Pre-Proposal Conference Briefing - OK.pdf

Pre-Proposal Conference

Friday, June 19, 2020 Federal Protective Service

Pre-Proposal Conference for Oklahoma Re-Compete Contract

RFP: 70RFP420RE7000009

Armed PSO Services

Oklahoma

Disclaimer

• Statements made at this meeting or in response to inquiries do not revise the written terms of the solicitation.

• Changes to the solicitation must be made in writing via amendment.

• The focus of this conference is to emphasize areas of significance in responding accurately to the RFP Terms and Conditions.

RFP: 70RFP420RE7000009

Armed PSO Services

Federal Protective Service Mission Statement

Protecting the critical infrastructure and key resources of the United States is essential to our Nation’s security, public health and safety, economic vitality, and way of life. The Federal Protective Service (FPS) protects one component of the Nation’s infrastructure by mitigating risk to Federal facilities and their occupants. FPS ensures that Federal properties are safe and secure for Federal employees, officials, and visitors in a professional and cost-effective manner by deploying a highly trained and multi-disciplined security force.

RFP: 70RFP420RE7000009

Armed PSO Services

Request for Proposal

The Department of Homeland Security (DHS), Office of Procurement Operations (OPO), Federal Protective Service (FPS) is issuing this competitive request for proposals (RFP) to solicit offers for the purpose of awarding a contract to provide Protective Security Officer (PSO) services throughout the State of Oklahoma. The Government will conduct this acquisition using the procedures from Parts 12 and 15 of the Federal Acquisition Regulations (FAR).

• RFP Issued: June 15, 2020

• Questions Due- June 24, 2020 @ 4:00 PM (CST)

• RFP Close – July 31, 2020 @ 4:00 PM (CST)

RFP: 70RFP420RE7000009

Armed PSO Services

Proposal Submission Requirements

• SF1449 – cover page

• Two Electronic Files:

• Price Proposal (1 copy)

• Technical Proposal (1 copy)

• 15 page limitation excluding cover page, past performance forms, and questionnaires.

• Proposal Expiration Date = 120 days

• Submission shall include all signed amendments and other clause requirements with the Price Proposal

RFP: 70RFP420RE7000009

Armed PSO Services

Contract Type

• Government anticipates awarding a single award Indefinite Delivery Indefinite Quantity (IDIQ) Firm-Fixed Price Contract

• Individual task orders will be issued with firm fixed price basis specifying the number of post hours required to be performed.

• The guaranteed minimum amount to be ordered will be $100,000.00 worth of services.

RFP: 70RFP420RE7000009

Armed PSO Services

Contract Award & Transition

• Government anticipates award on or about September 28, 2020

• Government anticipates a maximum of 90 days for transition

RFP: 70RFP420RE7000009

Armed PSO Services

Period of Performance

• The anticipated performance periods are as follows:

• Base Period January 01, 2021 – December 31, 2021

• Option Period 1 January 01, 2022 – December 31, 2022

• Option Period 2 January 01, 2023 – December 31, 2023

• Option Period 3 January 01, 2024 – December 31, 2024

• Option Period 4 January 01, 2025 – December 31, 2025

• FAR 52.217-8 January 01, 2026 – June 30, 2026

• Individual task orders will include specific performance periods.

RFP: 70RFP420RE7000009

Armed PSO Services

General Scope

FPS Region 7 follow-on PSO contract covering the State of Oklahoma. The Contractor shall provide and maintain all management, supervision, manpower, training, equipment, supplies, licenses, permits, certificates, insurance, pre-employment screenings, reports, files, and any other resources necessary to accomplish the required PSO services as described in the solicitation.

The instant acquisition will be utilizing the most recent standardized FPS Statement of Work for PSO services (July 2019 Version 1)

RFP: 70RFP420RE7000009

Armed PSO Services

General Scope (con’t)

• Contractor must have a qualified PSO force for the duration of the contract that meets the complete FPS requirements identified in the RFP.

• Armed PSOs MUST have valid city/county/state firearms licenses and permits required by law and show proficiency with the use of the firearms before working on the contract.

