Preproposal_charts_01-24-18.pptx

NASA - Johnson Space Center

Safety and Mission Assurance Engineering Contract (SMAEC) II Preproposal Conference

January 25, 2018 Gilruth Center – Lone Star Room 8:30 am – 11:00 am

AGENDA

How do we address Herb’s break-out?

General Information

Timothy Broadous, Jr.

Contract Specialist

Disclaimer (Orientation) These slides are not to be interpreted as a comprehensive description of the procurement strategy or requirements in the RFP.

To the extent there are any inconsistencies between this briefing and the RFP, the RFP will govern.

Special Considerations Prospective Offerors are reminded not to contact incumbent personnel (either directly or through electronic means) during duty hours or at their place of employment, as such contacts are disruptive to the performance of the current contract.

NOTE TO PROSPECTIVE OFFERORS

Purpose of Preproposal Conference The purpose of this Preproposal Conference is to help industry understand the Government’s requirements.

Questions:

Verbal questions will not be entertained during the conference. However, index cards are available for written questions which can be submitted to the Contracting Officer at the end of this presentation.

Reponses to written questions received by the Contracting Officer will be posted to the SMAEC II procurement website.

The deadline for submitting questions regarding the RFP and this conference is January 31, 2018.

Consider where to put OCI concern slide

Restrooms can be found in the hallway outside the Lone Star room.

Fire exits are the front entrance and side exit doors. In the event of a fire, you must move at least 75 ft away from the building.

Safety and Administrative Information

Welcome Remarks

Office of Procurement

Vision and Objectives

Trish Petete Director, Safety and Mission Assurance

VISION: Safe Space Exploration for Life

MISSION: Ever vigilant, we identify, characterize, mitigate, and communicate risk to accomplish safe and successful human space exploration. We proudly advance America's human space program through Risk Management Expertise, Service Excellence, and Collaborative Partnerships.

SMA Vision, Mission and Objectives

Programs and Projects SMA supports:

International Space Station (ISS) Orion/Multipurpose Crew Vehicle (MPCV) Commercial Crew Program (CCP) Extravehicular Activities (EVA) Advanced Exploration Systems (AES) Exploration Systems Development (ESD) Deep Space Gateway and Transport (DSGT) Government-Furnished Equipment (GFE) Payloads https://procurement.jsc.nasa.gov/smaec2/video2/jsc2017m000397_SMA-StAR_FINAL_EXTERNALcc.mp4

SMA Vision, Mission and Objectives

SMA will assist in transforming ISS to enable commercial operations in LEO by making the ISS safety and risk assessment processes more lean and agile Implementation of fully lean processes Enhanced Safety Review Panel Processes, implementing best practices SMA will assist in achieving a flight tempo for Orion and the Commercial Crew Program Lessons learned are routinely part of the decision making process in SMA.

SMA provides state-of the art Probabilistic Risk Analysis Tools for key Human Spaceflight Program decisions Successful certification of all Government Furnished Property through use of lean processes and integrated electronic tools

Envisioned Future for SMA – 2023

SMA will assist in orchestrating human lunar exploration as a precursor to Mars SMA involved early in the planning phases of advanced exploration activities SMA to utilize the data set collected from ISS and past programs to determine reliability/maintainability assessment for missions to the moon and Mars SMA effectively influences requirement and policy making at the agency to ensure that all requirements/policies are meaningful SMA through its Smart Safety Organization folds in and integrates fully lessons learned across all elements of space architecture SMAEC II Contractor will assist the SMA directorate in creating this vision for the future

Envisioned Future for SMA – 2023

Procurement Overview

Timothy Broadous, Jr.

Contract Type SMAEC II contract is a single award Cost-Plus-Award-Fee (CPAF) contract with Core, Indefinite-Delivery-Indefinite-Quantity (IDIQ), and Level-of-Effort elements.

