DRAFT - Solicitation STEM Pipeline

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for an Air Force Research Laboratory (AFRL) STEM outreach effort.

• Contracting Vehicle: The effort will not be released under a specific contracting vehicle but will result in a new, competitively awarded single-source IDIQ.
• Task Order Scope: Multiple functional areas in the SOW indicate activities may be required in one or multiple task orders. Specific task order cadence and execution timelines are not yet provided.
• Teacher Certification: Not all task orders will require certified teachers; qualifications will be determined at the task order level.
• Facility Operations: The government will not furnish vehicles for trailer operations; this is the contractor's responsibility. Facility upkeep (security, custodial, IT, utilities, maintenance) is performed by WPAFB personnel and not included in the contract scope.
• Staffing: Continuous on-site staffing at Building 196 is required during regular business hours, with flexibility for occasional evening, weekend, and holiday events.
• Data Rights: A data rights clause will be inserted into the solicitation regarding proposer background intellectual property.
• CMMC: Level 1 will be required for Task Order 1; future task orders may require other levels.
• Small Business Set-Aside: Market research determined this will be a full and open competition.
• Transition: Offerors should assume retention of existing program structures and delivery cadence during the base year to mitigate transition risk.
• Personnel: For Task Order 1, personnel working in the office (building 196) are treated as key personnel.
• Travel: The contractor shall follow the Joint Travel Regulations (JTR).
• Scope Distinction: Guidance will be provided on distinguishing IDIQ-level scope from task order-level requirements for technical approaches, staffing, and pricing.

These clarifications provide essential details for bidders to understand the scope, requirements, and contracting approach for the AFRL STEM outreach IDIQ and its initial task order.

Questions & Answers / Clarifications

This document provides clarifications and answers to questions submitted by potential bidders regarding the solicitation for the Air Force Research Laboratory (AFRL) STEM outreach effort.

• Contracting Vehicle: The effort will result in a new, competitively awarded single-source IDIQ, not under a specific existing vehicle.
• Functional Areas in SOW: Inclusion of multiple functional areas indicates activities may be required in one or multiple task orders, not an expectation that all areas will be exercised. Cadence and timelines for task orders are not yet defined.
• Teacher Certification: Not all task orders will require certified teachers; qualifications will be determined at the task order level.
• Employment Placement: Participant employment placement is not a performance requirement.
• Proposer Background IP: A data rights clause will be inserted into the solicitation.
• CMMC: Level 1 will be required for Task Order 1; future task orders may require other levels.
• Place of Performance: Task Order 1 is at Wright-Patterson AFB (WPAFB). Other taskers will be at other AFRL sites. The IDIQ SOW will reflect an enterprise vehicle.
• Facility Operations: Facility operation and upkeep (security, custodial, IT, utilities, maintenance) are performed by WPAFB personnel and will not be included in this contract.
• On-site Staffing: Flexible staffing arrangements for non-standard hours are permissible, but continuous on-site staffing in Building 196 is the priority.
• Robotics/FIRST LEGO League Project Manager: There are no instructional responsibilities for this role; the program uses an in-class pack requiring knowledge of grade-specific curriculum.
• Travel Costs: Contractors shall follow the Joint Travel Regulations (JTR).
• Trailer Operations: The government will not furnish vehicles for trailer operations; this is the contractor's responsibility. Insurance and liability coverage are also the contractor's responsibility.
• Event Insurance: Insurance requirements are identified in specific sections of the PWS.
• CLINs: CLIN 1 is for the PWS (Task Order 1 SOW), and CLIN 2 is for travel and expenses for Task Order 1.
• Set-Aside: Market research determined this will be a full and open competition.
• Continuity of Existing Programs: Continuity of existing outreach programs is an objective and important.
• Program Structures: Offerors should assume retention of existing program structures and delivery cadence during the base year to mitigate transition risk.
• Key Personnel: For Task Order 1, those working in the office (building 196) are treated as key personnel.
• Virtual Support: Limited virtual support is acceptable when mission-aligned.
• Travel Beyond 35-Mile Radius: Going outside the 35-mile radius will need COR approval.
• Staffing Growth: While growth in program reach and volunteers is expected, there are no plans to grow staff.
• Transition Period: If a non-incumbent is selected, there will be no 30- or 60-day transition period.
• Contract Type: The contract will have Firm-Fixed-Price (FFP) and Time & Materials (T&M) CLINs.
• Travel/Materials Costs: Pre-populated costs are not-to-exceed ceilings; offerors input their material handling rate.
• Relationship between Attachments: Attachment 1 is the overarching IDIQ SOW, and Attachment 3 is the Task Order 1 PWS. They contain overlapping scope descriptions, and Attachment 3 reflects task order-level scope.
• IDIQ vs. Task Order Scope: Guidance will be provided on distinguishing IDIQ level scope from task order level requirements for technical approaches, staffing, and pricing.
• New Requirement: This is not a new requirement but an enterprise initiative to execute AFRL STEM Pipeline activities.

