Custodial Pre-Proposal Conference 15July 11.ppt

You Got It ‘Cause We Bought It

Pre-Proposal Conference— Combined Wing Custodial Services 48th Contracting Squadron

Pre-Proposal Agenda

Welcome and Introductions

U.S Gov’t Procuring Activity – 48 Fighter Wing Contracting Squadron (48CONS) Points of Contact for Interested Vendors;

Steven.quillin@lakenheath.af.mil

U.S. Gov’t Requiring Activities – i.e. customers –RAF’s Lakenheath, Mildenhall, Alconbury & GSU’s Civil Engineering Squadrons, 727AMS Passenger Terminal

Briefing Objective

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

GROUND RULES

General Contracting Terms Requirement – Custodial 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 – Contracting Officer Offeror/Offerer – Vendor, Contractor Offer – Written Proposal by a vendor/contractor PoP – Period of Performance COR - Contracting Officer’s Representative (formerly QAPs)

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

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

Set up email notifications;

Annual Representations and Certifications (FAR 52.204-8)

ORCA http://orca.bpn.gov

Option to utilize ORCA in lieu of completing FAR 52.212-3, RFP pages 36-49.

Register in the CCR (Central Contractor Registration) system.

Add your CAGE Code to the WAWF (Wide Area Work Flow) database.*

Self-register on the WAWF website: www.wawf.eb.mil* On line registration takes 2 business days to process.

* Note: These apply to successful contractor only.

Project Overview The contractor shall provide all management, tools, equipment, and labor necessary to ensure that custodial services are performed in support of U.S. Visiting Forces located in the United Kingdom in a manner that will maintain a satisfactory facility condition in a safe and sanitary environment and present a clean, neat and professional appearance.

At this time, an award notification date of 15 Sept 2011 is anticipated. A one-month transition period will begin on 01 Oct 2011 and the proposed period of performance will begin 01 Nov 2011. The base period of performance is 11 months (01 Nov ‘11 – 30 Sep ’12) + four 12-month performance periods (01 Oct ‘12 – 30 Sep ‘16).

Project Overview

WHOM WE

SUPPORT

RAF Feltwell

RAF Lakenheath

RAF Mildenhall

RAF Barford/Welford

DCMA

RAF Fairford

RAF Croughton

RAF Molesworth

RAF Alconbury

Passenger Terminal

Levels of Service (PWS – Appendix A – RFP Pages 98 -106)

Technical Specification Overview

Contractual Requirements

Addendums to FAR Clauses 52.212-1 and 52.212-2

(RFP, Pages 27 – 36)

Period of Performance—

Base period of 11 months (01 Nov ‘11 – 30 Sep ’12) Four (4) 12-month performance periods (01 Oct ‘12 - 30 Sep ‘16)

Key Clauses – Base Pass Procedures

Contractor Furnished Restroom Supplies (Consumables) – Page 81 of the RFP. The Contractor shall provide the following supplies to maintain adequate stock levels. *NOTE: Consumable costs are to be inclusive of square footage pricing for the various levels / categories of cleaning.

Feminine / Offensive Hygiene Waste - Pg 76 of the RFP

Schedules. The Contractor shall submit an annual schedule for services described in PWS paragraphs 1.1.1, 1.1.2, 1.1.3, and Appendices to the COR and CO for acceptance within 30 days of contract award (i.e. - at the pre-performance conference), identifying facilities by building number in numerical order, and approximate time cleanings will occur. Pg 95 of the RFP, para 4.19

Consumable costs are to be worked in the price of Category service

Quality Control Plan- The Contractor shall develop and maintain a quality control program to ensure custodial services are performed in accordance with commonly accepted commercial practices and services identified in this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in paragraph 2, Service Summary and interface with the Quality Assurance Surveillance Plan (QASP). As required per Pg 28 of the RFP, Clause 52.212-1 for evaluation and consideration for award. Also to include Pg 85 of the RFP, Service Summary (SS), Item 4, and paragraph 2.1, Service Delivery Summary

Facility Cleaning Service

a. Non-Carpeted Floors

b. Carpeted Floors

c. Stairways / Elevators / Handicap Lifts

d. Walk-off Mats

per month per category per base

SS-2

Restrooms/Locker Rooms Cleaning Services

a. Clean and Disinfect

b. Floors

c. Supplies

d. Drinking Fountains

Periodic Cleaning Services

a. Hard Floor Maintenance

b. Carpet Restorative Cleaning 1.3, inclusive. 0 defect per year

Service Delivery Summary (cont) Customer Complaints: The COR will receive and investigate complaints. The COR shall be responsible for initially validating customer complaints. Validated customer complaints shall be re-performed within 2 hours of notification.

Inspections: Any unsatisfactory inspection result shall be recorded, and the Contractor shall re-perform the service within 2 hours of notification unless otherwise specified by COR.