• Significant SOW differences includes: Implementation of Post Tracking System, Training Academy and Management Systems, Active Threat training, updates to Basic and Refresher Training lesson plans, and changed facility clearance level from Top Secret to Secret.

RFP: 70RFP420RE7000009

Armed PSO Services

General Scope (con’t)

• In addition to the Basic PSO services detailed in the SOW, the Contractor shall be required to provide TAS & ESS in support of R7 throughout the State of Oklahoma.

RFP: 70RFP420RE7000009

Armed PSO Services

Basic Services

• Permanent ongoing services specifically included in the task order(s) at time of award or added through modification up to any established maximums identified in the contract.

RFP: 70RFP420RE7000009

Armed PSO Services

Temporary Additional Services

(TAS)

• TAS goes beyond the basic services requirements.

TAS are the short term, non-recurring needs for service such as an increase in hours to an existing or subsequently added post location.

• Contractor may be required to perform these services with little advance notice.

• Authorization to proceed can only be granted by the CO or COR.

RFP: 70RFP420RE7000009

Armed PSO Services

Emergency Security Services

(ESS)

• Emergency/Surge security force services. Deployments may be large or small-scale events such as natural disasters, civil disturbances, or other unanticipated events.

• Ordered for anywhere in the geographic area identified in the RFP with little, if any, advance notice.

• The hourly rate shall be inclusive of all costs (including, but not limited to, travel costs, per diem, lodging, mileage, and vehicles) directly related to or incidental to providing ESS.

• No “phase-in” period for these requirements.

• The Government may order all estimated hours in a single emergency event.

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Site Locations

• The services to be provided shall be accomplished throughout the geographic area identified in the RFP.

• The current estimated basic service requirement was provided with the RFP as SOW, Exhibit 13, Post Exhibit.

• Actual performance locations and hours of basic services will be incorporated on the individual orders when issued.

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Insurance Requirements

Insurance Requirements: Certificate required before actual work is performed. The successful Contractor must furnish the Contracting Officer a current Certificate of Insurance, meeting the minimum requirements specified in the solicitation. A new certificate must be presented before physical performance on all option periods.

RFP: 70RFP420RE7000009

Armed PSO Services

Schedule of Prices

• PSO Services (Basic and TAS) and ESS CLINs will be priced as weighted average hourly rates (fully burdened) for the requirement.

• Contractors shall submit a price proposal on the Pricing Schedule included in the RFP.

• Government suggests that the Contractor complete the “Price Element Breakdown” (RFP Attachment 6).

• The Government may use this breakdown to conduct a price realism evaluation for the purpose of measuring the Contractor’s understanding of the solicitation requirements and for assessing the performance risk inherent in the Contractor’s price.

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Armed PSO Services

Price Element Breakdown

• The Price Element Breakdown spreadsheet (Attachment 6) is for Contractor’s to provide direct hours, full time equivalents, and pricing for the following non-PSO positions directly charged to the contract:

• First Line Supervisors

• Contract Manager

• Other Managers (i.e., Deputy, Area, Regional, District)

• Quality Control

• Training

• Administrative support

RFP: 70RFP420RE7000009

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Source Selection Criteria

• Contractors shall submit proposals based on the following three

(3) evaluation factors:

1) Relevant Past Performance

2) Management Approach

3) Price

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Source Selection Criteria (cont.)

• The Government will award a contract resulting from the solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. In addition to price, the following technical evaluation factors shall be used to evaluate offers and are listed in descending order of importance.

• Relevant Past Performance

• Management Approach

• The technical evaluation factors, when combined, are more important than price.

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Relevant Past Performance

• The Contractor shall submit up to a maximum of three (3) contracts for evaluation utilizing the RFP Attachment 3 Past Project Form.

• Relevant past performance is recent (performed within the last 3 years) performance under projects that are of a similar or directly related scope, magnitude, and complexity to the requirement described in the solicitation.

• The Government reserves the right to obtain information from sources other than those identified by the Contractor. The Government will also consider the quality of the Contractor’s relevant past performance.

• In determining the rating for the past performance evaluation factor, the Government will give greater consideration to the contracts which the Government feels are most relevant to the current RFP.

