FLS Pre-Proposal Conference Webinar SlidesMGRC

Welcome to the Fire Life Safety Engineering Services Pre-Proposal Conference/Webinar

The Webinar will begin shortly

This Webinar will be view and listen only

To listen please call in using the telephone number and individual passcode that was emailed to you when you registered

Questions can be emailed to Linda.Byrne@dot.gov and Donald.MacGee@dot.gov

Pre-Proposal Conference/Webinar

Fire and Life Safety Engineering Services

Solicitation No. DTRT57-11-R-20017

November 15, 2011

Agenda

Ground Rules

Solicitation Highlights Linda Byrne

Cost and Business Proposal Gerald Luke, Cost/Price Analyst

Reminders Linda Byrne

Good morning everyone. My name is Linda Byrne and I am the new Contracting Officer for the Fire Life Safety Engineering Services solicitation. As you will see this Pre proposal webinar will consist of presentations relevant to the Volpe Center’s FLSP projects and the requirements of the RFP.

Mark Gentile , the COTR for the solicitation will present an Overview of the Volpe Center and how we work.

Then Mark and Ryan Cummings, the alternate COTR, will provide a technical overview of the program and the types of work that maybe accomplished under the resultant contract.

I will then present the highlights of the solicitation.

Gerald Luke , Cost/Price Analyst will present the cost and proposal instructions of the RFP

I will then close with the RFP reminders.

Ground Rules Any statements, remarks, or explanations made during this Pre-Proposal Conference/Webinar shall not alter the terms and conditions of the solicitation

The terms and conditions of the solicitation remain unchanged unless an Amendment is issued that incorporates any changes discussed or alluded to during today’s Pre-Proposal Conference/Webinar

As with any Federal Procurement, there are Ground Rules we must follow and enforce.

Any statements …

All terms and conditions of the solicitiation remain unchanged unless an Amendmnet is issued that incorporates any changes discussed during today’s Pre-Proposal Conference.

Ground Rules No verbal or written questions will be answered relative to the solicitation at today’s Pre-Proposal Conference/Webinar

Section L.4.D, Inquiries, states that all questions must be submitted in writing via e-mail, and will be answered through Amendment to the solicitation

And now Mark Gentile, is going to discuss the unique aspects of the Volpe Center and that will lead into his discussion with Ryan Cummings of the technical , statement of work of the solicitation.

Volpe Center Overview Presented By:

Mark Gentile, COTR

U.S. DOT strategic goals Safety State of good repair Economic competitiveness Livable communities Environmental sustainability

Photo courtesy of the Volpe Center

What makes us unique Modal knowledge and experience Institutional knowledge of the global transportation system and its stakeholder perspectives Decades of expertise and experience in every mode of transportation

Disciplinary breadth and depth Experience with the full spectrum of technologies and disciplines relevant to transportation systems improvements Multi-disciplinary and multi-modal

Entrepreneurial culture Fee-for-service No direct appropriations. All salaries and operating costs are recovered via funding are recovered via funding provided by customer agreements Federal role Awareness of Federal responsibilities, objectives, and activities in the public interest Since we are Federal, we can be a partner on strategy, tactics, policy and acquisitions

Volpe purpose, mission and values Purpose Advancing transportation innovation for the public good

Mission Improve the nation’s transportation system by serving as a center of excellence for informed decision making, anticipating emerging transportation issues, and advancing technical, operational and institutional innovations Values Public service - We serve the public honestly and objectively Innovative solutions - We continually anticipate and respond to global transportation challenges and emerging issues Professional excellence - We deliver outstanding products and services that exceed customer expectations Collaboration and partnering - We foster internal and external collaboration and partnerships through teamwork and mutual respect

Volpe purpose, mission and values Purpose Advancing transportation innovation for the public good

Mission Improve the nation’s transportation system by serving as a center of excellence for informed decision making, anticipating emerging transportation issues, and advancing technical, operational and institutional innovations Values Public service - We serve the public honestly and objectively Innovative solutions - We continually anticipate and respond to global transportation challenges and emerging issues Professional excellence - We deliver outstanding products and services that exceed customer expectations Collaboration and partnering - We foster internal and external collaboration and partnerships through teamwork and mutual respect

Volpe’s Role Program has been supported by Volpe since 2001 Provide engineering and policy support Construction support since 2003 Training support since 2005 Total program $10+ mil About $1.5 mil per year

The Air Traffic Control Tower Problem ATCTs only have one exit In 1998, the FAA signed an agreement with OSHA for an Alternate Standard for Fire Safety in Airport Traffic Control Towers along with a schedule for compliance progress FAA control towers were thereby permitted to comply with the Alternate Standard rather than the General Industry standard.

