Section_L_-_Instruct_to_Offerors.pdf

Solicitation FA8630-14-R-5030

Section L – Instructions To Offerors

20 April 2015

SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR

RESPONDENTS

1.0 PROGRAM INFORMATION

1.1 Solicitation Purpose and Objectives

The purpose of this solicitation is to obtain logistics supply support (parts, support equipment, end-items), maintenance support (repair, upgrade, overhaul, modification), and task order support (related analytical/technical services) for U.S. Foreign Military Sales (FMS) partners.

The Parts and Repair Ordering System (PROS) program accomplishes acquisition of non-standard items that are not actively managed in the DoD inventory, or “difficult to support” standard items that USG Source Of Supply (SOS) is unable to support. The PROS V contract will be the sixth generation parts and repair ordering program, supporting 100+ FMS customers, currently processing approximately 2,200 requisitions per month. The total contract value is estimated at $4.2B with a 15 year Period of Performance (PoP), consisting of a five year base period, five one-year options, and a five year closeout.

1.2 Budget/Funding Information

For consideration in developing your proposal, the program/budget funding is as follows:

This is an Indefinite Delivery/Indefinite Quantity contract, including Firm Fixed Price (FFP) and Cost Reimbursable (CR) Contract Line Item Numbers (CLINs). Contractor fill fees will be charged to a FFP CLIN; pass-through material costs (no profit allowed) will be charged to a CR

CLIN. Funding will be provided for each individual requisition using FMS and Foreign

Military Financing (FMF). The initial task order will be for $10,000, which will satisfy the guaranteed minimum amount.

1.3 Offeror Eligibility

Foreign participation and foreign-owned companies are prohibited from submitting response to this solicitation as a potential prime contractor; however, this does not prohibit foreign-owned companies from participating as a potential subcontractor.

2.0 GENERAL INSTRUCTIONS

(a) This section of the Instructions To Offerors (ITO) provides general guidance for preparing proposals as well as specific instructions on the format and content of the proposal. The Offeror's proposal must include all data and information requested by the ITO and must be submitted in accordance with (IAW) these instructions. The offer shall be compliant with the requirements as stated in the Performance Work Statement (PWS), Contract Data Requirements List (CDRL), and Model Contract and attachments in Section J. Non-conformance with the instructions provided in this ITO will result in being found non-responsive.

(b) The proposal shall clearly substantiate, in sufficient detail, the validity of all stated claims and assertions regarding past performance, capabilities, and proposal to perform this contract.

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 the Government has no prior knowledge of their facilities and experience and will base its evaluation solely on the information presented in the Offeror's proposal.

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

(d) The proposal acceptance period is specified in Section A of the model contract/solicitation.

The Offeror shall make a clear statement in Section A of the proposal documentation volume that the proposal is valid through this date.

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

2.1 Point of Contact

The Contracting Officer (CO) is the sole point of contact for this acquisition. Address any questions or concerns you may have to the CO at the address located in Section A of the model contract/request for proposal (RFP) or as listed below:

Ms. Tracy D. Riley, Contracting Officer

937-656-3908 tracy.riley@us.af.mil

Any questions shall be submitted within ten (10) calendar days of the RFP release date.

Responses will be posted to the Federal Business Opportunities (FBO) website and/or issued via an RFP amendment. In the event of any conflict between the response and the RFP, the RFP

(including any amendments) 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 IAW 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. However, Offerors excluded from the competitive range are entitled to no more than one debriefing for each proposal.

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 15.505 or 15.506, as applicable.

2.3 Discrepancies

If an Offeror believes that the requirements in these instructions contain an error, omission, or are otherwise unsound, the Offeror shall notify the CO in writing within ten (10) calendar days after mailto:tracy.riley@us.af.mil?subject=PROS%20V%20RFP%20Section%20L issuance of final RFP. The notification should include supporting rationale as well as the remedies the Offeror is asking the CO to consider as related to the omission or error. The Offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

2.4 Electronic Reference Documents

All referenced documents for this solicitation are available on the FBO website at http://www.fbo.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 Communications

Exchanges of source selection information between Government and Offerors will be controlled by the CO. Email may be used to transmit such information to Offerors only if the email can be sent and received encrypted and includes “Source Selection Information – See FAR 2.101 &

3.104” in the Subject line, unless the Offeror notifies the CO in writing they desire to receive unencrypted email exchanges. Otherwise, source selection information will be transmitted via mail courier and/or use of company local representatives.

