A07_-_Attach_7_Addendum_to_FAR_52_212-1_INSTRUCTIONS_TO_OFFERORS_Amend_0002.docx

INSTRUCTIONS TO OFFERORS

1. GENERAL INFORMATION

1.1 PROPOSAL SUBMISSION

Proposals shall be delivered electronically no later than 11:59:00 pm Eastern Time (ET) on 11 Aug 2017 to the via the web address below (see attachment C for the “AMRDEC SAFE Getting Started Guide”). Enter the solicitation number W911QY-17-R-0012 in the Description of Files:

https://safe.amrdec.army.mil/safe

2. PERIOD FOR ACCEPTANCE OF OFFERS

The period for acceptance of offers shall be One Hundred Eighty (180) days after the closing date of the solicitation.

3. PRE-AWARD SURVEY

The Government may conduct a Pre-Award Survey prior to any contract award. The pre-award survey may examine the Offeror’s and/or Subcontractor’s records of integrity and business ethics (which includes satisfactory compliance with the law including tax, labor and employment, environmental, antitrust, and consumer protection laws), technical ability, production capacity, management structure, financial capability, accounting systems, security controls/clearances, labor resources, performance record, and ability to meet required schedules.

4. PRE-CONTRACT COSTS

The Contractor shall not be reimbursed for any costs incurred prior to the effective date of the contract.

5. DISCLOSURE OF PROPOSAL

Information contained in the successful or unsuccessful Offeror's Management or Price proposal must be released under the Freedom of Information Act (5 U.S.C. 552) upon request from the public after contract award, except to the extent it contains trade secrets and privileged or confidential commercial or financial information. If the Offeror's proposal contains material meeting this description which is customarily maintained in confidence in the course of the Offeror's business and is not otherwise publicly available, and if the Offeror does maintain this information in confidence and it is not otherwise publicly available, and if the Offeror does not want it disclosed to the public, the title page shall be marked with the legend that follows.

"This proposal, furnished in response to Solicitation No. W911QY-17-R-0012 contains trade secrets and/or privileged or confidential commercial or financial information. This information is maintained in confidence in the course of the Offeror's business and is not otherwise publicly available. The Offeror submits this information to the Government in confidence and understands that it is received with that intent. This information shall not be released or disclosed outside the Government under the Freedom of Information Act (5 U.S.C. 552) or under any other circumstances."

Proposals so marked will be accepted by the Government in confidence and will not be released provided that the Offeror and/or the Government can show, upon request under the Freedom of Information Act, that disclosure would either (1) impair the Government’s ability to obtain necessary information in the future or (2) cause substantial harm to the competitive position of the Offeror.

6. INFORMATION TO OFFERORS AND INSTRUCTIONS FOR PROPOSAL PREPARATION

6.1 General Instructions.

Multiple Proposals are not authorized. Offerors shall submit one (1) complete, separate and individual proposal as detailed in paragraph 7 below. An individual Offeror, for the purposes of this requirement, shall be defined as the parent company/corporation which owns the business.

Each proposal shall comply fully with these instructions. FAILURE TO DO SO MAY BE CAUSE FOR REJECTION. The proposal shall include all of the information requested in these instructions.

The Offeror shall clearly state how they intend to meet the requirements. Mere acknowledgment or restatement of a requirement or task is not acceptable.

The information contained in the Offeror’s proposal shall be presented in a clear, coherent and concise manner. Vague or confirmatory statements such as “will comply” or “noted and understood”, etc. are not acceptable. The proposal shall be limited to the information that is necessary to convey a point and shall not be overly elaborate.

Offerors are advised that at time of award the Government may, at its discretion, incorporate portions of the successful Contractor’s proposal, including information provided by the Offeror during discussions, into the contract.

All documents and material submitted in response to this solicitation shall become the sole property of the Government.

6.2. Delivery Instructions.

Proposals shall be submitted electronically as delineated in paragraph 1.1 above.

Offerors shall ensure that their proposal files are marked with the Volume number, Title, RFP number, classification, and Offeror’s name. Proposals shall be marked with the appropriate classification “Solicitation Sensitive”.

Proposals shall be received at the location, date and time specified herein.

