Briefing_Slides_PPC_3_Apr_13.pdf

USAFE / AFAFRICA

Pre-Proposal Conference

FA5613-13-R-0005

03 Apr 2013 Contracting Officer: Ms. Lola Bauch

Contract Specialist: Ms. Laura Kunkle

USAFE Turkey and Spain Base

Maintenance Contract

(TSBMC II)

Agenda

Welcome/Introduction

Commander’s Opening Remarks

Attorney Advisor’s Ethics Principles

Acquisition Information/Milestones

RFP Review

SF33

Section B, Schedule

Sections H, Special Contract Clauses

Section I, Contract Clauses

Section J, Attachments

Sections L and M, Instructions to Offerors and Evaluation

Questions?

Opening Remarks

Rachelle Osborn, Maj, USAF

Commander, USAFE CONS Specialized Flight

Ethics Briefing

Mr. Doug Chicka

Ethics Principles

Basics

FAR 3.101-1 – Gov business shall be conducted in a manner above reproach … with complete impartiality and with preferential treatment for none. Avoid strictly any conflict of interest or even the appearance of a conflict of interest.

FAR 3.101-2 – An employee shall not solicit or accept, directly or indirectly, any gratuity, gift, favor or anything of monetary value from anyone who is seeking Gov business, who conducts activities regulated by the agency, or has interests that may be substantially affect by performance of employees official duties.

Procurement Information

Ban on Disclosing Procurement Information (FAR 3.104-3(a))

PIA prohibits disclosure of “contractor proposal information” and “source selection information.”

Ban applies to: Current/Former Federal Employees and Contract Advisers.

Ban on Obtaining Procurement Information (FAR 3.104-3(b))

PIA prohibits individuals from knowingly obtaining “contractor proposal information” or “source selection information” before the award of the contract to which such information relates, other than as provided by law.

Ban applies to everyone (including government employees and contractor personnel).

Exchanges After Release of Solicitation (FAR 15.201(f))

The Contracting Officer is the focal point of any exchange with potential offerors.

Conflicts of Interest

18 USC § 208 – Personal Conflicts of Interest

A government employee may not participate personally and substantially in any government matter that would affect his/her financial interests or those imputed to him.

Imputed Interests – Spouse, Minor Child, General Partners, Securities Interest

Appearance of a Conflict of Interest (5 CFR 2635.502; JER)

Personal and Business Relationships: Government employees are prohibited from participating in any official matter when a reasonable person with knowledge of the relevant facts would question their impartiality.

Covered Relationships – Member of Household, Relatives

Conflicts of Interest

Gifts – Shall not solicit or accept, directly or indirectly, a gift from a prohibited source or given because of official position.

Defined – any favor, discount, entertainment, hospitality, loan, forbearance or other item having monetary value.

Employment Contact Reporting Rule (FAR 3.104-3(c))

If an employee who is participating personally and substantially in a procurement contacts, or is contacted by, an offeror in that procurement regarding possible employment, the employee must initially report the contact and either reject or disqualify him or herself.

Conclusion

Follow the Basics

Protect Procurement Information

Avoid Conflicts of Interest

Raise Concerns

Acquisition Information

Purpose of Pre-Proposal Conference

Any changes to the requirement will be incorporated by formal amendment to the RFP

All amendments will be posted to www.fbo.gov

Unless the solicitation is amended via SF30, it remains unchanged as a result of this conference

Pre-Proposal Conference minutes and presentations will be made available on www.fbo.gov

Acquisition Information

All written questions submitted will be responded to and posted to www.fbo.gov

Questions to the solicitation shall be accepted by the

Government up to 17 Apr 2013

Email: TSBMC.2@us.af.mil

Questions must list PWS and/or RFP reference to include part, chapter, section, and paragraph as applicable

USAFE TSBMC II Milestones

Pre-Proposal Conference questions due – COB 17 Apr 2013

Proposal due date – 15 May 2013, 15:00 hrs CEST

Release of Initial Evaluation Notices – 22 Aug 2013 (if required)

