Attachment 4 - PreProposal Conference Slides - Amendment 2.pptx

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:

Hospital Aseptic Management Services Tawana Jackson, Contracting Officer Yvonne Cooke, Contract Specialist

48 CONS/PKB

29 March 2022

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Pre-Submission Agenda

Welcome and Introductions Briefing Objective Ground Rules General Contracting Terms Project Overview Vendor Resources Contractual Requirements RFP Sections

TUPE

VAT

Performance Work Statement Service Delivery Summary

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Welcome and Introductions Acquisition Description Hospital Aseptic Management Services Acquisition Team Contracting: Tawana Jackson, Maria Calimlim, Yvonne Cooke.

Technical: Capt Adam Brubakken, Lt Amanda Aguilar, Dawn Price, Tracy Swinson Acquisition Process Most advantageous to the Government, Price only along with past performance and mission essential services under contractor responsibility determination.

Acquisition Milestones Proposal due 20 April 2022 Award 26 May 2022 but subject to change

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

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Funding chart from Acquisition Strategy is acceptable

Ground Rules Questions provided prior to this pre-proposal/site visit will be answered. Responses will also be posted on the beta.SAM.gov website: https://www.beta.sam.gov.

Questions and requests for clarification or information concerning the solicitation that arise during and after the pre-proposal conference and site visit must be provided by email no later than 4 April 2022. Answers will be compiled and posted on the beta.SAM.gov website.

All correspondence should reference the solicitation number, FA558722R0002.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Funding chart from Acquisition Strategy is acceptable

General Contracting Terms Requirement – Hospital Aseptic Management 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 of Services: To provide Hospital Aseptic Management Services (HAMS). This is comprised of basic and aseptic housekeeping functions, healthcare waste disposal and linen services.

All Medical Treatment Facilities (MTF) at the 48th Medical Group, RAF Lakenheath, RAF Mildenhall, RAF Feltwell, including Aerospace Medicine, Dental, Veterinary Clinic and Logistics warehouse, are to be covered.

This HAMS requirement covers general cleaning and hospital aseptic services to include specific disinfecting procedures of high risk areas such as operating rooms and labor and delivery suites.

Waste disposal will include the packaging, transportation and destruction of sharps, body parts, category A clinical waste, offensive waste, non-hazardous pharmaceuticals, cytotoxic and cytostatic medicines and amalgams.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Project Overview Description of Services (cont.):

Hospital linen services shall include the supply and distribution of clean sheets, scrubs, towels, surgical towels and removal of soiled items.

Services shall also include re-supplying consumables dispensers including soap, air freshener, toilet paper and, paper towels.

The contractor shall furnish all personnel, supervision, tools, materials, equipment, transportation and other replenishment supplies and services necessary to provide cleaning services, healthcare waste disposal services and the management of linen services for all facilities as listed in the Performance Work Statement (PWS).

The standard of services shall be consistent with Association for Professionals in Infection Control and Epidemiology (APIC) and the The Joint Commission (TJC) guidelines.

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.

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 If you need additional help, please contract Mr. Paul Mayes +44 (0) 1638 523090

An Offeror is required to be registered in SAM when submitting an offer or proposal, and shall continue to be registered until time of award, during performance, and through final payment of any contract resulting from this solicitation, FAR 52.204-7.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Contractual Requirements

Anticipated award notification:

26 May 2022 subject to change Contract Type: Firm Fixed Price Description: Hospital Aseptic Management Services Pricing – CLINs (RFP Attachment 2 – Proposal Sheet) Period of Performance CLINs 0001 - 0024 (1 Aug 2022 – 31 Jan 2023) Base period CLINs 1001 - 1024 (1 Feb 2023 – 31 Jan 2024) Option period 1 CLINs 2001 - 2024 (1 Feb 2024 – 31 Jan 2025) Option Period 2 CLINs 3001 - 3024 (1 Feb 2025 – 31 Jan 2026) Option Period 3 CLINs 4001 - 4024 (1 Feb 2026 – 31 Jan 2027) Option Period 4 6 months extension (to be exercised if needed) - Option

CLIN – Contract Line Item Number

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP - CLIN Schedule

Use the Quote Sheet to fill in the pricing. These are the CLINs (contract line item numbers) which the spreadsheet references.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Attachment 2 - Proposal Sheet Fill in this Proposal Sheet

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – Addendum to FAR Part 52.212-1 – Instructions, Conditions and Notices to Offerors Addendum to FAR Part 52.212-1 This is an explanation of what is required (RFP pages 107 – 108) Proposal preparation instructions and general information.

