InstructionsandProposalChecklistDRAFT.docx

AEROSPACE DOMINANCE SYSTEMS SUPPORT (ADSS)

ATTACHMENT 05

INSTRUCTIONS AND PROPOSAL CHECKLIST

BASIC SOLICITATION: FA8217-20-R-5010

FIRST TASK ORDER SOLICITATION: FA8217-20-R-5011

SECOND TASK ORDER SOLICITATION: FA8217-20-R-5016

DATE: 28 AUG 2020

This request for proposal (RFP) anticipates award of a 5-year Indefinite Delivery / Indefinite Quantity (ID/IQ). Included with this proposal request is the first and second task order in which the Government intends to award simultaneously with the basic IDIQ.

This RFP is two-fold and requests all possible rates be proposed for a 5-year period. In addition, the first and second task order will describe a task identified by the Government in which it is expected the same labor categories and rates identified in the basic IDIQ proposal, travel, other direct costs, and labor hours. The Government anticipates all future task orders will use this methodology to where proposed costs/prices will be calculated from the negotiated labor categories and rates applied to proposed hours.

Please refer to the contents of this document throughout the proposal preparation process. Below is a section breakdown, with a brief summary. Each section contains detailed information that must be followed.

SECTION I – Specific Proposal Preparation Instructions General instructions to be used when submitting proposals.

SECTION II – Cost Proposal Adequacy Instructions Instructions on submitting cost and pricing data, and other details regarding pricing

SECTION III – Proposal Adequacy Checklist Preparation Guidelines This contains general guidelines and the proposal adequacy checklist from the provision at DFARS 252.215-7009

SECTION IV –Attachments

SECTION I - SPECIFIC PROPOSAL PREPARATION INSTRUCTIONS

a. Cover letter - A cover letter shall accompany the proposal. The cover letter shall identify the solicitation number(s), provide technical and contracting points of contact, CAGE code and DUNS number. The proposal shall be signed and dated by an authorized official of the organization.

b. Technical Proposal – Content - The technical proposal shall convey a thorough understanding of the problem(s) and proposed technical solution(s) at both the basic solicitation level and also for each individual order solicitation. Please clearly separate responses for the basic and individual order. The technical proposal shall include the following items:

· Executive Summary: Describe the proposed program, objectives, approach and solution(s). Discuss the innovation and/or benefits of the proposed technical/programmatic approach.

· Program Plan: Describe the planned approach and how the plan will be executed. Identify the technical aspects of the intended approach. Include a risk assessment of key technical, schedule or cost areas and their potential impact on the program. Identify why proposed subcontractors were selected and what tasks they are to perform.

· Program Schedule: Provide a program schedule that summarizes the overall proposed effort, indicates when specific technical and/or programmatic objectives are expected to be met and, if applicable, indicating deliverable items with associated dates.

· Management Plan: Offerors should provide an approach that demonstrates the ability to effectively and efficiently manage and administer the technical program to a successful conclusion.

· Contractor’s Statement of Work (C-SOW): The C-SOW should be a stand-alone document that details the work to be accomplished and is suitable for incorporation into the awarded contract document. Do not include any proprietary or company-sensitive information in the C-SOW. A separate C-SOW shall be provided for individual orders, and should include the anticipated deliverables (hardware, software, reports, etc.), as appropriate for the basic and order. Please reference the Basic Statement of Work (SOW) and first order Performance Work Statement (PWS) provided as part of this request for proposal package. The following is offered as a recommended format (Scope, Applicable Documents, and Requirements) for the C-SOW:

SCOPE: This section includes a statement of the overall scope of the program. This should include the technology research and development, objectives and goals, and major milestones for the effort. It defines the breadth and limitations of the work to be done.

APPLICABLE DOCUMENTS: This section includes reference documents needed to identify or clarify the work to be performed.

REQUIREMENTS: This section identifies the specific work to be performed. Following an outline numbering scheme, the work effort should be arranged into major tasks with subtasks detailing the specific work to be performed. The C-SOW should identify all reviews (identify by milestone or task), all items (hardware, software, reports, etc.) to be delivered to the Government as a result of the program, and indicate the CDRLs, as appropriate, for the effort.

