Draft_Instructions.docx

N00421-16-R-0032

N00421-16-R-0032

11 Jan 2018

L – 1 CONTENT OF PROPOSALS (SERVICES) (June 2017)

PART A GENERAL INSTRUCTIONS

1.0 GENERAL

The Offeror shall respond to all requirements of the solicitation and not alter or rearrange the solicitation. The Offeror is advised that the Government may incorporate any portions of the Offeror’s proposal into the resulting contract.

Proposals submitted must be for the entire requirement. Partial proposals will not be accepted. The Offeror must submit ONE proposal that complies with the requirement. Alternative proposals and/or solutions will not be accepted and will be rejected by the government if submitted. The Offeror is advised that submitting alternative solutions in the proposal may result in the assessment of a deficiency to the proposal.

In presenting material in the proposal, the Offeror is advised that quality of information is more important than quantity. Clarity, brevity, and logical organization shall be emphasized during proposal preparation. Statements that the prospective Offeror understands, can comply with, or will comply with, the specifications, and paraphrasing the requirements or parts thereof without supporting information are considered inadequate by the Government, and may result in assessing weaknesses and/or deficiencies.

The Offeror shall include any data that illustrates the adequacy of the various assumptions, approaches, and solutions to problems. Failure to address a specific factor or element clearly may be considered a deficiency. Unnecessarily elaborate brochures or other presentation materials beyond that sufficient to present a complete and effective proposal is neither necessary nor desired.

The Government advises the Offeror that taking exception or deviating from any term or condition of the Request for Proposal (RFP) may result in the assessment of a deficiency to the proposal.

Throughout these instructions, a “principal subcontractor” is defined as a subcontractor who provides at least 20% of the proposed total price (excluding the Offeror’s profit), for the contract. “JV Team member” is defined as one of the entities that make up a joint venture (JV) formed for the purpose of responding to this solicitation.

Questions: Offerors may submit questions requesting clarification of solicitation requirements by emailing the contract specialist at chris.woehrer@navy.mil. It is required that all questions be received within 10 calendar days of the date this solicitation is issued. Questions shall be submitted using Solicitation Section J attachment 3 “Question Form” to chris.woehrer@navy.mil. Answers to questions will be posted to FBO.gov.

2.0 PROPOSAL FORMAT

Written proposals must be formatted using a Times New Roman 12 pt Normal font (no reduction permitted), single-spaced with 1-inch margins all around, and formatted for standard 8.5 x 11 inch paper. All pages should be numbered with section and page numbers. When foldout pages are used they must not exceed 11 x 17 inches and will be counted as 1 page. Drawings may be provided separately and may be any size but should be folded to approximately 8.5 x 11 inch standard size and will count as 1 page. Graphs shall be presented in no smaller than a 10 pt font and should contain a grid, which allows values to be read directly from the graph to the same accuracy that a 10 x 10 to the ½ inch grid provides. Graphic resolution, including such data as tables or charts, should be consistent with the purpose of the data presented. Each Volume, Book or Annex shall be provided separately in a 3-ring binder. The binders should be of appropriate thickness for the number of pages it contains (e.g. a 30 page book shall not be placed in a 2” binder).

The Offeror will provide one complete copy of the proposal to Chris Woehrer, Contract Specialist, as electronic files fully compatible with Microsoft Office 2007 and for information not supported by MS Office products, with the latest Adobe Acrobat reader on a CD-ROM. The Offeror will ensure that the Price Volume is provided on a separate CD-ROM. Each CD-ROM is to be labeled for content and the Offeror’s name. If a discrepancy exists between the original paper copy of the proposal and the disk copy, the paper copy will take precedence.

Offerors are responsible for ensuring that its electronic proposal is virus free. The offeror shall certify, in its proposal cover letter, that all electronic proposal information has been checked for viruses, and specify the software, version, and virus definition used to check the data. With each subsequent submission of proposal information (e.g., responses to Evaluation Notices, Final Proposal Revisions, etc.), the offeror shall ensure and certify that its files are virus free.

