Scope and Ordering Guide_v13.pdf

Air Force Strategic Transformation Support (AFSTS) Formerly Business Transformation (BT)

Indefinite Delivery / Indefinite Quantity (IDIQ) Contract

AT

PENTAGON, WASHINGTON DC

AND

VARIOUS CONUS/OCONUS LOCATIONS

12 December 2022

VERSION 13

SCOPE AND ORDERING GUIDE

Table of Contents Table of Contents

SECTION I

1.0 DESCRIPTION OF SERVICES

1.1 Purpose

1.2 Background

SECTION II

2.0 IDIQ SCOPE

2.1 Scope

2.3 Responsibilities:

SECTION III

3.0 DESCRIPTION OF TASKS

3.0 Tasks.:

SECTION IV

4.0 ORDERING GUIDE

4.1 Who is this Ordering Guide written for? s

4.2 Restrictions and minimums associated with task orders

4.3 Who can use this IDIQ?

4.4 Requests for Information

4.5 AFSTS Task Order Proposal Request (TOPR) ordering procedures

4.6 AFSTS Task Order Proposal Request and evaluation procedures (FOR CONTRACTORS) 17

4.7 How will each task order be priced?

4.8 How will each task order be evaluated?

4.9 Basis of task order awards

SECTION V

5.0 SERVICE SUMMARY

5.1 Contractor service requirements

SECTION VI

6.0 DELIVERABLES

SECTION VII

7.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, MATERIAL,

INFORMATION, OR SERVICES

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7.2 Contractor Acquired Property

SECTION VIII

8.0 GENERAL INFORMATION

8.1 Scheduling Concerns

8.2 Kickoff Meeting/Orientation Meeting

8.3 Transition-In Plan (If Applicable *will be a requirement in the TOPR*)

8.4 Transition-Out Plan (If applicable)

8.5 Quality Control

8.6 Emergency Operations/Mission Essential Personnel

8.7 Contractor Manpower Reporting Application (CMRA)

8.8 Security Instructions

8.9 Travel

8.10 Employee Accountability & Turnover

8.11. Deliverables/Ad-Hoc Reports

8.12 Program Management Reviews

8.13 Meeting Minutes

8.14 Problem Notification Reports

8.15 Monthly Status Reports

8.16 Project Management Plan (PMP)

8.17 Miscellaneous Paragraphs

SECTION IX

9.0 ORGANIZATIONAL CONFLICT OF INTEREST (OCI)

9.1 Organizational Conflict of Interest

SECTION X

10.0 APPENDIX 1 - Definitions, abbreviations, and acronyms

10.1 APPENDIX 2 – Attachments available upon request

SECTION XI

11.0 CONTRACTOR KEY EXECUTIVES AND CONTACTS LISTING Error! Bookmark not defined.

Tier 1 .............................................................................................. Error! Bookmark not defined.

Tier 2: ............................................................................................. Error! Bookmark not defined.

SECTION XII

12.0 GOVERNMENT CONTACT INFORMATION

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ADDENDUM TO AFSTS SCOPE AND ORDERING GUIDEFOR THE DEPARTMENT OF

THE ARMY (HQDA)………………………………………………………………………… 48

SECTION I

1.0 DESCRIPTION OF SERVICES

1.1 Purpose. The purpose of this IDIQ is to obtain Contractor support to provide Advisory and Assistance Services (A&AS) to support the Deputy Under Secretary of the Air Force Office, Management (SAF/MG) and Deputy Chief Management Officer (DCMO), Air Force (AF), Department of Defense (DoD), and Federal Agencies in managing and improving Strategic Transformation Initiatives at the enterprise level. Services shall not include inherently Governmental functions as discussed in FAR Subpart 7.5, “Inherently Governmental Functions”.

1.2 Background. SAF/MG’s mission is to produce an effective and efficient Air Force (AF) by

1) ensuring the core function and missions of the AF are optimally aligned to support the joint war fighting mission; 2) establishing performance goals and measures for improving and evaluating overall economy, efficiency, and effectiveness; 3) monitoring and measuring progress towards established goals and objectives; and 4) developing and maintaining an AF-wide strategic plan for business and mission reform of AF business operations. The SAF/MG and DCMO work with the Department of Defense (DoD), Headquarters Air Force (HAF), and Major Command (MAJCOM) senior leaders, executives, their staffs, and other stakeholders to oversee and assist in continuously improving enterprise-level processes, organizational structures and enabling business information technology; developing business strategies, measuring progress and reporting performance outcomes; assisting Air Force functional activities to meet Air Force business goals and objectives; and augmenting organic capacity and experience in Continuous Process Improvement (CPI) methods and tools with industry enterprise level experience.

SECTION II

2.0 IDIQ SCOPE

2.1 Scope. Services and deliverables include three (3) Advisory and Assistance (A&AS) categories: (1) Management and professional services; (2) studies, research, analyses, and (3) evaluations expertise. The Contractor shall provide all services, materials, supplies, equipment, travel, and project supervision, as required in connection with any task orders awarded using AFSTS IDIQ. The primary NAICS for this IDIQ is: 541611 Administrative Management and General Management Consulting Services. While this is NOT an Information Technology (IT) contract; IT services, tools, and prototypes may be used/developed as long as it is necessary to provide a total transformational solution to meet agency needs.