These clarifications address potential ambiguities and provide specific details that bidders should consider when preparing their proposals, particularly regarding scope, personnel, operational requirements, and contractual terms. The solicitation will include a complete RFP package, and Attachment 3 is specifically for Task Order 1.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for STEM Outreach Support Services to support the Air Force Research Laboratory's (AFRL) goals, objectives, and priorities.

• Provide qualified supervision, personnel, and services for STEM Outreach Support Services at Wright-Patterson AFB (WPAFB), OH.

• Support the AFRL STEM Outreach office throughout the Greater Dayton area, the State of Ohio, and the United States.

• Perform in a manner that conforms to all federal, state, and local laws and regulations.

• One (1) Base Year of 12 months.

• Four (4) 12-month option years.

• Contractor performance will be evaluated in accordance with the Quality Assurance Surveillance Plan (QASP).

• Non-conformances (Minor and Major) will be identified and controlled through root cause analysis, corrective actions, and preventive actions.

• Records of non-conformance and corrective actions will be documented in Contract Performance Assessment Ratings.

• Work to be performed at Wright-Patterson Air Force Base, Ohio, and in the Greater Dayton Area.

• Work may also be performed elsewhere in the State of Ohio and/or within the United States.

• Contractor shall operate the STEM Outreach Facility Building 196 (or building in which the STEM Office operates), Area B, at WPAFB, Ohio.

• Security: Contractor personnel must have appropriate trustworthy determinations. Access to classified information requires specific procedures. Compliance with various security regulations (e.g., AFI 16-1406, DoDM 5200.48) is required.

• Environmental, Safety, and Health: Compliance with all applicable federal, state, and local environmental, safety, and health statutes, regulations, and standards is mandatory.

• Personnel Qualifications: Specific labor categories are defined, including Project Managers, Specialists, and technical support roles, with defined educational and experience requirements. Ohio teaching certifications may be required for some roles.

• Contractor Travel: Travel within the United States may be required, with specific procedures for approval and reimbursement.

• Government Furnished Items/Services: The Government will provide workspace, documents, access to the Local Area Network (LAN), office supplies, and utilities. Specific equipment will also be provided as listed in Technical Exhibit 3.

• Contractor Furnished Items/Services: Contractor will serve as equipment sub-custodian and provide wireless internet, hotspots, and website hosting.

• Deliverables: Funds Status Reports and Funds and Man-hour Reports are required.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Performance Work Statement (PWS) outlines the requirements for STEM Outreach Support Services for the Air Force Research Laboratory (AFRL) at Wright-Patterson Air Force Base (WPAFB), Ohio. The goal is to support AFRL's STEM Outreach Support Services mission.

• Provide qualified supervision, personnel, and services to support the AFRL STEM Outreach office.

• Support activities within the Greater Dayton area, the State of Ohio, and the United States.

• Perform in a manner compliant with all federal, state, and local laws and regulations.

• The contract shall not provide personal services or perform inherently governmental functions.

• One (1) Base Year of 12 months.

• Four (4) 12-month option years.

• Contractor performance will be evaluated in accordance with the Quality Assurance Surveillance Plan (QASP).

• Non-conformances (Minor and Major) will be identified, analyzed, and corrected.

• Minor non-conformance: Does not adversely impact mission, safety, performance, schedule, or cost.

• Major non-conformance: Adversely impacts or has the potential to impact mission, safety, performance, schedule, or cost.

• Specific performance objectives and thresholds are detailed in Technical Exhibit 1, including accuracy and timeliness of reports.

• Place of Performance: Primarily at Wright-Patterson Air Force Base, Ohio, and the Greater Dayton Area. Work may extend to other locations within Ohio and the United States. Specific facilities include Building 196 at WPAFB.

• Security Requirements: Includes security clearances, trustworthiness determinations, and compliance with various security directives and instructions.

• Environmental, Safety, and Health: Compliance with all applicable federal, state, and local environmental, safety, and health standards.

• Qualifications: Specific labor categories are defined, requiring certain degrees, years of experience, and certifications (e.g., Ohio teaching certifications).

