Air Force ARCTICS Proposal Gap Analysis for PWS Sustainment

Solicitation Name	ARCTICS (Alaska Range Combat Training Integrated Comm and Support)
Solicitation Link	SAM.gov
Industry	NAICS 54 – Professional, Scientific, and Technical Services

This solicitation centers on sustainment of distributed, high-value systems in an austere environment, with tight expectations for readiness, security controls, transportation coordination, and disciplined documentation. The excerpted requirements are written as enforceable obligations with explicit cadences, artifacts, and thresholds. The draft proposal shows broad intent to operate and sustain the mission sets, but it frequently stops short of committing to the specific metrics and named technical orders that will be evaluated. That pattern creates a compliance exposure because the evaluation hinges on whether the offeror states how it will meet exact timelines, inspection frequencies, and recordkeeping rules. The most consequential findings fall into four areas: hard sustainment governance, tower/structure work, security/COMSEC administration, and property/accountability with recurring reporting.

Output Analysis

This output extends the existing RFP-to-proposal alignment for Solicitation No. FA5215-24-R-0005 (ARCTICS) by focusing only on new requirement text visible in the provided solicitation excerpt (PWS §§3.21.7.10–3.24.4; §4.2 property/accountability; §4.5 services; §5 service summary tables; site visit/VAR instructions) and comparing it to the draft proposal narrative in input_proposal.docx. Coverage is assessed as Covered / Partially Covered / Gap / Conflict-Risk based on whether the proposal states specific, measurable processes that meet thresholds (e.g., 14 AWM days, annual inspections, inventory percentages, lock/combination change frequency, response times) versus general intent statements. Emphasis is placed on evaluable and enforceable obligations: structures/shelters/towers annual inspections and installation responsibilities, negligence damage repair, repairable-asset turnaround, TCTOs/ECP/ECN documentation per specified T.O.s, cannibalization controls, IMDS/MDC/RAMPOD/TMDE calibration compliance, snow/vegetation/site prep reimbursement rules, portable toilet servicing cost, temporary storage restrictions, key/lock/gate locking compliance, transportation (surface/air) and helicopter coordination artifacts, security program and SSP/DD2875 controls, COMSEC account administration/training/forms/reviews/insecurity reporting, engineering studies/acceptance testing duties, GFE/GFP database fields and audit cadence, and MPSMR contents/timeliness/accuracy. Tables below add deltas and risks not already captured in Existing Output and avoid duplicating earlier tables.

PWS 3.21.7.10–3.21.7.17 Sustainment Controls — Requirement-to-Proposal Mapping (New Deltas)

