VAULT IDIQ Scope and Ordering Guide.pdf

Visible Accessible Understandable Linked Trusted (VAULT) Subject Matter Expert (SME) Support

Indefinite Delivery / Indefinite Quantity (IDIQ) Contract

AT

PENTAGON, WASHINGTON DC

AND

VARIOUS CONUS LOCATIONS

26 AUGUST 2020

VERSION _

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?

4.2 Restrictions and minimums associated with task orders

4.3 Who can use this IDIQ?

4.4 Scope determination & Request for Information (RFI)

4.5 VAULT Task Order Proposal Request (TOPR) ordering procedures

4.6 VAULT evaluation task order proposal request and evaluation procedures

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 Vendor service requirements

SECTION VI

6.0 DELIVERABLES

6.1 Deliverables requirement

SECTION VII

7.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, MATERIAL,

INFORMATION, OR SERVICES

7.1 Government Furnished Property, Equipment, Material, Information, or Services

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

When setting up your Section II please use make your task description name “Heading 2” in the style section. This will update the Table of Contents automatically. If unsure, the AFDW/PK PM Branch will assist.

SECTION I

1.0 DESCRIPTION OF SERVICES

1.1 Purpose. The purpose of this contract is to obtain contracted subject matter expert support (SME) to advise on and/or perform: data preparation and architecture, development of agile algorithmic solutions, evaluate and/or execute data governance and data maturity models; and conduct data analytics using state of the art mathematical and machine learning/artificial intelligence techniques and other data analytic lines of research/effort as defined in the SAF/CO Strategic Plan, Data Services Reference Architecture and Data For A Digital Air Force which are attached to this contract.

1.2 Background. This requirement is derived from the SAF/CO mission directive mandating the CDO and the broader Air Force community to utilize data as a strategic asset. The Air Force Chief Data Officer’s primary role is to ensure that timely high-quality data is available to internal and external stakeholders in order to fulfill mission requirements. SAF/CO Strategy Division is responsible for setting the vision and goals for change, and providing the enabling architecture, standards, governance, and inform AF-wide talent management plans that will empower Airmen and the systems they operate to leverage and act upon quality data at speed and scale. As such, they maintain and update the strategic framework for ensuring the AF data is secure, visible, accessible, understandable, linked, and trusted with and across every function, mission area, and domain of operations to deliver decision advantage. SAF/CO Operations Division is responsible for establishing and leveraging appropriate enterprise environment(s), and operating the resulting Air Force Data Lab to validate and mature processes to operationalize data. They work in collaboration with strategic partners to leverage data to support, enhance and execute the mission. They partner with appropriate analytic organizations to conduct unique use cases, peer review, programmatic development, and technological assessments to provide capabilities that inform the decision-making process and enable data-driven decisions.

SECTION II

2.0 IDIQ SCOPE

2.1 Scope. Services and deliverables include five (5) Data Analytics as a Service categories:

Data Acquisition, Preparation & Architecture; Agile Algorithm Solutions; Data Governance;

Data Analytics; Data Environment Development. The Contractor shall provide all services, materials, supplies, equipment, and project supervision, as required in connection with any task orders awarded using VAULT IDIQ. The primary NAICS for this IDIQ is: 541990 All other professional, scientific, and technical services.

Task orders issued on the VAULT IDIQ cover services that are: commercial; classified (Secret, Top Secret, SCI and unclassified; and performance shall be CONUS (OCONUS travel is authorized).

Contract Type: Task orders can be Firm Fixed Price (FFP) or Firm Fixed Price Level of Effort

(FFP-LOE)

2.3 Responsibilities:

Contracting Officer (CO)

The CO is responsible for the award, administration, and management of the VAULT IDIQ and any solicitations, source selections, task orders and task order modification modifications utilizing the VAULT 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 VAULT primary contract holders regarding all VAULT related matters

- Appointing and terminating all CORs utilizing VAULT

- Providing contract specific training to all appointed CORs

- Ensure Contractor Performance Assessment Reporting Systems (CPARS) completed as required -Ensure quarterly Program Management Reviews (PMR) are completed with primary contractors

SAF/CO COR/Program Manager (PM)

The SAF/CO COR/PM is responsible for the overall VAULT program

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

- 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 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

Task Order CORs:

- Ensure training is up to date

- Ensure COR reports, invoices, running balance sheets are uploaded in JAM monthly

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

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

- Elevate issues to the SAF/CO COR or AFDW/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

- Approve Common Access Card request (if applicable)

- Approve DD254 (Security Requirements); if applicable

- Assist with task order closeout

- Conduct quarterly PMR if task order 12 months or longer

- Complete CPARS if task order over $1M; if not, complete CPARS form and turn-in to SAF/CO COR at the end of task order performance

Contracting Officer Representative Training and System Access Requirements can be found in Appendix 2.

