US department of state aviation program office support services

Amendment 001 is hereby released.  

The formal solicitation SAQMMA13R0044 documents are hereby released.  Comments and questions may be submitted until December 20, 2013.  All questions must be submitted in writing to the Contracting Officer, Patrick J. Murphy at murphypj@state.gov.  Please include the subject line SAQMMA13R0044 in your email.   Proposals are due on or before 4:00 PM Eastern time, January 8, 2014.  Please see Section L for proposal instructions.

Amendment 001 will be issued within two week which will provide additional cost/price proposal instructions for pricing the immediate task order that will result from this solicitation.  The technical proposal should address the performance work statement which is Attachment 1 to the solicitation.

The results of the current INL/A Information System Analysis are available for review.  You may review the findings by requesting an account login from the https://www.flydos.us/ website.  The information may be found under Attachment 10 of the PSO Solicitation.

Also available on the flydos.us website are drafts of PSO Attachments 1-15. 

A final draft version of the solicitation was posted today for industry review and comment.  It is the Department's intent to post the formal RFP around the first week of October 2013.  

Draft versions of the below Statement of Requirements were posted on 6/6/2013.  Each requirement now has its own FBO Solicitation Identifier.  SAQMMA13R0044 will from hence forth only address PSO requirements and announcements. 

SAQMMA13R0390 DoS Aviation Maintenance Services

SAQMMA13R0391 DoS Flight Operations Services

SAQMMA13R0392 DoS Aviation Logistics Services

SAQMMA13R0393 DoS Aviation Information Techology Services

Below are the applicable solicitation numbers associated with each INL/A requirement.  


SAQMMA13R0390 DoS Aviation Maintenance Services

SAQMMA13R0391 DoS Flight Operations Services

SAQMMA13R0392 DoS Aviation Logistics Services

SAQMMA13R0393 DoS Aviation Information Techology Services

The first item to be posted against these solicitation numbers will be the draft statement of requirements.

The Department of State (DoS), Bureau of International Narcotics and Law Enforcement Affairs (INL), Office of Aviation (INL/A) will host a conference on Thursday June 13, 2013 in Melbourne, Florida for businesses interested in offering their services for Aviation Maintenance, Flight Operations, Aviation Logistics, and Information Technology services pursuant to the solicitation strategy that was published under this solicitation on March 13, 2013. 

CONFERENCE OBJECTIVE:
INL/A intends to ensure that potential offerors have complete understanding of INL/A requirements and that each SOR expresses the requirements in adequate detail, while clearly reflecting INL/A priorities. To that end, INL/A staff will conduct a day-long discussion with attendees to cover the draft SORs. Attendees should be prepared to discuss the SOR items with INL/A staff and other industry representatives in an open group forum. A draft version of each SOR will be posted prior to the conference for review.

CONFERENCE REGISTRATION
Pre-registration is required. To register, please contact Stacey Cooper (coopersp@state.gov / (321) 622-8975, extension 201) no later than 4:00 PM (EST) on June 10, 2013 with the following pre-registration information: (1) Company Name, (2) CAGE Code, (3) a one page company profile (if not already submitted), and (4) Name(s) of employees/representatives attending.

Due to space limitations each company will be limited to THREE attendees.

At check-in attendees are required to present a current, government issued photo ID, such as driver's license, military ID, or passport, which matches the pre-registration information. This is a no-fee event. All firms must be registered in System for Award Management (SAM) to be eligible for award of Government contracts.

CONFERENCE LOCATION:
Hilton Rialto
200 Rialto Place, Melbourne, FL 32901

TEL: 1-321-768-0200 FAX: 1-321-956-7247
http://www3.hilton.com/en/hotels/florida/hilton-melbourne-rialto-place-MLBMHHF/index.html

 
CONFERENCE AGENDA:

7:00 - 8:30 Conference Check-In

8:30 - 5:00 INL/A Aviation Program Overview
Flight Operations Services
Aviation Logistics Services
Aviation Maintenance Services
Information Technology Services

Attached is the INL Aviation Program Office Support Statement of Requirements (PSOSOR). INL is providing this copy in Microsoft Excel format so that it can by easily manipulated. The file may be converted to another format if desired. Please print and bring a hard copy of the SOR with you to the industry day. You may also bring a laptop/tablet device to the conference as wifi access will be available.

