PreProposal Conference Slides.ppt

Pre-Proposal Conference

FA4855-10-R-0003

Operation & Maintenance of Wastewater Treatment Plant at Cannon Air Force Base, New Mexico

AGENDA

General Information

The Purpose of this Pre-Proposal Conference is to clarify any questions pertaining to the solicitation

It is not to qualify the terms and conditions of the solicitation!

The terms and conditions remain unchanged unless the solicitation is amended in writing.

If you see any errors or deficiencies in the requirement, please bring them up at the end of this briefing.

Submittal of Proposals

Ensure Proposals Contain the Following Information

PROPOSAL DUE DATE AND TIME

Submittal of Proposals

Mail to: 27 Special Operations Contracting Squadron/AFLT

Allow enough mailing time for receipt of proposals by the Proposal Due Date and Time!

Submittal of Proposals (Continued).

Hand-Carried Proposals: Submit to the same address

Ensure you allow enough time to proceed through the base entrance gate and get to the address identified (in the event of a military exercise or unforeseen delay at the base entrance)!

LATE PROPOSALS WILL NOT BE CONSIDERED!!!!

Contract Award Date

On or Before 28 February 2010

The Government Intends to Award Without Discussions

Performance Start Date: 1 March 2010

Request for Proposal (RFP)

CONTAINS:

Standard Form 1449 Attachment 1 – Performance Work Statement Attachment 2 – DOL Wage Determination Attachment 3 – 52.212-1 Addendum Attachment 4 – 52.212-2 Addendum Attachment 5 – Past and Present Performance References Attachment 6 – Past and Present Performance Questionnaire Attachment 7 – Performance Plan

Standard Form 1449

Coversheet of the Request for Proposal

Price Schedule

Contains the Prices for Services performed in accordance with the Performance Work Statement and all of the terms and conditions of the contract.

Clauses and Provisions

“Contract clause” or “clause” means a term or condition used in contracts or in both solicitations and contracts, and applying after contract award or both before and after award.

“Solicitation provision” or “provision” means a term or condition used only in solicitations and applying only before contract award

Clauses and Provisions (Continued)

Incorporated either by reference or in full text

Clauses and Provisions incorporated by reference contain the full force and effect as if provided in full text

Full text is available on the internet at http://farsite.hill.af.mil/vffar1.htm and http://arnet.gov/far/

If internet is not available, the full text of clauses will be made available upon request

Clauses and Provisions (Continued)

FAR Clause 52.237-1 Site Visit (Apr 1984) Failure to inspect the site shall in no event constitute grounds for a claim after contract award

Proposal Preparation Instructions

Reference Addendum to FAR clause 52.212-1, Instructions to Offerors - Commercial Items

Submit Three Volumes

Submit 3 hard copies, Original plus two (2) paper copies, 2 redacted copy, 1 complete electronic copy, not pdf format

Volume I Technical Data Technical evaluation process will evaluate the offerors qualification for the requirement at Cannon AFB NM, as detailed in the Performance Work Statement (PWS).

The offerors technical information submission will be evaluated as pass/fail. Only those offers determined to be technically acceptable, either initially or as a result of clarifications/discussions, will proceed to the evaluation process or be considered for award.

While acceptable plans will include all of the above, plans must also be both sufficiently detailed and meritorious to warrant an acceptable rating.

Volume II Past Performance Information

Submit a list of all of the offeror’s most RECENT and RELEVANT past performance data on contracts in the area of WWTP services

No more than five (5) recent contracts

RECENT – performed within the last three (3) years

RELEVANT- Contract in which the offeror performs services similar in type, size and complexity to those identified in the Contract

Definitions located in 52.212-2 Addendum

Volume II Past Performance Information

Past Performance Sub-factors

Past Performance information will be evaluated based on the following four sub-factors in descending order of importance

Volume III Price

STANDARD FORM 1449

PRICE SCHEDULE

Insert Proposed Prices, Unit Prices, and Extended Amounts for each contract line item (CLIN), including all option periods

Include the New Mexico Gross Receipts Tax (NMGRT) in your price. Any offer received will be presumed to include the NMGRT in your price. Any request for adjustment in contract price after contract award will not be considered!

