HAMS_-_Pre-Proposal_Conference_Slides.pdf

You Got It ‘Cause We Bought It

Pre-Proposal Conference Hospital Aseptic Management

Service (HAMS)

48th Contracting Squadron

6 June 2016

Pre-Proposal Agenda

• Welcome and Introductions

• Briefing Objective

• Ground Rules / US Contracting Terms

• Project Overview

• Vendor Resources for Proposing

• Contractual Requirements

• RFP Sections/Solicitation Requirements

• TUPE

Welcome and Introductions

U.S Gov’t Procuring Activity – 48th Fighter Wing Contracting Squadron (48 CONS)

• Points of Contact for Interested Vendors:

Capt Anthony Guajardo TSgt Matthew Gill

• Contracting Officer:

Thomas Moss

U.S. Gov’t Requiring Activities:

RAFs Lakenheath, Mildenhall, Feltwell

Briefing Objective

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

Ground Rules

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

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

• All Q&A presented during this brief and questions which have been received previously, 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 (Friday, 24 June 2016, 1500 BST) will be formally amended & posted to the FBO website.

General Contracting Terms

Requirement – Hospital Aseptic 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 – Contracting Officer Offeror – Vendor, Contractor Proposal/Offer – Written proposal by a vendor/contractor PoP – Period of Performance COR - Contracting Officer’s Representative (for Quality Assurance)

Project Overview

• The Contractor shall provide all supervision, personnel, equipment, transportation, materials, and other items and services necessary to perform Hospital Aseptic Management Services at RAFs Lakenheath, Feltwell and Mildenhall in accordance with the PWS and Air Force Custodial Standards.

• This requirement includes three main services:

• Hazardous waste disposal

• Leased Linen Service

• General housekeeping

Project Overview

• Anticipated award notification:

• 31 August 2016

• Transition Period:

• 01 September – 30 September 2016

• Proposed Period of Performance:

• 1 October 2016 – 30 September 2021

• Base period of performance is 12 months:

• 1 October 2016 – 30 September 2017

• Four (4) 12-month option periods:

• 1 October 2017 - 30 September 2021

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 or www.dnb.co.uk

• This can be provided over the phone.

• Obtain an NCAGE (North Atlantic Treaty Organization Commercial and Government Entity) code

• Request via the Internet:

https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

• Or call UK Ministry of Defence National Codification Bureau in

Glasgow: Telephone: 0141 224 2250 Email: DESSEOCSCP- NCB-CustSvc@mod.uk

• All registrations are free from any costs.

• After obtaining a DUNS number and NCAGE, prospective companies wishing to do business with the U.S. Air Force must register in the SAM (System for Award Management) system.

• Register via the Internet: https://www.sam.gov/

• If you have issues, please call the SAM Help

International Desk: 001-334-206-7828

• If you need additional help, please contact:

Mr. Paul Mayes +44 1638 52 3090

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

Contractual Requirements

Annual Representations and Certifications (FAR 52.212-3)

• Fill in sections that are highlighted

• Allowed to do business with US Government

• Type of organization

Annual Representations and Certifications SAM Representations & Certifications – complete the same information online as part of the SAM registration process where it will be available in the future for any other US Government solicitations.

Contractual Requirements

• Firm Fixed Price Requirements Contract

• Pricing

• Fill in the Pricing Spreadsheet and also the Linen Pricing Sheet these are listed as the following “Pricing Schedule Linen and Attachment 2 HAMS Pricing Spreadsheet”

• Period of Performance –

• 12-month Base period (1 October 16 – 30 September 17)

• Four 12-month option periods

• 1 October 2017 – 30 September 2018

• 1 October 2018 – 30 September 2019

• 1 October 2019 – 30 September 2020

• 1 October 2020 – 30 September 2021

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 pages 108 – 114)

RFP - Addendum to FAR Clause 52.212-2 - Evaluation Factors for Award; How proposals will be evaluated (RFP pages 114 – 117)

RFP – Front Page SF1449

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

RFP – CLIN Schedule

ITEM NO SUPPLIES/SERVICES ESTIMATED

QUANTITY

UNIT UNIT PRICE ESTIMATED AMOUNT

0001 91,705.20 Square Foot

Zone 1 - Cleaning Services

FFP

Zone 1 Cleaning Services :

Shall perform all cleaning services as outlined in PWS paragraphs 6.1 through 6.29. and with the frequencies listed in Appendix H, Attachment 1.

Zone 1 Cleaning Frequency:

Five days per week Monday through Friday.

FOB: Destination

SIGNAL CODE: A

Use the pricing spreadsheet to fill in the pricing. These are the CLINS which the spreadsheet references.

ESTIMATED

NET AMT

Pricing Spreadsheet

• Fill in this pricing spreadsheet

Service Delivery Summary

Performance Objective/Statements

PWS

Paragraph Reference

Performance Thresholds/AQLs

SS# 1 Cleaning Services.

(Low Risk Zone 1)

6.1 thru 6.28.6 Not to exceed two (2) defects per month.

SS# 2 Cleaning Services.