SECTION II – COST PROPOSAL ADEQUACY AND STRUCTURE IAW AFFARS MP5315.4

a. In response to this Request for Proposal (RFP), the offeror shall prepare and submit certified cost or pricing data and supporting attachments in accordance with Table 15-2 of FAR 15.408. Further, the offeror shall utilize the DFARS 252.215-7009, Proposal Adequacy Checklist (PAC), in pre-submission proposal quality reviews, and furnish the completed checklist as part of their proposal submission.

(1) The responsibility for providing a well-prepared and fully supported cost proposal lies solely with the offeror. The basis and rationale for all proposed costs shall be provided as part of the proposal so that the Contracting Officer (CO) has the information necessary to evaluate the reasonableness of the proposed price.

(2) If the offeror is unsure as to whether a checklist item is required in support of the proposal, or how to adequately comply with a checklist item, the offeror shall contact the Contracting Officer as soon as possible after receipt of the RFP, but in any case prior to proposal submittal, to resolve the questions.

(3) Non-compliances with the DFARS Proposal Adequacy Checklist and the additional requirements of these instructions will require immediate correction. However, completion of the checklist does not relieve the offeror from the responsibility to comply with all applicable regulations and any special requirements of the solicitation.

(4) The offeror is encouraged to flow down these instructions to subcontractors/affiliates required to submit certified cost or pricing data in support of this RFP. (Except as used in paragraph 2.j., Commercial Item Considerations, the term subcontractor excludes commercial suppliers or vendors excepted from providing certified cost or pricing data.)

b. The offeror is advised that the contracting officer may find costs associated with revision/rework of inadequate cost proposals unreasonable, and will consider the nature and extent of any proposal inadequacies when assessing/negotiating profit. NOTE: In accordance with DFARS 215.404-71-2(e)(3)(i), poor quality, untimely proposals, failure to provide an adequate analysis of subcontractor costs, hindrance of the evaluation and negotiation of the proposal, a marginal estimating system, and submission of an inadequate proposal will adversely impact the assignment of values under weighted guidelines and the resultant fee amount.

c. In order to preclude delays in negotiations and contract award, the completed PAC submitted with the proposal shall provide a clear explanation for any checklist items not included in the proposal, particularly items not provided based on any of the exceptions to the Truth in Negotiations Act (TINA) found at FAR 15.403-1(b) and Deviation 2018-O00009.

d. Cost Proposal Requirements. In addition to the requirements identified in the DFARS PAC, the following also apply to the cost proposal submitted in response to this RFP.

(1) Breakout by Year. If the proposal includes more than one CLIN, the proposal shall include a breakout of CLIN prices by cost element by Contractor Fiscal Year (CFY). At the Contracting Officer’s direction, the breakout by year shall also be provided by:

_ _ Government Fiscal Year (GFY) _x_ Calendar Year (CY)

(2) If the proposal includes more than one CLIN/subCLIN, recurring/non-recurring costs shall be identified for each CLIN/subCLIN.

(3) When the proposal includes material costs, the proposal shall include a consolidated bill of materials (CBOM) at the total contract level in an electronic, sortable format (Excel spreadsheet or other format approved by the contracting officer).

i. When the amounts proposed in the CBOM include application of escalation, the proposal shall identify the base value, the escalation rate(s) used, and the escalation amount associated with each item escalated.

ii. When the proposed amount is based on historical data which has been adjusted (for example, for differences in quantity), the CBOM shall clearly identify the adjustments made to the historical data and the reason for each adjustment.

(4) All costs proposed on the basis of Cost Estimating Relationships (CER) shall be fully supported. The proposal shall identify the basis for the proposed rate, shall identify the base to which the rate is applied, and shall clearly demonstrate the calculation of proposed costs based on CERs.

(5) For any costs incurred prior to proposal submission, the proposal shall identify actual hours and cost incurred as well as hours/costs to complete and the time phasing associated with these hours/costs. This information/data shall be provided in a time-phased cost element summary format.

