Pre-Proposal_Site_Visit_Agenda.pdf

JOINT BASE CHARLESTON

CONTRACTOR OPERATED CIVIL ENGINEER SUPPLY STORE (COCESS)

PRE-PROPOSAL CONFERENCE

16 MAY 2017, 09:00 A.M.

AGENDA

1. Welcome/Agenda Overview

2. Ground Rules

3. Green Procurement Clauses and Requirements (Handout)

4. Contract Type –IDIQ with EPA

5. RFP Attachment – Pricing Worksheet

6. RFP Clause – Instructions to Offerors Addendum to FAR 52.212-1

7. RFP Clause – Evaluation Factors for Award Addendum to FAR 52.212-2

8. RFP Clause – Commercial Items Addendum to FAR 52.212-4

(Economic Price Adjustment)

9. Exchanges - Clarifications, Communications, and Discussions

10. Technical Questions – All questions shall be submitted in writing (email preferred)

NLT 12:00 noon Eastern Time on Friday May 19 th

, 2017. Questions and answers will be posted on FBO by 5:00 pm Tuesday, May 23 rd

, 2017.

11. Site Visit

Helpful Internet Sites:

http://www.fbo.gov/ (Electronic Posting System for Government Contracts) http://farsite.hill.af.mil/ (On-Line FAR) http://sam.gov (System for Award Management)

**Information provided during the pre-proposal briefing and site-visit is not all inclusive and not binding** http://www.fbo.gov/ http://farsite.hill.af.mil/ http://sam.gov/

WELCOME/AGENDA OVERVIEW/GROUND RULES

1. Welcome – Introductions

Agenda Overview

Contract Type and Administration

RFP Sections

Types of Exchanges after receipt of proposals

Technical Questions

Site Visit

2. Ground Rules

Please silence your cell phones.

Any questions not answerable by SOW/RFP will be tabled for research

All questions must be in writing and directed to the contracting office

No verbal responses given today or anytime are binding

3. Green Procurement Clauses and Requirements (Handout)

4. Contract Type –IDIQ with EPA

Supply Type Contract, but Performance is rated in CPARs

Task Orders are used to fund Base Year and each Option Year

CLIN Structure is based on funding types (will discuss during pricing worksheet)

The Service Contract Act and applicable Collective Bargaining Agreements- Does not apply to supply type contracts.

5. Pricing Schedule Worksheet

Enter Cost per EACH item in COLUMN L the total will automatically calculate in COLUMN

M. The total for the Base Year of all Fixed Priced Items will automatically calculate at the bottom on Column M. Include Labor, OH, profit, and cost of running the COCESS store in the unit prices.

For example, Lowes and Home Depot have calculated the cost of Labor, OH, and profit, in the total cost of the unit prices.

**Overall cost and unit prices will be compared to determine price(s) fair and reasonable.

6. RFP Clause– Addendum to FAR 52.212-1 Instructions, Conditions, and Notices to

Offerors

Consists of three (3) parts: Price, Past Performance, and Small Business Participation Proposal.

All vendors must submit a Small Business Participation Proposal to be eligible for consideration for award.

Part I- Price Proposal

(a) Part I- Price Proposal – Specific Instructions:

Block 12- Discount Terms- do you offer a discount if the Government pays the monthly invoice in X amount of days; for example 2% net 20, will be a 2% discount on the monthly invoice is the Government makes the payment within 20 days.

Block 17a- Contractor Information- Company Name, Address, Phone, POC, DUNS

Code- Cage Code

Facility- leave blank

Blocks 30a, 30b, 30c- Name, Signature, and Date of Authorized Company Officer/Owner

(b) Insert Proposed Unit Price in the attached Pricing Worksheet to include all Option Periods.

The Pricing Worksheet must be completely filled in.

Item No Supplies/Service Estimated Unit Unit Price Estimated Amount

Quantity

0001 1 Lot Annual Amount from

Pricing Worksheet

**The amount for the base year will be the same amount for all option years. The amount for the 6 Month extension (IAW FAR 52.217-8) will be ½ the total of the 4 th

Option period.

