ogden air logistics center design & engineering support program ii (desp ii) authorized ordering...

Ogden Air Logistics Center

Design & Engineering Design & Engineering Support Program IISupport Program II

(DESP II)(DESP II)

Authorized Ordering Agency (AOA) Buyer Training

May 2007

BE AMERICA’S BEST 2

O G D E N A I R L O G I S T I C S C E N T E R

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 DocumentTask Order Closeout Conclusion



DESP II Process FlowContracting

Receive Complete PR

Package

Receive Complete PR

Package

ReceiveProposals

ReceiveProposals

RFP<$500K – SB Set-Aside

>$500K – IAW Form 2579

RFP<$500K – SB Set-Aside

>$500K – IAW Form 2579

RFPTo SS

Contractor

RFPTo SS

Contractor

AwardAward

N

Y

JCN = Job Control NumberSS = Sole Source

Review PR Package forCompletion

Review PR Package forCompletion

Y

N

ContractingContracting

Legal ReviewLegal Review

ProposalEvaluation

ProposalEvaluation

Competitive?

Competitive?

Assign a JCN/Request a JCN

Assign a JCN/Request a JCN

Create LetterRFP

Create LetterRFP

>$1M?

>$1M?

Legal ReviewLegal Review

Y

N >$1M?

>$1M?

ClearanceIAW Local

Policy?

ClearanceIAW Local

Policy?

ClearanceClearance

N

Y



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• A&AS Document• DD Form 254• Modified Delphi Criterion Worksheet• Award Fee Plan



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



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/IDIQ%20Clarification%20Memo.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)




TAB 8 D&F for T&M contracts

• An individual D&F is required when the T&M 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

A&AS Certification Document (Handout #4)• Required for A&AS efforts as defined by FAR 2.101• Use A&AS Purchase Request Supplemental Information Document (PRSID) (AFMC A&AS Policy, 1 Aug 06)

Other Determinations/Approvals• Blanket D&F Memo (Handout #5)

• Required for all DESP II task orders




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)



Proposal Evaluation Summary

Competitive

Proposal?

CompetitiveProposal

?

Buyer VerifiesRates are proposed

IAW Basic Contract

Buyer VerifiesRates are proposed

IAW Basic Contract

TOI Performs a Technical Evaluation (to include proposed hours and skill Mix)

TOI Performs a Technical Evaluation (to include proposed hours and skill Mix)

N Y

TOI: Task Order Initiator

Highest Modified Delphi Score (Preferred)(Buyer and Technical Team)

Highest Modified Delphi Score (Preferred)(Buyer and Technical Team)

AwardAward

TOI Performs a Technical Evaluation IAW Modified Delphi Process

(to include proposed hours and skill Mix)

TOI Performs a Technical Evaluation IAW Modified Delphi Process

(to include proposed hours and skill Mix)

Award PrepAward Prep



Proposal Evaluation Process(Sole Source)

Technical Evaluation Request (Produced by Buyer) Request includes the offeror’s 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?NoSession=True&inpDest

inationPage=%2FASPs%2FCoP%2FClosedCoP%2Easp%3FFilter%3DOO%2DPK%2DOO%2D03&Filter=OO-PK-OO-03&LoginAcct=False



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



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 Contractor’s proposed Capabilities with

Respect to Each Criterion - Range is 1 To 5 (Low to High) Determine Each Contractor’s 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

1. Combine Technical, Past Performance, and Total Evaluated Price (TEP) – Award to Highest Modified Delphi Score ***(Preferred Method)

2. Combine Technical and Past Performance. Evaluate Cost separatly (Best Value Determination Decision)

3. Evaluate Technical, Past Performance, and Cost Separatly (Best Value Determination Decision)




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 contractor’s • Labor Hours & Labor Mix (Prime and Subcontractor)• Material Costs• Travel Costs• Other Direct Costs (ODCs)• All Other Terms/Assumptions.