The Alternate Standard allows for a single means of egress with qualifying conditions.

Exit Route Compliance Alternatives Structural Requirements Fire Detection and Alarm Systems Fire Suppression Equipment Compliance Program Documentation Fire Drills Recordkeeping

The Volpe Center’s anticipated support needs (functional areas) are in the following areas:

Codes/standards compliance evaluations and consultation Fire protection systems design/engineering support Fire modeling/design flow analysis Fire tests, system inspections, and evaluations Risk assessments/hazard analysis Policy and code evaluations/equivalency determinations Training program development and implementation Field construction engineering support Emergency preparedness planning Subject matter experts/Ad hoc general fire protection engineering (FPE) consulting support Special projects support Program management and policy guidance support

Codes/standards compliance evaluations and consultation support may include:

On-site facility surveys/testing of:

Egress Fire barriers Fire alarm systems Fire suppression systems Emergency procedures Smoke pressurization Evaluation of compliance with all applicable codes and standards Report production including:

Description and evaluation of site Issues identified Recommended repairs and alternatives and their costs OSHA 1960.20 evaluation Examples include simultaneous travel to multiple ATCTs across the country to survey facilities for compliance and production for engineering design packages

Fire protection systems design/engineering support may include:

Specification development Auto-CAD or Micro Station design drawings Registered Fire Protection Engineering review and approval (PE Stamps) Design reviews Detailed construction estimating On call support to provide fire safety expertise on site within 24 to 48 hours of request Engineering judgments Subject matter expertise in:

Human behavior Fire behavior Smoke control Fire investigation Specific active and passive fire safety systems On average The Volpe Center is involved in the production of 15 designs annually.

Fire modeling/design flow analysis support may include:

Applying fire science principles and theory in the development and/or application of computer models to address:

Fire hazard evaluations Material fire performance Smoke and heat movement Egress Fire growth and spread Detection Fire suppression Hydraulic flow calculations

Examples include performance based design approach, development of fire model, flow calculations, support system designs, and engineering rationales.

Fire tests, system inspections, and evaluations support may include:

Hydrostatic pressure tests Research and development Small scale/full scale tests Field installation test procedures Maintenance and inspection procedures Functional test procedures Troubleshooting procedures Operator tests and evaluations Quality control inspection Independent third party reviews Examples include providing test and evaluation plans, procedures and reports, field or laboratory tests, and field inspections, to ensure the reliability and quality of the fire systems, subsystems, or procedures are meeting the desired objectives.

Risk assessments/hazard analysis may include:

Evaluation of fire life safety systems, or construction risks during implementation at an active ATCT or similar facility Substantiation of risk assessment methodology Performance of risk assessments Evaluation and categorization of risk reduction methods Evaluation and classification of hazards Preparation of recommendations and findings

Examples include identification of hazardous materials storage and production of risk management plans for construction activities.

Policy and code evaluations/equivalency determinations may include:

Identification of federal, state, and local regulations applicable to a specific facility or transportation vehicle for the purpose of evaluating fire life safety systems Proposing/determining equivalencies Development of technical guides and safety notifications Supporting system retrofits and/or new construction phases of a project Attending AHJ/Regulatory and/or Sponsor initiated meetings as a technical subject matter expert Providing technical guidance during policy and standards development Assisting as a technical advisor in the drafting of internal policies and procedures to be disseminated at a National level

An example is the development of guidance for technicians on inspection testing and maintenance of all fire protection systems in the FAA (i.e. overhead clearance, fire extinguisher maintenance and inspection at unmanned facilities).