• Personnel Management: Contractor is responsible for personnel management, training, and ensuring workforce stability.

• Government Furnished Items/Services: Includes workspace, telephones, computers, documents, LAN access, office supplies, and utilities. Government will also provide specific equipment listed in Technical Exhibit 3.

• Contractor Furnished Items/Services: Includes serving as equipment sub-custodian, providing wireless internet, hotspots, and website hosting.

• Specific Tasks: Detailed tasks include managing various STEM outreach projects such as "Wizards of Wright!", FIRST LEGO League, SEMEDS, Job Shadow Day, web management, science fairs, classroom speakers, FIRST Tech Challenge, and videography/photography services.

• Deliverables: Funds Status Report (monthly) and Funds and Man-hour Report (quarterly).

Statement of Work (SOW) / Performance Work Statement (PWS)

To support the Air Force Research Lab (AFRL) STEM Division in developing and implementing STEM Outreach Pipeline activities, projects, processes, and structures. The goal is to inspire, attract, cultivate, and develop a sustainable STEM talent pool to support the Department of Defense's (DoD) competitive edge and the Nation's future STEM workforce.

• Provide expert personnel, resources, materials, products, and solutions for AFRL STEM Pipeline Outreach activities.

• Coordinate, recruit, and schedule government volunteers.

• Manage data entry, integrate information into reports, and maintain files.

• Prepare correspondence, reports, and statistical material.

• Generate text, graphics, tables, charts, and artwork.

• Organize events, conferences, and meetings.

• Provide social media expertise.

• Perform financial oversight and coordination.

• Provide certified educational and teaching services, including curriculum development and instruction.

• Consult on and execute STEM initiatives.

• Assist with logistics and supply chain management.

• Provide Information Management/Information Technology (IM/IT) support, including web design and webmaster duties.

• Provide videography and photographic services for STEM initiatives, including content creation for social media.

• Assist with facility coordination, collaboration, and security.

• Provide equipment maintenance support.

• Offer programmatic planning, business development, and financial support.

• Conduct development, execution, and analysis of course instruction.

• Provide support for infrastructure maintenance and operation.

• Conduct studies, analyses, and evaluations.

• Develop project roadmaps and provide solutions to identified problems.

• Provide internships/apprenticeships for undergraduate, graduate, and high school students (16+ years of age).

• Organize summer camps and faculty/teacher fellowships.

• Qualified personnel present for duty: 95%

• Replacement/substitute personnel present for duty: 95% (vacancies not exceeding 10 business days)

• Stable workforce: Turnover less than 20% across all contracted positions.

• Satisfactory customer service: 100% of validated customer complaints addressed within the timeframe.

• Security compliance: 100% of personnel meet security requirements.

• Currency of qualifying factors (certifications, licensure): 100% renewed before expiration.

• Deliverables and invoices submitted on time: 95% of deliverables on time as defined in CDRL; 95% of invoices submitted monthly; 100% of CDRLs submitted within 10 business days after deadline.

• Performance period and location to be specified in each Task Order Proposal Request (TOPR).

• Travel to CONUS and potentially OCONUS locations may be required.

• Contractor personnel require a minimum of a National Agency Check with written Inquiries (NACI)/SF85 for positions requiring internet access or automated information systems.

• Contractor personnel must be U.S. citizens for base and network access (exceptions may apply).

• Compliance with Information Assurance requirements (DoD 8570.01-M).

• Adherence to security protocols including OPSEC and Force Protection.

• All developed materials are government property.

• Contractor shall coordinate all visits with the assigned project manager.

• Contractor shall resolve performance issues within specified timeframes.

• Contractor shall maintain internal management processes for hours worked and performance assessments.

• Contractor shall accurately monitor, track, and manage all expenses.

• Deliverables submitted per Contract Data Requirements List (CDRL).

• Contractor shall attend post-award conferences and periodic progress meetings.

• Contractor shall provide support to offer assistance and training required to maintain and operate infrastructure.

Solicitation / RFP / RFQ

This document outlines the "Basis for Contract Award" for a Best Value Full Trade-off source selection, conducted in accordance with Federal Acquisition Regulation (FAR) 15, supplemented by DFARS and DAFFARS. The government will select the best overall offer based on an assessment of evaluation factors, aiming to award a contract to a responsible, qualified offeror whose proposal represents the best value to the government. The government reserves the right to not award a contract.

Offerors must meet all solicitation requirements, including terms and conditions, representations, certifications, and technical requirements. Failure to comply may result in ineligibility for award.

• The government intends to award one contract.