For the purpose of this IDIQ, “Transformation” means the process of fundamentally changing the systems, processes, people and/or technology across a whole enterprise (entity), to achieve measurable improvements in efficiency, effectiveness and stakeholder satisfaction.

• Transformation programs change how organizations use people, processes, technology, and physical infrastructure to develop capabilities to meet their mission.

These programs are driven by a sense of urgency, are broad in scope and impact, and are typically done in parallel with ongoing operations.

• Digital transformation is the process of using digital technologies to create new — or modify existing — mission/business processes, culture, customer/end user experiences to meet changing mission, business and national security requirements.

• What’s the difference between digitization, digitalization, and digital transformation?

o Digitization is the move from analog to digital.

o Digitalization is using digital data to simplify how you work.

o Digital transformation is changing the way business and the mission gets done and, in some cases, creating entirely new classes of business lines, services or missions.

Task orders issued on the AFSTS IDIQ cover services that are: commercial; classified (Secret, Top Secret, SCI, and Special Access Program (SAP)) and unclassified; and performance shall be CONUS (OCONUS travel is authorized). Projects awarded on AFSTS shall not exceed 12 months for Tier 1 and 24 months for Tier 2 unless otherwise approved by SAF/MG.

Contract Types: Task orders can be Firm Fixed Price (FFP), Firm Fixed Price Level of Effort

(FFP-LOE).

Advisory and Assistance & Professional Services The services requested and expected on this IDIQ are professional in nature. While the Government will not dictate the labor categories required to provide a desired outcome, the education and/or experience proposed for task orders shall be commensurate with that of A&AS and Professional Services (29 CFR 541). The following FAR Definitions from FAR 2.101 apply:

“Advisory and assistance services” means those services provided under contract by nonGovernmental sources to support or improve: organizational policy development;

decision-making; management and administration; program and/or project management and administration; or R&D activities. It can also mean the furnishing of professional advice or assistance rendered to improve the effectiveness of Federal management processes or procedures (including those of an engineering and technical nature). In rendering the foregoing services, outputs may take the form of information, advice, opinions, alternatives, analyses, evaluations, recommendations, training and the day-to-day aid of support personnel needed for the successful performance of ongoing Federal operations. All advisory and assistance services are classified in one of the following definitional subdivisions:

a. (1) Management and professional support services, i.e., contractual services that provide assistance, advice or training for the efficient and effective management and operation of organizations, activities (including management and support services for R&D activities), or systems. These services are normally closely related to the basic responsibilities and mission of the agency originating the requirement for the acquisition of services by contract. Included are efforts that support or contribute to improved organization of program management, logistics management, project monitoring and reporting, data collection, budgeting, accounting, performance auditing, and administrative technical support for conferences and training programs.

b. (2) Studies, analyses and evaluations, i.e., contracted services that provide organized, analytical assessments/evaluations in support of policy development, decision-making, management, or administration. Included are studies in support of R&D activities. Also included are acquisitions of models, methodologies, and related software supporting studies, analyses or evaluations.”

2.2 Tier Definitions. AFSTS consists of two (2) tiers covering differing levels of qualifications for each; separated by level of complexity value, structure and definition of problems for the applicable mission partner. Contractors cannot propose as Prime and/or Sub in both tiers.

Offerors cannot perform as Prime and/or Sub in both tiers. Once an Offeror declares in one tier, it cannot change tiers. If a Sub submits with multiple primes in more than one tier, that sub will be disqualified from future task orders. Subcontractors cannot perform as subcontractors to multiple prime contractors within the same tier. This is applicable to subcontractors only, meaning there must be an actual subcontract in place for this exclusion to be enforced. If the sub has not performed any work or received an actual subcontract with one of the AFSTS Prime Contractors, the sub can move to another AFSTS contractor. Once performance has begun, the subcontractor shall not work with any other AFSTS Prime.

This does not apply to Non-Traditional Small Businesses (NTSB) or Federally Funded Research and Development Centers (FFRDC) who are permitted to subcontract with multiple primes on multiple tiers. OCI plans will be required for each relationship.

Tier 1 Corporate experience successfully performing studies, research and analysis and developing transformational strategies for Fortune 1-100 companies and experience advising C-suite executives and large organizations through highly complex, undefined, and unstructured problems and;

Corporate experience successfully assisting the Air Force (or other federal entity of similar scope and complexity) and advising senior leaders through developing transformational strategies; translating and incorporating commercial best practices through highly complex, undefined, and unstructured problems

For the purpose of Tier 1, the term “highly complex, undefined, and unstructured problems” means the problems faced in this tier of effort are usually large in scale with little context or definition provided. The challenges are applicable to the Air Force (Service, Federal Agency) and usually to the Department of Defense (DoD) enterprise, if not the federal Government as a whole (e.g. Category Management). The request comes from senior levels of the Air Force (Service, Federal Agency), require engagement across multiple stakeholder communities (internal and external to the requesting Agency), and usually have political or statutory impacts. There are (potentially) no existing best practices in Government to leverage.