Training program development and implementation may include:

All aspects of the fire life safety programs/systems such as:

Fire life safety compliance Codes and policy reviews Fire protection passive/active systems Hazards identification Life cycle maintenance Emergency procedures Recognition of code violations Standard designs and specifications

Training typically involves emergency operating procedures, life cycle inspection, troubleshooting and maintenance, and engineer or operator training. Examples include development of on-line courses, preparing and coordinating manufacturer based training courses and teaching fire alarm troubleshooting and maintenance at the FAA’s Aeronautical Academy.

Field construction engineering support may include:

Assisting with field construction engineering support throughout the country Submittal reviews Field construction consultation Quality assurance site inspections Final acceptance and testing Evaluate and/or develop engineering modifications Preparation of OSHA 1960.20 certification recommendation letters

Examples include desktop design review, submittal reviews, QA/QC field visits, preparation of design modifications, engineering judgment reviews, and fire protection systems testing and acceptance.

Emergency preparedness planning may include:

Reviewing and/or developing emergency response plans Development of procedures to interface fire alarm and security system interfaces Preparation of detailed instructions and training plans for personnel to:

Perform emergency procedures Operate fire fighting systems and fire extinguishers Conduct orderly egress Response to smoke detection Communication procedures

Examples include fire department preplanning, development of plans for the storage of combustible materials, and development of standard fire protection plans and emergency action plans. On site review of ATCT plans and training records.

Subject matter experts/Ad hoc general fire protection engineering (FPE) consulting support may include:

Providing nationally recognized Subject Matter Experts in the following areas:

Seismic protection (fire protection systems) Equivalencies and Engineering Judgments Fire detection and alarm Sprinkler and water based suppression systems Risk analysis Performance based design Fire modeling Steel and fire insulation materials performance testing Egress modeling Human behavior Explosives impact analysis

Examples include providing multiple experts (up to 5) to prepare and give presentations at national meetings and preparing technical documentation for code changes on the government’s behalf.

Special projects support examples:

• Seismic bracing analysis for sprinkler piping

• Smoke modeling

• Sprinkler corrosion analyses

• Investigate new emerging technologies to detect heat sources.

• Develop NFPA Standards for occupant loads in ATCTs.

• Emergency bus/panel requirements for FLS systems, code interpretations.

• Hazard analysis/monitoring of potential explosive environment.

• Maintenance Orders/Smoke Pressurization test and monitoring requirements,

• Structural fire analysis/modeling of exposed beams to potential fires.

Fire alarm training panel design and build

Program management and policy guidance support may include:

Program guidance on needs and implementation approaches Training needs assessments Novel approaches to improving management/technical cost and progress efficiencies Business analyses Committee/working group policy chair and support Safety committee participation National/regional/program seminar or conference planning and implementation Budget/cost/trend analysis of fire protection data

Examples include proving biweekly progress reports, QA/QC oversight of deliverables, management and coordination of up to 6 engineers simultaneously in the field at different locations across the country.

Solicitation Highlights

Contract Award

Anticipated Award Date: January 2012

The Government intends to make a Single Award

Section K – Small Business Size Standard The North American Industry Classification System (NAICS) code for this acquisition is 541330 Engineering Services

The small business size standard is $4.5 million average receipts

Section B - Contract Type The following types of task orders may be issued:

Firm-Fixed-Price (FFP) Cost-Plus-Fixed-Fee (CPFF) Completion Cost-Plus-Fixed-Fee (CPFF) Term

Contracting Officer’s discretion based on the guidelines provided in Part 16 of the Federal Acquisition Regulations

Performance-based task orders will be used to the maximum extent practicable

Section L - Proposal Presentation Please refer to Section L for proposal and page limit instructions

Small Business Subcontracting Plan Reference: FAR 52.219-9 Small Business Subcontracting Plan

If the offeror is a large business, the firm must submit an acceptable small business subcontracting plan, in accordance with the clause and the solicitation.

See page 63 for the detailed requirements, along with the text from FAR 52.219-9, January 2011

Section L - Proposal Due Date Proposals are due by 2:00 p.m., local time, on December 6, 2011

Proposals shall be submitted to:

Section M - Basis for Award Award will be made to the one responsive and responsible Offeror whose offer provides the greatest overall value to the Government, based on the Technical Proposal, the Cost and Business Proposal, and other factors.