6.3. Organization of Proposals.

6.3.1 The Offeror shall prepare the proposal and submit individual files electronically using the volume titles as shown below.

Key Personnel Management Plan

Volume I and II and III shall be VOID of any proposal Price information. Each volume shall be a stand-alone document and shall clearly and completely describe the effort that the Offeror is proposing to accomplish under the contract.

6.3.2 Electronic Copy –Volumes I, II and III shall be in either MS Office 2013 or lower version or PDF format. The Cost Section shall be submitted as a “Read Only” Microsoft Excel file, showing all formulas and links using the attached PMSP Labor Rate Pricing Model attached (Attachment 2).

The electronic files shall be compatible with Microsoft Windows 7, Microsoft Excel 2013and Adobe Acrobat XI. The files shall be virus and malware free. All passwords shall be removed.

6.3.3 Page Limitations - Page limitations shall be treated as maximums. Pages over the limit will be neither read nor considered in the evaluation of the proposal. Documents referenced in the proposal but not included in the proposal will not be reviewed or considered. Page limitations exclude bibliographic data (resumes) for the Key Personnel; and t h e Subcontractor Proposals.

6.3.4 Page Size and Format - A page is defined as each face of a sheet of paper containing information. When both sides of a sheet display printed material, it shall be counted as two pages. Page size shall be 8.5 by 11 inches, not including foldouts. Pages shall be single- spaced. Except for reproduced sections of the solicitation document and documents described in 7.4.10, the text size shall be no less than 12 point. Tracking, kerning, and leading values shall not be changed from the default values of the word processing or page layout software. Use at least 1 inch margins on the top and bottom and ¾ -inch side margins. Pages shall be numbered sequentially by volume.

6.3.5 Tables, Charts, Graphs and Figures - Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layout, implementation schedules, plans, technical data, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 by 17 inches in size. Foldout pages shall fold entirely within the volume, and count as a single page. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics, not for pages of text. For tables, charts, graphs and figures, the text shall be no smaller than 10 point.

6.3.6 Cross-Referencing - To the greatest extent possible, each volume shall be written on a stand-alone basis so that its contents may be evaluated without cross referencing to other volumes of the proposal. Information required for proposal evaluation which is not found in its designated volume will be considered to have been omitted from the proposal.

6.3.7 Indexing - Each volume shall contain a more detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify sections. Indices and tables of contents do not count against the page limitations for their respective volumes.

6.3.8 Glossary of Abbreviations or Acronyms - Each volume shall contain a glossary of all abbreviations and acronyms used. Glossaries do not count against the page limitations for their respective volumes.

6.3.9 Labeling, and Marking – Each volume of the proposal shall be a separate file. A cover page shall be included in each file, clearly marked as to volume number, title, copy number, solicitation number, date and Offeror. Be sure to apply all appropriate markings, including those prescribed IAW FAR 52.215-1(e), Restriction on Disclosure and Use of Data, and FAR 3.104-4, Disclosure, Protection and Marking of Contractor Bid or Proposal Information and Source Selection Information.

6.3.10 Price Information – All cost or pricing information shall be addressed ONLY in Price Proposal and Contract Documentation, Volume IV (also referred to herein as Price Proposal). Labor hour estimates and material types and quantities may be used in other volumes only as appropriate for presenting rationale for alternatives or staffing decisions.

6.3.11 The information in each volume should be specific and complete. Legibility, clarity, and coherence are very important. Your responses will be evaluated against the Factors defined in “Evaluation Factors for Award” Section of this RFP. All the requirements specified in the solicitation are mandatory. Using the instructions below, provide as specifically as possible the actual methodology you would use for accomplishing/satisfying these requirements. By your proposal submission, you are representing that your firm will be responsible for meeting the requirements specified in the solicitation performed. It is not necessary or desirable for you to tell us so in your proposal. Do not merely reiterate the objectives or reformulate the requirements specified in the solicitation.

7. PROPOSAL VOLUME DESCRIPTIONS

7.1 Volume I:

Qualifying Criteria:

Offerors shall provide clear demonstration of possession of an active Facility Security Clearance at the TOP SECRET level or higher at the time of proposal submission. Merely stating that the Offeror has the capability or willingness to obtain such clearance will not be acceptable proof.

