2.Section_L_ASTROS_29July2015_Final_Revised_11Aug2015.pdf

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 1 of 13

L-III – PROPOSAL PREPERATION INSTRUCTIONS (PPI) and INFORMATION TO OFFERORS

(ITO)

1.0 Program Structure and Objectives

The ASTROS contract is a hybrid contract CPAF/CR/FFP in support of the Air Force Research Laboratory, Aerospace Systems Directorate Propulsion Division (AFRL/RQ-W), Edwards AFB, CA. The main objective is to award a contract to a company that advances rocket propulsion R&D by providing affordable and responsive buildup/modification of rocket test stands and facility operations while maintaining safety and security.

2.0 General Instructions

2.0.1 This section of the 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 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. Non-conformance with the instructions provided in this ITO may result in an unfavorable proposal evaluation.

2.0.2 The proposal shall be clear, concise, and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the Government's requirements but rather shall provide convincing rationale to address how the offeror intends to meet these requirements. Offerors shall assume that the Government has no prior knowledge of their facilities and experience and will base its evaluation on the information presented in the offeror's proposal.

2.0.3 Elaborate brochures or documentation, binding, detailed art work, or other embellishments are unnecessary and are not desired. Similarly, for oral presentations, elaborate productions are unnecessary and not desired.

2.0.4 The proposal acceptance period is specified in Section A of the model contract/solicitation. The offeror shall make a clear statement in the Contract Documentation Volume that the proposal is valid through this date.

2.0.5 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 General Information

2.1.1. Point of Contact

The Contracting Officer (CO) serves as the sole focal points for this acquisition. Address any questions or concerns you may have to Mr. Jeffory Mohan (Contracting Officer). Written requests for clarification may be sent via e-mail to jeffory.mohan@us.af.mil or sent to AFTC/PZR, Attention: Mr. Jeffory Mohan (Contracting Officer), 5 South Wolfe Avenue, Bldg 2800, Edwards AFB, CA 93524-1185, Mark for Solicitation # FA9300-15-R-0001.

2.1.2. 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 mailto:jeffory.mohan@us.af.mil

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 2 of 13 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.

2.1.3. Discrepancies

If an offeror believes that the requirements in 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 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 discussion. This reservation includes matters of additional or substitute pages of the initial proposal.

2.1.4. Electronic Reference Documents

All referenced documents for this solicitation are available on the Federal Business Opportunities (FedBizOpps) web site 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.

2.1.5. Oral Presentations

Each offeror is required to present the Volume II – Technical, Factor 1, Subfactors 2, 3 and 4; and shall also demonstrate the Management Information System (MIS) proposed for use in the ASTROS effort. The oral presentation will augment the written proposal. Slides not presented will be deleted. Presentations shall not exceed 15 minutes for company introductions (not evaluated) and 75 minutes for Volume II – Technical, subfactors 2, 3, and 4 and for MIS demonstration. The offeror must provide a point of contact for scheduling the oral presentation within the cover letter of Volume II – Technical.

2.1.5.1 The oral presentation will be videotaped at AFRL/RQ-West, Edwards AFB, CA. On the day of the oral presentation, a copy of the offeror’s previously submitted electronic proposals will be returned to and used by the offeror for the presentation. In no way will the information contained on the electronic copy be changed or verbally corrected during the oral presentation from that of the original submittal.

2.1.5.1.1 Each offeror will be given ten minutes to prepare the briefing room and equipment prior to starting the oral presentation. Offeror will not be able to connect to the internet through the Air Force network, and the only reliable cellular service in the area is Verizon Wireless. The Government will provide the projector system for the offeror’s use during its oral presentation. After the presentation, the offeror will be excused to allow time for the Government team to meet. The offeror will then return for a question and answer (Q&A) session. The Q&A session will not exceed one hour. This Q&A session shall not constitute the opening of discussions as defined in FAR 15.306(d).

2.1.5.2 The offeror is required to submit ten paper copies of the briefing charts on the proposal due date.

Offerors will be notified by email of their respective briefing times and location at least five calendar days prior to their scheduled time/date. Each offeror will be scheduled to provide an oral presentation and participate in the Q&A session conducted by the Government’s Source Selection Evaluation Board (SSEB). The oral presentation shall be given by key personnel responsible for project performance such as program/project managers and supervisors. The offeror is allowed up to a total of ten representatives that may participate in the oral presentation and Q&A sessions.

