Grounds_Maintenance_Service_PQC_-_revised.pptx

Grounds Maintenance Service Pre-Quotation conference/Site Visit

FA4621-19-Q-A007

Grounds Maintenance Svc

This conference facilitates the prudent exchange of information between the Government and prospective vendors. Any questions or concerns that may be discussed at this time are specifically non-binding as only the Contracting Officer can enter into obligations on behalf of the US Government. If you have any questions concerning this notice, please feel free to ask the contract administrator.

Overview Identify Key Personnel & Their Responsibilities Define the Requirements Detail Unique Gov’t Considerations Explain Quotation Requirements Discuss Amendments Invite Questions & Answers Conduct Site Visit

Identify Key Personnel & Their Responsibilities Contracting Officer (CO) – The only person who can bind the Government Contract Administrator (CA) – CO’s assistant Contracting Officer’s Representative (COR) – Technical Expert/Quality Assurance Quality Assurance Program Coordinator (QAPC) – Quality Program Overseer

Define the Requirements Solicitation Package SF 1449/Bid Schedule/Clauses/Provisions Attachment 1 – Grounds Mx Services PWS Attachment 2 – Grounds Mx Services Price List Attachment 3 – WD 2015-5341 (Rev. 10) dated 26 Dec 2018 Attachment 4 – Past Performance Questionnaire

All of these attachments will be covered in greater detail after the slides.

SF 1449/Bid Schedule/Clauses/Provisions NAICS Code: 561730, Landscaping Services 100% set-aside for 8(a) competitive No more than $7.5M in Annual Revenue Previous contract last option year valued at approximately $858,894.46. (Caveat – slightly different scope) New contract starts 1 April 2019 PoP – Base Year 1 April 2019 to 31 March 2020 and may include up to four optional periods of performance for 1 year each

- Fill out block 12 & 17a on SF 1449

- The scope has slightly changed (i.e. vegetation beds, pruning shrubs on DV route, not policing all grounds – just every 2 weeks along the fenceline)

Defining the Requirements (Cont’d) Type of Contract – FFP/Requirement FFP contract, however, contains limited requirement line items FFP and Requirements Price List CLINS Ordering:

Two CLINS:

X001: Grounds Maintenance Services (BASE) Contains both FFP and Requirements X002: Grounds Maintenance Services (Medical Treatment Facility)(MTF) Contains both FFP and Requirements Statement of Equivalent Federal Rates Insurance Requirements

Requirement vs. Non-Requirements This is a hybrid FFP/requirements-type contract. On the price list, CLINS marked with “*” are FFP. CLINS marked with “**” are Requirements. The Requirements are for pruning and emergency work/maintenance needed.

Statement of Equivalent Rates We include a clause, 52.222-42, Statement of Equivalent Rates for Federal Hires, which is given to the contractor as a tool to show what the Government would be paying for certain classifications of workers. It’s NOT a wage determination.

Ordering Only requirements CLINS are ordered via work order. Government maintains the unilateral right to order off of the contract as long as it’s within the ordering period and as long as it doesn’t exceed the order limitations. (i.e. the max awarded quantity) There are two separate CLINS. One is for base and the other is for the medical treatment facility.

Defining the Requirements (Cont’d) Wage Determination Limitations in Subcontracting (FAR 52.219-14) Cannot pay more than 50% of the contract amount to subcontractors that are not similarly situated Government Furnished Property (GFP) Mission Essential Services Limited to snow and Ice Removal Operations Key Work Required by PWS CLINS relate to PWS/Price List

Limitation in Subcontracting (FAR 52.219-14) Contractor will not pay more than 50% of the contract amount to the subcontractors that are not similarly situated entities GFP – Limited (PWS) Discussed when we get to the Attachment 1 – Grounds Mx Services PWS.

Mission Essential Services (PWS) Government has determined that Snow and Ice Removal are mission essential services Must Submit MISSION ESSENTIAL CONTRACTOR SERVICES PLAN Contractor will be provided access to base to perform Snow and Ice Removal, during periods where the Force Protection Condition is Charlie/Delta Key work Required by PWS Discussed when we get to the Attachment 1 – Grounds Mx Services PWS.

CLINS/SLINS Relate to PWS/Bid Schedule/Price List Discussed when we get to the Attachment 2 – Price List.

