TAES RFP MEL-2664-09192024.docx

JPL Subcontractor Environmental, Health and Safety Requirements – Form 2885

Jet Propulsion Laboratory California Institute of Technology 4800 Oak Grove Drive Pasadena CA 91109-8099

Attn: Prospective Bidders – Small Business Set Aside

Subject: JPL Request for Proposal (RFP) No. MEL-2664-09192024 for THERMAL ANALYSIS ENGINEERING SERVICES

Reference: Attachments

The Jet Propulsion Laboratory (JPL) invites your organization to submit a written Cost Type proposal in conformance with the instructions contained in this letter and its enclosures, which comprise the RFP for JPL’s acquisition of the subject effort. This is a Small Business Set Aside per Attachment A-6.

This RFP does not commit JPL or the Government of the United States to pay any costs incurred in submitting your proposal. Proposers participate in this RFP process solely at their own risk and expense. JPL reserves the right to cancel this RFP and to reject any or all proposals.

For small businesses participating in this RFP, the APEX Accelerators can provide guidance to small businesses in Government Contracting and other free services such as counseling, training, workshops, etc.

APEX website: www.apexaccelerators.us An additional resource for small businesses is the Small Business Development Center (SBDC). The SBDC program is the SBA’s largest small business development program and offer free services as well.

SBDC Website: https://pcrsbdc.org/

Please refer to RFP Attachment A-6 Notice of Small Business Set-Aside. The North American Industry Classification System (NAICS) code and description for this acquisition is 541715 Research and Development in the Physical, Engineering, and Life Sciences (except Nanotechnology and Biotechnology), Exception 3: Guided Missiles and Space Vehicles, Their Propulsion Units and Propulsion Parts. The size standard for this NAICS code is 1,300 employees. Additional information can be found here: https://www.sba.gov/document/support-table-size-standards.

JPL has not yet received funding to support this acquisition and anticipates, but cannot guarantee, that funding will be forthcoming. This RFP is being issued at this time in order to maintain project schedule and to allow for timely award of a subcontract if the anticipated funding arrives in a timely fashion.

Submit your proposal by email to the undersigned.

In compliance with RFP Attachment A-17 Proposer Accounting System and Cost Accounting Standards Coverage & Disclosure Statement Information and A-20 Evidence of Adequacy of Accounting System, the proposer shall provide one or more of the following documents:

1. A Defense Contract Audit Agency (DCAA) accounting system certification.

2. A third-party accounting system certification (e.g., another government agency or prime contractor).

3. A letter from the proposer’s accounting firm stating that the firm approves of the adequacy of the proposer’s accounting system for accumulating costs under a cost reimbursement subcontract.

Please note that your proposal is due at JPL no later than April 23rd, 2025, 3:00 p.m. (Pacific Time). Attachment A-14 Past Performance is due as soon as possible, preferably by April 12th, 2025, by 3:00 p.m. (Pacific Time). At the time you respond to Attachment A-14, please state in an email if your company has a facility clearance, for information purposes only. This information will not be considered in the evaluation and selection process.

All questions made to JPL after the official RFP release date must be received via email. The questions and answers will be posted on the RFP website: https://acquisition.jpl.nasa.gov/opportunities/. The questioner will remain anonymous. This website will contain the RFP and a continually updated set of all questions and answers pertaining to the RFP, in the form of an addendum.

Note: JPL intends to award multiple Cost Reimbursable Type Subcontracts in this initial study phase, see General Instructions 3.2 below.

Failure to provide any of the data requested in this RFP may render the proposal nonresponsive.

By no later than April 12th, 2025, as a convenience to JPL, provide to the undersigned, an email statement that you do or do not intend to submit a proposal.

Should you have any questions, please address them to the undersigned by email.

Sincerely, Megan Lagace Megan E Lagace Subcontracts Manager Phone No.: (626) 213-1113 E-mail: megan.e.lagace@jpl.nasa.gov

Attachments: RFP consisting of:

• Cover Sheet and Table of Contents

• General Instructions

• Technical/Management Instructions

• Cost/Price Instructions

• RFP Attachments

Standard Subcontract consisting of:

• Standard Subcontract

• Referenced Exhibits

• Referenced GPs & AGPs

• Subcontract Form Set

GENERAL INFORMATION

Note to all Proposers:

Under the JPL/NASA Prime Contract the California Institute of Technology (Caltech) operates the Jet Propulsion Laboratory (JPL). JPL is a Federally Funded Research and Development Center (FFRDC) funded by NASA that conducts research and development in space science and other science areas specified or approved by NASA. See FAR 35.017 for description of FFRDC. JPL is also the name of an unincorporated subdivision of Caltech a private non-profit educational institution chartered under the laws of the State of California. JPL is not an agent of the Government.

In connection with research performed under JPL/NASA Prime Contract, JPL is frequently called upon to obtain and evaluate cost or pricing data submitted by subcontractors as required by FAR 15.402, 15.403-4(b) and 15.404-2(a). JPL is authorized to obtain proposal evaluations and rates and factors from either the Defense Contract Management Agency (DCMA) or the appropriate contract administrative/audit activities as necessary to evaluate a prospective subcontractor’s proposal.