2.1.5.2.1 Briefing charts/oral presentations shall be clear, concise, and include all the information required by this provision in sufficient detail for effective evaluation. There is no limit to the number of briefing charts an offeror may submit for use during the presentation. Each offeror may determine and use the format of their choice for the briefing charts. Each chart shall contain the following legend:

SOURCE SELECTION INFORMATION – SEE FAR 2.101 and 3.104

FOR OFFICIAL USE ONLY

2.1.5.2.2 The charts/presentations should 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 the offeror’s capabilities, http://www.fbo.gov/

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 3 of 13 work processes, facilities and experience and will base its evaluation on the information provided in the offeror’s oral presentation. There shall be no reference to rates or price in the briefing charts/oral presentations.

2.1.6 Communications

Exchanges of source selection information between Government and offerors will be controlled by the Contracting Officer. Email may be used to transmit such information to offerors only if the email can be sent and received password protected and includes “Source Selection Information – See FAR 2.101 & 3.104” in the Subject line. Otherwise, source selection information will be transmitted via mail and addressed to AFTC/PZRB Attn: Mr. Jeffory Mohan, 5 South Wolfe Ave, Building 2800, Edwards AFB CA 93524, Mark For: #FA9300-15-R-0001 ASTROS.

2.2 Organization/Number of Copies/Page Limits

The offeror shall prepare the proposal as set forth in the Proposal Organization (Table 2.2 below). The titles and contents of the volumes shall be as defined in this table, all of which shall be within the required page limits and with the number of copies as specified in Table 2.2. Each volume identified in the table shall be separately bound in three-ring, loose-leaf binders. The contents of each proposal volume are described in the ITO paragraph as noted in the table below.

Table 2.2 - Proposal Organization

Volume ITO paragraph # Attachment Volume Title Original/Copies Page Limit

I 3.0 N/A Executive Summary 1/5 2

II 4.0 L-8, L-9 Technical 1/5 90

III 5.0 L-2, provided separately. L-9

Relevant Past Performance

1/5 Maximum 3 contracts from the prime; maximum 2 contracts from each major/critical sub-contractor (Ref paragraph 5.3-5.3.1.1)

IV 6.0 L-3, L-9 Cost/Price 1/5 Goal 65

V 7.0 L-5, L-6 & L-9 Contract Documentation 1/5 N/A

2.2.1 Page Limitations

With the exception of Volume IV –Cost/Price, page limitations shall be treated as maximums. If exceeded, the excess pages will not be read or considered in the evaluation of the proposal and excess paper copies will be returned to the offeror as soon as practicable. Each page shall be counted except the following: cover letters, tables of contents, table of drawings, cross-reference matrices, tabs, glossaries, and resumes. Page limitations may be placed on responses to Evaluation Notices (ENs). The specified page limits for EN responses (if necessary) will be identified in the letters forwarding the ENs to the offerors. Volume IV – Cost/Price has a goal of 65 pages. However, given the nature of cost/price volume there is no maximum number of pages to ensure proper information is provided to the Government.

2.2.1.1. Page Size and Format

2.2.1.1.1 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. Pages shall be double spaced. Except for the reproduced sections of the solicitation document, the text size shall be no less than10 point font. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least one-inch margins on the top and bottom and ¾-inch side margins. Pages shall be numbered sequentially by volume. These limitations shall apply to both electronic and hard copy proposals.

2.2.1.1.2 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 by 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 4 of 13 graphs, diagrams and schematics not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than 10 point font. These limitations shall apply to both electronic and hard copy proposals.

2.2.1.1.3 All electronic spreadsheets shall include all formulas.

2.2.2 Cost or Pricing Information

All cost or pricing information shall be addressed ONLY in the Cost/Price Proposal and Contract Documentation Volumes. Work-hour estimates and material types and quantities may be used in other volumes only as appropriate for presenting the technical scenario.

2.2.3 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.

2.2.3.1 Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity.

2.2.3.2 The offeror shall fill out the “Cross Reference Matrix” at Attachment L-9 of this ITO indicating the proposal reference information as it relates to the ITO, PWS, CLIN numbers, and CDRL references found therein.

