Pre Solicitation Conference Solicitation FA890304R8142

1
Pre Solicitation ConferenceSolicitation
FA8903-04-R-8142
GLOBAL ENGINEERING, INTEGRATION AND TECHNICAL
ASSISTANCE (GEITA05)

• 12 MAY 2004

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• Introductions

3
Presenters

• Name Function
• Diane Glass Source Selection Evaluation
  Team (SSET) Chairperson
• Carol McCollum Program Manager
• Dennis Spradling Contracting Officer
• Ralph Urias Alt. Contracting Officer
• Don Jackson Pricing Team Leader
• William A. Moritz Technical Team Leader
• Laura Cloyd-Hall PRAG Chair
• Mike Mullen Advisor

4
Announcements

• Registration
• QA
• Restrooms
• Breaks

5
Purpose

• To help you submit better proposals
• To help us receive higher quality proposals

6
Ground Rules

• Presentation Materials will be placed on the
  GEITA05 website and FedBizOps
• Draft RFP is posted on the GEITA05 website and
  FedBizOps
• Tape recorders or video cameras are not allowed
  during the conference
• There will be a QA period after each
  presentation
• Final RFP, when released, takes precedence over
  any discussion / answer provided in the conference

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GEITA05 Web Site

• http//www.afcee.brooks.af.mil/pkv/GEITA05/default
  .asp?CID66folderGEITA05Web
• Site updated regularly
• Different Types of Registration
• Registration Information register and you will
  receive an email when important information is
  posted on the site
• Pre-Award Audit Registration Available Today
• If your company will be proposing on this
  acquisition, we ask that you provide information
  so that DCAA audits may be started now
• Details later in presentation
• Conference Registration (e.g. This conference,
  contractor school after award, etc)

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Pre-Submitted QA
THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE

• QA Discussion

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Questions In Response To Draft Request For
Proposal (DRFP)

• 1. Do the OCI clauses and restrictions only
  apply to the prime contractor or do they also
  apply to the team members/subcontractors? Also,
  does the letter of withdrawal contingent upon
  contract award of GEITA05 called out in Section L
  3.6 apply to team members and subs?
• Answer This will be addressed during the OCI
  briefing. The restrictions detailed in the OCI
  clause apply to the prime, team member, and
  first-tier subcontractors. Withdrawal applies to
  the prime, team member, and first-tier
  subcontractors.

10
Questions In Response To DRFP(Continued)

• 2. Would the government consider aligning the
  Corporate Experience Attachments L-2 through L-5
  with the evaluation criteria contained in Section
  M and the definitions governing Sections L M?
• Answer The attachments are a tool to aid the
  evaluator. They are not intended to substitute
  for any information required to be provided.

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Questions In Response To DRFP (Continued)

• 3. Would the government consider including a new
  attachment, Attachment 6 Strategic Planning
  to the Corporate Experience tables in section L?
• Answer The attachments are to aid the
  evaluator. An attachment for strategic planning
  is not necessary.
• 4. Since many small businesses do not have DCAA
  approved rates, would the government consider TM
  rates in lieu of DCAA approved accounting systems
  from some small businesses?
• Answer No, TM rates are not a substitute for
  an approved accounting system. The prime
  contractor must have an approved accounting
  system to receive an award.

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Questions In Response To DRFP (Continued)

• 5. Section M, M-8 of 9, (f) Factor 4-Cost/Price,
  states that the evaluation team will develop
  average labor rates for each respective labor
  category and that this rate will be the average
  of the prime contractors labor rate and its team
  members labor rates. Will the average be a
  straight average or a weighted average? If the
  average will be weighted, how will the government
  determine the weighting?
• Answer Straight average.