Proposal shall consist of three (3) separate volumes:

Volume I – Price / Past Performance (RFP page 107).

Volume II – Offeror Representations and Certifications (RFP pages 129 – 147).

Volume III – Mission Essential Services (RFP page 108).

Federal Acquisition Regulations (FAR) can be found at https://www.acquisition.gov/ Defense Federal Acquisition Regulation Supplement (DFARS) can be found at https://www.acquisition.gov/dfars

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – 52.212-1 Instructions to Offerors

Proposal Preparation/General Instructions:

All copies of the proposal and supporting documents shall be submitted using Microsoft Office (MS) Word, MS Excel and/or Adobe Acrobat All submissions shall be in English The offeror must be registered in the System for Award Management (beta.SAM.gov), and the offeror’s legal name and address must match the information for the offeror in beta.SAM.gov The proposal and supporting documents shall be submitted electronically by 1100 BST on 20 April 2022 to Maria Calimlim, at maria.calimlim@us.af.mil or Yvonne Cooke, at yvonne.cooke.gb@us.af.mil

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – 52.212-1 Instructions to Offerors

Proposal Preparation/General Instructions:

Complete Proposal Sheet – Attachment 2, using the template provided by the Government Proposals should contain the offeror’s best terms from a price standpoint.

Offerors are required to meet all solicitation requirements, such as terms and conditions. Failure to meet a requirement may result in an offer being ineligible for award.

The Government reserves the right to conduct discussion with offerors for the purpose of negotiation 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 – 52.212-1 Instructions to Offerors Proposals shall contain the following:

Volume I - Price Offerors shall complete the Proposal Sheet attached to the RFP – proposal shall include pricing for all items in the Proposal Sheet.

All pricing submitted in either British Pound Sterling (£) or United States Dollars ($):

Must be exclusive of Value Added Tax (VAT) if in GBP Remain Valid for at least 180 days Contain the 4, 12 months options periods and the 6 month extension Unit prices – no more than two (2) decimal places of British Pound Sterling or United States Dollars ($). Amounts in GBP will be divided by 0.7843 to determine the USD equivalent.

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 – 52.212-1 Instructions to Offerors Volume I - Price In addition to the proposal sheet you must also provide the following information for past performance:

Company /Division name Contracting Agency/Customer Contract Number and Task/Delivery Order Number (if applicable).

Period of Performance Verified, up-to-date name, email address, address and telephone number of contracting officer (US Government contract) or customer name (non-government contract).

A brief description of the services rendered identifying capabilities to provide the management and provision of Hospitial Aseptic Cleans for inpatient facilities to include medical hazardous waste removal, supplying of medical linen services, infectious disease cleans and continuous (24/7) coverage including holidays.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – 52.212-1 Instructions to Offerors Volume II – Offeror Representations and Certifications This volume shall be completed by:

Filling in the applicable provisions in Section entitled, Representations, Certification & Other Statements Completing the clauses in Section entitled, Contract Clauses.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – 52.212-1 Instructions to Offerors Volume III – Mission Essential Services This volume shall be completed by:

Providing a plan which demonstrates how the contractor will provide mission essential services during a crisis or emergency.

At a minimum the plan must include Challenges associated with maintaining essential contractor services during the event.

Time estimated between initiating the plan and personnel and resources availability on site.

Notification procedures.

Communication of expectations to employees regarding their roles and responsibilities.

Full instructions page 108 of the RFP

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – FAR Part 52.212-2 – Evaluation – Commercial Items This is an explanation of HOW the proposal will be evaluated (RFP pages 110 – 111).

The Governments evaluation will be conducted utilizing the price provided in Volume I.

Similar contract performance information provided will be evaluated as part of the award decision.

The Government will evaluate the Mission Essential Services Plan only to determine compliance with DFARS 252.237-7024.

The Government seeks to award to the responsible prospective contractor whose proposal, conforming to the solicitation, represents the lowest total evaluated price along with past performance and mission essential services under contractor responsibility determination.