3.0 PROPOSAL PREPARATION INSTRUCTIONS

3.1 Organization/Number of Copies/Page Limits

The Offeror shall prepare the proposal as set forth in Table 1-Proposal Organization. The

Offeror shall submit an original signed proposal (marked accordingly), two paper copies, and one electronic copy that meet the requirements detailed herein. The original shall have two holes punched in the top, centered and spaced 2 ¾ inches apart. The two paper copies shall be separately bound in hard sided, three-ring, loose-leaf binders. The contents of each proposal volume are described in the ITO paragraph as noted in the table below.

http://www.fbo.gov/

Table 1 – Proposal Organization

Volume ITO

Paragraph

Number

Volume Title Copies Paper

/ Electronic

Page Limit

I 4.1 Executive Summary 3/1 3

II 4.2 Technical 3/1 125 (excludes

Table of Contents

& Attachment 2 -

Scenario Matrix)

III 4.3 Past Performance 3/1 Limited to output of

Past Performance

Tool, Past

Performance

Questionnaires, and up to a 5 page

Narrative that includes

Organizational

Structure Change

History and List of

Entities receiving

Questionnaires

IV 4.4 Price 3/1 Limited to

Attachment 5 –

Price Matrix

V 4.5 Contract Documentation 3/1 Unlimited

3.1.2 Page Limitations

Page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal. All excess paper copies will be destroyed unless return is requested by Offeror within 10 business days after receipt. Attachments or appendices to a volume shall be included in the page count. The cover page, table of contents, list(s) of tables and drawings, blank pages, cross-reference matrix, tabbed dividers, title pages, glossary of abbreviations, and acronym lists are excluded from the page count. 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.

3.1.3 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 x 11 inches, not including foldouts (see Paragraph (b) below). Pages shall be single spaced and typed except for the reproduced sections of the solicitation document. The text size shall be no less than 12 point. 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. Pages shall be numbered sequentially by volume. If ENs are submitted, then these page format restrictions shall also apply to the responses. All documents must be in English and in a legible font. These limitations shall apply to both electronic and hard copy proposals.

(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, legible, and shall not exceed 11 x 17 inches in size. An 11 x 17 page will count as two pages. Foldout pages shall fold entirely within the volume. 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 12 point.

(c) Proposals must include a header in the upper-right of all pages including: RFP number, volume title and page number. Page numbers shall be labeled as “Page 1 of ##”. Company name and proprietary information notices shall be placed in top and/or bottom margins.

(d) All proposal paragraphs shall be numbered in a logical arrangement to facilitate referencing by Government evaluators.

3.2 Pricing Related Data

See Section J, Attachment 5 – Pricing Matrix, and Section L, Paragraph 4.4 for instructions and explanation.

3.3 Cross-Referencing

To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be assumed to have been omitted from the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

The Offeror shall complete, and include with the technical proposal, the cross reference matrix at Attachment 1 of this ITO indicating the proposal reference information as it relates to the

ITO, PWS, CLIN numbers, Pricing Matrix and CDRL references found therein.

3.4 Indexing

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

3.5 Glossary of Abbreviations and Acronyms

Each volume shall contain a glossary of all abbreviations and acronyms used, and with an explanation for each.

3.6 Binding and Labeling

Each volume of the proposal copies 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. Offeror shall apply all appropriate markings including 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.

3.7 Electronic Offers

Submit a non-rewritable Compact Disc (CD) or non-rewritable Digital Versatile (or Digital

Video) Disc (DVD), on acceptable optical media as described below, for each proposal volume and place in the appropriate proposal binder (e.g., the CD/DVD containing pricing files should be placed only in the Volume IV binder). The content and page size of electronic copies must be identical to the hard copies.

Only these read-only optical media are acceptable for electronic offers: CDs must NOT be rewritable, and may include CD, Compact Disk Read Only Memory (CD-ROM), or finalized

Compact Disk Recordable (CD-R) media. DVDs must also NOT be rewritable, and may include DVD, DVD Read Only Memory (DVD-ROM), or finalized single or double-layer (DL) plus or minus format DVD Recordable (finalized DVD-R, finalized DVD+R, finalized DVD-R

DL, or finalized DVD+R DL) media. Do not submit offers on any form of rewritable media.

Unacceptable media include, but are not limed to, any form of flash drive, thumb drive, memory card, hard drive, floppy disk, Compact Disc Rewritable (CD-RW), any form of DVD

Rewritable (DVD-RW or DVD-+RW), or DVD Random Access Memory (DVD-RAM).