REQUEST FOR PROPOSAL

REQUEST FOR PROPOSAL NO.: MEL-2664-09192024

FOR:

THERMAL ANALYSIS ENGINEERING SERVICES

PROPOSALS ARE TO BE RECEIVED AT JPL NO LATER THAN:

Date: 4/23/2025

3:00 p.m. Pacific Time

COMMUNICATIONS IN REFERENCE TO THIS RFP

Any communication in reference to this RFP must be via email and directed to:

California Institute of Technology Jet Propulsion Laboratory 4800 Oak Grove Drive Pasadena, CA 91109-8099

Date of Issuance: 3/26/2025

TABLE OF CONTENTS

RFP No.: MEL-2664-09192024

REQUEST FOR PROPOSAL

GENERAL INSTRUCTIONS………………………………………………………………………. 1

VOLUME I: TECHNICAL/MANAGEMENT PROPOSAL INSTRUCTIONS………………… 6

VOLUME II: REPRESENTATIVE WORK ORDER INSTRUCTIONS…………………..……11

VOLUME III: COST INSTRUCTIONS………………………..………………..……………..…. 13

OTHER FACTORS……………………………………………………………………….20

ATTACHMENTS TO THE SOLICITATION. See form JPL 2839 for a list of Attachments

• Group A Attachments must be completed and attached to your proposal.

• Group B Attachments consist of forms and documents for informational purposes only. Note

• Both A and B Attachments can be found through the electronic address identified below as:

https://acquisition.jpl.nasa.gov/terms-conditions/

GENERAL INSTRUCTIONS

1.0 GENERAL REQUIREMENTS/INFORMATION

The effort to be performed will be in accordance with the Standard Subcontract. JPL reserves the right to retain all proposal information submitted in response to this RFP.

1.1 Proprietary Information

If the proposal contains Proprietary Information that is not to be disclosed, you must place the following wording on the cover sheet of each electronic file:

“Proprietary Information contained in pages _____________ of this proposal furnished in connection with RFP No. MEL-2664-09192024 shall not be used or disclosed, except for evaluation purposes, provided that if a subcontract is awarded to this proposers a result of or in connection with the submission of this proposal, JPL and the Government shall have the right to use or disclose this Proprietary Information to the extent provided in the subcontract. This restriction does not limit JPL’s right to use or disclose any Proprietary Information obtained from another source without restriction.”

1.2 Requests for Clarification/RFP Addenda

During the proposal preparation period, all requests for clarification and/or additional information must be submitted by e-mail to the Subcontracts Manager referenced on the RFP cover page. When appropriate, responses to requests, as well as any JPL initiated changes, will be provided to known prospective proposer(s) as addenda to the RFP.

1.3 Compliance with Export Control Laws and Regulations

In the performance of this RFP, JPL may exchange information or other technology which may be subject to the export control laws and regulations of the United States, including the International Traffic in Arms Regulations (ITAR), 22 C.F.R. 120-130 and the Export Administration Act Regulations (EAR), 15 C.F.R. 730-774. All proposing parties agree to fully comply with all such laws and regulations while participating in this RFP process.

1.4 Proposals via Email Only

Proposals are to be submitted only as an attachment(s) to an e-mail, and must:

• Have a scanned signature or an e-signature.

• Provide files in the following format: Microsoft Office family, Adobe (text-searchable), or a compatible format. For cost/price data, the format should be Excel or compatible.

• Not be an “.exe” or encrypted file or have multiple file extensions (e.g., doc.pdf). JPL IT Security system may reject multiple file extensions for suspected malicious content.

• Be sent to the Subcontracts Manager referenced by “Attention:” on the RFP cover page.

• BE 20MB OR LESS in total size for the entire e-mail (including all attachments, signatures, text contained in the body of the e-mail, company logos, etc.). If your email exceeds 20MB, the proposal must be sent in more than one email or using a mutually agreeable large file transfer system.

• NOTE: If you received this RFP via JPL’s large file transfer system, you may create an account by following the link in the original RFP email and use it to submit your proposal. (Please note JPL’s large file transfer tool has a limit of 80GB per transfer).

• Notify the Subcontracts Manager referenced on the JPL RFP Cover Page if multiple e-mails are needed for a given volume of your proposal (e.g., technical/Management, Cost, or Past Performance).

• If the submission of more than one email or large file transfer is required, then ALL emails and large file transfers must be received on the JPL server by the time and date stated on the RFP cover sheet. Allow sufficient time for electronic submission.

2.0 LATE E-MAIL PROPOSALS:

Any proposal, portion of a proposal, or proposal revision received at JPL after the date and time specified on the cover page of this RFP may not be considered for evaluation and award, except under any of the following circumstances:

2.1 JPL determines that the proposal was late due solely to mishandling by JPL or infrastructure disruption at JPL after receipt at JPL, provided that the timely receipt at JPL is evidenced by JPL email server time stamp.

2.2 No acceptable proposals are received as of the proposal due date and time.

2.3 If an emergency or unanticipated event interrupts normal JPL operation thereby affecting timely receipt of proposals nor can an amendment to extend be issued, the time specified for receipt of proposal will be extended to the same time on the first work day of normal operations.

2.4 JPL may, at its sole discretion to enhance competition, extend the due date for proposals after the due date currently set forth in the RFP or in any extension thereto has passed.

3.0 SOURCE EVALUATION AND SELECTION PROCESS

NOTE: JPL, at its discretion, may waive minor informalities and minor irregularities in proposals received, and will not complete the initial evaluation of any proposal when it is determined that the proposal is unacceptable per NASA Far Supplement 1815.305-70.

