FINAL - Ordering Guide Instructions.docx

Ordering Guide for the Next Generation Aerospace Ground Equipment (NGAGE) Multiple Award Program

Combat Readiness Directorate Support Equipment and Vehicles (SE&V) Division Aircraft Generation Branch

30 July 2025 Revision: Original

NGAGE Ordering Procedure Revision: Original

Part 1.0 General Information

1.1 Aircraft Generation Branch Portfolio

The United States Air Force (USAF) Support Equipment & Vehicles (SE&V) Division, Aircraft Generation Branch, is responsible for the full Lifecycle Management of common aerospace and Ground Support Equipment (GSE) for the USAF. This common GSE is comprised of a broad portfolio for which SE&V is responsible for managing, totaling tens of thousands of individual National Stock Numbers (NSNs), each tied to specific aircraft worldwide mission requirements.

1.2 Scope

The purpose of the Next Generation Aerospace Ground Equipment (NGAGE) contract is to provide common, modern and reliable aerospace ground equipment (AGE) options to minimize logistics and deployment footprints to meet new and evolving threat environments. The Branch seeks to establish a streamlined contracting structure to meet the launch, recovery, and operation and maintenance (O&M) mission need capabilities highlighted in the Statement of Objectives (SOO). Specific requirements will be determined for each Delivery Order issued under the authority of this Multiple Award Contract (MAC).

The intent of this MAC is to allow rapid fund execution for designing, developing, testing, and implementing new solutions. This MAC is not intended for long-term sustainment, complete/full production runs, or build to print type acquisitions. Further, the Delivery Orders will not contain Interim Contractor Support (ICS), Contractor Logistics Support (CLS), or Advisory and Assistance Services (A&AS) support.

This guide provides procedures for ordering and administration. The contract terms are identified and explained in this ordering guide to facilitate the purchasing process. This MAC Indefinite Delivery Indefinite Quantity (IDIQ) Program serves to foster competition and give teams maximum flexibility to rapidly modernize the next generation of aerospace ground support equipment, allowing the Aircraft Generation Branch to keep pace with current and future technologies and trends for an ever-evolving weapons systems portfolio.

Ordering teams are required to request a scope determination through the AFLCMC/ROKA Primary Procuring Contracting Officer (PPCO) to utilize the NGAGE MAC vehicle prior to seeking Milestone Decision Authority (MDA) approval for a Delivery Order’s acquisition strategy.

1.3 Ordering Authority

The procedures for selecting Contractors for Delivery Order awards under this program are governed by FAR Part 16.505 and its supplements. Unless otherwise specified in a Fair Opportunity Proposal Request (FOPR), the following defines the process by which fair opportunity will be afforded, how Delivery Orders will be processed and priced, and how a Delivery Order will be awarded.

1.4 Resolution of Issues

In the event issues pertaining to a proposed FOPR cannot be resolved to the satisfaction of the Ordering Procuring Contracting Officer (OPCO), the OPCO reserves the right to withdraw and cancel the proposed FOPR. In such event, the Contractor(s) shall be notified in writing of the OPCO’s decision. The decision is final and conclusive and shall not be subject to the “Disputes” clause or the “Contract Disputes Act.”

1.5 Issuance

Awarded Delivery Orders may be issued by e-mail, regular mail, or facsimile. It is anticipated that all awarded Delivery Orders will be issued electronically. If mailed, a Delivery Order is considered as “issued” when the Government deposits the Delivery Order in the mail.

1.6 Contract Data Requirement List (CDRL)

All NGAGE CDRL deliverables shall only be delivered electronically using Government-controlled methods of delivery. The Multiple-user Engineering Change Proposal (ECP) Automated Review System (MEARS) is currently the only approved system to receive contract deliverables. The PPCO/OPCO may authorize alternative methods for delivery. The Government will provide notice to the NGAGE awardees that the Government may utilize a different delivery system for digital requirements and models.

1.7 Unauthorized Work

The Contractor is not authorized at any time to commence Delivery Order performance prior to issuance of a signed Delivery Order or other written approval provided by the OPCO to begin work.

