Conference Presentation.pdf

Glenn-Langley Administrative Support Services (GLASS)

Pre-Solicitation Conference

VIRTUAL VIA MICROSOFT TEAMS

JUNE 5, 2023

1:00PM – 3:00PM

Agenda

• Opening Remarks

• Center Overview

• Current Contract Overview

• Technical Presentation

• Procurement Overview

• Concluding Remarks

Conference Guidelines

• The purpose of this Pre-solicitation Conference is to help industry understand the Government’s requirements.

• “Real Time" questions will not be taken as a part of this conference.

• All questions/communications pertaining to the Draft Request for Proposal (DRFP) or conference must be submitted in writing to Natasha King at larc-glass@mail.nasa.gov and cc: natasha.j.king@nasa.gov.

• This presentation should answer some of the questions that have been received to date. In the near future, the Government will post to SAM.gov formal responses to the questions received.

• List of attendees and the conference presentation will be posted on SAM.gov.

• Communication blackout will be invoked once the Final RFP is issued.

• Nothing stated at this conference should be construed as a revision unless subsequently issued in an amendment or incorporated into the Final RFP.

• In the event of any inconsistency between data provided in these charts and the Final RFP, the language in the Final RFP, including any amendments, will govern.

Point of Contact

• GLASS E-mail Address: larc-glass@mail.nasa.gov

• Contract Specialist: Natasha King – natasha.j.king@nasa.gov

• All GLASS documents can be found through the sam.gov webpage:

◦ https://sam.gov/opp/da7772f22abb48d183eea2a25f3e44e1/view

• Potential offerors are responsible for:

• Submitting all questions by 2:00 p.m. eastern time on Thursday, June 8th, 2023.

• Checking SAM.GOV periodically for updates.

• Monitoring this site for the release of the solicitation and any amendments.

• Downloading their own copy of the solicitation and any amendments.

• Compliance with all RFP instructions and submittal deadlines.

NASA Glenn at a Glance

• Located near Cleveland Hopkins

International Airport, Glenn’s main campus, Lewis Field, is situated on 350 acres of land and contains more than 150 buildings.

The world-class facilities at Lewis Field include wind tunnels, drop towers, vacuum chambers and an aircraft hangar.

• More than 3,000 people work at Glenn, including civil servants and on-site contractors. A highly skilled workforce of scientists, engineers, technicians and administrative and support personnel comprise the robust and diverse Glenn team.

Current Contract Overview Langley Research Center (LaRC): Langley Administrative, Media and Professional Services (LAMPS) 2

• Contract 80LARC18C0002 with Alutiiq-Fusion Joint Venture which is an 8(a).

• This contract is a single award Firm-Fixed-Price (FFP), Indefinite-Delivery/Indefinite- Quantity, Other Direct Costs, Cost-Reimbursement contract no fee (for unexpected travel/training).

• Current contract expires on November 30, 2023. Currently working to extend the period of performance to align with GLASS contract start date.

Current Contract Overview Glenn Research Center (GRC): Technical Information, Administrative, and Logistics Services (TIALS) 2

• Contract NNC16CA11C with Alcyon Technical Services Joint Venture which is an (8a) contractor.

• This contract is a single award Cost-Plus-Fixed-Fee (CPFF) contract.

• Current contract expires on September 30, 2023.

• Currently working to extend the period of performance to align with GLASS contract start date.

Statement of Need The purpose of this procurement is to acquire Administrative Services and related services primarily supporting Langley Research Center (LaRC) and Glenn Research Center (GRC).

The contractor shall provide day-to-day support requiring professional administrative and functional skills for the smooth operation of a typical office environment.

