Pre-Proposal Conference Presentation.ppt
PPT presentation 940 KB Posted
- Solicitation number
- 70RFP424RE5000004
About this file
This pre-proposal conference presentation outlines requirements for an indefinite delivery, indefinite quantity contract for armed protective security officer services throughout Ohio. The Federal Protective Service is seeking these services for various locations in Region 5 under a total small business set-aside. Offerors must propose fixed hourly rates for basic, temporary additional, and emergency security services. The base period of performance is one year with four one-year options. Proposals are due in January 2024 and award is expected in March 2024. Evaluation will be based on relevant past performance, management approach, and price. The presentation provides details on insurance, staffing plans, pricing requirements, and other terms.
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Other files
| File | Type | Posted |
|---|---|---|
| 70RFP424RE5000004 Amendment 4.pdf | ||
| Amendment 2.pdf | ||
| 70RFP424RE5000004 Amendment 1.pdf | ||
| DHS Form 11000-6 NDA.pdf | ||
| Attachment 6- Price Element Breakdown.xlsx | XLSX spreadsheet | |
| Attachment 3 - Past Project Form.pdf | ||
| Attachment 4 - Past Performance Questionnaire.pdf |
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Text version
FEDERAL PROTECTIVE SERVICE
REGION 5 – STATE OF OHIO PRE-PROPOSAL CONFERENCE
DATE: TUESDAY DECEMBER 12
TIME: 3:00PM – 4:00PM
LOCATION: TEAMS (VIRTUAL ONLY, NO DIAL-IN)
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. |
| Specific questions will need to be submitted pursuant to the details in the RFP (Page 594). |
PURPOSE
The purpose of the conference is to give a general overview of solicitation 70RFP424RE5000004.
ADMINISTRATIVE NOTES
| This Pre-Proposal Conference will not be recorded |
| Please ensure your mics are muted |
| Please hold questions until the end of the presentation and use the hand raise function, if possible. |
| Participant attendance list will not be distributed. |
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 police force.
REQUEST FOR PROPOSAL
| RFP: 70RFP424RE5000005 Ohio (OH) |
| Total Small Business Set-aside under FAR part 12 |
| PSO Services at various Locations Throughout the State of OH under FPS Region 5. |
| Issued: 12/01/2023 |
| Close Date: 11 January 2024 |
CONTRACT TYPE
| Government anticipates awarding single award Indefinite Delivery Indefinite Quantity (IDIQ) with Firm Fixed Priced Provisions |
| The guaranteed minimum amount to be ordered under each contract will be $100,000.00 worth of orders. |
| Individual task orders will be issued with fixed hourly rates |
CONTRACT AWARD AND TRANSITION
Government anticipates awarding the requirement on or after March 30, 2024.
Government anticipates a transition of 90 days from date of award.
PERIOD OF PERFORMANCE
| The anticipated performance periods are as follows: |
| Base Year: August 1, 2024 to July 31, 2025 |
| Option Year 1: August 1, 2025 to July 31, 2026 |
| Option Year 2: August 1, 2026 to July 31, 2027 |
| Option Year 3: August 1, 2027 to July 31, 2028 |
| Option Year 4: August 1, 2028 to July 31, 2029 |
Individual task orders will include specific performance periods
All posts to begin on August 1, 2024
5-year full term of IDIQ Contract if all options are exercised
PROPOSAL SUBMISSION REQUIREMENTS
SF1449 – cover page
Two Electronic Files:
Price Proposal (1 copy) Technical Proposal (1 copy)
- 11 page limitation excluding cover page, past performance forms, and questionnaires.
Proposal Expiration Date = 120 days
Submission of all signed amendments and other clause requirements with Price Proposal.
GENERAL SCOPE
| FPS R5 follow-on PSO contract covering the state of OH. 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 solicitations. |
| Compliance with all terms and conditions set forth in the RFP, including the Statement of Work (SOW) |
GENERAL SCOPE (CON’T)
| PSO CLINs inclusive of Basic/TAS and ESS services. |
| Secret clearance is required prior to contract performance start (FPS will Sponsor Awardee) |
| Contractor must have a qualified PSO force for the duration of the contracts that meets the complete FPS requirements identified in the RFPs. |
| Armed PSOs MUST have valid state/city/county firearms license permit required by law and show proficiency with the use of the firearms before working on an order. |
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.
