Authorization Letter is attached to Section L (Attachment L-3). 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 the 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.

2.4.6 Past Performance Information (PPI) Tool Instructions for Offerors Offerors must use the PPI Tool (Use latest version from FBO.gov) in order to electronically submit the PPI portion of the Past Performance Volume in accordance with the RFP.

mailto:pamela.randall.1@us.af.mil

Downloading the PPI Tool The PPI Tool can be downloaded by performing the following steps (if you are unable to download the Tool, contact the contracting officer for assistance):

1. Access the FedBizOpps (https://www.fbo.gov/) website.

2. Find the solicitation posting.

3. Locate the “ppi tool” link from the “All Files” column on the solicitation’s “Notice Details” tab .

4. Select the link 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.

https://www.fbo.gov/

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.”

A. 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.

• Include relevant information concerning your compliance with FAR 52.219-8, Utilization of Small Business Concerns, on the contract you are submitting, if applicable.

• Identify whether a subcontracting plan was required for the contract you are submitting. If one was required, identify in percentage terms the planned versus achieved goals during contract performance. Explain why goals were not met, if applicable:

B. 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.

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”.

2.5 VOLUME IV – PRICE

2.5.1 General Instructions

Compliance with these instructions is mandatory and failure to comply may result in rejection of the proposal. Data or information submitted in the Price Volume shall be information essential to document or support the price position. Data beyond what is required by this instruction shall not be submitted, unless the Offeror considers it essential to document or support its price position.

The rationale as to why the Offeror considers it essential must also be provided.

No pricing data or information shall be included in any other volume, including cover letters, unless specifically requested by the Government in the respective volume. If price information is included elsewhere in the documentation, the proposal may be deemed unacceptable and the proposal may not be evaluated. The Offeror shall comply with the intent of the pricing instructions in supplying information that is current, timely, and in full support of the proposal.

Exceptions or deviations will not be accepted. The instructions for preparation of the content of the Price Volume shall not take precedence over requirements of other clauses of the contract, Public Law, or the FAR, as supplemented.

2.5.2 Volume Organization

The Pricing Volume shall consist of the following sections:

• Table of Contents

• Completed TEP Spreadsheet (electronic submission)

• Pricing Matrix

• Narrative and Methodology

• Glossary

2.5.2.1 Completed TEP Spreadsheet

Offerors shall provide a completed TEP spreadsheet in accordance with the specific instructions included in the spreadsheet (RFP Attachment TBD). The completed spreadsheet shall be submitted as an electronic Microsoft Excel file. The CLIN structure and price matrices represent the required flexibility and scalability needed for this contract. Failure to provide all prices will render an initial proposal submission as incomplete. The completed pricing matrices will become part of the awarded contract in Section J.

2.5.2.2 Narrative and Methodology

The Offeror shall provide a concise and well organized narrative of the basic pricing approach and methodology used to generate matrix prices. The Offeror’s narrative should provide sufficient detail and correlate to and/or supplement information elsewhere in the Price volume to add clarity but avoid repetition or conflict to demonstrate price credibility and to enable the evaluation for reasonableness, unbalanced pricing, and completeness. The proposal must be sufficiently detailed to address reasonableness, completeness, and unbalanced pricing with the understanding that the burden of proof for credibility of proposed prices rests with the Offeror.

2.5.3 Pricing Data Requirements

If the CO is unable to determine there is adequate price competition, certified cost or pricing data may be required IAW FAR 15.4 to support a determination of reasonableness. Compliance with these requirements is mandatory and failure to comply may result in rejection of the submitted proposal.

2.5.4 Rounding

All dollar amounts provided in response to these instructions shall be rounded to the nearest dollar. All labor rates shall be rounded to the nearest penny.

2.5.5 Additional Information

All prices shall be in “Then Year” dollars, that is, inflated, not constant (Base Year) dollars.

In the event an Offeror proposes the use of GFP not included within RFP, the Government will eliminate any competitive advantage by assessing the rental equivalent value of those resources as part of the total evaluated price for that Offeror.

2.6 VOLUME V – CONTRACT DOCUMENTATION

2.6.1 Contract Documentation

The Contract Documentation volume shall consist of the following sections:

• Table of Contents

• Company/Division Address, Identifying Codes, and Applicable Designations

• Authorized Offeror Personnel

• Cognizant Government Offices

• Completed Model Contract

• Exceptions to Solicitation Requirements

• Organizational Conflict of Interest Mitigation Plan

• Small Business Subcontracting Plan

2.6.2 Company/Division Address, Identifying Codes, and Applicable Designations The Offeror shall provide its company/division's street address, county and facility code;

Commercial and Government Entity (CAGE) code; DUNS code; Taxpayer Identification Number (TIN); and size of business (large or small). This same information must be provided if the work for this contract will be performed at any other location(s). The Offeror shall 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.