3.0 PROPOSAL CONTENT AND VOLUMES

The Offeror must present proposal information in a manner that facilitates a one-to-one comparison between the information presented and this Proposal Instruction. Proposal information must be structured such that its Volume/paragraph number matches the Proposal Instructions Volume/paragraph number provided in section “Part B Specific Instructions” to which it is responding, although the Offeror may add lower tier subparagraphs. The Offeror must provide reasons it will not provide information for a particular paragraph. The proposal information instructions are structured by paragraph numbers where first, second, third, and fourth parts correspond to the volume, book, section, and element, etc., in the Offeror’s proposal.

Each volume of the proposal shall be submitted as one original and additional copies as specified in the table below. The table below supersedes the copies requested in Block 9 of the Standard Form (SF) 33. All volumes of the original proposal shall be delivered to the address provided in Section 4.0 prior to the closing date/time stated in this solicitation. Page limitations for each volume, if any, are also specified in the table below; title and table of contents pages do not count towards the page limit. Note: If using page limits/restrictions use the following language: Any pages submitted exceeding the page limit shall be disregarded and NOT evaluated.

The Offeror should provide one folder for each volume or annex, containing all electronic files requested within the volume or annex. Please submit each volume, book, or annex as one file if possible. Offerors should not provide each section/paragraph as separate files.

The Offeror shall ensure that the electronically submitted files are directly traceable to paper copy submittals.

Information submitted as an Annex to the proposal includes manuals, specifications, plans, procedures, and policies that exist as an official document of the company or facility, as well as other information requested in Part B Specific Instructions. Page limitations for Annexes, if any, are specified below. The authorized Annexes are summarized in the table below.

Table L-1: Proposal Structure

Technical Element #1

Technical Element #2

Technical Element #3

Technical Element #4

Technical Element #5

Technical Element #6 Aircraft Performance Requirements

Capability Establishment

Airworthiness Data

Aircraft Support

Aircraft Availability

Personnel Resources

No page limit

See Above

See Above

Each volume shall contain the following information:

The Offeror shall submit a Cross Reference Matrix (CRM) for the Technical Volume, similar to the example below, to help ensure that all solicitation requirements are addressed and to facilitate the evaluators’ review of the Offeror’s proposal. The CRM should be a single integrated matrix and cross-reference the proposal volumes and paragraphs to specific RFP requirements, as well as other parts of the proposal that contain relevant information. The Offeror’s CRM may be identical to the example below or revised such as to add columns to indicate the page number on which information may be found, identify where other relevant information in the proposal is located, or provide other comments. The CRM does not count against any of the proposal page limitations.

EXAMPLE OF A CROSS REFERENCE MATRIX (CRM)

1.0 Volume 1: Technical

Technical Element #1

Sub element 1.3 Example: Para 3.2.1.3 Note: This column shall address all paragraphs in Sections xx and xy of the SOW/PWS.

Part B: Specific Instructions

Technical 1.0

Element #1

4.0 PROPOSAL SUBMISSION:

Clearly mark all packages with the solicitation number. The submission date for all Volumes shall be no later than the date and time specified in Block 9 of the SF 33 of the RFP.

Offerors shall submit proposals via United States Postal Service or through a commercial carrier and shall be coordinated with Chris Woehrer at 301-757-6517. Proposals shall be submitted using the address provided below. Offeror shall not submit proposals by facsimile or electronically via email.

NAVAL AIR WARFARE CENTER AD-PAX

Code: AIR-2.5.1.13.8 (Chris Woehrer)

21983 BUNDY RD, BLDG 441

PATUXENT RIVER, MD 20670

Solicitation Number: N00421-16-R-0032

Hand carried proposals may be delivered to the address above, attention Chris Woehrer and/or Michael Coon.

5.0 PROPOSAL PACKAGING:

The Offeror shall package the proposal volumes in cartons or equivalent packaging containers in the most efficient manner possible grouping like volumes to the maximum extent possible. Each container shall be single person portable. One container shall include all Original Proposal volumes including the original/signed documents submitted as part of Volume 3 Contract Administration.