1.8 Funding Restrictions

No unfunded Delivery Orders are allowed; Delivery Orders may be incrementally funded in accordance with the FAR and other agency funding restrictions.

1.9 Protests

In accordance with Section 1427(b) of Public Law 108-136 and the limitations of FAR 16.505(a)(10)(i)(B), a protest is not authorized in connection with the issuance or proposed issuance of an individual Delivery Order except a protest on the grounds that the Delivery Order increases the scope, period, or maximum value of the contract under which the Delivery Order is issued; or a protest of a Delivery Order valued in excess of the threshold for Department of Defense specified at FAR 16.505(a)(10)(i)(B).

1.10 Closeout

The OPCO for each Delivery Order is responsible for closing out the contract action that they issue. Notification that a closeout of a Delivery Order is complete must be provided to the Primary Procuring Contracting Officer (PPCO) once accomplished. The Contractor shall work in partnership with the Government to closeout Delivery Orders as soon as possible after they are physically complete by using the "Quick Closeout” procedures described in FAR 42.708 as much as practical.

1.11 Users

The Aircraft Generation Branch reserves the right to restrict the use of this contract vehicle. No decentralized ordering authority shall be granted to any office or organization.

1.12 Contract Structure

The NGAGE Program Period of Performance (POP) will be established for a maximum of 10 years from the effective date of award, if all options are exercised. Delivery Orders may be placed at any time during this period. There is a planned on-ramp opportunity every two years, and in order to capture the latest market technology and trends, the Government reserves the right to on-ramp additional vendors on an as-needed basis.

1.13 Ordering Periods

The NGAGE multiple award Indefinite Delivery Indefinite Quantity (IDIQ) contracts will consist of five two-year ordering periods, which consists of a two (2) year basic (Ordering Period 1), and four (4), two (2)-year options. The total POP will be for a maximum of ten (10) years in which Delivery Orders may be placed, if all options are exercised.

Each Delivery Order will specify its individual POP and may extend beyond the end of the specific contract period under which the Delivery Order was awarded.

1.14 On-Ramp

The on-ramp is defined as an opportunity to expand the awardee base for new industry partners to become contract holders on the NGAGE program. These on-ramp opportunities will efficiently maintain and ensure a solid awardee base to continue providing rapid modernization for the Combat Readiness Aircraft Generation Branch. On-ramping may occur more frequently for one or more Contractors at the discretion of the PPCO if it is determined to be in the best interest of the Government to support specialized requirements and/or programs. Any awardees added in the on-ramping process will not extend the programmatic end date past 10 years. The Government reserves the right, at any time during the term of the NGAGE program, not to open any on-ramping opportunities.

1.15 Off-Ramp

The off-ramp is defined as the removal of an NGAGE awardee from the NGAGE program for any one of the following reasons as determined by the PPCO or at the awardee’s request:

1. Inability to perform;

2. Inability to rectify performance after written Government notice;

3. Lack of responsiveness;

4. Lack of adhering to digital domain;

5. Excessive Performance Assessment Reports (PARs) and negative Contract Performance Assessment Reports (CPARs); and,

6. Releasing data and information without PPCO permission.

An NGAGE awardee may request to be off-ramped from the NGAGE program if they no longer wish to participate. The request shall be submitted in writing to the NGAGE PPCO, and a bilateral termination for convenience modification will be issued with a no-cost settlement. All Delivery Order level terminations for default or convenience will be in accordance with the respective contract clauses without utilizing off-ramp procedures. The Government reserves the right to remove an awardee at any time via off-ramping.

Prior to the PPCO utilizing an off-ramp, in conjunction with the OPCO, the PPCO will notify the Contractor of issues involving the performance failures and will allow the awardee sixty (60) calendar days to remedy the issue. The PPCO has full discretion to authorize further remedy days based upon Contractor submitted written justification.

1.16 Initial Orders

Each awardee will receive an initial Delivery Order to cover the expense of attendance at the Post Award Conference (PAC). This initial Delivery Order will constitute the contract minimum for each awardee. The PAC will be conducted approximately 30-45 days following contract award and will be held virtually using Microsoft Teams. The number of Contractor attendees shall be limited to a maximum of two (2) persons and the PAC duration shall not exceed four (4) hours. The Government will provide the PAC dates, format, and agenda within approximately two (2) weeks of contract award. The Government will not pay any additional costs incurred above this amount. Travel must be approved by the OPCO in writing five (5) days prior to making travel arrangements.

