Distribution_Labor_Pre-Proposal_Briefing_Slides_8.19.15.pdf

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DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

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DLA Distribution J-7 Pre-Proposal Conference

SP3300-15-R-0009

19 August 2015

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AGENDA

• Administrative

– Ground Rules for Questions

– PowerPoint Presentation and Attendance List will be

Posted to FBO

• Solicitation Review

– Meg Ross, Contracting Officer

– Eric Jensen, Acquisition Program Manager

• Acquisition Specialist

– Brian Rose

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Ground Rules for Questions

• Questions will not be accepted during or upon conclusion of the solicitation overview

• Attendees are asked to submit their questions to Brian Rose, Contract Specialist, via e-mail at brian.rose@dla.mil

• Questions and Answers will be posted to FBO in an amendment

• Allows those who could not attend to see all Q&A

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Solicitation Overview

• Solicitation SP3300-15-R-0009

– Posted to Federal Business Opportunities (FBO) (http://www.fbo.gov)

• Section A (SF 33)

• Sections B through M

• Attachments

• Technical Exhibits

• This solicitation contains FAR 52.219-18 since competition is limited to Eligible 8(a) concerns.

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Solicitation Schedule

• Solicitation Released: July 28, 2015

• Questions are due: September 1, 2015 at 1:00 PM EST

– Submit to Brian Rose, Acquisition Specialist (brian.rose@dla.mil)

• Date and hour for receipt of offers is September 15, 2015 at 1:00 PM EST

• Hard copy offers must be received at the office provided in Section L, L-16 (pg. 49)

– Hand deliver of proposal must be coordinated with Acquisition

Specialist by contacting the Contract Specialist via e-mail (brian.rose@dla.mil) at least one (1) business day in advance to coordinate the proposal delivery.

• Electronic submission (e.g., facsimile, email) not accepted

• Offerors shall sign and submit amendments to the solicitation with their proposals

• Extensions are unlikely for any amendments issued against the solicitation

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Section A Solicitation, Offer, and Award

• Key Points

– Ensure Blocks 12 through 18 are completed

– Ensure the Document is signed

• The Offeror is reminded that the Government reserves the right to award this effort based on initial proposal, as received, without discussions.

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Section B Supplies or Services and Price/Costs

• Key Points

– Ordering Period begins February 9, 2016 and ends February 8, 2021.

– CLIN 0001 is Cost Plus Fixed Fee (CPFF) CLIN for all labor to perform the contract

– CLIN 0002 is Cost Reimbursement (CR) CLIN with no fee for all material support, travel, and training

– CLIN 0003 is Firm-Fixed-Price (FFP) CLIN to perform phase-in requirements. Period of Performance for phase-in: February 9, 2016 through May 9, 2016

– CLIN 0004 is Not Separate Priced for all reporting (CDRLs)

– Amount in Section B must match amount in the Cost Proposal

(Volume IV) IAW Section L-17

– Section B Instructions contain more details and max/min quantities

– The minimum value of services is equal to the awarded amount of

CLIN 0003, Phase-In (for the entire contract). The maximum value of the services is $80,000,000.00.

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Section B Supplies or Services and Price/Costs

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Section B Supplies or Services and Price/Costs

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Performance Work Statement Review

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• Key points

– Please Read:

• The entire PWS in Attachment J1

• Technical Exhibits

• Technical Library Documents (If you are unable to open any document on FBO, please contact the Acquisition Specialist immediately).

• Contract Data Requirements Lists (CDRLs) identified in Section J - Attachment J.2

Section C

LOOK OUT FOR CHANGES

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• Scope

– The Contractor shall provide labor support to perform warehouse and distribution operations requirements using the DLA Distribution Standard Operating Procedures (SOPs), DSS and all other references as set forth in this contract and awarded task orders.

– Must maintain a capable, ready and trained workforce with appropriate personnel clearances, IT eligibilities and DoD Common Access cards.

– The Contractor shall perform a wide range of service requirements to support surge and non-recurring services.

Section C

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• Scope continued:

– Work will encompass support to Distribution

Center operations and other DLA Distribution or DLA initiatives for defined workload surges;

unforeseen, unplanned workload; contingency operations, and special projects.

• Government Workforce Augmentation

• Warehouse Support Operations

• Depot Contract Support

• DoD Contingency Operations

• DoD Exercise Support.