The INL team will also be utilizing Defense Acquisition University's Probability/Consequence Screening Software for the risk assessment session. A copy of the software may be downloaded for free at https://acc.dau.mil/CommunityBrowser.aspx?id=25810. We are also making available the three PSOSOR risk assessment data bases that will be utilized for the risk assessment session.

Written comments or questions may be submitted prior to the PSO industry day but will not likely be answered until industry day or shortly thereafter.

INTRODUCTION:
The Department of State (DoS), Bureau of International Narcotics and Law Enforcement Affairs (INL), Office of Aviation (INL/A) will host a conference on Wednesday, 22 May, 2013 in Melbourne, Florida for businesses interested in offering their services as the Program Support Office (PSO), pursuant to the solicitation strategy as published under this solicitation on 13 March, 2013. Specifically, this solicitation activity will be for the Program Support Services single award IDIQ contract as a small business set-aside (SDVOSB). Moreover, due to the strong potential for conflicts of interest, the vendor and its subcontractors that are awarded the Program Support Services contract will be excluded from participating as a prime contractor or team member/subcontractor at any level under the other six aviation support contracts.

CONFERENCE OBJECTIVE:
INL/A intends to ensure that potential offerors have complete understanding of Air Wing requirements and that our SOR expresses them in adequate detail, while clearly reflecting Air Wing priorities and risk concerns. To that end, INL/A staff will conduct a day-long discussion with attendees to cover in detail the draft Statement of Requirements (SOR), and associated risk assessment for each of the line items. Attendees should be prepared to discuss the agenda items with Air Wing staff, and other industry representatives in an open, group forum. Before the conference, INL/A will post the first draft of the subject Statement of Requirements (SOR) for your reference.

CONFERENCE REGISTRATION
Pre-registration is required. To register, please contact Stacey Cooper (coopersp@state.gov / (321) 622-8975, extension 201) no later than 4:00 PM (EST) on 17 May, 2013 with the following pre-registration information: (1) Company Name, (2) Company size under the applicable NAICS code 541330, (3) CAGE Code, (4) a one page company profile, and (5) Name(s) of employees/representatives attending.
At check-in attendees are required to present a current, government issued photo ID, such as driver's license, military ID, or passport, which matches the pre-registration information. This is a no-fee event. All firms must be registered in Central Contractor Registry (CCR) to be eligible for award of Government contracts.
CONFERENCE LOCATION:
Crowne Plaza Melbourne, Oceanfront Resort and Spa
2605 North Highway A1A, Melbourne, Florida 32903
Phone: (877) 701-9252, Fax: (321) 773-6132, Email: info@cpmelbourne.com
Maps and directions link: http://www.cpmelbourne.com/maps.htm

CONFERENCE AGENDA:
8:00 - 8:50 Conference Check-In
9:00 - 11:30 SOR and Risk Assessment Discussion
11:30 - 1:00 Lunch
1:00 - 5:00 SOR and Risk Assessment Discussion

The following clarification is provided as to who may attend this conference

1. THE SDVOSB PRIME CONTRACTOR WITH COMPANY SIZE FOR NAICS CODE 541330, AND

2. IF APPLICABLE, THE SDVOSB PRIME CONTRACTOR MAY BRING ONE TEAMING PARTNER AS A GUEST.

3. THE SDVOSB PRIME CONTRACTOR WILL SPONSOR THE TEAMING PARTNER WHEN REQUESTING PRE-REGISTRATION.

4. A SEPARATE INDUSTRY DAY WILL BE HELD FOR THE FLIGHT OPERATIONS, AVIATION MAINTENANCE, LOGISTICS, AND IT SERVICES REQUIREMENTS ON JUNE 12, 2013. SEPARATE SOLICITATION NUMBERS AND ANNOUNCEMENTS WILL BE CREATED FOR THESE REMAINING REQUIREMENTS. A LIST OF THE ASSOCIATED SOLICITATION NUMBERS WILL BE PROVIDED WHEN AVAILABLE.

Prime vendors must register their teaming guest attendees prior to Industry Day. Due to space constraints, registration per team is limited to three individuals per prime and one guest. Only those individuals registered, with valid ID, by the registration deadline, will be permitted entrance. The INL/A PSO Statement of Requirements (SOR) will be posted the week of May 13, 2013.