• Evaluation of Options will not obligate the government to exercise them, but if exercised, they will be at proposed prices.

• Total Evaluated Price (TEP) will be calculated as the sum of base period and all option year prices.

• The government intends to award without discussions but reserves the right to hold them if in the best interest of the government. Offerors should submit proposals suitable for award.

• Proposals will be evaluated for technical acceptability and risk, with ratings of Acceptable/Unacceptable for technical subfactors. Performance risk will be rated as Low, Moderate, High, or Unacceptable.

• All evaluation factors other than price, combined, are significantly more important than price. All five technical subfactors are of equal importance.

• Price will be evaluated based on Completeness, Reasonableness, and Unbalanced pricing.

• The government will assess the extent to which offerors propose acceptable use of Small Business, Small Disadvantaged Business, Women-Owned Small Business, HUB Zone Small Business, Veteran-Owned Small Business, and Service-Disabled Veteran-Owned Small Business concerns.

• An acceptable Small Business Subcontracting Plan is mandatory for award.

1. Wizards of Wright! (WOW!): Experience in developing and executing STEM curriculum.
2. FIRST LEGO LEAGUE CHALLENGE: Experience in statewide robotics programs.
3. Audio Visual and Web Development Specialist: Experience in developing and producing STEM videos and web content.
4. STEM Apprentices and Junior Apprentices: Experience in hiring and managing STEM students.
5. STEM Camps, Events, and Activities: Experience in planning, developing, and executing STEM camps, events, and activities.

• Professional judgment is implicit throughout the evaluation process.
• Offerors are cautioned against unbalanced pricing, which may lead to rejection.

Forms / Attachments / Pricing Sheets

This document, DD Form 1423, is a Contract Data Requirements List (CDRL). It specifies the data items that the contractor is required to submit as part of the contract. It details the title, subtitle, frequency, submission requirements, and distribution for each data item.

• Data Item Numbers (A001, A002, A003): Each number corresponds to a specific deliverable.
  • A001: FUNDS AND MAN-HOUR EXPENDITURE REPORT: Submitted monthly, electronically, 25 days after the close of the contractor's monthly accounting period.
  • A002: CONTRACT FUNDS STATUS REPORT (CFSR): Submitted quarterly, electronically, 25 days after the close of the contractor's monthly accounting period nearest the end of the government fiscal year quarter. Contains forecasts by month and quarter.
  • A003: SCIENTIFIC AND TECHNICAL REPORTS (R&R ANNUAL UPDATE): Submitted annually within 30 days after the completion of every twelve months of contract performance. Requires completion of the AFRL "Research and Related Senior/Key Person Profile" template.
• Frequency: Specifies how often each data item is due (e.g., Monthly, Quarterly, Annually).
• Submission Instructions: Details how and when to submit each report (e.g., electronically, specific deadlines).
• Distribution: Lists the offices to which the data items should be distributed and the number of copies.

This CDRL outlines the reporting and documentation requirements for the contractor. Bidders should review these requirements to understand the ongoing administrative and technical reporting obligations associated with the contract. This includes understanding the types of reports, their frequency, and the specific content expected, such as financial status, man-hour expenditures, and scientific/technical updates. The template for the "Research and Related Senior/Key Person Profile" is referenced as being provided in Appendix 3 of the solicitation, which bidders should consult for detailed requirements.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet (Attachment 4) detailing the Total Evaluated Price for the AFRL STEM Outreach opportunity. It serves as a pricing breakdown for potential bidders to understand the cost structure across different contract periods.

• Structure: The spreadsheet is organized by CLIN (Contract Line Item Number) and contract period (Base, Option Years 1-4, and a 6-Month Extension).
• CLINs:
  • CLIN X001: Labor (FFP) - Total cost is $0.00 for all periods.
  • CLIN X002: Travel (T&M) - Estimated costs range from $6,000 (6-month extension) to $12,000 per period.
  • CLIN X003: Material (T&M) - Estimated costs range from $90,000 (6-month extension) to $180,000 per period.
  • CLIN X005: Labor FFL State Championship (FFP) - Total cost is $0.00 for all periods.
• Pricing Basis: Labor is Fixed Price (FFP), while Travel and Material are Time & Materials (T&M) with not-to-exceed values.
• Total Evaluated Price: The sum across all periods (Base + Options + Extension) is $1,056,000.00.

This spreadsheet provides a detailed breakdown of the estimated costs for the AFRL STEM Outreach opportunity. Bidders should use this as a guide for developing their own pricing proposals, paying close attention to the not-to-exceed amounts for Travel and Material CLINs and the total evaluated price.