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Questions In Response To DRFP (Continued)

• 6. If some team members are not proposed to
  conduct more than 20 percent of the work nor
  designated as having a critical role, can we
  assume that per Section 2.1.4, team members
  corporate experience may still be included in
  Volume II, Technical, as part of the total Teams
  capabilities?
• Answer Yes

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Questions In Response To DRFP (Continued)

• 7. In Section L, 4.4 Subfactor 1.1, Corporate
  Experience it states, Only the work performed
  within the past five years will be considered for
  evaluation purposes. However, in Present/Past
  Performance Documents (5.3.2.b), it states a
  different performance period The Government
  will not consider performance on an effort that
  concluded more than three years prior to the date
  of this solicitation. Which period is correct,
  3 or 5 years?
• Answer Each is correct for its area of
  evaluation.

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Questions In Response To DRFP (Continued)

• 8. Reference Section L 5.3.1.3 Will all Teaming
  Members and first-tier subcontractors have to
  submit this roadmap, or is it just the Prime
  Contractor who supplies this information for its
  own company?
• Answer A consolidated response is required, as
  applicable, for prime and team members that
  submit past performance information.

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Questions In Response To DRFP (Continued)

• 9. Labor categories listed on Page L 22 are
  strictly scientist and engineering oriented.  Yet
  there are many other possible roles and skill
  sets required by the Performance Work Plan.  How
  should contractors address this discrepancy?  Is
  it possible to introduce other categories such as
  environmental economist or administrative
  support?
• Answer These core labor categories make up the
  majority of the GEITA requirements (cost). We
  are not trying to capture all categories that may
  be required under the PWS.

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Questions In Response To DRFP (Continued)

• 10. For an IDIQ program such as GEITA, the
  definition of "System" appears to be overly broad
  especially in association with Paragraph (a) (2)
  Restrictions. Assumption is that this limitation
  was implemented because of USAF concern over a
  contractor/subcontractor gaining a competitive
  advantage by defining a requirement under the
  AAS (GEITA) program, then competing for that
  effort as a contract or subcontractor under a
  non-AAS contract. Request that this issue be
  addressed.
• Answer This will be addressed during the OCI
  briefing.

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Questions In Response To DRFP (Continued)

• 11. What scope of work will this RFP be focusing
  on, engineering, geo type work, or environmental
  remediation? Or is there somewhere I can review
  the direction this contract will go?
• Answer It is AAS support for engineering,
  geo-type work, environmental remediation and
  other items in the PWS.

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Break
THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE

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RFP Requirements - General
THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE

• Acquisition Strategy
• Basis of Award
• Proposal Submittal
• Teaming
• Choice of Competition
• Proposal Requirements

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GEITA05 Scope

• Advisory Assistance Services
• Management and Professional
• Studies, Analyses and Evaluation
• Engineering and Technical
• Summary of Required Services
• Information Management
• Project Management
• Quality Assurance/Quality Control
• Strategic Planning

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GEITA05 Strategy

• Program Ceiling 850 million
• Procure under NAICS 541620 (Environmental
  Consulting Services)
• Contract Clause 52.219-01 Alternate I
• 6M size standard
• Approximately 5 Awards
• Approximately 2 Small Business set-asides
• AFCEE reserves the right to adjust the number of
  awards based on the quality and quantity of
  proposals received (M001(b))

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GEITA05 Strategy (Continued)

• Contract Types
• Firm-Fixed Price (FFP)
• Cost-Plus Fixed-Fee (CPFF)
• Indefinite-Delivery Indefinite-Quantity (IDIQ)
• Multiple Awards (approximately 5 contracts)
• Each Minimum Contract Guarantee 15,000 (PKV
  G-4)
• Task Orders (TO) initiate performance to specific
  requirements. Minimum 2,500

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GEITA05 Strategy (Continued)

• Period of Performance
• Ordering period 5 years (60 months)
• Performance completion 1 year thereafter
  (72 months total)

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Basis of Award (M001 (a))

