RASTER_Q A__1.pdf

FA9451-13-R-0243

R&D For Advanced Space Superiority Technology and Engineering Requirements (RASTER)

Questions & Answers (Q&A) #1

RASTER Q&A #1

1) What is the site schedule for contractors? How many shifts does the RASTER contractor cover?

A. The usual business day is 08:00 to 16:00, Monday through Friday. The usual experiment schedule for night work varies with season; observations typically run Sunday night through Thursday night from about 17:00 to 01:00 or 22:00 to 06:00. Observations will occasionally be scheduled for daytime or weekend nights/days. The Bidders Library contains historical crew schedules and information showing the current staffing levels by skill set.

2) Where do the ~1 m mirrors get coated?

A. Primary mirrors for large telescopes that require a bare aluminum coating are typically coated on site.

The on-site facilities only support bare aluminum coating, so any other coatings are done offsite.

Secondary mirrors and meter-class mirrors are normally sent to offsite vendors.

3) During the tour the optical laboratories were quite flexible, but the draft RFP requires a configuration management system. Is there a graded approach that can allow for flexibility?

A. Yes, a graded or tailored approach for configuration management is used. Where safety or security is concerned, configuration control procedures are fairly strict and have several levels of approval and oversight. For experimental systems that multiple research projects might use, configuration control is less strict and more flexibility is allowed. Configuration control for hardware or software that is unique to a particular research project is managed by the individual project. Refer to the Systems Engineering Plan (SEP) in the Bidder’s Library.

4) When is the next scheduled coating of the 3.6m mirror?

A. The next coating is not currently scheduled; however, it will need to be accomplished within the next 5 years.

5) When are the upgrades on 3.6m, 2nd mirror, and tertiary mirrors going to be finished?

A. Upgrades to the controls for those mirrors will be accomplished in 2013.

6) Draft RFP requires EVM. Clarify that ANSI guidelines are to be used and whether an EVM certification would be required?

A. An Earned Value Management System is required in accordance with DFARS Clause 252.234-7002 “Earned Value Management System”, currently provided in full text in the RFP.

7) Clarify that Associate Contractors Agreements would be made during phase in period, not before?

A. The Final RFP will be updated to clarify the submission requirement for Associate Contractor Agreements.

8) Does RASTER contractor have flexibility of putting engineers, not technicians, in positions in control rooms?

A. Outside of the Key Personnel identified by the Government in Section L of the RFP, offerors are free to propose positions, as needed, to support its proposed approach.

9) The draft RFP funding profile seems inconsistent with the stated contract ceiling and with known work at both sites. Is this a partial representation of the work to be done under the contract?

A. The funding profile provided in the Draft RFP is for the initial Task Orders and represents the

Government’s anticipated funding at this point in time. It does not represent the funding profile for the entire RASTER IDIQ contract or include the funding profile for anticipated future Task Orders.

10) Descriptions of technical objectives in both task 1 [sic] and task 2 [sic] seems rather vague.

There is plenty of detail on infrastructure and general technology areas but little on specific projects and objectives. Will more detail in these areas be forthcoming?

A. The Government’s requirements are defined in the Basic Statements of Work (SOW) and Task Order

SOWs. No additional detail will be provided.

11) Will information on existing or planned classified work environments at the two sites and their impact on RASTER be made available to prospective bidders?

A. No, this information will not be provided.

12) The current IROSS contract requires separate project plans for individual projects and sub-projects (below the level of the RFP-defined tasks), with billing by ACRNs assigned to each subproject. Will this be a feature of RASTER?

A. The RASTER RFP and resulting contract/Task Orders will include DFARS Clause 252.204-0012

“Other Payment Instructions” which will allow for billing by ACRN. This clause is currently in the Draft RFP. Project plans will not be used under RASTER.

13) The RFP tasks [sic] seem to describe a more autonomous level of work than the present environment in which the contractor works closely with government scientists. Does this represent a change in the working environment?

A. There is no change in the working environment. Close collaboration and cooperation between the

RASTER contractor, Government personnel, and other on-site or visiting entities is discussed in the Scope and Objective sections of all three initial Task Order Statements of Work and will be encouraged under the RASTER contract.

