FOL-BOS_Industry_Day_Brief.pdf

This Briefing is:

UNCLASSIFIED

Headquarters Air Combat Command

Forward Operating Location Base

Operations Support (FOL-BOS)

Industry Day

23 July 2013

Welcome

Mr. Edward Lewis

Chief, Mission Support & Readiness Division

ACC AMIC/PMS

Opening Comments &

AMIC Overview

Ms. Katharine Weimer

Project Lead

ACC AMIC/DRXA

Agenda

• 0900 – 1100

• Open Forum Briefing

• 1100 – 1130

• Q&A session

• 1130

• Open Forum Conclusion

• 1230

• One-on-Ones begin as scheduled through 26 Jul 13

• Location: 11817 Canon Blvd, 5th Floor conference room

(located directly off the elevators)

Topics of Discussion

• Rules of Engagement

• Administration

• Communications with the Government

• AMIC Overview

• Project Background

• Requirements Overview

• Contractual Aspects

• Open Forum Discussion Session

Rules of Engagement

• Questions

• No questions during the briefing

• Write Open Forum questions on the paper found in your packet and turn into marked box at the break

• Write One-on-One questions on paper and turn into marked box at the conclusion of the Open Forum briefing

• Proprietary Information

• Clearly identify any questions/information you consider proprietary

• Q&A Session

• Non-proprietary, Open Forum questions will be answered during the Q&A session as time allows

Rules of Engagement, cont.

• All items briefed today and discussed at the One-on-Ones are preliminary and are subject to final acquisition strategy and solicitation approval

• The Government will consolidate all written questions received and post the answers to FedBizOpps

• Proprietary question responses will be provided directly to the company

• All communications from potential offerors shall be sent to ACCAMIC.FOLBOS-02@langley.af.mil

• After the final solicitation is released / posted, communications are limited to the Contracting Officer mailto:ACCAMIC.FOLBOS-02@langley.af.mil

Project Background, cont.

• Acquisition falls under the Air Force Program Executive

Officer for Combat and Mission Support (AFPEO/CM) portfolio since contract value is greater than $100M

• AFPEO/CM: Mr. Randall Culpepper

• BGen Timothy Green (ACC/A7) appointed as acquisition approval authority and will be the Source Selection Authority (SSA)

• Acquisition subject to Multi-functional Independent

Review Team (MIRT) reviews

• Prior to acquisition approval

• Prior to briefs to SSA

Notional Project Milestones

Milestones Date

Synopsize (Post Draft Performance Work

Statement (PWS)/Appendices/Small Business

Capabilities Request)

28 Jun 13

Industry Day / One-on-Ones 22 – 26 Jul 13

Release Draft Solicitation 25 Sep 13

Final Solicitation Issued 30 Oct 13

Pre-Proposal Conference & Site Visit 8 – 13 Nov 13

Proposals Due ( 30 days allotted to prepare proposals) 2 Dec 13

Source Selection (LPTA – 8 months allotted)

Award and Performance Start Jul 14 / 1 Oct 14

Multi-Functional Team

Project Lead Katharine Weimer, AMIC/DRXA

Program Manager (PM) John Metzger, AMIC/PMSF

Deputy PM MSgt Pedro Ramos, AMIC/PMSF

Contracting Officer Christin Lockhart, AMIC/PKB

Contract Manager Jim Robinson, AMIC/PKB

Quality Assurance Manager Bill McKee, AMIC/DRQM

Civil Engineering Ken Mishkel, AMIC/PCEC

Communications-Electronics MSgt Jason Blaisdell, AMIC/PSCS

Logistics Albert Stevens, AMIC/PLGT

Legal Advisor Beatrice Foster, ACC/JAB

ACC Director of Small

Business Becky Carpenter, HQ ACC/A7K

AMIC Overview Background

• AMIC provides strategic facilitation and integrated program and contract management for complex service acquisitions (>$100M), and specialized contracting support

• Support Department of Homeland Security, Office of the Secretary of Defense Counterdrug Agencies, Host

Nations, Unified Commands, MAJCOMs, and ACC

Directorates, Tenants and Wings

• Manage 14 complex service acquisition programs

• Contract portfolio exceeds $5B

AMIC Integrated Culture

• SPO Type / Acquisition Center of Excellence organization

• Dedicated Program Managers and Contracting Officers

• Functional support within organization and matrixed to programs

(i.e., Quality Assurance, Civil Engineering, Finance, etc.)