2.2.4 Indexing

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

2.2.5 Glossary of Abbreviations and Acronyms

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

2.2.6 Binding and Labeling

Each volume of the proposal should 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 should 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 should be placed on the spine of each binder. All document binders shall be a color other than red. Be sure to 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.

2.3 Electronic Offers

The content and page size of electronic copies must be identical to the hard copies. For electronic copies, indicate on each DVD/CD the volume number and title. No flash media hardware (any USB devices). No other media storage will be accepted. Use separate files to permit rapid location of all portions, including subfactors, exhibits, annexes, and attachments, if any. The Offeror shall submit all volumes in electronic format using DVD/CDs. Each volume shall be in a different directory. The electronic copies of the proposal shall be submitted in an un-compressed format readable by Microsoft (MS) Office Word 2010, MS Office Excel 2010, MS Office Project 2010, and MS Office Power Point 2010, as applicable. In the event that hard copies and electronic copies of a proposal are submitted and if there are any discrepancies between the hard copies and the electronic copies of the proposal, the hard copies will be used for evaluation.

2.4 Distribution

The "original" proposal shall be identified. Proposals shall be addressed to the Contracting Officer and mailed or hand carried to: AFTC/PZRB, Attn: Mr. Jeffory Mohan, 5 South Wolfe Ave, Building 2800, http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/af_afmc/far/FAR52.215.doc#b522151 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/af_afmc/far/FAR52.215.doc#b522151 http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/af_afmc/far/FAR03.DOC#b31044

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 5 of 13

Edwards AFB CA 93524-1185. Mark For: Solicitation # FA9300-15-R-0001 ASTROS. Be sure to advise the Administrative Contracting Officer (ACO) and the Defense Contract Audit Agency (DCAA) for prime and subcontractors that the proposal is "For Official Use Only" and "Source Selection Information--See FAR 2.101 and FAR 3.104.”

3.0 Volume I - Executive Summary

In this volume the offeror may summarize their business background, current customer base, emphasizing any past successes and any significant projects you’ve undertaken.

3.1 Table of Contents

Include a master table of contents of the entire proposal.

4.0 Volume II - Technical Volume

4.1 General

The Technical Volume should be specific and complete. Legibility, clarity, and coherence are very important. Responses will be evaluated against the Technical subfactors defined in Section M, Evaluation Factors for Award. Using the instructions provided below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these subfactors. All the requirements specified in the solicitation are mandatory. By the proposal submission, you are representing that your firm will perform all the requirements specified in the solicitation. It is not necessary or desirable for you to tell us so in the proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

4.2 Format and Specific Content

4.2.1 Technical

In the technical volume, address your technical solution for meeting or exceeding the Government’s minimum performance or capability requirements of each technical subfactor.

4.2.2 Volume Organization

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

(1) Table of Contents

(2) List of Table and Drawings

(3) Glossary

(4) Cross Reference Matrix

(5) Subfactor 1: Scenario

(6) Subfactor 2: Program Management

(7) Subfactor 3: Subcontract Management

(8) Subfactor 4: Phase-In Plan

4.2.3 Subfactor 1: Scenario Attachments L-7 and L-8 (written) (see PWS 2.4, 3.1, 3.2, 4.1, 4.3, 4.3.4, 4.8.2, 4.8.3)

4.2.3.1 Ground Rules

4.2.3.1.1 Response to the scenario is not subject to discussions (FAR 15.306(d)) (i.e. No ENs will be issued by the Government).

4.2.3.1.2 Response to the scenario may take the form of narratives, logic diagrams, flowcharts, spreadsheets and any other means that demonstrate the offeror’s understanding of the issues imbedded within the scenario. All electronic spreadsheets shall include all formulas. The offeror must use Attachment L-8 “Scenario Cost Summary”.

4.2.3.1.3 Assume one man-year equals 1860 hrs.

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 6 of 13

4.2.3.1.4 The scenario requires the offeror to draw upon the other subfactors within the Technical factor of the offeror’s proposal. Therefore, the response to the scenario shall be consistent with the proposal for Technical Subfactors 2-4, and show a clear understanding and method of meeting technical requirements, management of resources and risks.

4.2.3.2 Scenario Information

The scenario is for the purpose of providing offerors an opportunity to demonstrate their understanding of the ASTROS technical requirements pertaining to liquid oxygen.

