AOD_Pre-Proposal_Slides_12_Jun_13.ppt

PPT presentation 1 MB Posted Jun 14, 2013

Attached to: Preventive Maintenance, Safety Inspections and Repairs of Automatic Opening Doors in the Kaiserslautern Military Community (KMC)
Solicitation number: FA5613-13-R-0022
Issued by: Department of the Air Force Materiel Command Installation and Mission Support Center Installation Contracting Agency

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Pre-Proposal Conference Slides

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File	Type	Posted
Pre-Proposal_Conference_Minutes_AOD.pdf	PDF	Jun 14, 2013
Pre-Proposal_Attendance_Sheet_AOD.pdf	PDF	Jun 14, 2013
Atch_2 _PWS _etc..doc	DOC document	May 29, 2013
Atch_6 _Performance_Management_Plan.doc	DOC document	May 29, 2013
Atch_4 _Applicable_Clauses_and_Provisions.doc	DOC document	May 29, 2013
Atch_7 _EMS_Flyer.pdf	PDF	May 29, 2013
Solicitation_Cover_Letter.pdf	PDF	May 29, 2013
Atch_3 _Historical_Workload_Data_For_Repair_Calls.doc	DOC document	May 29, 2013
Combined_Synopsis-Solicitation.doc	DOC document	May 29, 2013
Atch_5 _PPQ.doc	DOC document	May 29, 2013
Atch_1 _Pricing_Schedule.doc	DOC document	May 29, 2013

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U.S. Air Forces in Europe

12 Jun 2013 Pre-Proposal Conference

FA5613-13-R-0022

Preventive Maintenance, Safety Inspections and Repairs of Automatic Opening Doors in the Kaiserslautern Military Community (KMC)

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

Using Activity: 786 CE/CEUS Melaina Johnson – Operations Support Flight Chief Erich Wolf – Chief Service Contracts Annette Henn – Contracting Officer Representative Ina Flux – Contracting Officer Representative Tannia Fields, Contracting Officer Representative

Rules of Engagement

Remarks and explanations are supplemental guidance and do not override the terms of the solicitation

Terms of the solicitation remain unchanged until amended in writing

Please do not use video or other recording devices

Please turn off cell phones

Agenda

General Information

Review of the Solicitation

Answers to Contractor questions

Site Visit

Pre-Proposal Slides will be posted to the Federal Business Opportunities (FBO) Website

Internet Sites

FBO: http://www.fbo.gov

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

Period of Performance

Base Period:		01 October 2013 – 30 September 2014
1st Option Period:	01 October 2014 – 30 September 2015
2nd Option Period:	01 October 2015 – 30 September 2016
3rd Option Period:	01 October 2016 – 30 September 2017

4th Option Period: 01 October 2017 – 30 September 2018

Combined Synopsis/Solicitation

FA5613-13-R-0003

List of Documents:

Combined Synopsis/Solicitation Document

Attachment 1, Pricing Schedule

Attachment 2, PWS, Estimated Workload Data Per Year and

Current Equipment List

Attachment 3, Historical Workload Data for Repair Calls

Attachment 4, Applicable Clauses and Provisions

Attachment 5, Past Performance Questionnaire (PPQ)

Attachment 6, Performance Management Plan

Attachment 7, EMS (Environmental Management Systems) Flyer

Atch. # 2: PWS, pg. 7

– ESTIMATED WORKLOAD DATA PER YEAR

APPENDIX A

	ITEM	NAME	ESTIMATED QUANTITY
	1	Annual Preventive Maintenance	85 each
	2	Semi-Annual Safety Inspections	170 each
	3	Routine Repair Service Calls
(average 4 hours per call)	100 each
	4	Routine Repair (for item 3)	400 hours
	5	Emergency Repair Service Calls
(average 2 hours per call)	15 each

6 Emergency Repair (for item 5) 30 hours

Appendix A in the PWS identifies the Estimated Workload Data Per Year, which is also reflected in Attachment #1, pricing schedule:

Item 1 – 85 ea annual preventive maintenance inspections, corresponds to CLIN 0001 (1001, 2001, 3001, 4001) in the pricing schedule.