Only one award will be made as a result of this solicitation.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – 52.212-2 Evaluation – Commercial Items Price - The contracting officer has determined there is a high probability of adequate price competition in this acquisition. However, if at any time during this competition the contracting officer determines that adequate price competition no longer exists; offerors may be required to submit information to the extent necessary for the contracting officer to determine the reasonableness and affordability of the price.

The Government will evaluate prices submitted in the Proposal Sheet to determine a fair and reasonable price in accordance with FAR 15.405 During the evaluation process the Government Evaluation Team will determine a total proposed price for each responsive offer. The extended (total) price for each CLIN in the base period and each option period will be added together to determine the total price.

NOTE: Evaluation of options shall not obligate the Government to exercise such options. Failure to provide the documentation described in the Instructions to Offerors above may result in the offer being deemed non-responsive and ineligible for award.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – 52.212-2 Evaluation – Commercial Items Price In accordance with FAR 52.217-8 Option to Extend Services, the Government may require continued performance of any of the services within the limits and at the rates specified in the contract. The price for the six-month extension will be calculated using 50% of the total of CLINs 4001 – 4023 in Attachment 2 Proposal Sheet.

The totals for each annual extended price for each CLIN and the price for the six month extension authorized by 52.217-8, Option to Extend Services will be added together to arrive at the Total Evaluated Price.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – 52.212-2 Evaluation – Commercial Items Price In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended offer and the total of the CLINs will be recomputed accordingly. If the offeror provides a total amount for a CLIN but fails to enter the unit price, the total amount divided by the respective CLIN quantity will be held to be the intended price.

Failure to propose all CLINs may render the proposal unacceptable and ineligible for award.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP – 52.212-2 Evaluation – Commercial Items Price The Government may use any of the price analysis techniques in accordance with FAR 15.404 to determine reasonableness. If non of the price analysis techniques result in fair and reasonable price determination, the Government intends to conduct a price realism analysis in order to mitigate risks of unacceptable performance.

An unrealistically low price may be judged to create an unreasonable performance risk that will render the offeror ineligible for award. In additional, price proposals will be analyzed to identify any potential unbalance pricing IAW FAR 15.404-1(g). Unbalanced pricing may pose an unacceptable risk to the Government and may render the offeror ineligible for award.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

TUPE

TUPE – Transfer of Undertakings (Protection of Employment) Regulations 2006 The United Kingdom’s Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) is the main piece of legislation governing the transfer of an undertaking, or part of one, to another. The regulations are designed to protect the rights of employees in a transfer situation.

During the solicitation phase and award of the resultant contract the Government does not have access to specific TUPE information nor becomes involved with related TUPE processes and associated liabilities As this is a firm-fixed price contract it is the prospective contractors responsibility to calculate any anticipated TUPE cost and include at time of proposal submission. TUPE costs cannot be submitted as a conditional proposal, if submitted as such the offeror’s proposal will be considered unacceptable and the offeror may be excluded from competition.

TUPE cost cannot be submitted after contract award.

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Value Added Tax Value Added Tax (VAT) DFARS 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).

https://www.acquisition.gov/dfars/part-252-solicitation-provisions-and-contract-clauses https://www.gov.uk/guidance/vat-relief-for-suppliers-to-visiting-forces-notice-431

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Performance Work Statement Types of Services Cleaning Services Administration Area Patient Care and Ambulatory Care Area Kitchen Public Toilets Operating, Labor and Delivery, Endoscopy Room Inpatient Care Area Emergency Area Isolation Rooms Central Sterile Supply and Dental Instrument Centers Medical Waste Storage Area Exterior Services

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Performance Work Statement Types of Services Consumables Waste Disposal – Sharps Waste Disposal – Body Parts Waste Disposal – CAT A Waste Disposal – Clinical Waste Waste Disposal – Offensive Waste Waste Disposal – Medicines Waste Disposal – C and C Medicines Waste Disposal – Amalgam Waste Disposal – Amalgam Durr Waste Disposal – Transportation Fees Healthcare Linen Lease

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Service Delivery Summary

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

RFP - Service Delivery Summary

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

Questions?

SOURCE SELECTION INFORMATION -- SEE FAR 2.101 AND 3.104

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