Pre_Proposal_Conference_Brief.pdf

“501…Second To None”

501st Combat Support Wing

7-May-13 1

Pre-Proposal Conference Transportation, Supply and FMO Services

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Pre-Proposal Agenda

Welcome and Introductions

Briefing Objective

Ground Rules / US Contracting Terms

Project Overview

List of RFP Sections – Solicitation Requirements

Evaluation Process

Basis for Award

General Instructions

Vendor Resources for Proposing

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Welcome and Introductions

U.S. Government Procuring Activity: 501 Combat Support Wing

(501st RCO)

Points of Contact for Interested Vendors:

andrew.pillow.gb@us.af.mil

Contracting Officer:

michael.hogan.11@us.af..mill

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Briefing Objective

Allow vendors an opportunity to gain a comprehensive understanding of the requirement, and effectively propose for consideration of contract award.

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GROUND RULES

Questions shall be recorded and answered collectively in an open forum at the end of this presentation & site vist.

Clarifications regarding any requirement of the RFP may be asked during this conference.

All Q&A presented during this brief will be addressed and posted to Federal Business Opportunities (FBO) website at https://www.fbo.gov/

Any changes to the RFP leading up to the due date for proposals (17 May, 2013 by 1100 hrs), will be formally amended per posting to the FBO website.

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General Contracting Terms

Requirement – Transportation, Supply and FMO Services

RFP – Request for Proposal (i.e. solicitation, tender)

PWS – Performance Work Statement (description of work)

CLIN – Contract Line Item Number

CLAUSES – RFP/Contract Terms and Conditions

FAR – Federal Acquisition Regulation (Governing Acquisition policy/procedure). Also includes DFARS & AFFARS.

DoD – United States Department of Defense

CO – Contract Officer

Offeror/Offerer – Vendor, Contractor

Offer – Written Proposal by a vendor/contractor

PoP – Period of Performance

COR – Contracting Officer’s Representative

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Project Overview

The contractor shall provide transportation services;

including vehicle maintenance, vehicle operations, transportation management office (TMO) functions; supply services, fuels management and Furnishing Management

Office (FMO) drayage services. These services will be provided for bases in the 501st Combat Support Wing (CSW) and Navy London including RAF’s Alconbury, Croughton, Molesworth, Digby, Fairford, Welford, Northwood, Blenheim-

Crescent and 2 Providence Court (London), United Kingdom

At this time, an award notification date of 1 August 2013 is anticipated. A one-month “unpriced” transition period will begin on 01 September 2013 and the proposed period of performance will begin 01 October 2013. The base period of performance is 12 months (01 Oct ‘13 – 30 Sep ‘14) + four (4)

12-month option periods (01 Oct ‘13 – 30 Sep ‘18).

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List of RFP Sections - Solicitation

Requirements

CLINS - Performance Periods

PWS

Addendum to FAR Clause 52.212-1 - Instructions, Conditions and

Notices to Offers; What is required in a proposal.

Addendum to FAR Clause 52.212-2 - Evaluation factors for award; How proposals will be evaluated.

Offeror Representations and Certification– Commercial Items (52.212-3 by Reference).

Amendment to be posted; Submit Manually with Proposal

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Requirements

Contract Line Items (CLINs): Services and Prices

CLINS 0001- 0008 are Firm Fixed Price for initial POP of 12 months, CLINS 0009 – 0010 (and sub-CLINS) are Requirements CLINS CLIN 0011 is a COST reimbursement CLIN – do not price CLINs 100X – 40XX are Option Years.

Period of Performance—

Base period of 12 months (01 Oct ’13 - 30 Sep ’14)

Four (4) 12-month performance periods (01 Oct ‘14 – 30 Sep ‘18)

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Requirements

Descriptions & Specifications:

Performance Work Statement

Appendix A, Abbreviations and Acronyms Appendix B, Definitions

Appendix C, Workload Prospectus

Appendix D, Government-Furnished Property

Appendix E, Vehicle Authorization List

Appendix F, List of Procedures, Regulations and Guidance

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RFP – Addendum to FAR Part 52.212-1

Instructions, Conditions and Notices to Offers

Addendum to FAR Part 52.212-1- What is Required?

Proposal Preparation Instructions

Proposals shall consist of 3 Parts entailing factors of:

PART I: PRICE PROPOSAL

PART II: TECHNICAL CAPABILITY

Sub-factor 1 - Transition Plan

Sub-factor 2 - Quality Control Plan

Sub-factor 2 – Staff Management Plan

PART III: PAST PERFORMANCE INFORMATION

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Proposal Preparation/General Instructions:

Proposals should contain the offeror’s best terms from a

Price, Technical, and Past Performance standpoint.

Failure to meet a requirement, or address key aspects of any evaluation factor, may result in not being considered for award.

Proposal instructions – Page Limitations

The Government may or may not conduct discussions to allow proposal revisions – Submit your best offer!

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RFP – Addendum to FAR Part 52.212-1 -

PART I – PRICE PROPOSAL

Firm-Fixed Price: Offerors are required to acknowledge in writing that price proposals are firm-fixed priced, without conditions.

The extended amount of CLINS must equal respective totals of the price schedule.