(6) Submission of Historical Actual Costs Incurred.

i. The contractor shall provide the following information for similar, prior acquisitions: For these contracts, the contractor shall provide the following information:

· Contract number (including modification number if applicable) or other identifier;

· Contract type;

· Contract quantity;

· Contract price; and

· Actual cost incurred, including a breakout of actuals as recurring/non-recurring costs. If performance is not complete on any of the specified contract actions, provide an estimate to complete and the basis for that estimate.

ii. The contractor shall also request that its top five major sole source subcontractors provide the information listed in the above paragraphs (i) a. through e. on prior contracts for items the prime is purchasing from the subcontractors for this effort. If a subcontractor s information on prior actuals is not included in the prime s proposal, the proposal should identify status and anticipated receipt date(s). If the subcontractor deems the information proprietary, the subcontractor may submit the information directly to the contracting officer.

(7) The proposal shall identify those actions where assist audits have been requested by the prime or sub-tier contractors and identify the request date and scheduled receipt date for those audits. The need for assist audits resulting from proprietary data rights assertions at any tier shall be identified to the contracting officer as soon as the offeror becomes aware of the need. Government performance of assist audits does not relieve the offeror of the responsibility to accomplish and provide its price/cost analysis of the subcontracts.

(8) If the offeror intends to request Performance-Based Payments (PBP), the offeror’s proposal shall include a monthly expenditure profile, proposed events and their projected completion dates, proposed values for each event, completion criteria for each event, and an identification of each event as severable or cumulative.

(9) Commercial item considerations:

i. The offeror s proposal shall provide support for any subcontractor Commercial Item Determinations (CID), addressing, at a minimum, the following:

· A description of the supplies or services;

· Specific identification of the type of commercial item claim (FAR 2.101 commercial item sub-definitions (1) through (8)), and the basis on which the item meets the definition; and

· For modified commercial items (commercial item sub-definition (3)), classification of the modification(s) with supporting rationale as either:

· Of a type customarily available in the commercial marketplace (FAR 2.101 commercial item sub-definition (3)(i)); or

· A minor modification of a type not customarily available in the commercial marketplace made to meet Federal Government requirements (FAR 2.101 commercial item sub-definition (3)(ii)).

Note that per FAR 15.403-1(c)(3)(iii)(B), modifications that meet the definition of minor modifications of a type not customarily available in the commercial marketplace as defined in FAR 2.101, paragraph (3)(ii) of the commercial item definition, will require the submission of certified cost and pricing data when the total price of all such modifications exceeds the greater of the threshold for certified cost or pricing data (FAR 15.403-4) or 5% of the total price of the contract at the time of contract award.

ii. For proposed subcontract commercial items of a type , or evolved or modified (FAR 2.101 commercial item sub-definitions (1) through (3)), the offeror shall provide a technical description of the differences between the proposed item and the comparison item and thoroughly address the cost differences between the proposed item and the comparison item.

iii. The proposal shall include, or the offeror shall make available, data other than certified cost or pricing data to establish price reasonableness of the proposed subcontract commercial item (to include any modifications not subject to the requirement to submit certified cost or pricing data) by supplying:

· Information/data related to competition, if competition is the offeror s basis for asserting the reasonableness of the proposed subcontract price.

· Information/data related to prices (sales data, market price assessments, etc.). Note that subcontractors may submit sales data directly to the contracting officer if the subcontractor deems the data proprietary.

· The prime contractor s or higher tier subcontractor s price analysis/price reasonableness determination for the commercial subcontract in accordance with FAR 15.404-3(b)(1) and (2).

· Cost information/data (cost element breakdown and supporting documentation not subject to certification in accordance with FAR 15.406-2). Instances where cost information may be required include but are not limited to commercial items offered but never actually sold to the public, of a type commercial items, or when sales data is limited and/or not recent and/or not for the same/similar quantities.

Note that the preferred method of establishing the price reasonableness of commercial items is to obtain commercial sales data. It is recognized that other methods, such as market price assessment data or evaluation of cost data not subject to certification, are also acceptable when prior sales data cannot be obtained. Sales data shall (1) demonstrate sales to the general public; (2) be current; and (3) where possible, be in like quantities. Items sold to state, local, or foreign governments or items sold with applications only to state, local, or foreign government or US Government end items are not considered to be sales to the general public unless the proposed commercial item meets the FAR 2.101 commercial item definition sub-definition (8).