14) Task 1 [sic] includes database programming and maintenance (3.1.10.4) but not being executed per AFRL direction. Do you intend to transfer this work entirely to RASTER?

A. This is a requirement in each of the three initial Task Orders and it will be accomplished, in its entirety, under the RASTER contract.

15) Will Raster [sic] equipment maintenance at the two sites include routine facilities support?

A. For the SOR, routine facilities support is primarily provided by the Base Maintenance Contractor. For

AMOS, routine facilities support is primarily provided by the Host Maintenance Contractor. Note, however, that all three initial Task Orders require the RASTER contractor to perform any work on facilities and experimental equipment or setups necessary to achieve Task Order objectives that are not otherwise provided by the base support contractors.

16) The briefer indicated that the contractor will not have any assigned GFP, and that it would be provided by the base support contractor instead. In the Draft RFP, the Basic Statement of Work and the three Task Orders all indicate that the contractor will be responsible for …periodic and preventative maintenance, repair, modification, and upgrade of R&D and industrial shop equipment … and test, measurement, and diagnostics equipment (TMDE) management and control. Request the government clarify that the RASTER contractor will in fact be responsible for these maintenance and TDME functions for equipment for which it doesn’t have GFP responsibility.

A. The Site Visit & Facilities Tour briefing stated “No GFP anticipated, on-site equipment and services will be provided as Base Support,” not “provided by the Base Support Contractor” as stated in the question. In accordance with paragraph 1.3.2 of the Basic SOW, the RASTER contractor shall be responsible for all other activities necessary for the successful completion of the contract. Activities necessary for successful mission execution typically include: periodic and preventative maintenance, repair, modification, and upgrade of R&D and industrial shop equipment; tool use and management;

Foreign Object Damage (FOD) mitigation programs; equipment and support stocks inventory control;

test, measurement, and diagnostics equipment (TMDE) management and control; Electrostatic Discharge Protection Program (ESD); development and administration of R&D informational technology (IT) networks and infrastructure; transportation of equipment and contractor personnel;

and other processes and programs as required for successful mission execution that comply with all applicable Air Force, local, state, and federal rules and regulations. The R&D IT networks cover areas not included in basic base support and are a critical element in the overall design and execution of the research.

17) Para 3.2.1 of the Basic Statement of Work says that the contractor will have responsibility for “property accountability” which tends to conflict with the briefer’s statement that GFP management/accountability will be provided by the base support contractor. Request the government clarify this language.

A. The Site Visit & Facilities Tour briefing stated “No GFP anticipated, on-site equipment and services will be provided as Base Support,” not “provided by the Base Support Contractor” as stated in the question. In accordance with paragraph 1.3.2 of the Basic SOW, the RASTER contractor shall be responsible for all other activities necessary for the successful completion of the contract. Activities necessary for successful mission execution typically include: periodic and preventative maintenance, repair, modification, and upgrade of R&D and industrial shop equipment; tool use and management;

Foreign Object Damage (FOD) mitigation programs; equipment and support stocks inventory control;

test, measurement, and diagnostics equipment (TMDE) management and control; Electrostatic Discharge Protection Program (ESD); development and administration of R&D informational technology (IT) networks and infrastructure; transportation of equipment and contractor personnel;

and other processes and programs as required for successful mission execution that comply with all applicable Air Force, local, state, and federal rules and regulations. The R&D IT networks cover areas not included in basic base support and are a critical element in the overall design and execution of the research.

18) Para 1.3.2 of the Basic Statement of Work implies that the contractor will have responsibility for all UCI type functions except for (by omission) equipment inventory control (no assigned GFP).

Can the government confirm that the RASTER contractor will manage all other UCI type functions (manage CTKs, stock plans, ESD, FOD, and AFTO Form 244 Industrial/Support Equipment Records, as well as be responsible for annual self-assessments and for achieving satisfactory ratings on all UCI no-notice and planned inspections)?

A. Government personnel are ultimately responsible for managing UCI items; however, the RASTER contractor will be involved with the creation and maintenance of the UCI items.