Each box should include a packing slip detailing the contents to include the volume number, title, and copy number. Also, each box should be stamped or marked “For Official Use Only” and “Source Selection Information – See FAR 2.101 and 3.104.”

6.0 CLASSIFIED DATA

All proposals must be UNCLASSIFIED.

7.0 SOLICITATION CHANGES

For notice of any changes and additional information provided by the Government for the solicitation, please go to FBO.gov. Search the database for solicitation number: N00421-16-R-0032.

PART B SPECIFIC INSTRUCTIONS

Pricing information shall only appear in the Price volume.

1.0 VOLUME 1: TECHNICAL

The Offeror shall provide all information and data required to conduct a thorough and complete technical evaluation. The Offeror shall address the following in the proposal:

Technical Element #1 – Aircraft Performance Requirements - For each T/M/S aircraft proposed for use on this contract, the Offeror shall demonstrate how the aircraft will meet the requirements described in PWS paragraph 3.1. Each aircraft proposed, after any modifications shall meet or exceed the performance requirements specified in the PWS. Supporting data (excerpts from flight manuals, published performance data, etc.) shall be submitted to substantiate the aircraft meets the performance requirements.

Technical Element #2– Capability Establishment

2.1 – List of proposed aircraft by type, model, series (T/M/S) and serial number.

2.2 – Aircraft acquisition and import plan – If the Offeror has already acquired aircraft, the Offeror shall provide documentation showing proof of ownership or lease for each aircraft proposed in lieu of the acquisition and import plan. Otherwise, the Offeror shall provide an acquisition and import plan which includes each aircraft proposed for this contract. The Offeror shall submit signed purchase or lease agreements if available. The acquisition and import plan shall include the dates of all major milestones.

2.3 – Aircraft modification plan – For each aircraft proposed that requires modification to meet the requirements of PWS paragraph 3.1 the Offeror shall submit a plan detailing the modifications required to bring the aircraft into compliance. Plans shall include all significant modifications required, major milestones, organization performing the modification(s), source of data supporting the modification(s) and airworthiness certification authority.

2.4 – Navy airworthiness certification plan – All aircraft under this contract will require a U.S. Navy issued Interim Flight Clearance (IFC). The Offeror shall submit a plan detailing its approach to obtaining a Navy IFC, including original certification authority, source of supporting data and major milestones. If submitted with the proposal an active Navy IFC satisfies this requirement.

Technical Element #3– Airworthiness Data - The Offeror shall provide the following documentation relating to aircraft airworthiness. For TE sub elements 3.2 and 3.3, if submitted with the proposal an active Navy IFC satisfies these documentation requirements.

3.1 - Parts Life Tracking Process

3.1.1 - The Offeror shall list all categories of parts with Original Equipment Manufacturer (OEM) defined life limits, and define a plan for replacing those parts on/before their required dates. The list shall include for each aircraft type proposed the complete list of the parts, including structural components for which the OEM or prior military user has established a life limit. The Offeror shall INCLUDE for each life-limited part:

(a) the flight hours, cycles, calendar date, or other limiting parameters which require removal or overhaul; and

(b) the source that will be used to acquire or overhaul the replacement parts. For example, OEM or a third-party manufacture complete with lead time.

3.2 - Aircraft Modifications Status report

3.2.1 - The Offeror shall include for each aircraft proposed a list of all currently installed modifications and configuration changes since released by the OEM.

3.2.2 - The Offeror shall demonstrate the airworthiness of each aircraft modification. For each modification, the Offeror shall provide a copy of the FAA Approved Data or Airworthiness certification or, alternatively, the engineering report that clearly states that the modification is airworthy.

3.3 - Maintenance History report

3.3.1 - The Offeror shall demonstrate for each aircraft proposed that the aircraft has been maintained in accordance with the requirements established by the OEM or civil regulations similar to or such as that required by FAA Part §91.417 for the timeframe from manufacture to proposal submittal. The Offeror shall provide a list of documentation, and all data and records supporting the maintenance.

