Pre_Proposal_Conference_presentation.pdf

501st Combat Support Wing

LIGHTS THE WAY

OVERALL BRIEFING CLASSIFICATION:

UNCLASSIFIED

Pre-Proposal Conference Bird Control Services

FA5570-16-R-0002

http://www.usafe.af.mil/library/factsheets/factsheet.asp?id=19996&option=updated http://www.usafe.af.mil/library/factsheets/factsheet.asp?id=19996&option=updated http://www.usafe.af.mil/library/factsheets/factsheet.asp?id=19996&option=updated

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

Site Visit

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:

joshua.kinsey@us.af..mill

Briefing Objective

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

GROUND RULES

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

Questions shall be submitted as Requests for

Information (RFIs)

All RFIs to be submitted NLT 15:00 BST, 7 July 2016.

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

Proposals due NLT 15:00 BST, 15 August 2016.will be formally amended per posting to the FBO website.

http://www.usafe.af.mil/library/factsheets/factsheet.asp?id=19996&option=updated https://www.fbo.gov/

General Contracting Terms

Requirement – AGE Maintenance and Fuels Management 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

Project Overview

The Contractor will provide all personnel, equipment, tools, materials, supervision, transport, and other items and services necessary to perform Bird Control Services at RAF

Fairford. This is a Non-Personal Service.

At this time, an award notification date NLT 2 November

2016 is anticipated. A 60 day “unpriced” transition period will begin on 03 December 2016 and the proposed period of performance will begin 01 February 2017.

The base period of performance is 12 months (01 Feb ‘17 –

31 Jan ‘18) + four (4) 12-month option periods

List of RFP Sections - Solicitation

Requirements

SF1449:

CLINS - Performance Periods

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).

System for Award Management (SAM)

Attachment 1 PWS

Attachment 2 BASH Request

Attachment 3 Mission Essential Services

Attachment 4 Site Visit

Amendments to be posted; Submit Manually with Proposal

Contract Line Items (CLINs): Services and Prices

CLIN 0001 is Firm Fixed Price for initial POP of 12 months, CLINs 1001 – 4001 are Option Years.

Period of Performance

Base period of 12 months (01 Feb ’17 – 31 Jan ’18) Option Year 1 for a 12 month period (01 Feb ’18 – 31 Jan ’19) Option Year 2 for a 12 month period (01 Feb ’19 – 31 Jan ’20) Option Year 3 for a 12 month period (01 Feb ’20 – 31 Jan ’21) Option Year 4 for a 12 month period (01 Feb ’21 – 31 Jan ’22)

Descriptions & Specifications:

Performance Work Statement

Section 1 – Description of Services/General Information

Section 2 – Services Summary

Section 3 – Government Furnished Property/Services

Section 4 – Appendices

Appendix A, Technical Definitions

Appendix B, Publications And Forms

Appendix C, Historical Workload Data

Appendix D, Contractor Submitted Reports

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

Proposal Preparation Instructions

Proposals shall consist of 2 Parts entailing factors of:

PART I: PRICE PROPOSAL

PART II: TECHNICAL PROPOSAL

Sub-factor 1 - Transition Plan

Sub-factor 2 - Mission Support Plan

Sub-factor 3 - Staffing Plan

Sub-factor 4 - Training, Qualifications, and Prior

Experience

Sub-factor 5 - Quality Control Plan

RFP – Addendum to FAR Part 52.212-1

Instructions, Conditions and Notices to Offers

RFP – Addendum to FAR Part 52.212-1

Instructions, Conditions and Notices to Offers

Proposal Preparation/General Instructions:

Proposals should contain the offeror’s best terms from a

Price and Technical 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!

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. (Unit x Quantity)

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

RFP – Addendum to FAR Part 52.212-1

Instructions, Conditions and Notices to Offers

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.

RFP – Addendum to FAR Part 52.212-1

Instructions, Conditions and Notices to Offers

Instructions, Conditions and Notices to

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 1 - Transition Plan:

Transitioning to new contract performance—

(i) A detailed description and complete timeline of all transition activities necessary to begin successful performance on 1

February 2017. Timeline not to exceed 60 days prior to start of performance.

(ii) Comprehensive description of the United Kingdom supply chain that will be utilized to procure and store resources to ensure adequate supplies for the start and duration of the contract.

(iii) A detailed description of any required licenses, permits, approvals required to be obtained in advance of performance start and how the offeror will ensure they are in place.

(iv) Description of the process used to ensure all personnel receive appropriate airfield training and driving permits, base passes, and any United States Air Force base familiarization training.

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 2 – Mission Support Plan :

Offerors shall illustrate a detailed and comprehensive plan in each area identified below that describes a proposed method, approvals necessary to perform each proposed method, and monitoring techniques

(i) Bird Control Services – This includes a description of your program for

Detailing the proposed methodologies and their respective utilization that will be used for areas in and around RAF Fairford

Controlling, maintaining, and regaining low bird watch conditions in/around RAF Fairford

Detailing how the contractor will ensure that adequate resources will be available to respond when needed

Responding to birdstrike incidents

(ii) Equipment/Facility Management – This includes personnel roles and responsibilities, that management and staff would use to ensure that assigned facilities are maintained in accordance with applicable environmental, safety and health regulations. Also, submit a list of proposed vehicles and equipment to be utilized during contract performance.

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 2 – Mission Support Plan :

(iii) FOD Control – This includes your program for mitigating the risk of foreign object debris (FOD) damage to aircraft.