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. |
EMERGENCY SECURITY SERVICES (ESS)
| Emergency/Surge security force services. Deployments may be to large and small-scale events such as natural disasters, civil disturbances, or other unanticipated events. |
| Ordered for anywhere in the State of OH 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. |
SITE LOCATIONS
| The services to be provided shall be accomplished throughout the geographic area identified in the RFP. |
| The current estimated basic service requirements were provided with the RFP (Refer to Post Exhibit) |
| Actual performance locations and hours of basic services will be incorporated on the individual orders when issued. |
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 RFP. A new certificate must be presented before physical performance on all option periods.
SOURCE SELECTION CRITERIA
Contractors shall submit proposals based on the following three (3) evaluation factors:
| 1) Relevant Past Performance (technical, non-price factor) |
| 2) Management Approach (technical, non-price factor) |
| 3) Price |
SOURCE SELECTION CRITERIA (CON’T)
| The following technical (non-price) factors for this procurement are listed in descending order of importance and, when combined, are more important than price. |
| Relevant Past Performance |
| Management Approach |
| Non-price factors, when combined, are more important than price. |
RELEVANT PAST PERFORMANCE
| Relevant past performance is recent |
| (i.e. performed within the last 3 years) |
| 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. |
| Government will give greater consideration to the contracts which the Government feels are most relevant to the current RFP. |
TEAMING ARRANGEMENTS
(REFERENCE FAR 9.6)
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
Identify previous contracts where teaming arrangement have worked together
MANAGEMENT APPROACH
| Offerors shall address Quality Assurance, Transition, and Staffing: |
| Quality Assurance |
| Field Level Supervision of PSO (Attachment 8) Mandatory |
| Highly encouraged to provide a narrative to enhance the Government’s understanding of their proposal, containing: |
| Quality Control |
| Processes for addressing non-compliance issues identified through their Quality Control efforts. |
| Processes for minimizing failures upon the Government’s actions in conducting Covert Security Testing (CST) at screening posts; their methods of ensuring on-the job training requirements are conducted IAW the Statement of Work; and how these processes and methods are effective in increasing overall quality of performance at a screening post. Processes for ensuring proper post tracking system (PTS) utilization to include timely implementation, consistent and uninterrupted utilization, and tactics for trouble-shooting upon operational issues of any kind. |
| Transition |
| Offerors shall outline significant transition steps and the associated timeframes for completing these steps to assure timely contract start-up and performance. |
| Offerors are recommended to address how they will accomplish the timely provision of all contract required equipment (to include PTS), licensing, permits and training to enhance the Government’s understanding of the proposal. |
| Offerors, at their discretion may also discuss any nuances of the subject requirements and/or local conditions that might present a risk to successful transition and how this risk will be mitigated. |
| Note: In no event shall any proposed transition timeline include assumptions that the Government will waive or defer any contract requirements. Additionally, in no event shall any proposed plan for transition training be dependent upon availability of Government personnel after normal business hours (e.g. overseeing training during evenings and weekends). |
| Staffing |
| Offeror shall describe their staffing plan. |
| Offerors shall describe their processes for recruitment and retention of workforce personnel with consideration of the present security environment and an increasingly competitive labor market, both within and outside the security industry. |
| Offerors shall describe their processes for limiting the duration of “open posts” of any kind for any reason. |
| After award of the contract, the successful contractor's Management Approach will be incorporated into the contract. The successful awardee will be required to submit detailed contract deliverables which not only provide greater detail than what is provided with the quote or proposal, but also fully delineates the planned implementation of the promised approach(s) and plans for communicating results to the COR throughout contract performance. |