Item 2 – 170 ea semi-annual safety inspections, corresponds to CLIN 0002 (1002, 2002, 3002, 4002) in the pricing schedule.

Item 3 – 100 ea routine repair service calls – corresponds to CLIN 0003 (1003, 2003, 3003, 4003). Each routine repair service call includes an average of 4 hours (see Historical Workload Data for Repair Calls, Attachment 3). The total estimated hours are therefore 400, as shown in item 4.

Item 5 – 15 each emergency repair service calls – corresponds to CLIN 0004 (1004, 2004, 3005, 4005). Each emergency repair service call includes an average of 2 hours (see Historical Workload Data for Repair Calls, Attachment 3). The total estimated hours are therefore 30, as shown in item 6.

ESTIMATED WORKLOAD DATA

PER YEAR – Cont’d

NOTE:

(a) 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 4 hours in Item 4 of the Estimated Workload Data Per Year.

(b) 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.

(c) For each automatic opening door added/removed during the course of the contract the estimated quantity of routine repair hours is increased/decreased by 4 hours in Item 4 of the Estimated Workload Data Per Year, for yearly adjustment purposes, if required.

CLIN Structure

Base Period 01 Oct 2013 – 30 Sep 2014, CLINs 0001 through 0005

ANNUAL PREVENTIVE MAINTENANCE

of automatic opening doors in accordance with attached PWS, dated 17 Apr 2013, and Appendix B, Automatic Opening Door List.

	ITEM NO	SUPPLIES/
SERVICES	ESTIMATED QUANTITY	UNIT	UNIT PRICE	ESTIMATED AMOUNT
	0001	85	EUR______	EUR_________

CONTINUED

SEMI-ANNUAL SAFETY INSPECTIONS ***

of automatic opening doors in accordance with attached PWS, dated 17 Apr 2013, and Appendix B, Automatic Opening Door List.

*** IAW PWS, paragraph 1.3., safety inspections shall be performed through accredited surveillance associations – for example TUEV, DEKRA, etc.

	ITEM NO	SUPPLIES/
SERVICES	ESTIMATED QUANTITY	UNIT	UNIT PRICE	ESTIMATED AMOUNT
	0002	170	EUR______	EUR_________

CONTINUED

ROUTINE REPAIR SERVICE CALLS *** One call includes an average of 4 hours.

for automatic opening doors in accordance with attached PWS, dated 17 Apr 2013, and Appendix A, Estimated Workload Data Per Year, Items 3 and 4.

The contractor shall invoice and will be paid by service call, regardless of the actual duration of the repair work per call.

If the actual hours worked exceed the total estimated hours for Routine Repair in Appendix A, Estimated Workload Data Per Year, by more than 5% at the end of the performance period, upon the request of the contractor, an adjustment may be made for the hours worked in excess of the 5%, in accordance with clause DFARS 252.243-7002, Request for Equitable Adjustment.

The basis for the adjustment are the total estimated hours for Routine Repair in Appendix A, Estimated Workload Data Per Year, as adjusted in accordance with Appendix A, Notes (a) and (c).

	ITEM NO	SUPPLIES/
SERVICES	ESTIMATED QUANTITY	UNIT	UNIT PRICE	ESTIMATED AMOUNT
	0003	100 ***	Each	EUR______	EUR_________

CONTINUED

EMERGENCY REPAIR SERVICE CALLS *** One call includes an average of 2 hours.

for automatic opening doors in accordance with attached PWS, dated 17 Apr 2013, and Appendix A, Estimated Workload Data Per Year, Items 5 and 6.

The contractor shall invoice and will be paid by service call, regardless of the actual duration of the repair work per call.

If the actual hours worked exceed the total estimated hours for Emergency Repair in Appendix A, Estimated Workload Data Per Year, by more than 10% at the end of the performance period, upon the request of the contractor, an adjustment may be made for the hours worked in excess of the 10%, in accordance with clause DFARS 252.243-7002, Request for Equitable Adjustment.

The basis for the adjustment are the total estimated hours for Emergency Repairs in Appendix A, Estimated Workload Data Per Year, as adjusted in accordance with Appendix A, Note (b).

