Pre-proposal_conference_slides_final.pdf

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Pre-Proposal Conference:

Grounds Maintenance

Services

M. Elizabeth Walker, DBO, Contracting Officer

Kim E. Baker, S-11, Contract Specialist

48 CONS/PKB

11 September 2018

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Pre-Submission Agenda

Welcome and Introductions

Briefing Objective

Ground Rules / US Contracting Terms

Project Overview

Vendor Resources

Contractual Requirements

RFP Sections/Requirements

TUPE

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Welcome and Introductions

Acquisition Description

Background

Source Selection Team

Source Selection Process

Acquisition Milestones

Better Buying Power techniques applied to this acquisition

Recommendation

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Ground Rules

Questions regarding any requirement of the RFP must be submitted, in writing to our office NLT Friday, 14 September 2018, 1500 hours (BST).

All Q&A 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

(Tuesday 2 October 2018, 1600 hours BST) will be formally amended & posted to the FBO website.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

General Contracting Terms

Requirement – Grounds Maintenance Services

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

PWS – Performance Work Statement (description of work)

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

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Project Overview

Description: To provide grounds services to 11 USAF visiting forces bases in the United Kingdom.

The contractor shall provide non-personal services to include all personnel, equipment, tools, and supervision to provide grounds maintenance services for eleven geographically separated locations across the United Kingdom. This shall include but is not limited to; mowing, edging, trimming and weed control; remove debris/police grounds; dead animals and leaf removal; lawn conditioning; fertilization, and aeration;

pest control; lawn renovation; prune shrub, hedges and other plants; maintaining semi-improved grounds; mow, and trim;

maintaining perimeter fence line; maintain Bird Area Strike

Hazard (BASH)/ SSSI (Site of Special Scientific Interest) areas;

maintain un-improved grounds; maintain surface drainage ditches; perform snow/ice removal and ice control, and road sweeping.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Vendor Resources

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

Have a current DUNS (Data Universal Numbering System) number. If you are a registered company you will have a DUNS allocated.

Request via the Internet: www.dnb.com.uk or www.dnb.com

Obtain an NCAGE (North Atlantic Treaty Organization

Commercial and Government Entity) code in the UK.

http://www.ncb.mod.uk/csisapp/navigate.do

In the USA this is a CAGE code.

https://cage.dla.mil/Home/UsageAgree http://www.dnb.com.uk/ http://www.dnb.com/ http://www.ncb.mod.uk/csisapp/navigate.do https://cage.dla.mil/Home/UsageAgree

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Vendor Resources

After obtaining a DUNS number and NCAGE/CAGE, prospective companies wishing to do business with the

U.S. Air Force must register in SAM (System for Award

Management).

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

Any problems? Call the SAM Help Desk

International Desk: 001-334-206-7828

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

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Contractual Requirements

Anticipated award notification:

1 January 2019

Contract Type: Firm Fixed Price Requirements

Pricing – CLINs (RFP Attachment 3 – Pricing Schedule)

Period of Performance

12-Month Base Period (1 January 2019 – 31 December 2019)

3-Month Mobilization Period (1 January – 31 March 2019), Gain

Base Passes

9-Month PoP

Four 12-Month Option Periods

1 January 2020 – 31 December 2020

1 January 2021 – 31 December 2021

1 January 2022 – 31 December 2022

1 January 2023 – 31 December 2023

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

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.

Proposal instructions – page limitations/sizes/title, electronic delivery

(AMRDEC) and submission due date.

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications and technical requirements, in addition to those identified as evaluation factors.

Failure to meet a requirement may result in an offer being ineligible for award.

The Government reserves the right to conduct discussions with offerors for the purpose of negotiations at any point during the evaluation if deemed in the best interest of the Government – Submit your best offer!

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

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 3 – 7)

Proposal Preparation Instructions & General Info

Proposals shall consist of 3 Volumes entailing factors of:

Vol. I –Technical Capability

i. Subfactor 1: Management Plan

ii. Subfactor 2: Quality Control Plan

iii. Subfactor 3: Past Experience

Vol. II – Past Performance

- Recent

- Relevant

Vol. III – Price

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Addendum to FAR Part 52.212-1 -

Instructions, Conditions and Notices to Offers

VOLUME I – TECHNICAL CAPABILITY PROPOSAL

(Pages 3-7 of the RFP)

Subfactors:

i. Management Plan – Items a-c

ii. Quality Control Plan – Items a-d

iii. Past Experience – Items a-b

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Addendum to FAR Part 52.212-1 -

Instructions, Conditions and Notices to Offers

VOLUME II – PAST PERFORMANCE INFORMATION

(Pages 5-6 of the RFP)

Criteria to be considered recent and relevant on pages 5 - 6 of the

RFP.

Send Present/Past Performance Questionnaires to the Points of

Contact (POCs) identified in the listing of recent and relevant contracts/projects.

POCs must email the Questionnaires directly to 48 CONS by 1500 hours, 18 September 2018.

Must submit recent and relevant contact information for a maximum of five (5) customers.

RESPONSIBILITY TO SEND OUT PAST PERFORMANCE

QUESTIONNAIRES RESTS SOLEY WITH THE OFFEROR.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Addendum to FAR Part 52.212-1 -

Instructions, Conditions and Notices to Offers

VOLUME III – PRICE PROPOSALS

(Page 6-7 of the RFP)

Complete RFP Pricing Schedule (Attachment 3) – proposal shall include pricing for all items in Price Schedule.