Pages 3-8 on the Proposal

(c) RFP Clause – Representations and Certifications FAR 52.212-3 http://sam.gov (System for Award Management)

Must have a current registration in SAM to be eligible for award of Government contracts.

Complete FAR Clause 52.212-3 Offeror Representations and Certifications – Commercial Items with submission of Proposal (Series of Clauses Pages 15-34 on RFP)

628 CONS will check SAM for current registration and EPLS (Excluded Parties List) upon receipt of proposal (verified prior to any contract award- do not let registration expire)

Part II- Past Performance

Only References for RECENT and RELEVANT contracts will be considered

(a) RECENT- Within the past 5 Years- Provide any information which demonstrates customer satisfaction, overall job performance, quality, for relevant past efforts/contracts (similar in scope and magnitude of effort and complexities this solicitation requires) Explain any corrective actions for any past substandard performance problems/reports.

http://sam.gov/

(b) RELEVANT- Performance Surveys- The Government will evaluate information submitted by the offeror and other sources of information available to assess past performance. Provide no more than five (5) most recent relevant contracts performed within the last 5 years which include work performed that is similar in size and scope to the services providing materials and supplies, necessary to perform COCESS IAW the Statement of Work (SOW).

(c) Subcontractor Consent- Past performance information pertaining to a subcontractor cannot be disclosed to the prime offeror without the subcontractor’s consent. A Letter from all subcontractors must be provided with the proposal who will perform major or critical aspects of the requirement, consenting to the release of their past performance information to the prime contractor.

(d) Documents Submitted-

a. Must be fully responsive to and consistent with requirements of the solicitation and SOW, Government Standards, Regulations

b. Evaluation Factors for Award

7. RFP Clause – Evaluation Factors for Award Addendum to FAR 52.212-2

(a) Evaluation- Commercial Items

1. Past Performance

2. Price

3. Small Business Participation

Past Performance is significantly more important than Price with consideration of Small

Business participation.

(b) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

BASIS FOR CONTRACT AWARD: This is a competitive best value source selection in which competing offerors past performance history will be evaluated on a basis significantly more important than price and with the consideration of Small Business participation. By submission of its offer in accordance with the instructions provided in clause FAR 52.212-1, Instructions to

Offerors, the offeror accedes to the terms of this model contract and all such offers shall be treated equally except for their prices, Small Business Participation Proposals and/or Plans and performance records. Offerors must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. The evaluation process shall proceed as follows:

A. Price Evaluation. Initially, offers will be ranked according to price. An offeror’s proposed prices will be determined by multiplying the quantities identified in the Pricing Schedule by the unit price for each item to confirm the extended amount for each line item. All sub-totals will file://///Periwinkle/SAF_AQC_ORG/AQCP/5640%20-%20AFFARS/AFAC%20Working%20Folders%20--%20PM/far/FAR52.000.doc%23b522121 then be added to confirm the total for the base period. The total price for each option period shall be the same price as the base period for evaluation purposes. The price for the 6-month Option to Extend Services, IAW FAR 52.217-8, shall be evaluated by using half of the price of the 4 th

Option period The Total Evaluated Price shall be the total of the base period plus the four option periods plus the Option to Extend Services. The line item prices may change, increase or decrease, after award based on the addition/removal of fixed-priced items and/or the increase or decrease with the annual EPA as described in Addendum to FAR 52.212-4.

B. Small Business Participation. All Offerors (both large and small businesses) are required to complete a Small Business Participation Proposal. Offerors should propose the level of participation of small businesses (as a small business prime and/or small business service/suppliers) in the performance of the acquisition relative to the objectives/goals set forth in the evaluation of this area. The Small Business Participation Proposal format is designed to streamline and bring uniformity to responses and evaluations for Small Business Participation

IAW FAR 15.304, (Attachment 3, and Small Business Participation Proposal). The Small

Business Participation Proposal format is distinctly different from the Small Business

Subcontracting Plan (required by large businesses only) IAW FAR 52.219-9. All offerors who are small businesses are advised that their own participation as a prime contractor counts toward the percentages set in this evaluation factor and small businesses shall not be required to subcontract to other small businesses in order to achieve the small business participation goals.

