Site Support Services

Questions & Answers / Clarifications

This document provides clarifications and answers to vendor questions regarding the solicitation.

• Attachment 6 (Past Performance Questionnaire):
  • To References: Offerors must send the entire Past Performance Questionnaire (PPQ) document (pages 1-8) to their references.
  • With Proposal: Offerors must include only Section A (pages 2-3) of the PPQ with their proposal.
• Attachment 3 (Price Proposal):
  • Page Goal: While the RFP indicates a 25-page goal for the Price Proposal, offerors are primarily required to complete the provided price proposal template.
  • Additional Information: Offerors may include additional narrative information, such as supporting data, breakdowns, and pricing details, to supplement the template and potentially reach the page goal, especially if adequate price competition is determined.

These clarifications refine the submission requirements for Attachment 6 and provide guidance on the content and structure of the Price Proposal volume.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather feedback on an offeror's performance for a specific solicitation (FA875126R0004, Rome Research Site - Site Support Services at the Air Force Research Laboratory, Rome NY). It is intended for use by references to evaluate the offeror's past performance.

• Section A (Instructions for Offeror): Requires offerors to complete Section A for each reference, provide the entire questionnaire to their references, and have the reference return it directly to the Contract Specialist. Offerors must complete Block 2 of Section B before submitting to references. The proposal response date is March 13, 2026.
• Section A (Questionnaire): Collects information about the reference company, contract details (number, program name, type, award/completion dates, amount), description of work, and comments on compliance, unacceptable performance, and subcontractors.
• Section B (Instructions for Reference): Provides context for the reference, identifying the solicitation and the need for past performance evaluation. It instructs the reference to complete Section B and return it to the Contract Specialist.
• Section B (Questionnaire): Asks for the reference's name, position, contact information, contract details, relationship and time involved with the offeror, subcontracting details, and a rating of the offeror's performance across various areas including Technical Capability, Timely Performance, Management Effectiveness, Contract Administration, Compliance with Security Standards, and Overall Performance. It includes a rating scale from Exceptional to Neutral.

Bidders must complete Section A of this questionnaire for each of their proposed references and ensure the references complete and return Section B. This document is critical for the government's evaluation of past performance, which is a key factor in determining award. The deadline for proposal submission is March 13, 2026, which is also the stated proposal response date for this questionnaire.

Amendment / Modification

This amendment (0001) to Solicitation FA875126R0004 incorporates several updates and extends the proposal response date.

Key changes include:

• Extended Proposal Response Date: The due date for proposals has been extended from February 27, 2026, to March 13, 2026.

• Clause Updates: Incorporates "Revolutionary FAR Overhaul" clause updates from February 2026.

• Performance Work Statement (PWS) Revision: The PWS dated February 23, 2026, replaces the previous version dated December 10, 2025.

• Attachment Inclusion: Miscellaneous text for Sections L and M, which could not be edited directly due to a system error, has been added as Attachment 9.

• Solicitation/Contract Form (Response Due Date)

• Supplies or Services & Prices or Costs (Line Items 0001-0005 and Option Line Items 1001-1005, 2001-2005, 3001-3005, 4001-4005, 5001-5005)

• Contract Administration Data (Clause modifications)

• Sections L and M (via Attachment 9)

• The proposal submission deadline has been extended to March 13, 2026.

• Bidders must ensure their proposals reflect the updated PWS dated February 23, 2026, and any other incorporated clause updates.

Solicitation / RFP / RFQ

This document outlines the instructions for preparing and submitting proposals for an unspecified government contract. It details the required format, content, and evaluation criteria for offers.

Proposals must be submitted in four parts:

• Volume I: Contract Forms: Includes representations, certifications, and an SBA letter for 8(a) program participants.

• Volume II: Technical Documentation: Requires a technical plan demonstrating capability to meet PWS requirements and a staffing plan including an organization chart with FTEs.