• Best value Full Trade-Off source selection IAW
  AFFARS 5315.3 (M001 (a))
• Bottom line This may result in an award to a
  higher rated, higher priced Offeror, where the
  decision is consistent with the evaluation
  factors and the Source Selection Authority (SSA)
  reasonably determines that the technical
  superiority and/or overall business approach
  and/or superior past performance of the higher
  priced Offeror outweighs the price difference.
• M002 shows the factors as
• Factor 1- Mission Capability with four subfactors
• Factor 2 Proposal Risk with four subfactors
• Factor 3 Past Performance
• Factor 4 Cost/Price

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Approximate GEITA05Contracting Milestones

• Event Date
• RFP Release 7 Jul 04
• RFP Due 8 Aug 04
• Evaluations Complete 27 Sep 04
• Contract Awards 21 Oct 04
• These dates are approximate and are subject to
  change without notice.

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Proposal Submittal

• Location (SF33 Block 8)
• Mr. Dennis Spradling
• 311 HSW/PKVM
• 2810 Sidney Brooks (Building 649)
• Brooks City-Base, TX 78235-5120
• Date
• To be determined (estimated Early Aug 04)
• Time
• 330 PM (Central Time)

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Security Guard Post
Bldg 649 - Acquisition Center of Excellence
Parking Lot
Enter the main gate to Brooks City-Base on SE
Military Dr. You are on the main road called
Sidney Brooks. Building 649 is on the left side
of Sidney Brooks approximately one mile from the
front gate. It is located at the intersection
of Sidney Brooks and Outer Circle Rd. Turn left
onto Outer Circle Rd. Then, take the first left
turn and park behind Building 649. Enter the
building using the Acquisition Center of
Excellence entrance. This is the door on the
left side of the building when looking at it from
the parking lot. Just to the right of the door,
which is kept locked, is a buzzer. Press the
buzzer to gain entrance.
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Teaming

• ITO 2.1.4 3.6 4.2, Clause PKV-H8
• All team members must have Teaming Arrangement
  (TA) or Letter of Intent (LOI)
• First Tier Subcontractors
• Projected performance
• Include as team member at the Primes discretion
• If included, either a TA or LOI is required
• Projected performance 20 of the work
• Signed TA or LOI required

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Teaming (Continued)

• Remember
• Subcontractors without TA or LOI will NOT be
  considered or evaluated as part of the team
• This includes any materials submitted mission
  capability, past performance information, etc.
• Joint Ventures sole business entity
• Mentor-Protégé (M-P) formal TAs or LOIs are
  required to qualify as team member

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Choice of Competition

• Offerors must identify the choice of competition
• Full and Open
• Small Business
• All Offerors must complete Choice of Competition
  Form (Attachment L-10)
• SB automatically considered in SB competition
• SB will be considered in Full Open competition
  ONLY if requested on form
• Only one contract can be awarded to an Offeror

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Proposal Requirements

• Follow the RFP EXACTLY!
• You WILL NOT RATE WELL if you do not follow
  instructions!
• Provide information EXACTLY as described in
  Section L
• Address each item separately, distinctly
• Be specific, concise
• Make it easy for the evaluators
• To Read
• To Find Information
• To Compare what you provide to the published
  evaluation criteria in Section M

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Proposal Requirements (Continued)

• There are no Hidden Agendas in the RFP
• DO NOT try to read between the lines because
  there is nothing there!
• Not interested in pictures
• Use tables and charts where appropriate
• Number pages sequentially per volume (1, 2, 3,
  etc)
• No Commercials only substantiated facts

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GEITA Acquired Hours
35
GEITA Ceiling
Program Ceiling 150M
85 of Ceiling 127.5M
101.1M Obligated
118.2M 17.1M Reserved
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RFP Presentation Section L General Information
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Section L General

• Definitions (Information to Offerors)
• Apply to Sections L M
• Contracting Officer is SOLE point of contact
  (paragraph 2.1.1)
• Dennis Spradling
• POC information on the GEITA05 web site
• Email is preferred communication method
• dennis.spradling_at_brooks.af.mil