The scope of this effort defines a comprehensive set of administrative services required to support the Agency/Center’s organizational operations in areas such as:

• General office operations

• Budget execution tracking

• Small purchasing support

• Meeting and event planning

• Correspondence and information delivery

• Information technology services coordination

• Award and training tasks support

• Office move coordination

• Property coordination

• General reporting and data collection

Installation Accountable Government Property (IAGP) Government will maintain accountability of all IAGP provided to the contractor, including:

• Computer, multi-function device, phone, network

• On-Site office space to include equipment/furniture

• Printing/duplication equipment

• Software to accomplish requirements

Performance Work Statement (PWS) Sections Overview

• 1.0 Introduction

• 2.0 Scope Administrative Services

• 3.0 General Requirements

• 4.0 Administrative Support Services Requirements

• Requirements apply to both Glenn Research Center and Langley Research Center, unless otherwise indicated in the PWS.

Key Aspects of Technical Requirements

• Contractor shall perform the administrative services listed in the PWS; however not all services are required for every organization.

NASA organizations will identify service requirements listed in this section through request forms annually, or as organizational requirements change, which will be provided to the Contractor, and in coordination with the SMP.

• Requirements apply to both Glenn Research Center and Langley Research Center, unless otherwise indicated in the PWS.

• Knowledge, use, and proficiency of office products, tools, and collaboration products such as Microsoft 365.

• Knowledgeable of and remain proficient in standard business practices and soft skills including, Gregg Reference Manual, Business English, Professionalism, Customer Service, Proactiveness, Team Building, and Mentorship.

• Use of an annual Strategic Management Plan which defines and integrates contract work activities and requirements across the contract (including subcontracted efforts). Contractor will develop SMP in coordination and collaboration with the government.

• Workforce Management, such as cross-utilizing the workforce and ensuring a seamless transition between employees

• Training, such as review of performance for newly assigned employees, annual refresher and developmental training, training of its employees for unique requirements and updated training to comply with new system releases of Federal/NASA/Center procedures.

• General Office Services including, appointment and scheduling services, correspondence and Records Management Support, Team and Collaboration Portal Support, meeting and event support services, and executive level administrative support.

Procurement Overview

• The purpose of this procurement is to acquire administrative support services primarily supporting LaRC and GRC and may also be utilized by other centers.

• The GLASS procurement is a re-organization of work to accommodate the Agency strategy to align work by Product Service Line (PSL) by reshaping the way it does business under the following contracts:

• NNC16CA11C: Technical Information, Administrative and Logistics Services (TIALS) 2

• 80LARC18C0002: Langley Administrative, Media and Professional Services (LAMPS) 2

• The following requirements, formerly under TIALS2 and LAMPS2, will not be performed under GLASS and will be moved to other Agency PSLs or other contracts:

• Logistics, technical information, metrology, communications, information technology, and financial management

Procurement Overview (continued)

• Contract Type

• Single Award

• Firm Fixed Price (FFP) for Phase-In (CLIN 0001)

• FFP for LaRC and GRC Core Administrative Support Services (CLINs 0002 and 0003)

• Cost Reimbursable (CR) no fee for LaRC, GRC, and other Centers' Other Direct Costs

(ODCs) (travel, training, and other costs not covered under the core CLINs 0002 and 0003 services) (CLINs 0004, 0005, and 0006)

• For completion of cost forms, government will provide an amount for these CLINs.

• FFP IDIQ for LaRC, GRC and other Centers (CLINs 0007, 0008 and 0009)

• For completion of cost forms, government will provide an amount for these CLINs.

• Competition: Total 8(a) Set-Aside

• NAICS Code 561110 – Office Administrative Services

• Size Standard: $12.5 M.

• In accordance with RFP Section I Clause 52.219-18 Award will only be made to an eligible

8(a) Small Business Concern

• Per FAR 52.219-14, Limitations on Subcontracting (DEVIATION 19-02), (e)(1), Services, (except construction) – “(contractor) will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the 50 percent subcontract amount that cannot be exceeded.”

• The Offeror shall complete Attachment L-2, Cost Forms to demonstrate compliance.

