PreProposal_Conf_Slides-FH-20Mar19_Final.pdf

U.S. Air Forces in Europe

Ms. Caterina Rothhaar Procuring Contracting Officer

Flight Chief PKA 700th Contracting Squadron/PKA

20/21 Mar 2019

Pre-Proposal Conference/ Site Visit

KMC Family Housing Maintenance Services

RFP # FA5613-19-R-A001

OVERALL BRIEFING CLASSIFICATION:

UNCLASSIFIED

Welcome and Introduction

86 Civil Engineering Squadron/Civil Engineering Housing (86 CES/CEH) Director of Housing: Ms. Lana Reaves COR Supervisor/Facility Manager: Ms. Michelle Fry COR/Technical Expert: Mr. Harald Stapf

700th Contracting Squadron (700 CONS/PKA) PKA Services Flight Chief: Ms. Caterina Rothhaar Procuring Contracting Officer: Ms. Caterina Rothhaar Contract Specialist: Ms. Ina Hemmer

Agenda

Purpose Rules of Engagement Administrative Comments Program/Requirements Description Solicitation Overview/Advance Questions Summary 20 Mar 2019, 1300 Site Visit at Kapaun and

Vogelweh 21 Mar 2019, 0900 Site Visit at Landstuhl &

Ramstein AB

Purpose

Provide prospective offerors an overall understanding of the objectives of this acquisition

Provide a summary and discuss the requirement Explain significant elements of the solicitation Give prospective offerors an opportunity to visit the individual sites within the KMC at Vogelweh, Ramstein and Landstuhl

Rules of Engagement

All communication regarding this source selection shall be through the Procuring Contracting Office (PCO, 700 CONS/PKA)

The Contract Specialist and PCO serve as the only points of contact for all inquiries and information regarding this acquisition

Any remarks, explanations, or answers to questions are supplemental guidance and do not override the terms of the solicitation

Terms of the solicitation remain unchanged unless the solicitation is formally amended in writing

Questions must be received in writing to receive an “official response”

Please do not use video/recording devices Please turn off cell phones

Administrative Comments

Sign-In Attendance Sheet will be posted on FedBizOpps (FBO) Briefing Slides will be posted on FBO

Questions and Responses Questions may be asked during the briefer’s presentation Questions during the site visit may be asked but are preferred to be submitted in writing Questions and the answers provided will be posted on FBO

Program/Requirements Description

Program/Requirements Description – presented by Mr. Abreu

PreProp Conf RequirementsBriefing-FH.pptx

Solicitation Overview

FBO

Contract Type and Structure Period of Performance Key Dates/Activities Items of Note Proposal Organization & Content Basis for Contract Award Evaluation Factors Pricing Schedule Proposal Submission/Contract Documentation AMRDEC Email Submission Forthcoming Amendment Questions and Answers Summary Contact Information

FedBizOpps (FBO)

FBO: RFP posted on FBO website on 7 Mar 2019 http:www.fbo.gov/

Solicitation No: FA5613-19-R-A001 (All pre-solicitation information was posted under FA5613-19-R-0001)

Title: Family Housing Maintenance Services, Kaiserslautern Military Community (KMC), Germany

All supporting documents, notices, questions and answers, or any amendments will be posted on the FBO website

Deadline for submitting questions in writing via e-mail to the Contract Specialist, Ms. Hemmer, and the PCO, Ms. Rothhaar was 18 March 2019

Register to receive notification

Contract Type and Structure

Acquisition is for commercial services to be performed in Germany Follow-on acquisition; incumbent contractor is Vectrus

Systems Corporation Firm-Fixed Price (FFP) Requirements Contract

Incrementally funded Task Orders (TOs) will be issued (5 & 7 months)

Single Contract Award Firm-fixed unit priced CLINs

Period of Performance

Phase-In Period: 1 Aug 2019 – 30 Sep 2019 Basic Period: 1 Oct 2019 – 30 Sep 2020 Four One-Year Option Periods