4.2.3.2.1 Provide a detailed description of the approach including procedures and methods which will be used in accomplishing each task. Provide the following:

Identify potential issues and provide potential risk mitigation

Prime and Subcontractor Organization/Staffing/Management Plan, including an Organizational Chart

Third Level WBS/Skill Mix (types & quantities)

Complete all cost elements as shown in Attachment L-8 “Scenario Cost Summary”

Resource loaded schedule including major milestones

Health and Safety Action Plan (HSAP) to include special personal protection equipment (PPE)

4.2.3.2.2 Scenario Technical Risk

Address risk associated with those aspects of your proposed scenario technical approach you consider to have the potential for disruption of schedule, increased costs, degradation of performance, the need for increased Government oversight, or the likelihood of unsuccessful contract performance. Provide the rationale for each risk and its rating, including quantitative estimates of the impact on cost, schedule, and performance. Describe the impact of each identified risk in terms of its potential to interfere with or prevent the successful accomplishment of the PWS, whether or not those requirements are identified as subfactors. Propose a realistic "work around" or risk mitigators for identified risks that will eliminate or reduce risk to an acceptable level. Identify and classify any new risks introduced by such risk mitigation.

4.2.4 Subfactor 2: Program Management (oral and written) (see PWS 2.4, 3.1, 3.1.4, 4.10) For evaluation purposes when the Government uses the term “present” it refers to the oral presentation.

When the government uses the term “provide” it refers to the written proposal. The Program Management plan shall;

4.2.4.1 Provide and present how the proposed on-site, fully empowered, dedicated program manager possesses the experience and capabilities to manage the ASTROS program.

4.2.4.2 Provide and present the proposed organizational chart for the ASTROS program, with responsibilities and functional relationships clearly indicated. Show lines of authority and chain of command. Include a descriptive narrative of the proposed organization explaining its relationship to the rest of your company including affiliates, divisions, etc.

4.2.4.3 Provide resumes for key personnel assigned or intended to be assigned to the program. Include resumes only for persons who are reasonably certain to be available and assigned to the program. If you propose a key position for which you have not, or cannot at this time, identify a specific employee, state the qualifications for the position and the recruitment approach you will use to fill it. Also, provide and present the rationale for identifying these positions as “key positions.” Provide and present a detailed description of your company’s process to recruit and retain high quality technical personnel including your Total Compensation Plan (TCP).

4.2.4.4 Provide and present your management process to meet workload increases or decreases.

4.2.4.5 Provide and present your purchasing process.

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 7 of 13

4.2.4.6 Management Information System (MIS)

4.2.4.6.1 Provide and present a description of your MIS, detailing user interface, tracking and management of contract costs, budget projections, purchasing/subcontracts, schedule, invoices and reports.

4.2.4.6.2 During the presentation the offeror must demonstrate the MIS ability to provide required levels of report generation.

4.2.5 Subfactor 3: Subcontract Management (oral and written) (see PWS 2.4) For evaluation purposes when the Government uses the term “present” it refers to the oral presentation.

When the government uses the term “provide” it refers to the written proposal.

4.2.5.1 Provide and present a description of how your company will manage subcontractors (e.g.

consultants, software development effort, commodities).

4.2.5.2 Provide and present a detailed plan to include internal controls for technical, cost, schedule, and quality.

4.2.6 Subfactor 4: Phase-In Plan (oral and written)(see PWS 2.3, 4.2, 4.3.1,4.5, 4.6, 4.8, 4.6, 4.9) For evaluation purposes when the Government uses the term “present” it refers to the oral presentation.

When the government uses the term “provide” it refers to the written proposal.

4.2.6.1 Provide and present a description of your processes for a 90-day phase-in period to include your hiring plan with schedules, timesline and milestone.

4.2.6.2 Provide and present a description of your method for seamless contract transition to include key milestones and required interfaces. Specifically address your plans to provide uninterrupted high-quality performance.

4.2.6.3 Provide your method for development of work, safety and quality control plans.

4.2.6.4 Provide and present your method for transfer of responsibilities including accountability for Government Furnished Property (GFP).

4.2.6.5 Provide and present your method to achieve compliance with AFRLI 21-101 Logistics Maintenance Management (bidders library).

