MODIFICATION
R -- Parts and Repair Ordering System (PROS) - Amendment 5
- Notice Date
- 7/6/2015
- Notice Type
- Modification/Amendment
- NAICS
- 541614
— Process, Physical Distribution, and Logistics Consulting Services
- Contracting Office
- Department of the Air Force, Air Force Materiel Command, AFLCMC/PK - WPAFB (includes PZ, WL, WW, WI, WN, WK, LP, WF, WK), 2275 D Street, Wright-Patterson AFB, Ohio, 45433-7218, United States
- ZIP Code
- 45433-7218
- Solicitation Number
- FA8630-14-R-5030
- Point of Contact
- Tamara L. Tobe, Phone: 937-656-1434, Robert D. Biscardi, Phone: 9376563190
- E-Mail Address
-
Tamara.Tobe@us.af.mil, robert.biscardi.3@us.af.mil
(Tamara.Tobe@us.af.mil, robert.biscardi.3@us.af.mil)
- Small Business Set-Aside
- N/A
- Description
- Section J, Attachment 10, Certification Statement Section J, Attachment 5, Pricing Matrix dated 2 July 2015 Section J, Attachment 1, PWS dated 2 July 2015 Section J, Exhibit A, CDRLs dated 2 July 2015 Section J, Attachment 1, PWS dated 2 July 2015 Amendment 0005 dated 6 July 2015 See attached RFP Amendment 0005 date 6 July 2015. ********************************************************************** See attached RFP Amendment 0004 date 25 June 2015. ********************************************************************* Proposal receipt date is extended to Monday, 6 July 2015 at 4:00 PM Eastern Time. ******************************************************** See attached RFP Amendment 0003 dated 5 June 2015. The proposal receipt date remains 18 June 2015. In addition, the Government is reposting the PPI Tool if there are any offerors who have not yet submitted their Past Performance Volumes and need to access it. ********************************************************************* See additional Industry Questions and Government Responses in regards to Solicitation Amendment 0002 as of 29 May 2015. ********************************************************************* Due to errors in the PROS V RFP attachments (Section J, Attachment 5, Pricing Matrix and Section J, Attachment 8B, Section L, Attachment 2, Scenario Matrix) the Government has removed all previous RFP documents from FBO.gov and hereby issues Amendment 0002 to repost all RFP documents. Please use these documents for your proposal submittals. Government requests you delete all previous versions of RFP documents in your possesion to ensure submission of proper documentation. Proposal date is extended to Thursday, 18 June 2015 at 4:00 PM Eastern Time. ******************************************************************** Amendment to the subject solicitation is hereby issued. See the following attachments: - RFP Amendment 0001 - Section J, Attachment 8B, (Section L, Attachment 2) Scenario Matrix ********************************************************************** See the following attachments: - Pre-Proposal Conference Slides (Final)-version that was presented that day - Industry Questions and Government Responses as of 05 May 2015 ******************************************************************** See the following attachments related to the PROS V Pre-Proposal Conference: - Pre-Proposal Conference Slides (Final) - Pre-Proposal Conference Attendee List - Industry Questions and Governrnent Responses as of 22 April 2015 Notify Tamara.Tobe@us.af.mil or Tracy.Riley@us.af.mil if your contact information contained in the Attendee List needs any updates/corrections. ******************************************************************************* See attached PROS V Final Request for Proposal (RFP). Proposals are due no later than Thursday, 4 June 2015. Government respectfully requests the Past Performance Volume and any questions regarding the Final RFP by Thursday, 21 May 2015. Pre-proposal conference slides, attendee list, and government responses to industry questions will be posted no later than Wednesday, 22 April 2015. ******************************************************************************* See attached Pre-Proposal Conference Slides and Revised Draft RFP documents. The USG anticipates release of the final RFP on or about 17 April 2015. ******************************************************************************** The release of the Final Request for Proposal (RFP) has been delayed. The USG expects to release the final RFP on or about 10 April 2015. ****************************************************************************** Please see attached document entitled "Pre-Proposal Conference Notice" scheduled for 15 April 2015; registration due 10 April 2015. **************************************************************** Please see attached Pre-Solicitation Notice dated 9 March 2015. **************************************************************** To better understand the impact of PROS business processes upon potential offerors, the USG invites interested parties to respond to the question below: The current PROS contract requires vendor quotes to be valid for 60 days. There are instances when vendor quotes are higher than anticipated, forcing the FMS customer to obtain additional funding and potentially resulting in a request for the vendor to extend the timeframe of their quote. Anecdotal data suggests that it may require FMS customers more than 60 days to amend their case in order to add funding. To account for this possibility, the USG is considering revising the vendor quote validity requirement from 60 to 90 days. Please identify what impacts, if any, this revision would have upon your proposal. Responses to this question should be submitted in writing to Ms. Tamara Tobe, Contract Specialist, at tamara.tobe@us.af.mil by 12:00pm Eastern on Friday, February 27. Non-responses will not negatively impact an offeror's