	ITEM NO	SUPPLIES/
SERVICES	ESTIMATED QUANTITY	UNIT	UNIT PRICE	ESTIMATED AMOUNT
	0004	15 ***	Each	EUR______	EUR_________

CLIN Structure - cont’d Base Period 01 Feb 2013 – 31 Jan 2013, CLINs 0001 through 0005

CONTINUED

REIMBURSEMENT OF THE COST OF REPLACEMENT PARTS

for automatic opening doors in accordance with attached PWS, dated 17 Apr 2013, and Appendix B, Automatic Opening Door List.

Total for Base Period, CLINs 0001 through 0005: EUR_________________

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

	ITEM NO	SUPPLIES/
SERVICES	ESTIMATED COST
	0005	EUR 25,825.00

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

Pages 3/4 of Attachment 4, Applicable Clauses and Provisions

The offeror MUST submit documentation for:

1. Technical Capability
	A. Past Experience
	B. Performance Management Plan
2. Price
3. Past Performance
4. Craftsman Card (Handwerkskarte)

Instructions to Offerors Addendum to FAR 52.212-1, Instructions to Offerors

1. Technical Capability:

A. Past Experience: Evidence of at least one year of contract		performance, from the issuance date of the solicitation, during the
	past 3 years, where the offeror * is/was responsible for	performance of maintenance services in Germany on power	driven doors and gates as defined in BGR 232 (Berufsge-	nossenschaftliche Regeln, Richtlinien fuer kraftbetriebene	Fenster, Tueren und Tore).

* or a joint venture partner / or key subcontractor being intended to perform the solicited service / or instances where the offeror performed as a key personnel / or a key subcontractor

Instructions to Offerors Addendum to FAR 52.212-1, Instructions to Offerors

1. Technical Capability:

B. Performance Management Plan: How does the offeror plan to perform the following services simultaneously:

annual maintenance of 85 automatic opening doors in Oct/Nov, + manning semi-annual safety inspections of 85 automatic opening doors in Oct/Nov and May/Jun estimated 100 routine repair service calls per year, + manning emergency repairs services with night time/24 hour services, + manning The offeror shall use Attachment 6, Performance Management Plan and complete all paragraphs 1 through 4.

		2. Price:
Attachment 1, Pricing Schedule
	Only Euro Currency Offers

3. Past Performance: Attachment 5, PPQs Up to 5 recent (within the past 5 years for a minimum of one year) and relevant (similar in scope and magnitude) contracts.

		Similar in scope: Maintenance of power driven doors and gates.
		Similar in magnitude: Periodic maintenance of multiple power driven
		doors and gates for a minimum of one year.
PPQs: Offerors to fill out Sections A and B and sent them to the references at least two weeks prior to offer due date. References shall submit PPQs directly to Ms. Jenkins/	Ms. Voss-Elsaesser not later than 28 Jun 13.

Offeror shall submit a list of the references with the proposal.

Also acceptable: Past performance of a joint venture partner * / or key subcontractor * being intended to perform the solicited service / or instances where the offeror performed as a key personnel / or a key subcontractor.

* Identify the percentage of the work to be accomplished.

4. Craftsman Card (Handwerkskarte):

Following crafts are acceptable:
	- Metal Construction (Metallbau)
	- Electrical Engineering (Elektrotechnik)

Offerors who fail to submit their craftsman card (or the one of the joint venture partner or key subcontractor being intended to perform the solicited service) are not eligible for award, regardless of technical capability, price and past performance.

Evaluation FAR 52.212-2 Evaluation – Commercial Items

Pages 4 through 6 of Attachment 4, Applicable Clauses and Provisions

Evaluation Factors:
	FACTOR 1 – Price
	FACTOR 2 – Technical
	Subfactor 1: Past Experience
	Subfactor 2: Performance Management Plan
	FACTOR 3 – Past Performance

FACTOR 1 – Price:

Evaluation on GRAND TOTAL PRICE resulting from	estimated total amounts of all CLINS 0001 – 4005		inserted in Attachment 1, Pricing Schedule.
The Grand Total price is inclusive of the prefilled CLINs for
replacement parts
	Evaluation of - completeness
		- fair- and reasonableness of price

FACTOR 2 – Technical:

(reference Addendum to FAR 52.212-1, Instructions	to Offerors – Commercial Items)
Subfactor 1: Past Experience
Subfactor 2: Performance Management Plan

“Acceptable” or “Unacceptable” rating.

