RFI_Acq_Track_Tool.docx

REQUEST FOR INFORMATION

AFLCMC/ HIBX

1.0 Description

AFLCM/HIBX (Acquisition Systems Branch) in support of SAF/AQX is seeking information regarding an Acquisition enterprise milestone tracking capability, available in today’s marketplace, which could satisfy the Air Force’s Acquisition enterprise business requirements for Acquisition milestone tracking.

Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine what sources are capable of satisfying the agency’s requirements; (2) ascertain potential market capacity; (3) determine the small business presence in the market; and (4) collect industry experience with successful execution of Agile (or Agile-like) methodologies for acquisition and contracting major milestone description and tracking, focusing on COTS and GOTS, with minimal customization.

DISCLAIMER: THIS REQUEST FOR INFORMATION is for Market Research purposes only and is being used as an instrument to identify potential sources that can provide the capabilities described within this notice. The information provided in this notice is subject to change and is not binding on the Government. This notice does not constitute an Invitation for Bids (IFB) or a Request for Proposal (RFP) and is not a commitment by the U.S. Government to procure subject services. No funds are available to pay for preparation of responses to this notification. Additionally, all submissions become government property and will not be returned. No basis for a claim against the Government shall arise as a result from a response to this RFI.

2.0 Background

2.0.1 The current AFPEO/Agile Combat Support (ACS) and the AFPEO/Mobility Aircraft use an Excel-based Acquisition Tracker, which provides the PEOs with visibility into their portfolios’ upcoming acquisitions and contracting actions. All acquisitions over $250K including task orders issued under Multiple Award Contracts (Exception applies to Military Interdepartmental Purchase Orders (MIPRs)) are entered and maintained in this tracker.

2.0.2 The current Acquisition Tracker tracks new acquisitions and contracting actions from requirement identification (Form 1067, Capability Development Document (CDD), or End of Previous Contract) to contract award.

2.0.3 This tracking system, if properly linked with other authoritative data sources, would allow for increased situational awareness in multiple areas:

· Contracting Workload

· Upcoming Acquisitions

· Current Status of Acquisitions

· Delays in Acquisition Strategy Execution

3.0 Anticipated Capability

In accordance with AFPD 63-1/AFPD 20-1, Acquisition/Logistics, Integrated Life Cycle Management, 7 August 2018, future state business capabilities were developed to achieve requirements. The capabilities required are:

· Capability 1 – Milestone Information Management: Capability to collect, store, and transform enterprise-wide Acquisition data into milestone information, and transform information into knowledge in a collaborative environment to inform decisions related to the health of each AFPEO’s Acquisition and contracting activities. This includes the capability to gather information from authoritative data sources (ADS), such as the Workload Master List (WML), which includes Acquisition programs.

· Capability 2 - Agile and Consistent Shared Situational Awareness: Capability to integrate and share milestone status/information across each AFPEO portfolio, and enable the creation of high-level milestone schedules to facilitate effective decision-making within and across AFPEO portfolios.

· Data Entries: The following list of data items must be addressed within the Acquisition Tracking capability; some of these will be automated feeds and some will be manual inputs or a dropdown selection.

Program/Contract Name *

Enter the short name or identifier for this acquisition

Description of Acquisition *

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Value ($M) *

Estimated value of acquisition/contract (base year plus all options; in millions of dollars. Example: $780K is input as 0.780; $21,800,000 is input as 21.8). If uncertain, use the value of the previously awarded contract.

Program *

Workload Master List (WML) program name (updated 5/8/18). Contact ACS PEG if you do not see your program name in the drop-down. Use "New Work" for incoming workload not yet identified on the WML.

Division *

Office *

Insert name of IPT or mission area, e.g., "Mobility Training Systems." This field was formerly used for entering the 4 or 5 letter office symbol.

Program Designation *

Indicate the ACAT category or the ACS program type--Developmental (non-ACAT), Sustainment, FMS--per the PEO memo on program designation

Decision Authority *

Decision authority for acquisition. Nearly all programs fall under ACS. The acquisition authority on some programs is outside ACS, e.g., EW&A has a sub-portfolio that falls under C3I&N.

FMS/Non-FMS *

Services/Supply *

Overall contract type based on preponderance of activity

Contract Need Date *

THIS FIELD IS CRITIALLY IMPORTANT; MANY FILTERS AND FORMULAS USE THIS FIELD. Based on existing contract PoP (existing contracts) or user need date (new acquisitions).