Tier 2 Corporate experience successfully performing studies, research and analysis and developing transformational strategies and implementation plans for Fortune 1-300 companies and experience advising C-suite executives and large organizations through moderate to complex problems and;

Corporate experience successfully assisting the Air Force (or other federal entity of similar scope and complexity) and advising senior leaders through developing transformational strategies and implementation plans; translating and incorporating commercial best practices through moderate to complex problems

For the purpose of Tier 2, the term “moderate to complex problems” means the requirements of this tier are complex, but are usually understood with a goal defined. The scope may involve stakeholders internal and external to the Air Force (Service, Federal Agency) but are usually limited to the requiring organization being within the requesting Service or Federal Agency.

The challenges are usually not political and have usually have no statutory impact. The coordination and collaboration effort needed to resolve the problem challenging and requires more time to complete.

2.3 Responsibilities:

Project Action Officer

- Shall attend AFSTS Immersion Training in-person or on Teams. If on Teams, the camera shall be on

- Shall attend Down Select Training in-person or on Teams. If on Teams, the camera shall be on

- Complete the AFSTS Request Form

- Complete the Statement of Objectives

- Secure funding (via DIRECT CITE MIPR or Form 9). **The Air Force DOES NOT allow for G-Invoicing currently. 7600B’s nor cost reimbursable MIPRs are accepted at this time**

- Shall coordinate all industry engagement with the AFSTS PM/COR

- Shall provide pertinent information required

Contracting Officer (CO) The CO is responsible for the award, administration, and management of the AFSTS IDIQ and any solicitations, source selections, task orders and task order modification modifications utilizing the AFSTS IDIQ

- Monitoring and evaluating performance of each primary contractors

- Conducting meetings with prime contractors as scheduled and/or necessary

- Providing advice and guidance to appointed Contracting Officer Representative (CORs), Senior leaders, and AFSTS primary contract holders regarding all AFSTS related matters

- Appointing and terminating all CORs utilizing AFSTS

- Providing contract specific training to all appointed CORs

- Ensure Contractor Performance Assessment Reporting Systems (CPARS) completed as required

- Conduct milestones meeting, release TOPRs, release award notifications

If a decentralized order is approved – outside agency executing task order

- Shall work with the AFSTS PM/COR and AFSTS CO on all documentation

- Provide proof of certified funding

- Provide COR nomination and appointment documentation

- Sign a Memo/MOU to ensure roles and responsibilities are clear

- Co-sign the decision document with the AFSTS/CO

- Provide copies of signed award documents, modifications, D&F’s, etc.

SAF/MG Program Manager (PM) / COR

- SAF/MG Program Manager (PM) will review and provide scope determination inputs for all requirements

- Act as Liaison to SAF/MG for all requirements, specifically for technical or functional assessments

- Designated approval/disapproval authority for all Tier 1 and Tier 2 requirements

- Settle any disapproval disputes between SAF/MG and requiring organizations

- Collaborate with AFDW/PK on policy, governance, and contract changes

- Ensure all request packages are complete prior to submission to SAF/MG leadership or AFDW/PK, as needed

- Ensure quarterly Program Management Reviews (PMR) are completed with primary contractors

- Create a collaboration space for the contractors and government personnel- The SAF/MG COR/PM is responsible for the overall AFSTS program

- Ensuring all AFSTS requests forms are properly completed at the appropriate level and sent to the appropriate approval authority within SAF/MG

- Ensuring all requesting agencies have identified a COR and provided list of required training that shall be completed prior to award of any task order

- Ensure all requirement documents are completed prior to submission to the CO

- Ensure all pre-reads, source selection training, complete prior to package submission to PK

- Ensure annual CPARS reports are completed for each primary contractor annually and by all required task order CORs

- If no CPARS is required due to dollar threshold; ensure CPARS form completed by COR prior to task order closeout

- Ensure COR reports, invoices, and running balance sheets are uploaded into SPM monthly for each task order COR

- Ensure CORs with task orders 12 months or longer have quarterly PMRs

- Provide Templates for Quarterly, Semi-Annual, and Annual CPARS

Task Order CORs:

- Shall be in PIEE prior to TOPR release -Ensure training is complete and up to date

- Ensure COR reports, invoices, running balance sheets are uploaded in SPM monthly with a copy provided to the AFSTS Org Box and/or AFSTS collaboration site Complete the QASP after award, upload into PIEE and provide a copy of the AFSTS Org Box and/or AFSTS collaboration site

- Monitor contractor performance using Quality Assurance Surveillance Plan (QASP)

- Keep up-to-date copy of the Performance Work Statement (PWS) to ensure compliance

- Elevate issues to the SAF/MG PM/COR or AFSTS/CO when issues cannot be resolved at lowest level

- Approve invoices; if invoice approval is with the Resource Advisor (RA) ensure invoices are reviewed by the COR for consistency

- Sign the Monthly Status Report (MSR) Signature on the MSR indicates concurrence. If there are disagreements, add comments to the MSR to ensure performance is documented. Provide a copy to the AFSTS Org Box and/or AFSTS collaboration site and Contractor. This document can be used to upload into SPM as your monthly surveillance document

- Approve Common Access Card request (if applicable) If TASS is delegated to another office, the COR is responsible to assist with this task

- Complete and Route DD254 (Security Requirements) DRAFT prior to TOPR release; if applicable When ready for approval, the COR is the signature authority for the DD254

- Assist with task order closeout

- Participate in the SAF/MG Quarterly PMR

- Complete CPARS if task order over $1M; if not, complete CPARS form and turn-in to SAF/MG COR at the end of task order performance *CORs within agencies outside of the Air Force – process MIPRs, draft any MOUs, 7600A’s, or D&Fs to use AFSTS.