3.3.2 - The Offeror shall include for each aircraft proposed a description of the process and method used to establish the aircraft's maintenance history similar to or such as that required by FAA Part §91.417(b)(2), prior to taking possession of the aircraft.

3.3.3 - The Offeror shall identify and explain any lapses in the documented maintenance history of any aircraft proposed, from the time it was manufactured to proposal submittal.

3.4 - Fatigue Life Status report

3.4.1 - The Offeror shall include for each aircraft type proposed, the OEM's structural fatigue life limits.

3.4.2 - The Offeror shall provide for each individual aircraft: (a) the current total counts on tracked items (e.g. flight hours/cycles/landings) that have been accumulated since the aircraft was manufactured, and (b) the means used to determine the current accumulated counts since the aircraft was manufactured.

3.4.3 - The Offeror shall demonstrate all proposed aircraft have the remaining fatigue life to allow the aircraft to be safely operated throughout the ordering period of the contract, based on projected combined aircraft usage rates as described in Section B, CLIN 0001.

Technical Element # 4 -- Aircraft Support

4.1 – Aircraft Maintenance Strategy - The Offeror shall provide an explanation of its maintenance organization and strategy for conducting both scheduled and unscheduled aircraft maintenance.

4.2 – Aircraft Logistical Strategy

4.2.1 - The Offeror shall provide its proposed logistical strategy for supporting each proposed T/M/S aircraft, to include flight and ground crew composition, and ground support equipment requirements.

4.2.2 - For each proposed T/M/S aircraft, the Offeror shall provide its proposed source of OEM, Federal Aviation Administration (FAA), or equivalent agency certified parts.

4.2.3 - For each proposed T/M/S aircraft, the Offeror shall provide its proposed source of OEM, FAA, or equivalent agency certified maintenance and engineering data.

Technical Element #5 – Aircraft Availability

5.l Method of Performing Services

5.1.1 - The Offeror shall describe its method for executing a typical multi-day refueling detachment operation as described in Section 1.0 of the PWS.

5.1.2 - The Offeror shall describe its method of ensuring pilot and aircrew (excluding maintenance personnel) availability during Fleet Exercise detachment operations to ensure it meets the mission effectiveness metric described in the QASP (Section J, attachment 2).

5.2 Aircraft Availability/Reliability - The Offeror will be required to provide aircraft to support each mission as scheduled. The Offeror shall describe in detail its method of ensuring it meets the mission effectiveness metric described in the QASP (Section J, attachment 2), to include a discussion of managing scheduled and unscheduled maintenance for all aircraft types proposed.

Technical Element #6 – Personnel Resources - The Offeror shall describe the processes and strategies to be used in recruiting, hiring, and retaining aircrew positions considering the requirements of PWS paragraphs 4.4 and 5.0, with emphasis placed on recruiting, hiring and retaining adequate numbers of qualified pilots, flight engineers and maintenance managers.

2.0 VOLUME 2: PRICE PROPOSAL

If subcontractors are proposed, they shall provide the same information required for the prime contractor, unless otherwise noted below.

2.1 Volume Content:

(a) This Volume shall contain a copy of Section B with the Contract Line Item (CLIN) unit prices and, for evaluation purposes, the total prices filled in using the estimated quantities value in the solicitation and the instructions below. Section B prices shall be provided separately in one digital data copy in MS Office 2010 Excel format on CD-ROM media. Within all Excel spreadsheets, the Offeror shall use formulas and functions to the maximum extent possible and avoid using output type “value only” cells. If links are utilized, supply those referenced files. Spreadsheets shall not be protected.

(b) All price and price supporting information shall be contained in Section B and the Price proposal. No price or pricing information shall be included in any other Technical volume including cover letters. Offerors are responsible for submitting sufficient information to enable the Government to fully evaluate their Price proposal.