Source selection is based on the following:

3.1 Proposal Evaluation

Proposals will be evaluated and scored according to the criteria described in the Technical/Management Proposal Instructions of the RFP.

• Although cost/price will not be scored, the proposed cost/price shall be a substantial factor in source selection and is of equal importance to the combined technical and management areas.

• The closer the proposers are in the qualitative (evaluated) technical and/or management areas, the more important cost/price can become.

• JPL may select a source whose qualitative merits are lower but whose lower cost/price is commensurate with providing the best overall “value.” Conversely, a source may be selected whose cost/price is higher, but its higher qualitative merits are commensurate with providing best overall “value.”

The proposal evaluation process is as follows:

3.1.1 Initial Evaluation: Proposals are evaluated against the pre-set areas of evaluation outlined in the Technical/Management Proposal instructions of the RFP. An analysis of the cost/price details (if applicable) is performed and proposed costs/prices are compared.

3.1.2 Cost/Price Proposal Adjustments: Cost/price proposals are reviewed for mathematical accuracy, rate application, omissions, and reasonableness. If the Buy American Act or rent-free use of Government-furnished property applies, the cost/price will be adjusted as required for the purpose of evaluation.

3.1.4 Competitive Range Discussions: JPL may make source selection after the initial proposal evaluation or may conduct discussions with the proposers determined to be within the competitive range. The purpose of the discussions is to assist the evaluators in fully understanding each proposal by verifying strengths and weaknesses, discussing any omissions and ambiguities, verifying the validity of the proposed cost/price, assessing the proposed personnel, and examining the proposer’s capabilities for performing the work. JPL may also request cost/price proposal clarifications in order to correct errors, omissions, or ambiguities in the proposal. NOTE: Only those cost/price clarifications specifically requested by JPL will be accepted.

3.1.5 Final Evaluation: Upon completion of the initial evaluation findings, any discussions, and any cost/price clarifications, a final evaluation is conducted resulting in subcontractor selection for negotiations or award.

3.2 Multiple Award

JPL may, at its discretion, select more than one proposer for award. The selection will be made in accordance with the evaluation process described in 2.0 TECHNICAL/MANAGEMENT PROPOSAL INSTRUCTIONS and in consideration of the technical/management merits, price, and past performance information.

4.0 RESTRICTIVE MARKINGS

4.1 JPL’s Prime Contract with NASA contains important requirements regarding the protection and preservation of the Government’s technical data rights. The attached Standard Subcontract may require the delivery of technical and/or confidential-proprietary data. Limited rights data can be used by the Government and JPL in furtherance of Government contract obligations.

4.2 In your proposal, include a list of any technical and/or confidential-proprietary data that you expect to deliver to JPL in performance of the Standard Subcontract that will be marked with restrictive markings per the General Provisions entitled “Rights in Data – General” and “Limitation on Restrictive Markings.”

5.0 EXCEPTIONS/DECLINATIONS/ASSUMPTIONS

Any exceptions to either the RFP and/or Standard Subcontract (including its exhibits), or equivalent assumptions, or a declination to provide the rate information requested in the Cost/Price Instructions, may make your proposal unacceptable for evaluation. For each and every exception, declination or assumption you must provide a detailed explanation and associated full rationale. Additionally, for each exception taken, provide the alternative language proposed. Place all this information in a special section of your proposal entitled “Exceptions/Declinations/Assumptions.”

VOLUME I: TECHNICAL/MANAGEMENT PROPOSAL INSTRUCTIONS

Present and organize your proposal in accordance with the following:

1.0 OPTION EVALUATION

1.1 The Standard Subcontract contains an Option Article. Both the basic Subcontract requirements and the Subcontract Option Article will be evaluated for source selection purposes as follows:

[x ] The cost/price data and probable cost/price realism thereof.

[x] Technical/Management merit (as determined by the below Part 3.0).

2.0 TECHNICAL/MANAGEMENT PROPOSAL INSTRUCTIONS

JPL will evaluate Volume I and II of your proposal based on the requested information in the table below and subsequent “Technical/Management Criteria and Factors,” with respect to how your proposal meets the requirements of the Standard Subcontract. This evaluation may include any number of considerations as is appropriate for each area of evaluation:

• Suitability of the various areas of the technical/management approach;

• Level of understanding of the requirements;

• Extent of insight into the technical/management challenges and their solution;

• Effectiveness of management structure; and,

• Relevancy of corporate and/or personnel experience.

VOLUME I - TECHNICAL/MANAGEMENT EVALUATION CRITERIA AND ORGANIZATION

Criteria

Weighting Maximum Page Limit* (*Inclusive of RWO responses, requested resumes, sample reports, reviews, papers, or memos

TECHNICAL/MANAGEMENT CRITERIA

· Criterion 1: Thermal Desktop Software Capabilities:

· Factor 1: Thermal Desktop Proficiency

· Factor 2: Thermal Desktop Licenses

· Criterion 2: System Thermal Design Technical Capabilities

· Factor 1: System Level Thermal & Fluids Design and Analysis in Ground, Air and Space Based Systems

· Factor 2: Development, Validation, and Correlation of Analytical Thermal Math Models

· Factor 3: Planetary Mission Thermal Designs

· Criterion 3: Thermal Modeling Technical Approach

· Factor 1: Thermal and Computational Fluid Dynamics Model Approach and Adaptability to Change

