Design

1
Design Engineering Support Program II(DESP II)

• Authorized Ordering Agency (AOA)
• Buyer Training
• May 2007

2

Overview

• DESP II Contracting Process Flow
• PR Package
• Contract File Documentation (Tabs 1- 17 )
• Proposal Evaluation Summary (Tab 26)
• Proposal Evaluation Process
• Contract File Documentation (Tabs 48- 70 )
• Task Order Award Document
• Task Order Closeout
• Conclusion

3
DESP II Process FlowContracting
JCN Job Control Number SS Sole Source

Contracting
gt1M ?
gt1M ?
N
N
Receive Proposals
Receive Complete PR Package
Y
Y
Legal Review
Legal Review
Proposal Evaluation
Review PR Package for Completion
Clearance IAW Local Policy ?
Competitive ?
N
N
Assign a JCN/ Request a JCN
Y
Y
Clearance
RFP lt500K SB Set-Aside gt500K IAW Form 2579
RFP To SS Contractor
Create Letter RFP
Award
4

PR Package

• A DESP II Complete PR Package consists of
• Required for All DESP II Task Orders
• PR Supplement Sheets
• Business Case Analysis or Acquisition Plan
• Contractual Engineering Task (CET)
• Contract Data Requirements Lists (CDRLs - DD Form
  1423s)
• Performance Plan
• QA Nomination Letter with QA Training I
  Certificate
• Small Business Form 2579
• Contractor Support Approval Authority
• As applicable to the requirement
• Exception to Fair Opportunity Document
• Non-Disclosure Agreement
• AAS Document
• DD Form 254
• Modified Delphi Criterion Worksheet
• Award Fee Plan

5

Contract File Documentation

• Follow the AFMC System Logistics Contract File
  Content Index Nov 2005 (Handout 1)
• TAB 1
• PR Supplement Sheets (signed)
• ALL Job Control Numbers (JCNs) must be obtained
  from the DESP II Home Office at Ogden ALC
• JCN Authorization Letter
• A new JCN is required for all task orders and
  task order modifications that result in funding
  obligations (this includes deobligation
  modifications)
• Contractual Engineering Task (CET)
• CET Attachment 1 Task Order CDRLS
• CET Attachment 2 - Option Tasks
• Non-Disclosure Agreement
• Modified Delphi Criterion
• Award Fee Plan

6

Contract File Documentation (Cont.)

• TAB 2
• Business Case Analysis
• Required for all DESP II orders less than 100
  Million
• DESP II document used to accomplish acquisition
  planning documentation required in FAR 7.1.
• Supplemental Acquisition Plan
• Required for all DESP II orders greater than
  100M
• Follow AFPEO procedures found at
• https//www.safaq.hq.af.mil/mil/organizations_mil
  /afpeocm_mil/documents/regs_docs/IDIQ20Clarificat
  ion20Memo.pdf
• Task Order Performance Plan
• TAB 6
• Exception to Fair Opportunity
• Required for Sole Source task orders
• Will only be used in rare cases under DESP II
• Contractor has proprietary data
• Logical Follow-on (can only be a follow-on to an
  order previously competed within DESP II)

7

Contract File Documentation (Cont.)

• TAB 8
• DF for TM contracts
• An individual DF is required when the TM
  pricing arrangement is used for a task order
• Options Quantity (Handout 2)
• Options Exercise as per FAR 17.201 (Handout 3)
• Required when an option is exercised on an
  individual task order
• AAS Certification Document (Handout 4)
• Required for AAS efforts as defined by FAR 2.101
• Use AAS Purchase Request Supplemental
  Information Document (PRSID) (AFMC AAS Policy, 1
  Aug 06)
• Other Determinations/Approvals
• Blanket DF Memo (Handout 5)
• Required for all DESP II task orders

8

Contract File Documentation (Cont.)