Offerors agree to hold the prices in their offer firm for 90 calendar days from the date specified for receipt of offers

REPRESENTATIONS AND CERTIFICATIONS

Complete all required Representations and Certification fill-ins in their entirety

Contractor’s Certification

PROVISIONS WITH FILL INS

Complete all required provisions with fill-ins in their entirety

AMENDMENTS

Submit all amendments to the original solicitation

Must be signed by the same official who signs block 30a of the Standard Form 1449

Evaluation

Reference Addendum to FAR Clause 52.212-2, Evaluation – Commercial Items

This is a competitive, Best Value Performance Price Tradeoff (PPT) source selection

Past Performance and Price will be evaluated using a Performance Price Tradeoff process where the Government will make an integrated past performance/price tradeoff assessment and award to the offeror that is determined to be technically acceptable and the best value

Past Performance is significantly more important than price

The Government reserves the right to award to other than the lowest evaluated price if that offer represents the best value to the Government

TECHNICAL/MANAGEMENT EVALUATIONS

Evaluated on a Pass/Fail

The Government will focus on the following four sub factors in descending order of importance:

Corporate Profile/Statement of Qualifications Draft Quality Control Plan Scheduling Methodologies Mobilization/Transition Plan

PAST PERFORMANCE EVALUATIONS (Continued)

The Government will focus on the following four sub factors in descending order of importance:

Schedule Quality of Service Management Business Relations

PAST PERFORMANCE EVALUATIONS

Evaluation Procedures are outlined in Addendum to FAR Clause 52.212-2, Evaluation – Commercial Items

The Government will evaluate each offeror’s past and present performance information using responses to the past performance questionnaires, references provided by the offeror, and data independently obtained from other Government and commercial sources.

The Government reserves the right to obtain performance information from sources other than those provided by the offeror

The Government will consider the relevancy, how recent, the extent of the past performance, and the size and complexity of the past performance relative to this solicitation requirement.

More recent and relevant past performance information will have a greater impact than less recent and relevant past performance information.

The Government will focus on the following four sub factors in descending order of importance:

SUBFACTOR 1 – Schedule

The Government will evaluate the contractor’s timeliness of completing the contract, task orders, milestones, delivery schedules, and administrative requirements.

SUBFACTOR 2 – Quality of Service

The Government will evaluate the contractor’s level of conformance to contract requirements, specifications, and standards of good workmanship

SUBFACTOR 3 – Management

The Government will evaluate the contractor’s integration and coordination of all activity to execute the contract, especially focusing on management of staffing, equipment, supplies, and records.

SUBFACTOR 4 – Business Relations

The Government will especially focus on the contractor’s communications with the customer, professional working relationship, responsiveness, resolution of customer complaints, and realignment of schedules to meet the customer’s needs

Past performance regarding predecessor companies, key personnel who have relevant experience, or sub-contractors that will perform major or critical aspects of the requirement will be considered as past performance information for the principle offeror

The Government may also consider awards/recognitions in the its evaluation of an offeror’s past performance to help differentiate between two or more offerors or to provide additional guidance in deciding a performance confidence assessment rating if there is a question as to which is most appropriate (e.g. “Substantial Confidence” or “Satisfactory Confidence”)

Each proposal will receive an overall Confidence Assessment Rating based on the offeror’s past and present performance as it relates to the probability of successfully accomplishing the proposed effort.

Offerors with no recent or relevant past performance will receive a rating of Unknown Confidence , meaning the rating is treated neither favorably or unfavorably

If an offeror’s past performance Confidence Assessment Rating, after evaluation of past and present performance information is below Substantial Confidence, the offeror will not be considered for award.

Offerors are cautioned to submit sufficient information and in the format specified in Addendum to FAR 52.212-1, Instruction to Offerors – Commercial Items (Jun 2008).