TOPR Evaluators:

Sign Non-Disclosure Agreement Sign Conflict of Interest Statement Review VAULT training slides Evaluate proposals IWA established evaluation criteria

Vendors (IDIQ level):

Shall provide point of contact information for the following:

Scope Determination Request Contract Specific Issues/Awards/Modifications Task Order Proposal Request Inquiries Executive Leadership Engagement/Inquiries Ask Me Anything Sessions

Adhere to the proposal procedures for VAULT Update POC information with AFDW/PKS and SAF/CO Report any issues to SAF/CO COR and Contracting Officer (as required) Attend IDIQ level Program Management Reviews (PMR) Provide Monthly Status Reports (MSR)

SECTION III

3.0 DESCRIPTION OF TASKS

3.0 Tasks. Task orders issued on this IDIQ will focus on subject matter expert support (SME) to advise on and/or perform: data preparation and architecture, development of agile algorithmic solutions, evaluate and/or execute data governance and data maturity models; and conduct data analytics using state of the art mathematical and machine learning/artificial intelligence techniques and other data analytic lines of research/effort aligned with Air Force enterprise guidance and governance.

3.1 Data Acquisition, Preparation & Architecture. The contractor shall perform tasks necessary to acquire data and develop a scalable technical architecture necessary to enable consumption of prepared datasets by the analytical and/or systems development communities in both cloud and on premise environments at multiple security classification levels up to Special Access Programs (TS/SCI). For example, develop data export standards and perform Extract- Transform-Load activities to maximize dataset exploitability, populate the Enterprise Information Model with metadata aspects (catalog, glossary, attributes, business rules), perform data feed automation using industry standard tools like Kylo and NiFi, data sets, perform data quality and curation activities, generate synthetic data sets for AI/ML algorithm training, synthesize multiple data sets into common formats for efficient storage and rapid processing (e.g.

SQL to parquet), ensure data sets are machine readable, tagging data for transport data up and down across multiple security classification levels, etc.

3.1.1 Data Acquisition. The contractor shall perform or facilitate services relating to well-managed coordination between data originators and data system owners as necessary to acquire or connect to operational systems for data analysis purposes. This includes, but is not limited to, developing relationships with data originators and system owners to facilitate the exposure of USAF data across the enterprise; editing the documentation outlining procedures and agreements between data originators, system owners, CDO, and authorized consumers; producing technical justification for product acquisition including both software license procurement and cloud environment hosting costs, be they DISA MilCloud 2.0, Azure GovCloud, or AWS GovCloud;

communicating data extraction/movement standards, and/or contributing to the technical extraction of data sources from source databases and Authoritative Data Sources. This requirement includes Data Transport (e.g. Snowballs, Courier services, Cloud exfill) at multiple security classification levels up to TS/SCI.

3.1.2 Data Preparation. The contractor shall perform all Data Preparation tasks necessary to transform data from its raw form into a format ready for consumption by the analytical and/or systems development communities in both cloud and on premise environments. Data preparation must also be done in support of the Chief Data Office’s statutory responsibilities to comply with the Federal OPEN Data Act. These tasks include, but are not limited to: data feed automation using industry standard tools, data tagging, metadata tagging, data export standards, data quality application and business rule creation, data munging and wrangling in support of machine learning tools and techniques, and performing advanced Extract-Transform-Load activities to maximize dataset exploitability. The contractor shall comply with Department of Defense and Joint Force Headquarters data practices as well as inform USAF data preparation and modeling best practices across enterprise. This requirement applies to all network classifications up to TS/SCI and connections.