Quality Control

SS-5

Special Requirements

a. Child Development Center(s)

b. Fitness Center

c. Youth Center

List of Contract Sections - Solicitation Requirements

RFP - Front Page – SF 1449

RFP - Ordering Procedures: 48th CONS & 501st CSW

RFP - Services and Prices: Contract Line Items (CLINs): CLINs 0001- 0006 is for 11 months, CLINs 1001 - 4006 is for 12 months

RFP - Descriptions & Specifications:

Performance Work Statement (PWS)

Appendix A, AF Custodial Standards

List of Contract Sections - Solicitation Requirements

RFP - Deliveries or Performance Periods

RFP - Contract Clauses

RFP - Representations, Certifications and Other Statements of Offerors

RFP – Addendum to FAR Clause 52.212-1 - Instructions, Conditions and Notices to Offers; What is required in a proposal (RFP pgs 27 - 33)

RFP – Addendum to FAR Clause 52.212-2 - Evaluation Factors for Award; How proposals will be evaluated (RFP pgs 33 - 36)

RFP – Front Page SF1449

Complete blocks 12, 17a., 26, and 30a. b. & c.

RFP – Service and Price Schedule

Price Schedule:

* PoP: 11 Months for FY12 *Consumable costs are to be calculated in the price of Category Level of Cleaning services

RFP – Delivery Information

DELIVERY INFORMATION

RFP - Contract Clauses 5352.242-9000 - Contractor access to AF installations

Host Agency Check - Security Requirements Overview

RFP - Representations & Certifications Annual Representations and Certifications (FAR 52.212-3)

Option to utilize ORCA in lieu of completing FAR 52.212-3, Offeror Representations and Certifications, RFP pages 36-49.

ORCA http://orca.bpn.gov

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 Technical, Past Performance, and Price 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/sizes, delivery

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

Proposal Preparation/General Instructions:

Hand carried proposals delivered to the contracting office at Building 977, 1st Floor, RAF Lakenheath, by the offer due date listed in block 8 of the SF 1449. (Fri, 29 July 2011 - 1600 GMT). 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 Lakenheath has visitor control procedures - visitor escort/pass prior to entrance. SOME DELAY SHOULD BE ANTICIPATED WHEN HANDCARRYING PROPOSALS. Offerors should allow sufficient time/coordination to obtain a visitor pass and arrive at the bid depository PRIOR to the time specified for receipt.

Email submissions: anna.gulewich@lakenheath.af.mil & wendell.gibson@lakenheath.af.mil by the offer due date listed in block 8 of the SF 1449 (Fri, 29 July 2011 - 1600 GMT).

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

(RFP Pgs 27 - 33)

Proposal Preparation Instructions & General Info

Proposals shall consist of 3 Parts entailing factors of:

PART I – TECHNICAL CAPABILITY

Sub-factor 1 - Transition Plan Sub-factor 2 – Quality Control Plan

PART I – TECHNICAL CAPABILITY PROPOSAL – Pg 28 of the RFP

Sub-factor 1 - Transition Plan:

Transitioning to new contract performance—

PWS Para 4.0 (page 88 of Solicitation) Phase-In: During the 30-day phase in period, the contractor shall make all necessary preparations to begin performance on the contract performance start date in order to ensure no interruption of services. Phase-Out: In the event the contract options are not exercised or at the end of the contract options, the incumbent contractor is not successful in the re-competition, the contractor shall assist and coordinate with the incoming contractor on all matters/issues in regards to the Combined Wings Custodial Services contract.

PART I – TECHNICAL CAPABILITY PROPOSAL

Pg 28 of the RFP

Sub-factor 2 – Quality Control Plan:

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

PART II – PAST PERFORMANCE INFORMATION – Pg 29 of the RFP

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.

PART III – PRICE PROPOSAL (RFP Pgs 30 - 33) The extended amount of the base year CLINS must equal respective totals of the sample task order pricing found in clause 52.212-1, RFP pages 31 - 33. Pricing of the out-year CLINS shall be priced at the CLIN level only.

All pricing submitted in British Sterling Pound (£), remain valid for at least 120 days, and contain all ordering periods

Transition /Phase-in – Contract Line Items (CLINs) are not prescribed to propose or reimburse costs related to phase-in or phase-out. Associated costs for performance related to phase-in and phase-out shall be accounted for by offerors in the overall pricing of proposals.

PART III – PRICE PROPOSAL with Exampled Task Order – RFP Pgs 30-33

RFP – Addendum to 52.212-2 Evaluation Factors for Award How proposal factors will be evaluated –

(RFP Pgs 34-36)

Technical (Factor I) – Evaluated to assess whether or not an offeror can acceptably meet all requirements of the PWS. End result is an Acceptable or Unacceptable rating (e.g. Pass or Fail). An unacceptable/failed rating of any technical sub-factor, will result in an overall, unacceptable technical rating.

Past Performance (Factor II) – Evaluated to assess past/ present performance and if successful performance can be achieved. End result is an overall rating of Acceptable or Unacceptable.

Price (Factor III) – Evaluated to assess if proposed pricing is realistic, reasonable, and complete.

RFP – Addendum to 52.212-2 Evaluation Factors for Award How proposals will be evaluated – After all factors of all proposals have been evaluated:

An award selection will be made to the lowest priced technically acceptable offeror, with an acceptable past performance rating, whose price is determined to be realistic, reasonable, and complete.

Questions