• Volume III: Past Performance: Requires submission of Past Performance Questionnaires (PPQs) for up to five relevant contracts completed within the last five years, or three for subcontractors/teaming partners. Consent letters are required for subcontractor past performance disclosure.

• Volume IV: Price: Requires proposed unit and extended prices for each Contract Line Item Number (CLIN), including option periods, and staffing approach details.

• The contract type will be Firm Fixed Price (FFP).

• The anticipated contract start date is 01 June 2026.

• Offerors must hold prices firm through 01 June 2026.

• Proposals must be submitted electronically via email.

• The Government intends to award without discussions, based on a best-value competitive selection using a Performance-Price Tradeoff (PPT) process.

• Proposals will be evaluated on a pass/fail technical basis, followed by a review of price reasonableness and balance.

• Past performance will be evaluated for the lowest-priced technically passed offeror.

• The Government values superior performance confidence over price.

• Specific instructions are provided for 8(a) Program Participation, requiring an SBA letter showing current 8(a) status. Offerors whose 8(a) status expires before 01 June 2026 will not be considered.

• A pre-proposal site visit is tentatively scheduled for 12 February 2026. Offerors must pre-enroll and confirm attendance.

• Formal inquiries must be submitted in writing via email.

• The document includes details on program effort assumptions for pricing purposes, including equipment, ITAM, mailroom, and technical library support, with an estimated FTE of 16.

Form / Attachment / Pricing Sheet

This document is Attachment 3, a proposal template provided for the solicitation FA875126R0004. It is designed to guide bidders in structuring their pricing proposals.

• The template outlines CLINs (Contract Line Item Numbers) for various services, including 'Test Site Management,' 'Technical Library,' 'Mailroom,' 'Equipment Management,' and 'ITAM Management.'
• For each CLIN, it provides columns for 'Hours,' 'Rate,' and 'Total Amount' across a Base Period (1 Jun 26 - 31 May 27) and five Option Years, including a 6-month extension.
• Bidders are expected to fill in the 'Hours,' 'Rate,' and 'Total Amount' for each labor category and direct cost within the specified periods.
• A 'TOTAL' row is included for summing costs across all contract periods.

This template is crucial for bidders to accurately format and submit their pricing information as required by the solicitation. It dictates the structure for detailing labor costs and other direct costs for the entire period of performance, including option years.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination (No. 2015-4163, Revision 31) for the Service Contract Act. It lists various occupational classifications and their corresponding minimum hourly wage rates and fringe benefits required for contracts in Madison, Onondaga, and Oswego Counties, New York.

This wage determination is crucial for any contractor bidding on or performing federal service contracts in the specified geographic area. It outlines the minimum wages and benefits that must be paid to employees performing work under such contracts, ensuring compliance with labor laws. Bidders must consult this document to accurately estimate labor costs and ensure their proposals meet regulatory requirements.

Questions & Answers / Clarifications

This document provides clarifications and answers to questions submitted by potential bidders regarding Solicitation FA875126R0004.

• AI in Evaluation: The government will NOT use automated or Artificial Intelligence (AI) tools in the review and evaluation of offeror submissions.
• SF 1449 Submission: The Standard Form 1449 (SF 1449) and the Supplies or Services & Prices or Costs section are NOT required to be submitted with the proposal. The government will use the submitted Proposal Template for pricing.
• Consent Letters Solicitation Number: The correct solicitation number to be referenced in Consent Letters is FA875126R0004. This will be corrected in a future amendment, but documentation with the old number (FA875125R0008) will still be accepted.
• Vehicle Requirements: Only a mailroom vehicle is required. No powered material handling equipment (like forklifts) is needed. The mailroom vehicle is expected to carry a maximum of approximately 50 pounds.
• Staffing: The government anticipates 3 Full-Time Equivalents (FTEs) for the mailroom to ensure continuous coverage. Both Newport and Stockbridge test sites require a separate FTE, with backup provisions.
• Program Manager: The Program Manager and alternate may be dual-hatted and perform other contract duties. The LMCA Chief title has been changed to "Lead Custodian."
• TMDE Inventory: Rome AFRL has approximately 300 TMDE calibrated pieces across 10 work centers, with about 71 items at off-site locations. Approximately 25 TMDE items are calibrated per month.
• Proposal Template Dates: Attachment 3 (Proposal Template) has been updated with correct dates for the period of performance, aligning with the Solicitation.
• Wage Determination: Wage Determination 2015-4163 Revision 31 will be added for SCA-covered Stockbridge positions if Madison County is applicable.
• Other Direct Costs (ODCs): ODCs can be added to CLIN 3 (Mailroom) in Attachment 3.
• Past Performance (PPQ) Relevance: Offerors are allowed one additional sheet per reference/contract to describe relevance.
• CMMC Level: CMMC Level 2 is required.