Large Businesses may achieve small business participation goals through subcontracting to small businesses. IAW the DoD Source Selection Procedures, the Small Business Participation

Proposal will be rated “Acceptable” or “Unacceptable”. Offerors must submit an acceptable

Small Business Participation Proposal in order to be considered for award.

C. Subcontracting Plan: Separate from the Small Business Participation Proposal; the Small

Business Subcontracting Plan is not a requirement for evaluation, but rather a requirement to award to a Large Business and will be incorporated into any resulting contract. Large Businesses are required to submit a Small Businesses Subcontracting Plan IAW FAR19.704; meeting the requirements of FAR52.219-9 (DEVIATION 2016-O0009) and DFARS 252.219-7003 or

DFARS 252.219-7004 (if the offeror has a comprehensive subcontracting plan) Large businesses with a Commercial Plan, IAW FAR 19.701, may submit their Commercial Plan in lieu of the

Small Business Subcontracting Plan for consideration, but the Subcontracting Plan must be consistent with the Small Businesses Participation Plan in attachment 3. For submission of the

Small Business Subcontracting Plan format, see attachment 4, FAR 19.704 Subcontracting Plan

Requirements and SUBCONTRACTIN PLAN. Large businesses will be evaluated on the amount of small business participation identified in the Small Business Participation Plan.

To demonstrate commitment in using small business concerns, the Small Business

Subcontracting Plan or Subcontracting Participation Plan shall be incorporated in the resulting contract. In accordance with FAR 19.702(a) (1) “If the apparent successful offeror fails to negotiate a subcontracting plan acceptable to the contracting officer within the time limit prescribed by the contracting officer, the offeror will be ineligible for award.”

The Small Business Administration and DoD FY 2017 Subcontracting Goals indicated below are the minimum goal requirements for the Small Business Subcontracting Plan required from Large

Businesses. There are no mandatory goals for the Small Business Participation Plan.

Department of Defense Subcontracting Goals: (based on the total planned subcontracting dollars)

Small Business- 34.00%

SDB- 5%

WOSB- 5%

SDVOSB- 3%

HUB Zone- 3%

IAW with the DoD Source Selection Procedures, the Small Business participation objectives will be rated “Acceptable” or “Unacceptable” according to Table 6. Offerors must submit an

“Acceptable” Small Business Participation Proposal in order to be considered for award.

Note: The system for Award Management (SAM) and SBA Dynamic Small Business Search databases will be viewed to verify the small business category of the proposed small businesses listed in the Small Business Subcontracting Plan. The definition of a small business concern is as set forth in 13 CFR 121.105. The definition of “subcontract” is as set forth in FAR 19.701.

D. Performance Confidence Assessment. The contracting officer will seek recent and relevant performance information on all offers based on (1) the references provided by the offeror and (2) data independently obtained from other government and commercial sources.

E. Relevant performance includes performance of efforts providing management, tools, equipment, and labor, for COCESS that involved similar scope and magnitude of effort and complexity as this solicitation requires. The purpose of the past performance evaluation is to allow the government to assess the offeror’s probability of meeting the solicitation requirements based on the offeror’s demonstrated past performance. The assessment process will result in an overall performance confidence assessment of Substantial Confidence, Satisfactory Confidence, Neutral Confidence, Limited Confidence, or No Confidence as defined in DoD Source Selection

Procedures, Table 5. Past performance regarding predecessor companies, key personnel who have relevant experience, or subcontractors that will perform major or critical aspects of the requirement will not be rated as highly as past performance information for the principal offeror.

Offerors with no recent/relevant performance history or if the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned shall receive the rating of “Neutral Confidence," meaning the rating is treated neither favorably nor unfavorably. The Government shall give greater consideration to offerors whose past performance information rates “Substantial Confidence” or “Satisfactory Confidence” than to those offerors whose past performance information rates “Neutral Confidence.”