3.1.3 Data Environment Architecture. The contractor shall develop a scalable technical environment architecture necessary to enable consumption of prepared datasets by the analytical and/or systems development communities. This includes identifying hardware (physical, virtual, hypervisor, containers, lambda or other serverless functions), software, tools and applications related to developing a data service enterprise technical architecture. This architecture shall not result in reduced performance of operational / transactional systems because of increased data consumption workloads. Additionally, the architecture will leverage artifacts produced by data originators, system owners, data preparation teams, and data modeling and documentation teams to maximize effectiveness of exposed datasets. The architectural solutions proposed must comply with Air Force Software Factory Best Practices (Agile development, Continuous Integration, Continuous Delivery (CI/CD) pipeline lifecycle, Continuous ATO Risk Management Framework certification, CloudONE, PlatformONE, DataONE, WrapONE, AI/SmartONE, FuseONE Advanced Battle Management System alignment). This requirement applies to all network classifications up to TS/SCI and connections.

3.1.4 Technical, Education, and Training Services. The contractor shall offer technical advisory, education & training services relating to data preparation and modeling ensuring raw data is being effectively transformed into an exploitable information asset. The contractor shall possess extensive expertise in Extract-Transform-Load and data modeling. The contractor shall inform USAF data preparation and modeling best practices across enterprise. This requirement applies to any network classification or connection.

3.2 Agile Algorithm Solutions. The contractor shall develop algorithms for execution on cloud and on premise infrastructure to enable exploitation of USAF enterprise or mission-specific datasets to include production and experimental design that ensure maximum effectiveness to serve the USAF data consumers and enabling data integration and analysis across the enterprise. The contractor shall support establishment of a Continuous Integration, Continuous Delivery Development Operations pipeline for Analytics using DevSecOps agile methodology. The contractor shall apply machine learning and artificial intelligence principles using open source or COTS frameworks in R, Python, or other language libraries supported by enterprise Data Platforms.

3.2.1 Analytics Partnerships. The contractor shall evaluate new data science/analytics products and vendor frameworks for relevance and usability/insertion into the data environment. The contractor shall also provide engineering estimates for network capacity requirements, cost/budget estimates for mission problem sets provided, and support for the definition and execution of data-centric use-cases including staffing with data science experts engaged and knowledgeable in functional communities and capable of solving complex mission problems using appropriate data analysis techniques to include compilation, aggregation, linear programming, complex statistical analysis, visualization, machine learning, artificial intelligence, and other advance analytical processes and tools.

3.2.2 Data Service Operations. The contractor shall influence and/or establish USAF best practices in data environment development, capability exposure, and system sustainment measures. All solutions developed shall result in a capability force multiplier to the USAF. The contractor shall develop web services exposing, communicating and exploiting data capabilities to the USAF systems development and analytical communities enabling data integration and analysis across the enterprise to enable data-driven decisions at all levels. The contractor shall develop, collect, and report metrics on the state of Air Force enterprise datasets as they are managed across the air, space, and cyberspace domains, collected or federated to the enterprise, and reported to the Department of Defense in compliance with the OPEN Data Act. The contractor shall support operational issue resolution with the capabilities deployed in support of the Data Science Reference Architecture and in the execution of Use Cases. The contractor shall establish a Data Operations Center for centralized issue management, reporting, and resolution.

The contractor shall operate an Issue Management system for data-related activities across the Air Force enterprise and generate regular (weekly, monthly) metrics against the data-related activities across the enterprise. This requirement applies to all network classifications up to TS/SCI and connections.

3.2.3 Data Service Sustainment. The contractor shall provide senior product expertise, security patch administration, and Risk Management Framework (RMF) artifact creation for the Data Service Reference Architecture capabilities deployed across the Air and Space Force enterprise.

The contractor shall support the Certification and Accreditation (C&A) of environments enabling data preparation, analysis environments designed to transform USAF data into strategic assets.

The contractor’s efforts shall include, but not limit to, C&A artifact development and process oversight. This requirement applies to all network classifications up to TS/SCI and connections.

The contractor shall provide mission user familiarity training on the Data Service Reference Architecture capabilities deployed and educate potential users on how to take maximum advantage of the capabilities for their specific mission vertical and/or problem space.