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Relevant Past Performance

• Past Performance Questionnaires (RFP Attachment 4) may be submitted for each referenced contract. If the Contractor chooses to submit a Past Performance Questionnaire for any of its referenced contracts, it shall forward the Past Performance Questionnaire to a cognizant representative of the customer organization that purchased the services from the company to provide feedback (e.g. Project Manager, Contracting Officer’s Representative).

• The Contractor shall instruct the customer representative to complete the questionnaire and return it, by the RFP submission due date, directly to the Contracting Officer identified in the RFP. The Contractor is responsible for ensuring its customer reference returns the questionnaire to the Government if it wishes the Government to consider the questionnaire in its evaluation.

RFP: 70RFP420RE7000009

Armed PSO Services

Teaming Arrangements

• Where a teaming arrangement (as defined at FAR Subpart 9.6) is proposed, an additional maximum of up to three (3) projects for partner(s)/subcontractor(s) shall be submitted. Thus a maximum of no more than six (6) projects (3 for the prime and 3 for the subs or other partners) shall be submitted in total.

• Provide a narrative or the actual teaming agreement

• Include the roles & responsibilities and the distribution of effort for each partner (by type and percentage) anticipated in performance.

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Meaningful Involvement

• In order to receive credit for the past performance of an affiliate, a separate narrative shall be submitted as part of the proposal clearly demonstrating that the affiliate will be meaningfully involved in performance of the solicited contract.

• While there may be multiple ways to demonstrate meaningful involvement, generally reach back capability to the affiliate’s or common parents’ resources alone does not establish meaningful involvement. The Government will not consider an affiliate's record where that record does not bear on the likelihood of successful performance by the offeror.

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Armed PSO Services

Meaningful Involvement

• The narrative must also describe in detail the relationship between the offeror and the affiliate as well as the current status of the affiliate as a going concern. The Government will assess the narrative to determine whether, and to what degree, to attribute the affiliate’s past performance to the offeror.

• If the Contractor fails to submit a narrative or if the narrative lacks sufficient detail to establish meaningful involvement by the affiliate, the Government, at its discretion, may decline to consider the past performance of the affiliate in the evaluation.

RFP: 70RFP420RE7000009

Armed PSO Services

Management Approach (MA)

• Evaluation will focus on techniques and/or strategies described that demonstrate ability to successfully accomplish this requirement

• Offerors shall address:

• Quality Assurance (including Supervision and QC)

• Transition

• Staffing

• DHS Mentor Protégé Program Participation (Other than

Small Businesses)

• Successful Offeror’s MA shall be incorporated into the resultant contract

RFP: 70RFP420RE7000009

Armed PSO Services

Basis for Selection

The Government will select the responsible Contractor whose proposal, in conforming to this RFP, provides the overall best value to meet the Government’s requirements, price and non-price factors considered. Only apparent successful contractors determined to be responsible pursuant to FAR 9.104-1 will be issued a contract.

RFP: 70RFP420RE7000009

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Efficient Competition

Offerors are advised that the Government may not evaluate the technical proposals of all offerors under this RFP. The Government will first review the total evaluated price of all proposals received. The technical proposals of those offerors whose pricing is determined by the Contracting Officer to be most competitive may be reviewed prior to, or instead of, other received technical proposals. Based on the initial review of these technical proposals, the Government may not evaluate the technical proposals of other offerors, whose total evaluated pricing was higher than that of one already evaluated and already assigned the highest possible technical rating. This would occur when the Contracting Officer determines that any possible technical superiority of an unevaluated (and higher priced) technical proposal, over (a lower priced) one that was already evaluated and assigned the highest possible technical rating, would not warrant any additional price premium.

RFP: 70RFP420RE7000009

Armed PSO Services

Federal Protective Service Points of Contacts

Primary: Alec M. Shepherd Email: Alec.M.Shepherd@fps.dhs.gov

Secondary: Adam L. Reynoso Email: Adam.L.Reynoso@fps.dhs.gov

RFP: 70RFP420RE7000009

Armed PSO Services

Oklahoma mailto:Adam.L.Reynoso@fps.dhs.gov mailto:Adam.L.Reynoso@fps.dhs.gov