SCHEDULE OF PRICES
| Highly encouraged to provide detailed narrative of all assumptions. |
| PSO Service will be priced as fixed hourly rates |
| Basic Services, TAS and ESS CLINs will be priced as weighted average hourly rates (fully burdened). |
| Government suggests that the Contractor complete the “Price Element Breakdown” (RFP Attachment 6). |
| Contractors shall submit price on the Pricing Schedule included in the RFP. |
| 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. |
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 |
CASH MANAGEMENT CONSIDERATIONS
CONTRACT ADMINISTRATION AND PERFORMANCE
CASH MANAGEMENT CONSIDERATIONS
| Transition Costs |
| Incurred during the Transition Period (120 Days) |
| Recovered over the Entire Base Period of Performance through the bill rate |
| Invoicing |
| The first invoice is submitted after completion of the first month of performance |
| Government has 30 days after receipt to process and pay invoice |
| This means vendors could incur costs for up to 195 days before the first invoice is paid (120 Day Transition Period, 1st Month Of Performance, 15 Days to submit Invoice, 30 Days for Government Processing) |
| The first invoice does not include the total cost for transition |
| Interest Expenses / Factoring |
| Some vendors use financing or sell accounts receivable to assist in cash management. |
| Be sure to consider these costs in the development of your bill rates. |
BASE PERIOD OF PERFORMANCE
Transition Cost Examples
| Equipment and Uniforms |
| Permits/Licenses/ Registration |
| Fitness Determinations |
| Post Tracking System |
| Radios & Cell Phones |
| Office Space, Equipment, Supplies |
| Training |
| Transition Team Payroll |
Base Period of Performance (January – December 20X2) Performance Begins
Transition Cost Recovery Period 120 Day Transition Example only September – December (20X1)
120 Day Transition
First Invoice
Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Invoice Final Base Period Invoice (Jan 20X3)
SERVICE CONTRACT LABOR STANDARDS AND
CASH MANAGEMENT
| New wage determinations (including CBAs) are incorporated at the beginning of each period of performance (POP) |
| Increased wages and fringe benefits (if applicable) are usually effective and required to be paid on the first day of the new POP |
| Vendors must submit detailed requests for FAR 52.222-43 price adjustments. |
| These adjustments are subject to Government review and negotiations. |
| This means there can be significant delays between when a vendor is required to pay PSOs increased wages and/or fringe benefits and when the bill rates are adjusted to reflect the increased costs |
CASH MANAGEMENT (CONT’D)
| Collective bargaining agreement wage determinations |
| Section 4(c) successor contractor requirements (see FAR 22.1008-2) |
| CBAs negotiated by a new incoming contractor do not meet the successorship rules and therefore not valid wage determinations for the base period |
| CBA not incorporated |
| Contractor not entitled to price adjustment |
| Timeliness rules (FAR 22.1012) |
| Received prior to contract or option award |
| Revised CBA is received at least 10 days prior to the start of performance and performance begins more than 30 days after award |
CASH MANAGEMENT (CONT’D)
| FAR 52.222-43 Price Adjustments are limited to: |
| Increases (or decreases) in wages and fringe benefits and accompanying increases (or decreases) in Social Security, Worker’s Compensation, and Unemployment taxes |
| (Note, most unemployment taxes are capped at a low salary threshold and are not typically subject to adjustment) |
| No other costs are allowable for adjustment under FAR 52.222-43 |
| Examples of Costs not Subject to Price Adjustment |
| Overhead and G&A |
| Profit |
| State and Local Taxes |
| General Liability Insurance |
| Non-PSO wages and benefits |
| RFP Pricing should include escalation estimates for costs not subject to subsequent FAR 52.222-43 price adjustment |
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 offeror determined to be responsible pursuant to FAR 9.104-1 will be issued a contract. |
| Reminder: Offerors shall document within their proposal whether or not they possess the required facility clearance. |
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 technical proposals received. 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.
POINTS OF CONTACTS
Marcus Mason – Contracting Officer
E-mail: marcus.l.mason@fps.dhs.gov Phone: 817-690-1657
Nikki Finney – Contract Specialist E-mail: Nikki.Finney@fps.dhs.gov Phone: 215-883-6773
QUESTIONS
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