· Factor 2: Detailed to Reduced Thermal Modeling

· Factor 3: Thermal Analysis and Model Documentation Approach

· Factor 4: System Level Model Integration Approach

· Criterion 4: Thermal Test and Mission Operation Support

· Factor 1: Thermal Test Execution, Planning and Development

· Factor 2: Mission Operations Support

· Criterion 5: Management Approach and Available Resources

· Factor 1: Availability of Facilities, Equipment, Software and Key Personnel

· Factor 2: Training and Continuous Improvement of Processes

· Factor 3: Administration, Communication, and Reporting

· Factor 4: Representative Work Orders (RWO)

*If “Page Limit” is checked: Any required page limitations included in an RFP shall be strictly enforced. A page size is defined as 8 ½” x 11” each; any drawings/photos are included; single spacing minimum; font size not less than 10; all margins ½” or greater. If there is a “Required” page limit, no pages beyond the number specified will be evaluated. Unless requested, mockups, models, samples, hardware, or software of any kind must not be furnished and will not be considered. JPL forms/attachments, such as A-1, will not to be included in the Maximum Page Limit.

TECHNICAL/MANAGEMENT CRITERIA AND FACTORS

Factors are not assigned weightings. All factors for a given criterion are accounted for when scoring that criterion:

Organize your proposal contents by addressing each criterion, factor, and instructions as outlined below, in the specified order. If requested, ensure any sample reports, reviews, papers, or memos reference the corresponding criterion, factor(s), or sub-factor(s).

1. Criterion 1: T1- Thermal Desktop Software Capabilities

This criterion shall consider the degree your organization’s Thermal Desktop capabilities meets or exceeds the requirements set forth in the Standard Subcontract.

Provide a detailed narrative of your organization's Thermal Desktop Software Capabilities:

0. Factor 1: Thermal Desktop Proficiency:

0. Demonstrate evidence of ability to generate and deliver analytical thermal math models (TMM) using ANSYS® Thermal Desktop software. Examples are included but not limited to:

0. Evidence of projects or work completed through Thermal Desktop for other customers in addition to descriptions of processes used

0. Demonstration of Thermal Desktop skills using product example

0. Testimonials from other customers regarding Thermal Desktop capabilities

0. Describe workforce’s current experience with Thermal Desktop

0. Describe criteria or examples of model correlation efforts using Thermal Desktop

0. Factor 2: Thermal Desktop Licenses

1. Demonstrate evidence of purchase of software license of ANSYS® Thermal Desktop software. Evidence shall include:

0. The name and version of the software product

0. The date of Purchase

1. Criterion 2: T2 - System Thermal Design Technical Capabilities

This criterion shall consider the degree to which your organization’s system thermal design technical capabilities meet or exceed the requirements set forth in the Standard Subcontract.

Provide a detailed narrative of your organization’s system thermal design technical capabilities to include the following:

1. Factor 1: System Level Thermal & Fluids Design and Analysis in Ground, Air, and Space Based Systems

0. Provide a recent example of a work product (e.g., analysis report, design review package, and/or peer reviewed paper) delivered to previous or current customer(s) within the past three (3) years on your most challenging system level thermal design/analysis task.

0. Describe your thermal analysis approach to ensure managing precise temperature stability to a verifiable accuracy in the milli-Kelvin (mK) range.

0. In addition to Thermal Desktop, list and describe each software tool your organization would utilize for thermal analysis on ground, air, and space-based systems that aligns with the Statement of Work within the Standard Subcontract. Include how many years of experience your organization has with each tool.

1.

1.

1.

1. Factor 2: Development, Validation, and Correlation of Analytical Math Models

1. Describe in detail, to include step-by-step breakdowns, your technical approach in developing, validating, and correlating analytical math models, including final flight predictions.

1. Provide an example of a work product from (e.g., analysis report, design review package, and/or peer reviewed paper) delivered to previous or current customer(s) within the last three (3) years that addresses this factor.

1. Factor 3: Planetary Missions

2. Describe in detail, to include step-by-step breakdowns, your technical approach in Performing thermal and/or fluid dynamics analysis on Planetary Missions to include those:

0. With and without atmosphere,

0. With solid and liquid surfaces and sub-surfaces, and

0. With varying surface and atmospheric chemistry

2. Provide an example of a work product (e.g., analysis report, design review package, and/or peer reviewed paper) delivered to previous or current customer(s) within the last three (3) years that addresses this factor.

3.0 Criterion 3: T3 – Modeling Technical Approach

This criterion shall consider the degree to which your organization's modeling technical approach meets or exceeds the requirements set forth in the Standard Subcontract.

Provide a detailed narrative of your organization's modeling technical approach to include the following:

1.

1.

3.1 Factor 1: Thermal Model (Geometric and Math) Approach and Adaptability to Change

3.1.1 Describe in detail your organization's approach to creating a thermal model of optics assembly hardware required to operate with less than 0.5 K gradient across the optics from early concept design through the final design phase of a program.

3.1.2 Describe in detail your organization's approach to creating a thermal model of a simple payload support bracket (i.e., with standard thermal requirements) from early concept design through final design phase of a program.

3.1.3 Describe in detail your organization's approach to accommodating a significant design change to a model and how it would be addressed.

