Barriers_Pre-Proposal_Slides_23_Aug_16_ Compatibility_Mode .pdf

U.S. Air Forces in Europe

23 Aug 2016

Pre-Proposal Conference

FA5613-16-R-0016

Preventive Maintenance, Safety Inspections and Repairs of Pop-up Barriers, Tire Shredders, Bollards, Arm Barriers and Sliding Gates in the Kaiserslautern Military Community (KMC)

Government Personnel

Contracting Office: 700 CONS/LGCA Inge Jenkins – Contracting Officer Erica Morris – Contract Specialist

Using Activity: 786 CE/CEUS Melaina Johnson – Operations Support Flight Chief Erich Wolf – Chief Service Contracts Luise Westrich – 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 February 2017 – 31 January 2018

1st Option Period: 01 February 2018 – 31 January 2019

2nd Option Period: 01 February 2019 – 31 January 2020

3rd Option Period: 01 February 2020 – 31 January 2021

4th Option Period: 01 February 2021 – 31 January 2022

Combined Synopsis/Solicitation

FA5613-16-R-0016

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, EMS (Environmental Management Systems)

Flyer

Atch. # 2: PWS, pg. 9

– ESTIMATED WORKLOAD DATA PER YEAR

ITEM NAME ESTIMATED

QUANTITY

1 Semi-annual preventive maintenance of pop-up barriers, bollard barriers and tire shredders (173 pieces of Equipment, 346 inspections) 346 each

2 Annual preventive maintenance with safety inspections of arm barriers 60 each

3 Annual preventive maintenance with safety inspections of sliding gates 61 each

4 Routine Repair Service Calls (average of 5 hours per call) 165 each

5 Routine Repair (for item 4) 825 hours

6 Emergency Repair Service Calls (average of 3 hours per call)

51 each

7 Emergency Repair (for item 6) 153 hours

APPENDIX A

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 4 of the Estimated Workload Data Per Year, the annual estimated quantity of routine repair hours is increased/decreased by 5 hours in item 5 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 6 of the Estimated Workload Data Per Year, the annual estimated quantity of emergency repair hours is increased/decreased by 3 hours in item 7 of the Estimated Workload Data Per Year.

(c) For each piece of equipment added/removed during the course of the contract the estimated quantity of routine repair hours is increased/decreased by 2 hours in item 5 of the Estimated Workload Data Per Year, for yearly adjustment purposes.

CLIN Structure

Base Period 01 Feb 2017 – 31 Jan 2018, CLINs 0001 through 0006

SEMI-ANNUAL PREVENTIVE MAINTENANCE

of pop-up barriers, bollards and tire shredders in accordance with attached PWS, dated 26 Apr 2016, and Appendix B, Current Equipment List.

ITEM

NO

SUPPLIES/

SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE ESTIMATED

AMOUNT

0001 346 EUR______ EUR_________

Base Period 01 Feb 2017 – 31 Jan 2018, CLINs 0001 through 0006

CONTINUED

ANNUAL PREVENTIVE MAINTENANCE AND SAFETY INSPECTIONS

of arm barriers in accordance with attached PWS, dated 26 Apr 2016, and Appendix B, Current Equipment List.

ITEM

NO

SUPPLIES/

SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE ESTIMATED

0002 60 EUR______ EUR_________

Base Period 01 Feb 2017 – 31 Jan 2018, CLINs 0001 through 0006

CONTINUED

ANNUAL PREVENTIVE MAINTENANCE AND SAFETY INSPECTIONS

of sliding gates in accordance with attached PWS, dated 26 Apr 2016, and Appendix B, Current Equipment List.

ITEM

NO

SUPPLIES/

SERVICES

ESTIMATED

QUANTITY UNIT UNIT PRICE ESTIMATED

0003 61 EUR______ EUR_________

Base Period 01 Feb 2017 – 31 Jan 2018, CLINs 0001 through 0006

CONTINUED

ROUTINE REPAIR SERVICE CALLS

for pop-up barriers, tire shredders, bollards, arm barriers and sliding gates in accordance with attached PWS, dated 26 Apr 2016, and Appendix A, Estimated Workload Data Per Year, Items 4 and 5.

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

0004 165 Each EUR______ EUR_________

Base Period 01 Feb 2017 – 31 Jan 2018, CLINs 0001 through 0006

CONTINUED

EMERGENCY REPAIR SERVICE CALLS

for pop-up barriers, tire shredders, bollards, arm barriers and sliding gates in accordance with attached PWS, dated 26 Apr 2016, and Appendix A, Estimated Workload Data Per Year, Items 6 and 7.

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

0005 51 Each EUR______ EUR_________

CLIN Structure - cont’d

Base Period 01 Feb 2017 – 31 Jan 2018, CLINs 0001 through 0006

CONTINUED

REIMBURSEMENT OF THE COST OF REPLACEMENT PARTS

for pop-up barriers, tire shredders, bollards, arm barriers and sliding gates in accordance with attached PWS, dated 26 Apr 2016, Current Equipment List

Total for Base Period, CLINs 0001 through 0006: EUR_________________

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

ITEM

NO

SUPPLIES/

SERVICES ESTIMATED COST

0006 EUR_55,000.00_

Basis for Award

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation is determined to be the lowest price technically acceptable (LPTA) proposal with acceptable past performance.