Several sections of the solicitation and attachments have been or will be amended to reflect these clarifications. Offerors should ensure their proposals align with these updated details, particularly regarding submission requirements and staffing.

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

To provide seamless and critical operational site support duties to the Air Force Research Laboratory (AFRL) Information Directorate (RI) at the Rome Research Site (RRS) in Rome, NY, and associated Test Sites in Newport and Stockbridge, NY.

The contractor shall provide personnel, equipment, tools, materials, supervision, and other necessary items to perform the following functions:

• Test Site Management
• Technical Library Services
• Mailroom Services
• Equipment Management
• Information Technology Asset Management (ITAM)

All contractor personnel must possess a minimum of a high school diploma and obtain a Secret clearance.

Performance will be evaluated based on objectives and thresholds outlined in the "Services Summary" section, with methods of assessment including periodic inspections and random sampling. Performance levels range from Exceptional to Unsatisfactory, with specific deficiency counts defining each level.

Services are to be performed at the Rome Research Site (RRS), Rome, NY, and associated Test Sites in Newport and Stockbridge, NY, during AFRL/RI workdays.

• Contractor personnel must meet minimum qualifications, including a high school diploma and Secret clearance.
• Adherence to various Air Force Instructions (DAFIs), DoD Manuals, and other regulations regarding safety, security, ITAM, and facility management.
• Specific requirements for personnel qualifications, training, and security clearances are detailed throughout the document.
• Government-furnished services and facilities are outlined in Appendix 1.

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

To provide seamless and critical operational site support duties to AFRL RI at the Rome Research Site (RRS), in Rome NY, and at the associated Test Sites in Newport and Stockbridge, NY.

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary to perform the following functions:

• Test Site Management
• Technical Library Services
• Mailroom Services
• Equipment Management Services
• Information Technology Asset Management (ITAM)

Performance will be evaluated based on Service Summary (SS) objectives and thresholds, with methods of assessment including periodic inspection, random sampling, and periodic inspection. Performance levels range from Exceptional (0 deficiencies) to Unsatisfactory (more than 5 deficiencies).

Services are to be performed at AFRL RI's Rome Research Site (RRS), Rome NY, and associated Test Sites in Newport and Stockbridge, NY, during AFRL/RI workdays.

• All contractor personnel must have a minimum of a high school diploma and obtain a Secret clearance.
• Contractor personnel must comply with all applicable federal, state, and local laws, regulations, and standards.
• Specific requirements for security clearances (Tier 1 Investigation or higher) are detailed.
• Contractor personnel must adhere to safety and health requirements, including OSHA standards.
• Contractor must provide a written safety program and maintain injury and illness recordkeeping.
• Contractor must comply with all installation security regulations and traffic regulations.
• Contractor employees are prohibited from possessing weapons, firearms, or ammunition on installations.
• Contractor personnel must be U.S. citizens for base and network access, with specific exceptions.
• Contractor personnel must obtain a Common Access Card (CAC) and Controlled/Restricted Area Badge.
• Contractor must comply with cybersecurity, COMSEC, and OPSEC requirements.
• Contractor must provide various reports and documentation as per Contract Data Requirements Lists (CDRLs).