Contract Award – 04 Jun 2014

Phase-In Period to begin – 23 Jun 2014

Contract Performance to begin – 01 Oct 2014

RFP Review

Section A – SF33

Block 12 – Minimum Offer Acceptance Period 365 calendar days

Block 13 – Prompt Payment Discount

Block 14 – Acknowledge all amendments by inserting amendment number and date

Blocks 15A thru 18 – essential to complete

Provide company/division’s street address, county and facility code, CAGE Code, DUNS Number

Original signature required in block 17

Provide name, title and telephone number of someone authorized to bind the company

Section B – Supplies or Services and Price/Costs

Insert proposed unit and extended prices for CLINs 0001, 0002, 0003, 0010, 0011, & 0012 in the basic contract year

Offeror to identify employees in Attachments 7 and 8 not required in performance of the contract (Sep 2012 tab)

Insert proposed unit and extended prices for CLINS X001, X002, and X010 in all option periods

Not Separately Priced (NSP) CLIN: 0009 Data & X008 in all option periods

Cost Reimbursable CLINs (Government Pre-Priced)

Material (0005), Travel/TDY (0007), Relocation (0008), Severance in the normal course of business (0008) - basic contract year

Material (X004), Travel/TDY (X006), Relocation (X007), Severance in the normal course of business(X009) – option periods

To Be Determined (TBD) CLINs - after contract award on a case by case basis

Contingency/Exercise Support (0004) and Services Above and

Beyond (0006) – basic contract year

Contingency/Exercise Support (X003) and Services Above and Beyond (X005) – option periods

Section B – Supplies or Services and Price/Costs (cont.)

Para. B-11: Contractors are required to fill in the currency conversion rates that were applied in calculation of the Fixed-

Price CLINs with Equitable Price Adjustment

Indicate all Foreign Currency Conversion Rates

The offered foreign currency conversion rates shall constitute the rate basis for calculating Adjustment for Fluctuation in

Value of Foreign Currency, Special Clause H-7

Section H – Special Contract Requirements

H-1 Labor and Legal Relations

Contractor conducts labor negotiations in Spain

Parameters set by CO and USAFE’s Labor Advisors

US Government reserves right to negotiate CLA agreements in

Turkey

Min. Contractor responsibilities: admin and translation support

Contractor reporting of labor/legal actions

H-2 Turkish/Spanish Incumbent Employees

Successor contractor inherits all employees from the incumbent

It is the successor contractor’s responsibility to comply with

HN labor laws/agreements with regard to severed employees.

Section H – Special Contract Requirements (cont.)

H-3 Initial Adjustment for Incumbent Turkish/Spanish National

Labor Cost

Adjusting price and workforce structure to actual conditions at time of award

H-4 Change in Place of Performance

Temporary or permanent deployment to different site/location

H-5 Compliance with the Proposal

Contractor’s final proposal becomes part of the contract at time of award

Section H – Special Contract Requirements (cont.)

H-6 Incentive Options

Three (5-month) Options & One (5-month and 22 days) Option

Beginning with Option Year 1

Based on annual PPIRS ratings

Above SAT rating in at least 3 rating areas (at least 2 in the areas of Quality, Schedule and/or Cost Control), with minimum SAT in the remaining areas

If not earned in the first two option years, IO ceases for all future periods

Exercise of incentive options is contingent upon continuing requirement and subject to availability of funds

Section H – Special Contract Requirements (cont.)

H-7 Equitable Adjustment for fluctuations in value of foreign currency

Applies if change in conversion rate between Euro and any other currency causes an increase/decrease in Fixed-Price w/EPA CLINs

May be made only in case of a total net change in excess of

Euro 50,000 per performance period

Either party may request

Government reserves the right to an interim adjustment

Monthly report on currency gains/losses to be provided within 30 days from end of prior month

Section H – Special Contract Requirements (cont.)