2.2 Ground Rules and Assumptions:

(a) As this is a competitive acquisition with adequate price competition anticipated, certified cost or pricing data in accordance with FAR 15.403-1 is not required. However, in the event that adequate price competition does not exist after receipt of proposals, the Government reserves the right to request additional cost or pricing data as necessary from both the Offeror and subcontractors. Further, the Offeror may be required to provide a Certificate of Current Cost or Pricing Data prior to award, pursuant to FAR 15.406-2.

(b) The Offeror shall provide sufficient information to support its price as well as an explanation of all ground rules and assumptions that affect the price estimates.

2.3 Price Volume Detailed Instructions:

The Offeror shall identify the proposed prices for each CLIN as specified in Section B of this Solicitation. Offerors are instructed to provide the following detailed information.

Fill in the unit and total price of all CLINs and provide in the Excel file stated in paragraph 2.1.

· For CLIN 0005, the Offeror shall also propose the quantity of months, which shall not exceed the Section B maximum of 6 months. The proposed number of months for Capability Establishment shall correlate with the Offeror’s technical proposal.

· For CLIN 0002, the Offeror shall also propose the quantity of months, which shall be the product of the maximum number of months specified in Section B minus the quantity of months the Offeror proposes for CLIN 0005 Capability Establishment.

The combined sum total quantity of months for CLIN 0002 and 0005 shall not exceed 59 months.

(a) Provide a narrative for CLINs (0001, 0002, 0004, and 0005) describing the buildup of the unit price, assumptions for each CLIN, and the basis for the estimate for the unit price proposed. The contractor is responsible for explaining any unique pricing methodologies utilized in the development of the Price volume.

(b) The Offeror shall provide a fully burdened Firm Fixed Price (FFP) Unit Price for all CLINs other than 0003. Utilizing an MS Excel spreadsheet (see section 2.1 above, contractor format is acceptable), the Offeror shall sum up the proposed Total Prices by contract year and provide a total overall price of the proposal using the quantities provided within the RFP and submit a completed Section B as part of the Price Volume.

(c) Offerors shall not include cost of fuel to fly Government missions in the unit price. Fuel will be provided by the Government. However, fuel costs will be evaluated; therefore, for evaluation purposes, the Offeror shall complete the "Aerial Refueling Aircraft Fuel Information" table below. Based upon the proposed aircraft information, the total fuel cost for CLIN 0001 will be applied as a CLIN adjustment to the four (4) years and 364 days ordering period for evaluation purposes.

To complete the Aerial Refueling Aircraft Fuel Information table, the offeror shall utilize the following scenario:

· 4 Hour on-station mission with 150 mile transit and provide 70,000 lbs. of off load

· Transit to Op-Area

· On-station flight parameters: 25,000 feet Mean Sea Level (MSL) 250 Knots Indicated Airspeed (KIAS) (or minimum allowable KIAS per OEM or approved operations manual) *

· Off load 70,000 lbs. of fuel (17,500 lbs. each hour on station)

· Return transit to the same Detachment Base of Operations

· Indicate total fuel remaining upon landing and state whether or not it meets the requirements for IFR reserves in accordance with 14 CFR 91.167.

· Compute total amount of fuel burn and total amount of fuel passed to receiver aircraft (indicate both total amounts)

· Compute total time required for the above scenario

· Using these calculations compute the average fuel burn rate

* If using other than 250 KIAS, please identify the KIAS utilized and reference the source for this airspeed.

Aerial Refueling Aircraft Fuel Information

For CLIN 0001, an adjustment to the total proposed price shall be based on the following calculation:

Calculation for CLIN 0001: Mfg. burn rate with full fuel tanks at 25K MSL at 250 KTS (# of gallons burned for 1 FH) multiplied by (x) fuel cost per gallon (use $3.00 per gallon) = cost per Flight Hour (FH) (col. C x D); cost per FH x est. FHs provided in Solicitation Section B = total projected fuel costs (col E x F); the sum of total projected fuel costs will be applied to the Offeror’s proposed cost for evaluation purposes.