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to gather feedback on a contractor's performance for a specific solicitation (FA875126R0004 Rome Research Site - Site Support Services). It is intended for use by references to evaluate the offeror's past performance.

• Section A (For Offeror): To be completed by the offeror for each reference, including company name, contract details, description of work, and comments on compliance and performance.
• Section B (For Reference): To be completed by the past performance reference. It includes instructions for the reference, details about the solicitation, and evaluation areas covering Technical Capability, Timely Performance, Management Effectiveness, Contract Administration, Compliance with Security Standards, and Overall Performance.
• Evaluation Areas: A rating scale (Exceptional, Good, Satisfactory, Marginal, Unsatisfactory, Neutral) is provided for various performance aspects.
• Proposal Response Date: February 27, 2026.
• Contract Specialist: Brooke McDonald.

Bidders must complete Section A of this questionnaire for each reference they provide and submit it with their proposal. They must also provide Section B to their references, instructing them to return it directly to the Contract Specialist. This document is crucial for the government's evaluation of the bidder's past performance, which is a significant factor in the selection process.

Solicitation / RFP / RFQ

This solicitation (FA875126R0004) is for Site Support Services for the Air Force Research Laboratory Information Directorate (AFRL/RI) at multiple locations: Rome, NY; Stockbridge, NY; and Newport, NY. The contract encompasses five support functions: Test Site Management, Technical Library, Mailroom, Equipment Management, and Information Technology Asset Management (ITAM).

• Nonpersonal services for the five support functions listed above.

• Services are to be provided in accordance with the Performance Work Statement (PWS) dated 10 December 2025.

• Contractor shall provide data as required by the Contract Data Requirements List (CDRL), with specific exhibits for each option year.

• Contract Type: Firm Fixed Price (FFP).

• Period of Performance: Base Year (01 Jun 2026 - 31 May 2027) with multiple option years extending up to 5 years and 6 months total duration.

• Estimated Value: USD 47,000,000.00 (NAICS Code: 561210).

• Offer Due Date: 27 February 2026, 01:00 PM.

• Proposals will be evaluated on a pass/fail technical basis, followed by a performance-price tradeoff (PPT) analysis.

• The Government intends to award a contract without discussions, but reserves the right to conduct them.

• Evaluation factors include Technical Acceptability (Technical Capability/Understanding and Personnel/Staffing Plan), Past Performance, and Price.

• Past performance will be evaluated on the lowest priced technically passed offeror whose price is reasonable and balanced.

• This acquisition is set aside for Small Business.

• NAICS Code: 561210, Size Standard: USD 47,000,000.00.

• The solicitation includes numerous FAR and DFARS clauses incorporated by reference and in full text.

• Attachment 1: Site Support Perf Work Statement (10 DEC 2025)

• Attachment 2: Contract Data Requirements List (CDRL)

• Attachment 3: Proposal Template

• Attachment 4: DD Form 254 (Contract Security Classification Specification)

• Attachment 5: Wage Determination

• Attachment 6: Past Performance Questionnaire

• Attachment 7: Offeror Representation and Certifications

Form / Attachment / Pricing Sheet

This document is Attachment 3, a Proposal Template, provided in Excel format. It is designed to guide bidders in structuring their pricing and labor hour proposals for the opportunity.

• The template outlines CLINs (Contract Line Item Numbers) for different service areas: Test Site Management, Technical Library, Mailroom, Equipment Management, and ITAM Management.
• For each CLIN, it includes placeholders for 'Labor Category', 'Hours', 'Rate', and 'Total Amount'.
• It provides columns for Base Period and five Option Years, including a 6-month extension, allowing for detailed cost breakdown over the contract's potential duration.
• A final column for 'Total All Contract Periods' is included.

Bidders must use this template to format their pricing proposals. It requires detailed input on labor categories, estimated hours, and rates for each period of performance, enabling the government to evaluate the proposed costs against the requirements.