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Section L General (Continued)

• All requirements in the solicitation are
  MANDATORY
• UNACCEPTABLE
• To simply state that the Offeror understands and
  intends to comply
• To Paraphrase statements in the RFP
• Proposal shall be clear, concise, and include
  sufficient detail to substantiate validity of
  claims
• Provide convincing rationale to address how the
  Offeror intends to meet the requirements
• Commercials are unnecessary and not desired

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Section L General (Continued)

• Keep the response brief but provide sufficient
  detail for evaluation (ITO 2.3.1)
• Pricing information is restricted to Volume IV
  (ITO 2.3.4)
• DO NOT CROSS REFERENCE INFORMATION (ITO 2.3.5)
• Volumes and sections will be evaluated on an
  individual basis
• If requested information is not in the specified
  location, it will be considered omitted

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RFP Presentation Section L Copy Requirements
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Section L Copy Requirements

• Original Unbound Copies (paragraph 2.3.10.1)
• Clearly marked volume number, ORIGINAL,
  Offerors name, solicitation title, and
  solicitation number
• Unbound
• Hole-punched with a standard 2-hole punch at the
  top of the page (portrait orientation)
• Head to toe format

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Section L Copy Requirements (Continued)

• Hard Copies (paragraph 2.3.10.2)
• Clearly marked (cover sheet, front cover and
  spine of binder volume number, copy number,
  Offerors name, solicitation title, and
  solicitation number
• Bound in standard 3-ring binders
• Portrait format

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Section L Copy Requirements (Continued)

• Electronic Copies (E-Copies) (paragraph 2.3.10.3)
• Clearly marked (CD-ROM and protective sleeve or
  case)
• Electronic file directory titles and organization
  shall match the hard copies
• PROPOSAL CD-ROM(s)
• Adobe Acrobat Portable Document File (pdf)
  SEARCHABLE TEXT FORMAT
• ALL Volumes (Volumes I through V)
• LABOR RATE CD-ROM
• Microsoft Excel 2000 format
• Only Labor Rate Tables
• Clearly marked as above and also labeled Labor
  Rate Tables

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Section L Page Format Requirements

• Follow format requirements in Section L,
  paragraph 2.3.11
• Foldouts are discouraged (count as 2 pages each
  side)
• No text allowed on tabs or dividers except the
  text identifying the section
• Number pages sequentially per volume

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THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE
Questions
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RFP Requirements - Specific
THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE

• Section L (requirements) M (evaluation
  criteria)

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Evaluation Criteria

• Follow requirements as listed in Section L
• Make sure you prove the evaluation criteria in
  Section M
• Merely exceeding minimum criteria is not enough,
  must be advantageous to the government
• Missing/omitted information as compared to
  published criteria will result in reduced ratings
• This is your chance to stand out from the crowd

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Evaluation Criteria

• FACTOR 1 MISSION CAPABILITY
• Subfactor 1.1 Corporate Experience
• Subfactor 1.2 Management Approach
• Subfactor 1.3 Program Manager Experience
• Subfactor 1.4 Small Business Participation
• FACTOR 2 PROPOSAL RISK
• Subfactor 2.1 Corporate Experience
• Subfactor 2.2 Management Approach
• Subfactor 2.3 Program Manager Experience
• Subfactor 2.4 Small Business Participation
• FACTOR 3 - PAST PERFORMANCE
• FACTOR 4 COST/PRICE

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MC Subfactor 1.1 Corporate Experience

• Section L, Paragraph 4.4 Corporate Experience
• Provide a description detailing the work
  performed as listed in the Section L Attachments
• Provide a detailed narrative of experience in
  providing strategic planning support
• Section M, Paragraph M002 (c)(1) Subfactor 1.1
  Corporate Experience
• The Team must have a minimum of four years within
  the past five years of AAS Government or
  equivalent commercial experience as a
  subcontractor in all of the specified areas