7.2 Volume II:

7.2.1 Transition Plan:

The Offeror shall submit a “Transition Plan” and a word document narrative explaining the Offeror’s approach for personnel and staffing to meet all requirements of the Performance Work Statement (PWS) and specifically demonstrates the ability to resource the requirements in Table 1 shown below. As there will be two different types of funding applied to the Task Orders anticipated under this contract, and the fact that the Government therefore could not align all existing Task Orders under the current contract to have the same Period of Performance, the Offeror needs to provide a two-phased Transition Plan to accommodate those Task Orders that end on 30 April 18 and those that end in the last two months of CY 18. The plan shall demonstrate the key tasks, events and milestones that will be accomplished to ensure the Offeror is prepared to assume full contract responsibility from the incumbent contractor with a maximum of 120 and a minimum of 30days from contract award date. The Offeror may include a timeline in either Excel or Powerpoint format that graphically supports the narrative and highlights key milestones. The Transition Plan shall address the following, at a minimum:

The Offeror’s planned activities to minimize disruption of services and to ensure continuity of effort and workload.

The percentage of personnel available immediately at contract award, percentage of recruit hiring to fully staff the initial planned requirement outlined in Table 1 to accommodate those Task Orders that end on 30 April 18 and the Plan to recruit for the Task Orders ending in late CY18, depicted in Table 2. One Resume shall be provided for each of the labor categories shown in tables 1 and 2 below. (The Offeror does not need to include a resume for each FTE under each labor category, the requirement is for just at least one resume per the labor category description). This is in addition to the resumes provided for Key Personnel in paragraph 7.2.2.

The Offeror’s planning assumptions to recruit and hire personnel in order to sustain competence, minimize loss of capability and sustain continuity. The Offeror shall provide Contingency Hiring letters of planned personnel commensurate with the start dates for the Task Orders following the expiring Task Orders.

Table 1 (Those Task Orders ending 30 APR 18)

Budget Analyst - Senior

Budget Analyst Intermediate

Procurement Specialist-Senior

Table 2 (Those Task Orders ending later CY 18)

Budget Analyst - Senior

7.2.2 Key Personnel:

Key Personnel positions and locations are listed in Attachment 4, Special Contract Requirements, Paragraph 2. Offerors shall include the names proposed for Key personnel in the Attachment 4, paragraph 2 for inclusion of this document into the resultant contract award.

The qualifications and experience for each labor category expected to be required under the contract are specified in Attachment 2, Tab C. The Offeror shall include one resume for each of the FTE Key Personnel labor categories in Attachment 4, Special Contract Requirements, Paragraph 2.. The Offeror shall clearly label the resume to identify the specific Labor category, location and expertise the submitted resume is intended to support.

Resumes shall not exceed two (2) pages each. Resumes are excluded from the page count. Each resume shall indicate the current Security Clearance Level held.

7.2.3 Management Plan:

Offerors shall submit a “Management Plan” that describes the standards and practices that are used to address training, retention and recruitment of staff.

7.3 Volume III - Past Performance

Attachment A shall be completed and submitted by the Offeror. Attachment B shall be completed by each Offeror’s Reference(s) provided in Attachment A or if not, the Offeror shall provide the declination by the Reference and any detail associated with their unwillingness to complete the Questionnaire. All Past Performance information shall also be provided for each of the Offeror’s proposed first-tier subcontractor, in addition to the Offeror. The Offeror shall submit with its proposal each first tier subcontractor’s letter(s) of consent allowing the Government to disclose the subcontractor’s past performance to the Offeror during negotiations. The Offeror shall provide a description of each Federal, Special Operation Forces (SOF) specific, Government contract (as a prime or subcontractor) over the past three (3) years which are relevant to the efforts required by this solicitation. Contracts where the Offeror has provided similar support to SOF program offices will be considered the most relevant. The Government may choose to investigate contracts prior to the past three (3) years for the purpose of the evaluation. In addition, any and all contracts terminated for cause in whole or in part during the past three (3) years, to include those currently in the process of such termination, are considered relevant, and the Offeror shall provide past performance information for those contracts.

