AFOSR PIA RFP Responses to Questions.pdf

AFOSR PIA RFP Responses to Questions

FA955026RPIA1

Amendment 001

The following change is made to the above solicitation:

RFP Questions. For any questions regarding this RFP, please submit questions in writing to: AFRL.AFOSR.PIA us.af.mil with the subject line “AFOSR PIA Questions: Name of Applicant”.

If responses provide clarification to all prospective Applicants, questions and subsequent responses will be published on SAM.gov.

Questions must be received in writing by electronic mail not later than 25 Mar 2026 at 11:59 PM Eastern Time to be considered.

The following questions seeking clarification have been submitted by potential offerors.

Answers are provided as follows.

Question 1. Past Performance Applicability: Our organization has a wholly owned subsidiary (referred to as a "wholly affiliated entity" in non-profit parlance) with a separate CAGE code and UEI. May the Offeror reference the past performance of both the parent organization and the affiliated organization in its Past Performance submission? (RFP: III – Past Performance - Volume IV, p.23) Answer 1. Government Response: Yes. Offerors may reference past performance from the parent organization and/or a wholly owned affiliated entity provided that:

1. The relationship between the entities is clearly described in the proposal’s submission.

2. The offeror demonstrates how the experience and capabilities of the affiliated entity will be available to support performance of the resulting agreement.

3. The proposal clearly identifies the performing entity and the role that each organization would play in execution of the work.

The Government will evaluate past performance in accordance with the criteria described in the solicitation.

Questions 2A and 2B. Contract Structure, Execution Model, and Travel Planning Question 2A: The solicitation anticipates a fixed-price agreement, while the SOO provides illustrative activity ranges and indicates work will be executed through add on CPOs or Project Plans. For proposal preparation, should offerors assume that proposed pricing should only include the minimum range of staffing support and facilities, with specific SOO activities including events, maximum staffing, and travel requirements being separately negotiated and funded through subsequent CPO Project Plans? (Umbrella SOO: Section 8 – Task Areas, p.7) Answer 2A. Government Response: Offerors should propose pricing in accordance with the solicitation instructions. The Statement of Objectives describes the scope of potential activities mailto:AFRL.AFOSR.PIA@us.af.mil and provides illustrative ranges to reflect the potential breadth of work that may be required over the life of the agreement.

Specific activities, including expanded staffing requirements, events, or additional mission partner requirements, may be executed through Collaborative Project Orders (CPOs) or Project Plans issued under the umbrella agreement.

Offerors should structure their proposals in accordance with the RFP instructions while recognizing that the SOO identifies potential activities that may be implemented through future CPOs or project plans.

Question 2B: Could additional clarification and definition be provided on the travel that will be required, per CPO or alternatively will this be funded through subsequent CPO Project Plans?

(Umbrella SOO: Section 16 – Place of Performance, p. 16) Answer 2B. Government Response: Travel requirements will vary depending on specific project activities, mission partner needs, and individual CPO objectives.

For proposal purposes, offerors should account for travel consistent with the scope described in the solicitation and SOO. Additional travel requirements associated with specific projects, events, or mission partner engagements may be addressed through individual CPOs or Project Plans.

Questions 3A, 3B, 3C, 3D. Facilities Question 3A: The solicitation requires leased facilities be incorporated into the fixed-price proposal through indirect rates. Would this be the case if the location is fully allocable to this contract? How should offerors address their DCAA approved Cost Accounting System (CAS) disclosure statement which requires a different approach to capturing facility costs? (RFP: I – General Information – Section 3- Place of Performance, p.2) Answer 3A. Government Response: Offerors should prepare their proposals in accordance with their established accounting practices and applicable regulatory requirements. The Government does not intend to direct offerors to deviate from their approved Cost Accounting Standards or disclosed accounting practices.

Offerors should ensure that their proposal clearly explains how facility costs are treated within their pricing structure and that the approach is consistent with their disclosed accounting practices and the solicitation requirements.

Question 3B: For proposal planning purposes, should offerors assume facilities will be obtained through commercial lease arrangements with all rental costs included in the proposed price?

(RFP: I – General Information – Section 3- Place of Performance, p.2) Answer 3B. Government Response: The solicitation does not prescribe a specific facility acquisition approach. Offerors may propose facilities obtained through commercial lease arrangements or other lawful and appropriate means consistent with their business practices and the solicitation requirements. Offerors are responsible for proposing a facility solution that supports performance of the agreement.

