MASS_PPC_Brief_-_20131218.pdf

Headquarters Air Combat Command

This Briefing is Classified:

UNCLASSIFIED

Mobile Air Surveillance System (MASS)

Pre-Proposal Conference

Solicitation Number: FA4890-13-R-0007

18 Dec 2013

Government Team

Project Lead (PL)

Program Manager (PM)

Contracting Officer (CO)

Contract Manager (CM)

Ms. Tiffany Bray, AMIC/DRXA

Mr. David Coburn, AMIC/PSU

Capt Alfred “Trey” Fryman III, AMIC/PKC

Mr. John Bonafede, AMIC/PKC

Requirement Owner

Civil Engineering

Civil Engineering

Comm/Electronics

Logistics

Logistics

Quality Assurance

Quality Assurance

Mr. Wayne Deviley, ACC/A3O

Ms. Pam Lane, AMIC/PCE

Mr. Mike Miller, AMIC/PCE

MSgt David Caturla, AMIC/PSC

MSgt Johnny Fernandez, AMIC/PLG

TSgt Nicole Brown, AMIC/PLG

Mr. Steve Decker, AMIC/DRQ

MSgt Tom DesLauriers, AMIC/DRQ

• To familiarize contractors with Government’s requirement

• Review Request for Proposal (RFP)

• Clarify Requirements

• Answer Advance Questions

• Invite Additional Questions (in writing)

Purpose

• Contracting office (ACC AMIC/PKC) is the POC for all information

• Any remarks, explanations, or answers to questions at this conference shall not qualify the terms of the solicitation

• Terms of the solicitation and PWS remain unchanged unless the solicitation is formally amended in writing and issued by the CO

• Questions must be written to receive an official Government response

• Final RFP issued 12 Dec, 2013

• Proposals due NLT 1600 hrs on 17 Jan, 2014

• Conference minutes and questions will be posted on FEDBIZOPS (http://www.fedbizopps.gov/)

Rules of Engagement

Agenda

• Program Overview

• Requirement Overview

• MASS Site Locations

• Summary of PWS Changes

• Summary of Incentive Fee Plan Changes

• Request For Proposal Overview

• Key Contractual Aspects

• Funding

• CLIN Structure

• Notional Milestones

• Evaluation Criteria

• Source Selection Procedures

• Important Information

• Question and Answer Session

PROGRAM OVERVIEW

Mr. David Coburn, GS-13

MASS Program Manager

HQ ACC AMIC/PSU

Requirement Overview

• Program Management

• Program Management Office (PMO) in CONUS available to respond to government inquiries 24/7

• Management Information System (MIS)

• Secure, web-based

• Maintain document repository, including configuration control documents (as-built drawings, Communications-Computer

Systems Installation Records [CSIRs])

• Computerized Maintenance Management System

• Material Management Accounting System

• Program Management Information System

• Document Management Information System

• Warranty Management Information System

• Warehouse facility in CONUS

• Program Management (cont)

• Qualified work force

• Radar, communications systems, power production

• Key personnel: PMO, Security Coordinator, site managers, rapid response technicians

• Foreign travel – clearance, Synchronized Pre-Deployment and

Operational Tracker (SPOT) registration

• Special reports

• Future requirements

• Special Projects – not covered by specific CLIN, but within general PWS requirements

• Site additions, transfers, closures

• Partner Nation Training

• Sustainment and integration

• Operations and Maintenance (O&M)

• General Maintenance

• Maintenance Control Plan

• Communications-Electronics (C&E)

• Comm circuits – 99.50% operational reliability

• O&M of satellite communication (SATCOM) sites in Key West, FL; Bogota, Colombia; and Davis-Monthan AFB, AZ

• O&M of Tactical Data Information Link (TADIL) equipment at

Cerro Azul, Costa Rica and Tres Esquinas, Colombia

• Emergency SATCOM cutovers

• Daily Status Reports

• Site Logs and Trip Reports

• Operations and Maintenance (O&M) (cont)

• Civil Engineer

• Preventive Maintenance and Corrective Maintenance of real property (RP), real property installed equipment (RPIE), and real property similar equipment (RPSE) for facilities listed in

App J

• Annual facilities report

• Environmental Safety and Health Program (EPP/S&HP)

• Mission Support

• Logistics

• Supply Chain Management

• Depot Support

• Additional Support

• Transportation

• Freight movement – Colombian Air Force (FAC), commercial, charter

• Customs – International Traffic in Arms Regulations (ITAR)