19) Will the RASTER contractor be responsible for maintaining industrial and support equipment, and recording status by means of AFTO 244s?

A. Yes

20) Will the RASTER contractor perform the function of facility manager(s) for the various

RASTER facilities?

A. No, a facility manager (building custodian) is currently a Government function and will remain a

Government function.

21) Will the RASTER contractor be responsible for managing ESOH at all RASTER facilities?

A. SOR: Yes

AMOS: No, the HMC contractor manages the ESOH program. However, the RASTER contractor must comply with environmental and safety plans to include training and certifications.

22) The basic statement of work and Task Order SOWs state that the contractor shall apply systems engineering principles and procedures. What level of systems engineering rigor and tailoring does the Government believe is appropriate and affordable for work under RASTER?

A. A graded or tailored approach for configuration management is used. Where safety or security is concerned, configuration control procedures are fairly strict and have several levels of approval and oversight. For experimental systems that multiple research projects might use, configuration control is less strict and more flexibility is allowed. Configuration control for hardware or software that is unique to a particular research project is managed by the individual project. Refer to the SEP in the Bidder’s Library.

23) SOWs for the STARE and MSSS Task Orders state “the contractor shall meet all aircraft owner/operator requirements and provide certifications and training of all non-crewmember personnel for any flight tests necessary to achieve task order objectives.” Since SOR briefers made no mention of flight tests, is the Government still contemplating such experiments?

A. Although there are no flight tests currently scheduled under these Task Orders, the ability to perform them must be present in the SOWs in case the need is identified in the future. The successful offeror must be able to comply with the certification and training requirements if flight tests become necessary.

24) SOWs for the three RASTER Task Orders state “the contractor shall perform all necessary training with the current contractor to ensure technical performance can continue unimpeded after the phase-in period.” Is this requirement relevant to transition periods only?

A. Yes. The RASTER contractor will assume all responsibilities after the phase-in period.

25) Please reference the DD-254’s for Task Order 1 – 3. Block 10 e is marked yes on each and Block

10 f is marked yes for work at SOR. How many SCI and SAP billets does the Government intend to make available to prospective bidders and when will that process be initiated? Access to past, present and future classified work is required to understand contract needs and in order to prepare a responsive proposal.

A. No SCI or SAP billets will be made available for any potential offeror. The Government’s requirements identified in the RFP and SOWs, as well as the basic technologies identified in the RFP and SOWs, are unclassified. Knowledge of the application of those technologies, which is not needed in order to prepare a proposal, may or may not be classified.

26) Please reference the DD-254’s for Task Order 1 – 3 and Item 4.2.5.10 “Contract Phase-In” that instructs offerors to include “Task Order specific schedules for meeting all Phase-In requirements within the allotted three-month transition period. Include security clearance processing.” With regard to security clearance processing, specifically SOR SAP Program access(es), how long should offerors plan the government will require to grant an employee with a current TS and SCI eligibility SAP access(es)?

A. Employees who require SAP access must have TS and SCI eligibility within the three-month transition period. Once eligible, SAP accesses could take an additional 3-12 months to process.

27) Experience has shown that depending on the programs, SAP accesses can require up to nine months for TS/SCI Tier 1 candidates. Does the government intend to provide additional phase-in while the government processes the access requests?

A. The Government will use Government personnel to conduct research and run experiments to fill gaps while contractor personnel are being processed, or adjust program requirements, as necessary, to accommodate the decrease in personnel.

28) Do the Security Clearances on this contract require polygraphs and if so, is it CI or Lifestyle?

This information is required to properly estimate compensation levels.

A. Personnel in some of the positions are subject to CI polygraphs.

29) You specified a $275M ceiling and identified Task Order funding levels in the recently released

Draft RFP. Does the Government see any significant changes to funding levels?

A. No. The funding profile provided in the Draft RFP is not expected to change.

30) Will you provide a facilities layout (descriptions/drawings) for your various sites/facilities utilized in the RASTER program?