• Any proposal that does not meet this requirement will be considered unacceptable in accordance with NFS 1815.305-70 and will not be considered for award.

JOINT VENTURE AGREEMENTS:

• Joint Ventures (JV) are allowable on competitive 8(a) set-asides; however, the JV Agreement package or email notification of bid submittal by the JV must be received by the SBA prior to proposal due date and the JV Agreement must be approved by the SBA before award of any resulting contract.

• If you are contemplating a JV on this project, you must advise your assigned SBA Business Opportunity Specialist as soon as possible.

• It is also recommended that the agreement be submitted as soon as practical to ensure compliance with established regulations.

• For additional information, see 13 CFR 124.513.

• Period of Performance (POP)

• 5-year potential POP - two-year base with 3 one-year option periods

• Transition: 01/02/2024 - 03/31/2024 (90 days)

• Anticipated Award Date: 12/15/2023

• Contract Effective Date: 04/01/2024

• Place of Performance

• NASA Langley Research Center - Hampton, VA, which includes NASA Langley facilities located on adjacent Joint Base Langley - Eustis, Hampton, VA

• NASA Glenn Research Center – Cleveland, OH

• NASA Armstrong Test Facility – Sandusky, OH

• Other NASA facilities as required.

• Contractor personnel may be required to travel to temporarily provide services off-site (including domestic and foreign travel).

• Transition: Contractor will be required to be fully operational on the effective date of the contract. A separate CLIN for Transition/Phase-In will be used.

Anticipated Procurement Schedule:

◦ Questions or Comments Due -- 06/08/2023

◦ RFP Release -- 06/30/2023

◦ Proposals Due -- 08/01/2023*

◦ Award -- 12/15/2023

◦ Contract Performance Begins -- 04/01/2024

◦ Dates are provided for planning purposes only.

◦ *This date/time (see SF33) may only be changed by an amendment to the RFP.

Updated CLIN Structure CLIN Description Type Period of Performance

1 0001 Phase-In Period FFP 1/2/2024 - 3/31/2024 2 0002 Base - LaRC Core Services FFP 4/1/2024 - 3/31/2026 3 0003 Base - GRC Core Services FFP 4/1/2024 - 3/31/2026

4 0004 LaRC ODC CR no fee 4/1/2024 - 3/31/2026, will extend if options are exercised

5 0005 GRC ODC CR no fee 4/1/2024 - 3/31/2026, will extend if options are exercised

6 0006 Other Centers ODC CR no fee 4/1/2024 - 3/31/2026, will extend if options are exercised

7 0007 IDIQ - LaRC FFP 4/1/2024 - 3/31/2026, will extend if options are exercised

8 0008 IDIQ - GRC FFP

4/1/2024 - 3/31/2026, will extend if options are exercised

9 0009 IDIQ - Other Centers FFP 4/1/2024 - 3/31/2026, will extend if options are exercised

10 1002 Opt. 1 - LaRC Core Services FFP 4/1/2026 - 3/31/2027 11 1003 Opt. 1 - GRC Core Services FFP 4/1/2026 - 3/31/2027 12 2002 Opt. 2 - LaRC Core Services FFP 4/1/2027 - 3/31/2028 13 2003 Opt. 2 - GRC Core Services FFP 4/1/2027 - 3/31/2028 14 3002 Opt. 3 - LaRC Core Services FFP 4/1/2028 - 3/31/2029 15 3003 Opt. 3 - GRC Core Services FFP 4/1/2028 - 3/31/2029

Draft RFP (Section L, M, & PWS) Overview

• Note: Not all sections/clauses/provisions are covered in this presentation; highlights only.

• When reading the draft, note that:

• Clauses incorporated by reference have the same force and effect as if they were included in their full text.

• It is the offerors responsibility to review and comply with all final RFP proposal instructions.

• The proposal evaluation is based upon actual material presented and not based on what is implied.