• Report to single Director

• Project Lead inserted in complex service acquisitions to facilitate the process and employ project management disciplines

• Maintain philosophy of partnering with contractors to create business-like environment conducive to meeting the mission

AMIC Acquisition Team

Air Combat

Command

Advisory &

Assistance

Services

DRA

Financial

Management

DRF

Information

Management

DRI

Executive

Support

Legal

Advisor

JAB

Acquisition

Management &

Integration Center

Specialized

Acquisition

PKC

Operations &

Training

PKB

Specialized, EnvironmentaI

IT Support

PKA

Mission

Support

PMS

Civil

Engineering

PCE

Contracting Program

Management

Surveillance

PSU

Logistics

PLG

Comm –

Electronics

PSC

Aircraft

Maintenance

PMA

Plans &

Programs

DRX

Standards &

Training

DRXT

Acquisitions

DRXA

Strategic

Sourcing

DRXS

Contracting

Support

PKS

Quality

Assurance

DRQ

Counter

Narco-Terrorism &

Global Threats

DRT

FOL-BOS

Program Overview

Mr. John Metzger

FOL-BOS Program Manager

ACC AMIC/PMSF

Program Overview

• Mission

• Site/Location

• Program Scope of Work

• Performance Work Statement (PWS) Overview

• Incentive Approach

• Risk Assessment

Mission

• United States Air Forces Southern (USAFSOUTH), the designated air component of US Southern Command

(USSOUTHCOM), provides base operations support

(BOS) at forward operating locations (FOL) to permanently assigned personnel and equipment, and facilities; to deployed aircraft, personnel and equipment conducting USSOUTHCOM, Department of

Defense (DoD), U.S. State Department, and multi-counterdrug agencies counterdrug surveillance missions in the Caribbean and Central and South

American theaters

FOL Sites/Locations

Curacao FOL, HATO IAP Reina Beatrix IAP Aruba

FOL Sites/Locations, cont.

Reina Beatrix IAP Aruba

Program Scope of Work

• Support 6 aircraft and 300 personnel at all times in any combination of:

• USAF: E-3, KC-135, C-17

• USN: P/EP-3

• USCG: HC-130

• Or equivalent aircraft type/size

• Surge, when directed for a limited period

• 7-8 aircraft up to 90 days; 301-400 personnel for 120 days

• 9 aircraft for up to 30 days; 401-450 personnel for 45 days

• Program Management and Quality Management

• Operations Support: Airfield Support, Airfield Servicing

• Mission Support: Logistics, Civil Engineering, C4I, Services, and Postal Service

PWS Overview

• Program Management; Provide:

Support to accomplish FOL-BOS support requirements during peacetime, exercise, and contingency events

Effective program management and leadership for contractor personnel

Effective site management / services and execution of contracted FOL-BOS site activities

Management, supervision, personnel and services to execute requirements at FOLs

Provide Data Management System

GFF/GFP Maintenance Management

Financial Management

Environmental, Safety, and Health (ES&H)

Reports / CDRLs, and

Comply with U.S. and Host Nation laws, business practices, restrictions, and HN hiring laws, preferences, and training

PWS Overview, cont.

• Operations Support; Provide:

Airfield Liaison

Airfield Management Plan

Airfield Inspections and Checks

Airfield Driving Program

Mission Planning Support, NOTAM and FLIP

Flight Tracking

Aircraft Safety

Aircraft Parking and Marshaling

Fleet services

Customs Support

Aerospace Ground Equipment (AGE) Services

Joint Operations Center (JOC)

• Mission Support (Logistics); Provide:

Fuels Management (aircraft and ground)

Vehicle Operations

Supply Chain Management

Supply Support

Asset Management

Plant Equipment Management

Contractor Logistics Support Requirements

Replacement/Disposal

Traffic Management

AGE and Vehicle Maintenance

Life-cycle management

• Mission Support; Provide:

• Civil Engineering:

Operations

Maintenance and life-cycle sustainment in severe p marine environments

Fire Protection

Emergency Management Operations

• Services

Quarters/Rooms Management

Fitness and Recreation

Mortuary Affairs Support

• Mission Support; Provide:

• C4I Systems and Support

Operations & Maintenance

Communications Services

Cable Infrastructure, Telephone Services, Video Teleconferencing

Ground Communications

Navigational Aids

Security, Access Control and Alarm Systems

System and Network Administration

Information Technology Hardware Asset Management

Information Assurance Services

Contractor Special Security Officer Representative

• Postal Support Operations

Postal Service Center

• Quality Control; Provide:

Comprehensive higher-level Quality Management System

(QMS) that assures compliance with the most current

ANSI/ISO/ASQ 9001 QMS standard (currently 9001:2008) and all requirements of this PWS (Reference App D)

QMS in place 30days after performance start

• Quality Assurance

• Government will use Contract Performance Evaluation Teams

(CPET), which may include contractor quality control

• May decrease or increase the scope and frequency of contract performance evaluations based on the contractor’s past performance, risk assessment, and level of confidence provided by contract performance

• A Major Non-conformance adversely impacts (or has the potential

to) mission, safety of personnel and/or equipment, environment, performance (quality), schedule (delivery), and/or cost

• CO will communicate major non-conformances to the contractor on a

Corrective Action Request (CAR) form with a suspense date for the contractor’s corrective and preventive action plan. Instructions for the contractor’s corrective and preventive action plan requirements are contained in the CAR

• A Minor Non-conformance is a non-conformance, which by itself does not adversely impact mission, safety of personnel and/or equipment, performance (quality), schedule (delivery), or cost

• Minor non-conformances are communicated through notices; first notices are issued for any identified minor nonconformance, second notices are issued for repeat minor non-conformances or failing to correct minor non-conformances within a reasonable amount of time. A formal corrective action plan is not required for notices unless dictated by the contractor’s

QMS

• Service Summary (SS) identifies critical success factors for the contract

• States the performance objective (required service), and threshold

(performance standard, accept and reject points (if applicable) in either a qualitative or quantitative fashion) for each critical success factor

• Government will audit the SS items

• Absence of any contract requirement from the SS shall not detract from its enforceability nor limit the rights or remedies of the government under any other clauses of the contract

• Right to Survey: Government reserves the right to survey all PWS requirements to determine whether the contractor is meeting performance objectives and goals

• Service Summary Items (Reference Table 1.4)

1. Personnel, materials, supervision, and other services necessary to support, maintain, and repair C41 and automated information systems

2. Implement, maintain, and comply with a comprehensive QMS

3. Comply w/occupational, ES&H requirements

4. Reliable and responsive CE services to ensure effective/efficient operations of US-owned and occupied facilities, associated installed equipment, and infrastructure

5. Manage an efficient and cost effective logistics system (supply)

6. Manage an efficient and cost effective logistics system that includes all transportation and AGE maintenance functions

7. Manage refueling and cryogenics operations

8. Maintain comprehensive, pro-active, integrated program management that focuses on meeting or exceeding customer requirements & ensures compliance with all mandatory, statutory, and regulatory requirements

• Transition: 60 days Assume responsibility for all executable functions identified in PWS

IAW approved Transition Plan

Allowed access to Gov’t facilities subsequent to transaction start date; shall not interfere with work efforts of current contractor

• Contractor Personnel:

National Agency Checks

Qualification Packages (key personnel)

Training

• Hours of Operation:

Provide required resources 24/7 to meet mission requirements at the

Fire Department and JOC

Airfield Services and POL shall be manned to support the flying schedule

All other areas establish normal duty hours

Incentive Approach

• Proposed Incentive Plan: Hybrid

• Incentive arrangement focused on Quality Management

• Award fee with subjective factor / subfactors

Communication

Cost

Organization

• Considering no incentive or award fee

• Interested in Industry’s feedback concerning incentive approach

Risk Event Risk Strategy

Transition If Contractor fails to accomplish transition actions as required, then mission start could be delayed, unnecessary schedule adjustments and cost increases could occur

Control Government will include in solicitation as evaluation criteria and will review and approve the contractors Phase-In and

Phase Out Plan

5 4 3 2 1

PS

C

CONSEQUENCE

L

IK

E L

IH

O

O D

Risk Assessment Moderate – Programmatic / Technical

P = Performance

C = Cost

S = Schedule

Attract & Retain Qualified / Certified Personnel If contractor fails to provide qualified key personnel to fill designated key positions, then contractor will not have necessary personnel to manage and execute BOS resulting in negative impact to the mission