Sample Modified Delphi Form (Handout #11)Sample Modified Delphi Form (Handout #11)Criterion EC SWF1 - Describe your approach to satisfying the overall requirements of the CET C 10 4 40 3.5 35 2 202 - Corporate Knowledge/experience specific to technologies, methodologies, and/or discipline relating to IUID physicl Marking of hardware (laser etch, dot peening, itc.) C 10 3.5 35 2 20 4 403 - Corporate knowledge/experience specific to technologies,methodologies, and/or discipline relating to IUID computer database storage and uploading C 6 3.5 21 3.5 21 3.5 214 - Corporate knowledge/experience in the ability to incorporate IUID design and develop drawings for marking fixtures (labels, etc.) C 8 3.5 28 2.5 20 2 16

5 - Corporate knowledge/experience in the ability to develop IUIDlabels, etc. C 10 2 20 2 20 2 20

6- Breadth of IUID marking equipment available within the company for prototyping NC 4 3.5 14 2 8 2.5 107 - Proven ability to meet scheduled deliveries of developmental hardware

C 6 4 24 2 12 3.5 21

8 - Depth of manpower & expertise to handle schedule changes or surges NC 4 2 8 4 16 2 8

9 - Establish synchronized process with OEMs (CET 3.1.1L; 3.1.2.J) NC 4 2 8 5 20 4 1610 - Breadth of experience in aerospace materials or lab facilities to analyze direct marking affects material reliability NC 3 2 6 2 6 5 15

11 - Contractor shall provide 2-3 examples of tasks they have accomplished that are relevant (within the past two years) to the requirement of this order, to include contract number and current POC C 6 2 12 3 18 5 3012 - Total Evaluated Price (TEP) (See Note 3 below) C 10 4.2 42 4 40 2 2013 - Small Business Participation NC 5 1 5 1 5 0 0

TOTAL 263 241 237

Northrop SSAI Jacobs

Sample




Sample Total Evaluated Price (Handout #12)Sample Total Evaluated Price (Handout #12)



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)



O G D E N A I R L O G I S T I C S C E N T E R 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)





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)



TAB 68 Post Award Debriefing of Offerors (IAW FAR 15.505)

• The Government’s evaluation of the significant weaknesses or deficiencies in the offeror’s 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





Sample of Debrief to Offeror (Handout #18)Sample of Debrief to Offeror (Handout #18)




TAB 70 Copy of Award Fee Plan



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



Task Order Award Document

Created in ACPs Must have the DESP II Parameter

DESP II ParameterDESP II

Parameter

List of Contractors

List of Contractors

A Job Control Number is

required on all DESP II funding

obligations (includes

deobligation mods)

A Job Control Number is

required on all DESP II funding

obligations (includes

deobligation mods)



Task Order Award Document

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



Task Orders must conform to the basic contract CLIN structure

CLIN structure is as follows:

DESP II CLIN Structure

0001 – FFP Prime Engineering Labor

0002 – FFP Subcontracting Engineering Labor

0003 – CPFF Prime Engineering Labor

0004 – CPFF Subcontracting Engineering Labor

0005 – T&M Prime Engineering Labor

0006 – T&M 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

0001 – FFP Prime Engineering Labor

0002 – FFP Subcontracting Engineering Labor

0003 – CPFF Prime Engineering Labor

0004 – CPFF Subcontracting Engineering Labor

0005 – T&M Prime Engineering Labor

0006 – T&M 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

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



Clauses The only Clauses cited in a DESP II task order are those clauses

that require a fill-in. All other task order T’s and C’s are IAW the basic contract

A list of Task order clauses are found at the mid-assembly point in ACPS

DESP II Task Order Clauses

This button is found at

mid-assembly

This button is found at

mid-assembly

This button will take you to the DESP II clauses

This button will take you to the DESP II clauses



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



• 777-5395 Visit the DESP II Web Site at:

http://contracting.hill.af.mil/AirCraft/DESPII/despII.asp

Conclusion



Conclusion

Questions???????

ogden air logistics center design & engineering support program ii (desp ii) authorized ordering...

Documents

s t i c s c e n t e

o g d e n

clearance n y slide

completion y n

legal review y n

ss contractor award

task order modifications

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