AFEC_PMEL_Pre-Proposal_Conference_Brief.pdf

Headquarters Air Combat Command

This Briefing is Classified:

UNCLASSIFIED

Air Force Enterprise Contracted (AFEC)

Measurement Equipment Laboratory (PMEL)

Pre-Proposal Conference

Solicitation Number: FA4890-13-R-0111

09 July 2013

• TO FAMILIARIZE CONTRACTORS WITH THE

GOVERNMENT’S REQUIREMENT

• Clarify Requirements

• Answer Advance Questions

• Invite Additional Questions (in writing)

• Review RFP

PURPOSE

INTRODUCTIONS

Mr. Ed Lewis

ACC AMIC/PMS Division Chief

Mr. Steve Lahr

ACC AMIC/PMSP Program Manager

LaGail Lowe

Acquisition Project Manager

Christin Lockhart

ACC AMIC/PKB Division Chief

Contracting Officer

Capt Steven Fletcher

ACC AMIC/PKB Contracting Officer

RULES OF ENGAGEMENT

• Contracting office (ACC AMIC/PKB) 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 contracting officer.

• Questions must be written to be addressed in the minutes.

Agenda

• Program Overview

Mr. Steve Lahr

PMEL Program Manager

HQ ACC AMIC/PMSP

• Request For Proposal (RFP) Overview

Capt Steven Fletcher

Contracting Officer

HQ ACC AMIC/PKB

• Site Visit Information

• Question and Answer Session

PROGRAM OVERVIEW

PMEL Program Manager

HQ ACC AMIC/PMSP

Program Overview

• Procurement / Description

• PMEL Site Locations

• Summary of PWS Changes Since Draft PWS

• Summary of Incentive Fee Plan Changes Since Draft Plan

PROCUREMENT / DESCRIPTION

• Contract Requirement:

The contractor shall provide management, supervision, personnel, equipment, tools, materials and other items necessary to perform equipment calibrations by professional and technical metrologists to ensure traceability, accuracy, reliability and safety of systems, subsystems and equipment.

PROCUREMENT / DESCRIPTION

• Provide workload support for previously identified contracted locations

• Current projections are approximately 250,000 actions

CONUS and another 27,000 OCONUS

• Responsible for work in the following technical areas:

advanced electrical, electronics, electromechanical, mechanical, physics, optics and thermal principles

• Responsible for the operating principles of complex and intricate Test, Measurement, and Diagnostic

Equipment (TMDE) and usage of laboratory standards

Fairchild

Malmstrom Minot

Grand Forks

New Boston

Dover

Andrews

Robins

Moody

Cape Canaveral

Patrick

MacDill

Tyndall

Gunter Columbus

Barksdale

Scott Whiteman

Wright-Patterson

Arnold

Dyess

Sheppard

Cannon

Vandenberg

Beale FE Warren

Ellsworth

Hill Offutt

Peterson

Tinker

Vance

McConnell

CONUS Contracted PMELs

Eielson

Elmendorf

Feltwell

OCONUS Contracted PMELs

Thule

Anderson

SUMMARY OF PWS CHANGES

Summary of changes in RFP, posted 28 Jun, from Draft RFP posted 10 May:

• Incentive Fee Plan finalized

• Appendix “G” was updated to reflect current workload from each of the locations

• Throughout PWS updated AFI/TO references

• PWS, Section A, para 2.1.2.1.1, updated verbiage to further explain metrics required, i.e. “metrics used to track performance trends for key processes and outcomes of PMELs operated.”

• PWS, Section A, para 2.1.3, further differentiated when travel would be considered as reimbursable

SUMMARY OF PWS CHANGES

(continued)

• PWS, Section A, para 6.2.4.2, specified that IUID input requirements for new equipment is only for “contractor-purchased”

• PWS, Section C, para 2.4.1, added statement, “The contractor shall ensure all tools are marked, identified, and controlled in the TAS program within 120-calendar days of contract start or within 120-calendar days after the Government provides the HW/SW.”

• PWS, Section D, para 9.1.6, added statement, “and access into restricted areas” for government furnished vehicle use

SUMMARY OF IFP CHANGES

Summary of changes in RFP, posted 28 Jun, from Draft RFP posted 10 May:

Performance Incentive changes

• Quality Criteria annual points available changed from 36 to 24 per base

• AFMETCAL Certification is zero for certification (contract requirement) and negative points for not being certified for areas within the contractor’s control

• Future changes will be required based on upcoming changes to the AFMETCAL assessment process changing in Oct 14

(continued)

Schedule Incentive changes

• Turnaround Time incentive updated

• Points earned when 92% of total monthly production meets a percentage of the TAT requirement

• .5 points at 93% of TAT requirement (13 days on 14 day TAT)

• 1 point at 78.57% of TAT requirement (11 days on 14 day TAT)

(continued)

Customer Satisfaction Survey Factor changes

• Using survey bands to determine final incentive earned

• 95-100% earns 100% of fee earned through the other criteria, 90- 95% earns 95%, 85-90% earns 90%, etc.