The PAC will require the attendance of up to two (2) Contractor management staff and will focus on the contract terms and conditions. At the request of the awardee, the OPCO may approve additional attendees, at no additional cost to the Government, if space is available.

Part 2.0 Roles and Responsibilities

2.1 Contracting Officers

2.1.1 Primary Procuring Contracting Officer (PPCO)

The PPCO has the overall responsibility for the administration of the NGAGE contracts. The PPCO is the only authorized individual to take actions on behalf of the Government to amend, modify, or deviate from the contract terms, conditions, requirements, specifications, details, and/or schedules within the contracts. The PPCO is responsible for the overall administration and final closeout of the contracts and, when necessary, shall:

· Provide scope oversight to include issuance of the Scope Determination (Appendix A) and Delivery Order tracking number;

· Serve as a liaison between NGAGE contract holders and the Aircraft Generation Branch;

· Assist in expediting Delivery Orders where practical;

· Ensure compliance with contract requirements;

· Manage all basic contract level administration;

· Issue the PPCO’s final decision and handle all contract level contractual disputes under the Contract Disputes Act;

· Provide the administrative procedures for placing Delivery Orders, contract administration, and issuing contract modifications; and,

· Track and report contract level metrics.

2.1.2 Ordering Procuring Contracting Officer (OPCO)

Requirements under the scope of the NGAGE will be procured via Delivery Orders issued by OPCOs within Aircraft Generation in accordance with the ordering procedures set forth in this guide, and the terms and conditions of the basic contracts. The OPCO responsibilities include:

· Oversee the procurement process through award of the Delivery Order;

· Prior to the scope review request being submitted to the PPCO, conducts a preliminary review of the technical documents to ensure the Delivery Order requirements are within the scope of the NGAGE contract;

· Determine the appropriate competitive approach (or sole source, if Fair Opportunity Exception applies);

· Review Delivery Order acquisition documents, technical documents, and evaluation criteria;

· Ensure each Integrated Program Team (IPT) obtains their own AFLCMC/ROZ (or as delegated) Milestone Decision Authority (MDA) acquisition strategy approval;

· Develop proposal preparation instructions and issue the FOPR to NGAGE awardees.

· If commercial, review the Commercial Item Description (CID) and ensure a Commercial Item Determination is properly executed and, in the contract file;

· Develop proposal preparation instructions and issue proposal requests to eligible NGAGE contract holders;

· Receive and facilitate the evaluation of the proposals;

· Issue/award the Delivery Order;

· Ensure the administration and final closeout of the Delivery Orders;

· Ensure the completion of Contractor performance evaluations using the CPARS; and,

· Adhere to the terms and conditions of the NGAGE contracts, FAR and its supplements, and other laws, regulations, and guidelines.

2.2 Requiring Activity

The requiring activity is responsible for all NGAGE requirements, including the development, review, and coordination of acquisition documents, as well as obtaining required approvals for acquisition planning and funding. As necessary, the requiring activity will perform the activities and functions identified below.

The requiring activity is required to request a scope determination through the AFLCMC/ROKA PPCO to utilize the NGAGE vehicle prior to seeking MDA approval for a Delivery Order’s acquisition strategy. The submission of a scope determination is not required prior to conducting market research.

The requiring activity is also responsible for the preparation of the Purchase Request (PR) package. It is the responsibility of the Requiring Activity to obtain the necessary approvals (i.e., funds certification, acquisition planning, etc.) prior to submitting the PR package to the servicing acquisition branch within the Aircraft Generation Contracting Branch.

The PR Package may include the following as appropriate:

· Purchase Request (AF Form 9), to include:

· Name, title, address, phone number, and e-mail of the Requiring Activity POC;

· Funding document: Evidence of funds certification

· National Stock Number (NSN); and,

· Delivery Order Quantity

· Note: Purchase requests shall conform to the requirements specified in DFARS PGI 211.7001, AFMCI20-102, and other guidance as applicable.