– Support is not regular and recurring.

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• Scope continued:

– Task Orders will contain detailed specific tasks to be performed.

– Task Orders will contain specific Acceptable

Performance Levels and/or Deliverables

– Task Order performance to begin within 30 calendar days of the effective date of the Task Order for CONUS requirements and 60 calendar days for OCONUS requirements.

– Task Order duration could be as little as 30 days or as long as one (1) year.

– Offeror must be capable of meeting Government’s timelines

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• Scope continued:

– May be required to provide a distribution capability that includes furnishing facilities, equipment, and materials and supplies

– Contractor may be required to perform task orders simultaneously at multiple sites

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• Standardization - Audit Readiness – DLA must meet DoD Financial Improvement and Audit Readiness (FIAR) Plan

– Key to achieving and maintaining - focusing efforts on the continuous standardized end-to-end processes

• PWS requirements include references to the DLA Distribution SOPs

(includes Standard Process Maps, Internal Controls over Financial, Non- Financial Reporting and Operational Controls)

• Contractor to perform the Distribution processes IAW all referenced DLA Distribution SOPs and JBSs

– The SOPs includes references to specific Government labor categories.

The labor categories in the awarded contract take precedence

– All other references in the SOPs shall be adhered in the performance of this effort

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• Key Personnel (C-1.3.1) – The following Key Personnel have specific requirements to be clearly articulated in the resumes

– Project Manager

• Will have full authority to act for the Contractor on all matters relating to Contractor performance. The Project Manager shall possess a Bachelor’s Degree (or equivalent ten (10) years Government or private-sector work experience) and three (3) years of management experience.

– Alternate Project Manager

• Assists the Project Manager with tracking, reporting, purchasing and other administrative duties. The Project Manager shall possess a Bachelor’s Degree (or equivalent ten (10) years Government or private-sector work experience) and one (1) year of management experience.

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• Key Personnel (C-1.3.1) continued:

– Training Team (4)

• Complete all Government-Furnished training (See Section 5.1.3 Information Technology (IT) Data Systems for role based access requirements in DSS) and provide this training to Contractor employees as required. Within 10 days of contract award, the Contractor shall complete all hiring actions for personnel who will comprise the Contractor’s Training Team. The Contractor’s training team shall train all Contractor personnel to use Government-Furnished transactional data systems to include DSS and other IT Data Systems as specified in the Task Order, prior to the Task Order start date.

• Training Schedule

• 7 March 2016 - 2 May 2016

• New Cumberland, PA

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• Key Personnel (C-1.3.1) continued:

– Quality Control Specialist

• Manages quality program planning, quality program evaluation, identifying and resolving quality issues, and technical advisory services such as evaluating systems, analyzing data, establishing quality control procedures.

Performs quality control surveillances of processes, procedures, conformance to contract requirements, which includes Audit Readiness Internal Controls as QC inspection criteria. Uses DSS and other Government Data Systems.

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• Primary and Secondary Non-Key Personnel Labor Categories are identified in C-1.3.2 – Key Highlights:

– Successful completion of OSHA compliance training, Hazardous Materials Preparer Certification and Packaging and Transportation Training

– Warehouse Specialist (Hazardous Material)

– Transportation Assistant

– Traffic Management Specialist

– Most labor categories require the use of the Distribution Standard System (DSS) and other Government Data Systems to perform the requirements

– Contractor must implement a continuing recruiting program to respond to urgent and phased surge and mobilization requirements

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• Primary and Secondary Non-Key Personnel Labor Categories are identified in C-1.3.2, C-1.3.. – Key Highlights continued:

– Some labor categories may not be covered under SCA and therefore are exempt positions

– Personnel must be capable of obtaining a personnel clearance and IT III eligibility (if required)

• Screen personnel ahead of time to ensure they have a favorable background report to prevent delays

– Adverse financial report

– Criminal record

– Past History of Arrests

– Unfavorable Past Employment Record

– Illegal Drug Use

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• Personnel Clearances

- A favorable National Agency Check with Written Inquiries

(NACI) and IT III eligibility are required for access to the DLA Network and Government Data Systems (DLAD Clause 52.204-9000 Contractor Personnel Security Requirements