4.2.6.6 Provide in detail your plans to effectively meet security requirements (DD Form 254) and any contingency for shortfalls without any interruptions in the R&D support effort.

5.0 Volume III - Past Performance

5.1 General

Each offeror shall submit a past performance volume with its proposal, containing Past Performance Information (PPI) IAW the format contained in Attachment L-1 “PPI”. Information is required on the offeror and major and/or critical subcontractors as described in paragraph 5.3 below. Offerors are cautioned that the Government will use data provided by each offeror in this volume and data obtained from other sources in the evaluation of past performance.

5.1.1 Along with the information required in this paragraph, the offeror shall submit a consent letter executed by each subcontractor, teaming partner, and/or joint venture partner, authorizing release of adverse PPI to the offeror so the offeror can respond to such information (Attachment L-5). 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 (Attachment L-6).

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 8 of 13

5.2 Major and critical subcontractors

5.2.1 Major subcontractor is defined as a subcontractor proposed to perform a significant portion of the services described in the ASTROS PWS.

5.2.2. Critical subcontractor is defined as a proposed subcontractor who possesses subject matter experts (SMEs) skill sets whose expertise enhances, or otherwise increases the performance of the services described in the ASTROS PWS. These services are considered by the prime as critical in meeting or exceeding certain aspects of the PWS requirements for which these SMEs are proposed.

5.3 Relevant Contracts

Submit information IAW Attachment L-1 “PPI” on, not more than 3 current or recent contracts that you consider most relevant in demonstrating your ability to perform the proposed effort. Also include information on not more than 2 current or recent contracts performed by each of your major/critical subcontractors/Joint Venture partner(s) that you consider most relevant in demonstrating their ability to perform the proposed effort. Include rationale supporting your assertion of relevance.

5.3.1 Specific Content

If a referenced contract was performed as part of a teaming or joint venture partnership, the offeror must thoroughly explain the relationship of each partner (e.g., managing partner under the contract submitted).

For joint venture agreements, define the relationship as it relates to performance of the services by each of the partners. A copy of the team and/or joint venture agreement for the contract must be provided with the past performance volume. The joint venture agreement will not count toward established page count limitations.

5.3.1.1 Offerors are required to explain what aspects of the contracts are deemed relevant to the proposed effort. 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. For example, submittal of quality performance indicators or other management indicators that clearly support that an offeror has overcome past problems, is required.

Include in PPI tool “STEP #2: ENTER PAST PERFORMANCE INFORMATION”; “Program Details” tab;

“*Brief Description of Effort as:” section.

5.4 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" describing all such changes in the organization 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. The organizational structure change history will not count toward established page count limitations.

5.4.1 Teaming/Joint Venture Agreements

If the offeror is proposing a teaming or joint venture, the offeror must thoroughly explain the relationship of each partner, e.g. managing partner under the contract submitted IAW FAR Part 9.601(2). Define the relationship as it relates to performance of the services by each of the partners. A copy of the teaming or joint venture agreement for the contract must be provided with the contract documentation volume. If this

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 9 of 13 is other than a FAR 9.601(2) teaming arrangement, please provide a copy of your agreement(s), signed by all parties, fully disclosing the company relationships.

5.5 Past Performance Questionnaire

The offeror shall send out and track the completion of the PPQ in Attachment L-2 for each contract, major/critical subcontractor and/or joint venture partner to the Primary Customer Points of Contact (POC) identified in the PPI form in Attachment L-1. The responsibility to send out and track the completion of the PPQs in a timely manner rests solely with the offeror.

5.5.1 The offeror shall exert its best efforts to ensure that the POCs in all identified contracts submit a completed PPQ directly to the CO as specified in the PPQ, by the closing date of the solicitation. The questionnaire does not count towards the page limitation listed in Table 2.2. Once the PPQs are completed by the POCs, the information contained therein shall be considered sensitive and shall not be released to the Offeror.

6.0 Volume IV - Cost/Price

6.1 Ground Rules

6.1.1 Cost/Price Reasonableness, Realism and Balance

This section is to assist the offeror in submitting data, other than certified cost or pricing data that is required, to evaluate the reasonableness, realism and balance of the offeror’s proposed cost/price. The proposed costs are to be for projected manning in Attachment L-4 or any proposed deviation to the projected manning table. Compliance with these requirements is mandatory and failure to comply may result in rejection of the offeror’s proposal. Note that unrealistically low or high proposed costs/prices, initially or subsequently, may be grounds for eliminating a proposal from competition, either on the basis that the offeror does not understand the requirement or has submitted an unrealistic proposal.