H-8 Adjustment for Fluctuations in Workload Estimates

Shall not be requested more frequently than annually

Must result in annual price increase exceeding Euro 100K

H-9 All Locations Turkey and Spain – Change in Level of

Performance

Levels of support can change at the Government’s direction

Increase/decrease, total elimination, temporary or permanent

H-10 Notification of Foreign Ownership

Contractor shall immediately notify the PCO

Foreign ownership my affect security requirements

Section I – Contract Clauses

Clauses/provisions incorporated by reference may be accessed at: www.acquisition.gov/far/index.html www.farsite.hill.af.mil

Section I – Contract Clauses (cont.)

52.216-4, Economic Price Adjustment—Labor (Tailored)

252.232-7007, Limitation of Government’s Obligation

252.237-7023, Continuation of Essential Contractor Services

Section I – Contract Clauses (cont.)

Government Property

52.245-1 Alt 1, Government Property

52.245-2, Government Property Inst. Operation Services

252.211-7003, Item Identification and Valuation

252.211-7007, Reporting of Government-Furnished Property

252.245-7000 Government-Furnished Mapping, Charting and

Geodesy Property

252.245-7001, Tagging, Labeling & Marking of GFP

252.245-7002, Reporting loss of Government Property

252.245-7003, Contractor Property Mgmt System Admin

252.245-7004, Reporting, Reutilization, and Disposal

Section J – Attachments

Atch. 1, PWS with Appendices A through K

Appendix A: Workload Estimates

Appendix B: Required Reports

Appendix C: Expected Operational Rates

Appendix D: Custodial Standards

Appendix E: Ground Maintenance Standards

Appendix F: Grass Maps Spain/Turkey

Appendix G: AF Integrated Solid Waste Mgmt Std

Appendix H: Instructions for Cost Element Breakout

Appendix I: VAL Spain

Section J – Attachments (cont.)

Appendix J: VAL Turkey

Appendix K: Government Furnished Property

Atch. 2, Draft Quality Surveillance Plan

Atchs. 3 & 4 – DD 254 for Turkey and Spain

Atch. 5 – Collective Labor Agreement (CLA) Turkey

Atch. 6 – CLA Spain

Atchs. 7&8 – Turkish and Spanish National Employee Listings

Atch. 9 – Past Performance Questionnaire

Atch. 10 – DOL EEOC Clearance Request Information

Atch. 11 – Sample Subcontractor/Teaming Partner Consent Letter

Section K – Representations, Certifications, and other Statements of Offerors

Complete representations, certifications, acknowledgements and statements as appropriate

Prospective offerors must ensure their registration on the

System for Award Management (SAM) is current - formerly known as the Central Contractor Registration (CCR) - as registration must be completed to be considered eligible for award. Representations and Certifications must also be updated via SAM. See https://www.sam.gov and https://acquisition.gov for registration information.

Section L – Instructions, Conditions and Notices to Offerors

Proposals Due: 15 May 2013, 03:00 pm CEST

Hand Carried Proposals – delivered to USAFE CONS Specialized as indicated

If Mailed - Allow enough time to arrive to the designated address no later than the proposal due date and time

Hard Copies (# as indicated) and two electronic copies of re-writable CDs/DVDs

All submittals shall be in English Language

Section L – Instructions, Conditions and Notices to Offerors

(cont’)

Proposal Organization

Volume I, Factor 1 – Technical

Subfactor 1 – Transition Plan

Subfactor 2 – Management Performance Assessment

Plan

Volume II, Factor 2 – Price/Contract Documentation

Volume III, Factor 3 – Past Performance

Each Part to be stand-alone (no cross-referencing), contain Table of Contents, number pages sequentially

Tab indexing shall be used

One copy of each Part to be marked “ORIGINAL”

Section L – Instructions, Conditions and Notices to Offerors

(cont.)