• TAB 12
• Letter RFP
• Checklist (Handout 6)
• Sample Letter RFP (SS - Handout 7, Comp Handout
  8)
• TAB 14
• Abstract of Proposals
• Required for all competitive task orders
• TAB 16
• Unsuccessful Proposals and All Correspondence
  with Each Unsuccessful Offeror (Competitive
  orders only)
• TAB 17
• Successful Proposal and All Correspondence with
  Successful Offeror Prior to Execution of
  Contractual Document
• TAB 26
• Technical Evaluation of Proposals (Next seven
  slides)

9
Proposal Evaluation Summary
Competitive Proposal ?

Y
N
TOI Performs a Technical Evaluation (to include
proposed hours and skill Mix)
TOI Performs a Technical Evaluation IAW Modified
Delphi Process (to include proposed hours and
skill Mix)
Buyer Verifies Rates are proposed IAW Basic
Contract
TOI Task Order Initiator
Highest Modified Delphi Score (Preferred) (Buyer
and Technical Team)
Award Prep
Award
10
Proposal Evaluation Process(Sole Source)

• Technical Evaluation Request (Produced by Buyer)
• Request includes the offerors proposal
• Request an evaluation of
• Labor Hours Labor Mix (Prime and Subcontractor)
• Material Costs
• Travel Costs
• Other Direct Costs (ODCs)
• All Other Terms/Assumptions.
• Buyer Evaluation
• Evaluation of Correct Labor Rates, Burden
  Factors, and Profit/Fee (IAW Basic DESP II
  Contract).
• Labor Rates, Burdens, and Profit Factors are
  found on the DESP II CoP (Community of Practice)
• https//afkm.wpafb.af.mil/ASPs/Users/Login.asp?NoS
  essionTrueinpDestinationPage2FASPs2FCoP2FClo
  sedCoP2Easp3FFilter3DOO2DPK2DOO2D03FilterO
  O-PK-OO-03LoginAcctFalse

11
Proposal Evaluation Process(Competitive)

• Modified Delphi Method is Used
• What Is It?
• A Technique for Quantifying Subjective or
  Qualitative Data, for Analysis Purposes, for
  Assigning a Criterion Ranking
• How Does It Work?
• TOI Develops Evaluation Criterion, Tailored to
  the Requirement
• Must Include Small Business Participation
• Assign an Evaluation Class (EC) to each Criterion
• NC Non-Critical
• C Critical
• Assign a System Weight Factor (SWF)
• SWF of 1 5 for NC Criterion
• SWF of 6 10 for C Criterion

12
Proposal Evaluation Process (Competitive)

• Evaluation Steps
• List Contractors Across the Top of the Form, and
  List the Criteria/Requirements Down the Left Side
  of the Form
• Rank Each Contractors proposed Capabilities with
  Respect to Each Criterion - Range is 1 To 5 (Low
  to High)
• Determine Each Contractors Effective Value By
  Multiplying the Assigned Ranking and the SWF
• Calculate the Total Effective Value/Score for
  Each Proposal
• Award is Made in One of Three Ways
• Combine Technical, Past Performance, and Total
  Evaluated Price (TEP) Award to Highest Modified
  Delphi Score (Preferred Method)
• Combine Technical and Past Performance. Evaluate
  Cost separatly (Best Value Determination
  Decision)
• Evaluate Technical, Past Performance, and Cost
  Separatly (Best Value Determination Decision)

13
Proposal Evaluation Process (Competitive)

• Send a Copy of the Modified Delphi Sheet with the
  Letter RFP
• Buyer Requests Technical Evaluation from TOI
  (include all proposals)
• Provide TOI (preferably team) Individual Analysis
  worksheets and a Roll-Up worksheet (Handout s 9
  10)
• Ensure the Modified Delphi Worksheet is filled
  out correctly
• Ensure analysis is detailed and well documented
  on the Worksheets
• Request an evaluation of the winning contractors
  
• Labor Hours Labor Mix (Prime and Subcontractor)
• Material Costs
• Travel Costs
• Other Direct Costs (ODCs)
• All Other Terms/Assumptions.

14
Proposal Evaluation Process (Competitive)
Sample Modified Delphi Form (Handout 11)
15
Proposal Evaluation Process (Competitive)

• Sample Total Evaluated Price (Handout 12)

16
Contract File Documentation (Cont.)

• TAB 48
• Required for negotiated orders greater than
  650,000.00
• Contractor is certifying to everything but labor
  rates
• Labor hours
• Material costs
• Other Direct costs
• TAB 50
• Price Competition Memorandum (PCM)
• Required for all competitive task orders
• Price Negotiation Memorandum (PNM)
• Required for all sole source task orders
• Preferred when only one response is received in a
  competitive environment
• Eliminates requirements of FAR Part
  15.403-1(c)(1)(ii)
• TAB 53
• DD 254 (Security Requirement)