Prime vendors must register their teaming guest attendees prior to Industry Day. Due to space constraints, registration per team is limited to three individuals per prime and one guest. Only those individuals registered, with valid ID, by the registration deadline, will be permitted entrance. The INL/A PSO Statement of Requirements (SOR) will be posted the week of May 13, 2013.

Added -- 05/06/13

This amendment provides Revisions, Changes, Clarification, and Q &A dated May 2, 2013. MS Word document attached.

The following clarification is provided as to who may attend this conference

1. THE SDVOSB PRIME CONTRACTOR WITH COMPANY SIZE FOR NAICS CODE 541330, AND

2. IF APPLICABLE, THE SDVOSB PRIME CONTRACTOR MAY BRING ONE TEAMING PARTNER AS A GUEST.

3. THE SDVOSB PRIME CONTRACTOR WILL SPONSOR THE TEAMING PARTNER WHEN REQUESTING PRE-REGISTRATION.

4. A SEPARATE INDUSTRY DAY WILL BE HELD FOR THE FLIGHT OPERATIONS, AVIATION MAINTENANCE, LOGISTICS, AND IT SERVICES REQUIREMENTS ON JUNE 12, 2013. SEPARATE SOLICITATION NUMBERS AND ANNOUNCEMENTS WILL BE CREATED FOR THESE REMAINING REQUIREMENTS. A LIST OF THE ASSOCIATED SOLICITATION NUMBERS WILL BE PROVIDED WHEN AVAILABLE.

INTRODUCTION:
The Department of State (DoS), Bureau of International Narcotics and Law Enforcement Affairs (INL), Office of Aviation (INL/A) will host a conference on Wednesday, 22 May, 2013 in Melbourne, Florida for businesses interested in offering their services as the Program Support Office (PSO), pursuant to the solicitation strategy as published under this solicitation on 13 March, 2013. Specifically, this solicitation activity will be for the Program Support Services single award IDIQ contract as a small business set-aside (SDVOSB). Moreover, due to the strong potential for conflicts of interest, the vendor and its subcontractors that are awarded the Program Support Services contract will be excluded from participating as a prime contractor or team member/subcontractor at any level under the other six aviation support contracts.

CONFERENCE OBJECTIVE:
INL/A intends to ensure that potential offerors have complete understanding of Air Wing requirements and that our SOR expresses them in adequate detail, while clearly reflecting Air Wing priorities and risk concerns. To that end, INL/A staff will conduct a day-long discussion with attendees to cover in detail the draft Statement of Requirements (SOR), and associated risk assessment for each of the line items. Attendees should be prepared to discuss the agenda items with Air Wing staff, and other industry representatives in an open, group forum. Before the conference, INL/A will post the first draft of the subject Statement of Requirements (SOR) for your reference.

CONFERENCE REGISTRATION
Pre-registration is required. To register, please contact Stacey Cooper (coopersp@state.gov / (321) 622-8975, extension 201) no later than 4:00 PM (EST) on 17 May, 2013 with the following pre-registration information: (1) Company Name, (2) Company size under the applicable NAICS code 541330, (3) CAGE Code, (4) a one page company profile, and (5) Name(s) of employees/representatives attending.
At check-in attendees are required to present a current, government issued photo ID, such as driver's license, military ID, or passport, which matches the pre-registration information. This is a no-fee event. All firms must be registered in Central Contractor Registry (CCR) to be eligible for award of Government contracts.
CONFERENCE LOCATION:
Crowne Plaza Melbourne, Oceanfront Resort and Spa
2605 North Highway A1A, Melbourne, Florida 32903
Phone: (877) 701-9252, Fax: (321) 773-6132, Email: info@cpmelbourne.com
Maps and directions link: http://www.cpmelbourne.com/maps.htm

CONFERENCE AGENDA:
8:00 - 8:50 Conference Check-In
9:00 - 11:30 SOR and Risk Assessment Discussion
11:30 - 1:00 Lunch
1:00 - 5:00 SOR and Risk Assessment Discussion

This announcement notifies industry participants of the Best Practice and Vendor Identification Conference agenda and one-on-one meeting times and place.

The Department of State will utilize the HILTON MELBOURNE RIALTO PLACE, 200 RIALTO PLACE, MELBOURNE, FLORIDA, 32901-3092. TEL: 1-321-768-0200 for January 9, 2012 conference and one-on-one sessions.

