5. Elevator Pre-Proposal Conference 10Aug12.pps

U.S. Air Forces in Europe

10 Aug 2012 Pre-Proposal Conference Preventive Maintenance, Safety Inspections and Repairs of Elevators and Escalators in the Kaiserslautern Military Community (KMC) Area

Government Personnel Contracting Office: 700 CONS/LGCE Inge Jenkins – Contracting Officer Erika Voss-Elsaesser – Contract Specialist Corinna Jackson – Contract Specialist

Using Activity: 786 CE/CEUS Melaina Johnson – Operations Support Flight Chief Erich Wolf – Chief Service Contracts Sascha Lindauer – Contracting Officer Representative Joern Riecken – Contracting Officer Representative

Rules of Engagement

Agenda

After the pre-proposal meeting it is planned to visit the Pax Terminal, the Parking Garage and the KMCC, to include the elevator motors on the KMCC rooftop.

Internet Sites

FBO: http://www.fbo.gov

FAR Site: http://farsite.hill.af.mil

Period of Performance

Combined Synopsis/Solicitation

FA5613-12-R-0001

Current Equipment list

PWS - ESTIMATED WORKLOAD DATA

PER YEAR

APPENDIX A

Appendix A in the PWS identifies the Estimated Workload Data Per Year, which is also reflected in the pricing schedule:

Item 1 – 220 ea Quarterly Preventive Maintenances (53 Elevators/2 Escalators) corresponds to CLIN 0001 (1001, 2001, 3001, 4001) in the pricing schedule.

Item 2 – 55 ea Annually Safety Inspections – corresponds to CLIN 0002 (1002, 2002, 3002, 4002) in the pricing schedule Item 3 – 124 each Routine Repair Service Calls – corresponds to CLIN 0003 (1003, 2003, 3003, 4003) in the pricing schedule. Each Routine Repair Service Call includes an average of 5 hours. This number results from the Historical Workload Data for Repair Calls, Attachment 3. The total estimated hours are therefore 620, as shown in item 4.

Item 5 – 33 each Emergency Repair Service Calls – corresponds to CLIN 0004 (1004, 2004, 3004, 4004) in the pricing schedule.. Each Emergency Repair Service Call includes an average of 2 hours. This number results from the Historical Workload Data for Repair Calls, Attachment 3. The total estimated hours are therefore 66, as shown in item 6.

ESTIMATED WORKLOAD DATA

PER YEAR – Cont’d

NOTE:

1. For each elevator/escalator being added during the course of the contract the following shall apply:

For each routine repair service call purchased in excess of/less than the annual estimated quantity identified in item 3 of the Estimated Workload Data Per Year, the annual estimated quantity of routine repair hours is increased/decreased by 5 hours in item 4 of the Estimated Workload Data Per Year.

3. For each emergency repair service call purchased in excess of/less than the annual estimated quantity identified in item 5 of the Estimated Workload Data Per Year, the annual estimated quantity of emergency repair hours is increased/decreased by 2 hours in item 6 of the Estimated Workload Data Per Year.

CLIN Structure

Base Period 01 Oct 2012 – 30 Sep 2013, CLINs 0001 through 0005

Reference Slide 7, Estimated Workload Data Per Year:

The estimated qty identifies the # of elevators/escalators X 4 (quarterly) inspections.

The offeror shall insert the unit price per quarterly preventive maintenance, and the total amount for 220 maintenances

CONTINUED

The estimated qty identifies the # of elevators/escalators.

The offeror shall insert the unit price per annual safety inspection, and the total amount for 55 safety inspections.

CONTINUED

A, Estimated Workload Data Per Year, Items 3 and 4.

The estimated qty identifies the number of Routine Repair Service Calls.

The offeror shall insert the unit price per service call, and the total amount for 124 service calls.

The contractor shall invoice and will be paid by service call, regardless of actual hours worked; however, the contractor will have the possibility to request and receive an adjustment, if the actual hours worked during one year exceed the total estimated hours in Appendix A by more than 5%.

The adjustment will be for the time worked in excess of the 5%.

The basis for the adjustment are the total estimated hours for Routine Repair in Appendix A as adjusted IAW Notes 1., 2. and 3., as shown on next slide (#11).

CONTINUED

The estimated qty identifies the number of Emergency Repair Service Calls.

The offeror shall insert the unit price per service calls, and the total amount for 33 service calls.

Here also the contractor may request an adjustment like for Routine Repair Service Calls. The applicable percentage is 10%, whereby the basis for the adjustment are the total estimated hours for Emergency Repair in Appendix A as adjusted IAW Notes 1., 2. and 3., as shown on previous slide (#11).

CLIN Structure - cont’d

CONTINUED

Total for Base Period, CLINs 0001 through 0005: EUR_________________

The CLINs for the First, Second, Third and Forth Option Period shall be filled out accordingly in Attachment 1, Pricing Schedule.

CLIN 0005 (1005, 2005, 3005 and 4005 in the out years) shows the estimated amount for the reimbursement of replacement parts, which shall not be changed by the offerors.

The total amount for each period (here it is the base period) shall be inclusive the amount for replacement parts.