3.3 Data Governance. The contractor shall provide expertise to develop data maturity models that account for the entire lifecycle, conduct maturity assessments, develop data models that support data management, apply design concepts to create reliable data storage environments, apply metadata management principles and develop data quality techniques that ensure data is fit for its intended purposes. The contractor shall provide expertise in the areas of data stewardship, ownership, and data management policy that enable decision makers at all levels to make better operational and strategic decisions. The contractor shall author policy documents essential to strategic concept adoption and operational and tactical execution success for the Air Force Enterprise. Documentation will include, but is not limited to, ISSM Entity Relationship Diagrams (ERD), enterprise data dictionary, meta-data repositories, and data environment standard operating procedures. Support senior leader governance forums and facilitate large, recurring, multi-organization, multi-level collaborations to iteratively improve the understandability, provenance, registration, tagging, publication, protection, consumption, exploitation, and weaponization of Air Force and all-source data needed to enable Digital Air Force functions and missions. The contractor shall provide secretariat support for established Governance fora including managing membership rosters, regular communications across the governance structures (AF Data Council, AF Data Board, and various Working Groups), addressing appropriate General Officer and Senior Executive Service protocol actions, coordinating, collecting, generating and distributing read-ahead materials, and publication of minutes, lessons learned, and tracking action items following events. This requirement applies to all network classifications up to TS/SCI and connections.

3.4 Data Analytics. The contractor shall conduct data analytics using state-of-the-art mathematical and machine learning/artificial intelligence techniques to support exploitation and understanding of data both within specific mission domains and across the Air and Space enterprise in order to improve effectiveness in operations and support data-driven decisions. The contractor shall provide support for complex analysis of multiple data sets across a diverse range of mission functional areas. The contractor shall develop dynamic visualizations exploiting available, curated data sets using a variety of visualization tools or custom-developed scripts to meet mission needs and provide continually-current mission dashboards for commanders at all levels across the Air Force Enterprise. The contractor shall guide the government’s capabilities to achieve various levels of technical sophistication ranging from business intelligence to state-of-the-art applied mathematical and machine learning/artificial intelligence techniques. This requirement applies to all network classifications up to TS/SCI and connections.

3.5 Data Environment Development. The contractor shall perform or facilitate services relating to developing solution architectures based on cloud-agnostic, vendor-agnostic, open-source, requirement-driven product selections, all designed to securely design, build, deploy, operate and sustain enterprise-quality, commercially-used data science tools and services in accordance with the published AF Data Services Reference Architecture. The contractor shall perform or facilitate services relating to technical infrastructure design enabling large scale analysis, exposure and exploitation of USAF data to analytic and systems development communities. The contractor shall develop USAF best practices and guide the community to realize the benefits of scalable infrastructure without impacting business operations. The contractor shall develop Data Science Reference Architecture capability requirements documents, project management plans, and cost estimates for implementation of new products and services filling gaps in or enhancing the usability of the data in the enterprise environments.

The contractor shall apply the Agile development philosophy described in paragraph 2.2 Agile Algorithm Solutions for all new capabilities deployed. This requirement applies to all network classifications up to TS/SCI and connections.

3.5.1 Data Environment Management. The contractor shall document and establish all appropriate operational and support capabilities needed for a world-class analytics environment to include configuration, license management, release management, user account management, requirements management, and operational metrics reporting. The contractor must be able to operate and sustain these tools wherever needed on environments but not limited to NIPR, SIPR, JWICS, CENTRIX, DREN, S-DREN or forward-deployed environment. Contractor must leverage agile DevSecOps practices, processes, and tools for capability development, project management, and status reporting.

3.5.2 Applied Research, Data Development & Testing. The contractor shall identify requirements, plan and conduct research and analyses of alternatives and develop and test new and innovative tools, techniques and methodologies to enhance AF data analytics capabilities ranging in technical sophistication from business intelligence to state-of-the-art applied mathematical and machine learning/artificial intelligence techniques. The contractor shall perform experimental research and development using proven, state-of-the-art, and novel approaches to exploiting USAF enterprise data to improve operations and sustain mission effectiveness.

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 VAULT SME Support contract. It explains the process that will be used when awarding each task order. The Guide addresses contracting processes and concepts specific to the VAULT IDIQ, please contact AFDW/PKS, Air Force District of Washington Contracting, SAF Enterprise Support Division with applicable questions.

4.2 Restrictions and minimums associated with task orders

Competition and Exception to Fair Opportunity This is a centralized multi-award IDIQ. 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). However, the Government reserves the right to award sole source based on a exception to fair opportunity.