Due to security concerns, these rewritable media are all strictly prohibited. In addition, due to compatibility limitations, do not submit any form of Blu-Ray Disc (BD) or High Definition

DVD (HD-DVD).

In case of conflict between the paper and electronic copies submitted, the original paper version shall take precedence. For electronic copies, indicate on each CD/DVD the company name, volume number, and title. Use separate files to permit rapid location of all proposal portions, including exhibits, annexes, and attachments, if any. Electronic copies of the proposals shall be submitted in a SEARCHABLE format readable by Microsoft (MS) Word 2010 or MS Excel

2010, as applicable.

All MS-Excel attachments shall be submitted in the MS-Excel format (unaltered) in which they are provided by this RFP. The Offeror shall not include any formulas or links beyond what is included in the provided format. Macros or other embedded objects or features will be disabled as part of regular security precautions. Electronic files must be unlocked in order to export the winning Offeror’s information into Government contract writing systems."

3.8 Distribution

Proposals may be mailed (to include UPS, FedEx, or any other delivery service) or hand-carried to:

AFLCMC/AZK

Attn: Contracting Officer, Ms. Tracy D. Riley

AFSAC PROS V, FA8630-14-R-5030

Bldg. 570

1755 11 th

Street

Wright-Patterson AFB, OH 45433-7404

This is a secure military installation so appropriate arrangements are required to access the facility with enough time to meet proposal deadlines. It is the Offeror’s responsibility to make those arrangements to assure meeting proposal deadlines. Offerors who use regular mail to submit their proposals to Wright-Patterson AFB should allow additional time for delivery due to security screening on packages that may be conducted at the Wright-Patterson AFB mail processing facility. Proposals received after 1600 hours Eastern Time on 4 June 2015 will be considered late proposals, regardless of reason for delay, and shall not be considered for award.

3.9 Bid and Proposal Costs

Offerors are advised that costs of any response to, or other costs incurred as a result of responding to this solicitation, are at Offeror’s own risk. Any costs incurred in preparing a response to this solicitation may be attributable to bid and proposal (B&P) overhead costs, but may not be charged to any resulting awarded contract. B&P costs are indirect costs covered by

CAS 420/FAR 31.205-18.

4.0 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

Provide a concise narrative summary of the entire proposal, including significant risks, and a highlight of any key or unique features, excluding price. The narrative should agree 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.

4.1.2 Table of Contents

Include a master table of contents of the entire proposal. Neither the master table of contents nor the detailed table of contents will count against the page limitation.

4.2 Volume II - Technical Volume

4.2.1 General

The Technical Volume should be specific and complete. Your responses will be evaluated against the Technical Capability factor defined in Section M, Paragraph 2.1. Using the instructions provided in subsequent sections, provide as specifically as possible the actual methodology used for accomplishing/satisfying the requirements. All requirements specified in the solicitation are mandatory. The Offeror shall assume that the Government has no prior knowledge of its facilities and experience, and will base its evaluation on the information presented in the Offeror’s proposal. By your proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. Simply stating that the

Offeror understands and intends to comply with this effort, paraphrasing statements in the RFP, or providing unsubstantiated marketing claims is inadequate and may be deemed unacceptable.

Inadequate, incomplete or disorganized proposals may be found to be technically unacceptable, and evaluation of any such proposal may cease when evaluators cannot reasonably ascertain whether the proposal meets the technical evaluation factors of this solicitation.

4.2.2 Format and Specific Content

4.2.2.1 Subfactor 1 – Process Performance

The Offeror is provided example procurement scenarios in Paragraph 4.2.2.1.1. For each of those scenarios, the offeror shall describe their process to complete each task in Table 3, demonstrating comprehension of the PROS V PWS. The Offeror’s task description for each scenario shall be documented in the corresponding Attachment 2-Scenario Matrix worksheet

(Tab 1-Supply (Routine), Tab 2-Supply (HLS), and Tab 3-Maintenance (Urgent)). The fields within the matrix to be addressed are as follows:

PROS Status Code: Indicate applicable status code related to each task (reference PWS

Appendix A – Status Codes)

PWS Cross Reference: Identify PWS paragraph(s) which support each task

Staffing Level/Labor Mix: Indicate staff role (e.g. Logistician) and number of Full Time

Equivalents (FTEs) associated with each task; ensure staff roles correlate with Staffing

Plan (reference Paragraph 4.2.2.2)

Step-by-Step Task Process: In detail, describe the process to support each task

Estimated Manhours: Identify the estimated number of manhours associated with each task

NOTE: Assume all scenarios require price approval (PWS Paragraphs 3.2.9 and 3.7.3.5) and warranty approval (PWS Paragraph 4.2). These scenarios will be evaluated IAW Section M, Table 2-Measures of Merit. Scenarios shall not include cost or pricing data and, if included, pricing data will not be evaluated. Scenario responses under Subfactor 1 shall only provide the approach to accomplish the scenario.