• Measurement and Analysis

• Maintenance Analysis and Reverse Engineering

• Security

• Security Coordinator

• Security Plans – Host Nation (HN) and US security policies and procedures

• Technical Support to FAC

• Warehouse/Repair Facility in Bogota

• Configuration control

• Emergency technical response

• Routine site visits

• Pre-site visit plan

• Trip report

• Training assistance

• Airlift support

• Armored vehicles

INTELSAT

CERRO

Azul

SAN

ANDRES

SAN JOSE

MARANDUA

CERRO

MACO

RIOHACHA

SANTA

ANA

TRES ESQUINAS

BOGOTA

JIATF-S – Key West, FL

MASS Radar Site

PN Integrated Radar

SATCOM Site

Feed to JIATF-S

Feed to Satellite

MASS Site Locations

CERRO

VERDE

TADIL Site

Peru Mobile Radar

CURACAO

Leticia

Dominican

Republic

Jamaica

Key West

SAN JOSE

Panama

Davis-Monthan AFB

Summary of PWS Changes

Summary of changes in PWS since Industry Day (12 July 13):

• Par 2.1.1.7 – Eliminated requirement for minimum 1-year warranty except for CE corrective maintenance projects; added to CE section, par 3.3.5.3

• Par 2.1.1.8.7 – Added configuration management repository requirement as part of MIS

• Par 2.1.2 – Changed requirement for 200% task coverage at contract start to 100% task coverage at contract start and 200% task coverage at 90 days after contract start

• Par 2.1.2.2 – Clarified that only management personnel within PMO are required to be designated as key personnel

• Par 2.1.2.2.4 – Eliminated requirement for US citizen on standby during non-duty hours at Bogota Host Nation Control Center

Summary of PWS Changes (cont)

• Par 2.1.7 – Added drug testing requirement

• Table 1 – Changed thresholds for PM approval for most categories;

changed threshold for depot repairs to > $150K for CO approval;

added Test, Measurement & Diagnostic Equipment (TMDE), Prime Mission Equipment (PME), and consumables to table

• Par 2.3.2 – Significantly lowered number of potential site additions (2 SATCOM sites, 10 radar integrations, 1 TADIL site, 1 JIATF-S communications site, 1 deployed radar site)

• Par 3.3.7 – Changed reference for sites requiring annual facility inspection from App A to App J

• Par 4.1.1 – Dropped requirement to maintain 90% asset issue effectiveness

• Par 4.1.1.1.1 – Changed requirement for a fully operational depot repair program from 30 days after contract start to fully operational at contract start

• Par 4.1.1.1.3 – Added requirement to attempt depot repairs at

CONUS in-house prior to sending to external depot

• Par 4.1.1.3 – Added requirement to use GSA Advantage as first source for all commercial CR procurements, when available

• Throughout supply section – Changed many references from AFMAN 23-110 to AFMAN 23-122

• Par 4.1.2.7 – Added requirement to sustain one TPS-70 radar system at the CONUS depot repair facility with option to sustain a second system

• Par 4.2.3.3 - 4.2.3.4 – Clarified that vehicle inspections and reports are only for government furnished vehicles

• Par 4.2.5 – Added requirement to provide a cargo movement report

• Par 4.2.5.2 – Added requirement to provide government means to monitor shipments through MIS

• Par 4.2.6.3.2 – Added requirement to apply for licenses within 30 days after contract award and changed requirement to have licenses within 90 days after contract start to within 60 days after contract start; also added qualification that licenses could be delayed for reasons beyond contractor’s control

• Section C, Par 2.2.3.1 – Changed reference for maintenance management data format and sample data from App S to App G

• Section B, Service Summary Table – Updated service summary items and realigned the table throughout

• Section E – Updated Appendix listing; deleted App S (Historical Data); added some new ones (Publications and Forms [F], Level of Effort Data [G&H], Incentive Plan [Q]) and changed designation for Transition from App F to App T

Summary of Incentive Plan Changes

Summary of changes since latest draft version (30 Sep 13):

• Par 3.3 – Added paragraph to describe the philosophy behind the Quality Assessment: Quality Control program that exceeds minimum requirements and expectations

• Par 3.3.1 – Added definition for minor non-conformances

• Par 3.3.2 – Changed monthly Quality point assignment to:

• -1 point for one or more major non-conformances as denoted in a corrective action report (CAR)

• 0 points for one or more second notices, but no major non-conformances (CAR)

• 1 point for no second notices, no major non-conformances

(CAR)

• Par 3.4.1 – Replaced Quality Assurance Manager (QAM) with the FAC to complete customer service survey (added FAC survey as attachment 3)

Summary of Incentive Plan Changes

(Cont)