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

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

The offeror MUST submit documentation for:

1. Technical Capability

2. Price

3. Past Performance

4. Craftsman Card (Handwerkskarte)

1. Technical Capability:

A. Past Experience: The offeror shall submit evidence of at least one year of contract performance during the previous 3 years, where the offeror is/was responsible for –

(i) performing maintenance services in Germany on hydraulically operated equipment, and

(ii) performing maintenance services in Germany on power driven, electrically operated, doors and gates as defined in BGR 232 (Berufsgenossenschaftliche Regeln, Richtlinien fuer kraftbetriebene Fenster, Tueren und Tore - Trade Association Rules, Guidelines for Power Driven Windows, Doors, and Gates).

Note: Past experience evidence shall identify what the maintained equipment is/was (e.g., hoists, doors or gates). The general term “equipment” is not sufficient .

1. Technical Capability:

B. Performance Management Plan:

The contractor shall submit a Performance Management Plan with their proposal. The plan shall address at a minimum how the following services will be performed simultaneously:

(i) how the offeror intends to manage the semi-annual maintenance of 173 pop-up barriers, bollards, and tire shredders as listed in Appendix B, Current Equipment List, during the months of October and April in accordance with paragraph 1.3. of the PWS and all subparagraphs, to include the intended manning structure.

1. Technical Capability:

B. Performance Management Plan (Cont):

(ii) how the offeror intends to manage the annual maintenance and safety inspections of 60 arm-barriers and 58 sliding gates as listed in Appendix B, Current Equipment List, during the month of April in accordance with paragraph 1.3. of the PWS and all subparagraphs, to include the intended manning structure.

(iii) how the offeror intends to manage 165 routine repair service calls per year in accordance with paragraphs 1.4. and 1.4.1.of the PWS, to include the intended manning structure.

(iv) how the offeror intends to manage emergency repair service calls in accordance with paragraphs 1.4. and 1.4.2. of the PWS, including night time services for regular workdays and 24 hour services on weekends and holidays, to include the intended manning structure.

2. Price:

Attachment 1, Pricing Schedule

Only Euro Currency Offers

Offerors shall insert a unit price and an extended price in Attachment 1, Pricing Schedule, for each Contract Line Item Number (CLIN), except for CLINs 0006, 1006, 2006, 3006 and 4006. CLINs 0006, 1006, 2006, 3006 and 4006 will be pre-filled, as identified in the pricing schedule.

3. Past Performance:

Attachment 5, PPQs

Offerors shall provide at least one (1) but no more than five (5) recent (within the past three years from the issuance date of the solicitation for a minimum of one year per referenced contract) 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.

3. Past Performance:

Attachment 5, PPQs (Cont)

-Offerors shall send the PPQs to the references no later than two weeks prior to the due date of offers for completion. Offerors shall ensure that the references submit the PPQs directly to the following POCs not later than the closing date of offers, 12 September 2016 no later than 14:00 hrs (2:00 pm) Central European Summer Time (CEST). A listing of the references the PPQs were provided to shall be submitted with the proposal.

4. Craftsman Card (Handwerkskarte):

Following crafts are acceptable:

- Metal Construction (Metallbau)

- Electrical Engineering (Elektrotechnik)

- Precision Engineering (Feinwerkmechanik)

Offerors who fail to submit a craftsman card are not eligible for award, regardless of technical capability, price and past performance.

Evaluation FAR 52.212-2 Evaluation – Commercial Items

Pages 7 -10 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 – 4006 inserted in Attachment 1, Pricing Schedule

Prices will be evaluated for fairness and reasonableness of the total evaluated 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 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

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

The Government reserves the right to hold discussions at any point during the evaluation.

All proposals will be evaluated.

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

52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS, pg. 2 – 3

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS, ALTERNATE I, pg. 10 – 29 Paragraphs (d), (h), (l)

252.212-7000 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-

COMMERCIAL ITEMS, pg. 26 – 27

Special Clauses Attachment 4, Applicable Clauses and Provisions

252.225-7041 CORRESPONDENCE IN ENGLISH, pg. 2

52.232-20 LIMITATION OF COST, pg. 40-50 Parts CLINs 0006, 1006, 2006, 3006 AND 4006 Offeror shall notify the Contracting Officer, when the amount is expected to exceed 85% of the estimated cost in the next 30 days.

252.243-7002 REQUESTS FOR EQUITABLE ADJUSTMENT, pg. 2

5352.242-9000 CONTRACTOR ACCESS TO AIR FORCE INSTALLATIONS,

pg. 49 - 51

Offeror Registration Requirements

DUNS

NCAGE

SAM (System for Award Management) To include CCR/ORCA

WAWF

Summary

Offer due date is 12 September 2016 not later than

14:00 hrs (2:00 pm).

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 shall provide the following with the proposal:

1. Past Experience Evidence

2. 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 1400 hours on 12 September 2016.

NOTE:

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

Please do not return any other documents of the solicitation (e.g., Attachment 2, the PWS; complete Attachment 4, Applicable Clauses and Provisions), especially when you use email. This unnecessarily increases the file sizes.

QUESTIONS?

Site Visit