Table 2 – Sample Scenario Matrix

4.2.2.1.1 Procurement Scenarios:

Supply Routine Requirement: The FMS customer has submitted a MILSTRIP requisition

(A05) for procurement of Part Number 1003623, Commercial And Government Entity (CAGE) code 19139, Item Name: Developer, Photographic, Quantity: 15 each.

Supply HLS Requirement: The FMS customer has submitted a MILSTRIP requisition (A05) for procurement of Part Number 6869237, CAGE 63005, Item Name: Vane, Turbine Engine, Quantity: 10 each.

Maintenance Urgent Requirement: The FMS customer has submitted a MILSTRIP requisition (C0R) for repair of Part Number A05A0247-4, CAGE 12464, Item Name:

Converter, Signal Data, Quantity: 1 each.

T a sk

Procurement

Description

Status

Code

PWS

Cross

Reference

Staffing /

Labor Mix

Step by Step Task

Process

Est.

Man

Hours

1 Receive

Requisition

BD Para 1.2.2 Logistician Post BD into USG system to acknowledge receipt of requisition

1 min

Research

PN/NSN

BZ Para

3.2.2, 3.7.2.2

Logistician 1. Research

Haystack/FedLog to determine eligibility and for potential sources

2. Determine if the item is restricted or requires

PMO approval

30 min

2 min

Table 3- Instructions for Sample Procurement Scenarios

Task # Task Description

1 Describe how your company will acknowledge receipt of the requisition

2 Describe how your company will research and determine item eligibility

(standard/non-standard material).

3 Describe how your company will identify, select, and manage authorized and qualified vendors for supplies, repairs, and task orders.

4 Describe how your company will promote and obtain competition from vendors.

5 Describe how your company will seek vendor proposals, bids, and quotes, (e.g.

electronic bulletin board, dedicated Websites, telephone, facsimiles, etc.)

6 Describe how your company will obtain fair and reasonable prices for the customer in a sample Price Negotiation Memorandum or Price Competition Memorandum

(PNM/PCM) for each scenario (e.g. cost data, price evaluation, small business utilization, competition, etc.)

7 Describe your company's process to keep pass-through costs to a minimum, (e.g.

competition, negotiation of best and final offer, etc.)

8 Describe your company’s process to award the contract to the vendor IAW contract award objectives listed by category (HLS, Urgent, and Routine), and what actions will be taken if contract award objectives cannot be met.

9 Describe how your company will monitor and enforce vendor ship dates.

10 Describe how and what your company will communicate with the customer pre award and post award.

11 Describe your company's policy and process for packaging, crating, handling, and transportation (PCH&T) of items to the customers.

12 Describe how your company will process status transactions to SAMIS using the

PWS for guidance, e.g. receipt of requisition, price quote, contract award, questions to customer, etc.

13 Describe how your company will achieve competition for the Test, Teardown and

Inspection (TTI) of a maintenance item, then how you will determine the price is fair and reasonable for the repair of that item (Maintenance Urgent Requirement

Scenario only).

4.2.2.1.2 The Offeror shall describe in narrative format how the contract award objectives

(IAW PWS Table 2.1.A) will be achieved for each Level of Service (LOS) category (HLS;

Urgent; and Routine) within each service area (Supply; Maintenance Test, Teardown, &

Inspection (TTI); and Maintenance (actual repair)), for a total of nine narratives. The narrative shall describe the effort associated and contractor days required to award contracts.

Additionally, the Offeror shall describe what actions will be taken when the contract award objectives are not able to be achieved.

4.2.2.2 Subfactor 2 - Program Management:

Offeror shall demonstrate their Program Management capabilities by submitting plans that include the following:

Contract Start-Up Plan. The Offeror shall submit a plan to address contract start-up.