• Par 4.1 – Clarified that parts repaired on-site or at the repair facility in Colombia are not to be included in the CI calculations; also removed statement that the target fee will be zero

RFP OVERVIEW

Capt Trey Fryman

Contracting Officer

HQ ACC AMIC/PKC

Key Contractual Aspects

• Re-compete acquisition

• 100% small business set-aside

• Contract Type

– Single Award

– Firm-Fixed Price (FFP)

– Cost Reimbursable (CR) line items

– Incentive Fee

– Non-personal services

Funding

• The authority for the obligation of funds is FAR Clause

52.232-18, Availability of Funds

• Incremental funding may be required due to budget constraints. The authority for incremental funding is DFARS 252.232-7007, Limitation of Government's Obligation

• FY14 Phase-In (1 – 30 Sep 14)

• Base Period FY15 (1 Oct 14 – 30 Sep 15)

• FY16-19 – Option Years

• FY 20 – 6-month Optional Extension (Priced)

CLIN Structure

CLIN # TITLE DESCRIPTION

X001 CONUS Support

Program Management Office, CONUS

Warehouse, Key West and D-M SATCOM

Terminals

X002 OCONUS Support – Colombia Support to Colombian Air Force (FAC)

X003 OCONUS Support – Costa Rica Support to Costa Rica sites

X004 OCONUS Support – Dom. Rep. Support to Dominican Republic sites

X005 OCONUS Support – Jamaica Support to Jamaica sites

X006 OCONUS Support – Panama Support to Panama sites

X007 Negotiated FFP Special Projects Work negotiated as FFP IAW PWS

X008 Special Projects & Travel CR Travel, Labor, and Projects (Fixed Fee)

X009 Other Direct Costs CR Parts and Supplies (Handling Rate)

X010 Incentive Fee IAW Appendix Q

0011 Transition Transition Services

Note: CLINs are FFP unless noted otherwise

CLIN Structure (cont)

CLIN # Qty TITLE DESCRIPTION

X012 2 O&M of Additional SATCOM Sites Reserves CLIN for optional SATCOM sites TBD as noted in the PWS

X013 10 O&M of Partner Nation (PN) radar integrations

Reserves CLIN for optional PN radar integrations. TBD as noted in the PWS

X014 1 O&M of Additional TADIL site Reserves CLIN for optional TADIL site

TBD as noted in the PWS

X015 1 Deployment and O&M of Radar Site Reserves CLIN for optional radar site

TBD as noted in the PWS

Note: CLINs are FFP unless noted otherwise

• Optional CLINS for Potential Program Growth Areas

• Pre-priced based on a representative site

Notional Milestones

Milestones Date

Final RFP Issued 12 Dec13

Pre-Proposal Conference 18 Dec 13

RFP Questions Cutoff 10 Jan 14

Proposals Due 17 Jan 14

IEB to SSA

Pre-FPRB to SSA

SSDB to SSA

FPRs Due

Contract Award 1 Aug14

Transition Start 1 Sep 14

Performance Start 1 Oct 14

Source Selection Procedures

Lowest Price Technically Acceptable (LPTA)

• Source selection will be conducted using the LPTA source selection process IAW DoD Source Selection Guide (1 Jul 11) and AFFARS MP 5315.3 (27 Mar 13)

• Award will be made to the offeror(s) who is deemed responsible in accordance with FAR part 9, whose proposal conforms to the solicitation requirements, is the lowest evaluated price with an “Acceptable” rating in all technical subfactors and past performance

• FACTORS –

• FACTOR 1 – Technical

• FACTOR 2 – Past Performance

• FACTOR 3 – Price

Evaluation Criteria

FACTOR 1 – Technical

• Subfactor A: Program Management

• Aspect 1: Management and Integration

• Aspect 2: Human Resources

• Aspect 3: Quality Management System

• Subfactor B: Logistics

• Aspect 1: Depot Repair Functions

• Aspect 2: Diminishing Manufacture Sources

• Aspect 3: Required Licenses and Regulations

• Subfactor C: Transition

• Aspect 1: Key Milestones

• Aspect 2: Organizational Structure

• Aspect 3: Qualified Workforce

Evaluation Criteria

FACTOR 2 – Past Performance

• Past performance will be assigned a rating of "Acceptable" or "Unacceptable“

• Recency (3yrs, minimum of 12 months performance)

• Relevancy (only rated on recent references)

• Relevant - Past performance effort involving operations and/or maintenance services and technical services similar to the size, scope and complexity of the MASS program

• Not Relevant - No experience with any of the above

• Quality of performance (only evaluated on recent references)