Question 3C: Will the Government provide the opportunity for site visits to the existing locations or drawings with details to effectively price the facilities with furniture and support equipment? (RFP: I – General Information – Section 3- Place of Performance, p.2-3) Answer 3C. Government Response: At this time, the Government does not anticipate conducting site visits or providing facility drawings as part of the solicitation process.

Offerors should develop their proposals based on the information provided in the solicitation.

Question 3D: For proposal purposes could the Government provide a lease allowance, and average price per square foot for each CPO facility? (RFP: I – General Information – Section 3- Place of Performance, p.2-3) Answer 3D. Government Response: The Government will not provide lease allowances or estimated square foot pricing. Offerors are responsible for conducting their own market research and proposing facility solutions that support performance of the agreement.

Question 3E: Is it possible for offerors to assume the existing leases on the requested facilities, or will the offeror need to re-establish their own leases after award? (RFP: I – General Information – Section 3- Place of Performance, p.2) Answer 3E. Government Response: Offerors should not assume that existing lease arrangements will transfer to the selected awardee. Offerors should propose facility solutions that enable them to meet the place of performance requirements described in the solicitation.

Question 4: The solicitation requires detailed cost/pricing data, financial management, and cost transparency. This is inconsistent with the anticipated FFP acquisition structure. Under FAR 15.403-1(b)(1), certified cost or pricing data is not required when adequate price competition exists. The competitive marketplace, not a cost buildup, is the appropriate basis for price reasonableness on a competitive FFP. Fee/profit is not a separately identified line item the way it is on cost-reimbursement vehicles (CPFF, CPAF, etc.). Instead, profit is embedded in the firm fixed price and entirely the contractor's proprietary business decision. The relevant authorities:

FAR 15.404-4 - Profit/fee is a recognized element of price and the government's own structured approach to profit (the weighted guidelines method) acknowledges that profit is a legitimate and expected component of any contract price. Will the Government remove the detailed pricing/cost buildup requirement from the solicitation, or confirm that the adequate price competition exemption under FAR 15.403-1(b)(1) applies and that offerors are not required to submit detailed pricing data? Or otherwise revert to a cost reimbursable structure?

Answer 4. Government Response: While certified cost or pricing data is not required, offerors shall provide adequate supporting detail consistent with the solicitation instructions.

NOTE: Profit or fee is unallowable under this PIA.

Question 5. Incumbent site confirmation: Please confirm whether the current incumbent facilities for these requirements are the existing BRICC-related sites now being used for these functions. If not, please identify which required location(s) do not correspond to the current incumbent sites.

Answer 5. Government Response: The Government will not validate or confirm incumbent facility addresses for proposal purposes. Offerors should not assume that existing lease arrangements will transfer to the selected awardee. Offerors should propose facility solutions that enable them to meet the place of performance requirements described in the solicitation.

Question 6. Current addresses: Please confirm whether the current incumbent facility addresses are as follows:

• BRICC Arlington: 4100 Fairfax Drive, Suite 450, Arlington, VA 22203

• COSMIC: 14850 Conference Center Drive, Suite 280, Chantilly, VA 20151

• CASTLE: 14840 Conference Center Drive, Suite 150, Chantilly, VA 20151

• iHUB: 2424 Garden of the Gods Road, Suite A350, Colorado Springs, CO 80919

If any address is not correct, please provide the correct address.

Answer 6. Government Response: The Government will not validate or confirm incumbent facility addresses for proposal purposes. Please refer to the RFP section (Place of Performance).

Question 7. Current agreement status: For each existing incumbent facility, please confirm whether there is a current lease, sublease, license, occupancy agreement, or other real property agreement in place. Please answer separately for each facility.

Answer 7. Government Response: The Government will not provide details regarding incumbent facility agreements.

Question 8. Agreement term: For each existing incumbent facility, please provide the current agreement type, start date, end date, and any currently available option or renewal information.

Answer 8. Government Response: The Government will not provide details regarding incumbent facility agreements. Offerors are responsible for proposing and supporting facility arrangements necessary to meet the requirements of the solicitation.

Question 9. Assignment or transition availability: To the extent known and releasable, can the Government provide any information on whether any incumbent facility arrangements may be assigned, novated, transitioned, or otherwise made available to a successor PI?

Answer 9. Government Response: This information is not readily available currently. Offerors should not assume that incumbent facility arrangements will be assigned, novated, or otherwise made available to a successor.

Question 10. Floor plans and layouts: Please provide any available floor plans, test fits, suite layouts, or build-out descriptions for each existing incumbent facility.

Answer 10. Government Response: The Government will not provide floor plans, layouts, or build-out specifications for incumbent facilities.