PWS Requirement (solicitation_text.docx)	What the PWS Explicitly Requires	Draft Document (input_proposal.docx) Evidence	Coverage Status	Gap / Risk Detail (actionable)
3.21.7.10 Structure/Shelter/Tower Repairs (a)	Power generation, battery plant, grounding, heating/cooling, structural integrity to support ops	Proposal commits to structural integrity, corrosion control, HVAC functionality, power generation/management support for contractor-maintained shelters/structures	Partially Covered	Missing explicit mention of grounding program (inspection/testing), battery plant functional checks/records, and how adequacy is verified (PMI checklists, thresholds, frequency).
3.21.7.10 (b) Emplacement/installation into shelters/structures	Contractor responsible to emplace/install electronic systems defined in Appx 7/8/9 into shelters/structures; examples include threats, WISS cams, video encoders, ACTS transponders, PDL HW, GATRs	Proposal states will operate/sustain systems and mentions shelters/structures sustainment; does not explicitly commit to installation/emplacement responsibility scope	Gap	Add explicit installation/emplacement capability statement, including work control, engineering approval, QA inspection, safety (lifting/rigging), and documentation updates (drawings/baselines).
3.21.7.10 (c) Tower antenna/waveguide/RF cabling install/remove	Install/remove antennas, waveguides, RF cabling, and mounting/suspension hardware (clamps/arms/brackets/grounding pig tails)	Not specifically addressed (mentions towers/shelters generally; comm systems but not tower hardware tasks)	Gap	High sensitivity: add tower work procedures, qualified climbers/riggers, inspection criteria, corrosion/weather hardening, and grounding pigtail integrity checks.
3.21.7.10 (d) Annual inspection	Inspect installed equipment for mounting integrity, serviceability, corrosion/weather damage at least annually	Proposal mentions corrosion control and structural integrity but does not specify annual inspection cadence/records	Gap	Add annual inspection schedule, checklists, recordkeeping, and reporting method (MPSMR line item and defect remediation SLAs).
3.21.7.11 Damage Repair (negligence)	Contractor responsible for damage due to own negligence at no cost; negotiate/meet max repair times	Not explicitly addressed	Gap	Add explicit acknowledgement of negligence damage responsibility, internal incident investigation, and repair-time SLA negotiation/commitment approach.
3.21.7.12 Repairable Assets / AWM ≤ 14 days	Repair/return to serviceability repairables for Appx 8/9; DIFM/CSE&Spares AWM days ≤14; include AWM status in MPSMR	Proposal mentions spares, DIFM-like visibility, notify when spares zero; mentions IMDS reporting and MPSMR generally	Partially Covered	Does not commit to 14 AWM-day cap, define AWM tracking, or explicitly state AWM status included in MPSMR categories.
3.21.7.13 TCTOs / Command Mods / ECP/ECN	Identify/obtain/perform/coordinate TCTOs and gov-approved ECP/ECN; schedule downtime; document actions	Not explicitly addressed beyond general configuration management/change control references	Gap	Add TCTO/ECP/ECN intake and execution workflow, coordination with Government, downtime scheduling, parts procurement, and closure documentation controls.
3.21.7.13.2 Documentation IAW specific T.O.s	Document TCTO/ECN/ECP actions per T.O. 00-5-15, 00-20-2, 00-20-4, 00-33A-1001, and PWS	Not addressed	Gap	Explicitly cite these T.O.s in maintenance documentation section and show compliance method (forms, IMDS entries, file retention).
3.21.7.14 Cannibalization controls	Control/report/document cannibalization per T.O. 00-20-2 & AFI 21-101; last resort; CO/COR approval; not troubleshooting; status reporting constraints	Proposal states cannibalization controls require Government approval and accurate status reporting	Partially Covered	Missing: explicit ‘not troubleshooting’ rule; status upgrade prohibition until original failure repaired; T.O./AFI citations; approval workflow (who requests/records/authorizes).
3.21.7.15 Maintenance Documentation (Gov property; IMDS/MDC/historical files/ESR)	Docs/data become Government property; document maintenance actions/deferrals IAW T.O.s; provide MDC format; use IMDS for depot supported; maintain historical files for Appx 7 shelters/structures and Appx 8 systems; maintain ESR electronics records per T.O. 00-20-1/4/8	Proposal mentions IMDS for depot supported, internal work orders for command supported, and documentation integrity	Partially Covered	Does not address: Government ownership/turnover of records; MDC feed to Government collection agencies; historical files for shelters/structures; ESR record maintenance per cited T.O.s.
3.21.7.16 RAMPOD (P-5CTS) daily location and maintenance inputs	Daily pod location accounting; input/update maintenance actions in RAMPOD; comply with successor tools	Not addressed	Gap	Add RAMPOD operating procedure, responsible role, daily cadence, data quality checks, and contingency if system unavailable.
3.21.7.17 TMDE calibration/usage requirements	Use only currently calibrated TMDE; comply with T.O. 33K-1-100-WA-1; user-owner responsibilities per T.O. 00-20-14/00-20-2; provide additional TMDE; contractor TMDE calibrated by NIST/ANSI ISO/IEC 17025 / ANSI Z540	Not addressed	Gap	Add TMDE program: calibration tracking, recall notifications, contractor-vs-GFE TMDE list, approved calibration labs, and audit evidence.