3.1.3.1 Provide an example of a work product (e.g., analysis report, design review package, and/or peer reviewed paper) delivered to previous or current customer(s) within the last three (3) years that addresses this sub-factor.

3.1.4 Briefly describe your organization's approach and challenges when performing integrated Structural Thermal Optical Performance (STOP) systems analysis to include

3.1.4.1 Mapping temperature predictions onto structural models,

3.1.4.2 Optimizing thermal and structural models for run-time and performance , and

3.1.4.3 Developing and implementing custom code for nodal mapping and post- processing

3.2 Factor 2: Reduced Thermal Model (Geometric and Math) Process and Approach

3.2.1 Describe in detail the approach your organization takes in creating reduced thermal models from detailed thermal models.

3.2.2 Provide an example (e.g., analysis report, design review package and/or peer reviewed paper) delivered to previous or current customer(s) within the last (3) years that addresses this factor.

3.3 Factor 3: Thermal Analysis and Model Documentation Approach

3.3.1 Describe in detail the approach your organization takes in documenting thermal models.

3.3.1.1 Provide at least one example (e.g., analysis report, design review package and/or peer reviewed paper) delivered to previous or current customer(s) within the last three (3) years that addresses this sub-factor.

3.3.2 Describe in detail the approach your organization takes in thermal trade study and sensitivity analysis.

3.3.2.1 Provide at least one example of a completed trade study delivered to previous or current customer(s) in the last three (3) years that addresses this sub-factor.

3.3.2.2 Provide at least one example of a completed sensitivity analysis delivered to previous or current customer(s) in the last three (3) years that addresses this sub-factor.

3.4 Factor 4: System Level Model Integration Approach

3.4.1 Describe in detail the approach to coordinate individual subsystem model development by other thermal analysts, integrate the sub-models into a system model, and maintain the system model.

3.4.2 Provide at least one recent example if available of such effort for previous customer(s) that addresses this factor.

4.0 Criterion 4: T4 — Test and Mission Operations Support

This criterion shall consider the degree to which your organization's test and mission operations support meets or exceeds the requirements set forth in the Standard Subcontract.

Provide a detailed narrative of your organization's test and mission operations support to include the following:

4.1 Factor 1 : Test Execution, Planning, and Development

4.1.1 List the types of thermal tests your organization supports and the roles and responsibilities associated with test support in your organization.

4.1.2 Describe your technical approach in thermal test planning and development

4.1.3 Provide an example of a thermal test plan and the procedures associated therein, which was delivered to a previous customer.

4.1.4 Provide an example of a thermal modeling for test planning (such as test timeline) or Ground Support Equipment (GSE) design and performance prediction.

4.1.5 Provide a list of thermal test facilities your organization has worked in (where and what type)

4.2 Factor 2: Mission Operations Support

4.2.1 Briefly describe your approach for planning and/or operations support of your specific role and involvement with mission operations.

4.2.1.1 Provide a list of mission operations support performed for previous or current customers

5.0 Criterion 5: M1 — Management Approach and Available Resources

This criterion shall consider the degree to which your organization's management approach and available resources can meet or exceed JPL's requirements set forth in the Standard Subcontract.

Provide a detailed narrative of your organization's management approach and available resources to include the following:

5.1 Factor 1 : Availability of Facilities, Equipment, Software, and Key Personnel

5.1.1 The proposer must describe its ability to:

5.1.1.1 Use each of the following thermal and fluids analysis design software tools:

5.1.1.1.1 NX Space Systems Thermal

5.1.1.1.2 ESATAN-TMS

5.1.1.1.3 STAR-CCM+

5.1.2 Describe how you determined that you possess the tools and facilities necessary to successfully perform the work described in the Standard Subcontract.

5.1.2.1.1 Describe your approach for being able to provide frequent(weekly or multiple times a week) and cost-effective interaction with JPL (including, but not limited to, a physical presence) to perform the work described in the Standard Subcontract.

5.1.3 Provide the office locations of your organization and discuss your approach to attending critical onsite meetings at JPL.

5.1.4 Discuss your commitment to response times, approach in responding to critical items, and your organization's approach to periods of higher peak workloads.

5.1.5 Provide a representative sample of resumes and summaries of related experience of personnel that will be tasked with meeting the requirements set forth in the Standard Subcontract.

5.1.6 Describe internal review processes of technical product deliveries

5.2 Factor 2: Training and Continuous Improvement of Processes

5.2.1 Describe your organization's training and mentoring approach and how it will ensure your organization's personnel are adaptable and equipped to meet the requirements set forth in the Standard Subcontract.

5.2.2 Explain your organization's philosophy on process improvement and provide an example from within the past (3) years of a successful process improvement initiative.

5.3 Factor 3: Administration, Communication, and Reporting

5.3.1 Describe your organization's communications approach and expectations in meeting the requirements set forth in the Standard Subcontract.

5.3.2 Describe your organization's approach in administration and management of Subcontract Work Orders (SWOs) or similar work/task orders.

5.3.3 Explain your organization's approach in tracking and reporting on SWOs including schedule, cost, and technical risk.

5.3.3.1 Provide a sample weekly status report

5.4 Factor 4: Representative Work Orders (RWO)

5.4.1 RFP Attachment A-23Representative Work Order (RWO) is consistent with the format, description, and requirements that will be submitted to obtain task support under this subcontract. Please review and submit a relevant RWO proposal and cost estimate for each of the three (3) RWOs. The proposals will be evaluated against Criterion 5: M1, Factor 4, while the cost estimates will be evaluated against Volume III: Pricing and Supplemental Business/Cost Information. Further instructions for RWOs can be found in Volume II.