Acq Planning Start-Planned *

Projected date when planning will start on an acquisition or re-acquisition. Defined as date in which program team (not just PM) starts to expend resources planning for the acquisition; date may vary depending on the acquisition but normally starts 24 months prior to contract need date.

Acq Planning Start-Actual

Date in which program office starts to expend resources planning for the acquisition; date may vary depending on the acquisition but will be no later than the date of an ESIS

Compete-Sole Source *

State whether the acquisition if sole source, competitive, or unknown.

Contractor Name (Incumbent) *

Name of incumbent contractor (do not abbreviate); insert "N/A-New Acquisition" if this is a new acquisition

Current Contract PoP End Date

Period of Performance (PoP) end date. Include all option periods.

Current Contract PoP

Period of Performance (PoP). Include first day to last day of coverage in the following format: DD MMM YY to DD MMM YY. Include all pre-priced options.

Buying Office Location *

Name of PM who has day-to-day responsibility for the program

Name of person responsible for updating this tracker

Contract Type

Small Business (SB)

RFI/Sources Sought-Baseline Date

Original planned date. This date remains static; updated date should be reflected in the "RFI/Sources Sought-Planned" field.

RFI/Sources Sought-Current Planned

RFI/Sources Sought-Actual

RFI/Sources Sought Comments

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Enter any necessary comments pertaining to RFI/Sources Sought. If the planned date slips enter the original date here so that schedule slips are tracked.

ESIS-Baseline Date

MANDATORY for programs >10M. Planned date for Early Strategy & Information Sessions (ESIS); normally scheduled at least 3-4 months prior to an ASP. This field remains static; any updates are captured in the "ESIS-Planned" field. If no ESIS required, enter N/A in ESIS Comments field. Leave all other ESIS fields blank. A vector check with the next echelon lead may serve as an ESIS for smaller valued programs.

ESIS-Current Planned

MANDATORY for programs >10M. Planned date for Early Strategy & Information Sessions (ESIS); normally scheduled at least 3-4 months prior to an ASP. Some programs may have more than one ESIS (include newest ESIS date). This field will initially be the same date as the "ESIS-Original Planned" field. A vector check with the next echelon lead may serve as an ESIS for smaller valued programs.

ESIS-Actual

MANDATORY for programs >10M. Actual date for Early Strategy & Information Sessions (ESIS); normally scheduled at least 3-4 months prior to an ASP. Some programs may have more than one ESIS (include newest ESIS date). A vector check with the next echelon lead may serve as an ESIS for smaller valued programs.

ESIS Comments

Include any comments pertaining to the ESIS dates or event. If not applicable, please enter N/A in this section.

ASP Chair

Based on value of acquisition and current delegation letter

Source Selection Type

SOURCE SELECTION only

ASP-Baseline Date

This is the original schedule date for the ASP or the approval date of the SASS. This date remains static; updates to ASP/SASS date are accomplished via "ASP-Current Planned" field.

ASP-Current Planned

Current planned date to conduct the ASP or to approve the SASS. Initially, will be the same date as "ASP-Original Planned" field. Keep this field updated as updates to the ASP/SASS date occur.

ASP-Actual

Date the ASP was actually conducted. For SASS, date the document was approved.

ASP-SASS Comments

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Enter any necessary comments pertaining to the ASP/SASS. If the planned date slips enter the original date here so that schedule slips are tracked.

ASP Approval

Date ASP chair (or SASS authority) approves (verbally and/or in writing)

Draft RFP Released-Baseline Date

Date draft RFP is originally planned to be released; this field remains static. Any updates to planned release date should be reflected in the "Draft RFP Released-Planned" field.

Draft RFP Released-Current Planned

Date of planned RFP release. Acquisitions may have multiple draft RFPs released; include the latest planned date if multiple releases.

Draft RFP Released-Actual

Date of draft RFP or date of last draft RFP if multiple drafts were released

Draft RFP Comments

Include any clarifying or pertinent info regarding the release of the draft RFP(s)

RFP-Baseline Date

Enter the initially planned date for RFP release. During early planning this date will be the same date as the "RFP-Current Planned" date. Once entered this date will remain static and schedule changes will be reflected in the "RFP-Current Planned" field. There will be one opportunity to re-baseline this date if it the schedule changes and is approved by the SSA in the ASP.

RFP-Current Planned

This date should always be updated to reflect the most current planned RFP release date. During early planning this date will be the same date as the "RFP-Baseline Date".