Performance Process RFP Reference

Describe your company’s activities to begin processing requisitions no later than 30 days after contract award and achieve full operating capability no later than 90 days after contract award. Activities shall include, at a minimum, the following areas:

Facility, office equipment, computers, telephone service, and fax capability

Milestone schedule of major events

Staffing, to include surge capability

Vendor qualification process

Training

PWS Para 4.8

Section M, Para

2.1.2, Table 3

Staffing Plan. The Offeror shall provide a Staffing Plan addressing each element listed below:

Describe staffing levels, labor mix, experience/skill levels, roles, responsibilities, oversight, etc. to accomplish the magnitude, variability, manually-intensive, and non-standard nature of the workload. The staffing plan should include an organization chart, identify locations

(city/state) where work will be performed, and describe surge capability.

PWS Para 3.0

2.1.2, Table 4

Vendor Qualification Plan. The Offeror shall submit a Vendor Qualification Plan addressing the following:

Describe your company’s process for qualifying capable vendors (initial and ongoing). Qualification criteria may include, but is not limited to:

Designated OEM/OEM approved source

Federal Aviation Administration (FAA)/Joint Aviation Authorities

(JAA) approved source

Assigned U.S. CAGE Code

Possession of ISO 9000 certification or compatibility

Ongoing surveillance of vendor performance

Small business certification for applicable NAICS code

Ability to obtain and verify vendor submission of OEM traceability certification

Remediation of unsatisfactory vendor performance

PWS Para 4.1.5

2.1.2, Table 5

Quality Assurance (QA) Plan. The Offeror shall submit a QA Plan that includes the following:

Describe your company's internal QA policy, procedures, and training to accomplish all aspects of the PWS. At a minimum, the following areas shall be addressed:

(1) A process to attain and maintain certification to industry quality standards

(2) Quality records and data management

(3) Conformance with FAR and supplements

(4) Standard terms and conditions in vendor contracts

(5) QA training

(6) Internal/external surveillance/audits/inspections

(7) Communication and customer relations

(8) Procurement processes

(9) Vendor qualification process

(10) Identification of Safety Of Flight (SOF) and Critical Safety Items

(CSI)

(11) Process of verifying incoming/outgoing material, proper packaging, and accuracy of shipping documentation

PWS Para 4.1.3 and CDRL A006

2.1.2, Table 6

Organizational Conflict of Interest (OCI) Plan. The Offeror shall submit an OCI Plan addressing the following areas:

Describe your company policy and procedures to implement FAR Subpart

9.5. Describe your process to mitigate any OCI concerns prior to submitting a price quote on an individual requisition. Describe how, if granted access to proprietary information of other contractors, your company will protect proprietary data from unauthorized use or disclosure.

PWS Para 4.11 and CDRL A014

2.1.2, Table 7

Security Management Plan. The Offeror shall submit a Security Management Plan addressing the following areas:

Describe how your company shall:

(1) Comply with appropriate USG regulations and Foreign Ownership, Control, or Influence (FOCI) guidelines contained in latest version of

DOD 5220.22M, Chapter 2, Section 3, National Industrial Security

Program Operating Manual (NISPOM)

(2) Process classified material IAW appropriate USG regulations/laws

(3) Ensure no country information is referenced within another’s communications

(4) Ensure personnel and facilities are appropriately cleared

PWS Para 4.4 and CDRL A007

2.1.2, Table 8

Contract Closeout Plan. The Offeror shall submit a Contract Closeout Plan addressing the following:

Describe your company’s activities to award/cancel all remaining requisitions, process invoices, resolve all SDRs, and provide non-proprietary procurement history data to the USG. The Closeout Plan shall address areas deemed necessary to ensure a seamless transition of services including but not limited to:

Milestone schedule of major events

Transition assistance

Lessons learned

Deliver message matrix address directory in Microsoft Office 2007 or later

Processing all remaining requisitions (including those requisitions submitted in final ordering period which cross into the initial year of the closeout period IAW Section J, PWS Paragraph 4.9)

Resolution of all open SDRs

PWS Para 4.9

2.1.2, Table 9

4.2.2.3 Subfactor 3 – Small Business Participation:

Offeror shall ensure opportunities for small business participation throughout the life of the contract.

Small Business Participation. The offeror shall describe their current and planned initiatives to assist, promote, and utilize all categories of small businesses on the PROS V program including the following below:

The proposal shall include a narrative describing how the Offeror will comply with requirements of the clauses at FAR 52.219-8, Utilization of

Small Business Concerns, and 52.219-9, Small Business Subcontracting

Plan. The proposal shall also quantify the expected participation of small businesses in terms of the value of the total acquisition. NOTE: Both large and small businesses, regardless of whether or not they are required to submit a Small Business subcontracting Plan IAW with FAR 52.219-9

Alt II or DFARS 252.219-7003, shall be required to submit opportunities for small business participation as part of their proposal.