Performance Period 2 Year Base Period; one, 2-Year Option Period; one, 1-Year Option Period (through Sept 2023) Base Period: Oct 2018 – Sept 2020 Option 1: Oct 2020 – Sept 2022 Option 2: Oct 2022 – Sept 2023

SMAEC II contract is a full and open competition Small Business Goals:

NAICS Code: 541330 – Engineering Services Size Standard: $38.5 million under the exception for Military and Aerospace Equipment and Military Weapons

Procurement Overview

Discussions Offeror’s initial proposal should contain the best terms from a price and technical standpoint.

The Government preference is to award without discussions, however, the Government reserves the right to conduct discussions with those Offerors who have made it to competitive range.

If discussions are held, the Offeror will:

have the opportunity to correct weaknesses, and;

be requested to resubmit the SF33 with Final Proposal Revisions (FPR) which will include clearly marked changes.

Tips for Timeliness For your proposal to be considered timely, your package must be delivered to Building 420 by the due date and time stated in the RFP.

Review all proposal delivery instructions with your courier to stress the importance of timeliness and the proper location of delivery.

Shipping and Receiving will give your courier a receipt of delivery.

When delivering a proposal in person, remember to deliver the proposal through Gate 4, and not through the Central JSC Gate 1.

Directions to Gate 4 are in the proposal instructions.

Allot adequate time to over-night a proposal through a mail carrier.

A commercial/government mail carrier may have a mechanical breakdown or otherwise fail to deliver in a timely manner.

If you choose to deliver in person on the due date, remember that late flights, traffic jams, and congestion in the JSC area may affect the timeliness of your proposal.

Review the proposal instructions, coordinate with the point of contact in advance of the delivery, and ask questions if any instructions are not clear.

Review paragraph (c)(3) of FAR 52.215-1,“Instructions to Offerors – Competitive Acquisition”.

Remember the digital requirements, see Section L Clause entitled, Proposal Marking and Delivery.

Source Selection Authority and SEB Members Source Selection Authority Melanie Saunders, Associate Director, Johnson Space Center

Source Evaluation Board Chairperson - Sheela Logan/NA Contract Specialist/Recorder - Timothy O. Broadous/BR Core Member - Jeffrey H. Cyphert/NC Core Member - Craig J. Perez/NE Core Member - James A. Schultz/OE

Points of Contact Contract Specialist:

Timothy O. Broadous/BR

Contracting Officer:

Stacy Houston/BR

SMAEC II web address:

https://procurement.jsc.nasa.gov/smaec2/ Communication will be in accordance with the Section L provision on communications regarding this solicitation.

Email: jsc-smaec-ii@mail.nasa.gov

Ombudsman Ombudsman (NFS 1852.215-84): “…before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the Contracting Officer for resolution … If resolution cannot be made by the Contracting Officer, interested parties may contact the installation ombudsman whose name, address, telephone number, and email address may be found at: http://prod.nais.nasa.gov/pub/pub_library/Omb.html ”

Request For Proposal (RFP) Overview

Timothy Broadous, Jr

RFP Overview Section A – Solicitation/Contract Form Section B – Supplies or Services and Prices/Costs Section C – Statement of Work (SOW) Section D – Packaging and Marking Section E – Inspection and Acceptance Section F – Deliveries or Performance Section G – Contract Administration Data Section H – Special Contract Requirements Section I – Contract Clauses Section J – List of Attachments Section K – Representations, Certifications, and other Statements Section L – Instructions, Conditions, and Notices to Offerors Section M – Evaluation Factors for Award

Section C - SOW Core - Work that is pre-negotiated for the contract’s entire period of performance. Core requirements are implemented at contract start and are in effect throughout the entire period of performance of the contract.

IDIQ – Work that may be issued as performance-based IDIQ Task Orders (TOs) or Level of Effort (LOE) TOs.

LOE TOs will generally be issued for emergency efforts and new work whenever those requirements cannot be fully defined. LOE TOs will typically be replaced by or transitioned to performance-based IDIQ TOs after requirements are fully defined and understood.