All pricing submitted in British Sterling Pound (£);

Must be exclusive of Value Added Tax(VAT), Remain valid for at least 180 days, Contain the base and all option years.

Unit prices - no more than two (2) decimal places of a British Pound

Sterling (£).

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

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Addendum to 52.212-2

Evaluation Factors for Award

Technical (Factor I) – The government will evaluate technical proposals and the below listed sub-factors on a pass/fail-basis, assigning an overall rating of Acceptable, or Unacceptable. An unacceptable rating for any of the below sub-factors will result in an unacceptable rating for the Technical Capability primary factor.

Technical Acceptability shall be evaluated against the following sub-factors where all sub-factors are considered equal.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Addendum to 52.212-2

Evaluation Factors for Award

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.

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance information rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance IAW FAR

15.305(a)(2(iv). Therefore, the offeror shall be determined to have unknown (or “neutral”) past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered

“acceptable.”

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Addendum to 52.212-2

Evaluation Factors for Award

Price (Factor III) – The contracting officer has determined there is a high probability of adequate price competition in this acquisition.

A Total Evaluated Price (TEP) will be determined by multiplying the quantities for each CLIN (X001-X035) identified in the Pricing

Schedule (tabs FY19 (Base Year), FY20, FY21, FY22 and FY23 in attachment 3) by the proposed unit price to calculate the extended annual total amount for each CLIN.

The price for the six-month extension will be calculated using 50% of the total extended price for the last twelve-month period (CLINs

4001-4034). Evaluation of this option period will not obligate the

Government to exercise the option.

The total of the annual extended prices for each CLIN and the price for the six-month extension will be added together to arrive at the TEP.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Addendum to 52.212-2

Evaluation Factors for Award

How proposals will be evaluated – After all factors of all proposals have been evaluated:

Evaluation of these factors will utilize a Lowest Price, Technically

Acceptable (LPTA) evaluation approach in accordance with FAR Part

15 and the DoD Source Selection Procedures, as supplemented;

whereby the Government seeks to award to the offeror whose proposal, conforming to the solicitation and for which all non-price factors have been determined acceptable, represents the lowest evaluated price.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP-Terms and Conditions

252.229-7006 Value Added Tax Exclusion (United Kingdom) DEC

2011:

Supplies or services identified in this contract are to be delivered at a price exclusive of value added tax under arrangements between the appropriate United States authorities and Her Majesty’s

Revenue and Customs (HMRC Reference Notice 431, entitled Relief from Customs Duty and/or Value Added Tax on United States

Government Expenditures in the United Kingdom).

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP-Terms and Conditions

252.229-7008 Relief From Import Duty (United Kingdom) DEC 2011:

Any import dutiable articles, components, or raw materials supplied to the United States Government under this contract shall be exclusive of any United Kingdom import duties. Any imported items supplied for which import duty already has been paid will be supplied at a price exclusive of the amount of import duty paid. The

Contractor is advised to contact Her Majesty’s Revenue and

Customs to obtain a refund upon completion of the contract

(Reference HMRC Notice No. 431, entitled “Relief from Customs Duty and/or Value Added Tax on United States Government Expenditures in the United Kingdom”).

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP-Terms and Conditions

252.229-7010 Relief From Customs Duty on Fuel (United Kingdom)

JUN 1997:

The Contractor shall seek relief from customs duty in accordance with HM Customs Notice No. 431, February 1973, entitled “Relief from

Customs Duty and/or Value Added Tax on United States Government

Expenditures in the United Kingdom.” Application should be sent to the Contractor’s local Customs and Excise Office.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Source Selection

252.229-7010 Relief From Customs Duty on Fuel (United Kingdom)

JUN 1997 (continued):

Within 30 days after the award of this contract, the Contractor shall provide the Contracting Officer with evidence that an attempt to obtain such relief has been initiated. In the event the Contractor does not attempt to obtain relief within the time specified, the

Contracting Officer may deduct from the contract price the amount of relief that would have been allowed if HM Customs and Excise had favorably considered the request for relief.

The amount of any rebate granted by HM Customs and Excise shall be paid in full to the United States Government. Checks shall be made payable to the Treasurer of the United States and forwarded to the Contracting Officer.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP - Service Delivery Summary

Performance Objective (PO) PWS Para Performance Threshold

Per Base

PO-1 – Maintain Improved Grounds 1.1 inclusive Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

PO-2 – Maintain Semi-Improved

Grounds

1.2 inclusive Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

PO-3 – Maintain Un-Improved

Grounds

1.4 inclusive Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

PO-4 – Maintain Vegetative Beds, Inert Beds and Related Areas

1.5 Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

PO-5 – Debris, Trash and Litter

Policing

1.1.5

1.8.5

Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

PO-6 – Maintain BASH/SSSI

Grounds

1.3 Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP - Service Delivery Summary

Continued

PO-7 – Weed Control. Kill off 95% of weeds per treatment

1.1.4 Satisfactory: 2 defect

Marginal: 3 defects

Unsatisfactory: More than 4 defects

PO-8 – Road Sweeping 1.8.6 Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

PO-9 – Snow and Ice Control 1.7 Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

PO-10 – Special Requirements 1.8 Satisfactory: 1 defect

Marginal: 2 defects

Unsatisfactory: More than 3 defects

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

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