eligibility. **************************************************************** See the attached responses to industry questions regarding PROS V Draft RFP. **************************************************************** The draft RFP package is posted for Industry review and feedback. Questions regarding any content in the Draft RFP package or in regards to this acquisition must be received in writing to the POCs listed below no later than 4:00 pm Eastern, Monday, February 9, 2015. The USG will post responses to all questions by 4:00pm Eastern on Friday, February 13, 2015. *************************************************************** The following solicitation documents are being posted in draft form for your review and comments: 1. Section H - H001 Clause 2. Section J - Exhibit A, CDRLs 3. Section J - Attachment 1, Performance Work Statement 4. Section L and Attachments 5. Section M We expect to release the entire Draft Request For Proposal on or about Friday, 30 January 2015. *************************************************************** Request for Information (RFI) for PROS V Please provide responses to the following RFIs to assist the Government with acquistion planning for PROS V. Responses should be submitted no later than Wednesday, 22 October 2014. Send responses via email to Tracy Riley ( Tracy.Riley@us.af.mil ) or Tamara Tobe ( Tamara.Tobe@us.af.mil ). 1. Please provide industry input on whether this acquisition is better suited for Lowest Price Technically Acceptable (LPTA) or TradeOff. 2. If your company is an interested party, please submit your Small Business size in relation to the Small Business Size Standard of $15M for NAICS code 541614 PROCESS, PHYSICAL DISTRIBUTION, AND LOGISTICS CONSULTING SERVICES. 3. Describe how potential offerors will finance requisitions since the Prime contractor cannot invoice until shipment occurs? Some items have long lead times. 4. Describe industry standards for payment terms (Net 30, Net 45, Net 60) for similar commercial service contracts? 5. Describe how the USG should effectively incentivize the Prime contractor to award requisitions that are most challenging. Keep in mind that by definition, the PROS contract supports non-standard, difficult to procure materials. 6. Describe how Supply Discrepancy Reports (SDRs) and/or Product Quality Deficiency Reports (PQDRs) are handled within industry. How are SDRs/PQDRs best identified, investigated and resolved? 7. Early on in the procurement process how do you prepare for and mitigate potential SDRs/PQDRs, especially in relation to legacy equipment/systems? 8. Within industry, when an SDR/PQDR is determined valid, what does the customer refund consist of? **************************************************************** The following documents that concern the initial PROS V Industry Day (20-21 August 2014) are now added to this announcement. 1. Industry Day Briefing 2. List of Questions/Answers and Attendees *************************************************************** Parts and Repair Ordering System (PROS) V Industry Day Event Notice and Invitation The PROS Program Team is hosting an industry day event on 20-21 August 2014 at the Hilton Garden Inn, 3250 Pentagon Park Boulevard, Beavercreek, OH, 45431. The schedule will be as follows: Wednesday, 20 August 2014 from 8:30am-4pm EST Thursday, 21 August 2014 from 8:30am-4pm EST The PROS team will present a brief overview of the PROS Program the morning of 20 August 2014, to include a question and answer session. The remainder of the Industry Day Event will provide opportunities for one-on-one meetings with the acquisition team, which must be scheduled in advance. Points of Contact: The Contracting Officer for the PROS program is Tracy D. Riley at tracy.riley@us.af.mil, (937) 656-3489. The Contract Negotiator for the PROS program is Tammy L. Tobe at tamara.tobe@us.af.mil; (937) 656-1434. Please register to attend Industry Days no later than 15 August 2014 by emailing one of the above individuals. Indicate in your reply if you would like to have a one-on-one meeting with the acquisition team, so we can schedule a time specifically for your company. All interested parties are encouraged to attend. The following are instructions for registering and attending PROS Industry Days 2014: 1. Register your company to attend this industry day event no later than Friday, 15 August 2014. Please include company name, business size, point of contact, address, telephone number, fax number and email address. 2. Maximum number of attendees per company is 5. 3. Registered attendees will have priority in seating and scheduling for one-on-one meetings with the Government. 4. One-on-one meetings will be scheduled on the hour and limited to 45 minutes. 5. No proprietary data will be discussed or exchanged. 6. Please register by emailing the PROS V Contract Negotiator, Tammy Tobe at Tamara.tobe@us.af.mil or the PROS V Contracting Officer, Tracy Riley at Tracy.riley@us.af.mil. 7. We suggest prospective contractors bring electronic (CD or DVD) versions of any question they have concerning the PROS V contract. 8. All question and answers will be posted to www.fbo.gov no later than Friday, 19 September 2014. 9. Responses to the Sources Sought, RFIs, etc. will not be returned. 