First Option Year 1 Oct 2020 – 30 Sep 2021 Second Option Year 1 Oct 2021 – 30 Sep 2022 Third Option Year 1 Oct 2022 – 30 Sep 2023 Fourth Option Year 1 Oct 2023 – 30 Sep 2024

Key Dates/Activities

Proposals Due (Volumes I, II, & III) 08 Apr 2019 (1400 CEST) Past Performance Questionnaires Due

(directly from the reference) 08 Apr 2019 Anticipated Contract Award 19 Jul 2019 Phase-In Start 01 Aug 2019 Contract/Performance Start 01 Oct 2019

Items of Note

Carefully read RFP to include FAR 52.212-1, its Addendum, FAR 52.212-2, as well as PWS Proposal to be based on requirements in the PWS addressing the evaluation criteria in FAR 52.212-2 To be eligible for award, offerors are required to be registered in

SAM (System for Award Management) at the time an offer is submitted https://www.sam.gov/portal/public/SAM/

Structure proposal IAW Addendum to FAR 52.212-1, Instructions to Offerors – Commercial Items (Jul 2013)

Proposal shall be clear and concise containing sufficient detail for easy evaluation

Proposal Organization

Volume/Title Font Type & Size to be used for viewing

Page Limit

Volume I – Technical Proposal Times New Roman 12 pt Total

1. Past Experience Times New Roman 12 pt 5

2. Phase-In Plan Times New Roman 12 pt 5

3. Performance Management Plan Times New Roman 12 pt 25 Volume II – Price Proposal Pricing Schedule including signed copy of SF1449 As

Required

Volume III – Past Performance Information

Times New Roman 12 pt 5

No hard copies will be accepted. When proposals are hand-delivered, offerors shall submit all volumes in electronic format using CDs/DVDs. The electronic copies shall be submitted in PDF format or a format readable by Microsoft (MS) Word 2010, MS Excel 2010, MS PowerPoint 2010.

Proposal Content - Technical

Volume I – Technical Proposal

1. Past Experience – Offerors shall submit evidence of at least 2 years of contract performance entirely within the previous 5 years from the issuance date of the solicitation, where the offeror is/was responsible for performance of relevant housing/facility maintenance services. Relevant = services that are similar to the services described in the PWS for a comparable number of housing units.

2. Phase-In Plan – Offerors shall submit a detailed phase-in plan that includes critical milestones and describes the 60-day process that assumes full performance responsibility at performance start and it addresses how possible risks occurring during phase-in will be mitigated.

3. Performance Management Plan – It addresses how the offeror intends to successfully manage housing maintenance for 2000+ housing units.

- Its main focus is on quality control and specifically, how it will be assured that

Change of Occupancy Maintenance (COM) inspections are passed the first time and measures in place when the inspection is not passed the first time; it also addresses how COM surges will be handled

- Shall include an organizational structure (lines of authority & skill mix) and shall address how the experience requirements of the proposed Program/Contract Manager will be met 15

Proposal Content - Price

Volume II - Price

Complete the pricing schedule, inserting unit and extended prices for each CLIN and SubCLIN except for the pre-filled CLINs and the Phase-In CLIN, which is not separately priced. Rounding shall be limited to 2 digits after the decimal point. The total amounts of the overall grand total shall be inclusive of the pre-filled CLINs.

All prices shall be submitted in EURO currency.

The Government reserves the right to correct certain arithmetic discrepancies for the initial evaluation and subsequent evaluations of offers, if necessary (see 52.212-2, page 71 of 72)

Proposal Content Past Performance

Volume III – Past Performance

Offerors shall provide a list of up to 5 references of recent & relevant contracts to include the following information--

- Name of commercial customer or contracting activity

- Point of Contact (POC), name, valid phone number and valid email address

- Contract title/Contract identification number

- Location

- Annual Contract Value/Amount (Euro) and Total Contract Value/Amount (Euro)

- Number of Housing Units serviced

- Period of Performance

- Description of Requirement

- Verified, up-to-date name, address, email & telephone number of the contracting officer

Offerors shall send the Past Performance Questionnaires (PPQs), Atch 4 to the POC and ensure their reference sources receive, complete and return the questionnaires to 700 CONS by the proposal closing date Please note Attachment 3 (PP Information Document) will be deleted!