Other / Unclassified

This document is a notification that the attached file is protected by Microsoft Information Protection. It indicates that the user is either not authorized to view the content or is using an unsupported PDF viewer. Instructions are provided to use a PDF viewer that supports Azure Rights Management or to contact the document owner for permissions.

This document does not contain substantive information about the opportunity itself. It serves as a technical access notice. Bidders attempting to access the opportunity's attachments should ensure they have the appropriate software or permissions to view Microsoft Information Protection-encrypted files.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire. It is designed to collect feedback from references regarding an offeror's past performance on previous contracts. This information is used by the government to evaluate the offeror's likelihood of success on the current opportunity.

Section A (For Offeror Completion):

• Company Name/Reference Name
• Address, Tel, Email, Fax of Reference
• Contract # and Program Name
• Contracting Officer details (if different)
• Contract Type (Firm-Fixed Price, Cost-Reimbursement, Other)
• Description of Work
• Brief Description of the Effort (Prime or Subcontractor)
• Award Date, Scheduled Completion, Current/Final Completion Date
• Amount per Year, Contract Total Amount
• Comments regarding compliance with contract terms and conditions
• Comments regarding any known unacceptable performance
• List of major subcontractors, their trade, and percentage of work done.

Section B (For Reference Completion):

• Instructions for the reference, identifying the specific solicitation (FA875126R0004 Rome Research Site- Site Support Services).
• Name, Position, Address, Tel, Email, Fax of the reference.
• Contract # and Program Name.
• Relationship and time involved with the offeror.
• Details on subcontracted work and estimated percentages.
• Evaluation Areas covering Technical Capability, Timely Performance, Management Effectiveness, Contract Administration, Compliance with Security Standards, and Overall Performance, with a rating scale (Exceptional, Good, Satisfactory, Marginal, Unsatisfactory, Neutral).
• Space for additional comments.

Offerors must complete Section A for each reference and submit it with their proposal. They must also provide Section B to their references, instructing them to return it directly to the Contract Specialist. This document is critical for the offeror to gather and submit evidence of their past performance, which is a key evaluation factor in many government solicitations. The proposal response date for this questionnaire is 27 February 2026.

Forms / Attachments / Pricing Sheets

This document is a Contract Data Requirements List (CDRL), DD Form 1423-1, which specifies the data items required from the contractor. It outlines the deliverables, their titles, and associated contract line item numbers (CLINs).

• Data Items: The CDRL lists various data items including Contractor's Progress and Status Reports, Presentation Materials, Technical Information Reports (Continuity Books, Security Plans), and SF 424 Annual Updates.
• Contract Line Item Numbers (CLINs): Data items are associated with specific CLINs, such as CLIN 0006, CLIN 1006, CLIN 2006, CLIN 3006, CLIN 4006, and CLIN 5006, often across different options (e.g., Site Support Effort Options 1 through 5).
• Frequency and Submission: Submission details like frequency, date of first submission, and subsequent submission dates are often referenced to be found in 'Block 16' (Remarks).
• Remarks: The remarks section provides crucial details on contractor format acceptability (preferring electronic delivery in MS Office compatible formats like RTF or PDF), delivery via email instructions, and specific submission timelines (e.g., 40 days after award for initial reports, quarterly thereafter; 3 days prior for draft presentations; 15 or 30 days after award for technical reports).
• Distribution: Specifies distribution of copies to the COR (Contracting Officer's Representative) and other entities as coordinated.

This CDRL is critical for bidders as it defines the specific reports, documentation, and information the contractor will be required to submit throughout the contract period. Understanding these requirements is essential for accurately estimating the effort and cost associated with contract performance and for ensuring compliance with contractual obligations.

Form / Attachment / Pricing Sheet

This document is a DD Form 254, Contract Security Classification Specification. It provides security requirements and guidance for a classified contract effort. It specifies the level of facility security clearance required, the nature of the specification (original, revised, or final), and details regarding contractor and subcontractor access to classified information.