4.3 Who can use this IDIQ?

All task order request over $25M shall be made through and approved by SAF/CO prior to submission to AFDW/PKS for solicitation and award. See the approval matrix (Table 1) below:

Approval Matrix (Table 1) Request Signature

Level **Non-delegable** Over $25M **Non-delegable**

Headquarters Air Force

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

SAF/CO or

SAF/CDO

Major Commands Deputy Major Command Commanders

SAF/CO or

SAF/CDO

Combatant Commands

Deputy Combatant Commanders

SAF/CO or

SAF/CDO

Other Services Service Chief Management Officers

(CMO)

SAF/CO or

SAF/CDO

Office of the Secretary of Defense

(OSD)

Principle Staff Assistants

SAF/CO or

SAF/CDO

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

Off Ramping

Awarded VAULT vendors are only allowed to declare a “no bid” two (2) consecutive times OR no more than three (3) times annually (per ordering period year). Whichever threshold is met first, the vendor will be off ramped (removed) as a VAULT IDIQ vendor and will no longer be able to propose on future TOPRs.

Applies to Extended and Standard TOPR procedures only; DOES NOT apply to Expedited TOPR procedures (see section 4.5 for TOPR procedures)

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

Awarded VAULT vendors are only allowed to receive two (2) marginal technical proposal ratings during the five (5) year ordering period. After receipt of the second marginal technical rating, the vendor will be off ramped (removed) as a VAULT IDIQ vendor and will no longer be able to propose on future task order requests.

Awarded VAULT vendors that provide poor performance will be off ramped (removed) as a VAULT IDIQ vendor and will no longer be able to propose on future task order request. Poor performance includes: missing milestones and deadlines, not performing IAW vendor’s proposal, misconduct of employees, and poor quality of deliverables. Poor performance determinations are at the sole discretion of the Government.

**Any notices of removal will be provided in writing to the vendor from the Contracting Officer**

4.4 Scope determination & Request for Information (RFI)

Potential mission partners can submit a request for scope determination and/or RFI for market research purposes to AFDW/PKS.

A scope determination request will require a draft statement of objectives. The Contracting office will provide a response to scope determination requests no later than five (5) business days. If the scope determination requires input from the vendors, the request will take up to ten

(10) business days.

RFI’s can be no more than 10 questions and the responses from the IDIQ vendors will be no longer than two (2) pages.

4.5 VAULT Task Order Proposal Request (TOPR) ordering procedures

(FOR GOVERNMENT PERSONNEL)

1. Complete the project request form (see template Appendix 10.1- Attachments)

a. Mission partners require a trained COR (see 2.3-Responsibilities for list of required training and system access requirements)

b. Submit complete requirement package

i. Statement of Objectives (see template Appendix 10.1- Attachments)

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

1. Planning PR is acceptable for EOY actions

iii. Signed Source Selection NDA (see appendix 10.1-Attachments)

iv. Signed conflict of interest (see appendix 10.1-1-Attachments)

v. Independent Government Estimate (see appendix 10.1- Attachments)

2. The requiring office submits an official request for SAF/CO support for Task Orders over $25M, under $25M requests are sent to TBD . For further information regarding the request for project support and to submit a support request please contact SAF/CO at

TBD.

3. Appropriate office within SAF/CO approves the request for over $25M (see table 1 for approval matrix).

4. SAF/CO COR provides the completed package to AFDW/PKS for review

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

6. AFDW/PKS sends the requirement package (minus the IGE) and sets up the Ask Me

Anything (AMA) session

7. Vendors will be given a suspense for questions in the TOPR.. The Government will review the questions prior to the AMA to prepare for the session. The requiring office shall make themselves available for the AMA. SAF/CO nor AFDW/PKS is responsible for AMA sessions. If the requiring office is not available, the request will be cancelled and a new request will need to be submitted.

8. After AMA session, the requiring office in conjunction with AFDW/PKS will make any changes to the TOPR and AFDW/PKS releases the TOPR

9. 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

10. Vendors respond with technical proposal including a Pricing, Technical solution (PWS), Staffing Matrix (see appendix 2), and SB utilization plan (see appendix 2).

11. The Government requiring office has five (5) business days to evaluate proposals submitted by the vendors and respond to AFDW/PKS via the evaluation worksheets (see appendix 2) 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. The Contracting officer will remain the decision authority on all task orders unless a formal request is made to change the decision authority.

12. Actual start of work is 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 VAULT evaluation task order proposal request and evaluation procedures (FOR VENDORS)

1. AFDW/PKS provides the applicable Vendors with TOPR package. The Contracting office will schedule the AMA.

2. Vendors shall respond by the suspense date stated in the TOPR.

3. Vendors shall identity if any questions are strategy specific. If any questions are deemed specific to a vendor’s strategy, a follow-up call will be made to answer those questions only. All other questions will be answered openly during the AMA. The requesting company will not be revealed during the AMA.

a. The Contracting officer is the only individual that will deem a question strategy specific. If the question is deemed non-strategy specific by the CO, the CO will provide that response to the vendor prior to the AMA. The vendor has the option to either withdraw the question or have the question submitted for response during the AMA.