2.1.3, Table 10

4.3 Volume III – Past Performance Volume

4.3.1 General

Each Offeror shall submit a Past Performance Volume with its proposal, containing the output of

Attachment 3-Past Performance Information Tool, Subcontractor/Teaming Partner Consent

Letter(s), Client Authorization Letters, and a narrative which includes Organizational Structure

Change History and a List of Entities receiving Past Performance Questionnaires. This information shall be provided for the Offeror and its significant subcontractors, partners, and suppliers. Significant subcontractors, partners, and suppliers are those that are anticipated to perform at least 10% of the proposed effort.

In addition to the data provided in this volume, the Government will use Contractor Performance

Assessment Reporting System (CPARS) and/or similar systems of other Government departments and agencies, questionnaires tailored to the circumstances of this acquisition, Defense Contract Management Agency (DCMA) channels, interviews with Program Managers and Contracting Officers, and other sources known to the Government, including commercial sources.

In assessing performance confidence, the USG reserves the right to use both data provided by the Offeror and data obtained from other sources, both Governmental and commercial. The list below provides examples of data sources that are typically used, but is not meant to be an all-inclusive list:

a. Proposal past performance information provided

b. Past Performance Information Retrieval System (PPIRS)

c. Contractor Performance Assessment Reporting System (CPARS)

d. Present and past performance questionnaire

e. General pre-award survey

f. Excluded Parties List System (EPLS)

g. DCMA contractor alert list (CAL)

h. Automated Contractor Responsibility Review Program (A-CRRP)

i. List of Contractors Indebted to the United States

4.3.2 Reserved

4.3.3 Consent/Authorization Letters

Along with the information required, the Offeror shall submit a consent letter executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the Offeror so the Offeror can respond to such information. For each identified effort for a commercial customer, the Offeror shall also submit a client authorization letter, authorizing release to the Government of requested information on the Offeror's performance.

4.3.4 Early Proposal Information

Each Offeror is encouraged to submit the information shown in Attachment 3-Past Performance

Information Tool for each relevant contract 15 calendar days prior to the date set for receipt of proposals. Each customer reference of Offeror and its subcontractors, partners, etc. are also instructed to submit completed Past Performance Questionnaires (Attachment 4) directly to the

Government CO 15 days prior to the date set for receipt of proposals.

4.3.5 Relevant and Recent Contracts

The Government prefers that the Offeror send Attachment 4-Past Performance Questionnaires to the customer points of contact that it considers most relevant in demonstrating its ability to perform the proposed effort. Questionnaires shall also be distributed to points of contact for recent contracts performed by each subcontractor and partner that are considered most relevant in demonstrating the subcontractor’s or partner’s ability to perform the proposed effort. The

Offeror shall include rationale supporting its assertion of relevance, considering supply/service similarity, contract scope and type, similar technology, and complexity of effort. For a description of the characteristics or aspects the Government will consider in determining recency and relevance, see Section M, Paragraphs 2.3.2.1 and 2.3.2.2. It shall be clearly stated on all questionnaires, that completed questionnaires shall be returned directly to the

Government CO, not the Offeror.

The Offeror is limited to a maximum of three (3) contracts. Past performance for subcontractors performing 10% or more of the procurement services for this effort and joint venture partners are limited to a maximum of three (3) contracts each. The USG will not consider performance on a newly awarded contract (less than one year) without a performance history, or on an effort that concluded more than 5 years prior to issuance of this RFP.

The Offeror shall submit past performance using the electronic PPI Tool posted to the PROS V solicitation. This tool and instructions can be downloaded from FBO at the following address:

https://www.fbo.gov/spg/USAF/AFMC/ASC/FA8630-14-R-5030/listing.html as an attachment to the solicitation posting under All Files. 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. If you are unable to download the PPI tool, contact the CO for assistance. Once completed, save the PPI database file as “<prime contractor name> FA863014R5030.accdb”. For example, “XYZCompany FA863014R5030.accdb”.

For a description of the characteristics or aspects the USG will consider in determining recent and relevant contracts, see Section M, Paragraphs 2.3.2.1 and 2.3.2.2. Submit information IAW

Section L, Attachment 4- Past Performance Questionnaire.