RFP-Actual

RFP Comments

Enter any necessary comments pertaining to the RFP. If the planned dates slips, ensure original date is entered in the “RFP-Original Planned” entry.

RFP#

Proposal Receipt-Baseline Date

Enter the initially planned date for proposal receipt. During early planning this date will be the same date as the "Proposal Receipt-Current Planned" date. Once entered this date will remain static and schedule changes will be reflected in the "Proposal Receipt-Current Planned" field. There will be one opportunity to re-baseline this date if it the schedule changes and is approved by the SSA in the ASP.

Proposal Receipt-Current Planned

This date should always be updated to reflect the most current planned proposal receipt date. During early planning this date will be the same date as the "Proposal Receipt-Baseline Date".

Proposal Receipt-Actual

Proposal Receipt Comments

Enter any necessary comments pertaining to the proposal. If the planned date slips enter the original date here so that schedule slips are tracked.

Adequate Proposal Received

Request Technical Evaluation

SOLE SOURCE only

Request Rate/Audit Review

SOLE SOURCE only

Tech Eval-Baseline Date

SOLE SOURCE only. Enter the initially planned date the Contracting Officer expects to receive the completed Technical Evaluation, determining the proposal technically acceptable (or not), from the Technical Expert. During early planning this date will be the same date as the "Tech Eval-Current Planned" date. Once entered this date will remain static and schedule changes will be reflected in the "Tech Eval-Current Planned" field. There will be one opportunity to re-baseline this date if the schedule changes and is approved by the SSA in the ASP.

Tech Eval-Current Planned

SOLE SOURCE only. This date should always be updated to reflect the most current planned date the Contracting Officer expects to receive the completed Technical Evaluation from the Technical Expert. During early planning this date will be the same date as the "Tech Eval-Baseline Date".

Tech Eval-Actual

SOLE SOURCE only. Actual date the Contracting Officer receives the completed Technical Evaluation, determining the proposal technically acceptable (or not), from the Technical Expert.

Rate/Audit Review Rcvd-Baseline Date

SOLE SOURCE only. Enter the initially planned date when all required rate reviews are expected to be received (including Adverse Audits). During early planning this date will be the same date as the "Rate/Audit Review Rcvd-Current Planned" date. Once entered this date will remain static and schedule changes will be reflected in the "Rate/Audit Review Rcvd-Current Planned" field. There will be one opportunity to re-baseline this date if the schedule changes and is approved by the SSA in the ASP.

Rate/Audit Review Rcvd-Current Planned

SOLE SOURCE only. This date should always be updated to reflect the most current planned date when all required rate reviews are expected to be received (including Adverse Audits). During early planning this date will be the same date as the "Rate/Audit Review Rcvd-Baseline Date".

Rate/Audit Review Rcvd-Actual

SOLE SOURCE only. Actual date when all required rate reviews have been received (including Adverse Audits).

Develop Government Objective

SOLE SOURCE only. Date when Government Objective is sufficiently developed to allow for the establishment of a negotiation range and progression to business clearance approval

Business Clearance Approved

Applicable to sole source contracts valued >$5M

Negotiations Complete-Baseline Date

SOLE SOURCE only. Enter the initially planned date when all parties expect to achieve agreement on cost, price, and terms and conditions. During early planning this date will be the same date as the "Negotiations Complete-Current Planned" date. Once entered this date will remain static and schedule changes will be reflected in the "Negotiations Complete-Current Planned" field. There will be one opportunity to re-baseline this date if the schedule changes and is approved by the SSA in the ASP.

Negotiations Complete-Current Planned

SOLE SOURCE only. This date should always be updated to reflect the most current planned date when all parties expect to achieve agreement on cost, price, and terms and conditions. During early planning this date will be the same date as the "Negotiations Complete-Baseline Date".

Negotiations Complete-Actual

SOLE SOURCE only. Actual date upon which all parties achieve agreement on cost, price, and terms and conditions.

IEB-Baseline Date

SOURCE SELCTION Only. This is the baseline planned date for the Initial Evaluation Board (IEB). During early planning this date will be the same date as the "IEB-Current Planned" date. Once entered this date will remain static and schedule changes will be reflected in the "IEB-Current Planned" field. There will be one opportunity to re-baseline this date if the schedule changes and is approved by the SSA in the ASP.