VOLUME II: REPRESENTATIVE WORK ORDER (RWO) INSTRUCTIONS

This portion of the RFP requires the submission of technical responses and cost estimates for three (3) separate and distinct Representative Work Orders (RWOs), found as Attachment A-22 to this RFP. Reference the Volume III Cost Instructions for the requirements on submitting the RWO cost estimates.

REPRESENTATIVE WORK ORDER (RWO) INSTRUCTIONS

1.0 Electronic Submission and File Formats

1.1 Proposals shall:

· Have a scanned signature or an e-signature

· Be limited to one or more of the following file formats:

· “.pdf” (preferred)

· “.doc” or “.docx” for Word files

· “.ppt” or “.pptx” for PowerPoint files

1.2 JPL reserves the right to retain all proposal information submitted in response to this RFP.

2.0 All RWOs shall be written to include multiple technical disciplines. (Note: actual Subcontract Work Orders (SWOs) issued during the term of the subcontract may or may not be as inclusive as these RWOs.)

2.1 These RWOs are purely representative and will not be an actual task performed under the contract. Proposers are not required to perform any work as part of this exercise and proposers shall not submit any deliverables shown on the RWO forms.

3.0 The RWO exercise simulates the proposal response process in which the technical and management approaches and cost proposal are specified.

3.1 Proposals shall be specific and complete enough to clearly and fully demonstrate that proposers:

3.1.1 Understand the high-level requirements and the technical scope of each RWO; and

3.1.2 Have a process to identify staff with appropriate skillsets who can perform the work.

3.2 RWO responses shall be due with the proposal.

3.3 Each RWO response shall consist of two parts: 1) a proposal response describing the technical, management, and schedule approaches, and 2) a cost estimate submitted with Volume III.

4.0 Technical Approach

4.1 Identify any assumptions made in preparing RWO response and any areas needing further JPL guidance.

4.2 Explain your understanding of the statement of work and processes for completing the work.

4.3 Identify the staffing skill mix, team size, tools, etc. needed to perform the work. For each staff member, indicate whether that person is in-house, from a lower-tier, or job requisition.

4.4 Identify the deliverables and your delivery process, if applicable.

5.0 Management Approach

5.1 Describe how the work will be managed. This should address how work will be tracked, processes for identifying and mitigating risks, and your quality assurance approach.

5.2 Describe how you will manage cost vs schedule.

5.3 Describe how your organization mitigates cost overruns.

5.4 Describe how you will coordinate and manage the work to be performed by lower-tier subs, if any. Describe your sub-tier vetting process and your process for reviewing sub-tier’s costs for reasonableness.

5.5 Identify other resources necessary to accomplish the RWO.

6.0 Schedule Approach

6.1 Provide a resource-loaded schedule for completing the effort, including key milestones.

6.2 Identify skill mix of labor types for meeting technical requirements and schedule.

7.0 Proposers are advised that if you have technical questions pertaining to the RWOs in this exercise, proposers should include those questions as part of the RWO response, per paragraph 4.1 above. JPL will not provide any technical answers. If proposers have procedural questions regarding the RWO proposal process that cannot be answered by referring to Exhibit I, proposers shall submit them by e-mail to the cognizant Subcontracts Manager. JPL will respond as quickly as is practicable.

VOLUME III: COST INSTRUCTIONS

Cost Reimbursable Subcontract with SWOs

Failure to provide the cost or pricing data requested below may render the proposal nonresponsive.

1.0 DATA SUBMITTAL

1.1 A proposal cover sheet, signed by the proposer’s authorized representative, stating the proposed cost, fee, and total price shall be provided with each individual SWO proposal submittal. A separate cover sheet is not required for the initial proposal submittal.

1.2 Provide the information requested in Sections 1, 2, and 3 of Attachment A-17, “Proposer, Accounting System and Cost Accounting Standards Coverage & Disclosure Statement Information” and submit with the proposal.

1.2.1 Attachment A-17 Section 2

As indicated on the cover letter to this RFP, and in compliance with RFP Attachment A-20 Evidence of Adequacy of Accounting System, the proposer shall provide one or more of the following documents:

1. A Defense Contract Audit Agency (DCAA) accounting system certification.

1. A third-party accounting system certification (e.g., another government agency or prime contractor).

1. A letter from the proposer’s accounting firm stating that the firm approves of the adequacy of the proposer’s accounting system for accumulating costs under a cost reimbursement subcontract.

The determination that the proposer’s accounting system is adequate for determining costs applicable to this contract, shall be in accordance with Federal Acquisition Regulation (FAR) 16.301-3(a)(1).

1.2.2 Attachment A-17 Section 3

In the event that a future SWO proposal is greater than $2.0 million, the proposer shall provide the Cost Accounting Standards (CAS) Coverage and Disclosure Statement information requested in Section 3 of Attachment A-17.

Note: The proposer is required to fill out Section 3 of Attachment A-17 and provide the information with the initial proposal submittal for documentation purposes. As the subcontract is a small business set-aside, at a minimum the small business exemption to CAS compliance shall apply for any SWO greater the $2M.