The Offeror shall send Past Performance questionnaires (Attachment B) to each Reference, who must submit the completed Past Performance questionnaire to the Government Contracting Officer listed in paragraph 8. to be received no later than the proposal due date. It is the Offeror’s responsibility to ensure that each Reference submits Attachment B to the Government by the required date.

7.4 Volume IV - Price

7.4.1. All price information shall be addressed within the price volume only. Each Offeror is required to submit labor rates for all categories in the attached PMSP Labor Rate Pricing Model Attachment 2. Tab A of the spreadsheet contains the expected labor categories that will be used to place Task Orders under the resulting Contract. Tab B contains a notional cumulative anticipated hours, labor category and rates for all contract ordering periods and will be used for proposal analysis only. Tab C contains the Labor Category Descriptions and minimum education/experience requirements. Please note that the PMSP Labor Rate Pricing Model (Tab A and Tab C) shall become an attachment (Attachment 2) to any resulting contract and will be used in establishing Task Order prices during the life of this contract. Offerors who plan to use subcontractors to supplement their own labor work force to fulfill the requirements of the resulting contract, must identify those categories specifically and provide fully burdened hourly rates for each labor category where subcontractor personnel is being proposed within the PMSP Labor Rate Pricing Model sheets.

7.4.2. Offerors are advised not to make changes to the PMSP Labor Rate Pricing Model format, other than those required to accommodate individual accounting system requirements. If changes are made to the spreadsheet, the Offeror must indicate where changes have been made and detail/explain the accounting requirement necessitating each change in the PMSP Labor Rate Pricing Sheet.

7.4.3. Hourly Labor Rates. Offerors shall provide the fully burdened hourly rate (fully burdened rates shall include all direct costs, indirect costs and profit) for on Government site and Contractor site for each labor category as listed in Tab A. Labor category descriptions are included in Tab C of the PMSP Labor Rate Pricing Model. Proposed loaded hourly labor rates will be the maximum allowable rates used throughout the life of this contract for FFP task orders; however, the Contractor may offer discounts as part of individual task order proposals. The PMSP Labor Rate Pricing Model shall apply to services performed within all areas as identified in the spreadsheet. There is no guarantee that requirements will exist for all labor categories listed.

7.4.4. Price will be assessed for reasonableness and fairness using one or more of the techniques defined in FAR 15.404. All required data of the price proposal volume shall be evaluated. The total evaluated price will be inclusive of all anticipated Labor Categories for 60 months of the potential ordering period based on the data entered into the PMSP Labor Rate Pricing Model Tab B.

7.4.5 Subcontractors. “Subcontractor” means any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor. Provide a complete description of all Subcontractor costs, including any Teaming Arrangements/Agreements. Submit proposals for all Subcontractors. The Offeror shall provide the basis of selection of the Subcontractor and their analysis conducted to determine price reasonableness and the steps planned for compliance with the Competition in Subcontracting clause (FAR 52.244-5). Offerors shall include Subcontractor letters of commitment.

7.4.6 Defense Contract Management Agency (DCMA) and/or Defense Contract Audit Agency (DCAA). If the Offeror is currently under contract administration or audit cognizance of the DCMA and/or the DCAA; the name, address, and telephone number of the Agency’s Point of Contact shall be furnished.

7.4.7 Estimating System. Provide a description of the estimating system or methods used. Indicate if there has been a Government review or audit of the estimating system. If the Government has reviewed the estimating system(s) of the Offeror and/or the proposed Subcontractor(s), provide date of review and contact numbers or documentation the results.

7.4.8 Purchasing System. Provide a summary describing the purchasing system or methods (how sources are selected, what provision is made to ensure quantity and other discounts) used. Identify any deviations from these standard procedures in preparing this price proposal. Indicate whether there has been a Government review or audit of the purchasing system. If the Government has reviewed the purchasing system(s) of the Offeror and the proposed Subcontractor(s), provide document of the results review/audit (including date of review and contact numbers).