Section M - Factors for Evaluation The combined technical evaluation factors are significantly more important than the evaluated cost for the purpose of making award

However, the importance of the cost should not be minimized because as the technical rankings of the Offerors become closer, cost becomes a more important factor

Past Performance Staffing Technical Understanding and Management Approach Relevant Work Samples All of these above listed criteria are of equal importance.

For the Technical Understanding and Management Approach criterion , the two subfactors of 1) Technical Understanding and (2) Management Approach are in descending order of importance; the elements within each subfactor are of equal importance.

Resumes must clearly show verifiable dates and years of experience

Include year of graduation from colleges and/or universities

Include years of experience with current and former employers

Only relevant past performance history will be considered

The Government will determine relevance of past performance information based on the similarity of the nature of the previous work to the current requirement (i.e., Section C), the dollar value of the previous efforts (i.e., equal to or greater than $150,000), and the currency of the prior work (i.e., within the past three years)

If an Offeror has no past performance history, the Offeror must affirmatively state this in its proposal

If the Offeror does not include past performance history or does not affirmatively state that no past performance history exists or can be obtained, the Offeror’s proposal will be rated Unacceptable

Offerors must address their ability to perform in all 12 Task Areas identified in Section C through the use of Prime or Subcontractor resources in their proposal or the proposal may be eliminated from competition

Cost and Business Proposal Presented by: Gerald Luke, Cost/Price Analyst

COST AND BUSINESS PROPOSALS

Government intends to award on initial offers

Offerors should ensure that complete, clear, and convincing Cost and Business information is provided

Proposals must contain sufficient documentation so that the Government’s evaluation can be completed without clarification

Section L.2.C.

Offerors should resolve questions or issues about specifications, as well as terms and conditions of the solicitation before the due date for proposals

An Offeror that takes exception to any term or condition of the solicitation in its proposal may be eliminated from consideration if award is made without discussions

Level of Effort is 12,430 hours per year and 62,150 for five years

Offerors estimate administrative labor required to support the effort and only those categories are billable

Labor category rates must be consistent with rates of persons whose resumes are submitted

Include information on Uncompensated Overtime in accordance with FAR 52.237-10 Uncompensated Overtime may not be used at the Task Order level unless proposed in the Master Contract Include information on Compensation for Professional Employees in accordance with FAR 52.222-46 Offerors must estimate Other Direct Costs necessary to support the effort consistent with its accounting practices and only those costs are billable

Maximum Fee and Profit Any proposal whose overall fixed fee exceeds the 10 statutory limit will be eliminated from consideration. There is no statutory limit on the percentage of profit.

Maximum Fee and Profit proposal instructions to be added by Amendment to Section L

Maximum Fee and Profit clause for Task Orders will be added by Amendment to Section H

Accounting Systems

Please provide a statement and evidence of approval by a Government agency such as the Defense Contract Audit Agency

Provide current indirect rate recommendations from DCAA. If DCAA recommendations are not available, you must fully document the basis of your proposed rates and include rationale

Subcontracts should be CPFF for companies with a DCAA-approved accounting system

Small dollar value Time and Materials type may be appropriate for Consultants

Offeror- Estimated Other Direct Costs (ODCs)

Identify direct costs that the Offeror will charge to support this effort in accordance with its approved accounting system (i.e. copying, postage, etc.)

The above ODCs are in addition to the RFP-stipulated ODCs

ODCs not identified and priced in the Offeror’s proposal will not be billable during performance without prior CO approval

Reminders Presented by: Linda Byrne, Contracting Officer

Please read Sections C, L, and M more than once

Written questions are due by 2:00 p.m., Eastern time, on 11/18/2011

Proposals are due by 2:00 p.m., Eastern Time, on 12/06/2011

In order to respond to the Solicitation, all Offerors must meet NAICS code 541330, An Offeror that takes exception to any term or condition of the solicitation in its proposal may be eliminated from consideration if award is made without discussions

Offerors are reminded to complete RFP Schedules 1-3 as requested in the RFP

THANK YOU FOR YOUR ATTENDANCE AT THIS

PRE-PROPOSAL CONFERENCE/WEBINAR

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