This regulation sets policy, assigns responsibilities, and gives procedures to follow when you receive an unsolicited proposal. Immediately involving contracting personnel is essential if you are going to process an unsolicited proposal properly according to the Federal Acquisition Regulation (FAR), Part XV, Subpart 5. While this regulation applies commandwide, It doesn't apply to ESC's Air Force Reserve units.
Revised to Implement FAR 15.506 (thruout text); change responsibilities from AFCSC/PMO to HQ ESC/LGC (para 4); require sending copies of all unsolicited proposals that comply with the FAR to HQ ESC/LGX (para 6); and add sample-letter formats (atchs I and 2).
Advertising material is designed to acquaint the Air Force with a prospective contractor's present off-the-shelf products or potential capabilities or to determine the Air Force's interest in buying such products.
Commercial-product offerings are offers of standard, commercial products usually sold in substantial quantities to the public which the vendor wishes to see Introduced Into the Air Force's supply system as an alternate or replacement for an existing supply Item.
Contributions are concepts, suggestions, or merely ideas presented to the Alr Force for its use with no Indication on the offerers' part that they will devote any further effort to such concepts, suggestions, or Ideas for the Air Force.
Technical correspondence Includes written Inquiries about the Air Force's Interest In research areas, preproposal explorations, technical Inquiries, and research descriptions.
Unsolicited proposals are an important source of new Ideas and methods for attaining superior weapons and equipment. If accepted for contractual support, unsolicited proposals must be specially funded. Therefore, it's mandatory that the unsolicited proposal be evaluated as:
Offering significant technological promise or other merit.
Representing the product of original thinking.
Submitted In confidence by one source.
Submitters must be assured that their proposals will receive a thorough and completely objective evaluation within the Department of Defense (DOD). When technical evaluations are promptly made, they will reduce the submitter's tendency to submit proposals to higher authority for further evaluation.
Delay in evaluation and reply is often misinterpreted by the submitter to mean that the Air Force Is Interested. Really, it may be due to lack of Interest In the proposal, excessive workloads, low priority, or other like factors.
Furnishing submitters a prompt, comprehensive, and tactful technical evaluation will improve scientific and Industrial relations and reduce Inquiries by the contractor. It will also encourage submitters to Inform the Air Force of their efforts In technical fields of interest to the Air Force.
Anyone Involved In reviewing or evaluating an unsolicited proposal must read the FAR, Part XV, Subpart 5 (you may obtain copies from HO ESC/LGC), and comply.
After receiving an unsolicited proposal, the receiver will send it to HO ESC/LGCC within 48 hours with a cover letter stating the date the unsolicited proposal was received.
The chief of the Contracting Division (LGCC) will assign an unsolicited proposal officer (UPO).
The UPO will:
Coordinate the review and evaluation and ensure that the product's timeliness and quality meet requirements.
Acknowledge receipt of the proposal by sending a letter (see attachment 1 for format) to the submitter within 5 workdays. Send HO ESC/LGC an information copy of the unsolicited proposal. The UPO will, then, review the proposal for compliance with FAR 15.5D6(A) to see If It should be accepted or rejected. If accepted, the UPO will send the proposal to the appropriate functional office (according to paragraph 6) for technical evaluation.
After receiving a reply from the evaluation office, prepare a response to the submitters (see attachment 2 for format) Informing them of the proposal's acceptance or rejection.
The evaluation office will analyze the proposal and prepare a reply to the contracting office within 90 workdays or as stipulated by the UPO.
Because of possible duplication of effort In the same or related fields, the letter of acceptance will state that the government cannot accept any liability for failure to safeguard Information, except in the case of an Invention that can be patented, copyrighted material, or a trade secret which might legally need protection. You should contact your local staff judge advocate if advice is required.
Do not reproduce, copy, photograph, or reduce to drawings unsolicited proposals. The UPO may photocopy the unsolicited proposal but only for necessary HO ESC/LGC and HO ESC/LGCC files, if needed. The UPO will keep a record of all copies of the unsolicited proposal. Contractors are urged to send four copies of the proposal; no more, no less.
Attach a cover letter to all copies of the unsolicited proposal identifying It as such. Include all necessary Instructions and precautions for the evaluator's attention.
Stamp each page of the proposal:
This Is an unsolicited proposal and not a solicitation or contract.
When not in use, store unsolicited proposals in a safe or key-locked container.
If a final evaluation cannot be completed within 90 workdays or the time stipulated by the UPO, the evaluation office will notify the UPO by letter. The UPO will notify the submitter.
The UPO will send unsolicited proposals on subject matters under other government activities' jurisdiction directly to that activity. The UPO will notify the submitter of the transfer.
When the evaluation office determines there Is a lack of In-house capability for properly evaluating a proposal or an additional technical evaluation or opinion is desirable, you may use another ESC organization's services. Do not use the services of nongovernment Individuals or firms to evaluate an unsolicited proposal, either formally or Informally, unless they are obligated under contract.
If you use such outside services, ESC Is still responsible for safeguarding proprietary information. In each case, you must first obtain permission to release the proposal for evaluation from the submitter thru the UPO, except for proposals submitted by educational or nonprofit organizations.
If the UPO finds the unsolicited proposal to be unacceptable according to FAR 15.506(A), return It within 7 workdays to the submitter with a letter indicating the reasons the unsolicited proposal was returned.
If the UPO determines, after all evaluations are completed, the unsolicited proposal is acceptable, place It in the appropriate contracting channels. However, this does not ensure that the unsolicited proposal will be awarded on a sole-source basis to the contractor who submitted it.