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

The Government intends to award without discussions, but reserves the right to hold discussions if deemed necessary by the Contracting Officer Evaluate Technical Proposal on acceptable/unacceptable basis Evaluate Price on total of all CLINs (Award will be made on an “ALL-OR-NONE” basis) for fair and reasonableness IAW FAR 15.404-1 (Price analysis) Evaluate Past Performance on acceptable/unacceptable basis using information from

Past Performance Questionnaires/PPQ; Past Performance Information Retrieval System/PPIRS; Contractor Performance Assessment Report/CPAR) and other sources as necessary

The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced

Evaluation of options shall not obligate the Government to exercise the option(s) For the evaluation of the option price pursuant to FAR Clause 52.217-8, Option to Extend

Services, 50% of the prices proposed for the last option period will be included in the Total Evaluated Price

Evaluation Factors

Factor 1 – Technical Capability Shall be evaluated on an Acceptable/Unacceptable basis IAW the criteria set forth in FAR 52.212-2 It is not necessary to reiterate the requirement of the PWS Volume I shall be specific, detailed, and clearly demonstrate that the offeror has a thorough understanding of the requirement

Technical Rating Definitions

Rating Definition

Acceptable Proposal meets the requirements of the solicitation

Unacceptable Proposal does not meet the requirements of the solicitation

Factor 2 – Price The offer will be evaluated on the total price of all CLINs, base period and all option periods The overall estimated total amount of all CLINs for all option periods represents the total proposed price Award will be made on an “ALL-OR-NONE” basis Failure to include a unit price and extended amount for each CLIN within the CLIN schedule of the solicitation may exclude the offeror from further consideration for award

Only Euro currency offers will be accepted Evaluated for price fair and reasonableness IAW FAR 15.404-1 Government reserves the right to obtain other than cost or pricing data if deemed necessary by the Contracting Officer

Factor 3 – Past Performance Rated on Acceptable/Unacceptable basis Acceptable rating must be achieved to receive an award, the rating is based on recent and relevant present and past performance information Recent and relevant present and past performance information obtained through PPQs, Past Performance Information available from other sources, such as, but not limited to, the Past Performance Information Retrieval System

(PPIRS)

When a completed PPQ is inconsistent with Contractor Performance Assessment Report (CPAR), the CPAR will take precedence

Acceptable past performance rating is met when recent and relevant past performance information as defined in 52.212-1, submitted by the offeror and/or the information found by the Government is evaluated indicating successful performance history. Exceptional, Good, and Satisfactory performance as indicated on the PPQ, CPAR or obtained from any other source deemed necessary by the Government will receive an Acceptable rating.

Factor 3 – Past Performance – Continued

Past Performance Rating Definitions Rating Definition

Acceptable Based on the offeror's performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror's performance record is unknown. (See note below.)

Unacceptable Based on the offeror's performance record, the Government does not have a reasonable expectation that the offeror will be able to successfully perform the required effort

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305(a (2)(iv)). Therefore, the offeror shall be determined to have unknown (or "neutral") past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered "Acceptable."

Pricing Schedule – Base Period 1 Oct 19 – 30 Sep 20

CLIN Description Est.