· Other Documents:

· Market Research Report (MRR);

· Technical requirements documents;

· Independent Government Cost Estimate (IGCE);

· Fair Opportunity Exception (FOE), if applicable;

· Proposal evaluation criteria;

· Estimated POP;

· Proposal Instructions and Evaluation Criteria;

· Purchase Description (PD) or Commercial Item Description (CID);

· Statement of Work (SOW);

· Item Unique Identification (IUID);

· Quality Assurance Document (AFMC Form 807);

· Transportation Data (DD Form 1653);

· Packaging Requirements (AFMC 158);

· AF Form 260 First Article Requirements;

· Engineering Data List (EDL) for any Government-owned data packages;

· Contract Data Requirements Lists (CDRLs)(DD Form 1423) specific to the Delivery Order;

· Required clearances (if any); and,

· Other pertinent statutory/regulatory requirements.

2.3 Order Award Authority / Fair Opportunity Decision Authority (FODA) Unless otherwise directed and agreed to within the Acquisition Plan (AP) or other acquisition planning documentation as required, the FODA, also referred to as the Delivery Order award authority, will reside with the OPCO.

Part 3.0 Ordering Process Multiple Delivery Orders may be issued during the contract POP. All Delivery Orders issued under these contracts will be placed using the procedures specified at FAR 16.505 – Ordering. Specific program requirements will be initiated by a FOPR for each Delivery Order. When the Government has a requirement for work to be performed, a FOPR will be issued to all awardees under the NGAGE IDIQ. All awardees on the basic IDIQ will then be given a fair opportunity to be considered for each Delivery Order award as specified in FAR 16.505(b) unless an exception as outlined in FAR 16.505(b)(2) applies.

Step 1 Requiring Activity and OPCO jointly prepare FOPR package

Exception

FOPR

Order Acquisition Review

Step 2 FOPR Finalized

Step 3 Proposal Request Issued

Step 4 Proposals Received and Evaluated

Step 5 NGAGE Order Issued

Step 6 Award Non-Selection Issued

3.1 FOPR Ordering

The OPCO will issue a FOPR to all NGAGE awardees in accordance with the procedures specified in FAR 16.505, unless a fair opportunity exception exists. All NGAGE awardees are encouraged to compete on Delivery Orders. There are no restrictions on the Fair Opportunity Selection Evaluation Criteria, factors, or tradeoffs. Any questions related to the FOPR package shall be submitted to the OPCO in writing within three (3) business days of FOPR issuance. The amount of time for proposal submission will be based on the complexity and urgency of the requirement and will be stated in the individual FOPRs.

If a contractor elects not to propose on a requirement, the contractor(s) shall submit a “no bid” reply in response to the FOPR. All “no bids” shall include a brief statement as to why the vendor is unable or unwilling to perform. If no proposals are received, the Government may revalidate the FOPR requirement. During the revalidation process, the Government may conduct Interchanges (written or oral) with some, or all, of the Contractors to determine what, if any issues, exist with the FOPR requirement. Should it be determined that the requirement is still valid, the OPCO may re-issue the FOPR. Interchanges may take place as needed, resulting in the issuance of Interchange Notices (INs) or Oral Interchanges (OIs). If Interchanges occur, revised proposals may be required.

If the Government receives only one offer in response to an order exceeding the Simplified Acquisition Threshold that is placed on a competitive basis, the contracting officer shall follow the procedures specified at FAR 215.371 – Only One Offer.

The FOPR (unless the OPCO determines that an exception to fair opportunity procedures applies) will include, at a minimum, the following information:

1. Tracking Number

2. Date of announcement

3. Anticipated contract type(s) (Firm-Fixed Price, Cost-Reimbursement, etc.)

4. Proposal due date

5. Statement of Work (SOW) / Statement of Objectives (SOO)

6. Contract Data Requirements List (CDRL) package

7. Proposal Instructions and Evaluation Criteria / Factors for Award

8. Any other data as appropriate

9. Oral presentation requirements (if determined beneficial/meaningful to the evaluation)

3.2 Fair Opportunity Exception (FOE) Ordering

In the event a fair opportunity exception applies, the Delivery Order(s) may be issued to a single vendor. In accordance with the FAR 16.505(b)(1), the OPCO will provide all awardees a “fair opportunity” to be considered for each Delivery Order in excess of the micro-purchase threshold unless one of the conditions stipulated in FAR 16.505(b)(2) applies.