- Input task order information in SMT (Air Force Only)

TOPR Evaluators:

- Sign Non-Disclosure Agreement

- Sign Conflict of Interest Statement

- Shall attend Down Select Training in-person or on Teams. If on Teams, the camera shall be on

- Evaluate proposals IWA established evaluation criteria

- Highly recommend attending Immersion Training (minimally the Action Officer)

Sponsoring Senior Leader:

- Responsible for the requesting agencies compliance with the AFSTS Ordering Guide, Agreements, etc.

- May be required to review and sign evaluation documents to ensure quality submission

- Shall attend/host the AMA session

Contractors (IDIQ level):

- Shall provide point of contact information for the following:

Requests for Information / Pre-Reads Contract Specific Issues/Awards/Modifications Task Order Proposal Request Inquiries Executive Leadership Engagement/Inquiries Ask Me Anything Sessions

- Adhere to the proposal procedures for AFSTS

- Update POC information with AFDW/PKS and SAF/MG

- Report any issues to SAF/MG COR and Contracting Officer (as required)

- Attend Quarterly IDIQ level Program Management Reviews (PMR)

- SB reporting NTSB (training, improvements, SAM registration, etc.), %, tasks

- Turnover Report

- TO status

- Problem Notification Reports

- Comments / Feedback

- Provide Monthly Status Reports (MSR) - TO level only Ensure the MSR is signed by the Government and Contractor POC. If there are disagreements, ensure it is documented on the MSR.

- Maintain AFSTS level CACs (no more than 5)

- Responsible for safeguarding and returning upon re-assignment or contract expiration

- Ensure personnel have at least an Interim Secret Clearance

- Submit and maintain network access requests

SECTION III

3.0 DESCRIPTION OF TASKS

3.0 Transformational Tasks. Task orders issued on this IDIQ will focus on strategic level transformation strategy and implementation professional services / advisory and assistance tasks only. The scope also allows ancillary services and costs necessary to complete a total strategic consulting, advisory & assistance solution through a transformational objective.

Transformational tasks include but are not limited to:

• Strategic Development and Planning

• Improve Operational effectiveness and performance

• Reform

• Organizational Design and Redesign

• Enterprise Risk Management (ERM)

• Process modeling and related data capture

• Crisis Response

• Program Action Directive (PAD) and

Program Plan (PPlan) Development

• Cultural Transformation

• Digital Transformation

• Assist with Policy Development

• Organizational Design

• Strategic Planning

• Data analytics

• Governance

• Enterprise Architecture

• Change Management

• Strategic communication

• Design thinking

• Cyber transformation

• Knowledge management

• Prototype Development

• Process Improvement and Innovation

• Performance Management

Transition from Tier 1 to Tier 2: In the event that a requirement has to transition from Tier 1 to Tier 2 or if Tier 1 and Tier 2 are required to work on a requirement concurrently, the Contractors are agreeing to work together to ensure the desired outcome of the Government is the priority.

Any information generated shall be shared to ensure the most efficient, economical outcome is achieved. Any disputes shall be raised to the Contracting Officer immediately. Parameters can be put into place at the task order level to ensure data and intellectual property rights are protected. Any transition or concurrent work requirements with be captured in CLIN 0004 of awarded task order(s).

SECTION IV.

4.0 ORDERING GUIDE

4.1 Who is this Ordering Guide written for? This short guide is written for the users of and contractors on the AFSTS IDIQ. It explains the process that will be used when awarding each task order, deliverables and actions required during and after performance is completed. The Guide addresses contracting processes and concepts specific to the AFSTS IDIQ. Please contact the AFSTS Orb Box if you have any questions. afdw.pkpks.afsts@us.af.mil.

4.2 Restrictions and minimums associated with task orders

Competition and Exception to Fair Opportunity This is a primarily centralized multi-award IDIQ (decentralization approved on case-by-case basis). There are no minimum task order or dollar requirements (with the exception of the required initial task order at IDIQ award). Task orders will primarily be competitive (see section

4.8 for evaluation criteria).

4.3 Who can use this IDIQ?

All task order request shall be made through and approved by SAF/MG prior to submission to AFDW/PKS for solicitation and award. Requirements shall be at the Major Command (MAJCOM) (agency/component equivalent) level or above. Signature on the request form shall be no lower than a 2-Star General / Tier 2 SES. No exceptions. See the approval matrix (Table

1) below:

Approval Matrix (Table 1) Request Signature

Level **Non-delegable** Tier 1 **Non-delegable** Tier 2

Headquarters Air Force (HAF) and US Space Force (USSF)

Deputy Directors, Directors, Assistant Principals and Principles (2-Letters)

SAF/MG or Deputy

SAF/MG

SAF/MGM or

SAF/MGB

Major Commands/Direct Reporting Unit/Centers

Commander or Deputy

SAF/MG or Deputy

SAF/MG

SAF/MGM or

SAF/MGB

Combatant Commands

Commander or Deputy

SAF/MG or Deputy

SAF/MG

SAF/MGM or

SAF/MGB

Other Services (**except Army)