Contractor resident support is required at JSC and WSTF and may be required at other NASA centers, other U.S. Government facilities, contractor or subcontractor locations, or supplier facilities.

The SOW is comprised of 5 sections, as follows:

Section 1.0 – Contract Management - Core The Contract Management section is comprised of activities that are constant, predictable, and provide the framework under which work ordered by Task Orders (TO) in Section 2 and 3 will occur.

Core work is defined as work that is pre-negotiated for the contract’s entire period of performance.

All supervisory functions, for both Core and IDIQ work Multiple reporting requirements (see DRDs) Section 2.0 – Programs and Projects Services – Core and IDIQ This section of the SOW addresses all work performed in support of risk identification, assessment, communication, and mitigation for human spaceflight programs and projects.

Requirements for both Core and IDIQ work are contained in this section For Core work, location is identified in the SOW For IDIQ work, location will be identified by TO

Section 3.0 – Institutional Support – Core and IDIQ This section of the SOW addresses work performed in support of NASA Center and SMA directorate requirements.

Requirements for both Core and IDIQ work are contained in this section.

For Core work, location is identified in the SOW For IDIQ work, location will be identified by TO Section 4.0 – Core Deliverables Core Deliverables are products that are delivered to NASA as part of the Core activities.

Section 5.0 – Core Assumptions Core Assumptions reflect workload sizing data necessary to perform work which may not have an associated deliverable product.

Section H - Clauses Offerors should take note of the following Special Clauses:

Limitation of Future Contracting Option to Transition from Award-Fee to Fixed-Fee Option to Transition from Fixed-Fee to Award-Fee Associate Contractor Agreement (ACA) External Customer Effort Contract Adjustment

Section J – Data Requirements Deliverables (DRDs)

Key: DRDs submitted with proposal; New DRDs

(Continued from previous page)

Section J – Data Requirements Deliverables (DRDs)

Proposal Considerations

External Customer Plan (DRD-S2-005) Describe the Offeror’s approach to attracting external customers for use of SMA unique expertise.

Includes but not limited to the Receiving Inspection and Test Facility (RITF) and Probabilistic Risk Assessments (PRAs).

Specific to the RITF, describe how the Offeror will, at a minimum, meet the Target Goal provided for each fiscal year.

Take note of items that are due with proposals and items that are due at a later date.

Continual Improvement Plan (DRD-S2-009) The Government is interested in unique capabilities and innovative approaches to performing the SMAEC II requirements without adverse impacts to current operations.

Include proposed Contract language, if and where applicable.

Include enough detail for the Government to adequately assess the practicality and return on investment (ROI) for each suggested improvement.

Proposal Considerations

Staffing and Critical Skills Plan (DRD-S2-022) Approach to an appropriate mix of experience levels for program and project support that reflects a phased approach to ensuring no gaps in critical expertise levels.

Surge capability; ability to ramp up or ramp down in response to workload fluctuations.

Qualifications of proposed Key personnel. Key personnel shall, at a minimum, include the Program Manager. If additional Key personnel are proposed, the Contractor shall describe their qualifications.

Section L Overview

TA.1 Core Technical Requirements TA.2 Sample Task Order Resources

MA.1 Core Mgmt Requirements MA.2 Overall Management Approach MA.3 Staffing and Critical Skills Approach

Section L - Instructions Proposal Page Limitations, Submittal Format, and Due Date

See Table L-2 for detailed page limitations Pages submitted in excess of the limitations specified in this provision will not be evaluated by the Government and will be returned to the offeror in accordance with NFS 1815.204-70(b).

Proposals shall be submitted electronically on CDs (see Clause L.2) Proposals are due no later than 1:30pm CST, February 22, 2018 Past Performance volumes are requested by February 15, 2018

Mission Suitability Sample Task Orders Narrative explaining Offeror’s approach to performing each Sample Task Order.