***EXAMPLE***

CLIN 0001

***EXAMPLE***

***EXAMPLE***

This is an example of information required for each field and is provided for illustration purposes only.

(d) Limitation on Subcontracting (per 13 CFR 125.6(e) (2), Compliance with the limitation on subcontracting shall be an element of responsibility).

This requirement is being set-aside for the small business program. Provide a breakout to demonstrate how the prime contractor will perform at least 50% of the cost of the contract incurred for personnel with its own employees for the performance in accordance with FAR clause 52.219-14. Cost of contract incurred for personnel includes direct labor cost, overhead that has only direct labor as its base, and the small business’s General and Administrative (G&A) rate multiplied by the labor cost.

2.4 Annual Exercise Requirements

Annual Fleet Exercise requirements will vary. Anticipated requirements for aerial refueling services are for a minimum of 30 CONUS detachment operations and two (2) OCONUS detachment operations.

Historical Data:

Annual Fleet detachment scenarios where two (2) tankers are deployed concurrently: 16

Annual T&E requirements will vary and will be scheduled around Fleet Exercise requirements.

Planning data:

FMS operational support will be on a case by case basis with scheduling consideration given to the existing US Fleet Exercise and T&E schedules.

2.5 Incumbent Information

The incumbent contractor is:

Omega Aerial Refueling Services, Inc.

700 N. Fairfax Street, Suite 306 Alexandria, VA 22314

3.0 VOLUME 3 – CONTRACT ADMINISTRATION

Please provide the following:

a. The original signed SF33 for the basic solicitation and each amendment (as applicable) (including Solicitation sections B-K).

b. Signed Representations, Certifications, and Acknowledgements or System for Award Management (SAM) reference.

c. Guarantee the length of proposal validity (for at least 180 days after proposal submission).

d. Offeror Representatives and Information: Provide the name, title, phone number and email address and facility codes for the offeror’s cognizant Contract Administration Office, Defense Contract Audit Agency (DCAA), and Government Paying Office. In addition, please provide the name, telephone number, fax number and email address for the Administrative Contracting Officer (ACO) at the Defense Contract Management Agency (DCMA).

e. Business System Compliances: The offeror shall indicate the most recent date which the offeror’s cognizant Defense Contract Management Agency/Defense Contract Administration Agency determined the adequacy of the offeror’s systems (including but not limited to Accounting, Estimating, and Purchasing). If the offeror’s systems’ status is not adequate, list the date of the last adequacy determination and the current status of any systems reviews or ongoing audits.

f. Joint Ventures: If proposing as a Joint Venture, the offeror shall provide copies of any approved Joint Venture agreements or Joint Venture agreements submissions not yet approved. Additionally, the offeror shall clearly indicate if it is proposing as a Populated or Unpopulated Joint Venture, as defined in 13 CFR 124.513. Provide the mailing address of the offeror’s principal point of contact for the solicitation. Also identify those individuals authorized to negotiate with the Government and contractually bind the offeror. The offeror shall provide its company/division’s street address, county and facility code; CAGE code; DUNS code; size of business (large or small); and labor surplus area designation.

g. Terms and Conditions: This section must include a statement that all exceptions and deviations that the offeror takes to the provisions of the RFP are identified in this section; or provide a statement that the offeror has no exceptions or deviations from the RFP. An exception is where an offeror states it will not comply with a requirement, usually involving contract terms and conditions. A deviation is where an offeror states it will not comply with a requirement but proposes an alternative to meet the intent of the requirement, usually involving a specification or it is determined by the Government evaluation of the offerors’ proposal. An exception or deviation may be considered a deficiency. If proposing an exception or deviation, the offeror shall provide the following in this section: (a) a detailed description for each exception of deviation, (b) identification of the portion of the RFP affected, and (c) an indication as to why the applicable requirement as stated in the RFP is difficult to meet. The Government will review the information and may elect to clarify the requirement via an amendment or clarify the requirement by holding discussions.