Each subfactor must be rated “Acceptable” to receive an overall “Acceptable” rating.

FACTOR 3 – Past Performance

	(reference Addendum to FAR 52.212-1, Instructions to	Offerors – Commercial Items)
“Acceptable” or “Unacceptable” Rating
Based on provided references, PPQs, and other information obtained by the Government
Offerors without relevant past performance are determined to have “Unknown” past performance. This is considered “Acceptable”.
REMEMBER: Offerors who fail to submit a craftsman card are not eligible for award, regardless of price, technical and past performance evaluation .

Award Process

(1) PRICE –
	from lowest to highest total evaluated price

(2) TECHNICAL –
	apparent lowest price proposal, including the craftsman	card, will be evaluated for technical acceptability

(3) PAST PERFORMANCE –
	lowest price, technically “Acceptable” proposal will be

evaluated for past performance

Provisions Requiring Fill-Ins Attachment 4, Applicable Clauses and Provisions

52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS, pg. 1 – 2

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS, ALTERNATE I, pg. 6 - 17

Paragraphs (d), (h), (l)

252.212-7000 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-

COMMERCIAL ITEMS, pg. 26 – 27

Offerors who have completed the provisions in SAM/ORCA are requested to indicate that. If so, there is no need to complete them again in the solicitation.

Special Clauses Attachment 4, Applicable Clauses and Provisions 52.232-37 MULTIPLE PAYMENT ARRANGEMENTS ***, pg. 1

This contract or agreement provides for payments to the Contractor through several alternative methods. The applicability of specific methods of payment and the designation of the payment office(s) are either stated--
	(a) Elsewhere in this contract or agreement; or
	(b) In individual orders placed under this contract or agreement.
252.225-7041 CORRESPONDENCE IN ENGLISH, pg. 1
52.232-20 LIMITATION OF COST, pg. 19 – 20

Parts CLINs 0005, 1005, 2005, 3005, 4005 – Offeror shall notify the Contracting Officer, when the amount is expected to exceed 85% of the estimated cost in the next 30 days.

52.232-36 PAYMENT BY THIRD PARTY ***, pg. 20 -21 Note: The Government reserves the right to change the method of payment to utilize the Governmentwide commercial purchase card during the life of the contract. When such change occurs, it is considered to be within the scope of this contract and shall not be the basis for any price adjustment.

252.243-7002 REQUESTS FOR EQUITABLE ADJUSTMENT, pg. 27 5352.242-9000 CONTRACTOR ACCESS TO AIR FORCE INSTALLATIONS, pg. 29 – 32

Offeror Registration Requirements

DUNS

NCAGE

SAM (System for Award Management)

To include CCR/ORCA

WAWF

Summary

Offer due date is 28 Jun 2013, 14:00 hrs.

Offers may be hand delivered or emailed. Postal mail and fax are not authorized to submit offers.

Offerors are responsible to confirm the timely receipt of the proposals.

Offerors are advised to use hand delivery if possible (courier service).

Offerors shall provide the following with the proposal:

1. Past Experience Evidence

2. Attachment 6, Performance Management Plan

3. Attachment 1, Pricing Schedule

4. Craftsman Card

5. Provisions with Fill-Ins

6. Listing of PPQ References

Offerors shall send PPQs to references, who shall forward them to the POCs not later than 28 Jun 2013.

NOTE:

Only documents with offeror submittals (f.ex. past experience evidence, craftsman card) and fill-ins (Attachment 1, Pricing Schedule, provisions in Attachment 4) must be submitted with the proposal.

Any other documents of the solicitation (f.ex. Attachment 2, the PWS; complete Attachment 4, Applicable Clauses and Provisions), do not need to be returned especially when email is used. This unnecessarily increases the file sizes.

QUESTIONS?

Site Visit

File details come from the government source that posted it. Updated Nov 14, 2017.