• Clearance and Safeguarding: Specifies the required facility security clearance level (Secret) and safeguarding requirements for classified information.
• Contract Information: Identifies the contract number (FA8751-26-R-0004), whether it's a prime contract, subcontract, or solicitation, and includes fields for original, revised, or final specifications.
• Contractor and Subcontractor Details: Sections for the prime contractor's name, address, CAGE code, and Cognizant Security Office (CSO), as well as similar details for any subcontractors.
• Actual Performance Location: Specifies the location where the actual performance will take place (AFRL/RI, Rome, NY).
• Unclassified Description: Provides a general unclassified description of the procurement: "Sustainment and performance of Site Support Services."
• Access to Classified Information: Details the types of classified information the contractor will require access to, including COMSEC, Restricted Data, Foreign Government Information, and NATO information.
• Security Guidance: Outlines specific security guidance, including the need for cleared personnel, access to classified information during equipment installation and maintenance, and the use of the Defense Technical Information Center (DTIC).
• Public Release: States that any information pertaining to the contract shall not be released without proper U.S. Government approval.

This form is critical for bidders to understand the security requirements and classification levels associated with the opportunity. It clarifies the need for specific security clearances, handling of classified information, and the locations where performance will occur. Bidders must ensure they can meet these security requirements to be eligible for the contract. It also serves as official notification of a classified service contract.

Form / Attachment / Pricing Sheet

This document is a "Register of Wage Determinations Under the Service Contract Act" issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It provides the minimum wage rates and fringe benefits that must be paid to various occupational classifications of service employees working on covered federal contracts. Bidders must use this information to ensure their proposals comply with federal labor laws.

• Occupational Codes and Titles: Lists numerous job titles with corresponding codes.
• Wage Rates: Specifies the minimum hourly wage for each occupation.
• Fringe Benefits: Details health and welfare benefits, including specific rates for Executive Order 13706.
• Executive Orders: Notes the applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) and their requirements.
• Vacation and Holiday Policies: Outlines standard paid vacation and holiday entitlements for service contract employees.
• Conformance Process: Explains the procedure for classifying and determining wage rates for occupations not explicitly listed in the determination.

This document is critical for bidders to accurately calculate labor costs for their proposals. Failure to comply with the specified wage rates and benefits can lead to bid disqualification or contract non-compliance. Bidders must ensure their proposed wages and benefits meet or exceed these minimums for all relevant service occupations.

Form / Attachment / Pricing Sheet

This document, "Attachment 7 Offeror Representation and Certifications - Commercial Products and Commercial Services," is a form that potential bidders must complete and return with their offer or proposal. It requires representations and certifications related to specific Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement (DFARS) clauses.

This attachment includes several provisions that require Offeror responses:

• FAR 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021): Requires Offerors to represent whether they provide or use "covered telecommunications equipment or services." If they do, specific disclosures regarding the equipment/services, the producing entity, and the proposed use are required.
• FAR 52.209-7, Information Regarding Responsibility Matters (OCT 2018): Requires Offerors to disclose information about past performance and integrity matters, particularly concerning Federal contracts and grants exceeding $10,000,000, and any related criminal, civil, or administrative proceedings within the last five years. This information is to be posted in FAPIIS.
• FAR 52.229-11, Tax on Certain Foreign Procurements—Notice and Representation (JUN 2020): Requires Offerors to represent whether they are a "foreign person" and whether they are claiming an exemption from the 2 percent excise tax on specified Federal procurement payments. If applicable, an IRS Form W-14 must be submitted.
• DFARS 252.204-7017, Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services—Representation (MAY 2021): Requires Offerors to represent whether they will provide "covered defense telecommunications equipment or services" as part of their offered products or services. If they will, specific disclosures are required.

Completing and submitting this form accurately is mandatory for all potential bidders. The representations and certifications made within this document are critical for determining Offeror responsibility, compliance with prohibitions on certain telecommunications equipment, and tax implications. Failure to complete this form correctly or to provide required disclosures may impact the ability to be considered for award.