IEB-Current Planned

SOURCE SELCTION Only. This date should always be updated to reflect the most current planned date for the IEB. During early planning this date will be the same date as the "IEB-Baseline Date".

IEB-Actual

SOURCE SELCTION Only. Initial Evaluation Board (IEB).

IEB Comments

SOURCE SELECTION Only. Enter any pertinent comments (never enter sensitive info). If the planned date slips more than once, enter original planned date(s) in this box to retain history.

Contract Clearance-Baseline Date

Applicable to contracts valued >$5M

Contract Clearance-Current Planned

Contract Clearance-Actual

Contract Clearance Comments

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Enter any necessary comments pertaining to contract clearance. If the planned date slips enter the original date here so that schedule slips are tracked.

FPR-Baseline Date

SOURCE SELCTION Only. This is the initially planned date for the Final Proposal Review (FPR). During early planning this date will be the same date as the "FPR-Current Planned" date. Once entered this date will remain static and schedule changes will be reflected in the "FPR-Current Planned" field. There will be one opportunity to re-baseline this date if the schedule changes and is approved by the SSA in the ASP.

FPR-Current Planned

SOURCE SELCTION Only. This date should always be updated to reflect the most current planned date for the FPR. During early planning this date will be the same date as the "FPR-Baseline Date".

FPR-Actual

SOURCE SELCTION Only

FPR Comments

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SOURCE SELCTION Only. Enter any necessary comments pertaining to the FPR. If the planned date slips enter the original date here so that schedule slips are tracked.

Award-Baseline Date

This is the initially planned date for the contract award. During early planning this date will be the same date as the "Award-Current Planned" date. Once entered this date will remain static and schedule changes will be reflected in the "Award-Current Planned" field. There will be one opportunity to re-baseline this date if the schedule changes and is approved by the SSA in the ASP.

Award-Current Planned *

This date should always be updated to reflect the most current planned date for the contract award. During early planning this date will be the same date as the "Award-Baseline Date".

Award-Actual

New Contract Value

Value of newly awarded contract to include base year plus all options; in millions of dollars. Example: $780K is input as 0.780; $21,800,000 is input as 21.8).

Award Comments

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Enter any necessary comments pertaining to the contract award. If the planned date slips enter the original date here so that schedule slips are tracked.

Name of Contractor

Spell out complete name and business sector if applicable

New Contract PoP

Use the following format: DD MON YR to DD MON YR. Include all option periods.

New Contract PoP End Date

Period of Performance (PoP) end date

Protest

Select Yes if contract award is protested.

Protest Outcome

Actual Completion Date

Ten days after award unless award is protested

No

Current Status/Comments

Include any information that helps explain either a shorter or longer than expected acquisition cycle and may be used to annotate current status

Archive

ONLY THE ACS PEG or DIVISION PEG SHALL ARCHIVE ITEMS. When "Yes" is selected, the item will be removed from all views and placed into the "Completed" tab. Items shall not be archived until the RE-ACQUISITION/FOLLOW-ON effort is added to the tracker.

4.0 HOW TO RESPOND:

All responses are to be provided utilizing Survey Monkey at the following link:

https://www.surveymonkey.com/r/NQFMX6W The survey will be activated concurrently with the posting of this RFI and remain active until 12:00 P.M. (Noon), 26 July 2019.

Please provide the most appropriate answer possible as it applies at the time of taking the survey. The survey gathers information using a variety of question types, such as yes/no, multiple choice and specialized responses.

NOTE: SurveyMonkey allows respondents to exit the survey and return later if needed. However, in order to take advantage of this functionality there are some important things to keep in mind:

**Paper submissions sent to our office will not be accepted or reviewed at this time. All responses to this RFI MUST utilize the SurveyMonkey link above. Any paper submissions received on behalf of this RFI will be discarded and will not be returned.

5. POINTS OF CONTACT:

Questions regarding this RFI should be submitted to the Procuring Contracting Officer and Contract Specialist identified below:

Air Force Procuring Contracting Officer, James Wilson, at james.wilson.11@us.af.mil Contract Specialist, Jonathan Ketter, at jonathan.ketter@us.af.mil image3.wmf image20.wmf image4.wmf image21.wmf image22.wmf image5.wmf image6.wmf image7.wmf image8.wmf image9.gif image10.wmf image11.wmf image12.wmf image13.wmf image14.wmf image15.wmf image16.wmf image1.wmf image17.wmf image18.wmf image19.wmf image2.wmf