- Project Manager, Alternate Project Manager and any Contractor employee(s) who will have access to or handle classified information or material to perform requirements identified in Section C and DLA Distribution SOPs must have appropriate security clearance (secret or higher)

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• Phase-In Plan

- Phase-In (C-1.7) – Not to exceed 90 calendar days from contract award

• Complete all hiring of Key Personnel within 10 days of contract award

• Complete hiring actions, obtaining personnel clearances, and obtaining CAC

• Training team shall attend GF DSS Training in New

Cumberland, PA during the phase-in period

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• Phase-In Plan

- Detailed Phase-In Plan includes but not limited to detailed:

• Identification of the phase-in team responsible for executing the phase-in plan and managing the POAM. Describing roles and responsibilities

• Organizational chart – number of personnel, labor classifications that will comprise the workforce

• Description of the process that will be implemented to ensure Key Personnel are hired and onsite IAW the described phase-in timelines

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• Identification of the plan for training the Contractor’s workforce during phase-in and for the duration of the contract/task order (See C-1.7, C-4.7, TE 3.2 Government Training and TE 4.1 Contractor Training)

- Review of training records of personnel hired from the preceding contract to determine if the employee has current training documented IAW contract requirements and/or received documented formal training or OJT for the Distribution Operations training in their assigned functional areas

- Train the Contractor employees in the Distribution Operations processes with either formal training listed in TE 3.2 Government Training and/or on-the-job training (OJT) using the DLA Distribution SOPs and the DLA Distribution Job Breakdown Structures (JBS’s)

- Report in CDRL A014 training completed for Distribution Operations and MHE Licensing and training during phase-in and for the duration of the contract/task order.

- Training Schedule Attachment forthcoming.

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• CDRL A014 defines training levels of employees as follows:

- Trained (T) – Employees who successfully completed the Distribution Operations training (70% or above passing score) and can perform the functional area tasks to standard and sustains proficiency OR the Contractor Supervisor or Manager for each employee certifies that the employee has received on-the-job training and validated as proficient IAW the DLA Distribution SOPs and JBSs in the applicable functional area tasks

- Progressing (P) – Employees who did not successfully complete the Distribution Operations training, but has received on-the-job training using the DLA Distribution SOPs and JBSs in the applicable functional area tasks and performs with moderate oversight as certified by the supervisor or manager

- Untrained (U) – Has not completed the Distribution Operations training, but has received on-the-job training using the DLA Distribution SOPs and JBSs in the applicable functional area tasks and performs with significant oversight

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• Obtain and maintain Trained Status for Distribution Operations Functional Areas for

- 50% within 30 days within the start of full performance

- 90% within 60 days within the start of full performance and maintained throughout all performance periods

• New Employees hired after 90 days and anytime after start of full performance must obtain trained status within 30 days of the employees start date

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• Government Training – C-3.3 and TE 3.2

– The estimated length of training is identified by Course

– DSS Specific Training provided to the Contractor’s

Training Team

• Training Team trains applicable Contractor personnel in a Train the Trainer environment

– Distribution Operations Training may be provided when scheduled by the Government or when requested by the Contractor

– Other training provided for Targeted Audience

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• Contractor Training – C-4.7

– Learning Management System (LMS)

• An electronic System that provides and/or tracks Government training requirements

• Contractor provides specific data for contractor employees IAW CDRL A014 Training, Attachment 1

• Contractor provides changes to LMS records within 15 days of change

• At a minimum, Contractor reviews LMS records annually

– Contractor tracks training requirements and completed training outside of LMS records and maintains and provides records when requested

• TE 4.1, Contractor Training

– Enterprise Wide Mandatory Training

– Hazardous Material/Waste/Safety Training

– Other Government Data System Training

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• C-5 – Requirements

• 5.1 Distribution Services and Performance Requirements

• 5.2 Receiving

• 5.3 Warehousing

• 5.4 Physical Inventory Control

• 5.5 Transportation

• 5.6 Packaging

• 5.7 Container Fabrication

• 5.8 Ocean Terminal Operations

• 5.9 Consolidation and Containerization Point (CCP) Functions

• 5.10 Material Processing Center (MPC)

• 5.11 Kitting

• 5.12 Conferences

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• Section C-6 Directives, Publications, Instructions, Forms and Reports

– Publications cited in this PWS are current, as of the date the contract was prepared

– Order of precedence

– If there is a conflict between Section C and the cited DLA Distribution SOPs references, the DLA Distribution SOPs shall have precedence over the references.