Additionally, unbalanced pricing poses an unacceptable risk to the Government and may be a reason to reject an offeror’s proposal. Offers should be sufficiently detailed to demonstrate their reasonableness.

The burden of proof for credibility of proposed costs/prices rests with the offeror.

6.1.2 Cost/Price Data

Data beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your cost/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 Cost/Price volume. Under no circumstances shall this data and documentation be included elsewhere in the proposal.

6.1.3 Cost or Pricing Information Requirements

It is anticipated that pricing of this action will be based on adequate price competition (APC). IAW FAR 15.403-1(b) and 15.403-3(a), data other than certified cost or pricing data may be required to support a determination of price (or cost, as applicable) reasonableness and cost realism. Data shall be provided IAW para. 6.1.5 below. If, after receipt of proposals, the CO determines that there is insufficient data available to determine price reasonableness and none of the exceptions in FAR 15.403-1 apply, the offeror shall be required to submit additional cost or pricing data. Offerors will potentially be required to certify the cost/price data provided.

6.1.4 Submission of Cost Models

Submit a cost/price model, in MS Excel format, using the cost model at Attachment L-3, including the worksheets. Instructions for use of the cost model are located within each worksheet. The cost/price proposal must be consistent with your approved estimating system. Do not adjust the formulas, subtotals or titles within the worksheets. If changes to the cost model are necessary, place notes in the worksheet to explain the nature, rationale and effect of the change. Include notes in the worksheets or cross references to specific cost data to justify the cost proposed for each element (labor, overhead, etc.).

https://cs.eis.af.mil/airforcecontracting/knowledge_center/Documents/AFFARS_Library/5315/templates/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154031 https://cs.eis.af.mil/airforcecontracting/knowledge_center/Documents/AFFARS_Library/5315/templates/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154031 https://cs.eis.af.mil/airforcecontracting/knowledge_center/Documents/AFFARS_Library/5315/templates/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154033 https://cs.eis.af.mil/airforcecontracting/knowledge_center/Documents/AFFARS_Library/5315/templates/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR15.DOC#b154031

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 10 of 13

6.1.5 Rounding

All dollar amounts provided shall be rounded to the nearest dollar. All loaded labor rates shall be rounded to the nearest penny.

6.2 Volume Organization

The Cost/Price volume shall consist of the following sections:

SECTION 1 - Table of Contents; summary descriptions of estimating, purchasing, and accounting systems; changes to estimating, accounting practices, or Cost Accounting Standards (CAS) Disclosure Statement.

SECTION 2 – Data other than certified cost or pricing data, to include estimating methodology.

SECTION 3 - List each exception to the ground rules and assumptions provided in the solicitation and each qualification of the Cost/Price volume, if any. Provide complete rationale for any exceptions.

6.3 Estimating Methodology

The long term work required of the ASTROS contractor is not fully known, as R&D is a fluid process, and requirements and priorities are likely to change during performance. Therefore, in order to provide a fair and level playing field for all offerors, the government is providing the estimated Full Time Equivalent (FTE) requirements and labor categories for the ASTROS program that have historically proven successful. Technical Effort (CLINs 0002, 1002, 2002) includes all FTE’s whether prime or major/critical subcontractor. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

6.3.1 Prime Contractor: The Government has provided estimates of the labor categories and number of man-years needed for this contract (see Attachment L-4). For the purpose of this estimate, a man-year consists of 1860 productive man-hours. If your company chooses to use these estimates, no justification will be required. Offeror’s may deviate from the government estimated man-years or man-hours/man-years. Any deviations from the government’s estimated man-years or man-hours/man-years shall be supported with detailed, written rationale.

6.3.2 Labor Escalation Factors: The Government will provide the escalation rate as part of Attachment L- 3.

6.3.3 Fee: The proposal must clearly identify the fee rate on the fully burdened labor (inclusive of applicable overhead costs associated with total labor). Reimbursables shall be non-fee bearing.

6.3.4 Data Items: Shall not be separately priced. Data costs shall be included within the Technical Effort CLINs (CLIN 0002, and Option 1 CLIN 1002 and Option 2 CLIN 2002).