• Ratings below 70% in customer satisfaction will result in zero fee earned

Examples of calculations provided throughout plan

RFP OVERVIEW

Capt Steven Fletcher

Contracting Officer

HQ ACC AMIC/PKB

RFP Overview

• Program Review

• Procurement History/Data

• Funding

• Contract Structure

• Contract Milestones

• Evaluation and Award Criteria

• Quality Assurance

PROGRAM REVIEW

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

• Questions during this conference must be in writing

• Final RFP issued June 26, 2013

• Proposals due NLT 1630 hrs on July 29, 2013

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

PROCUREMENT HISTORY/DATA

• New acquisition – not a re-compete

• 100% small business set-aside

• Contract Type

– Multiple Award ID/IQ

– Firm-Fixed Price

– Cost Reimbursable

– 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 sequestration. The authority for incremental funding is

DFARS 252.232-7001, Limitation of Government's

Obligation.

• FY14 Phase-In (15 Feb 14 – 31 Mar 14)

• Base Period FY14 – 6 Months (1 Apr 14 – 30 Sep 14)

• FY15-18 – Option Years

CONTRACT STRUCTURE

• Multiple Award ID/IQ Structure

• Multi-year ID/IQ (6 month base + 4 option years)

• Multi-year Task Orders (1 year base + 4 option years) –

5 year period of performance

• Utilize combination of FFP, CR and Incentive Fee line items

• Two of the ID/IQ awards will go to an 8(a) certified business

• Multiple Award ID/IQ Ordering

• Estimated six awards released at the ID/IQ level

• Centralized ordering within AMIC

• Anticipate 10 - 15 Task Orders issued during the ID/IQ ordering period

• Minimum order guaranteed at release of first series of

Task Orders

CONTRACT STRUCTURE POINTS

OF TOPIC

ID/IQ Contract Ordering Period:

• Projected Award: 31 Jan 14

• Ordering Period: 31 Jan 14 – 30 Sep 18

Task Orders:

• Period of Performance

• Five year maximum (base year plus four one-year options)

• Six-month minimum

• Award of one or more task orders will be issued upon release of the

ID/IQ

• Task orders may be competed and awarded up to 30 Sep 18

• No delivery/performance past 30 Sep 23

CONTRACTING ASPECTS:

MILESTONE TIMELINE

• Proposals Due 29 Jul 13

• Anticipated Award 31 Jan 14

NOTE: In regards to all the applicable CBAs, please pay particular attention to the Arnold AFB, TN CBA.

Special employee compensation packages may apply

(i.e. defined benefit plan).

EVALUATION AND AWARD

CRITERIA

LOWEST PRICE TECHNICALLY ACCEPTABLE

• Source selection will be conducted using the Lowest Price Technically Acceptable (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 Federal Acquisition Regulation (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 (Acceptable/Unacceptable)

• FACTOR 2 – Past Performance (Acceptable/Unacceptable)

• FACTOR 3 – Price

CRITERIA Cont.

FACTOR 1 – Technical

• Part A – ID/IQ Subfactors

• Subfactor A: Program Management

• Management and Integration

• Human Resources

• Subfactor B: Quality Management

• Quality Management System

• Management Information Data Storage system

• Part B – Task Order Subfactors

• Subfactor A: PMEL Manning

• Subfactor B: Transition

CRITERIA Cont.

FACTOR 2 – Past Performance

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

• Recency (3yrs)

• Relevancy (only rated on recent references)

• Quality of performance (only rated on recent references)

• Unacceptable past performance

• No reasonable expectation that the offeror will be able to successfully perform the required effort

FACTOR 3 – Price

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

• Price analysis IAW FAR 15.404

QUALITY ASSURANCE

• Contracting Officer Representative (COR) appointments will be provided to the awarded contractor in writing

Site Visit Information

Program Manager

HQ ACC AMIC/PMSP

SITE VISIT INFORMATION

Thursday, 11 July, meet between 7:15 and 7:40 at WPAFB Area A Pass and Registration Center, Bldg 286 (near gate 12A, off SR 844)

• PMEL may be conducting normal operations during visit

• Questions shall be directed to Government PM & CO and kept to a minimum while in the facility…A separate Q&A session will be provided in Building 1, 11-1:30…directions will be provided at

PMEL

• Only written questions will have official answers posted to

FedBizOpps

• Do not separate from the group without a Government escort

• Do not interfere with or solicit information from site personnel during visit

• No Cameras permitted

• Cell phones limited, no pictures permitted

SITE VISIT INFORMATION

Visitor Center

ADVANCE QUESTIONS

Source Selection Sensitive – See FAR 3.104

ADVANCE QUESTIONS

1. For installations with contractor/Government combined workforce labs (i.e., Warner Robins, Hill, Tinker, etc.), is the workload data provided for the joint effort or the contractor effort only?

2. Should we assume that the Civil Service FTEs at labs will remain the same and are not to be part of the costing?

3. What is the historical data for actual mileage the TFCU and on-site calibration support?

4. Are Patrick and Cape Canaveral operated as one site or separate sites?

5. Will the Depot IIA PMELs be converted to PAMS MIS prior to issuing their task orders?

6. Appendixes F, J, K, and L were not provided, but are referenced in the RFP and/or PWS. Will these be provided

Question and Answer Session