– If there is a conflict between or among two or more cited references, those issued by DLA Distribution shall have precedence. If there is a conflict between or among those issued by DLA Distribution, those with a later date of issue shall have precedence over those with earlier dates of issue.

– If there is a conflict between Section C and other than the DLA Distribution SOPs cited references, Section C shall have precedence over the references.

– If there is a conflict between or among a DLA and an Armed Services reference, the DLA reference shall have precedence over those issued by the Armed Services

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• Technical Exhibits and Section J Attachments

– Provides pertinent information required to be addressed in the proposal

– ALL Technical Exhibits and Section J Attachments are important and need to be read and addressed in proposals

• Contract Data Requirements Listings (CDRL)

– Three CDRLs are required for the Base Labor Contract

– Twenty CDRLs as required by task order for reports, programs, plans, procedures, cost reports, Standard Operating Procedures (SOP)

• Technical Library and SOPs.

• Provided on FBO by restricted package.

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Solicitation Overview

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Section D Packaging and Marking

• There are no applicable packaging and marking clauses for this requirement.

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Section E Inspection and Acceptance

• Key Points

– FAR and DFARS clauses for Inspection of Services

– The Government will use a Quality Assurance Surveillance

Plan (QASP) IAW FAR 46.401, to monitor compliance with contract terms and conditions, identify conforming and non-conforming services to determine appropriate action under the terms of the contract. The Government will use a web-based Quality Management Tool (QMT) application to schedule, document, report findings, observations, and recommendations, and file surveillance results. The QMT will also be used to provide completed surveillance documentation to the contractor. The Contractor shall use the QMT to respond to all nonconforming surveillance results.

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Section F Deliveries or Performance

• Key Points

– Services shall be performed as prescribed by the

Performance Work Statement (PWS) – Section C

– Sixty month ordering period, inclusive of a three month phase-in period at start of contract performance.

Phase-in period is the contract’s minimum guarantee.

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Section G Contract Administration Data

• Key Points

– This contract will be paid by DFAS as provided in G-3, WAWF Invoicing Procedures

– G-5, Invoicing Instructions

• Provides invoice preparation and submission instructions

– G-7, Contractor Performance Assessment Reporting System (CPARS) Requirements

• Requires the contractor, in performing this contract, to be subject to a past performance assessment in accordance with FAR 42.15 and the CPARS Guide

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Section H Special Contract Requirements

• Key Points

– DLAD Clause 52.237-9001, Contractor Personnel

Changes and Key Personnel Requirements

• Requires contractor to notify the KO prior to any contractor personnel changes

• Any removals/replacements for contractor’s convenience shall be at no cost to the Government

• Key Personnel identified in PWS, Section 1.3.1

– H-3, Accounting System,

• Requires the contractor to have an acceptable accounting system which permits timely development of all necessary cost data

– H-9, Compliance with FAR 52.219-14 Limitations on

Subcontracting

• The successful 8(a) contractor must demonstrate semi-annually whether it has performed 50 percent of personnel costs with its own employees

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Section I Contact Clauses

• Key Points

– Applicable clauses incorporated by reference and full text

– FAR 52.222-49 -- Service Contract Act -- Place of

Performance Unknown (May 2014)

• Task Orders will incorporate the applicable DoL Wage

Determination

– DFARS 252.219-7009 – Section 8(a) Direct Award

(Sept 2007)

• Direct award between the contracting office and the 8(a)

Contractor pursuant to the Partnership Agreement between the Small Business Administration (SBA) and the Department of Defense.

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Section J List of Attachments

• Attachment J.1 – Section C – PWS

• Attachment J.2 – CDRL A001 – A020

• Attachment J.3 – DOL Wage Determination

– For purposes of pricing the proposal only

– In performance of the contract, the Government will negotiate each Task Order utilizing the DoL Wage Determination that is applicable to the specific location the work will be performed.