6.3.5 Other Financial Information

Provide the current date of ACO/DCAA approval of the following plans and systems: Accounting System, Purchasing System, Government Property Control, Disclosure Statement and Forward Pricing Rate Agreements, if applicable.

Type Approval Date

6.3.6 Estimating System

Provide a summary description of your standard estimating system or methods. The summary description shall cover separately each major cost element (e.g., Direct Material, Engineering Labor, Manufacturing Labor, Indirect Costs, Other Direct Costs, Overhead, G&A, etc.). Also, identify any deviations from your

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 11 of 13 standard estimating procedures in preparing this proposal volume. Indicate whether you have Government approval of your system and if so, provide evidence of such approval.

6.3.7 Purchasing System

Provide a summary description of your purchasing system or methods (e.g., how material requirements are determined, how sources are selected, when firm quotes are obtained, what provision is made to ensure quantity and other discounts). Also, identify any deviations from your standard procedures in preparing this proposal. Indicate whether you have Government approval of your system and if so, provide evidence of such approval.

6.3.8 Accounting System

Indicate whether you have Government approval of your accounting system and if so, provide evidence of such approval. Also, identify any deviations from your standard procedures in preparing this proposal.

6.3.9 Cognizant DCAA and DCMA Offices

6.3.9.1 Identify and provide addresses and telephone numbers of cognizant DCAA and DCMA offices.

Also, for each subcontract with a total proposed cost/price of $12,500,000 or more, provide the name, address and telephone number of the cognizant DCAA and DCMA offices.

6.3.10 Cost/Price Supporting Information

6.3.10.1 Identification of Uncompensated Overtime

IAW FAR 52.237-10, Identification of Uncompensated Overtime, specifically address your policy on the use of mandatory uncompensated overtime, if any, as it would apply to this contemplated contract.

Company policy may be submitted in pdf.

6.3.10.2 Major/Critical Subcontractors

Submit a listing of the proposed major/critical subcontractors showing (a) service provider, (b) description of services, (c) contract type, (d) total subcontract cost/price. Briefly summarize how the subcontract support relates to the overall program and why the subcontract costs can be considered reasonable.

6.3.10.2.1 For subcontracts with a total proposed cost/price of less than $12,500,000, or less than the prime contractor’s proposed price (including basic and option performance periods), provide the cost/price within the primes’ Attachment L-3.

6.3.10.2.2 For subcontracts with a total proposed cost/price of $12,500,000 or more, (including basic and option performance periods), submit their proposed cost/price to the same level of detail as required of the prime by using the cost model at Attachment L-3. Do not duplicate subcontractor cost data contained in the primes’ Attachment L-3c and L-3d. If any subcontractor rate proposals are not available to the prime contractor, instruct those entities to forward them directly to the CO with reference to the ASTROS

RFP # FA9300-15-R-0001.

6.3.10.3 Transition Period

Submit a fixed-price for the 90-day transition period. When proposing the transition period price, consider that the incumbent contractor is required to fully perform the current contract during the transition period.

6.3.10.4 Discount Terms

Include a statement of any discount terms (reference SF 33, Block 13).

6.3.10.5 Identify the contractor’s (and any subcontractors’) accounting fiscal year.

6.4 Other Information

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 12 of 13

6.4.1 Submission of Cost Models

Submit an electronic cost/price model in support of the proposed price IAW the provided cost model Attachment L-3 and found in a Microsoft Excel document attached to the www.fbo.gov posting for RFP FA9300-15-R-0001. Any cost/price model submitted must be consistent with your approved estimating system and must duplicate the logic and mathematical formulas reflected in the paper copy of your proposal. Cost/price models must be submitted in .XLS file (at least MS-Excel 2010) compatible format.

6.4.2 Authorized Offeror Personnel

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 your company contractually. Also, identify those individuals authorized to negotiate with the Government.

7.0 Volume V - Contract Documentation

7.1 Model Contract/Representations and Certifications

The purpose of this volume is to provide information to the Government for preparing the contract document and supporting file. The offeror's proposal shall include an original signed copy of the Model Contract, and Sections B and K. This includes the following:

7.1.1 Section A - Solicitation/Contract Form

Complete blocks 13, 15, and 16; and sign and date blocks 17 and 18 of the RFP Section A, SF33.