PWS 3.21.8–3.22 Transportation / Site Upkeep — Requirement-to-Proposal Mapping (New Deltas)

PWS Requirement	What the PWS Explicitly Requires	Draft Document Evidence	Coverage Status	Gap / Risk Detail (actionable)
3.21.8 Snow removal	Clear/remove snow/ice for access/safety/operability; sidewalks within 50 ft of contractor-occupied buildings; keep roads clear to responsible sites; replace damaged equipment from snow removal; excludes certain buildings	Proposal references arctic environment and mentions snow removal only generically (not in provided proposal text)	Gap	Add snow removal plan aligned to Appendix 6/7 boundaries, equipment list (skid steer, SnowCat, etc.), inspection triggers, and damage accountability.
3.21.9 Vegetation control + fire abatement + LOS clearance	Vegetation control for access and fire abatement; NFPA 30-ft clearance; LOS to JAWSS targets/SAP markers/cal points; clear microwave pathways; keep locations ready even if unpopulated; exceptions for listed buildings	Not addressed	Gap	Add vegetation management plan, NFPA clearance method, microwave path clearance verification, and exception acknowledgement.
3.21.9.2 Site Preparation (non-reimbursable)	Site prep tasks (clearing, snow, surveying, grading, grounding, conduit, fire mitigation, post-winter re-establishment) are not reimbursable	Not addressed	Gap	Add cost/assumption statement to avoid later claims conflict; ensure pricing includes non-reimbursable tasks; define what triggers reimbursable heavy equipment per 3.21.12.
3.21.10 Portable toilets	Gov furnishes toilets as GFE; servicing fees at contractor expense	Not addressed	Gap	Add logistical support and ODC/pricing assumption acknowledging contractor-paid servicing.
3.21.13 Temporary/external open storage	Not authorized without CO approval; must be neat/low hazard; remove by CO timeline; CO may dispose at contractor expense	Not addressed	Gap	Add storage control SOP and site housekeeping controls; include CO approval workflow.
3.21.14 Key and lock control	Procedures to prevent loss/misuse/duplication; include in Management Plan; provide COR keys/combos to all entry gates/facilities other than real property	Not addressed	Gap	Add key/lock control program and explicit commitment to provide COR access as required.
3.21.15 Gate locking compliance	100% compliance with Government directives for gate unlocking/locking	Not addressed	Gap	Add gate locking SOP and training/discipline enforcement.
3.21.15.2 Lock combinations	Maximize combination locks; provide combos to PD and COR; change combos at least annually or upon personnel change; include in PMP	Not addressed	Gap	Add combination management policy (annual change cycle; separation of duties; incident response).
3.22.1 Surface transport	Provide all vehicles; support sites within 150 nm; include specialty vehicles and ancillaries; comply AFMAN 31-116; licensed drivers; flightline qualified drivers/vehicles; recover contractor-use vehicles; coordinate ground movement with USARAK 350-2; submit USARAK Form 279 when required; accident reporting; GMV rules per AFI 24-301	Proposal generally states will provide vehicles/tools; no detailed vehicle list or compliance items	Gap	Add vehicle fleet list, driver qualification program, flightline vehicle readiness, USARAK coordination and Form 279 process, and accident reporting workflow.
3.22.2 Air transport coordination	Coordinate helicopter access under separate contract; weekly updates NLT 1200L Thursday; schedule airspace; FAA waivers; sling-load riggers/certifiers; load plans; hazmat docs; allow gov riders if space; obtain transport cost-reimbursable when directed	Proposal mentions fly-to sites and aviation scheduling impacts but no coordination artifacts	Gap	Add air transport coordination SOP, weekly update cadence, rigger/certifier qualifications, load plan process, and government rider accommodation commitment.
4.5.9 Helicopter hours proposal	Gov provides set amount; contractor proposes hours needed; evaluated by Government	Not addressed (in cost narrative only generally)	Gap	Add quantified helicopter hour estimate rationale in Volume IV assumptions and link to remote site maintenance plan.