3.3 Proposal Preparation

3.3.1 Proposals

Proposals shall not merely restate requirements and shall address other relevant information as requested in the FOPR. The FOPR will state whether an oral proposal is required in addition to, or instead of, written proposals. Proposal information will normally be streamlined to a limited number of pages and/or time limit on presentations. Proposals shall not merely restate the SOW or SOO. Oral and written proposals shall be tailored to individual requirements.

The following are examples of information that may be requested:

· Technical/Management Approach

· Integrated Master Plan/Integrated Master Schedule

· Teaming arrangement (including subcontracting)

· Key Personnel Assigned (Qualifications)

· Cost/Price data and justifications

· Quantities/Hours of Personnel by Labor Categories

· Other Direct Costs (ODCs) (material and supplies, travel, training, etc.)

· Risks

· POP/Delivery Schedule

· Government Furnished Equipment/Property (GFE/P)

· Government Furnished Information (GFI)

· Security (including clearance levels)

· Relevant experience

· Past performance, to include previously awarded FOPRs

· Other pertinent data deemed necessary for evaluations, such as assumptions made

3.3.2 Evaluation of Proposals

All evaluations will be conducted in accordance with the selection criteria set forth in the proposal request. Cost/Price will be evaluated at the Delivery Order level for every Delivery Order. Cost/Price realism will be accomplished as necessary. Upon completion of evaluations, the OPCO will issue a Delivery Order to the Contractor whose proposal provides the best value to the Government.

3.3.3 FOPR Preparation Costs

The Contractor shall assume all costs associated with preparation of proposals for Delivery Order awards. The Government will not reimburse awardees for proposal preparation costs.

3.4 Award

The OPCO shall award the Delivery order to the successful Offeror. A copy of the award and any subsequent modifications shall be electronically forwarded to the PPCO to facilitate tracking to the overall ceiling of the NGAGE Program. After the Delivery Order is awarded, the OPCO shall issue notification to non-selected offerors. If requested by the non-selected offeror(s), the OPCO will only discuss the reason for non-selection. The OPCO shall not discuss other proposals, compare proposals, or (unless otherwise determined by the OPCO) allow a non-selected Offeror access to the award decision documentation.

Appendix A: Scope Determination Request In Draft – Page is intentionally left blank.

NGAGE Multiple Award Program (FAR 15 Source Selection)

Evaluate Prospective Contractors

Fair Opportunity Competition (FAR 16.5 Fair Opportunity Procedures)

Fair Opportunity Proposal Request (FOPR) with a Streamlined, Requirement-Specific SOW and TDP (ex. USG needs MC Bleed Air Designs through PDR by specified date)

Natural Down-Selects

Performance options at the order level can be leveraged to move forward to next phase(s). Ex. If USG approves timely PDR, then it will solicit the next phase (TRR, DT&E, OT&E, LRIP, FRP) of the order.

Award to All that Meet Desired Parameters in Broad, Overarching Statement of Objectives (SOO)

Post Award Conference is Guaranteed Minimum Maximum flexibility for projects that fall under the scope.

Award to one or multiple contract holders based on streamlined evaluation criteria.

Closeout of Project

All contractual obligations met, and item can move into regular sustainment activities.

Basic Ordering Period 1

Option 1

Period 2

Option 2

Period 3

Option 3

Period 4

Effective two (2) years from date of award

On-ramping Phase 1 before the end of IDIQ PoP

Effective two (2) years from date of award of Option 1

New Contractors on-boarded before the start of this period

On-ramping Phase 2 before the end of Option 1 PoP

On-ramping Phase 3 before the end of Option 2 PoP

Effective two (2) years from date of award of Option 4

Effective two (2) years from date of award of Option 2

Option 4 Ordering Period 5 Effective two (2) years from date of award of Option 3

New Contractors on-boarded before the start of this period On-ramping Phase 4 before the end of Option 3 PoP image1.emf