Control Government will include in solicitation as evaluation criteria and develop service summary item in the Performance Work

Statement

5 4 3 2 1

PS

C

CONSEQUENCE

L

IK

E L

IH

O

P = Performance

C = Cost

HN Customs import/export issues

If there are HN Customs/Export Issues, then the supply pipeline time will be increased which could cause delays in logistics support for the FOL

Control Government will include in solicitation as evaluation criteria to ensure offeror understanding and a solid approach

5 4 3 2 1

PS

C

CONSEQUENCE

L

IK

E L

IH

O

P = Performance

C = Cost

Maintenance and Repair of GFF & GFP

If contractor fails to provide a sound maintenance and repair program to extend the useful life of facilities, vehicles, and equipment, then facilities, vehicles, and equipment will degrade and fail prematurely

Control Government will include in solicitation as evaluation criteria.

Government will validate maintenance and repair program is

IAW manufacturer recommendation and /or applicable TOs and AFIs

5 4 3 2 1

PS

C 2

CONSEQUENCE

L

IK

E L

IH

O

P = Performance

C = Cost

Ineffective Airfield Management &

Maintenance Operations

(Lighting/BASH/FOD)

If contractor has ineffective airfield management and maintenance operations;

i.e., airfield lighting/BASH/FOD, then there is an increased likelihood of aircraft mishaps on the airfield resulting in possible loss of life/potential mission failure

Control

Government will validate contractor procedures/pubs are strictly adhered to via COR inspection

5 4 3 2 1

PS

C 2

CONSEQUENCE

L

IK

E L

IH

O

P = Performance

C = Cost

Break

TURN IN ANY WRITTEN QUESTIONS

Acquisition Strategy /

Solicitation Overview

Mr. Jim Robinson

Contract Manager

ACC AMIC/PKB

Contracting Overview

• Key Contractual Aspects

• Period of Performance

• CLIN Structure

• Source Selection Methodology

• Draft Solicitation

• Site Visit

• Bidders Library

• Points of Contact

• One-On-One Information

Key Contractual Aspects

• Solicitation Number: FA4890-13-R-0117

• NAICS Code: 561210 – Facilities Support Services

• Anticipated Contract Type

• Firm-Fixed-Price with various Cost Reimbursable Line Items (i.e., travel, parts, etc.)

• Incentive Fee

• Government Furnished Property / Equipment

• Need to be familiar with FAR Part 45

• Small Business Set Aside Determination

• Government assessing capabilities

• Capabilities statements were due 19 Jul 13

• Subcontracting plans required for Large Businesses

IAW FAR Part 19 – Small Business Programs

• If executed as Full & Open competition, mandatory Small

Business Subcontracting requirement may be considered

• Seeking Industry feedback on areas that can be subcontracted and an appropriate percentage

Key Contractual Aspects, cont.

Key Contractual Aspects, cont.

• Anticipate non-commercial acquisition (FAR Part 15)

• Draft PWS and Appendices posted to FBO on 9 Jul 13

• PWS written in performance-based terms

• Industry review and feedback encouraged

Period of Performance

• Contract Length: 1-year base w/ 5 1-year options

Period Duration

Transition 1 Aug 14 – 30 Sep 14

Base Year 1 Oct 14 – 30 Sep 15

Option Year 1 1 Oct 15 – 30 Sep 16

Option Year 2 1 Oct 15 – 30 Sep 17

Option Year 3 1 Oct 17 – 30 Sep 18

Option Year 4 1 Oct 18 – 30 Sep 19

Option Year 5 1 Oct 19 – 30 Sep 20

6-month Extension 1 Oct 20 – 30 Mar 21

CLIN Structure

CLIN # TITLE Type Quantity Unit of

Issue

XX01 Phase-In FFP 2 Months

XX02 Logistics FFP 12 Months

XX03 Civil Engineering FFP 12 Months

XX04 C4I FFP 12 Months

XX05 Contractor Furnished Equipment FFP 1 Lot

XX06 Aruba FOL Support FFP 12 Months

XX07 Special Projects FFP 1 Lot

XX08 Lodging FFP 12 Months

XX09 Utilities/Travel/Services/Parts CR 1 Lot

XX10 Freight CR 1 Lot

Source Selection Methodology

• Best Value: Lowest Price Technically Acceptable

(LPTA) IAW DoD Source Selection Procedures dated 1

July 2011

• Evaluation Criteria Areas

• Factor 1 – Technical

• Ratings: Acceptable, Unacceptable

• Factor 2 - Past Performance

• Ratings: Acceptable, Unacceptable

• Factor 3 – Price

• Balanced and reasonable (Adequate price competition)

• Trade-offs are not permitted

Source Selection Methodology, cont.