(10) Additional Cost/Price Proposal Requirements: N/A

e. Submission of electronic cost model. The proposal submission shall include an electronic cost model with active formulas demonstrating the mathematical calculation of the proposed cost (in Excel or other format approved by the contracting officer). The electronic cost model shall include build-up by year of cost in total and by CLIN/subCLIN, consistent with the yearly breakout required by paragraph (d)(1) of this provision, or as directed by the contracting officer. If applicable, the electronic cost model shall link each Work Breakdown Structure (WBS) to the applicable CLINs. The electronic cost model shall roll up to an annual and total program summary by cost element. All information supporting each CLIN should be visible and verifiable in the electronic cost model. The formulas included in the electronic cost model shall not be locked, and the model shall be editable by the Government. This requirement also applies to subcontracts exceeding the TINA threshold

f. Additional Information Required

(1) Indicate whether Government approval of respective accounting, estimating, and purchasing systems has been obtained. If so, provide evidence of such approval.

(2) Round all dollar amounts to the nearest dollar. Round all labor rates to the nearest penny.

(3) Submission Information: The offeror shall provide one (1) paper copy in 6-inch binders and three (3) electronic copies of the proposal package for AFLCMC/PZZKB. For fact-finding and negotiations, the offeror shall provide 6 complete and current electronic updates packages with redlined indices referencing to the updates with one paper copy mailed to the Contracting Officer at Hill Air Force Base. These copies will need to be updated if revisions to the proposal occur during the audit, fact-finding, or negotiations. Electronic copies may be submitted on DVD-r.

SECTION 3 - PROPOSAL ADEQUACY CHECKLIST PREPARATION GUIDELINES

a. FAR 15.403-4 sets forth those circumstances in which contractors are required to submit certified cost or pricing data. The responsibility for providing well-prepared and fully supportable cost proposals for sole source acquisitions that exceed the TINA threshold lies solely with the contractor. The basis and rationale for all proposed costs shall be provided as part of the proposal so that the contracting officer (CO) may rely on the information as sufficiently current to permit negotiation of a fair and reasonable price.

b. The offeror shall complete the following checklist for all solicitations that require the submission of certified cost or pricing data, providing location of requested information, or an explanation of why the requested information is not provided. In preparation of the offeror’s checklist, offerors may elect to have their prospective subcontractors use the same or similar checklist as appropriate.

c. Non-compliances with the enclosed checklist will require immediate correction in order to proceed with proposal evaluation and negotiation, however, completion of the checklist does not relieve a contractor from their responsibility to comply with regulations and any special requirements of the solicitation.

SECTION IV –ATTACHMENTS

a. Attached to the RFP are various attachments, which are for proposal purposes and/or may be included in the negotiated basic IDIQ contract:

1) Solicitation – this is a model contract in which the contractor is required to fill out and sign.

2) ATTCH 1 Statement of Work – negotiated language will be incorporated in award.

3) ATTCH 2 CDRLs – negotiated language will be incorporated in award.

4) ATTCH 3 DD254 – negotiated language will be incorporated in award.

5) ATTCH 4 Negotiated Rate Sheet – negotiated categories/rates will be incorporated in award.

6) ATTCH 5 Instructions & Proposal Checklist – Will not be incorporated in award.

7) ATTCH 6 Provision and Clause Checklist – Used to track/discuss; will not be incorporated in award.

8) ATTCH 7 First Order Documents – Will be issued as a stand-alone order; will not be incorporated in award.

b. In order to facilitate proposal expectations, the Government has included sample pricing sheets, anticipated attachments upon contract award, and required checklists:

1) Proposed Labor Elements – provides proposed labor categories, definitions, and expectations.

2) Cost Tables – sample tables to ensure offeror captures and calculates all elements.

3) Proposal Adequacy Checklist – required as described above.

SAMPLES

1. Proposed Labor Elements

1. Cost Tables

OTHER ATTACHMENTS:

1. Proposal Adequacy Checklist