Defining the Requirements (Cont’d) Functional Inspection/Quality Assurance Monthly COR Evaluation Summary Report CPARS – Annual Performance Report Security – CVAR Hazardous Materials & Environmental 252.232-7007 Limitations of Government’s Obligation FFP contract line items are incrementally funded Funds are allotted in accordance with the schedule Requirements scope is based on new AF standards Seasonal maintenance, emergency pruning, emergency tree/stump removal, and DV route shrub pruning

Functional Inspection/Quality Assurance (PWS) The Contractor is responsible to provide their own quality assurance program. The Government will surveil you to make sure that you’re performing within the performance thresholds stated in the Service Summary. The COR will perform inspections to see how the contractor is performing in all areas of the contract. We don’t expect the contractor to be perfect, but if the contractor DOES provide unacceptable service, we’ll have you re-perform it. That’s our preferred method. For example if an Improved Grounds area is exceeding the standard, you will be asked to re-accomplish the work to the standard.

Monthly COR Evaluation Summary Report (PWS) We document how the contractor is performing is through COR Monthly Reports. Each month we will evaluate the contractor on how they performed in four areas: Quality of Service, Schedule, Business Relations, and Management of Key Personnel. Additionally, we determine if the contractor has been performing acceptably or unacceptably in the areas described in the Services Summary. COR FAC CA Contractor CO QAPC CPARS – Annual Performance Report Completed on the anniversary of the contract. Initiated by the COR.

Security (PWS) Contract employees will be required to get background checks Contractor Vendor Access Request (CVAR) Employees will need to be registered through E-Verify and assigned a Verification number.

Hazardous Materials & Environmental The Air Force is moving heavily toward being more “Green”. They are promoting the use of recycled and recovered products. They are becoming more stringent on the contractor requirements as well.

Unique Considerations Due to OPSEC/force protection reason, maps have been removed. Vendors will be allowed to view maps, but maps will not be handed out. We will disclose maps at award.

SAM (System for Award Management) includes FAPIIS (Federal Awardee Performance and Integrity Information System) information Wide Area Work Flow (WAWF) Anti-Terrorism

Quotation Requirements Quotation Preparations/Instructions Quotations are due to this office NLT 4:00 PM CST on 14 March 2019 Late Quotations Quotation Evaluation Criteria (in no particular order) Best value interchange Price Past performance Technical Mission essential plan RFQ IAW Simplified acquisition procedures under FAR Part 13; not FAR 15.3 source selection procedures

Quotation Requirements (Cont’d) Amendments

ONLY AN AMENDMENT POSTED TO FBO CHANGES THE SOLICITATION

Acknowledgement procedures

Clauses to Note 52.212-1: Instructions to Offerors – Commercial Items 52.212-4: Contract Terms and Conditions – Commercial Items 52.222-41: Service Contract Act – Payroll Records, Wages/Fringe Benefits/Safety/WD Rates 52.222-43: Fair Labor Standards Act and Service Contract Act – Price Adjustment 52.228-5: Insurance – Work on a Government Installation 52.232-18: Availability of Funds 52.232-33: Payment by Electronic Funds Transfer – System for Award Management 252.201.7000: Contracting Officer’s Representative

Clauses to Note (Cont’d) 252.232-7003: Electronic Submission of Payment Requests and Receiving Reports 252.243-7002: Requests for Equitable Adjustment 52.212-2 – Evaluation – Commercial Items 52.212-2 Addendum 52.212-3 – Offerors Representations and Certifications – Commercial Items 52.212-5 – Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items 52.216-1 – Type of Contract

Clauses to Note (Cont’d) 52.216-19 – Order Limitations 52.216-21 – Requirements 52.217-9 – Option to Extend the Term of the Contract 52.222-42 – Statement of Equivalent Rates for Federal Hires 252.232-7007 – Limitation of Government’s Obligation 252.237-7023 – Continuation of Essential Contractor Services 252-237-7024 – Notice of Continuation of Essential Contractor Services

Document/Attachment Review SF 1449/Bid Schedule/Clauses/Provisions Attachment 1 – Grounds Mx Services PWS Attachment 2 – Grounds Mx Services Price List Attachment 3 – WD 2015-5341 (Rev. 10) dated 26 Dec 2018 Attachment 4 – Past Performance Questionnaire

SF 1449 – Discuss notable blocks (i.e. 12, 17a etc.) due date, set aside, NAICS, Size Standard, Bid schedule

PWS – Discuss all pertinent points

Price List – Discuss which blocks to put in…explain formulas already in place…point out items that are FFP and items that are requirement

Questions?

Review questions & answers received thus far, as of the Pre-Quotation Conference Meeting.

Additional Questions Due to this office:

NLT 4:30 PM CST, Thursday, 7 March, 2019

Site visit to be conducted after Q&A

Conclusion Quotation conference meeting minutes along with questions/answers will be posted at the FBO website.

Quotations are due: NLT 4:00 PM CST, Thursday, 14 March 2019