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MC Subfactor 1.2 Management Approach

• Section L, Paragraph 4.5 Management Approach
• Approach for obtaining and retaining an adequate
  quality and quantity of expertise
• Approach and process to proactively manage TOs
• Processes to manage team members and
  subcontractors
• Section M, Paragraph M002 (c)(2) Subfactor 1.2
  Management Approach
• The Corporate Management Plan needs to be sound,
  realistic and effective

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MC Subfactor 1.3 Program Manager Experience

• Section L, Paragraph 4.6 Program Manager
  Experience
• Evidence of experience for the Program Manager
  managing Government or equivalent commercial
  programs
• Submit a resume
• Describe the programs managed, customers served,
  scope of work, and dollar value of work
• Section M, Paragraph M002 (c)(3) Subfactor 1.3
  Program Manager Experience
• Demonstrate a capability to manage the overall
  GEITA contract through experience
• Recruiting, maintaining, and assigning personnel
• Managing cost, schedule, performance, and risk
• Effectively communicating with customers on all
  levels

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MC Subfactor 1.4 Small Business

• Volume V Applies ONLY to Full and Open
  Competition

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MC Subfactor 1.4 Small Business (ITO 7.3.1)

• If a Subcontracting Plan is Required by FAR 19.7
• Describe Primes corporate commitment in
  providing opportunities for small business (ITO
  7.3.1(a))
• Describe how your plan compares to AF goals /
  targets (ITO 7.3.1(b))
• Describe how subcontracting percentages and goals
  will be met expressed in dollars and in
  percentages of anticipated total proposed
  subcontracting dollars for subcontracting (ITO
  7.3.1 (c))
• For SDB Participation Program, provide targets
  expressed as dollars and percentages of
  anticipated total contract value, in each of the
  applicable, authorized NAICS Industry Subsectors.
  
• For proposal purposes, provide your assumption of
  anticipated total contract value (ITO 7.3.1.(d))
• Provide the Plan in accordance with FAR 19.7 (ITO
  7.3.1(e))

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MC Subfactor 1.4 Small Business (ITO 7.3.2)

• If a Subcontracting Plan is NOT Required by FAR
  19.7
• If a SB requests that their proposal be
  considered under the full and open competition
  and a Subcontracting Plan is NOT Required by FAR
  19.7 then
• Describe Primes corporate commitment in
  providing opportunities for small disadvantaged
  business
• Describe how the Prime will meet the small
  disadvantaged business goal of 5, expressed in
  dollars and in percentages of anticipated total
  proposed subcontracting dollars for authorized
  NAICS Industry subsectors
• Provide targets for small disadvantaged
  businesses expressed in dollars and in
  percentages of anticipated total contract value
• For proposal purposes, provide your assumption of
  anticipated total contract value.

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MC Subfactor 1.4 Small Business

• Total Contract Value for evaluation purposes,
  provide your assumptions of anticipated total
  contract value
• What is your piece of
• the pie

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PROPOSAL RISK Factor 2

• Proposal Risk is evaluated based upon the Mission
  Capability submittal (ITO Section L 4.7)
• (a)    Identify any risks associated with
  implementation of Mission Capability requirements
  and how you intend to mitigate those risks.
• (b)     Identify if the Offeror or team members
  have successfully used the proposed Mission
  Capability approaches. If not, describe how you
  intend to mitigate risks associated with
  implementation of Mission Capability
  requirements.
• (c)     There are no separate submittal
  requirements for Proposal Risk. The Offeror
  shall integrate the above into the Mission
  Capability submittal as applicable.
• (d)     This is the Governments evaluation of
  the risks associated with an Offerors Mission
  Capability proposal submittal.