4.3.6 Specific Content

Offerors are required to explain the aspects of the contracts deemed relevant to the proposed effort and the aspects of the proposed effort to which they relate. This should include discussion of any relative experience working with Diminishing Manufacturing Sources & Material Shortages

(DMSMS), procuring supply and maintenance support for legacy systems and non-standard material, and compliance with International Trafficking in Arms Regulations (ITAR).

Additionally, Offerors should include a discussion of efforts accomplished by the Offeror to resolve any 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 receive a higher performance confidence assessment rating.

All past performance information submitted shall include the following statement at the top and bottom of each page: “SOURCE SELECTION INFORMATION FOR OFFICIAL USE ONLY –

SEE FAR 2.101 & 3.104.”

4.3.7 Organizational Structure Change History

Many companies have acquired, been acquired by, or otherwise merged with other companies, and/or reorganized their divisions, business groups, subsidiary companies, etc. In many cases, these changes have taken place during the time of performance of relevant past efforts or between conclusion of recent past efforts and this source selection. As a result, it is sometimes difficult to determine what past performance is relevant to this acquisition. To facilitate this relevancy determination, include in this proposal volume a "roadmap" (organization history chart and/or description) setting forth all such changes in the ownership structure of your company. A pamphlet or other commercial document describing such reorganizations may suffice. As part of this explanation, show how these changes impact the relevance of any efforts you identify for past performance evaluation/performance confidence assessment. Since the

Government intends to consider past performance information provided by other sources as well as that provided by the Offeror(s), your "roadmap" should be both specifically applicable to the https://www.fbo.gov/spg/USAF/AFMC/ASC/FA8630-14-R-5030/listing.html efforts you identify and general enough to apply to efforts on which the Government receives information from other sources.

4.3.8 Past Performance Questionnaire

The Offeror shall send out the Attachment 4 - Past Performance Questionnaire to each of the

Offeror’s critical subcontractors, teaming contractors and/or joint venture partners identified in the contracts listed in the Past Performance Questionnaire Information. The responsibility to send out Past Performance Questionnaires rests solely with the Offeror – i.e., it shall not be delegated to any other entity. Once the Past Performance Questionnaires are completed by your

POCs, the information contained therein shall be considered sensitive and shall not be released to you, the Offeror. Questionnaires shall be sent by the customer references of Offeror, its subcontractors, partners, vendors and others being evaluated directly back to the USG via the

CO at the remittance address, Block 7 of the Standard Form (SF) 33.

Please include with your submitted proposal a list identifying every entity (including POC name and phone number) receiving a questionnaire. This list should include completed questionnaires pertaining to you, critical subcontractors, teaming contractors and /or joint venture partners.

4.4 Volume IV - Price

4.4.1 General Instructions

4.4.1.1 Price Reasonableness

This section is to assist the Offeror in submitting information other than cost or pricing data that is required to evaluate the reasonableness and balance of the Offeror’s proposed price.

Compliance with these requirements is mandatory and failure to comply may result in rejection of the proposal. Additionally, unbalanced pricing poses an unacceptable risk to the USG and may be a reason to reject an Offeror’s proposal. Offers should be sufficiently detailed to demonstrate their reasonableness and balance. The burden of proof for credibility of proposed costs/prices rests with the Offeror.

4.4.1.2 Pricing Information Requirements

IAW FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support price reasonableness. Information shall be provided IAW FAR 15.403-5.

If, after receipt of proposals, the CO determines that there is insufficient information available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the

Offeror shall be required to submit cost or pricing data.

4.4.1.3 Determination of Adequate Price Competition

The CO has determined there is a high probability of adequate price competition in this acquisition. However, if at any time during this competition the CO determines that adequate price competition no longer exists; Offerors may be required to submit information to the extent necessary for the CO to determine price reasonableness.

4.4.1.4 Price Data

Data beyond that required by this instruction shall not be submitted, unless considered essential to document or support the Offeror’s price position. All data relating to the proposed price, including all required supporting documentation, 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.

4.4.1.5 Rounding

All dollar amounts provided shall be rounded to the nearest dollar.