1.3 Provide the pricing and business data requested in paragraphs 2.0 and 3.0 below.

1.4 Provide the supplemental business information requested in paragraph 7.0 below.

1.5 If the proposer elects to provide a cost sharing proposal, such a proposal may be submitted in addition to, or instead of, the basic proposal. The cost sharing proposal shall provide all required cost information for the complete effort and clearly indicate which part of the effort is to be funded by the proposer and which part is to be funded by JPL.

1.6 For SWO proposals greater than $2.0 million, upon completion of the SWO negotiation, the pricing data requested below must be certified in accordance with Attachment B-10, “Certificate of Current Cost or Pricing Data” unless an exception applies (see note below). If any exception per Attachment B-13, “Claims for Exceptions to Cost or Pricing Data” is applicable, the proposer shall provide a written request in accordance with Attachment B-13 to qualify for an exception to the requirement for submission of certified pricing data. If an exception does apply, the pricing data requested in paragraphs 2.0 and 3.0 below is still required for proposal evaluation purposes (including but not limited to assessing technical understanding and determining reasonableness of cost) but does not need to be certified.

Note: As this cost type subcontract will include Subcontract Work Orders, RFP Attachment B-10 Certificate of Current Cost or Pricing Data has been provided for information purposes so the proposer is aware that if the negotiated price of a single SWO is greater than $2M, then Attachment B-10 shall be required for that specific SWO.

1.6.1 For each individual item included in an SWO proposal for which the price exceeds $2.0 million and is based on catalog or market prices, or prices set by law or regulation, a written request for an exception to the submission of certified cost or pricing data in accordance with Attachment B-13Claims for Exceptions to Cost or Pricing Data is required. If an item qualifies for an exception but is priced at less than or equal to $2.0 million, state the basis of the price and provide appropriate reference documentation. A written request for an exception is not required.

2.0 PROPOSAL PRICING

Provide the cost/price information requested below in accordance with Attachment A-15 Thermal Analysis Engineering Services CEB” (Cost Element Breakdown).

2.1 Attachment A-15 shall be provided in an Excel or Excel-compatible format, including the following worksheets as applicable. Proposers may use their own template as long as all the data required in Attachment A-15 is included.

Tab 1 – Labor Rate Ranges

For each labor category proposed in support of the Standard Subcontract provide the following.

Labor category title Code or number (if any) Description of the roles and responsibilities Typical education and experience requirements Security clearance level (note “none” or security clearance level assigned) FY’25 through FY’30 direct labor rate ranges (minimum and maximum)

Note: The labor rate range midpoint reflects the sum of the minimum and maximum rates divided by two. The midpoint rate will auto-calculate within the worksheet.

The negotiated direct labor midpoint rates for each year will be used for the calculation of fee for each negotiated SWO. Reference Tab 3 – SWO Fee Calculation below.

For information purposes only, Tab 1 includes a chart showing the requested information for two sample labor categories. The sample rates shown are in no way indicative of proposed rates expected by JPL.

Tab 2 – Fee & Indirect Rates Provide the proposed fee percentage as indicated by year for FY’25 through FY’30.

Provide the proposed indirect rate detail, application base, and corresponding FY’25 through FY’30 indirect rates.

For each year provide a comprehensive set of all indirect rates applicable to the cost of the work performed in support of the Standard Subcontract. Indicate the application base to which the rate is applied.

The negotiated fee percentage and indirect rates will be used for the calculation of fee for each negotiated SWO. Reference Tab 3 – SWO Fee Calculation below.

For information purposes only, Tab 2 includes a chart listing a sample set of indirect rates. The sample rates shown are in no way indicative of proposed rates expected by JPL.

Tab 3 – SWO Fee Calculation The negotiated direct labor rates, indirect rates, and fee percentage will be used for the calculation of the fixed fee dollars for each negotiated SWO

Tab 3 is provided for information purposes only. As noted therein, each SWO will include the total negotiated SWO cost as based on current rates in effect at the time, plus a fee amount which results from the application of the negotiated fee percentage to the total SWO cost resulting from the application of the negotiated direct labor midpoint rates and indirect rates. The negotiated fee percentage will not be applied to the SWO cost resulting from the application of the current rates in effect at the time. Note that all allowable, actual cost incurred will be reimbursed in accordance with the terms of the Standard Subcontract.

This fee calculation methodology supports FAR 16.306 Cost-plus-fixed-fee contracts, which states in part that a cost-plus-fixed-fee contract is a cost-reimbursement contract that provides for payment to the contractor of a negotiated fee that is fixed at the inception of the contract.

Note that, in accordance with NASA’s “Structured Approach Profit/Fee Objective,” fee is not applied to Facilities Capital Cost of Money (FCCM) expense. As a result, FCCM rates do not need to be included in the Indirect Rate set submittal. For additional information on FCCM, reference Federal Acquisition Regulations 52.215-16 and 52.215-17, Provide acknowledgement and acceptance that the fee calculation for all SWOs issued during the complete subcontract period of performance will be based on the application of the negotiated fee amount to the total cost amount (excluding FCCM) that results from the application of the negotiated direct labor midpoint rates and indirect rates.

Tab 4 – RWO Cost Breakdown Provide the proposed cost element breakdown detailing the proposed price for each of the three hypothetical RWOs (reference RFP Volume I Technical/Management Proposal Instructions 6.4 and Volume II Representative Work Order Instructions)

The cost element data shall be provided in accordance with paragraph 3.0 below. The proposed rates used within Tab 4 shall be consistent with the FY'25 labor rate ranges proposed within Tabs 1 and the FY’25 indirect rates proposed within Tab 2.

