The following documents are part of the Requirements Package:
For COMSATCOM, an Acquisition Plan is used only when applicable. Generally, an Acquisition Plan is used for requirements expected to exceed $50M in Life Cycle Cost (LCC). If an Acquisition Plan is applicable, the COMSATCOM Center will prepare a draft for the Customer’s review and approval before adding it to the Requirements Package. Ultimately, the Acquisition Plan is worked jointly by the COMSATCOM Center and Defense Information Technology Contracting Organization (DITCO).
Contract Line Item Number Structure
The CLIN Structure is a document customized for each Customer and forwarded along with Requirement Packages. It is a comprehensive list of each product and/or service that the Customer requests during the base period of performance and option periods. Subsequently, the vendors use the Customer’s CLIN Structure as a baseline for their price proposals. This structure is prepared initially by the CAM for Customer review and approval, but ultimately it is worked jointly by the Customer and COMSATCOM Center.
Commercial Satellite Service Request (CSSR)
The CSSR is a technical document that is used by the COMSATCOM Center to acquire Commercial Satellite Services (CSS). The CSSR technical document is filled out by the Customer to provide key technical information which is used to design a technical solution. The CSSR technical document has five sections: Customer Information, Terminal Information, Modem Specifications, Modem Eb/N0 (energy per bit over thermal noise power ratio) Values Sheet, Link Parameters and Planned Network Connectivity. The CSSR is a critical document used for several purposes to include development of an Independent Government Cost Estimate (IGCE) and link budgets. Commercial vendors design an optimized COMSATCOM technical solutions based on the TECHNICAL PARAMETERS provided in this document and the requirements document (e.g., PWS).
Determination and Findings
A Determination and Findings (D&F) document is used only when applicable. If Customer requirements involve the consolidation of two or more requirements previously performed by any size business, then a D&F will be required. This document is to provide justification that the benefits of consolidation substantially exceed the benefits of separate contracting approaches. Per Department of Defense FAR Supplement (DFARS) 207-170-3, these benefits may include cost; quality; acquisition cycles, terms, and conditions; and any other benefit regardless of whether or not they are monetarily quantifiable.
If a D&F is applicable, the COMSATCOM Center will prepare the formal D&F for the Customer’s review and approval before adding it to the Requirements Package. Ultimately, the D&F is worked jointly by the COMSATCOM Center and DITCO.
The Evaluation Plan document is used only when applicable, and is forwarded along with the Requirement Package. It sets forth the desired evaluation factors and associated weights for how the vendors’ proposals are assessed and ranked. Proposals are evaluated on either a Best Value (BV) Trade-off or Lowest Price Technically Acceptable (LPTA) basis; however, only the BV Trade-off needs an Evaluation Plan. Mandatory factors for this document include past performance, technical/management approach, and cost. The evaluation factors should correspond with and relate to the specific requirement set forth in the PWS. The Evaluation Plan is prepared initially by the CAM for the Customer to review and accept, but ultimately it is worked jointly by the Customer and COMSATCOM Center.
Independent Government Cost Estimate (IGCE)
The IGCE is prepared by an on-site cost estimator at the COMSATCOM Center and is based on the Customer’s approved CSSR and PWS. The IGCE factors in all products and services requested throughout the life cycle of the contract, which are listed in the CLINs and/or Host Nation Approvals (HNAs)/Frequency Clearances (FCs), as applicable. The IGCE also factors in any applicable surcharges. The IGCE is for internal government use only and is often used as a basis for justifying funds for the Customer’s requirements.
Information Assurance (IA) Compliance Matrix
An IA Compliance Matrix document is completed for all Requirement Packages. The IA Compliance Matrix, which is prepared by the Customer’s CAM, is an IA risk assessment of each vendor’s proposed solution. Each vendor bidding on the Customer’s requirement is obligated to complete this matrix. Once all of the vendors’ matrices are complete, the COMSATCOM Center’s IA Managers (IAM) evaluates them with the technical proposal as part of the Technical Source Selection process.
Justification and Approval (J&A)
A J&A is a contracting document which details the rationale in opting for a non-competitive contract award instead of open competition. In most cases this document is used to support or justify directed or sole source procurement. Ultimately, the J&A is worked jointly by the Customer and COMSATCOM Center.
Market Research Report
The Market Research Report is a document that is forwarded along with all Requirement Packages. This report includes information, from Requests for Information, market reports, etc., that is collected and analyzed about the capabilities of various companies within the satellite industry that have the potential to satisfy the Customer’s requirements. It is prepared by the Customer’s CAM and is signed by the COMSATCOM Center’s Contracting Officer Representative (COR) or Task Monitor (TM) before submittal to DITCO.
Mission Impact Statement
The Mission Impact Statement document briefly explains the Customer’s mission, and the impact to that mission if their requirements are not awarded. This is a standard document that is forwarded along with all Requirement Packages. A template version of the memo will be provided to the Customer by their CAM. It must be signed by an O-6 or GS-15 at the Customer organization and then returned to the COMSATCOM Center to include in the Requirements Package.
Performance Work Statement (PWS)
The PWS document describes requirements in sufficient detail to allow commercial vendors to perform work or provide goods or services to satisfy a need. A PWS does not describe “how” a need will be satisfied but will describe "what" capabilities the user needs and the standards against which the "how" will be evaluated. The completed PWS will be forwarded along with the Customer’s Requirements Package. Ultimately, the PWS is worked jointly by the Customer and COMSATCOM Center.
Quality Assurance Surveillance Plan
The Quality Assurance Surveillance Plan (QASP) is a document that is forwarded along with all Requirement Packages. The QASP, which is prepared by the Customer’s CAM, defines what the government must do to ensure that the vendor has acted in accordance with the performance standards as stated in the PWS. The surveillance plan can range from a one-time inspection of a product or service to periodic in-process inspections of on-going delivery of a product or service. A QASP is also needed to ensure that the government receives the quality of services called for under the contract, and pays only for the acceptable level of services received. Since the QASP is intended to measure performance against standards in the PWS, the QASP must coordinate with the PWS.
Requirements Package Checklist and Certification
The Requirements Package Checklist and Certification is a multi-page in-depth checklist that is a standard document forwarded along with any Requirements Package. The Requirements Package Checklist and Certification is a cover page certifying that all appropriate documents are included in the Customer Requirement Package, and is signed by the COMSATCOM Center COR or TM.
A Transition Plan is used only when applicable. If the Customer’s requirement involves the possibility of transitioning government equipment from one vendor’s location to another vendor’s location, then a Transition Plan will be required. The Transition Plan should describe the phase-in process for the new vendor and the phase-out process for the incumbent. The Transition Plan should also include sufficient time to transition all services and prevent any interruptions in service during the transition period. If applicable, a completed Transition Plan will become part of the Customer Requirements Package. Ultimately, the Transition Plan is worked jointly by the Customer and COMSATCOM Center.