Service Chief Management Officers, (CMO);

Equivalent to AF MAJCOM level;

Equivalent to HAF 2- Letters

SAF/MG or Deputy

SAF/MG

SAF/MGM or

SAF/MGB

mailto:afdw.pkpks.afsts@us.af.mil

**Department of the Army

Director OBT approval required for Tier 1 (also required for support longer than Tier respective time limes)/ Deputy Director OBT approval required for Tier 2

SAF/MG or Deputy

SAF/MG

SAF/MGM or

SAF/MGB

Office of the Secretary of Defense

(OSD)

Principle Staff Assistants (PSA) or PSA Deputies

SAF/MG or Deputy

SAF/MG

SAF/MGM or

SAF/MGB

Guard and Reserve Components

National Guard (NGB or component equivalent) or Reserve Commander (AF/RE; component equivalent) or Deputy; Adjutant General or Deputy

SAF/MG or Deputy

SAF/MG

SAF/MGM or

SAF/MGB

Federal Agencies Head of Federal Agency, Deputy, Program lead SES

SAF/MG or Deputy

SAF/MG

SAF/MGM or

SAF/MGB

***The request office and approval levels are a permanent requirement. No delegations. No exceptions.***

On Ramping The Government initially established the awarded tiers by competitively awarding multiple-award IDIQ contracts. Initial awardees of this effort were awarded contracts with a base ordering period of five (5) years. The Government will reopen competition utilizing the exact same evaluation criteria that was required for RFP FA701420R0015 at any time during the term of the contract to add additional contractors to the original pool of awardees. The addition of other contractors, however, will not extend the overall term of the contract beyond the original five (5) year base ordering period. When reopening competition, the Government will advertise on sam.gov and conduct a full and open competition. Any awardee already in a tier will not recompete for a tier position. Once a new awardee is selected, that awardee will be included in the respective tier and it will compete for future orders in the awarded tier. The ordering period for new contractors being added to the respective tier will coincide with the remaining ordering period available for initial awardees and shall not extend the overall term of the contract beyond the original ordering performance period nor shall it reestablish the contract base period.

If a Contractor (prime or subcontractor) previously proposed and was unsuccessful, they cannot propose to be a prime or subcontractor on the AFSTS IDIQ again on either tier. No exceptions.

Off Ramping Awarded AFSTS Contractors are only allowed to declare a “no bid” two (2) consecutive times OR no more than six (6) times annually (per ordering period year). No bids are waived annually from 15 August – 30 September. Whichever threshold is met first, the Contractor will be off ramped (removed) as an AFSTS IDIQ Contractor and will no longer be able to propose on future TOPRs. No bids are tracked based on the TOPR release date.

*Applies to Standard and Extended TOPR procedures only; DOES NOT apply to Expedited TOPR procedures (see section 4.5 for TOPR procedures). DOES NOT apply to “no bids” for CO approved OCI exemptions.

**If the Government does not receive responses to an expedited TOPR, the Government shall execute an exception to fair opportunity to an AFSTS Contractor at its sole dissection**

For Standard and Extended TOPRs, Awarded AFSTS Contractors are only allowed to receive three (3) Marginal or Unacceptable technical proposal ratings AND/OR if the pricing is determined unfair and/or unreasonable three (3) times total during the five (5) year ordering period (life of the IDIQ). Upon receipt of the third Marginal or Unacceptable technical rating AND/OR unfair and/or unreasonable price determination , the Contractor will be off ramped (removed) as an AFSTS IDIQ Contractor and will no longer be able to propose on future task order requests. Awarded AFSTS Contractors will not be off-ramped for Marginal or Unacceptable Technical ratings for Expedited TOPRs. The total for the marginal or below technical rating and/or unfair/unreasonable pricing is accumulative. Example: 2 marginal technical ratings and 1 unfair pricing determination OR 2 unreasonable pricing determinations and 1 unacceptable technical rating.

Awarded AFSTS Contractors that provide poor performance will be off ramped (removed) as an AFSTS IDIQ Contractor and will no longer be able to propose on future TOPRs. Poor performance includes: missing milestones and deadlines, not performing IAW proposal/PWS, misconduct of employees, poor quality of deliverables, uncleared personnel, etc. Poor performance determinations are at the sole discretion of the Government.

**Any notices of removal will be provided in writing to the Contractor from the CO**

4.4 Pre-Reads, and Ask Me Anything (AMA), and Industry Day

Pre-reads will be provided to the AFSTS Contractors to the maximum extent practicable. Pre-reads are an opportunity for Contractors to ask questions and provide recommendations/feedback for draft documents. Pre-read forms with government responses to contractor-submitted questions go back to each individual contractor.

Industry Day’s will be scheduled to the maximum extent practicable. Industry Day consists of an open session with all applicable Tier contractors present, followed by one-on-one sessions.

One-on-one’s will range between 30 – 60 minutes. During the open session, the mission partner will provide background information, details, risks, etc. One-on-one sessions are the contractors last opportunity to ask questions in a private setting.