• NASA may reject any proposal that fails to comply with all proposal instructions.

Section L – Instructions, Conditions, and Notices to Offerors

• Offerors are highly encouraged to perform a thorough review of the instructions, conditions, and notices.

• Offerors are responsible for reviewing the final RFP and complying with all instructions, conditions, and notices.

• Do not rely on this presentation or the draft RFP; and do not make assumptions based on past solicitations.

• This presentation does not cover all proposal submission requirements.

• Provision L.15 – Proposal Preparation Instructions

• Four proposal volumes

• Volume I, Technical Proposal

• Volume II, Past Performance Proposal

• Volume III, Price Proposal

• Volume IV, Business Proposal

• Table L-1 (in Provision L.15(b)) Summarizes the proposal submission requirements, identifies page limitations and formatting instructions of electronic proposals

• L.15(c) – The 12-point font requirement applies to all pages, including headers, footers, tables, etc.

• Electronic Proposal Submission Only; no hard copy proposals to be delivered

• L.16 ELECTRONIC SUBMISSION OF PROPOSALS – PROPOSAL MARKINGAND DELIVERY THROUGH

NASA’S EFSS BOX

• Follow instructions carefully for submission.

• *Highly recommend submitting a test file to the BOX site ahead of proposal due date.

• Provisions that contain the instructions for each volume can be located at:

• Provision L.17 – Instructions for Volume I – Technical Proposal (Technical Considerations)

• Four (4) subfactors:

• Approach to manage the contract

• Staffing Approach

• Training Approach/Program

• Quality Approach

• Provision L.18 – Instructions for Volume II – Past Performance Proposal (Factor 1)

• Maximum of six (6) relevant contract references that are on-going or completed within the past 3 years can be submitted.

• It is the responsibility of the offeror to clearly and completely demonstrate, in its proposal, the relevancy of each of the contract references in terms of content, size, and complexity.

• Content: Demonstrate relevance to technical performance areas (PWS areas) specified below:

• PWS 3.7 – Workforce Management

• PWS 4.1.2 – Appointment and Scheduling Services

• PWS 4.1.8 – Correspondence and Records Management Support

• PWS 4.2 – Meeting and Event Support Services

• PWS 4.6 – Executive Level Administrative Support

• Size: Demonstrate relevance in terms of “obligated dollars per year” for the work the specific entity is proposed to perform in comparison to the contract reference.

• Complexity: Demonstrate relevance in terms of the performance challenges and risks experienced under the contract reference compared to the complexities of the technical performance area(s) the entity is proposed to perform.

• Significant Subcontractors - defined as a subcontractor proposed to perform 20% or more of the total annual contract price for the center where the work will be performed (i.e. 20% or more of the total annual price of the work at GRC)

• Provision L.19 – Instructions for Volume III – Price Proposal (Factor 2)

• It is anticipated that adequate price competition will exist, therefore offerors shall submit data other than certified cost or pricing data

• Ensure that the price proposal is accurate and complete. And follow instructions both in Section L and in the Cost Forms Attachment L-2

• The Staffing Profile will be provided by NASA as Attachment L-4.

Section L – Instructions, Conditions, and Notices to Offerors

• Provision L.20 – Instructions for Volume IV – Business Proposal

• Ensure all sections of the model contract are completed.

• Properly acknowledge all amendments (if any) to the solicitation by signing and dating Page 1 of each Standard Form 30, Amendment of Solicitation/Modification of Contract, and including it in the Business Proposal Volume IV

• Offeror’s statement that its proposal shall remain firm for at least 365 calendar days after the date specified for receipt by the Government.

• Consent letters to allow the Government to discuss the past performance record of teaming partners

• Responsibility considerations – any communications regarding responsibility determinations will not be considered discussions as set forth in FAR 15.306.