Question 11. Current facility setup and use: Please provide any available information showing how each existing incumbent facility is currently set up and used. For example: offices, conference rooms, collaboration space, event space, breakout rooms, storage, reception area, kitchen, or other functional areas.

Answer 11. Government Response: Offerors should propose facility configurations that meet the functional requirements of the solicitation.

Question 12. Existing furnishings and installed equipment: Please provide any available inventory for each existing incumbent facility showing furniture, fixtures, AV equipment, conference room equipment, and other existing furnishings or installed equipment currently in use at the facility.

Answer 12. Government Response: This information is not readily available currently.

Question 13. Historical operating costs: Please provide any available historical cost information for each existing incumbent facility. For example: rent, CAM, utilities, janitorial, parking, security, internet, maintenance, or other recurring facility costs.

Answer 13. Government Response: This information is not readily available currently.

Question 14. Building and site services: Please provide any available information on building or site services for each existing incumbent facility. For example: parking availability, building access hours, after-hours access, loading access, elevators, visitor procedures, and badging or access control requirements.

Answer 14. Government Response: This information is not readily available currently.

Question 15. Existing IT and communications infrastructure: Please provide any available information on the existing IT and communications infrastructure in use at each incumbent facility. For example: internet service, bandwidth, Wi-Fi, conference room AV, display systems, teleconferencing capability, or other installed connectivity support.

Answer 15. Government Response: This information is not readily available currently.

Question 16. Transition and continuity documents: Please provide any available transition records, turnover records, facility setup documents, layouts, or other incumbent facility documents that would help offerors understand how the currently operating facilities are configured and used.

Answer 16. Government Response: This information will be provided during the transition period to the successful offeror.

Question 17: An anticipated start date was not identified in the RFP. Please provide an anticipated start date, so the Contractor price proposal may be prepared more accurately Answer 17. Government Response: The anticipated start date is on or about 15 May 2026.

Question 18: Does the Government intend to award the PIA to a single awardee or multiple awardees?

Answer 18. Government Response: The Government intends to award to a single awardee, however, multiple awardees are not outside the possibilities.

Question 19: Please clarify whether the PIA and CPOs will be a “fixed amount” type assistance agreement with the elements defined in 2 CFR 200.1 and 2 CFR 200.201?

The Government states it anticipates awarding a “fixed price type agreement” and references “FFP” type in the Attachment P – Price Proposal Template, which is a FAR based structure. In J- 5 Model Agreement PIA TCs, the Government references 2CFR200 and 1104, which govern assistance-type agreements. Also, in J-5 (Article 4.5, page 18), the Government requires the PI to ensure subcontractors, consultants and collaborators with “fixed amount” subawards comply with 2 CFR 200.201. Mixing FAR based terminology and structure in an agreement governed by 2 CFR 200 and 1104 can create ambiguity on allowability, cost principles and remedies.

Answer 19. Government Response: The Government anticipates awarding a fixed price type agreement. The Attachment P – Price Proposal Template has been updated from “FFP” to “Fixed price type agreement”.

Question 20: The Government states it anticipates awarding a “fixed price” type agreement.

Please clarify whether the Government will require the Partnership Intermediary (PI) to continue performing work after the full awarded amount has been expended (as is customary for FAR-based FFP type contracts), or whether performance is limited to the funds obligated under the award (as is customary for assistance type agreements under 2 CFR 200). We request the Government to clearly state the Awardee is not expected to continue working as is stated in the CPO terms and conditions Article 4.1 C.

Answer 20. Government Response: Article 4.1 C in the CPO terms and conditions clearly states the Partnership Intermediary is not obligated to continue performance or otherwise incur costs in excess of the amount then allotted by the Government to the CPO until the AF Contracting Officer notifies the PI in writing that the amount allotted by the Government has been increased and specifies an increased amount, which shall then constitute the total amount allotted by the Government to the CPO.

Question 21: The solicitation requires the leasing of four separate facilities, each aligned with an individual CPO and treated as a distinct final cost objective. Furthermore, Attachment P - Price Proposal template identifies facility costs as Other Direct Costs (ODCs) allocated to each CPO.

However, Section I.3) of the RFP states that “offerors must account for all costs associated with acquiring and maintaining the required facilities within the indirect rates.” Because these facility costs are directly attributable to a single CPO and its associated final cost objective, incorporating them into indirect rates would result in those costs being distributed across the contractor’s broader customer base, including other Government customers. Please clarify whether facility costs should be treated as direct costs to each CPO, as implied by the pricing template, or incorporated into indirect rates as stated in the solicitation? If indirect treatment is required, how should contractors address the impact on indirect rates affecting other Government customers?