4.4.1.6 Volume Organization

The Offeror shall submit a proposal to capture prices for all contract line items listed in the

Section J, Attachment 5 – Pricing Matrix. The Offeror shall not tamper with the provided rows, columns or formulas or add any information, to required worksheets, other than what is requested in the instructions. The evaluation will be based on estimated historical quantities represented in the Pricing Matrix. These quantities will be used as a basis for evaluation since future quantities are unknown. The Offeror shall develop and input a proposed fill fee for each criterion highlighted in Yellow in the spreadsheets. The total costs for the basic and option years of the contract will be automatically calculated based upon the estimated historical quantities and fill fees. Instructions for completing the fill fee Pricing Matrix are located within

Section J, Attachment 5 – Pricing Matrix, Instructions worksheet. The fill fees in Attachment 5

– Pricing Matrix will become the official fill fees for the contract.

4.5 Volume V - Contract Documentation

4.5.1 Model Contract/Representations and Certifications

The purpose of this volume is to provide information to the USG for preparing the contract document and supporting file. The Offeror's proposal shall include a signed copy of the Model

Contract, (SF 33), and any completed attachments from Sections A through J; section K is contained in System for Award Management (SAM).

4.5.2 Section A - Solicitation/Contract Form

Completion of Blocks 13, 14, 15, 16, 17, and 18 and signature and date for Blocks 17 and 18 of the SF33. Signature by the Offeror on the SF33 constitutes an offer, which the Government may accept. The "original" proposal should be clearly marked under separate cover.

4.5.3 Section B - Supplies or Services and Prices

No special instructions. Do not enter prices into Section B, as they will not be evaluated. Price evaluation will be accomplished via Section J, Attachment 5 – Price Matrix.

4.5.4 Section C – Description/Specs/Work Statement

Performance Work Statement will be a Section J attachment.

4.5.5 Section F - Deliveries or Performance

No special instructions.

4.5.6 Section G - Contract Administrative Data

No special instructions.

4.5.7 Section H - Special Contract Requirements

No special instructions.

4.5.8 Section I - Contract Clauses

No special instructions.

4.5.9 Section J - Attachments

The Offeror shall complete and/or provide the following documents to the USG:

Attachment 2: DD Form 254 – Contract Security Classification Specifications

Attachment 3: Small Business Subcontracting Plan

Attachment 4: SDR Process

Attachment 5: Pricing Matrix

The USG will provide the following documents to the Offeror:

Exhibit A: DD Form 1423 Contract Data Requirements List (CDRL)

Attachment 1: Performance Work Statement (PWS)

Attachment 6: Specifications and Standards

Attachment 7: Wage Rate Determination

4.5.10 Section K - Representations, Certifications, and other Statements of Offerors

Offer must provide completed representations, certifications, acknowledgments and statements in System for Award Management (SAM) at www.sam.gov.

4.5.11 Section L – Attachments

Attachment 1: Cross Reference Matrix

Attachment 2: Scenario Matrix

Attachment 3: Past Performance Information Tool Instructions

Attachment 4: Past Performance Questionnaire

Attachment 5: Subcontractor/Teaming Partner Consent Letter for the Release of Past and

Present Performance Information to the Prime Contractor

Attachment 6: Client Authorization Letter

4.5.12 Exceptions to Solicitation Requirements

Offerors are required to meet all solicitation requirements, including, but not limited to, 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, price, and specific requirements of the solicitation. This information shall be provided in the format and content of Table 4. The http://www.sam.gov/

Government reserves the right to reject any exceptions taken to the proposal requirements and consider such offers unacceptable.

TABLE 4 - Solicitation Exceptions

Solicitation

Document

Page/

Paragraph

Requirement/

Portion Rationale

PWS, 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

4.6 Other Information Required

4.6.1 Authorized Offeror Personnel

Provide the name, title, and telephone number of the company/division point of contact whom is authorized to make decisions with respect to the proposal, negotiate with the Government, and obligate the company contractually. Also provide the name, title and telephone number of the

CEO, Division President, and/or Vice President.

4.6.2 Government Offices

The contract will be administered locally by the following:

Ms. Tamara Tobe, Contract Negotiator

AFSAC PROS V Program

Bldg. 209, 5454 Buckner Road

Wright-Patterson AFB, OH 45433-5337 tamara.tobe@us.af.mil

937-656-1434

Payments will be made by:

Defense Finance and Accounting Service (DFAS)-CO/JAK

3390 East Broad Street, Bldg. 21

Columbus, Ohio 43213

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

Provide company/division's street address, county and facility code; CAGE code; Data

Universal Numbering System (DUNS) number; Tax Identification Number (TIN); size of business (large or small) under North American Industry Classification System code (NAICS)

541614; 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.

mailto:tamara.tobe@us.af.mil