AMA sessions are scheduled after the TOPR is released. This is another opportunity for Contractors to ask final questions and provide recommendations. Resulting answers to questions or accepted recommendations may change the final SOO. All submitted questions / recommendations will be shared with all offerors. If the changes are substantial, an extension to the due date may be required. While we strive to host an AMA for each TOPR, there are requirements that will not have an AMA. This will usually apply to Expedited TOPRs.

AMA’s require the senior leader over the program to provide an overview of the program, issues the agency is trying to tackle, identify any risks, and final desired outcome/end-state. The AMA shall be led by the sponsoring senior leader. The opening session is usually 5-10 minutes. After the SL brief, the AFSTS Team will read the Q&As. If there are follow-up questions, a technical SME will need to be on the line to answer any additional clarifying questions.

4.5 AFSTS Task Order Proposal Request (TOPR) ordering procedures

(FOR GOVERNMENT PERSONNEL)

1. Contact SAF/MG at afdw.pkpks.afsts@us.af.mil for access to required documents and initial briefing to understand use

2. Complete a DRAFT version of the AFSTS request form and SOO

a. The DRAFT SOO will be sent to the contractors for a pre-read (see Section 4.4).

The AO is required to respond to each question/recommendation. DO NOT combine spreadsheets. These responses go back to each respective contractor

3. SAF/MG COR will provide the requirements template

4. Mission Partner shall complete and return the following documents:

a. AFSTS Project request form

b. Mission partners require a trained COR) – COR must submit nomination through

PIEE in order for project request to be sent for approval

c. Draft Statement of Objectives

d. Certified Funding (Form 9, MIPR if outside Air Force)

i. Planning PR/MIPR is acceptable for EOY actions

e. Signed Source Selection NDA for entire evaluation team and any leadership that is requesting access to documentation or requesting updates

f. Signed CoI for entire evaluation team and any leadership that is requesting access to documentation or requesting updates

g. Independent Government Estimate

h. Draft DD254 (if applicable) – If a DD254 is required; the draft shall be completed prior to solicitation (only exceptions are for expedited requests and EOY)

5. The requiring office submits at the completed package at

AFDW.PKPKS.AFSTS@us.af.mil.

6. Appropriate office within SAF/MG reviews and approves the request and tier determination (see table 1 for approval matrix).

7. Industry Day is scheduled in coordination with the SAF/MG PM/COR. If working in

Tier 1 minimum time required is 3 hours, maximum 5 hours. If Tier 2, minimum time required is 4 hours, maximum time is 7 hours. This can be broken into more than one day to accommodate schedules.

8. SAF/MG COR provides the completed package to AFDW/PKS for review

9. AFDW/PKS confirms all required documents are complete, provides any feedback and comments (if required)

10. At this point the evaluation team will need to complete Down Select Training. Down select training shall be conducted in-person or via Teams with cameras on. No exceptions.

11. AFDW/PKS sends the applicable Tier the requirement package (minus the IGCE) and sets up the Ask Me Anything (AMA) session

12. The AMA shall be led by the sponsoring senior leader. See Section 4.4

13. Depending on the approved request form, vendors have the following timelines to provide a proposal package:

*Extended 30 Calendar Days *Standard 10 Calendar Days *Expedited 3 Calendar Days

* Exact number of days will be indicated in each task order proposal request

14. The Government requiring office will evaluate proposals and respond to AFDW/PKS via the evaluation worksheets with recommendations using the established evaluation criteria.

a. Deviation from the established evaluation criteria will cause delays in the acquisition process. Unsubstantiated ratings will be returned to evaluators for re-write. SAF/MG will remain the decision authority on all task orders unless otherwise documented on the AFSTS Request Form.

15. Performance start date based on the defined period of performance, but a minimum of five

(5) business days is recommended to allow coordination for a task order initiation meeting and the contractor finalizing and ensuring availability of personnel.

4.6 AFSTS Task Order Proposal Request and evaluation procedures (FOR CONTRACTORS)

1. AFDW/PKS provides the applicable Tier Contractors with TOPR package. The Contracting office will schedule the AMA the same day as the TOPR package is released.

2. Contractors submit AMA questions by the suspense provided by the CO/CS.

3. All questions will be answered openly during the AMA. The requesting company will not be revealed during the AMA.

a. Contractors are cautioned to ensure they respond to the SOO as written and not solely rely on the AMA. The AMA is time for Contractors to ask questions to get a better understanding of the requirement, it’s not a substitute for the written requirement (SOO).

4. Any changes made to the TOPR as a result of the AMA will be incorporated in the SOO.

5. Depending on the procedure selected, vendors have the following timelines to provide a proposal package:

*Extended 30 Calendar Days *Standard 10 Calendar Days *Expedited 3 Calendar Days

* Exact number of days will be indicated in each task order proposal request Note: Expect award up to 30 days after proposal receipt (this will vary based on schedule, complexity, etc.)

6. All written submittals shall be on 8 ½ x 11 paper. Font shall be no smaller than 12pt with no smaller than 6pt under graphics, pictures, charts, etc.