A. The Bidder’s Library contains floor plans for the facilities.

31) During the tours you identified some of the crew positions, required skills and whether or not they would be government or contractor positions. It appears; however, that a significant portion of required staffing was not discussed. For example, we were shown Software Development and Adaptive Optics labs, but staffing requirements were not mentioned. Will you provide staffing levels assigned to various RASTER activities and associated with the various facilities including desired qualifications and whether or not these positions are government or contractor personnel?

A. The Bidders Library contains historical crew schedules and information showing the current staffing levels by skill set. No additional information will be provided.

32) During the tours, it was noted that a significant portion of the software used on the RASTER program is developed and maintained by the government and support contractor team. Is all of the software we would be responsible for supporting under RASTER owned by the government (versus being written by contractors with potential for company ownership issues)? Are there any data rights issues? If so, will you identify the software for which you anticipate issues?

A. All of the software developed under the previous contract (IROSS) belongs to the Government. The

Government does not anticipate any issues with data rights.

33) What is the extent of software development required by the RASTER contractor and what is the estimated staffing to support this requirement?

A. Refer to the Bidder's Library for historical skills, expertise, and crew schedules. Some positions, such as electrical engineer, will require personnel to write code, such as firmware and scripts to control equipment and collect data. Note: the Mods & Upgrades work being performed at AMOS, which will not be part of the RASTER contract, has caused an increase in software personnel.

34) What is the “worst case” staffing requirement during testing and operations at the SOR?

A. For the SOR, worst case staffing is about 20 people.

35) During the SOR Site Visit presentation and tours, other than pointing out various supply lockers, bins, shelves and cabinets, logistics and supply chain management were not addressed.

Are there any warehouses or depot support areas associated with RASTER and will the RASTER contractor be responsible for these? Will the government be providing additional guidance on logistics/supply requirements and associated facilities at the various RASTER sites?

A. At the SOR, there is an optics storage facility on site. Additionally, larger mounts and large optics are stored nearby. The RASTER contractor is primarily responsible for equipment located in these facilities.

36) During the SOR Site Visit presentation, some top‐level event schedules were provided, but not time‐phased. Will the Government publish schedules for known RASTER activities? For example, will the following be provided with time phasing: maintenance schedule, sustainment schedule including overhaul events, modernization schedule, new capability schedule, test event schedule, and operational event schedule?

A. No schedules, outside of what was provided in the Site Visit & Facilities Tour briefing, will be provided.

37) During the presentations you mentioned some of the associate contractors the RASTER contract team would interface with. You did not discuss the relative roles where the contract would interface. For example, there are activities that could be performed either by the BOS [sic] contractor or under the maintenance requirement on RASTER. Will you be providing more clarification of where “the lines are drawn” between the RASTER contract team and associate contractors they will interface with?

A. Each contract has a unique Statement of Work/Performance Work Statement. No additional information will be provided to differentiate the work between the RASTER requirement and these other contracts.

38) When do you anticipate opening the bidder’s library? Will the Industry Day Presentations and Tour Script be posted at that time? When will other items such as those mentioned above be posted to the bidder’s library?

A. The preliminary Bidder’s Library is currently available upon request. The final Bidder’s Library will be releasable, upon request, when the Final RFP has been released. If it is available at an earlier date, a notice will be posted to FedBizOpps.

39) Is the prime contractor encouraged to meet or exceed the DoD-wide subcontracting goals listed in 4.2.6 Sub-Factor 4 of Section L?

A. Subcontracting plans are to be compliant with FAR 52.219-9. The DoD-wide subcontracting goals identified in the RFP are provided for general reference only to “assist” in the development of the offeror’s Subcontracting Plan. Offerors are encouraged to meet or exceed these goals if possible.

40) The Budget/Funding info on 1.1 of Section L indicates funding that is half the stated ceiling amount. Can you explain the difference?

A. The funding profile provided in the Draft RFP is for the initial Task Orders and represents the Government’s anticipated funding at this point in time. It does not represent the funding profile for the entire RASTER IDIQ contract or include the funding profile for anticipated future Task Orders.

41) How much of the software used for RASTER is custom developed versus COTS? Can you identify these in the final RFP?