The Department of State will utilize the INL Office of Aviation, Acquisition Team Office located at Imperial Plaza Suite 214, 6767 North Wickham Road, Melbourne, FL 32940 for the January 10 - 11, 2012 one-on-one sessions.


Participants are requested to arrive 7:30 am January 9, 2013 for registration.


Attached to this amendment is the conference agenda and schedule for one-on-one meeting times and place. Confirmed conference participants shall bring proper identification; confirmed one-on-one participants shall bring proper identification and a printed copy of the email received acknowledging their request for one-on-one session. Anyone without will not be admitted.

For any cancellations, please notify Jesse Lowman at lowmanj@state.gov.

This announcement notifies industry of the Best Practice and Vendor Identification Conference venues.

The Department of State will utilize the HILTON MELBOURNE RIALTO PLACE, 200 RIALTO PLACE, MELBOURNE, FLORIDA, 32901-3092.  TEL: 1-321-768-0200 for January 9, 2012 sessions.

The Department of State will utilize the INL Office of Aviation, Acquisition Team Office located at Imperial Plaza Suite 214, 6767 North Wickham Road, Melbourne, FL 32940 for the January 10 - 11, 2012 one-on-one sessions.

Mr. Jesse Lowman will notify each participant of their one-on-one session time and date.

Also available under this posting is the current contract statement of objectives, statement of requirements, contract line item structure, and award term plan.  These are provided as information only and do not reflect any future contract requirements.

1. INTRODUCTION
The Department of State is sponsoring an Industry Best Practice and Vendor Identification Conference to identify potential business sources with the resources, capabilities, and experience to successfully deliver requisite services to sustain the Department's Aviation Fleet. The Department staff will present an Air Wing Command Briefing, present functional core and supporting contract requirements with a focus on small business set-asides, provide an open forum to ask questions, and a chance to have a one-on-one session with the Government. Industry should be prepared to discuss innovative solutions, available technology, and capabilities. This conference will be held on January 9 and 10, 2013 in Melbourne, Florida. The location will be provided as an amendment to the Federal Business Opportunities (FBO) website.

Following the overview presentations and the open discussion forum on January 9, 2013, the Government will host one-on-one sessions with interested companies, along with their anticipated subcontractor teams, provided prior coordination with the Government is established. The one-on-one sessions give companies a chance to ask specific questions regarding the program that they did not want to share during the presentation. These sessions will be limited to 30 minutes and may begin the afternoon of January 9, 2013 and between 8:00 AM - 5:00 PM on January 10, 2013 (January 11 will be an overflow day if needed). Session times will be assigned and companies will be notified of their time slot via email.

Information contained herein does not necessarily reflect all requirements to be found in any future solicitation. Neither unsolicited proposals nor any other kinds of offers will be considered in response to this announcement. Responses to this announcement are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this announcement and attending the conference. All information received in response to this announcement that is marked Proprietary will be handled accordingly but will not be returned. Further industry comment will be requested during final definition of the requirements.

2. SPECIAL OBJECTIVE
This conference will focus on the Department's intent to maximize the use of small businesses (especially HubZone, Service Disabled Veteran, and Woman owned) in providing portions of the total requirement. The Department needs small businesses to inform the Government as to their capability to perform any portion of the required services. One of the conference objectives is to allow small businesses to present their capabilities in private meetings with the Government. The Government welcomes your capability statements and comments by email even if you cannot attend the conference.

3. BACKGROUND
The Department of State (DoS) Bureau of International Narcotics and Law Enforcement Affairs (INL), Office of Aviation (INL/A) is initiating these market research activities associated with the continuing requirement for global aviation services. Chief among the myriad requirements to be contracted is the operation and maintenance of fixed wing and rotary aircraft at multiple sites in 8 or more countries in permissive and non-permissive environments and in direct support of US Government activities. Such sanctioned activities include, but are not limited to: personnel and cargo transport, aerial reconnaissance, medical and casualty evacuations, aerial herbicide application, aerial support to narcotics interdiction operations, aircraft ferrying, and emergent surge type operations. At some locations requirements include working with, and training host nation personnel in key disciplines, as defined by USG nationalization plans.