Page limitations and Format:

PWS: 20 pages unless otherwise specified, Microsoft Word or Adobe PDF format Supplemental Pages: 20 pages unless otherwise specified, PowerPoint/PDF slides Key Personnel Matrix SB Participation Plan (SBPP), Pricing, Assumptions Form:

unlimited, Excel

a. In an Exception to Fair Opportunity situation, the Government may require Other than Cost or Pricing Data to determine the price Fair and Reasonable. This may include but is not limited to recent contracts for similar services

b. Pages excluded from page count on the PWS or Supplemental includes: Cover page, introduction page, agenda page(s), table of contents, and incorporated SOO Sections 3.0 through 7.0. Offerors shall put the incorporated SOO Sections in the PWS appendices. If the offeror is proposing additional deliverables and/or performance thresholds (services summary), the offeror shall include those additions in its appendices.

7. For any oral presentation requests (applicable 10 and 30-day requests and will be expressly stated in the TOPR release package), only the technical solution/supplemental pages will be briefed via PowerPoint/PDF slides. All other elements shall still be written (PWS, Key Personnel, Assumptions, Price, SBPP). Oral presentation slides are due at the same time as the TOPR package (PWS, Key Personnel, Assumptions, Price, SBPP, Supplemental pages). There is no slide limit for oral presentations. At a minimum, key personnel (not every key personnel is required to attend) on the task order shall participate in the oral presentation. The Government will not interrupt during the presentation to ensure the contractor has the maximum time to brief. The only exception is if the Government team needs the contractor to restate information. Any exchanges or clarifications required will be provided in writing to the contractor after the presentation.

Minimum time allowed for oral presentations is 45 minutes. Oral presentations shall never exceed three (3) hours.

8. TOPR submissions will be via email to the AFSTS Org Box or via AFSTS collaboration space. The Government will ensure instructions are clear prior to TOPR release.

a. Emailed TOPR submissions shall not exceed 23MB. For larger emails, use DoD SAFE https://safe.apps.mil/ or send more than one email. Ensure each email is marked “Email X of X”. The Government will acknowledge receipt via an email response. If a response is not received, assume the Government did not receive the submission and follow up with a phone call.

b. AFSTS collaboration space Submissions will be uploaded in the appropriately labeled TOPR folder under the applicable company. The Government will confirm and acknowledge receipt via the AFSTS collaboration space and email.

9. The Contract officer will notify the awardee and non-awardees in writing of their respective overall technical rating and price. The notification will provide feedback for each respective Contractors proposal

10. Performance start date based on the defined period of performance, but to the maximum extent possible, a minimum of five (5) business days is recommended to allow coordination a task order initiation meeting and the contractor finalizing and ensuring availability of personnel required at initiation.

https://safe.apps.mil/

4.7 How will each task order be priced?

Each task order will be priced as a package with one CLIN which will include all labor, travel, materials, tools, etc. required to complete the task. Additional CLINs may be required to delineate OPTIONAL tasks, or Option years. All task orders will be awarded as FFP, or FFP-

LOE.

CLIN Structure

CLIN Description Unit Qty Monthly

Price Total

CLIN 0001

– Project Support

(FFP)

This CLIN will be a package that will include all labor, travel, tools, licenses, materials, products, etc. to complete the tasks

Months

CLIN 0002

– Project Support

(FFP-LOE)

This CLIN will be a package that will include all labor, travel, tools, licenses, materials, products, etc. to complete the tasks. This CLIN will only be used for studies, research, and prototypes.

CLIN 0003

– Not Separately Priced

(NSP)

This CLIN is for use after project completion.

No new tasks can be performed using this CLIN. This CLIN is only used to ensure the strategy “stuck”, coach/advise on performance from CLIN 0001 or CLIN 0002

CLIN 0004

– Transition In/Out

(FFP)

This CLIN is used for the transition of work between Tier 1 and Tier

2. It shall include all labor, travel, tools, licenses, materials, products, etc. to ensure a smooth transition in the event a transformation requires Tier 1 and Tier 2 to work together.

CLIN 0005

– Licenses

(FFP)

This CLIN is used for separate licenses. This CLIN is only available for a one year (12 month) licenses purchase.

Lot

Note 1: If options or optional tasks are required, they will be clearly requested in the TOPR and separate CLINs will be required and shall be priced.

Note 2: Pricing shall be evenly divisible by the unit of measure and shall not exceed two decimal places in either the unit or total price.

4.8 How will each task order be evaluated?

TOPR Submission Instructions The TOPR response shall include the Technical Solution (PWS, the “what”), Supplemental Pages (Technical Approach, the “how”), SBPP/Price/Assumption Form/ Key Personnel Matrix Form.

• The PWS shall include the Contractors technical solution to meet the desired outcome, milestones (if required), stakeholders, regulations, deliverables (appendix), services summary (appendix). Maximum page count: 20. See page count exclusions in section 4.6) o Include paragraphs 3.0 -7.0 from the SOO into the PWS o Once the contract is awarded, the PWS is the contractual document, not the SOO.

• The Supplemental Pages (PowerPoint Slides/PDF Slides) shall include the approach proposed; details on how the solution will be completed Maximum page count: 20

• The Key Personnel Tab shall only include key personnel required to meet the desired outcome.

• The Contractor shall complete and include the Price / Price Narrative / SBPP/ Assumptions / Key Personnel Form. Maximum page count: Unlimited o The Price Narrative is the contractor’s opportunity to explain their pricing approach without providing cost type information (profit, G&A, etc). Information to include could be labor breakdown, licenses, travel, discounts (from normal commercial pricing), risks, savings from automation, etc. This section can help substantiate fair and reasonableness and may assist in justifying price premiums.