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PROPOSAL RISK Factor 2

• M002 (d)
• Each subfactor under the Mission Capability
  factor will also be a subfactor under the
  Proposal Risk factor.
• Proposal risk assessment focuses on the risks and
  weaknesses associated with an Offeror's proposed
  approach and includes an assessment of the
  potential for disruption of schedule, increased
  cost, degradation of performance, and the need
  for increased Government oversight, as well as
  the likelihood of unsuccessful contract
  performance.
• For each identified risk, the assessment also
  addresses the Offeror's proposal for mitigating
  the risk and why that approach is or is not
  manageable. Each Proposal Risk subfactor will
  receive one of the following ratings.

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THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE
Questions
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Cost Requirements
THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE

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FACTOR 4Cost/Price

• Volume IV
• Copies
• 1 Original, unbound
• 1 Hard copy
• 2 Electronic
• 1 e-copy as part of regular pdf searchable text
  requirement
• 1 e-copy with Excel spreadsheets only
• Page Limit no page limit

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FACTOR 4Cost/Price (ITO 6.0)

• Accounting System
• Accounting system determined adequate by DCAA
• Prime contractors complete the Prereview Request
  on the GEITA05 website
• A.S.A.P.

• Comments
• Offerors provide evidence of adequate system
• This is not an evaluated criterion
• but it is a basic requirement with a
  pass/fail determination

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FACTOR 4Cost/Price (ITO 6.4)

• Labor Rates
• Cost information is for fully burdened hourly
  labor rates build up of the rates
• Labor categories are identified in ITO Table
  6.4.2.1
• Use indirect cost categories applicable to your
  company
• Provide the indirect rates applied to
  subcontractors and other direct costs (ODCs)
• Submit separate spreadsheets for the prime and
  each team member

• Comments
• Provide rates in format of the GEITA05 Labor Rate
  Spreadsheet provided on the GEITA05 website
• Do NOT alter or split factors to fit specified
  categories
• The proposal will be deemed incomplete if labor
  rates are not proposed for all labor categories
• Format for file names
• Offeror_TeamMbr.xls

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FACTOR 4Cost/Price (ITO 6.4) continued

• Labor Rates
• Submit hourly rate for each labor category
  (either prime, contractor, or both)
• Submit rates for first 2 contract years
• Provide on-site (home office) fully burdened
  rates
• Round labor rates to the nearest penny

• Comments
• Labor rates are for evaluation purposes only
• Proposed labor rates may be subject to
  verification by DCAA

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FACTOR 4Cost/Price (ITO 6.4)

• Comments
• Successful offerors are responsible for
  performing required tasks
• Labor category qualifications are not made part
  of the contract. They are for evaluation
  purposes only
• Comments
• Exceptions are STRONGLY discouraged
• Provide complete rationale for each exception or
  assumption

• Labor Rates
• Labor category qualifications are provided in ITO
  6.4.2.1
• Stated qualifications are the minimum for each
  category for rate submittal and evaluation
  purposes only
• Exceptions/Assumptions
• Rationale
• Identify any exceptions taken
• Identify any assumptions made

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FACTOR 4Cost/Price (ITO 6.0)

• Financial Documents
• Primes
• Provide the last 3 years of financial statements
• Year to date financial information (through the
  last quarter)
• Submit audited, reviewed, compiled, or certified
  financial statements

• Comments
• Financial responsibility is NOT an evaluation
  criterion
• but it is a basic contract requirement with a
  pass/fail determination

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THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE
Questions
67
Pre-Registration for DCAA Audits
THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE

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Pre-Registration for DCAA Audit

• Register on-line to facilitate pre-award audit
• Expedites evaluation process
• Info needed
• Companys full name
• Address where accounting records held
• POC and phone number
• Cognizant DCAA Office
• Whether proposing as prime or team member
• Audit being requested

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GEITA05 Audit Registration
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THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE
Questions
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LUNCH
THE AIR FORCE CENTER FOR ENVIRONMENTAL
EXCELLENCE