17
Contract File Documentation (Cont.)

• TAB 54
• If funds are not committed on PR, committed funds
  document is filed here
• TAB 56
• Legal Review
• Required for all contracting documents greater
  than 1M
• AFFARS 5301.602-2, effective 1 May 06
• TAB 57
• ACPs Summary Sheet
• TAB 58
• Correspondence Regarding Execution of Contractual
  Document (for modifications)
• TAB 59
• Clearance Review Approval Documentation (AFFARS
  5301.90)
• TAB 60
• Notice to Unsuccessful Offerors (Handout 13)

18
Contract File Documentation (Cont.)

• TAB 61
• Quality Assurance
• Nomination Letter (Sample Letter Handout 14)
• Training Certificate Phase I
• Phase I certification can be obtained by taking
  the DAU Performance Based Services Acquisition
  course IAW local procedures
• Training Certificate Phase II (Handout 15)
• Provided by the task order Contracting Officer
• To be completed before award
• MOASP Memo(Handout 16)
• QAP Letter (Handout 17)

19
Contract File Documentation (Cont.)

• TAB 68
• Post Award Debriefing of Offerors (IAW FAR
  15.505)
• The Governments evaluation of the significant
  weaknesses or deficiencies in the offerors
  proposal
• The overall evaluated cost or price (including
  unit prices), and technical rating of the
  successful offeror and the debriefed offeror, and
  past performance information on the debriefed
  offeror, if applicable
• The overall ranking of all offerors, when any
  ranking was developed by the agency
• A summary of the rationale for award and
• Reasonable responses to relevant questions about
  whether procedures contained in the solicitation,
  applicable regulations, and other applicable
  authorities were followed.
• Do not provide a point-by-point comparison of
  Proposals

20
Contract File Documentation (Cont.)

• Sample of Debrief to Offeror (Handout 18)

21
Contract File Documentation (Cont.)

• TAB 70
• Copy of Award Fee Plan

22
Task Order Closeout

• DESP II Survey Copy of Survey sent to the TOI
  upon completion of task order performance period
• Copy of Survey is located on DESP II Website
  (Handout 19)
• One copy of completed survey must be sent to the
  Ogden Technical Lead
• 801-777-9972
• One copy is to be filed in the Official File
  Folder

23
Task Order Award Document

• Created in ACPs
• Must have the DESP II Parameter

A Job Control Number is required on all DESP II
funding obligations (includes deobligation mods)
DESP II Parameter
List of Contractors
24
Task Order Award Document

• Contact OO-ALC Contracting Lab at 801-777-5978
  for a shell ACPs contract

25
DESP II CLIN Structure

• Task Orders must conform to the basic contract
  
  CLIN structure
• CLIN structure is as follows

0001 FFP Prime Engineering Labor 0002
FFP Subcontracting Engineering Labor 0003
CPFF Prime Engineering Labor 0004
CPFF Subcontracting Engineering Labor 0005
TM Prime Engineering Labor 0006
TM Subcontracting Engineering Labor 0007
CPAF Prime Engineering Labor 0008 CPAF Prime
Award Fee 0009 CPAF Subcontracting Engineering
Labor 0010 CPAF Subcontracting Award Fee 0011
FPIF Prime Engineering Labor 0012
FPIF Subcontracting Engineering Labor
0013 CPIF Prime Engineering Labor 0014 -
CPIF Subcontracting Engineering Labor 0015
CRNF Other Direct Costs (ODCs) 0016
CRNF Material 0017 CRNF Travel 0018
NSP Contract Data Requirements 0019
TBD Technical Data Package 0020 TBD Technical
Manuals 0021 TBD Logistic Support Data 0022
TBD Limited Production
26
DESP II Task Order Clauses

• Clauses
• The only Clauses cited in a DESP II task order
  are those clauses that require a fill-in. All
  other task order Ts and Cs are IAW the basic
  contract
• A list of Task order clauses are found at the
  mid-assembly point in ACPS

This button is found at mid-assembly
This button will take you to the DESP II clauses
27
Conclusion

• Forms and Sample Documents can be obtained via
  the DESP II Home Office or your local DESP
  II Program Representative
• POCs
• DESP II Technical Lead
• 801-777-9972
• DESP II Contracting Officer
• 801-777-7168
• DESP II Contract Negotiator
• 801-586-7933
• DESP II Contract Negotiator
• 801-777-4754
• DESP II Contract Negotiator
• 777-5395
• Visit the DESP II Web Site at
• http//contracting.hill.af.mil/AirCraft/DESPII/des
  pII.asp

28
Conclusion

• Questions???????