All pricing submitted in British Sterling Pound (£) and contain all option periods.

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RFP – Addendum to FAR Part 52.212-1 -

PART I – PRICE PROPOSAL

TUPE: During the solicitation phase and award of the resultant contract, the

Government is not involved with related Transfer of Undertakings

(Protection of Employees) Regulations 2006 (TUPE) processes and associated liabilities (to include indemnification) that may transpire during pre-award or post-award phases between transferor and transferee.

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PART II – TECHNICAL CAPABILITY PROPOSAL

Sub-factor 1 - Transition Plan:

Transitioning to new contract performance—

Detailed description and complete timeline to begin successful performance on 1 October 2013

Identify key positions, responsibilities, and their roles with schedules for transition and performance on contract start date.

Provide the site specific estimated operating manpower and how proposed operatives will accommodate the projected workload under the solicitation.

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Instructions, Conditions and Notices to Offers

PART II – TECHNICAL CAPABILITY PROPOSAL

Sub-factor 2 – Quality Control Plan:

Overall plan for managing your personnel and delivering the level of service quality required by the PWS.

Include your quality control plan, as required in the PWS paragraphs. Must be written specific to the work requirements under the resultant contract.

Outline of proposed title(s) and organizational placement of contractor personnel

QCP generated audits and making records available to the

Government assigned CORs

Coordinate with the Government’s COR surveillance and documentation

Quality control for subcontracted services

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Instructions, Conditions and Notices to Offers

PART II – TECHNICAL CAPABILITY PROPOSAL

Sub-factor 3 – Staff Management Plan:

- Proposed staffing structure: Key management, positions, approach to retaining staff in key positions

- Training Program: How will the organization implement and document training/certification to address PWS requirements

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Instructions, Conditions and Notices to Offers

PART III – PAST PERFORMANCE INFORMATION

Provide a list of the most current and relevant contracts/projects performed for government agencies and/or commercial customers within the last three (3) years.

Present/Past Performance Questionnaires will be sent to the Points of Contact (POCs) identified in the listing of recent and relevant contracts/projects.

Data independently obtained from other government and commercial sources will also be utilized by the government during evaluation.

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RFP – Addendum to 52.212-2

Evaluation Factors for Award

How proposal factors will be evaluated –

ORDERED EVALUATION PROCESS: Government conducts ordered evaluation of offeror’s proposals:

Price (Factor I) – First evaluate all proposals for price , and then rank the offerors from lowest to highest total evaluated price.

Technical (Factor II) – Technical Capability proposal from the lowest price offeror evaluated for acceptability.

Past Performance (Factor III) –The lowest priced, technically acceptable offeror's Past Performance will be evaluated utilizing the evaluation process outlined below under PART III – Past

Performance .

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RFP – Addendum to 52.212-2

Evaluation Factors for Award

BASIS FOR CONTRACT AWARD

An award selection will be made in accordance with the ordered evaluation process to the lowest priced, technically acceptable offeror, assigned an acceptable past performance rating.

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General Instructions

General Instructions:

Hand carried proposals delivered to the contracting office by the offer due date listed in block 8 of the SF 1449. The sealed envelope or package must show the time and date specified for receipt, the Solicitation Number, and the name and address of the offeror.

Offerors are cautioned that RAF Alconbury has visitor control procedures -visitor pass prior to entrance. SOME DELAY SHOULD BE ANTICIPATED

WHEN HANDCARRYING PROPOSALS. Offerors should allow sufficient time to obtain a visitor pass and arrive at the bid depository PRIOR to the time specified for receipt.

Email submissions have size restrictions – please read solicitation and number accordingly (i.e. part 1 of 4) per email.

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Vendor Resources for Proposing

In accordance with Federal Acquisition Regulations, prospective companies wishing to do business with the U.S. Air Force must:

Obtain a DUNS (Data Universal Numbering System) number.

Request via the Internet: www.dnb.com

Can be provided over the phone.

Obtain an NCAGE (North Atlantic Treaty Organization Commercial and

Government Entity) code

Request via the Internet: www.dlis.dla.mil/forms/form_ac135.asp

Any problems? Call +92 699 617 766 or e-mail NCAGE@dla.mil

Or call UK Ministry of Defense National Codification Bureau in Glasgow:

0141 224 2202

SAM registration 24 hours after you have received your DUNS Number.

Service Desk

URL: http://www.FSD.gov

Please initiate registration as soon as possible!

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Vendor Resources for Proposing

Federal Business Opportunities (FBO) https://www.fbo.gov/

Set up email notifications;

Pre-solicitation notices

Solicitation notices

From the FBO home page, click on "Vendor

Notification Service." Click on the subscription option desired and follow the instructions

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Final Take-Away

Hybrid Contract w/ fixed price, requirements and cost elements (by CLIN) - ensure price will match work required.

Thoroughly review 52.212-1 and propose accordingly.

Quality Control Plan- Be comprehensive; “fluff” is not necessary. The Government will evaluate proposals only on criteria mentioned in the 52.212-2.

Your company is entitled to a profit and the Government is entitled to satisfactory service– Submit your best offer!

Government Goal: Receive sound/acceptable proposals from all responsive offerors.

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Questions