• Attachment J.4 – Past Performance Questionnaire

• Attachments J.5 – J.14 – Technical Exhibits

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Section J List of Attachments

• Attachment J.15 – Sample Format – Limitations on Subcontracting Compliance Report (See H- 10)

• Attachment J.16 – Key Personnel Task Order

PWS

• Attachment J.17 – Sample Task Order

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Section K Representations, Certifications, &

Other Statements of Offerors

• Key Points:

• The North American Industry Classification System

(NAICS) code for this acquisition is 493110 - General Warehousing and Storage

– See FAR 52.219-14

• The Small Business Size Standard is $25.5M

• Response to provisions shall be provided in proposal Volume I, Section 3

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Section L Instructions, Conditions, & Notices to Offerors

• Key Points:

• L-16 Communications Between the Government and Offerors

– Procedure and Deadline for submitting questions

• All questions shall be submitted by electronic mail

• Questions shall be received NLT 1:00 PM EST

September 1, 2015

– Proposal submission and deadline

• Only hard copies submitted to the address in paragraph 2 of section L-16 will be accepted

• Proposals due NLT 1:00 PM EST September 15, WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIPWARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP

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Section L Instructions, Conditions, & Notices to Offerors

• Key Points:

• L-17 PROPOSAL PREPARATION REQUIREMENTS

– Important proposal instructions regarding such topics as number of copies required, page size/format, page limitations

– All pages of submittals shall include the statement

“SOURCE SELECTION SENSITIVE INFORMATION –

SEE FAR 2.101 & 3.104”

– Detailed instructions/requirements for each of the four proposal volumes

• Volume I - Solicitation/Offer/Award

• Volume II – Past Performance Proposal

• Volume III – Technical Proposal

• Volume IV – Cost/Price Proposal

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Section L Instructions, Conditions, & Notices to Offerors

• Volume I

– Section 1 – Cover Letter and Completed Standard Form

• Signed acknowledgements of amendment(s)

– Section 2 – Section B

• Completed CLIN Price/Cost Information in the

Schedule of Supplies/Services

– Section 3 – Representations and Certifications

• Completed Certifications IAW Section K

• Accounting System Verification

• Contact Information for cognizant DCAA Office

• Defense Security Service (DSS) Approved Facility

Clearance Verification

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Section L Instructions, Conditions, & Notices to Offerors

• Volume II – Past Performance Proposal

– Limited to 40 pages

– The data must be relevant. This is defined as those “similar in terms of complexity, magnitude of effort, and scope.

Additionally, the performance must have occurred during the last five (5) years.” If an Offeror has no relevant experience, this must be stated.

– Data must be provided for Offeror and any major subcontractors. This is defined as “those providing twenty percent (20%) of total dollar threshold AND/OR twenty-five percent (25%) of total man-hour effort”. Only major subcontractors information will be evaluated.

– Past Performance Questionnaires shall be forwarded to the offerors’ customers, who shall complete and return directly to the Acquisition Specialist.

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Section L Instructions, Conditions, & Notices to Offerors

• Volume III Technical Proposal

– Limited to 175 pages (excludes resumes and letters of intent)

– Section 1: Operational Approach

• Section 1.1: Key Personnel

• Section 1.2: Staffing Plan

• Section 1.3: Phase-In Plan

– Section 2: Management, Operations, and Staffing and Organizational Approach

• Section 2.1: Management Approach

• Section 2.2: Hiring and Onboarding Approach

– Section 3: Task Order Scenario (Sample Task Order)

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIPWARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP

48WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENTWARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT 48

WARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIPWARFIGHTER FOCUSED, GLOBALLY RESPONSIVE SUPPLY CHAIN LEADERSHIP

48WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENTWARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT 48

• Section 1: Sub-Section 1.1: Key Personnel (Task Order 0001)

– Key Personnel Task Order Performance Work Statement - Task Order 0001 represents actual work requirements. The Government intends to issue these work requirements as the first task order under this contract.

– Key Personnel Resumes

• Clearly articulate the candidate’s areas of expertise

• No longer than three (3) pages in length. Considered attachments and do not count toward the page limit.

• Clearly articulate employee’s training and specific experiences directly related to the requirements in the PWS

• Military experience claimed shall be described in such a manner that each tour of duty would be treated as separate assignments, accomplishments, and products

• Resumes for candidates not currently employed shall be accompanied with a signed

Letter of Intent.

– Must propose the labor categories listed as key personnel. If the Offeror chooses to propose alternative labor categories for non-key personnel, the Offeror shall discuss which proposed alternative labor categories differ from the Government’s suggested non-key personnel labor categories.