Resources, including skill mix and Work Year Equivalents (WYEs) for performing each Sample Task Order. While a GRE is provided, the proposal shall address the Offeror’s unique approach to accomplishing requirements.

Scenarios Narrative explaining their approach to how to solve the Scenarios Note: The Offeror is not expected to solve the Scenarios, but rather, describe the Offeror’s approach to solving the Scenarios.

Proposals shall address the Offeror’s unique approach to performing the work in the SOW. This should not just be a reiteration of the SOW language.

Any proposed management and technical innovations and efficiencies that would benefit the Government shall be captured in DRD-S2-009, Continual Improvement Plan.

Core Management Requirements in SOW Section 1.0 that are addressed in a required DRD submittal (with proposals) need not be repeated in the Offeror’s MA1 narrative response. In other words, the DRDs and the Core Management narrative should be complimentary, not duplicative.

Past Performance Offerors, including joint ventures, major subcontractors (subcontracts with an estimated annual value greater than $5M on SMAEC II) shall each provide information on up to 4 past contracts (subject to the page limitation constraints).

Offerors may also submit information on up to a total of 4 additional contracts for the prime, major subcontractors, and any minor subcontractors to demonstrate experience in all areas of the statement of work.

Only contract periods of performance within 5 years from the date of the SMAEC II original solicitation will be considered in the past performance evaluation.

The Offeror shall provide a resume for the proposed Program Manager.

Responsibility Considerations The Offeror shall provide evidence of an adequate accounting system as determined by the cognizant administrative office for accumulating and reporting incurred costs.

State whether the Cost Accounting Standards (CAS) Disclosure Statement has been approved by the cognizant Administrative Contracting Officer, and provide the date of such approval.

Organizational Conflict of Interest (OCI) (DRD-S2-020) There are multiple contractors and subcontractors that design, develop, manufacture, test and evaluate human spaceflight hardware and software that the SMAEC II contractor team may be responsible for evaluating. This environment elevates the potential for OCI issues.

Offerors should ensure that the DRD response describes in detail OCI issues will be identified and mitigated.

Government Property Management Plan (DRD-S2-007) The CO will request DRD-S2-007 from all Offerors in the competitive range, only from the apparent successful Offeror, or from Offerors as deemed necessary to support an efficient responsibility decision.

Offeror(s) will be notified by the Contracting Officer of this requirement, with an anticipated 10 days allowed for submittal.

Section M - Evaluation Criteria

Mission Suitability is more important than Cost/Price Cost/Price is approximately equal to Past Performance Mission Suitability and Past Performance, when combined, are significantly more important than Cost/Price

Only Mission Suitability will be scored (1000 points)

The proposed and probable costs of Core Technical Requirements, Core Management Requirements, Sample Task Orders, Specified Resources, and the proposed FFP Phase-in, will be presented to the SSA for purposes of selection.

Labor Relations Requirements

Jalisa Sims JSC Contractor Industrial Relations Officer Office of Procurement

Department of Labor (DOL) Wage Determination DRDs Total Compensation Plan (DRD-S2-014) Labor Relations FAR Clause Updates Points of Contact References

Outline – Labor Relations Requirements

The following Service WD is applicable to the RFP and resultant contract:

Wage Determination 15-5234, Revision 5 (JSC) The WD applies to all non-exempt labor categories (not covered by the CBA), and sets forth the minimum labor rates, health and welfare benefits, vacation/holiday leave and sick leave for these categories.

Based upon your company’s unique staffing approach, please ensure you are mapping all non-exempt labor categories to the appropriate WD Labor Category.

DOL Wage Determination (WD)

When an even-numbered wage determination applies, the per hour health and welfare benefit is an average cost fringe benefit requirement computed on the basis of “all hours worked” by service employees on the contract.

The Health and Welfare benefit is currently $4.13 an hour.