Offerors are asked to clarify certain aspects of the proposal or respond to adverse past performance information to which the offeror has not had an opportunity to respond. Discussions on past performance do not constitute formal discussions.

Offerors with no recent or relevant past performance will receive a rating of Unknown Confidence , meaning the rating is treated neither favorably or unfavorably

The Government intends to award without discussions with respective offerors

However, the Government reserves the right to conduct discussions if determined in its best interest

If award will be made without discussions, offerors may be given the opportunity to clarify certain aspects of their proposals (e.g. The relevance of an offeror’s past performance or adverse past performance information to which the offeror has not previously had an opportunity to respond) or to minor clerical errors.

PRICE EVALUATIONS

Price will be evaluated to determine the offeror’s understanding of the requirement.

Any inconsistencies (whether real or apparent) must be clearly justified. The burden of proof rests with the offeror.

Price will be evaluated according to the following criteria:

PRICE EVALUATIONS (Continued)

Completeness

Price will be considered complete when the offeror has proposed firm, fixed prices for all CLINS. Offers for partial quantities are not considered.

Reasonableness

Prices will be determined reasonable by competition and balance

Realism

Prices will be evaluated to determine whether they are unrealistically high or low in comparison to the Independent Government Estimate and other offers received.

PRICE EVALUATIONS (Continued)

Offerors are cautioned against submitting a materially unbalanced offer!

The Government will analyze offers to determined whether they are unbalanced with respect to prices or separate line items

Offers that are determined to be materially unbalanced may be rejected.

Attachment 1 Performance Work Statement

Description of Services

General Wastewater Treatment Plant Operations Preventive Maintenance Inspection (PMI) Program Corrective Maintenance Materials Sampling and Laboratory Analysis Sludge and Grit Disposal Documentation

Service Summary

Lists performance objectives and their thresholds

Performance objectives relate directly to mission essential items

Performance thresholds describe the minimum acceptable level of performance

Performance thresholds do not relieve the contractor from performing 100% of the work requirements.

Government Furnished Property and Equipment

Office Space and Storage Appendix B – Facility Description

Utilities and telephone(on-base capability only).

Security Forces and Fire Protection Services

Attachments 2

Department of Labor Wage Determination 2005-2517, Revision 12, dated 9/24/2009

Attachment 3 52.212-1 Addendum - Instructions to Offerors - Commercial Items

Format

Limitations

Instructions

Attachment 4 52.212-2 Addendum - Evaluation of Commercial Items

Evaluation Factors

Confidence Assessment Ratings

Recent/Relevant Ratings

Attachment 5 Past and Present Performance References

At Least Three (3) References

Attachments 6

Past Performance Questionnaires

Offerors shall send out Past Performance Questionnaires to each of the offeror’s past performance reference Point of Contact identified in the Past Performance Information

Ensure at least three (3) references complete the Past Performance Questionnaire

The responsibility to send the Past Performance Questionnaires is solely the responsibility of each offeror-IT SHALL NOT BE DELEGATED TO ANY OTHER ENTITY

Attachment 6

Past Performance Questionnaires (Continued)

Questionnaires shall be completed and sent directly to the Government by the reference completing the questionnaire

Fax or e-mail questionnaires to:

Linda Kyle, 575-784-2880, linda.kyle@cannon.af.mil Beth Knight, 575-784-4312, beth.knight@cannon.af.mil Fax Number: 575-784-1147

Attachment 7

Performance Plan

Part of the solicitation but will not be made part of the resultant contract

Provides contractors on how the Government will conduct its own quality assurance to ensure the services it pays for are received

Provides contractor on how the Government will manage the contract after contract award

QUESTIONS?

Submit all Questions in writing to Linda Kyle & Beth Knight at the end of this conference

Questions may also be e-mailed to the above slide e-mail addresses

Deadline for questions is 22 December 2009 at 9:00 A.M. MST

Answers to questions will be published on FEDBIZOPS at www.fbo.gov

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