Basis for Award

The Government intends to award to the lowest priced, technically acceptable (LPTA) offeror with an acceptable past performance rating

This is the language out of the solicitation

Instructions to Offerors

Addendum to FAR 52.212-1, Instructions to Offerors

Technical Capability:

QCP in accordance with the PWS, paragraph 1.8.

QCP limited to no more than a total of 15 pages, single sided, single spaced, no less than one inch margin around the page, font Times New Roman, no less than font size 10. Any pages in excess of the maximum number specified will be removed from the proposal without being evaluated.

(B) Evidence of at least one year of contract performance from the issuance date of the solicitation (or the past experience of a joint venture partner, key subcontractor, or instances where the offeror performed as a key personnel or a key subcontractor) during the previous 3 years, where the offeror is/was responsible for performing services in Germany same or to the workload data identified in the Performance Work Statement (PWS).

- Limited to one page per evidence, single sided, single spaced, no less than one inch margin around the page, font Times New Roman, no less than font size 10.

Instructions to Offerors - cont’d

Addendum to FAR 52.212-1, Instructions to Offerors

Price: Offerors shall insert a unit and extended price in Attachment 1, Pricing Schedule, for each Contract Line Item Number (CLIN), except for CLINs 0005, 1005, 2005, 3005 and 4005, as identified in the pricing schedule. Only EURO currency offers will be accepted.

Past Performance: Up to five recent (within the past five years from the issuance date of the solicitation for a minimum of one year) and relevant (similar in scope and magnitude) contracts by completing sections A. and B. of the Past Performance Questionnaire (PPQ), Attachment 5, one PPQ for each referenced contract, and submit all PPQs with their offer. The Government will send the received PPQs to the references for completion.

NOTE TO PARA (c): Period for acceptance of offers. All proposals shall be valid for 120 calendar days from the offer due date, unless we specify a revised date in an amendment to the solicitation.

Evaluation FAR 52.212-2 Evaluation – Commercial Items

Evaluation Factors:

FACTOR 1 – Price

FACTOR 3 – Past Performance

Evaluation - cont’d

FACTOR 1 – Price:

FACTOR 2 – Technical

“Acceptable” rating required for each subfactor .

If one or more subfactors are rated “Unacceptable”, the proposal will receive an overall “Unacceptable” rating.

Subfactor 1: The QCP will be evaluated for the offeror’s approach to ensure maintenance and repair services are performed IAW standard German commercial practices and IAW German local, state or federal applicable standards and codes and manufacturer’s recommendations. In addition it will be evaluated on the procedures developed to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in Paragraph 2, Services Summary.

Subfactor 2: The submitted evidence will be evaluated on the evidence of at least one year of contract performance (or the past experience of a joint venture partner, key subcontractor, or instances where the offeror performed as a key subcontractor) during the previous 3 years, where the offeror is/was responsible for performing services in Germany same or similar to the workload data identified in the Performance Work Statement (PWS).. (Changed language with Amendment 01)

FACTOR 3 – Past Performance

“Acceptable” or “Unacceptable” Rating

Based on provided references, PPQs, and other information obtained by the Government

Offerors without relevant past performance are considered “Acceptable”

Past Performance will be evaluated based on subjective assessment of how well the offeror performed on recent and relevant work.

Award Process

evaluated for past performance

Provisions Requiring Fill-Ins

52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS

52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS, ALTERNATE I

252.212-7000 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-

COMMERCIAL ITEMS

Special Clauses

52.216-19 ORDER LIMITATIONS

52.216-21 REQUIREMENTS

52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT

5352.242-9000 CONTRACTOR ACCESS TO AIR FORCE

INSTALLATIONS

Offeror Registration Requirements

Corinna Jackson will brief this slide:

Everybody should be aware that you are only eligible for award if you are registered in CCR/ORCA and also in WAWF!

Wide Area Workflow is now also a pre-requisite since DFAS no longer accepts manual invoices. All payments are now made thru WAWF.

If you have any questions in regards to these programs please let me know at the end of the meeting.

Answers to Written Questions

Q: (This question is proprietary information redacted)

We currently hold a contract at (REDACTED) and (REDACTED). There are approx. (REDACTED) and (REDACTED). Does this contract meet the requirement of “at least 75% of the quantity of elevators and escalators as required in this solicitation.”?

A: In order to be determined acceptable for Factor 2, Technical, Subfactor 2, Past Experience, the criteria as specified in the solicitation must be met.

Notification of Amendment The following revisions will be made to the solicitation with Amendment 01:

Change 1: The evaluation criteria as shown on page 4 of Attachment 4, Applicable Clauses and Provisions, will be revised to read as follows:

“the offeror is/was responsible for performing services in Germany same or similar to the workload data identified in the Performance Work Statement (PWS). “ in lieu of “the offeror is/was responsible for performing services in Germany same or similar to those identified in the Performance Work Statement (PWS) on at least 75% of the quantity of elevators and escalators as required in this solicitation.”

Amendment 01 will be posted on FedBizOpps.

The offer due date 24 Aug 2012 will not be changed based on the amendment.

All other requirements of the solicitation remain unchanged.

QUESTIONS?

Site Visit

We will now all take a bus (if available) to the KMCC area to start our walking tour.

Remember, any questions you might have during the site visit need to be submitted to our office by latest 14 Aug 2012, 1630 hrs.

This will ensure that all attendees receive the same information.