The term “all hours worked” includes overtime hours and is not limited to 40 hours per week or 2,080 hours per year for each employee; the term “all hours worked” does not include paid leave hours, such as for vacations, holidays, or sick leave. Also, it does not include unpaid leave time, such as that provided under the Family and Medical Leave Act.

Under the average cost concept, the fringe benefits provided by the contractor may vary among individual service employees, and compliance is achieved when the actual cost of these benefits divided by the total hours worked by service employees in a payment period equals or exceeds the amount required by the wage determination.

Even-Numbered WD

Offeror responsibilities include the following:

Proposing exempt and non-exempt labor categories, based upon their own unique staffing approach.

29 CFR 541 defines exempt and non-exempt employees.

For service non-exempt employees:

Mapping the non-exempt labor categories to an appropriate category in the WD.

The SCA Directory of Occupations includes a detailed listing of each labor category listed in the wage determination.

Proposing at least the minimum labor rates for the mapped categories as stated in the WD or CBA.

Proposing at least the minimum health and welfare, vacation, sick leave, and holiday benefits that are stated in the WD or CBA.

WD Responsibilities

The TCP (DRD-S2-014) is due with the proposal.

TCPs identify and discuss wages, salaries, and fringe benefits for professional employees and non-exempt service employees for both the prime and all major subcontractors.

The compensation subcontract threshold can be found in NFS 1852.231-71(d).

The SEB is required to evaluate TCPs per FAR 52.222-46, “Evaluation Of Compensation for Professional Employees” Offeror teams can submit a separate TCP for each team member, a combined TCP for all team members, or any combination thereof.

Submit Incumbency Retention and Pay & Compensation a&b Templates in your Cost/Price volume.

Tip: Be specific when describing employee fringe benefits.

Is the benefit employer versus employee paid, or a combination?

What is the specific benefit and cost to the employee?

When are employees eligible for this benefit?

Total Compensation Plan (TCP)

Block 6 - References: The title to FAR 52.222-41 was changed from Service Contract Act to Service Contract Labor Standards.

Block 8 – Scope: “The Total Compensation Plan and Incumbent Retention and Pay (IRAP) and Compensation Templates (a) through (b) shall be required for both the prime team members and all subcontractors that meet the criteria in NFS 1852.231-71(d).”

The threshold requirement for subcontractor TCPs is tied to the threshold for requiring certified cost or pricing data as set forth in FAR 15.403-4.

The subcontractor threshold for TCPs is different than the thresholds used for pricing or past performance evaluations.

Block 8 – Scope: “The Total Compensation Templates shall be provided as part of the Cost/Price Volume of the proposal, and will be evaluated as part of both the Total Compensation Plan and the Cost/Price Volume.”

All team members that submit a TCP are required to submit the Compensation Templates.

Recent Updates to the TCP DRD

Item 1: “State the company name(s) of the prime offeror (or joint venture team members) and subcontractor(s), using the subcontractor definition found at NFS 1852.231-71(d).”

The team structure must be defined in the TCP even if the structure is defined elsewhere in the proposal.

Item 8: “Discuss the contractor’s company’s fringe benefit policies and practices.”

The fringe benefits listed in this table are examples only of common fringe benefit. Offerors may add fringe benefit categories to the table below. The table may be modified to be convey the information; however, all items must be addressed.

Recent Updates to the TCP DRD

This clause, dated January 2017 must be read in depth.

This clause to all individuals performing work under the contract subject to FAR 52.222-41 or the Fair Labor Standards Act, i.e. non-exempt employees.

The Contractor shall permit each non-exempt employee engaged in performing work on or in connection with this contract to earn not less than 1 hour of paid sick leave for every 30 hours worked, up to 56 hours of paid leave each year.

The paid sick leave required by this clause is in addition to the Contractor's obligations under the Service Contract Labor Standards statute, i.e. Health and Welfare benefit, vacation and holiday leave.

Sick leave benefits for unionized employees are stated in the CBA.

