AE_Pre Proposal Conference Industry Day_3-26-21 rev 2.pdf

TEAM FAA

Mike Monroney Aeronautical

Center

A&E Program

Pre-Proposal Conference Industry

Day

26 March 2021

FAA-Mike Monroney Aeronautical Center

Agenda

Opening Remarks

Program Background

Acquisition Strategy

Milestones

Source Selection Training

Keys to Developing a Good Proposal

Pricing (Section B)

Opening Remarks

Contracting Officer – Elizabeth Fikes

Contract Specialist – John Juarez

Program Management – Chad Nimmo

Participant List Roll Call

At the Center” Video - 4 minute overview of the programs at the MMAC

Program Background

A&E IDIQ Overview

Base Year + 4 One-Year Options

7 A&E Firms Selected on Current Contract

Two Types of Services: Type ‘A’ and Type ‘B’

Type ‘A’: Planning, Concept Studies, Field Surveys, Fact Finding

Type ‘B’: Design Docs for Construction, Construction Administration

67 Taskings worth nearly $10M awarded on last 5 year contract

Multi-Purpose Building Renovation

• $43.7M full-building renovation

• ~216,000 sf

Headquarters Lobby Renovation

• $2.5M Renovation of the lobby, corridors and common areas

• Being constructed in 6 phases in a occupied building

Base Maintenance Building Renovation

• $11.2M Full Building Renovation of an occupied building

• ~53,000 sf

CAMI WiWaves Research Facility

• $33M Research Facility, New Constrcution

• ~45,000 sf with an 8,000 sf Wave Pool

Statement of Work

(A) Development of program requirements.

(B) Field surveys and investigations.

(C)Determination of project feasibility.

(D)Preparation of concept drawings and project schedule milestones.

(E) Preparation of drawings of an existing or new facility, where current drawings are not available.

(F) Subsurface investigations (Soil Borings/Geo-technical Services).

(G)Architectural, Structural, Civil, Electrical, and Mechanical investigations of an existing building, where current information is not available and to verify accuracy of existing record documents.

(H)Surveys (topographic, boundary, utility locations; sizes and capacities).

(I) Preparation of models, color renderings, photographs, or other presentation materials.

(J) Travel and per diem associated with directed trips exceeding 25 miles from AE’s facility.

(K) Extensive/full-time supervision and/or inspection of construction above and beyond those provided under Type B services.

Type A Services

Type A Services Continued

L. Economic analysis, budget and cost estimates.

M. Preparation of electronic media.

N. Conversion of manual drawings to electronic media.

O. Consolidation of all past and planned project drawings into one electronic record set per facility or system.

P. Engineering calculations.

Q. Energy and water audits, life cycle cost analysis per CFR 435.

R. Master planning.

S. Any topographical surveys, excavations, soil borings, soil analysis, chemical tests, laboratory tests, pressure tests, electrical tests, corrosion and cathodic protection tests, and any other tests required for a complete design of each project.

T. Preparation of “AS-BUILT” drawings in approved electronic media not associated with Type B services.

Type B Services

(A) Site investigations; review and/or coordination meetings.

(B) Preparation of construction drawings and project schedule milestones.

(C)Preparation of construction specifications.

(D)Construction cost estimates.

(E) Energy and water audits with updates per design modifications.

(F) Design analysis required per each Discipline.

(G)Preparation of construction documents in approved electronic media format.

(H)Submission of construction documents to local city and state code enforcement officials for review and permitting.

(I) Contract Administration:

(i) Review and approval or other appropriate action of contractor’s submittals such as shop drawings and product data and samples, but only for the limited purpose of checking for conformance with information given and the design concept as expressed in the contract documents.

Type B Services Continued

ii. Visit the site at intervals appropriate to the stages of construction to become familiar with the progress and quality of the work completed, and to determine in general if the work is being performed in a manner indicating that, when completed, will be in accordance with the contract documents.

iii. Preparation and processing of Addenda; RFI’s; RFP’s, requests for change orders with supporting documentation; cost estimates; and project data as necessary.

iv. Preparation of a set of record “AS-BUILT” drawings (hardcopy and electronic media) showing significant changes in the work made during construction based on marked-up prints, drawings, and other data furnished by the contractor to the AE.

v. Participation in Pre-Bid Meetings; Bi-Monthly Progress Meetings; Field Inspections; Above Ceiling Inspections; Systems Testing; Pre-Final and Final Inspections.

J. Additional Construction Administrative Services for full time on-site Observation of daily construction activities.

This will be a separate contract awarded after the construction contract award, based upon the Construction Inspector hourly rates schedule.

Type B Services Continued

J. Commissioning services will commence with the start of the design process and follow on through the contract administration. This will be a separate contract awarded after the Type B Services Contract is awarded. These services may include but are not limited to the following:

(i) Developing a commissioning plan.

(ii) Design phase commissioning.

(iii) Construction phase commissioning

(iv)Develop specific equipment and system functional performance test procedures.