7.4.9 Accounting System. Indicate if there has been a Government audit of the accounting system and if so, provide evidence of the accounting system’s acceptability, as per DCAAP 7641.90, Section 2-301.1.a. Identify any deviations from these standard procedures in preparing this cost proposal. IAW FAR 16.301-3(a)(i), a cost reimbursement contract may only be used when the contractor’s accounting system is adequate for determining cost applicable to a Government contract. The Pre-Award Survey checklist, Attachment C, shall be submitted with the proposal of any Offeror that does not have an approved cost accounting system at the time of proposal submission.

7.4.10 The Offeror shall complete the following parts of the following sections:

Complete the OFFER part of the Cover Page, SF 1449 Block 30a and 30b. An official having the authority to bind the firm contractually shall sign the SF1449. If this individual is not an officer of the company, the proposal shall be accompanied by some form of written evidence of the individual's authority to bind the company, under contract, to a particular course of action. This might include such evidence as a written delegation of said authority, signed by an officer of the company.

Complete all the required certifications, representations, and acknowledgments for the Prime Contractor and acknowledge amendment(s) to this solicitation. Amendment(s) must be acknowledged by signature of an official having the authority to bind your firm contractually by the completion of the SF30.

Insert the names of the Key Personnel in paragraph 2, Attachment 4, Special Contract Requirements.

8. QUESTIONS CONCERNING THIS SOLICITATION

Any questions concerning this solicitation may be submitted in writing via e-mail to the Contracting Officer (lee.a.hess.civ@mail.mil) no later than fifteen (15) calendar days prior to the closing date of the solicitation. Questions received after that time may not receive a response but may be addressed on a time permitting basis. Telephone inquiries will not be accepted.

RFP ATTACHMENT A: PAST PERFORMANCE INFORMATION

WHEN FILLED IN THIS DOCUMENT IS SOURCE SELECTION SENSITIVE INFORMATION IAW FAR 3.104

Provide the information requested in this form for each contract/program being described. Provide frank, concise comments regarding your performance on the contracts you identify. Provide a separate completed form for each contract/program submitted. The number of past efforts shall be limited to six for the prime Contractor and three for each Subcontractor. Past performance shall demonstrate your ability to perform the proposed effort.

Offeror Name (Company/Division):

CAGE Code:

DUNS Number:

(NOTE: If the company or division performing this past or current effort is different than the Offeror or if the relevancy of this effort, or the instant acquisition, is impacted by any company/corporate organizational change, note those changes. Refer to the “Organizational Structure Change History” you provided as part of your Past Performance volume.)

Program Title:

Contract Title:

Contract Agency or Customer:

Contract Number:

Contract Type:

Period of Performance:

Original Contract Value ($): (Do not include unexercised options)

Current Contract Value ($): (Do not include unexercised options)

If Amounts for 5 & 6 above are different, provide a brief description of the reason:

Brief Description of Effort and highlight portions considered most relevant to the current acquisition:

Was this effort as Prime (Y/N)_________ Or Subcontractor (Y/N)_______________

Completion Date:

Original Date:

Current Schedule:

Estimate at Completion:

How Many Times Changed:

Primary Causes of Change:

Primary Customer Points of Contact: (For Government contracts, provide current information on all three individuals. For commercial contracts, provide points of contact fulfilling these same roles.)

c. Administrative Contracting Officer:

Email:

Address any technical (or other) area about this contract/program considered unique.

Illustrate how your experience on this program applies for each of the applicable Factors, described in the “Evaluation Factors for Award” Section of this RFP .

Include information concerning your compliance with FAR 52.219-8, Utilization of Small Business Concerns, on the contract you are submitting.

Identify whether a subcontracting plan was required by the contract you are submitting. If one was required, identify in percentage terms, the planned versus achieved goals during contract performance. If goals were not met, please explain.

Describe the nature or portion of the work on the proposed effort to be performed by the business entity being reported here. Also, estimate the percentage of the total proposed effort to be performed by this entity and whether this entity will be performing as the prime, subcontractor, or a corporate division or subsidiary related to the prime (define relationship).

Attachment B

PAST PERFORMANCE EVALUATION QUESTIONNAIRE FORM

Contractor:____________________ Contract No.:____________________________ Subcontract No. (if applicable):_________________________________

____________________________________________________________________________________ (Agency, Telephone No., E-mail Address & Fax Number)

The following questions pertain to the contractor’s record of past (within the past three years) and current performance. The information that you provide will be used in the awarding of a federal contract. Therefore, it is important that our information be as factual and accurate as possible. Please provide examples and/or explanations (use additional pages if necessary). The following adjectival ratings shall be used in your response.