F. In evaluating past performance, the government reserves the right to give greater consideration to information on those contracts deemed most relevant to the effort described in this solicitation.

G. If the lowest priced evaluated offer is judged to have a “Substantial Confidence” performance rating, and an Acceptable Small Business Participation Proposal, then that offer represents the file:///C:/JeffreyW.Voudren/AppData/Local/Microsoft/Windows/Temporary%20Internet%20Files/Content.Outlook/LF8798DU/MP5315.3.doc best value for the government and the evaluation process stops at this point. Award shall be made to that offeror without further consideration of any other offers.

H. If the lowest priced offeror is not judged to have a “Substantial Confidence” performance assessment or an unacceptable Small Business Participation Proposal, then the next lowest priced offeror will be evaluated and the process will continue (in order by price) until an offeror is judged to have a “Substantial Confidence” performance assessment and an acceptable Small

Business Participation Plan or until all offerors are evaluated. The Source Selection Authority shall then make an integrated assessment best value award decision.

I. Offerors are cautioned to submit sufficient information and in the format specified in the proposal preparation instructions to permit a meaningful assessment of past performance.

Offerors may be asked to clarify certain aspects of their proposal or respond to adverse past performance information to which the offeror has not previously had an opportunity to respond.

Adverse past performance is defined as past performance information that supports a less than satisfactory rating on any evaluation element or any unfavorable comments received from sources without a formal rating system. Communication conducted to resolve minor or clerical errors will not constitute discussions and the contracting officer reserves the right to award a contract without the opportunity for proposal revision.

J. If, during the evaluation period, it is determined to be in the best interest of the Government to hold discussions, offeror responses to Evaluation Notices (ENs) and the Final Proposal Revision

(FPR) will be considered in making the source selection decision. If the offeror’s proposal has been evaluated as acceptable at the time discussions are closed, any changes or exceptions in the

Final Proposal Revision are subject to evaluation and may introduce risk that the offeror’s proposal be determined unacceptable and ineligible for award.

8. RFP Clause – Commercial Items Addendum to FAR 52.212-4 (RFP pages 53-54)

Pertains to Contractor after award; however highly recommend reading PRIOR to submission of proposal.

1. EPA- Economic Price Adjustment

ECONOMIC PRICE ADJUSTMENT-- BASED ON A MATERIAL INDEX

(IAW FAR 16.203-4(d))

This clause does not apply to Non-price listed items (NPI) or NPI Charges. NPI’s will be paid in accordance with (IAW) the Statement of Work (SOW.)

Upon exercising each option the government will apply a percentage change to all items having an “established price.” This percentage change or economic price adjustment shall be based off the Material Index (MI) as published in the July edition of the Engineering News Record. This index is based on an aggregate of 20 major United States and Canadian cities (2 Canadian

Cities). Each city uses the same formula for computing their individual price increase and then the city indices are combined to give a national index for material cost.

The MI published in Jul 2017 will be the baseline from which the first option period EPA will be calculated. Should the index go down relative to the baseline, a negative adjustment to unit prices will be made. The MI published in Jul 2018 will become the baseline from which the second option period EPA will be calculated, and so on.

Example of Calculation: MI Jul 2017 = 1000 (Baseline)

MI Jul 2018 = 1050

1050-1000 = 50

50/1000 = .05

05 * 100 = 5%

A 5% increase would be applied to all unit prices effective at the beginning of the first Option period. The Jul 2018 (1050) MI then becomes the baseline from which the second option period EPA will be calculated.

9. Exchanges: Clarifications, Communications, Discussions

Government will be very clear which type of exchange is being conducted.

1. Clarifications

- Occur after receipt of proposals

- Limited exchanges to clarify minor points

- Does not result in proposal revision

2. Communications

- Used to determine whether an offeror is to be included in the Competitive Range

- Does not result in proposal revision

3. Discussions

- Held after competitive range determination

- Deficiencies and omissions corrected

- Held to some degree with all offerors in the Competitive Range

- Government will ask for Final Proposal Revisions