PWS 3.23 Security / SSP / COMSEC — Requirement-to-Proposal Mapping (New Deltas)

PWS Requirement	What the PWS Explicitly Requires	Draft Document Evidence	Coverage Status	Gap / Risk Detail (actionable)
3.23.1 Contractor Security Program references	Conform to DoD 5220.22-M, DoDM 5205.07 vols 1-4, DoD 5220.6, AFMAN 16-1405/DoDM 5200.02; DCID 6/1,6/3,6/4; TS/SCI only for CW data access roles	Proposal commits to security compliance and cleared staffing but does not enumerate required directives or TS/SCI role-limiting rule	Partially Covered	Add explicit directive compliance list and staffing rule: TS/SCI only for roles accessing CW data (ACTS, CDS, CAFNET admins) to match PWS.
3.23.1.1 Employee info upon request	Provide PII elements incl SSN, passport, physical descriptors, clearance date/level	Not addressed	Gap	Add controlled process for responding to requests (privacy, secure transmission, minimization) consistent with Government direction.
3.23.2 SSP prepare/update/adhere + coordinate changes via PACAF/A3TW to AO	Maintain gov-approved SSP; update due to HW/SW/procedural changes; SAPF SSP rules; establish/maintain accreditation	Proposal references SSP and RMF generally	Partially Covered	Missing: explicit coordination path PACAF/A3TW→AO; triggers for SSP updates; change package content and timelines.
3.23.3 IS security personnel access (need-to-know + DD2875 + training/testing)	Ensure valid need-to-know; required training/testing; signed DD2875 on file for each system	Not addressed (DD2875 not mentioned)	Gap	Add access management process, DD2875 handling, training tracking, and periodic audit method.
3.23.4 Intrusion detection alarms response	Arm/disarm and respond to alarms for intrusion/fire/CE emergency admittance at no cost	Not addressed	Gap	Add after-hours alarm response staffing concept and coordination with Security Forces/FD/CE.
3.23.6 COMSEC accounts and detailed duties	Establish/administer COMSEC accounts at JPARC N/S; appoint CRO/alternates in writing; training AF Form 4168; AFCOMSEC Form 9 (if required); inventories/receipts/transfers/destruction; audit trail upload/delete; account closure; SF153 typed; semiannual functional reviews; report COMSEC insecurity immediately	Proposal mentions COMSEC accounts and keying but not required forms/reviews/workflows	Partially Covered	High compliance risk: add COMSEC governance section covering appointments, training, forms, SF153 process, semiannual reviews, audit trail handling, and insecurity reporting chain.

PWS 3.24 Engineering Services / Testing / Acceptance — Requirement-to-Proposal Mapping (New Deltas)

PWS Requirement	What the PWS Explicitly Requires	Draft Document Evidence	Coverage Status	Gap / Risk Detail (actionable)
3.24.1 On-site engineering expertise + meetings + propose modifications with cost/schedule	Provide engineering expertise in enumerated focus areas; attend planning/design meetings; propose detailed modifications/retrofits/new installs with cost/schedule; assist follow-on O&S requirements	Proposal references configuration management and troubleshooting; does not commit to engineering studies/proposals explicitly	Partially Covered	Add explicit engineering services approach, deliverable types (white papers, ROMs, engineering change packages), and interface with 354 RANS/RSE.
3.24.2 Engineering studies & analyses (concept studies)	Document purpose, assumptions, rationale, alternatives, timelines, resources, recommendations; produce technical reports for gov-directed analyses	Not addressed	Gap	Add study/report template commitment and QA review method (zero errors requirement ties to Table 5-1 engineering services threshold).
3.24.2.1 Maintenance support: EOL/obsolescence mitigation plans	Evaluate sustainment difficulties and OEM EOL notices; present plan with market research, alternatives, costs/schedules	Not addressed	Gap	Add obsolescence management process tied to spares strategy and risk register.
3.24.2.2 Failure analysis	Root cause analysis supporting QC efforts	Proposal mentions trend analysis and QC corrective actions generally	Partially Covered	Add formal RCA method (e.g., 5-Why/FMEA) and linkage to QC trend cycle (14-day cadence in Table 5-1).
3.24.4 System acceptance	Plan/develop procedures; perform/document acceptance testing for equipment from depot/vendors; participate in acceptance testing	Not addressed	Gap	Add acceptance test procedure management, roles, documentation storage (Gov property), and coordination with Government witnesses.