(iv) Mission Essential Services – IAW FAR Clause 252.237-7023 Continuation of Essential Contractor Services and FAR Provision 252.237-7024 Notice of

Continuation of Essential Contractor Services. This includes a detailed description of the method on how the contractor will provide mission essential services during a crisis or emergency situations in or around RAF

Fairford as outlined in the PWS. Contractor must illustrate how resources, personnel, equipment will be available and how the contractor intends to use them during crisis or emergency events

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 3 – Staffing Plan: The contractor shall submit their proposed staffing plans to determine their adequacy in providing sufficiently trained and qualified personnel to perform all requirements of the contract for continuous year round coverage with proper consideration to holidays, leave, sick days, etc. Thoroughly discuss your methods of performance to include daytime and nighttime bird activities and mission essential services coverage during a crisis or emergency procedures as defined in the PWS.

(i) A clear and comprehensive organizational chart of staffing structure which includes key management, site managers and quality assurance personnel at all required service locations/sites to include staff personnel/operatives accordingly. This should also include a detailed description of the offeror’s approach to manage staffing, and to mitigate unpredictable leaves of absence by employees in achieving the performance standards detailed in the PWS.

(ii) Identification of key positions and responsibilities.

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 4 - Training, Qualifications, and Prior Experience

The contractor shall submit their training plan/procedures for all contractor personnel that demonstrate method(s) that reduces the risk of performance defaults. All required valid documentation that addresses qualifications, training, and the ability to perform any/all portions of the PWS such as, but not limited to;

professional certifications, licenses, permits, degrees shall be provided for validation as proof of any qualifications and training.

All submitted training and qualification must be valid for at least 6 months of the base period of performance. If any training/qualification expires during the first year of the contract performance; the contractor must demonstrate in the training plan the methods that will be used to renew any qualification in order to continue performance of this requirement without interruption of service.

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 4 - Training, Qualifications, and Prior Experience

(i) Training – This area includes a thorough and clear description of the offeror’s training program, how the offeror is going implement areas of training that are IAW the PWS, and how the offeror plans on keeping certifications and training current during performance of this contract. Training plan shall address how training is tailored to local environment/location.

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 4 - Training, Qualifications, and Prior Experience

(ii) Qualifications - Offeror shall provide evidence of access to a qualified wildlife specialist in accordance with the PWS and AFPAM 91-212 along with proof of all qualifications for all employees. Contractor shall list the name(s), qualifications, and previous experience of the wildlife specialist as part of the contract proposal along with copies of certifications, licenses, and diplomas:

Bird Control/Wildlife Specialist shall meet the following qualifications:

Bachelor’s Degree in Wildlife or a Biological Specialty

Minimum Four (4) years of wildlife and local species study, identification, and handling experience within an environmental area similar to RAF Fairford.

Offeror shall demonstrate an understanding of any required licenses that will need to be obtained in support of the methods to be utilized.

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 4 - Training, Qualifications, and Prior Experience

(iii) Prior Experience - Offerors are to provide up to four (4) separate contracts of prior experience that encompass proposed methods. Each contract does not have to cover all proposed methods but all methods must be covered by total number of contracts provided. Contracts are to be performed within the last seven (7) years using methods that the contractor proposes to employ that are of similar scope as this PWS. This can be on a civilian or military airfield and that proposed methods are applicable within the UK or EU jurisdictions. Evidence shall include performing services at airfields operating heavy, jet, and rotary-wing aircraft. Performance under new contracts must be for at least 6 months.

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 4 - Training, Qualifications, and Prior Experience

(iii) Prior Experience continued:

Evidence must include the following:

- Company/Division/Agency/Customer name

- Supporting evidence of experience in proposed methods

- Description of service provided

- Contract number (if applicable)

- Contract value

- Period of performance

- Verified, up-to-date name, address, email of identified contact.

The Government may contact the points of contacts identified to verify past experience.

Offers

PART II – TECHNICAL PROPOSAL

Sub-factor 5 - Quality Control Plan

Offerors shall thoroughly and clearly describe quality control processes and procedures to ensure satisfactory levels of performance will be achieved at all specified service locations/sites as outlined in the PWS and

RFP with the Service Summary as the quality program’s guiding focus.

Quality Control Plans shall include at a minimum:

A clear and comprehensive description of methods, frequencies, and associated documentation (i.e. checklists) that will be utilized to identify, document, prevent, correct, and resolve potential deficiencies in the quality of service provided.

A clear and comprehensive description of processes for corrective action

(resulting from potential negative audits), monitoring of negative trends, response times, and resolution. (e.g. how resultant data will be utilized to ensure quality service is provided in accordance with the performance thresholds of the PWS).

A clear and comprehensive description of processes and related procedures that will be utilized by contractor quality managers and/or quality auditors to meet and/or coordinate with the Government’s surveillance and documentation

RFP – Addendum to 52.212-2

Evaluation Factors for Award

How proposal factors will be evaluated –

First evaluate all proposals for price and then rank the offerors from lowest to highest total evaluated price.

Technical proposals will be evaluated for Acceptability. Any

SubFactor given an unacceptable rating will render the entire

Technical Proposal unacceptable.

Award will go to the responsive and responsible offeror whose technically acceptable proposal has the lowest evaluated price.

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.

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.

www.sam.gov

Please initiate registration as soon as possible!

http://www.usafe.af.mil/library/factsheets/factsheet.asp?id=19996&option=updated http://www.sam.gov/

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

Final Take-Away

Single Award Contract - ensure price will match work required.

Thoroughly review 52.212-1 and propose accordingly.

Technical Proposals- 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.

Questions