Outstanding: Performance meets contractual requirements and exceeds many requirements that benefit the end user. Work was accomplished with few, if any, minor problems for which corrective actions taken by the contractor were highly effective.

Good: Performance meets contractual requirements and exceeds some requirements that benefit the end user. Work was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Acceptable: Performance meets contractual requirements. Work was accomplished with some minor problems for which corrective actions taken by the contractor were satisfactory.

Marginal: Performance does not meet some contractual requirements. Serious problems with contractor performance were experienced for which the contractor has either not yet identified corrective actions or the corrective actions taken appear only marginally effective.

Unacceptable: Performance does not meet most contractual requirements. Serious problems with contractor performance were experienced for which the corrective actions were ineffective.

PART I. (To be completed by the Offeror)

1. CONTRACT IDENTIFICATION

Contractor/Company Name/Division:

Address:

Program Identification/Title:

Contract Number:

Contract Type:

Prime Contractor Name (if different from the contractor name cited above):

Contract Award Date:

Forecasted or Actual Contract Completion Date:

Nature of the Contractual Effort or Items Purchased:

1. IDENTIFICATION OF OFFEROR’S REPRESENTATIVE

Name:

Title:

Date:

Telephone Number:

Address:

E-mail Address:

PART II. EVALUATION (To be completed by Point of Contact – Respondent)

1. Compliance of Products, Services, Documents, and Related Deliverables to Specification Requirements and Standards of Good Workmanship

□ Outstanding (Explanation must be provided in Comments field below)

□ Good

□ Acceptable

□ Marginal (Explanation must be provided in Comments field below)

□ Unsatisfactory (Explanation must be provided in Comments field below)

Comments:

1. Effectiveness of Management (manage the overall contract effectively and efficiently)

□ Acceptable

□ Marginal (Explanation must be provided in Comments field below)

□ Unsatisfactory (Explanation must be provided in Comments field below)

Comments:

1. Contractor’s overall ability to manage Subcontractors

□ Acceptable

□ Marginal (Explanation must be provided in Comments field below)

□ Unsatisfactory (Explanation must be provided in Comments field below)

Comments:

1. Timeliness of Performance for Services and Product Deliverables

□ Acceptable

□ Marginal (Explanation must be provided in Comments field below)

□ Unsatisfactory (Explanation must be provided in Comments field below)

Comments:

1. Contractor’s responsiveness to contract requirements and changes

□ Acceptable

□ Marginal (Explanation must be provided in Comments field below)

□ Unsatisfactory (Explanation must be provided in Comments field below)

Comments:

1. Commitment to Customer Satisfaction and Business-like Concern for its Customers’ Interest

□ Acceptable

□ Marginal (Explanation must be provided in Comments field below)

□ Unsatisfactory (Explanation must be provided in Comments field below)

Comments:

1. (Transition) Contractor’s overall ability to smoothly transition resources and personnel?

□ Acceptable

□ Marginal (Explanation must be provided in Comments field below)

□ Unsatisfactory (Explanation must be provided in Comments field below)

Comments:

1. (Transition) Contractor’s ability to hire fully qualified labor?

□ Outstanding (90-100%)

□ Good (80-90%)

□ Acceptable (70-80%)

□ Marginal (60-70%)

□ Unsatisfactory (50-60%)

Comments:

1. (Transition/Fill Rates) Contractor’s ability to hire (in days)?

□ Outstanding (7-14 days)

□ Good (14-21 days)

□ Acceptable (21-28 days)

□ Marginal (29-36 days)

□ Unsatisfactory (37-45 days)

Comments:

1. Given the choice, would you award the same effort to this Contractor again?

□ YES

□ NO

Comments:

1. General Comments. Provide and other relevant information.

1. Other Information Sources. Please provide the following information:

Are you aware of other relevant past efforts by this company? If yes, please provide the name and telephone number of a point of contact:

1. Respondent Identification. Please provide the following information:

Organization:

Name:

Title:

Date:

Telephone Number:

Address:

E-mail Address:

PART III. RETURN INFORMATION

Please return this completed Questionnaire via e-mail to the Contracting Officer identified in the cover letter.