While these services are currently under contract, the scope has grown and changed over the years and the Department desires industry input into modern industry practices and the most cost effective methods of providing requirements. This is industry's chance to help DoS redefine its requirements to take advantage of modern aviation practices. This is not a formal solicitation but is part of the Department's effort to better define its requirements for maximum contractor participation in future solicitations. The Government anticipates there may be a core operations contract with several ancillary functions competed separately during FY14 but this depends on industry input at this conference.

4. REQUIREMENTS
The total dollar value of services could reach $10B over the life of the resulting contracts. The Department requests industry feedback into the most effective way to provide these services. An abbreviated list of requirements is presented below.
Operate and Maintain DoS Aircraft Worldwide. DoS currently has 412 aircraft in its inventory. 120 are operational globally for drug interdiction and transport of personnel. 292 aircraft are in flyable or non-flyable storage.

Current locations of performance are in Central Florida, Colombia, Bolivia, Peru, Pakistan, Afghanistan, Guatemala, and Iraq. However, it is anticipated that performance may extend into other worldwide locations and the contractor(s) must be able to quickly extend operations to new locations on short notice, for limited duration. Recent examples of such include Sudan, Honduras, Malta, Libya, and Egypt.

Provide pilots and operational support for drug interdiction missions such as crop spraying, and the transport of personnel and cargo.

Provide Air Traffic Controllers where necessary

Provide certified maintenance personnel and qualified aviation safety personnel

Provide aerospace engineering services to include, but not limited to structural, electrical, avionics, aerospace, and metallurgy.

Provide reconnaissance missions when required, which may include sensor operation and maintenance

Provide medical and casualty evacuation (MEDEVAC/ CASEVAC) flights when required

Provide an Aviation Life Support Equipment (ALSE) program for program crews and designated host country

Create and maintain all required aircraft maintenance and flight records on systems compatible with Government systems.

Acquire and process weather and other risk information for operational planning.

Operate aircraft that have been nationalized to a host Government

Acquire, maintain, and make available technical publications as required

Provide wet and dry lease of aircraft on short notice for integration into DOS fleet operations.

Provide cost effective logistics for maintaining the DoS and foreign agency air fleets as needed worldwide. This includes parts acquisition, tracking and accountability, as well as global shipping capacity.

Provide inter and intra-theater transportation at all sites, as directed.
Provide life support services such as food, housing, laundry and MWR for personnel in permissive and non-permissive environments.
Provide defensive security for air fields and housing when required. This may be coordinated through USG security elements, Host Nation elements, or subcontracted, depending on the site and situation.
Implement and maintain a safety program across the spectrum of the Aviation Support Services Program that ensures that all organizational activities are performed safely, taking into consideration the austere and hostile environments present throughout INL/A's operating locations. Safety of personnel is paramount.
Provide tactical communication, computer, and internet services for operating and maintaining DoS and foreign agency air fleets.

Assist foreign government agencies, such as police departments, to operate/maintain aircraft through training and logistics services.

In summary, the Department of State requests your assistance in helping decide how our requirements in future solicitations for air operations and maintenance should be defined for maximum efficiency and small business participation. A conference is being organized for January 9 and 10, 2013 in Melbourne, Florida. We request your participation at the conference or your comments via email if you cannot attend.

5. INDUSTRY DAY REGISTRATION
Pre-registration is REQUIRED. This is a no-fee event and seating is limited to two (2) individuals for each company as there is limited seating. Companies are required to e-mail Jesse Lowman, @ lowmanj@state.gov no later than 4:00 PM (EST) on December 14, 2012, the following pre-registration information: (1) Company Name, (2) Company size under the applicable NAICS code 488190, (3) CAGE Code, (4) a one page company profile, (5) Name(s) of employees/representatives attending Industry Day, and (6) indicate whether your company would be interested in participating in one-on-one discussions. Attendee substitution requests may be submitted to the same point of contact by 4:00 PM (EST) on January 2, 2013. All firms must be registered in Central Contractor Registry (CCR) to be eligible for award of Government contracts. Electronic responses shall be submitted in Microsoft Word or Microsoft Excel format, or Portable Document Format (PDF).
IMPORTANT: Attendees will be required to present a CURRENT Government issued photo ID (driver's license, military ID, or passport) matching the information provided above upon check-in. Please allow sufficient time for the check-in/verification process. Late registration and "walk-in" requests will NOT be permitted.