A. This is difficult to quantify. Almost all of the software used to run hardware (such as telescopes, adaptive optics, and cameras) is custom. A few COTS packages are used to run auxiliary equipment (such as LabView to run some of the weather and atmospheric monitoring equipment).

42) Which software languages are primarily used for developing custom software?

A. C is used for mount control and Objective C or C++ is used for camera software. Java is used for user interfaces. Dr. Racket (a version of LISP) and Python are used for configuring, controlling, and running experiments. S-expressions over UDP are standards for inter-process communication. HDF5 is the standard data format. Matlab Simulink is used for real-time control of tilt mirrors. Data is captured into a custom data system. Matlab and Mathematica are used to capture and analyze data.

43) Do you desire software to be developed according to certified CMMI Level 2 or Level 3 processes?

A. Software will be developed at CMMI Level 2 (Managed) at a minimum, but CMMI Level 3 (Defined) is desired, given cost and schedule constraints.

44) How is R&D developed under AFRL, e.g., BAAs, SBIRs, etc. integrated into RASTER?

A. The Government will determine how the integration will be accomplished. The RASTER contractor may be involved in specifying interfaces.

45) How many contractor FTEs currently support IROSS?

A. Refer to the Bidder's Library for historical skills, expertise, and crew schedules.

46) Key Personnel (Section L, 4.2.4.1): This requirement identifies the Key Personnel for each of the three Task Orders, resulting in potentially nine total Key Personnel. The paragraph also states that resumes are limited to 2 pages each. However, Table 2.2 – Proposal Organization on page L-7 identified 4.2.4.1 Key Personnel as having a five page limit. Is it the Government's intent to include all (potentially) nine resumes within the five page limit or was it intended to have each Key Personnel resume as two pages each?

A. The Final RFP will be updated to clarify the page limitation for resumes.

47) Maui Facilities (from site visit): It was mentioned during the Maui site tour that the current contractor leases office and lab space for about 50 people in the Imperial [sic] Place facility and that the RASTER contract would be responsible for leasing space also. Is it the intent of the Government that the RASTER contractor assume the current lease? If yes, can information concerning that lease be placed within the bidders library? If no, will there be any distance or location restrictions on where a new lease facility would be located?

A. The requirement to lease a facility has been removed from RASTER. This change will be reflected in the Final RFP.

48) Will the “Advanced Technologies for Extreme Conditions” (ATEC) be a part of RASTER? Will Task Orders associated with ATEC come out under RASTER?

A. Yes, ATEC is a part of RASTER. An ATEC Task Order would be issued if an ATEC requirement is identified.

49) Will “Secure Communications” be a part of RASTER? Will Task Orders associated with “Secure Communications” come out under RASTER?

A. Yes, Secure Communications is a part of RASTER. A Secure Communications Task Order would be issued if a Secure Communications requirement is identified.

50) Are Associate Contractors considered to be subcontractors under RASTER?

A. No. In accordance with AFFARS IG5317.9500, “Associate Contractor Agreements” (ACAs) are agreements between contractors working on government contract projects that specify requirements for them to share information, data, technical knowledge, expertise, or resources. Prime contractor to subcontractor relationships do not constitute ACAs.

51) Since agreements with Associate Contractors are required, will they be available to answer technical/workscope/cost questions?

A. No. In accordance with AFFARS IG5317.9500, “Associate Contractor Agreements” (ACAs) are agreements between contractors working on government contract projects that specify requirements for them to share information, data, technical knowledge, expertise, or resources. Any questions with regard to the RASTER requirement must be submitted to the Contracting Officer.

52) Are agreements with Associate Contractors required to be finalized (fully executed) and submitted with the proposal response?

A. The Final RFP will be updated to clarify the submission requirement for Associate Contractor Agreements.

53) Does SOR also have a schedule to re-coat the smaller mirrors? If so, how often? And is it done at SOR?

A. There is not a set schedule for coating the smaller mirrors. The mirrors of the two beam directors are recoated approximately every 5 years, as required. Secondary mirrors and meter-class mirrors are normally sent to offsite vendors.