Section 4.2 Government Property / Inventory / Database — Requirement-to-Proposal Mapping (New Deltas)

PWS Requirement	What the PWS Explicitly Requires	Draft Document Evidence	Coverage Status	Gap / Risk Detail (actionable)
4.2.1 Equipment/property inventory data (EAID etc.)	Maintain current inventory in all systems; traceable records for spares, issues, turn-ins, reorders, costs, open purchase files	Proposal mentions EAID-like visibility and spares management plan; burn rate reporting in MPSMR	Partially Covered	Needs explicit property system(s) used, reconciliation cadence, and open purchase file controls.
4.2.2 GFE/GFP Accountability database + deliver copy on CD/DVD	Provide MS Office compatible database; provide CO/COR accurate copy on CD/DVD	Not addressed	Gap	Add explicit database delivery requirement and media/format handling (including classified handling if applicable).
4.2.2.1 Database minimum fields (a–q)	Must include item identification fields (NSN, CAGE, part/model/serial, cost, owning workcenter/system, disposition docs, barcode ID, etc.)	Not addressed	Gap	Add commitment that database includes all required fields and owning system affiliation logic (incl implied subsystems) per PWS.
4.2.3 Annual inventory 25% + 100% at phase-out; annual report by 25 Oct	Inventory at least 25% annually; 100% at phase-out; submit Annual Report of Government Property by 25 Oct	Not addressed (proposal mentions plans and reporting generally)	Gap	Add inventory schedule, sampling method, and annual report deliverable control.
4.2.1.3 Lost/stolen within 2 workdays	Report to Property Administrator within 2 workdays IAW FAR 45/DFARS 245/DoDI 4161.02	Not addressed	Gap	Add incident reporting SLA and responsible role.

Service Summary / Table 5-1–5-3 — Hard Metrics and Reporting Items Not Yet Reflected in Proposal