4. Any changes made to the TOPR as a result of the AMA will be incorporated into an amendedTOPR package. The TOPR timeline starts when the TOPR is sent. TOPR response time depends on the process selected by the mission partner.

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

6. Vendors respond with technical proposal including Pricing, Technical solution (PWS), Staffing Matrix with actual hire information (key personnel only), and SB utilization plan (see appendix 10.1-Attachments).

7. All written submittals shall be on 8 ½ x 11 paper with 1 inch margins. Font shall be no smaller than 12pt with no smaller than 6pt under graphics, pictures, charts, etc. The proposal will provide the vendor’s solution in the form of a performance work statement which will include milestones (timeline) and deliverables. The proposal will also provide any assumptions. Pricing will be either an overall priced FFP or FFP-LOE CLIN with a narrative package which will include all labor, travel, materials, tools, etc. to complete the project. Do not include a breakdown of cost elements in your narrative.

8. For any oral presentation requests, only the technical solution will be provided via PowerPoint slides. All other elements will still be written.

a. In an Exception to Fair Opportunity situation, the Government will 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

9. Each vendor must also provide an Excel Spreadsheet with each employee’s name and security clearance that will be working each individual task order with its proposal (if applicable). Once awarded clearance verification will be required.

10. The Contract officer will notify the awardee and non-awardees in writing via the evaluation form of their respective overall technical rating and price. The evaluation form will provide feedback for each respective vendors proposal (each vendor will only receive their own evaluation form). The final form will also provide the successful vendors overall technical rating and price.

11. Actual start of work is based on the defined period of performance, but 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.

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, licenses, etc. required to complete the task. All task orders will be awarded as FFP or FFP-LOE.

CLIN Structure

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

4.8 How will each task order be evaluated?

Technical Evaluation The technical evaluation includes the technical solution, staffing plan (staffing matrix), and SB utilization plan.

The Government will evaluate each vendors’ understanding of the requirement and technical solution to achieving the outcome required by the Government IAW the provided statement of objectives (SOO). The Government will evaluate each vendor’s proposed performance work statement to ensure the approach is realistic and captures all required regulations, stakeholders, deliverables, milestones, and meets the required deadline (if one is provided).

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

The Government will evaluate the vendor’s proposed staffing matrix that assigns the actual hires IAW its proposed PWS tasks. The staffing matrix will also be evaluated to assess the vendor’s full understanding of the requirement for staffing resources and overall management of the entire project and scope. The Government will review provided education and experience level for key personnel to show an understanding of the requirement. Prime vendors on VAULT shall perform at least 50% of the work on all task orders. No exceptions.

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

The SB utilization plan will be reviewed to ensure each vendor is utilizing SBs to the maximum extent practicable. For some TOPRs, specific socio economic groups or non-traditional SB goal will be required. The SB utilization plan will evaluated to ensure vendor’s proposed at least the minimum required goal and the tasks and complexity of the tasks assigned to the small business.

Any proposal below the minimum will be deemed unacceptable, rendering the entire proposal unacceptable.

For the purpose of this IDIQ, “Nontraditional Small Business (NTSB) Contractor” means A small business entity that is not currently performing and has not performed any contract or subcontract for DoD that is subject to full coverage under the cost accounting standards prescribed pursuant to 41 U.S.C. 1502 and the regulations implementing such section, for at least the 1-year period preceding the solicitation of sources by DoD for the procurement (10 U.S.C. 2302(9)).

Each vendor 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 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. Vendors are reminded that they are only allowed to receive two (2) Marginal Technical ratings during the five (5) year ordering period. After the second Marginal rating, the vendor will be off ramped immediately.

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.

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).

Each TOPR will detail the methodology for determining the Total Evaluated Price.

As part of price evaluation, the Government will evaluate its option to extend services (IF FAR Clause 52.217-8 is included in any task order). This portion of the price evaluation does not affect the ranking of proposals based on price. The option can be exercised in increments less than six months but for no more than a total of six months during the life of the contract. In accordance with the clause, price for any option exercised under this clause will be at the same rates as those in effect in the contract for the period of performance current at that time. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8

4.9 Basis of task order awards

Relative importance of factors: Technical is always more important than Price.