10. Please note that all prospective contractors must be registered in the System for Award Management (SAM) at www.sam.gov. (Formerly Central Contractor Registration (CCR)) in order to be awarded a Department of Defense contract. Be prepared to discuss the following: • What do you consider to be the essential elements to ensure a successful program? • Do you understand this is ONLY in support of Foreign Military Sales (FMS) through the United States Government (USG)? • Explain how you deal with parts obsolescence in support of procurement or maintenance? • What is your experience, knowledge and compliance with the Federal Acquisition Regulation (FAR)? • What is your experience and knowledge with the use of FMS transportation systems (freight forwarder, Defense Transportation System (DTS))? • What is your experience and knowledge with FMS supply logistics issues such as: International Traffic in Arms Regulations (ITAR), Security Assistance Management System (SAMM), Arms Export Control Act (AECA)? • What is your experience/plan in supporting emergency situations (war, crisis, natural disaster, anti-terrorism)? • Explain how you resolve customer dissatisfaction? • Explain how you qualify vendors and monitor their performance? • What is your experience with secure web based programs and have you interfaced with any USG systems? • What are your payment terms and conditions? • Explain how you ensure complete, meaningful and timely communications with FMS customers? • What is your experience with performance based contracts? • What type of performance metrics do you currently apply? • What experience do you have in supporting critical/safety of flight/sea/land items? • Do you have a facility for receipt/handling/storage of classified items/data and appropriately cleared personnel? • Explain how you screen and retain qualified personnel? • What current qualifications/certifications do you possess and what is the highest level attained? • Explain how you ensure traceability of items to the Original Equipment Manufacturer (OEM)? • Explain any teaming strategy to handle supply, maintenance, task orders or systems development? • Explain your policies to enforce warranty terms and conditions? • Are you familiar with the Defense Automated Message Exchange System (DAMES)? • Do you currently support any weapon systems? If so, to what extent (supplier, manufacturer, distributor, etc.)? • Explain how will you ensure all supplies and maintenance efforts are performed in accordance with the latest technical data or customer's identified technical data level? • What is your supply discrepancy validity rate? • What are your invoicing procedures? Any questions concerning this acquisition must be submitted in writing to Ms. Tobe or Ms. Riley for distribution to the acquisition team. Do not provide proprietary information in your questions since all questions and answers will be shared among all interested parties. **************************************************************** Sources Sought Synopsis: THIS DOCUMENT IS FOR MARKET RESEARCH PURPOSES ONLY AND IS NOT A REQUEST FOR PROPOSAL/QUOTE. The Air Force Security Assistance and Cooperation (AFSAC) Directorate located at Wright-Patterson Air Force Base OH anticipates a competitive acquisition to provide acquisition services for non-standard and difficult to purchase standard items in support of foreign military sales. This tri-service contract will support FMS Air Force, Navy and Army requirements. Contract Effort Description: The Parts Repair Ordering System (PROS) Program contractor is responsible for the purchase of supply items, maintenance services and the management of task orders. The contract is managed by a dedicated program office at AFSAC that oversees the contractor's performance and monitors the flow of FMS requirements to the contractor. The objectives of PROS are to provide timely support, competitive pricing, quality service and quality program management to the FMS customer. The PROS program goal is to provide "one stop shopping" for the FMS country. The current contract structure consists of indefinite delivery/indefinite quantity (ID/IQ), period of performance June 2012 - June 2017 (3-year base period with 2 one-year options), firm fixed price (fill fees), firm fixed price and cost reimbursable (task orders), cost reimbursable (pass through subcontractor costs) and an Objective Performance Incentive (OPI). NOTE: The contemplated period of performance for this acquisition is 5-7 years, with a 3-6 month ramp up period to create and implement a procurement software system capable of interfacing with AFSAC's Security Assistance Management Information System (SAMIS), along with a logistics transition phase between the current and subsequent contractor. Government requests industry feedback on contemplated Period of Performance (PoP) and suggested ramp up period required in order for USG to solicit realistic time frames. Historical Environment: Approximately 75% of current supply actions are one-time only actions. The 90+ plus users of the contract provide no computation of failure rates. The lack of repeat actions and no provision of failure rate computations make predicting future requirements impossible. Approximately 75% of current supply actions are non-standard, that is-- not stored, stocked, issued or managed by the US Air Force and usually there is not a National Stock Number (NSN). The standard items with a NSN (remaining 25%) supported on this contract are waived by the USAF for supply action usually due to inability to meet an established need date. However, the managing US DoD source of supply restricts acquisitions to only US DoD approved sources. Approximately 22,000 supply requisitions and 4,500 maintenance requisitions are issued per year. Approximately 80% of the contract actions are supply with the remainder being maintenance and task orders. This contractual effort is for a commercial buying service. The majority of the contract value is pass-through costs to the vendor/manufacturer/repair service/task order sub-contractor of the item/service. The successful bidder for this contract will earn a small portion of the total estimated value of the