Metric / Threshold Item (solicitation_text.docx)	Explicit Threshold / Timing	Draft Document Evidence	Status	Proposal Update Needed
MPSMR submission timing/accuracy	NLT 5th workday; current electronic format; 100% accurate	Proposal references MPSMR and contents generally	Partially Covered	State explicit submission day, format control, internal QA check to support 100% accuracy claim.
MPSMR must include AWM equipment status	AWM status included in MPSMR	Not explicitly mentioned	Gap	Add explicit AWM section in MPSMR outline + 14-day cap linkage.
Structures/shelters/towers annual integrity/serviceability inspections	100% compliance annually	Not stated	Gap	Add annual inspection program and reporting evidence (work orders + inspection logs).
QC trend analysis cycle	Updated not less than every 14 days; 100% free of mathematical errors	Proposal references trend analysis but not cadence/quality constraint	Partially Covered	Add 14-day cycle commitment and QC review gate.
PDL response/restoral times	30 min in-building; 2 hours on-site; temp repair ≤4 hrs; full restoral ≤24 hrs	Proposal discusses proactive monitoring and restoration but does not commit to these times	Gap	Add explicit response-time SLAs and dispatch model; link to staffing/vehicles requirement.
EAR calculations and threshold	Minimum EAR 90% for scheduled systems; 24/7 clock; report original + relief	Proposal references EAR thresholds broadly and reporting	Partially Covered	Add explicit 24/7 calculation basis and commitment to report both original and relief-adjusted EAR.
Cannibalization rules	Zero without COR approval; not troubleshooting; status reporting constraints	Proposal partially acknowledges approvals	Partially Covered	Add explicit prohibitions and reporting rules as written.
Maintenance documentation quality	Zero incomplete/inaccurate documentation	Proposal states documentation integrity	Partially Covered	Add explicit zero-defect standard with audit process; include MDC/IMDS/ESR compliance.
Snow removal performance outcome	Zero lost scheduled systems capability due to snow/ice failure and/or damage	Not addressed	Gap	Add snow removal readiness triggers and accountability controls.
Vegetation control outcome	Zero lost operability due to access/obscuration; 100% safe fire zone	Not addressed	Gap	Add vegetation/fire abatement plan tied to NFPA 30-ft requirement.
Engineering services deliverables	On-time; zero technical data/analysis errors	Not addressed	Gap	Add engineering deliverable QA and review process.

Risk Register Addendum (New Risks from Provided PWS Excerpt)

Risk ID	Risk	Cause (Document Gap/Conflict)	Likelihood	Impact	Mitigation / Required Proposal Change
R-07	Noncompliance with hard sustainment governance requirements (TCTO/ECP/ECN, TMDE, RAMPOD, MDC/ESR) leading to technical downgrade or performance risk	Proposal omits explicit processes and required T.O./system references for these items	High	High	Add a Sustainment Governance subsection covering: TCTO/ECP/ECN workflow + T.O. citations; TMDE calibration program; RAMPOD daily procedures; MDC/ESR/IMDS recordkeeping and Government ownership of data.
R-08	Facilities/tower work scope judged weak (annual inspections + RF/tower installs)	PWS 3.21.7.10(c)(d) explicit tower hardware installation and annual inspection; proposal doesn’t address	High	High	Add tower/antenna/waveguide install/remove procedures, qualified personnel, annual inspection plan, and corrosion/weather hardening measures.
R-09	Failure to price/assume non-reimbursable site prep correctly (claims risk)	PWS states many site prep/post-winter re-establishment tasks are not reimbursable; proposal doesn’t acknowledge	Medium	High	Add pricing assumptions and clarify what is included as base effort vs reimbursable heavy equipment under 3.21.12.
R-10	Key/lock/gate control omissions could create security findings and award fee penalties	PWS requires detailed key/lock/combination controls, annual combination changes, PD/COR access, and 100% gate locking compliance	Medium	Medium	Add Key/Lock Control and Gate Locking SOPs in Management Plan outline; include annual combo change cycle and incident reporting.
R-11	PDL SLA mismatch	PWS Table 5-1 imposes specific response/restoral times; proposal discusses monitoring but not SLA commitments	Medium	High	Explicitly adopt PDL response/restoral SLAs and show staffing/vehicle dispatch plan supporting them (ties to prior R-01).

Use Riftur to drive a targeted rewrite plan that converts general sustainment language into measurable, auditable commitments aligned to the PWS thresholds and reporting artifacts. Riftur helps proposal managers isolate where the narrative must adopt exact cadences and citations, then ensures those items are carried consistently into the management approach, staffing/dispatch model, and pricing assumptions before reviews lock. Apply it here to close the tower/inspection and PDL SLA gaps, add the missing governance workflows (TCTO/ECP/ECN, TMDE, RAMPOD, MDC/ESR), and harden the security/COMSEC and property-accountability sections so evaluators can clearly trace compliance and performance risk controls. The result is tighter alignment, fewer “assumed” obligations, and stronger defensibility in evaluation and post-award audits.