Signature by the offeror on the SF33 constitutes an offer, which the Government may accept. In doing so, the offeror accedes to the contract terms and conditions as written in the RFP Sections A through K.

These sections constitute the model contract. The "original" copy should be clearly marked under separate cover and should be provided without any punched holes.

7.1.2 Section B - Supplies or Services and Costs/Prices

Proposed pricing information in Section B of the RFP.

7.1.3 The proposal acceptance period (reference SF 33, block 12) is 180 days. You must make a clear statement that the proposal is valid for at least 180 days (reference paragraph (d) of FAR 52.215-1 in Section L.I). Prime contractors shall ensure subcontractors also state their proposals are valid for 180 days.

7.1.4 Section K - Representations, Certifications, and other Statements of Offerors Completed representations, certifications, acknowledgments and statements.

7.1.5 If the offereor has proposed a Teaming/Joint Ventures as listed in paragraph 5.4.1, the offeror will include a copy of these in Volume V- Contract Documentation.

7.2 Exceptions to Solicitation Requirements

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. Failure to meet a requirement may result in an offer being ineligible for award. 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, cost, and specific requirements of the solicitation. This information shall be provided in the format and content of Table 7.2.

http://www.fbo.gov/

Section L-III “Proposal Preparation Instructions (PPI) & Instructions to Offerors (ITO) Page 13 of 13

Table 7.2 - Solicitation Exceptions

Solicitation Document Page/Paragraph Requirement/Portion Rationale

PWS, Model Contract Applicable Page and Paragraph Numbers

Identify the requirement or portion to which exception is taken

Describe why the requirement can/will not be met

7.3 Other Information Required

7.3.1 Company/Division Address, Identifying Codes, and Applicable Designations Provide company/division's street address, county and facility code; CAGE code; DUNS code; TIN; size of business (large or small); 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.

7.3.2 Attachments to the Model Contract

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

7.3.2.1 Participation of Small Disadvantaged Businesses (SDB) Pursuant to the requirements of FAR 52.219-24, each offeror must provide, with its offer, targets, expressed as dollars and percentages of total contract value, for SDB participation in any of the North American Industry Classification System (NAICS) Industry Subsectors as determined by the Department of Commerce. NAICS codes and titles are posted at: http://www.census.gov/epcd/naics02/naicod02.htm.

The targets may provide for participation by a prime contractor, joint venture partner, teaming arrangement member, or subcontractor; however, the targets for subcontractors must be listed separately.

7.3.2.2 Subcontracting Plan - Participation of Small Businesses (SB), Historically Black Colleges and Universities, or Minority Institutions (HBCU/MI) If the offeror is other than a small business, the offeror shall submit a Small Business Subcontracting Plan in accordance with FAR 52.219-9 that also identifies and specifies the extent of offeror's commitment to the participation of small businesses (SB), historically black colleges or universities (HBCU) and minority institutions (MI), whether as joint venture members, teaming arrangement partners, or subcontractors. If applicable, submit a copy of your approved Master Plan. In the event the offeror has negotiated a comprehensive subcontracting plan pursuant to DFARS 219.702, the offeror must submit the information that identifies and specifies the extent of its commitment to the participation of SB, HBCU and MI.

7.3.2.3 GFP and/or Base Support Requirements

The Government plans to provide the items listed in Attachment 5 of the solicitation as GFP. Base Support is identified in the PWS.

7.4 Section L: List of Attachments

Attachment Description Number of Pages

L-1 Past Performance Information (PPI) 10

L-2 Past Performance Questionnaire (PPQ) 7

L-3 Cost Model Excel Workbook, 12

L-4 Man-year/Labor Rate Ranges 3

L-5 Subcontractor/teaming Partner Consent Letter* 2

L-6 Client Authorization Letter 2

L-7 Scenario 2

L-8 Scenario Cost Summary (by cost elements, see Section J, Attachment 3) 2

L-9 Cross Reference Matrix 2

* For the release of past and present performance information to the prime contractor file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR52.215.doc%23b5221924 http://www.census.gov/epcd/naics02/naicod02.htm file://periwinkle_vnx/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/Templates%20Project%20--%20Sep%202013/5315/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/AFAC%20Working%20Folders%20--%20PM/far/FAR52.215.doc%23b522199