• NASA intends to evaluate the areas set forth in FAR 9.104-1 and 9.104-2, which include, but are not limited to, an evaluation of the items set forth below:

• Accounting System

• DD Form 254, Contract Security Classification Specification eligibility requirement

• Organizational Conflicts of Interest (OCI) Eligibility: Explain approach to identifying, mitigating and/or avoiding OCIs that currently exist or that may arise under this contract.

• Joint-Venture Agreement, if applicable

Section M – Evaluation Factors for Award

• Basis for Award:

• Competitive best value source selection using Price Performance Tradeoff (PPTO) approach with Technical Proposals

• Source Evaluation Board (SEB) procedures in accordance with FAR 15.3, NFS 1815.3, and solicitation

• All unacceptable proposals will be eliminated from further evaluation after initial review in accordance with

NFS 1815.305-70

• Remaining proposals will be ranked by Total Evaluated Price (TEP) from lowest to highest priced (excluding cost reimbursable (no fee) CLINs and IDIQ CLINs)

• Technical Proposals will be evaluated against the Technical Considerations for the four (4) lowest-priced offerors, as “Acceptable” or “Unacceptable” (pass/fail).

• The Government will continue to evaluate technical proposals until four (4) proposals are considered acceptable.

• See M.5 Method of Evaluation for complete details

Section M – Evaluation Factors for Award Summary of Evaluation Process (see M.5)

• The Government will only evaluate Past Performance and Price Factors for the four lowest TEP offers that are found to be technically “acceptable” proposals.

• Tradeoff process will only be performed between past performance and price, not on technical considerations. The Past Performance Factor will be more important than the Price Factor.

• The Government will not consider or award to an offeror that doesn't meet a Past Performance factor rating of "Moderate" or higher.

• The Government intends to award without discussions however, the Government reserves the right to hold discussions with offerors.

• Offeror’s initial proposal should contain Offeror’s best terms.

• The Source Selection Authority (SSA) will select the Offeror that can perform the contract in a manner most advantageous to the Government, all factors considered.

Questions

• We will not be taking “live” questions during this presentation.

• We received questions prior to this conference and tried to address some of them informally within this presentation.

• We intend to post formal answers to the questions received in the near future to SAM.gov under the same GLASS DRFP posting.

• We ask that any additional questions industry have be submitted by 2:00 p.m.

eastern time on Thursday, June 8, 2023.

Reminders

• Upon issuance of the final RFP, all NASA personnel, except for the Contracting

Officer, will cease communications with industry concerning this acquisition.

• This ‘blackout’ period of communication with industry will continue through the receipt and evaluation of proposals, the award of the contract, and the release of the evaluation board from its responsibilities.

• No information presented herein or stated at this conference should be construed as a revision unless subsequently issued in an amendment or incorporated into the Final RFP.

• In the event of any inconsistency between data provided in these charts and the Final RFP, the language in the Final RFP, including any amendments, will govern.

Reminders

• When the Final RFP is issued, take note that:

• Important information is contained in the SF33 and numerous clauses and provisions that have been incorporated, via full text and/or referenced text, throughout the document.

• Section J includes documents, exhibits, and other attachments

• For example: PWS and Data Requirements Descriptions (DRD)

• Section K – Representations, Certifications, and Other Statements of Offerors:

• Ensure active registration in SAM.gov and unique entity ID.

• Complete all representations and certifications.

Closing Remarks

• Questions pertaining to the DRFP and proposal instructions shall be submitted in writing before the due date 2pm EST on June 8, 2023 to LARC- GLASS@mail.nasa.gov and CC Natasha King at natasha.j.king@nasa.gov.

• We attempted to answer questions during the conference today, but some will likely require some research, and those will be answered in writing at a later date, in addition to any questions received in writing after Thursday, June 1, 2023 at 2pm.

• List of attendees, conference presentation, and response to questions received will be posted on the SAM.gov website.

• Please remember any amendments made hereafter take precedence over all responses received during this Pre-Solicitation Conference.