contract. The probable (contract structure is not currently finalized) sources of revenue for the successful bidder will be specific fixed fee charges for specific buying type services identified in the contract schedule and OPI. The successful bidder shall have total liability for Supply Discrepancy Reports (SDRs). This will include residual SDRs filed up to the allowable one year after shipment of an item even though the contract-ordering period may have been completed several years before. The successful bidder shall be advised to make arrangements to address this potential liability. NOTE: The SDR process has been problematic in previous contracts. It is our desire to clearly establish roles and responsibilities with respect to SDRs. We request industry comments on structuring SDR liability and resolution. Generally orders are for small quantities, no large production runs. A significant amount of total contract value amount is pass-through costs for procuring required parts and services. Desirable Features: Competitive environment for the contractor to drive performance; current contract contains a 90% effective competition rate. Leverage commercial marketplace for fostering synergistic partnerships with OEMs, online inventory for customer/contractor reference. Desire cost savings - best available price - minimizing participation fees, turn-around time - shortest possible lead-time - lead-time from after receipt of order to shipment. Goal- Design mission support strategies that obtain higher levels of contractor performance, foster synergistic partnerships, accommodate changing or unforeseen mission needs, and leverage commercial best practices. Information is being collected from all potential sources at this time. Small business and other than small business participation is encouraged. Each company responding should indicate their business size in relation to the stated North American Industry Classification System (NAICS) code size standard. The NAICS assigned to this acquisition is 541614, "Process, Physical Distribution, and Logistics Consulting", with a size standard of $15M. Your response must also indicate all socio-economic small business categories for which you qualify; small business, small disadvantaged business, 8(a), woman-owned, economically disadvantaged women-owned, veteran-owned, service-disabled veteran-owned, and HUBZone. All prospective contractors must be registered in the System for Award Management (www.sam.gov) database to be awarded a DOD contract. Respondents are further requested to indicate their status as a Foreign-owned/foreign-controlled firm and any contemplated use of foreign national employees on this effort. Note that a key factor in determining an acquisition to be a Small Business Set Aside is that small business prime contractors must perform at least 50% of the effort, as defined in Federal Acquisition Regulation (FAR) clause 52.219-14. If you are a Small Business and you intend to subcontract a portion of this effort, please explain in your response how you intend to meet the 50% performance requirement. Additionally, firms having GSA schedules should indicate their GSA schedule number in their responses. Any information submitted by respondents to this sources sought synopsis is voluntary. This sources sought notice is not to be construed as a commitment by the Government, nor will the Government reimburse any costs associated with the submission of information in response to this notice. Respondents will not be individually notified of the results of any government assessments. Capabilities Package. All interested firms should submit capability packages that outline their capability to provide the required purchase of supply items, maintenance services and the management of task orders. Additionally, interested firms should specifically state how they intend to meet the 3-6 month ramp up after contract award and discuss their capability to be fully operational within that time frame. Also, include any comments/suggestions on structuring SDR liability and resolution. The capabilities package should be brief and concise, yet clearly demonstrate an ability to meet the stated requirements. Recent, relevant experience and/or capabilities in all areas should be provided. Recent, relevant experience is defined as performance of the same or similar work within the past three (3) years. If subcontracts are to be used, provide anticipated percentage of effort to be subcontracted and whether small or large businesses will be used. Teaming and/or subcontracting arrangements should be clearly delineated and previous experience in teaming must be provided. The response must not exceed 10 pages. Submit capabilities packages via e-mail to Tammy Tobe; tamara.tobe@us.af.mil. All correspondence sent via email shall contain a subject line that reads "Parts Ordering Repair Service-PROS." If this subject line is not included, the email may not get through email filters at Wright-Patterson AFB. Filters are designed to delete emails without a subject or with a suspicious subject or attachments. Attachments with files ending in.zip or.exe are not allowable and will be deleted. Ensure only.pdf,.doc, or.xls documents are attached to your email. Questions related to this sources sought synopsis must be submitted via e-mail to the person indicated above NLT COB (Monday, 28 July 2014.) No further questions will be entertained after that date. RESPONSES ARE DUE NO LATER THAN COB Monday, 18 August 2014. The PROS Program Management Office (PMO) will be hosting an Industry Days event for all interested parties. Information about Industry Days will be posted as a separate notice.
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