(v) Review O&M documentation for completeness.

(vi)Review, approve, and coordinate system start-ups and Owner training.

(vii)Issue a final Commissioning Report.

Acquisition Strategy - Section L

Qualifications Based Selection (QBS) assessment for award IAW AMS T3.8.2-18

Offer shall be compliant with “all” requirements stated in Statement of Work.

Please note that no proposed pricing is to be provided at this time. An evaluation based on qualifications will be completed based on the submission of the offeror’s

SF-330.

Non-conformance with the instructions provided in the ITO may result in an unfavorable proposal evaluation.

Acquisition Strategy - Section M

Evaluation Factors For Award, Section 2.1.3

Rating & Score based on (4.0 Excellent / 3.0 Good / 2.0 Satisfactory / 1.0 Marginal /

0.0 Unacceptable

Evaluation process will not take price into consideration - Section 2.7 Cost / Price

Government may award with or without discussions, Section 3.1 Discussions

Notational Milestones

EVENT MILESTONE ACTUAL

Pre-Solicitation Conference 26 Mar 21

Questions From Industry 31Mar 21 2:00 P.M. CST

Receipt of Proposals 13 Apr 21 2:00 P.M. CST

Award (without discussions) TBD

Full Performance TBD

TBD TBD

Source Selection Training

SOURCE SELECTION

–What Is It

–Determine the highest “qualified”

–Main Members

–Exchanges with Offerors

EVALUATION FACTORS AND RATINGS

–Professional Qualifications of the A&E Firm

–Past Performance

AWARD DECISION

Source Selection Team

Main Members

Source Selection Official (SSO)

–Makes the award decision

–Approves entering and closing discussion

Contracting Officer (CO)

–Directs the evaluation of proposals

–Source of all direct communications between the Government and offerors

Source Evaluation Team (SET)

–Evaluate Proposals

–Assign Ratings

–Presents evaluation results to the SSO

Request For Proposal

INSTRUCTIONS REGARDING PROPOSAL

CONTENT AND FORMAT

–Describe Qualification Based Selection (QBS)

–Provide past performance information

–Includes format requirements, accepted document types, page limitations, etc.

EVALUATION CRITERIA

–Criteria for award selection

–Evaluation factors and order of importance in relation to each other

–Factor rating definitions

–Proposals will be evaluated against stated criteria

Keys to Developing

A Good Proposal

Demonstrate a thorough understanding of requirements and inherent risks

Demonstrate sufficient resources to meet the requirements

Support your statements with facts, analysis and substantiating data to illustrate that you have valid and practical solutions for all requirements

A Good Proposal

Substantiate, don’t simply make claims

– Tell the who, what, when, where, how, how often, etc.

– Give us a reason to believe you; provide information to allow an independent assessment

– Don’t repeat the language in the SOW, just reference the section of the SOW to which you are referring

– Tell the benefit to the Government of your proposed plan

A Good Proposal

Understand the SIR requirements

Understand the SOW

Understanding the evaluation criteria will help you know where to place emphasis in your proposal

Follow the proposal instructions – provide material where requested

– Keep pricing data out of the technical volume

Tab the information

– Don’t make us have to guess or search for answers

– Follow the exact numerical outline in the instructions

A Good Proposal

Don’t make changes to the SOW and submit a new version

– Document stands as written

– Don’t submit a Contractor’s Statement of Work (CSOW)

Don’t make changes to the SIR and submit a new version

– Document stands as written and amended by CO only

Typical Proposal Shortfalls

Proposal instructions are not followed

– Information not provided in the way it was requested

– Too little or too much information

Statements in the proposal are not well supported

Proposals are not well organized

– Does not follow proposal instructions structure, makes the evaluator hunt for the information

DUNS/CAGE code references do not match

Deficiencies – preclude award

– Information provided does not support claims of compliance

– Proposal is non-compliant to the requirements

Not signing the SIR and all amendments

Pricing (Section B)

No proposed pricing is to be provided at this time IAW AMS T3.8.2-18

Section B – Supplies or Services and Costs/Prices

- No pricing information to be included in the initial proposal of the model contract

Section L – Instructions, Conditions, and Notices to Bidders

5.1 General Instructions;

The following instructions for Cost/Price information will be required for those firms contacted upon completion of the QBS evaluation and to the Offeror who is deemed responsible in accordance with the Acquisition

Management System (AMS), whose proposal conforms to the solicitation’s requirements (to include all stated terms, conditions, representations, and certifications) and is judged, based on the evaluation factors, to represent the highest qualified to the Government.

Summary

This briefing/training was designed to give you an overview of what the

Government expects to see in your proposal in order to award without discussions

The formal solicitation is the only document that should be relied upon in determining the Government’s requirements

The Government intends to award without discussions, but reserves the right to conduct discussions if necessary

Submit questions to the CO; questions and answers will be posted to beta.sam.gov.