(Medium Risk Zones 2, 2A, 3, 4 & 5)

6.1 thru 6.28.6 Not to exceed two (2) defects per month.

SS# 3 Cleaning Services. (Very High Risk Zones 6, and 6A & 9)

6.1 thru 6.28.6 Zero occurrences of non-performance or defects per month.

SS#4 Cleaning Services.

(High Risk Zones 7, 8, 10 & 11)

6.1 thru 6.28.6 Not to exceed two (2) defects per month.

SS# 5 Exterior Windows (Low Risk Zone 12)

6.21 Not to exceed two (2) defects per month.

Service Delivery Summary

SS# 6 Cycle Tasks Listed in

Appendix H Not to exceed one defect per six month period.

SS# 7 Contract Manager Availability

5.2.1.1 thru 5.2.1.4

No defects.

SS#8 Healthcare Waste documentation Deliverables: Consignment Order

6.5 thru 6.10.3 Not to exceed one defect per 3 months

SS#9 Healthcare Waste Coding Deliverables: Consignment Order

6.5 thru 6.10.3 Not to exceed two defects per month

SS#10 Employee training program 5.8 thru 5.8.2.1 0 defects

SS#11 Monthly Quality Control Report Deliverables: QA Report

5.8 thru 5.8.2.1 Not to exceed one defect per 3 months

SS#12 Linen Par Levels Deliverables: Linen Delivery Report

Appendix F Not to exceed two defects per month.

SS#13 Staff Immunizations Deliverable: Staff Immunization Records

5.2.4 Not to exceed one staff member per 30 days

RFP – Addendum to FAR Part 52.212-1 - Instructions, Conditions and Notices to Offers

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

(RFP Pages 78-84)

• Proposal Preparation Instructions & General Info

• Proposals shall consist of 3 Parts:

PART I – Technical Capability consisting

i. Transition Plan

ii. Quality Control Plan

iii. Management Plan

IV. Mission Essential Services

PART II – Past Performance

PART III – Price

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 all 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!

Instructions, Conditions and Notices to Offers

PART I – TECHNICAL CAPABILITY PROPOSAL

Pages 80 - 82 of the RFP

• i. Transition Plan – Items a-e

• ii. Quality Control Plan – Items a-e

• iii. Management Plan – Items a-g

• IV. Mission Essential Services – Item a

Instructions, Conditions and Notices to Offers

PART II – PAST PERFORMANCE INFORMATION

Pages 82 - 83 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 should be sent to the Points of Contact (POCs) identified in the listing of recent and relevant contracts/projects.

• POCs must return the Questionnaires directly to 48 CONS.

Instructions, Conditions and Notices to Offers

PART III – PRICE PROPOSAL

Page 83 of the RFP

• All pricing must be submitted on the pricing spreadsheet

• All pricing shall be submitted in British Sterling Pound (£), remain valid for at least 180 days, no more than three decimal places, and contain pricing for the base as well as all option years.

• Contract Type: Proposed pricing by vendors shall be firm-fixed, and not subject to revision and/or negotiation if selected for contract award.

RFP – Addendum to 52.212-2 Evaluation Factors for Award

How proposal factors will be evaluated Pages 84 - 89 of the RFP

• 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.

Evaluation Factors for Award

Past Performance will be assigned a relevancy rating Pages 87 of the RFP

Degree Description

VERY RELEVANT (VR)

Past/present performance effort involved essentially the same scope and magnitude of effort and complexities this solicitation requires.

RELEVANT (R)

Past/present performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

SOMEWHAT RELEVANT (SR)

Past/present performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires.

NOT RELEVANT (NR)

Past/present performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

Evaluation Factors for Award

Performance Confidence Assessments

Rating Description

SUBSTANTIAL CONFIDENCE

Based on the offeror’s recent/relevant performance record, the Government has a high expectation that the offeror will successfully perform the required effort.

SATISFACTORY CONFIDENCE

Based on the offeror’s recent/relevant performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort.

LIMITED CONFIDENCE

Based on the offeror’s recent/relevant performance record, the Government has a low expectation that the offeror will successfully perform the required effort.

NO CONFIDENCE

Based on the offeror’s recent/relevant performance record, the Government has no expectation that the offeror will be able to successfully perform the required effort.

UNKNOWN/CONFIDENCE

No recent/relevant performance record is available or the offeror’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned.

Evaluation Factors for Award

How proposal factors will be evaluated Page 88 of the RFP

• Price (Factor III) – Evaluated to assess if proposal pricing is balanced, reasonable, and complete.

• Pricing for the six-month extension authorized by 52.217-8, Option to Extend Services, will be added to the total of the extended amount of all CLINS. The price for the six-month extension will be calculated using 50% of the total extended price for the last twelve-month period. Evaluation of this time period will not obligate the Government to exercise the option.

Evaluation Factors for Award

How proposals will be evaluated – This is a Limited Tradeoff source selection (Past Performance Price Tradeoff with technical acceptable/unacceptable)

After all factors of all proposals have been evaluated:

Competing offerors' past performance will be evaluated on a basis approximately equal to price considerations

Questions