FAR 52.222-62, “Paid Sick Leave Under Executive Order 13706”

Labor Relations Points of Contact

Department of Labor Directory of Occupations https://www.dol.gov/whd/regs/compliance/wage/

References

Safety & Health Programs

Guidelines for responding to Safety Requirements

Wayne Gremillion

NASA safety objective is to avoid loss of life, personal injury and illness, property loss or damage, environmental harm resulting from any of its activities and to ensure safe and healthy conditions for persons working at or visiting NASA facilities NASA shall comply with all applicable regulations NASA Safety & Health requirements Requirements of those Federal agencies with regulatory authority over NASA such as OSHA, EPA, and DoT NASA requires every employee to report workplace hazards NASA ensures that there is no reprisal to personnel for reporting unsafe or unhealthy conditions

Overview of the NASA Safety Program

The NASA Safety Policy stresses the individual responsibility of each employee for their own safety and that of their co-worker. Risk within the work environment must be managed to control hazards, and we continuously improve workplace conditions OSHA has recognized JSC as a leader in health and safety by awarding the “Star” designation level of achievement in the Voluntary Protection Program (VPP) As a VPP Star, JSC has a comprehensive and successful safety and health program, is below the national average for the industry in injury/illness rates, has demonstrated good faith in dealing with OSHA, and serves as a safety & health mentor Overview of the NASA Safety Program

Safety and Health Plan DRD Based on 4 Basic VPP elements defined by OSHA A Successful Safety Program Model Worksite Analysis

Hazard Prevention and Control

Management Leadership Employee Involvement Safety and Health Training

Management Leadership and Employee Participation Company Policy, Goals and Objectives - Management Leadership and Employee Participation Assignment of Responsibility Program Evaluation Worksite Analysis Hazard Identification Inspections Employee Reports of Hazards Mishap Trend Analysis

Hazard Prevention and Control Hazard Prevention/Control Processes Medical (Occupational Healthcare) Program Disciplinary System Emergency Safety and Health Training Program Description Tailor training toward specific audiences, tasks, hazards Train for emergencies

All contractors performing work at JSC shall comply with all applicable safety and health regulations Every major onsite contractor shall have a designated safety official and shall conform to a written safety and health plan Safety and health approach shall follow OSHA, JSC and VPP requirements Failure to comply with safety and health requirements may result in one or more of the following - contract termination, lower fee, and exclusion from future contract awards What Would Be Expected of You at JSC

Submission of detailed safety and health data as part of the proposal Safety & Health Plan which includes detailed discussion of the policies, procedures, and techniques that will be used to ensure the safety and occupational health of your employees and to ensure safe working conditions throughout the performance of the contract Statement regarding past OSHA and EPA citations and corrective actions taken to prevent recurrence Records of OSHA recordable injuries (OSHA 300 and 300A logs and calculated frequency rates) Insurance carrier information - including Experience Modifier Rates (EMR)

Safety and Health Deliverables

Recommendations Pay special attention to the miscellaneous reports contained in the body of the Safety & Health Plan DRD under Other Deliverables – building fire warden roster; hazardous materials inventory; roster of terminated employees; material safety data sheets; OSHA logs; program self evaluation.

Tailor your plan to what you will do on the contract

Review the requirements provided in JSC Safety and Health Handbook (JPR 1700.1) http://jschandbook.jsc.nasa.gov and describe how you will incorporate JSC requirements into your Safety & Health Program

For the good of your employees and your business, take safety seriously and proactively plan to PREVENT injuries.

10-Minute Break

Questions and Responses

This concludes the Johnson Space Center Preproposal Conference for the SMAEC II

System for Award Management The System for Award Management (SAM) is a Federal Government owned and operated free web site that collects data from suppliers, validates and stores this data, and disseminates it to various government acquisition agencies.

The SAM website is located at:

https://staging.sam.gov/portal/public/SAM/

We recommend that you create an account in SAM in order to verify that your information in this database is current or to add information to SAM.

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