The Government will award a task order resulting from any TOPR to the responsible vendor whose proposal, conforming to the TOPR was the most advantageous to the Government, price and technical considered. The following factors shall be used to evaluate offers: (i) Technical and (ii) Price.

SECTION V

5.0 SERVICE SUMMARY

5.1 Vendor service requirements. Vendor service requirements are summarized into performance objectives that relate directly to requirements at the IDIQ level and some performance objectives flow down to the task order level. Each task order will have its own services summary which will be provided in the statement of objectives (SOO). The performance threshold briefly describes the minimum acceptable levels of service required for each requirement and will be assessed on an “Acceptable” or “Unacceptable” basis. These thresholds are critical to success of the VAULT mission.

Performance Objective PWS paragraph

Performance Threshold

Provide qualified people at TO start

Task Order Level 8.10.1

Performance is excellent when 100% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Performance is very good when 95% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Performance is satisfactory when 90% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Performance is marginal when 80 to 89% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

Performance is unacceptable when < 80% of qualified personnel are on the job at the start of the contract, unless previously negotiated by the CO.

SECTION VI

6.0 DELIVERABLES

6.1 Deliverables requirement. Vendors shall provide deliverable(s) in a format mutually agreed upon by the Government and the vendor.

Maintain stable workforce

IDIQ &

Task Order Level 8.10

Performance is acceptable when the turnover rate is less than 20%. The CPARS rating for Management will be negatively affected if the contractor exceeds the maximum 20% turnover rate on 3 or more task orders per year.

Effectively replaces/ substitutes key personnel

Task Order Level 8.10.1

Performance is acceptable when:

Key personnel vacancies are filled with qualified personnel within 14 calendar days of vacancy, unless approved in writing or otherwise directed in advance by the CO, AND there is no mission impact due to position vacancies or unqualified personnel

Develop and submit all required deliverables

Task Order Level 8.11.1

Performance is acceptable when:

a) 95% of deliverable requirements are met and received on time

AND

b)information is accurate

Meet required subcontracting small business goals

IDIQ level Performance is acceptable when minimum small business subcontracting goals are met or exceeded. The CPARS rating for Small Business will be negatively affected if the contractor does not meet its proposed goals and/or does not meet required goals at the task order level.

Meet small business commitment document (SBCD) target goals (per each vendors proposal)

IDIQ level Performance is accepted when the SBCD goals are met or exceed. The CPARS rating for Small Business will be negatively affected if the contractor does not meet its proposed goals and/or does not meet required goals at the task order level.

The following enumerated deliverables are not expected to change. Due Date intervals are not expected to change but actual dates may need to be revised depending on actual contract start date.

DELIVERABLE PWS

PARA

DUE DATE DELIVERY

Monthly Status Report (see Gov’t Template)

IDIQ &

Task Order Level 8.15.1

10th business day of each month

By email to the COR in Microsoft Word format

Monthly / Technical Meeting Minutes/Reports

Task Order Level 8.13.1

No Later than (NLT) one

(1) business days after the meeting

By email to the COR in Microsoft Word format

Kickoff Meeting Agenda

Task Order Level 8.2

NLT 3 days after contract award

By email to the COR in Microsoft Word format

Quality Control Plan Task Order Level 8.5

Submitted at Kickoff Meeting and annual revisions submitted 15 days after OY award.

By email to the COR in Microsoft Word format

Trip Reports Task Order Level 8.9.5

5 Days after completion of

TDY

By email to the COR in MS Word IAW AFH 33- 337 (T&Q)

Key Executive’s Contact List

IDIQ

level 8.10

As updates occur By email to COR in MS Excel

Program Management Reviews (PMR)

IDIQ

Level 8.12.1

Quarterly, scheduled by the

VAULT COR

Email slides to VAULT COR 2 days before scheduled PMR

Turnover Rate Report (prime and sub)

IDIQ

Level 8.10

First Monday of every Month

Via email to the VAULT

COR

Vendor Contact Info IDIQ Level 10.1

1 Day after award; as updated occur

Via email to the VAULT COR and CO

Project Management Plan

Task Order Level 8.16

15 work days after contract award and monthly thereafter to be delivered with the MSR.

TO COR via email

DELIVERABLE PWS

PARA

DUE DATE DELIVERY

Problem Notification Reports

IDIQ &

Task Order Level 8.14.1

15 work days after contract award and monthly thereafter to be delivered with the MSR.

