Attachment 16 - Appendix F RFQ Task Order Process AMD07_Track Changes.doc

MSC NGW RFQ/Task Order Process

1. Task Order Process Overview. The basis for the MSC NGW program is a single indefinite delivery, indefinite quantity (IDIQ) vehicle to sustain existing KU and L band equipment and services pending modernization of the NGW satellite communications network supporting MSC and to economically optimize the throughput and network capabilities to MSC through the accomplishment of the delivery/task order process.

2. Task Order Quote Process. The contractor shall accommodate all in-scope system sustainment, upgrades, modernization, and enhancements through Contracting Officer (KO) submission of Request for Quotation (RFQ) via a Performance Work Statement (PWS). The contractor shall respond by providing quotes, detailing the proposed technical solution and proposed price to satisfy the RFQ.

3. Contractor Response to Government RFQs. The contractor shall provide, at no cost, quotes in response to RFQs to implement all government requests for in-scope system growth, changes and enhancements. The contractor shall deliver the quote to the KO within 15 days from the date of the government submitted request. If the government revises its request, the 15-day delivery requirement will be adjusted out to a date agreed to between the KO, CORs and contractor. If the contractor cannot meet the required 15 days allotted to deliver the quote, the contractor shall notify the KO by official correspondence no later than 10 days from the issue date of the request. If the contractor determines the solution or change is of such a small scope that it can be satisfied without engineering, material procurement or additional cost, the contractor can request implementation, after KO approval, through an administrative letter to the KO and COR versus completing a formal quote.

4. Installation Services for Modernization. Installation services for modernization will only be requested after the Government has provided the Contractor with the As-Built drawings specific for the ship being recalled for installation. The Government will provide the PWS with the RFQ, to include As-Built Drawings, and request for site surveys. When site surveys are accomplished, the Contractor will be required to submit the final Installation Design Plan (IDP) in accordance with PWS Section 6.3.3.2. Upon Government acceptance and approval of the IDP, the Government will request installation via the RFQ/Task Order process utilizing the installation supplies and services CLINs. Installation services CLINS are Firm Fixed Price and will use the daily rate of install services in the schedule (CLIN X105). The contractor shall specify in the task order quote for installation services what level of installation services are necessary as pertaining to the individual ship(s) requested by the Government to require for modernization upgrades and installation.

5. Government Processing of Quotes. The government will assign RFQ numbers. After the contractor has submitted the quote to the KO, the CORs will review the quote and coordinate with the KO if review is needed by other government personnel. The KO will control the need for any discussion/clarification regarding the quote. The contractor shall clarify any questions and submit a revised quote for government review within 10 days of being provided the discussion/clarification items.

6. Government Payments. The government will provide reimbursement for task orders after services have been rendered, either at completion or monthly recurring cost (MRC) as annotated per CLIN. If milestone payments are required for complicated installations or advanced engineering, each pertinent quote requesting milestone payments will require a payment plan. The Government reserves the right to disapprove the request for milestone payments and will only be eligible on nonseverable services. In addition, since the government owns the hardware after purchase, and does not have insurance, the Government will only pay for hardware after it is delivered, inspected, installed (if applicable) onsite and verified by the government as operational.

7. Scheduling. The contractor shall schedule and perform work in such a manner so as to minimize disruption of the normal operations when implementing new TOs. The contractor shall follow the same notification and coordination procedures they use for preventative and corrective maintenance. This may necessitate work hours other than 0800-1700, Monday - Friday. The Government will be the final authority for release of any operational facility. The contractor will also produce a monthly Contract Progress Status Management Report in accordance with PWS section 6.5.4.5.

8. Materials. The contractor shall provide the necessary materials and services to prepare, reproduce and provide reports, software listings, and documentation necessary for the processing of Task Orders.

9. Training. The government may require the contractor to train government personnel after in-scope system changes, modifications or enhancements occur, which result in changes to the government operator interface. The contractor shall provide the documentation necessary to support the required training.

10. Other Direct Costs (ODCs). The ODC CLIN is provided for flexibility requirements related to interdependencies and contingencies listed under PWS Section 6.3.3.2 and 6.3.3.3. ODC items may pertain to various support equipment, like additional cabling, special tooling requirements that are realized. Any additional equipment that a contractor needs for installations not otherwise provided for will fall under the ODC CLIN. This CLIN will be utilized based on the approved IDP on an as needed basis for installation services. This CLIN is for pricing other special tooling requirements as identified at the site surveys, and detailed design stages necessary for implementation of the modernized solutions. ODCs can capture additional cabling requirements identified, or special tooling, mapping services, or other testing necessary to ensure the full performance of installation of the advanced capability is captured. ODC requirements will be determined allowable, and fair and reasonable prior to utilization and authorization by the Government. Equipment purchased under ODCs become GFE and are subject to all applicable contract clauses for the purposes of tracking and handling. The ODC CLIN is strictly cost reimbursable and the Government will not pay profit, fee, or overhead on these costs.

11. Engineering Change Proposals (ECPs). ECPs may be necessary and can be accomplished for the purposes of added security, value and benefit to the Government. As annotated in the PWS section 13.1. When an ECP is identified, the request should be sent to the Government outlining why it is in the best value of the Government to accept an ECP. When alternative solutions are present, details must sufficiently outline net acquisition savings and demonstrate value or cost savings for the Government’s review and analysis.

12. Task Order Requirements. Each quote shall contain (at a minimum) the following:

12.a. A dated cover letter containing; the RFQ number, title, service date (performance dates) cost, validity and expiration dates.

12.b. The following sections (there is no page limit on task order quotes):

· Table of Contents

· Purpose

· Description

· Overview

· Hardware changes

· Equipment disposition

· Database/software changes

· Operational changes

· Life cycle management

· Exceptions

· Cyber Security

· Assumptions

· Government Provided Equipment or Services (power, circuits, equipment, coordination and asbestos or other hazardous materials issues)

· Tables with contractor provided equipment, labor, and (if applicable) subcontractor labor

· Attachment containing the draft delivery/performance schedule and estimated travel costs if applicable

· Attachment containing current drawings, changes to the current drawings or new drawings

· Attachments containing any detail of test procedures and plans IAW paragraphs 6.3.5 of the PWS