FACTOR 3 – Price

• Price/cost will be evaluated using techniques established in FAR 15.404-1 to ensure the Government receives a fair, reasonable, and balanced price

• Review proposal against subfactor criteria in RFP to assess whether proposed approach meets technical requirements:

Meets … Evaluation Criteria (PWS)

Does Not Meet

• Document individual evaluation assessments

Why proposal meets or does not meet

• Assign Acceptable / Unacceptable Rating to Subfactor

Any subfactor rated Unacceptable will result in an overall

Unacceptable rating at the Factor level

Proposals that exceed the evaluation criteria will not receive higher ratings

Technical Evaluation Process

Subfactor Rating Description

Acceptable Proposal clearly meets the minimum requirements of the solicitation.

Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation.

DoD Source Selection Procedures, Table A-1

Technical Evaluation Ratings

Obtain Past Performance Information on Each Offeror and Determine Recency

Determine Relevancy for Each Recent Contract

Review PPI Quality for Each Recent & Relevant Contract

Assign Offeror’s PAST PERFORMANCE FACTOR

Acceptable/Unacceptable Rating

Past Performance Rating Process

Rating Description

Acceptable Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown. (See note below.)

Unacceptable Based on the offeror’s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “acceptable”.

Past Performance Ratings

• Price reasonableness will be determined based on a comparison of each offeror’s total overall evaluated price

• Conduct Cost/Price Analysis – determine fair and reasonable

Fair and reasonable is normally established by Adequate Price

Competition which is the FAR preferred technique and is when:

Two or more responsible offerors, competing independently;

Submit priced offers that satisfy gov’t expressed requirement;

Award made to offeror whose proposal represent best value (LPTA);

and

No finding that price of successful offeror is unreasonable

• Determine if prices are balanced

Exists when price of one or more CLINs is significantly overstated

(despite acceptable total evaluated price)

Mathematically unbalanced – offer is based on nominal prices for some work and enhanced prices for other work

Price Evaluation Process

Important Information

• RFP requirements

• Pricing Table

• Reps & Certs

• Fill-in clauses

• L-9.1.1 Labor Rates:

• Both Fully burdened rate and hourly rate

ADVANCE QUESTIONS

Source Selection Sensitive – See FAR 3.104

Advance Questions

1. Where are the workload estimates and the historical data that was said to be provided in November’s Q&A.

a) Where is the location of this information if placed in a share drive somewhere?

2. What are the current specific databases and format used for PM systems to determine appropriate solution? We never received answer to include in our solution (Question 15 – December 9, 2013)

3. Per Appendix C, the contractor is required to price there are some inconsistencies to meet that requirement:

a) There is no info to price.

b) Personnel requirement (only shows Pm and Asst PM)

i. Generic CLINs

ii. No information in 09 1.1.1

iii. The requirements appear to be inconsistent

4. Where is the public information identifying ODCs

5. What are reimbursables

6. Are the following reimbursable

a) Foreign Taxes (which countries should we use to price)

b) Setting up all new contracts

c) Deposit fees etc

d) ITAR licencse (ODCs)

e) Training

i. Are employees required to attend CRC training (Who pays )

ii. Government provided training (Info Assurance, TIP)

iii. Are these are required to be on government domain

iv. Can trainers be foreign nationals

f) Travel

i. Since travel is in FFP, are we supposed to use the amount in proposal with expected government support if cost goes over $150K

g) Medical costs (transition of new personnel)

h) Frequency Clearances (who is paying for it)

i. Are we pricing?

ii. Are there not government people currently doing this?

i) CE type functions

i. Ex. Invoice from electricity going to US government or to contractor

ii. Is there an easy line of delineation of where the costs start and stop regarding facilities and who pays (Governement/Contractor)

j) What is the current run rate of the current contract

k) How many email, telephony, and data users per site

l) What is the minimum manning requirements for “the” 24/7 site

m) Please provide “What foreign Taxes need to be included in the price”

Are there any special foreign taxes or duties the need to be added to the price? Specific examples

n) FAR 52.225-2 Buy American Act Certificate –Will we be purchasing any non-US items? How do you know what to price in the will we be able to comply?

o) Do any of the foreign governments control wage rates or material prices in any of the locations?

p) Appendix E, “The contractors minimum education and experience requirements, submitted as part of the proposal, will be incorporated here as Appendix E.” Does not specify Minimum Education and

Experience Requirements. Indicate security clearance requirements and “Section L9.1.1.1.

q) Since we are determining our own FTE solutions? Are we to develop our own minimum requirements per labor category

Question and Answer Session