AF STS COR and TO COR via email

Deliverables/Ad-Hoc Reports

Task Order Level 8.11.1

Gov. Program Manager, COR, Project Lead via electronic format

As required per task order

Transition Out Plan Task Order Level 8.4

60 days before end of period of performance

Gov. Program Manager, COR, Project Lead via electronic format

OCI Plan IDIQ Level IDIQ Level 9.0

10 Days after award Email to the CO and CS

Quarterly SB Report IDIQ Level

8.7.4 & 8.7.5

Quarterly, 1st Monday of the Quarter

Email to VAULT CO and

CS

SECTION VII

7.0 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, MATERIAL,

INFORMATION, OR SERVICES

7.1 Government Furnished Property, Equipment, Material, Information, or Services. The Government will not furnish property or services for this requirement.

7.2 Contractor Acquired Property. The contractor will not be required to acquire any property.

SECTION VIII

8.0 GENERAL INFORMATION

8.1 Scheduling Concerns.

8.1.1 Duty Hours. The Contractor shall have access to Government facility five days per week, Monday through Friday, eight hours a day, except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings, unless otherwise approved. Contractor personnel are expected to conform to customer agency normal operating hours; however the Contractor may be required access to Government facility outside of duty hours based on the customer agency’s needs. As a baseline, Contractor personnel shall work 8 hours per day, 40 hours per week. Compensatory time arrangements are permissible for temporary spikes in worktime; but overtime pay is prohibited without COR and CO approval. Federal Holidays shall be observed in accordance with Office of Personnel Management policy. Hours may change based on task order requirements.

8.1.2 Core Duty Hours and Base Shutdown/Inclement Weather. Core duty hours are 0800 - 1600, Monday through Friday (excluding federal holidays). The Contractor shall follow guidance of the installation containing their place of performance to determine reporting schedules whether due to a base closure or inclement weather. The website for guidance regarding status of performance for work to be performed in the National Capital Region (NCR) is http://www.opm.gov/status/. If place of performance is outside of the NCR, please work with the assigned COR for policy on inclement weather and base shutdown.

8.2 Kickoff Meeting/Orientation Meeting

8.2.1 Upon award of a task order, the successful task order vendor shall schedule and coordinate a Project kick-off Meeting no later than (NLT) five (5) calendar days after task order award at the location approved by the Government. The meeting will provide an introduction between the Contractor personnel and Government personnel who will be involved with the contract. The meeting will provide the opportunity to discuss technical, management, and logistic issues; travel authorization; communication process between Government and Contractor; and reporting procedures. At a minimum, the attendees shall include key Contractor personnel, key Government representatives, and the COR. The Contractor shall provide a Kick-Off Meeting Agenda that will include, but not be limited to, the following.

• Introduction of personnel

• Overview of project tasks

• Review of organization (complexity)

• Schedule (shows major tasks, milestones, and deliverables; planned and actual start and completion dates for each)

• Communication Plan/lines of communication overview (between both Contractor and Government)

• Discussion of draft Program Management Plan (PMP)

• Travel notification and processes

• Security requirements (Building access, badges, Common Access Cards (CAC))

• Invoice procedures

• Monthly meeting dates

• Reporting Requirements, e.g. Monthly Status Report (MSR)

• POCs

• Roles and Responsibilities

• Prioritization of Contractor activities

• Any initial deliverables

• Other logistic issues http://www.opm.gov/status/

• Quality Control Plan (QCP)

• Sensitivity and protection of information

• Additional issues of concern (Leave/back-up support)

8.2.2 The Contractor shall provide a draft copy of the agenda NLT 3 days after contract award for review and approval by the COR prior to finalizing. The Government will provide the Contractor with the number of participants for the kick-off meeting and the Contractor shall provide sufficient copies of the presentation for all present.

8.2.3 The Kickoff Meeting location will be held at the agreed upon location and the date and time will be mutually agreed upon by both parties.

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

8.3.1 The Contractor shall provide a Transition-In Plan at the Kickoff Meeting, the plan shall facilitate the accomplishment of a seamless transition from the incumbent Contractor (if applicable) and incoming Contractor. The Contractor shall identify how it will coordinate with the incumbent Contractor and Government personnel to transfer knowledge regarding the following:

• Project management processes

• Points of contact

• Location of technical and project management documentation

• Status of ongoing technical initiatives

• Transition of key personnel

• Schedules and milestones

•…