The pricing narrative is not evaluated.

o FFP-LOE Build-up is required if FFP-LOE CLINs are requested. LCATS, fully burdened rates, travel, licenses, etc.

Technical Evaluation

The Government will evaluate each Contractor’s technical solution and technical approach to meet the Government’s desired outcome IAW the provided statement of objectives (SOO) for understanding of the requirement and realism of the approach. Realism means the proposed approach provided enough detail to persuade the Government the solution can achieve the desired outcome. The Government will evaluate each Contractors proposed technical solution and technical approach to ensure the solution and approach capture applicable regulations, stakeholders, deliverables, milestones, and meets the required deadline (if one is provided).

Assumptions are included in the technical evaluation.

The Government will evaluate the Key Personnel Staffing Matrix that assigns key personnel actual hires IAW its proposed PWS. The Government will evaluate education, qualifications, and experience levels for proposed key personnel for understanding of the requirement. (Note: The number of key personnel has no bearing on understanding. Providing the listing of the working level team members will not be reviewed or evaluated. Reminder: Key personnel turnover is reported at the IDIQ level and the max turnover is 20%) All TOPRs will require key personnel.

**Prime vendors on AFSTS shall perform at least **50% of the work on all task orders.

**For task orders where 25% or more of the overall task order value is attributed to the procurement of items such as licenses, the 50% requirement for the prime contractor will apply to the total price attributed to labor only.

**The Government may include additional evaluation factors at its sole discretion. If this occurs, Evaluation Instructions and Criteria will be provided at TOPR release**

The SBPP (if a specific socio-economic group / or group is/are required, the TOPR coversheet and SBPP Form will indicate which socio-economic group(s) shall be included in the TOPR esponse. The SBPP plan will be reviewed and attached to the award for tracking purposes).

For the purpose of this IDIQ, “Nontraditional Small Business (NTSB) Contractor” means a small business entity that is primarily engaged in similar lines of activity as listed and described in the North American Industry Classification System (NAICS) manual, having met the small business standards for that industry, established by the Small Business Administration, that is not currently performing and *has not performed any contract or subcontract for the Federal Government. Any entity organized for profit (even if its ownership is in the hands of a nonprofit entity) with a place of business located in the United States or its outlying areas and that makes a significant contribution to the U.S. economy through payment of taxes and/or use of American products, material and/or labor, etc. A NTSB Contractor includes but is not limited to an individual, partnership, corporation, joint venture, association, or cooperative. *If the NTSB has received a contract(s) through “Pitch Day” or Small Business Innovation Program, they can be considered a NTSB. NTSB’s will only retain NTSB status for up to two (2) years.

**Contractors should avoid proposing proprietary solutions** **If a proprietary solution is proposed, provide a statement on the cover page of the proposal**

Each Contractor will receive a Technical rating below:

Adjectival Rating

Description

Outstanding The proposed solution indicates an exceptional approach and understanding of the objectives; providing the best desired outcome for the Government.

Risk of unsuccessful performance is low to nonexistent.

Good The proposed solution indicates a thorough approach and understanding of the objectives; providing a good outcome for the Government. Risk of unsuccessful performance is low.

Acceptable The proposed solution indicates an adequate approach and understanding of the objectives; providing an acceptable outcome for the Government. Risk of unsuccessful performance is moderate.

Marginal The proposed solution indicates an inadequate approach and understanding of the objectives. Risk of unsuccessful performance is high.

Unacceptable The proposed solution did not meet the minimum requirements

**Any vendor that receives a Marginal or Unacceptable rating will not be further evaluated, will be informed in writing by the Contracting Officer, and be removed from competition for the particular task order.**

Price Evaluation The Government will evaluate the total evaluated price for fairness and reasonableness. The Government reserves the right to eliminate a proposal from further evaluation due to evaluated prices that are unfair or unreasonable.

Government Requested Options: If the Government requested options in the SOO, use subCLINs to identify the options.

Example: 0001A – SOO Option 1 - $100K

Total Evaluated Price: Includes the basic requirement plus Government requested options.

Reasonableness. Comparison of proposed prices received in response to this TOPR is the preferred and intended price analysis technique. Other techniques and procedures found in FAR 15.404-1, if deemed necessary and reasonable, may be used to ensure a fair and reasonable price.

The Government will evaluate options in accordance with FAR clause 52.212-2(b), as prescribed in FAR 12.301(c)(1). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the Government to exercise the option(s).

Evaluation of FAR 52.217-8, Option to Extend Services. The solicitation and subsequent award for this acquisition contains the clause at FAR 52.217-8, Option to Extend Services. This option to extend the contract term will be evaluated as part of the initial evaluation, whereby any resultant exercise of this option is within scope of the pending contract. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months. Offerors are required only to price the base and option CLINs. Offerors shall not submit a price for the potential six-month extension of services period.

The Government will evaluate the possible prices for FAR 52.217-8 through its evaluation of the base and option prices. If conditions warrant the exercise of this FAR52.217-8, the price(s) for continued performance under this clause shall be at the same price(s) as awarded for the base period or the option period (whichever is being extended).