• Technical Subfactors

• Subfactor A: Program Management

• Aspect I: Management & Integration

• Aspect II: Human Resources

• Aspect III: Transition

• Subfactor B: Maintenance & Data Management

• Aspect I: Maintenance Management Program

• Aspect II: Data Management System

• Subfactor C: Airfield Support

• Aspect I: Airfield Operations

• Aspect II: Airfield Infrastructure

• Offeror must meet all subfactor (aspects) requirements to be rated Acceptable

Source Selection Methodology, cont.

• Past Performance Factor

• Submit a minimum of 2 & maximum of 5 references

2 of the references provided shall be on the Offeror (prime)

Remaining 3 references may be provided for subcontractors, teaming partners, and/or joint venture partners considered critical to successful performance of the requirement

• References must be RECENT

• Minimum of 6 months performance within 3 years of RFP release date

• References must be RELEVANT

• Provided operations and/or maintenance services similar to the size, scope and complexity as defined in the PWS

• Will be rated as RELEVANT / NOT RELEVANT

• Government will use CPARS as primary means to assess quality of performance, with questionnaires/interviews as back-up

• Unknown performance as defined in DoD procedures will be rated

Acceptable 46

Start

END

Source Selection Process Roadmap

Draft Solicitation(RFP)

• Draft RFP tentatively scheduled to be posted to

FedBizOpps in Sep 13 timeframe

• Industry review and input is encouraged

• Government will post responses to RFP questions to FBO

Site Visit

• Formal site visit after release of Final RFP

• Tentatively scheduled for early November 2013

• Location:

• Curacao

• Information needed prior to site visit

• Name

• Company Name

• Job Title

• Photo Identification

• Additional information will be posted to FBO

Bidders Library

• Location: ACC AMIC, 11817 Canon Blvd, Suite 510, Newport News, VA 23606

• Available by appointment only from RFP posting date through proposal closing date

• Email ACCAMIC.FOLBOS-02@langley.af.mil at least five days in advance to request access; hours of availability will be determined at time of request

• Offerors will not be allowed to remove any documents from the library

• Only one offeror with no more than two representatives may access the library at any given time mailto:ACCAMIC.FOLBOS-02@langley.af.mil

Points of Contact

• ACC AMIC/PKB

• Christin Lockhart, Contacting Officer

• (757) 764-9154 or christin.lockhart@langley.af.mil

• James Robinson, Contract Manager

• (757) 225-7706 or jim.robinson@langley.af.mil

• FOL-BOS Program Office:

• ACCAMIC.FOLBOS-02@langley.af.mil

• Internet Links:

• www.FBO.gov or www.FedBizOpps.gov

(Reference No. FA4890-13-R-0117)

• http://farsite.hill.af.mil (Federal Acquisition Regulation) mailto:christin.lockhart@langley.af.mil mailto:jim.robinson@langley.af.mil mailto:ACCAMIC.FOLBOS-02@langley.af.mil mailto:ACCAMIC.FOLBOS-02@langley.af.mil mailto:ACCAMIC.FOLBOS-02@langley.af.mil http://www.fbo.gov/ http://www.fedbizopps.gov/ http://farsite.hill.af.mil/

One-on-One Information

• 23 – 26 July 2013

• Location: ACC AMIC, 11817 Canon Blvd, 5th Floor

Foyer Conference Room, Newport News, VA 23606

• Industry questions/recommendations from Industry are highly encouraged

• Government questions posted to FBO on 17 Jul 13

• Verbal dialog between Government and Industry during one-on-one sessions is unofficial

• Government will post official responses to all Industry questions on FBO; however, the names of the Industry representatives and their companies will not be published

• Proprietary information will not be published

Break

TURN IN ALL WRITTEN QUESTIONS

Discussion Panel

Closing Remarks

TURN IN ADITIONAL QUESTIONS AND SURVEYS