Proposal Organization (continued)

Number of copies per Volume

Maximum number of pages per Volume

Past Performance exclusive of Past Performance

Questionnaires and Subcontractor/Teaming Partner

Consent Letters

Page limitations exclusive of front/back cover, title pages, tabs, and table of contents

When both sides of a page display printing – counts as two pages

Watch for page and font sizes requirements (e.g., tables, fold-outs, etc.)

Section L – Instructions, Conditions and Notices to Offerors

(cont.)

Volume III, Factor 3 – Past Performance

No more than 7 references

References in excess of this number shall not be evaluated

Key personnel past performance

Section L – Instructions, Conditions and Notices to Offerors

(cont.)

Volume III, Factor 3 – Past Performance (cont.)

Offerors are responsible to distribute a copy of the

PPQ to all sources identified in their reference list

Respondents shall e-mail completed questionnaires to the CO by solicitation due date

The CO and past performance evaluation team will conduct follow-up as necessary

Subcontractor/Teaming Partner PPI cannot be disclosed without consent letter

PPI not supported by a consent letter will not be considered for evaluation

Government may retrieve additional past performance information

Section M – Basis for Contract Award

Limited Tradeoff source selection (Past Performance Price

Tradeoff w/Technical acceptable/unacceptable)

Past Performance approximately equal to cost or price

Technical Evaluation:

Subfactor 1 – Transition Plan:

Must fully address all areas; Phase-in/phase-out plan must demonstrate that their proposed transition teams have the required level of expertise/skill mix; must successfully demonstrate capability to effectively interface with all transition partners; approach must reflect they are aware of all transition requirements; must successfully demonstrate that they can meet associated time lines; must identify areas of concern and propose mitigation/control actions.

Section M – Basis for Contract Award (cont.)

Subfactor 2 – Management Performance Assessment Plan:

The plan must fully address all areas; must clearly demonstrate that offerors fully understand the PWS/volume of work involved by applying reasonable manning in view of numbers/skills; demonstrate capability to successfully recruit, manage and maintain qualified personnel at all times; demonstrate successful approach to recruit and maintain qualified workforce while satisfying labor laws;

successfully demonstrate required flexibility to respond and adjust to changing service requirements and circumstances; must demonstrate having an effective quality control process in place to satisfy PWS requirements.

Section M – Basis for Contract Award (cont.)

Price Evaluation:

Total Evaluated Price (TEP)

Price Fair and Reasonableness

Multiplying quantities by the proposed unit price for each

CLIN to be priced by the offerors (base period, all options and incentive options)

Failure to propose all applicable CLINs will render the proposal non-responsive

For evaluation purposes, proposed price for the last option period will be used for the six month extension of services

Section M – Basis for Contract Award (cont.)

Past Performance Evaluation:

Recent: performed within the past 3 years from date of solicitation for a min. of 1 year

Past performance that is not recent will not be further evaluated

Relevant: similar scope and magnitude of efforts and complexities this solicitation requires (PWS)

Minimum contract value of $30M annually on one contract

Section M – Basis for Contract Award (cont.)

Past Performance Evaluation (cont.):

Similarities between TSBMC II and past performance effort in view of multiple functions at multiple locations;

recruitment and retention of large workforce; performance overseas; management of foreign workforce; experience with CLA negotiations; contingency support; and performance of phase-in and phase-out duties

Past performance confidence assessment ratings will be assigned

Section M – Basis for Contract Award (cont.)

Best Value Decision

All proposals are ranked by price

If the lowest priced, technically acceptable offeror, determined responsible, shows highest confidence rating, that offeror represents best value and award shall be made

Otherwise the Source Selection Authority makes best value decision or determines competitive range for the purpose of holding discussions

May result in award to a higher priced offeror

Intent is to award without discussions; however, the

Government reserves the right to conduct discussions if deemed in its best interest

CLOSING COMMENTS, QUESTIONS & ANSWERS