Thank you for your assistance.

Typed or Printed Name

Attachment C

AMRDEC SAFE Getting Started Guide The AMRDEC SAFE application is used to send large files to individuals which would normally be too large to send via email. There are no user accounts for SAFE - authentication is handled via email and CAC. Everyone has access to SAFE, and the application is available for use by anyone.

Difference between CAC users and Guest users There are only a few differences between sending SAFE packages as a CAC user and sending them as a guest:

· Guests are required to verify their email address after uploading each package;

· Guests cannot send packages to recipients that do not have a .mil or .gov email address;

· CAC users can add recipients in bulk using a semicolon-delimited list.

Sending Files

1. The AMRDEC SAFE application can be accessed via https://safe.amrdec.army.mil/safe.

2. There are two options to proceed from the SAFE homepage:

· Proceed as CAC User - Select this option if you have a valid US DoD-issued CAC.

· Proceed as Guest - Select this option if you do not have a CAC .

3. After selecting one of the options above, the page will be redirected to the package upload form. Fill in all the required input fields:

· Your Name - Your name;

· Your Email address - Your email address;

· Confirm Your Email Address - Re-enter your email address;

· Description of File(s) - Enter a description for the package;

· File(s) - Click the "Browse" button to select your file(s). You may add up to 25 files per package, so long as the total file size does not exceed 2GB;

· Deletion Date - Select a date for the package to be deleted from SAFE. The maximum (which is also the default) is two weeks (14 days) from today;

· Provide an email address to give access to - Enter your recipient here and click "Add". CAC users may enter a semicolon-delimited list of emails in bulk so each recipient does not need to be added individually;

· Grant access to these people - This is the list of people you have granted access to the package. To remove a recipient, highlight their name and click the "Remove" button;

· Caveats - Default is "None";

· Encrypt email message when possible - Attempt to encrypt the package's notification email to each recipient;

· Notify me when files are downloaded - You (the sender) will receive a notification via email when a recipient downloads the package;

· Require CAC for pickup - Require the recipient to be logged in with a valid US DoD-issued CAC to download the file(s). Recipients without a CAC will not be able to download the package.

4. Clicking the "Submit" button will upload the files and submit the package. Guest users will need to check their email to verify their email address before the recipients will be notified. No additional action is required by CAC users.

5. After the package has been uploaded (and verified, if proceeding as a guest), each recipient will receive a link to the package download page as well as a password. These passwords are unique for each recipient (not the package), and will be disabled once SAFE detects that the user successfully downloaded each file within the package. Forwarding recipient and sender notification emails to anyone except the AMRDEC SAFETeam is strictly forbidden.

Receiving Files Recipients will automatically be notified via email when they have been added as a recipient to a package. The email they receive will contain a link and a password. Clicking on the link will take the recipient to a page where they will be asked for the password. The best way to enter the password is to copy it from the email and then paste it into the password box.

After logging in, the recipient will be able to download all the files within the package. We recommend right-clicking on each file and selecting the "Save Target As" option to select the location to save the file to.

After downloading every file within the package, the recipient will not be able to log back in to download the files again. Simply logging in or starting a download will not lock the user out. In order to be locked out, the recipient must successfully download every file within the package.

Managing Packages After uploading a package, the sender will receive a notification email with a link and a password. After accessing the link and entering the password, the sender will be able to manage their package:

· Adding Files - The sender can upload additional files to the package. Recipients will receive an additional notice email informing them that the package has been updated. Recipients who have already downloaded the package will be allowed back in to get the additional files.

· Adding Recipients - The sender can grant access to additional recipients to the package.

· Resending Recipient Notifications - If a recipient lost or never received their notification to pickup the files, the notification can be resent.

· Checking Recipient Status - The list at the bottom of the status page will show each recipient and whether or not they have downloaded the package. A download status of "False" means that they have not downloaded the package, whereas a download status of "True" means that they have. This feature is available regardless of whether or not the sender selected the "Notify me" on the upload page.