2.6.3 Authorized Offeror Personnel

The Offeror shall provide the name, title, and telephone number of the company/division point of contact regarding decisions made with respect to the proposal and who can obligate the company contractually. Also, the Offeror shall identify those individuals authorized to negotiate with the Government. Additionally, the Offeror shall provide name, title and telephone number of the Chief Executive Officer(CEO).

2.6.4 Cognizant Government Offices

The Offeror shall provide the mailing address, telephone number, and facility codes for the cognizant Defense Contract Management Agency (DCMA) Office, Defense Contract Audit Agency (DCAA) Office, and Government Paying Office. Also, provide the name, telephone, and email address for at least one POC at the cognizant DCMA and DCAA offices.

2.6.5 Use of Non-Government Advisors

Offerors are advised that contractors will participate as non-Government advisors in the evaluation of proposals. These advisors will sign non-disclosure agreements and will be authorized access to only those portions of the proposal data and discussions that are necessary to enable them to provide specific advice on specialized matters or on particular problems. The non-Government advisors will not determine or establish initial or final assessments of Offeror’s proposals. The non-Government advisors will not have access to Past Performance Information.

They will have access to Offeror proprietary, confidential, or privileged commercial or financial data. The non-Government advisor support will be provided by:

PE Systems, Inc., 5100 Springfield St, Suite 400, Dayton OH 45431

Offerors shall provide, in the Contract Documentation Volume, a copy of paragraph (2) below or provide written objection to disclosure as indicated in paragraph (1). If the Offeror objects to disclosure of a portion of the proposal, the consenting paragraph (2) shall be provided for the remainder of the proposal.

(1) Any objection to disclosure:

(i) Shall be provided in writing to the Contracting Officer within the Contract Documentation Volume of the proposal; and

(ii) Shall include a detailed statement of the basis for the objection. The detailed statement shall identify the specific portions of the proposal the Offeror objects to disclosure to non-Government advisors.

(2) I understand that proprietary, confidential, or privileged commercial or financial data submitted to the Government in response to this solicitation may be released to non- Government advisors. I consent to the release of any (unless objection is provided in (1) above) proprietary, confidential, or privileged commercial or financial data provided by the firm(s) named below in response to this solicitation, to non-Government advisors for review and analysis:

Signature:

Firm:

Name (individual authorized to commit firm):

Title:

Date of Execution:

The CO will evaluate any objection to disclosure and make a determination whether the non- Government advisor(s) shall be permitted to participate in the source selection. The CO shall inform the objecting Offeror of the final determination, and, if the use of non-Government advisors has been changed, shall inform all Offerors of the change.

Offerors shall execute a Non-Disclosure Agreement (NDA) with each company listed above (prior to submitting a proposal). Copies of the executed NDAs must be provided to the CO in the Contract Documentation Volume.

2.6.5 Completed Model Contract

The Offeror’s proposal shall include a signed and dated copy of the Model Contract (Sections A through K). The Offeror’s price information, contract documentation, and supporting files all need to be consistent and contain the same information. The completed Model Contract includes the following:

2.6.5.1 Section A – Solicitation/Contract Form

Complete Section A, SF33 blocks 12-16 and the signature and date for blocks 17 and 18.

Complete blocks 15A, 15B, and 15C of any SF30 (Amendment of Solicitation) that is issued and return the signed original with Volume V of the proposal. Signature by the Offeror on the SF33 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.

2.6.5.2 Section B – Supplies or Services and Prices

The Offeror shall not complete Section B, but refer to paragraph 2.5.2.1 above for instructions on completing the TEP spreadsheet (Attachment TBD). The contract clauses pertinent to this section and that are required to be filled-in are contained in Section B of the solicitation.

2.6.5.3 Section C – Description/Specifications/Work Statement The contract clauses pertinent to this section and that are required to be filled-in are contained in Section C of the solicitation.

2.6.5.4 Section D – Packaging and Marking

The contract clauses pertinent to this section are contained in Section D of the solicitation.

2.6.5.5 Section E – Inspection and Acceptance

The contract clauses pertinent to this section are contained in Section E of the solicitation.

2.6.5.6 Section F – Deliveries or Performance

The contract clauses pertinent to this section are contained in Section F of the solicitation.

2.6.5.7 Section G – Contract Administration Data

The contract clauses pertinent to this section are contained in Section G of the solicitation. Upon award, Section G data will be provided by the Government.

2.6.5.8 Section H – Special Contract Requirements

The contract clauses pertinent to this section are contained in Section H of the solicitation.

2.6.5…