Answer 21. Government Response: The facility cost is fixed rate that should be charged as direct. Other costs associated with facilities such as acquiring the facility and maintenance shall be charged as indirect and will not be reimbursed as a direct cost.

Question 22: To secure the required leased facilities, the Partnership Intermediary (PI) will be required to enter into long-term commercial lease agreements with an estimated term of 5.5 years and a total value in the multimillion dollar range. These leases are typically structured as triplenet agreements where the tenant pays the property taxes, property insurance, and common area maintenance.

Will the Government obligate full funding to cover the total cost of these lease commitments for the entire lease term, or will the PI bear the financial risk associated with the lease obligations in the event the contract is terminated, an option period is not exercised, or the contract is not fully funded?

Answer 22. Government Response: The government will not obligate full funding to cover long-term leases.

Question 23. J-5 Model Agreement, PIA TCs, Article 1.2, A., page 7: Will the Government allow advance payments as provided in 2 CFR 200.305?

Answer 23. Government Response: No, advance payments are not applicable.

Question 24. J-0-Umbrella_PIA_SOO section 6.0 Government Framework, page 6, and J-5-Model Agreement, PIA TCs, Article 3.8. Are the Project Plans referenced in the SOO the same as the annual Program Plan defined in the Model Agreement?

Answer 24. Government Response: Yes.

Question 25. J-7 Reporting_ Deliverables_ Matrix, page 2 and J-5-Model Agreement, PIA TCs, Article 4.5 Standard for Financial Management, page 18. Please clarify the financial reporting requirement. This section requires financial reporting at the Project Plan and ACRN levels while Article 4.5 of J-5-Model Agreement – PIA TCs requires financial reporting at the PIA and CPO levels.

Answer 25. Government Response: The Base PIA will not have money associated with it.

Therefore, the financial reporting is done at the CPO level.

Question 26. Attachment P – Price Proposal Template. The template does not contain the ability to apply all standard indirect rates (for example, G&A on ODCs, or Overhead on labor). Is the Applicant free to update the cost proposal template to properly apply their accepted indirect rates?

Answer 26. Government Response: The applicant may update the template to account for proper application of indirect rates. The purpose of the template was to keep the price proposals in a consistent format.

CPO Support and Resource Clarifications

Question 27. Section 7.1 provides an illustrative annual level of effort of 8,000-16,000 labor hours per CPO (or 14,000 hours per AFRL AFOSR SOO Section 7.1), corresponding to approximately 2–8 FTEs (Umbrella PIA SOO). For proposal purposes, should offerors treat 8,000 hours as the minimum required labor effort, or may they instead propose a staffing model based on the stated FTE range?

Answer 27. Government Response: Offerors should propose solutions that enable them to meet the requirements described in the solicitation.

Question 28. The market data for 58,000 SF within one mile of specified address reveals a cost of $45/SF ($18/SF "NNN" rent, $12/SF Op Ex, and $15/furnishings). Therefore, the annual facility cost (not including labor or any other costs) totals ~$2.6M. This would exceed an annualized amount of ~$2.34M and would leave limited to no funds available for staffing, events, marketing/communications, and other activities. Could the Government help clarify the assumptions offerors should use when estimating facility costs for this CPO?

Answer 28. Government Response: The government provided estimated program ceilings only.

Offerors should propose solutions that enable them to meet the requirements described in the solicitation.

Question 29. The RFP (Section 3) states the Government will provide 10,000 sq ft of unclassified partnering space for the PI and AFCENT partners to support reach-back coordination to AFCENT Headquarters. For proposal planning purposes, does CPO 1 require a full separate 10,000 sq ft facility, or is it acceptable for the CPO 1 space to overlap or partially leverage the government-provided Arlington space used for PI/AFCENT coordination?

Answer 29. Government Response: Offerors should propose solutions that enable them to meet the requirements described in the solicitation.

Question 30. Section 5 of the RFP states the Government anticipates awarding five CPOs simultaneously at the start of the PIA. However, the Umbrella SOO (Section 7) notes that “[f]or planning context, the Government anticipates approximately 3-6 active CPOs per year under this Partnership Intermediary Agreement (PIA)”. For proposal purposes, must offerors include pricing and staffing for all five anticipated initial CPOs, or would proposing three initial CPOs be considered acceptable and compliant with the solicitation?

Answer 30. Government Response: Offerors should propose solutions that enable them to meet the requirements described in the solicitation. The Government anticipates an initial five CPOs to be awarded simultaneously with the award of the PIA.