2.2 As applicable, within Attachment A-15 show all formulas used within a worksheet cell. For the application of indirect rates and factors, the rate or factor, the corresponding base cost, and the resulting total shall each be identifiable.

2.3 JPL reserves the right to evaluate the reasonableness of the proposed cost/price. JPL may request and examine, at any time before award, all records, or documents directly pertinent to the information requested or submitted. Submission of the proposal constitutes agreement to provide the pertinent data as stated herein.

3.0 COST ELEMENTS SUPPORTING DATA

All RWO basis-of-estimate information requested below, shall be submitted in PDF, Microsoft Word, or a compatible format, with fully searchable text (i.e., no text images). This basis-of-estimate information shall be required for each subcontract SWO proposal submittal.

3.1 Direct Labor – Reference Attachment A-15 Tab 4 RWO Cost Breakdown Failure to provide the direct labor rate data requested below may render the proposal nonresponsive.

3.1.1 Labor shall be proposed by work-hour (not work-month). If selected for subcontract award, a Full Time Equivalent (FTE) labor profile by month may be required.

3.1.2 Explain the basis of the labor-hour estimates by labor classification. Show all calculations in detail, including the development of any factored hours and the base to which the factor is applied.

3.1.3 Explain the development of the labor rates, including all escalation factors. State whether the proposed direct labor rates are averages or are the specific rates of the workforce proposed.

3.1.4 If available, provide evidence of Government approval of direct labor rates for each labor classification.

3.2 Travel – Reference Attachment A-15 Tab 4-1

3.2.1 Travel

3.2.1.1 State the date, origin, destination, and purpose of each trip proposed.

3.2.1.2 Provide the per trip travel cost breakdown including, but not limited to, the following as applicable; number of travelers, number of nights, number of rental cars, airfare, mileage, lodging, meals & incidental expenses, and rental car expense.

3.2.1.3 Provide current company policy regarding the reimbursement of travel expenses and the accounting of such costs as a direct or indirect expense.

3.3 Material - Reference Attachment A-15 Tab 4-2

3.3.1 Provide a detailed Bill of Material listing all raw materials and purchased parts, including: part number, description, quantity, unit cost, extended cost, lead time, supplier, and basis-of-estimate. Include, and separately identify, all applied mark-up amounts unique to material cost.

3.3.2 "Raw Mat'l Mark-up" shall include only those mark-up amounts unique to raw material cost, e.g., material handling, freight-in, scrap, etc.

3.3.3 Basis of Estimate "Source Document" includes (but is not limited to) purchase order (current or historical), catalog price, and engineering estimate.

3.3.4 Basis of Estimate "Reference" shall cite the specific Source Document, i.e., Purchase Order number and date, catalog publication and date, engineering estimate back-up, etc.

3.4 Subcontract Detail – Reference Attachment A-15 Tab 4-3

3.4.1 Provide the subcontractor’s name, location, description of subcontract, subcontract type (i.e., Cost Reimbursable, Fixed Price, etc.), basis of estimate, and proposed amount by year.

3.4.2 Provide the basis-of-estimate for each subcontract, including the process utilized to determine the reasonableness of each subcontractor’s proposed price. Explain any adjustment made to the subcontractor’s proposed price.

3.5.2 The following are examples of ODC items, and the information requested.

3.5.2.1 Computer Usage

Describe the proposed computer usage, extent of usage, rate, and the total cost. Explain the development of each rate.

3.5.2.2 Consultants

Indicate the specific task requiring consultant services. Identify each proposed consultant, state the proposed hourly/daily rate, the estimated number of hours/days, and any associated costs (e.g., travel expense). State whether the consultant has been compensated at the quoted rate for similar services performed in connection with Government contracts.

3.5.2.3 Licensing and Royalty Information

Provide a description, supporting cost data, and corresponding cost, for each licensing and royalty expense item proposed.

3.6 Indirect Cost - Attachment A-15 Tab 1

Failure to provide the indirect rate data requested below may render the proposal nonresponsive.

3.6.1 Explain the development of each proposed indirect expense rate (e.g., labor overhead, material overhead, off-site burden, general and administrative).

3.6.2 Specifically identify the cost elements included in the base to which each indirect rate is applied. List the indirect expense rates experienced for the past two years.

3.6.3 Explain any significant variance between the experienced and the proposed indirect rates.

3.6.4 Provide evidence of Government approval of each indirect rate, if available.

3.7 Business Reporting Funding Data - Attachment B-21

Note: Attachment B-21 Business Reporting Funding Detail has been provided for information purposes so the proposer is aware that if the negotiated price of a single SWO is $500K or more, then Attachment B-21 shall be required for that specific SWO.

The data provided on Attachment B-21 is used by JPL for internal funding and liability reporting purposes.

3.7.1 If selected for negotiations, for proposals of $500,000 or greater, Attachment B-21 “JPL Business Reporting - Cost & Liability Data” shall be provided in an Excel or Excel-compatible format.

3.7.2 The “Cumulative Total Cost” amount shall include all direct cost, applicable applied burden, and Cost of Money (COM).

3.7.3 The “Unfilled Orders Outstanding/Commitment” (UOO) amount shall include the cumulative month-end estimate for all planned…