Qty

Unit of Issue

Unit Price

Estimated Amount

0001 Phase-In NSP

0002 Backlog Work 1 Lot 50,000 50,000

0003 Change of Occupancy Maintenance (COM)

0003AA COM 2 Bedroom Unit 293 EA

0003AB COM 3 Bedroom Unit 300 EA

0003AC COM 4 Bedroom Unit 245 EA

0003AD COM 4 Bedroom Townhouse w/Basement 3 EA

0003AE COM 4 Bedroom Free Standing Unit w/Basement 3 EA

0003AF COM 4 Bedroom Free Standing Unit 5 EA

0004 COM Cleaning

0004AA COM Cleaning 2 Bedroom Unit 293 EA

0004AB COM Cleaning 3 Bedroom Unit 300 EA

0004AC COM Cleaning 4 Bedroom Unit 245 EA

1 Oct 19 – 30 Sep 20 Cont’d

CLIN Description Est. Qty Unit of Issue

Unit Price

Estimated Amount

0004AD COM Cleaning 4 Bedroom Townhouse w/Basement 3 EA

0004AE COM Cleaning 4 Bedroom Free Standing w/Basement 3 EA

0004AF COM Cleaning 4 Bedroom Unit Free Standing 5 EA

0005 Painting Services

0005AA Interior Paint 335,000 SQM

0005AB Exterior Paint 2,000 SQM

0005AC Repair & Paint Exterior Insulation Masonry 300 SQM

0006 Painting & Wall Covering

0006AA Wall/Ceiling Covering 300 SQM

0006AB Replace Ceramic Wall Tile 1,000 SQM

0007 Flooring Services

0007AA Hard Wood Floor Finish 28,000 SQM

0007AB Replace Wood Floor 3,000 SQM

0007AC Replace Ceramic Floor Tile 500 SQM

0007AD Replace PVC Floor Tile 150 SQM

CLIN Description Est.

Qty

Unit of Issue

Unit Price

Estimated Amount

0007AE Replace Laminate Floor 100 SQM

0007AF Carpet to Tile Replacement 3,600 SQM

0007AG Replace Granite Floor Tile 50 SQM

0007AH Replace Garage Floor Surface 50 SQM

0007AJ Private Area Patio/Driveway/Garage/Sidewalk Masonry 100 SQM

0008 Self-Help Store Operation & Materials RAB & Vogelweh

0008AA Self-Help Store Operation 12 Months

0008AB Self-Help Store Material 1 Lot 150,000 150,000

0009 New Appliances

0009AA New Appliances Free Standing 1 Lot 200,000 200,000

0009AB New Appliances Built-In 1 Lot 80,000 80,000

0010 Utility Maintenance Services

0010AA Utility Maintenance Underground Repair 25 Linear Meter

0011 Lawn Maintenance Services

CLIN Description Est.

Qty

Unit of Issue

Unit Price

Estimated Amount

0011AA Lawn Maintenance Landscaping by Reseeding 2,000 SQM

0011AB Lawn Maintenance Landscaping by Replacing Sod 2,000 SQM

0011AC Lawn Maintenance Landscaping by Applying Mulch 4,000 SQM

0011AD Basic Lawn Maintenance 20,000 SQM

0012 Grounds Snow & Ice Removal

0012AA Grounds Snow & Ice Removal 50,000 Linear Meter

0013 Facility Cleaning Services

0013AA Regular Stairwell Cleaning 16,500 EA

0013AB Extensive Cleaning 50 EA

0013AC Periodic Cleaning 320 EA

0014 Waste Removal Services

0014AA Hazardous Waste Removal 10 Cubic Meter

0014AB Waste Removal Pet Relief Stations 1,000 EA

0015 Fire Damage Cleaning Services

CLIN Description Est.

Qty

Unit of Issue

Unit Price

Estimated Amount

0015AA Fire Damage Cleaning 2 EA

0016 Recurring Maintenance & Work Program (Service Calls)

0016AA Recurring MX & Work Program including Service Calls 12 Months

0017 Material required for the Performance of FH MX Services 10% +/- variation to be applied at Task Order level; if actual material costs exceed 10% or are less than 10% (20% range) the Govt or contractor may seek adjustment

0017AA Material 1 Lot 450,000 450,000

0018 Over & Above Services IAW DFARS Clause 252.217-7028

0018AA Over & Above Work 1 Lot 150,000 150,000

Proposal Submission/ Contract Documents

SF Form 1449 (page 1 and 2) Offerors Complete Blocks 12, 17 a & b, and Sign Block 30

Completed Pricing Schedule Offeror Representations & Certifications, FAR 52.212-3 Volume I – Technical Proposal (Total page limit 35) Volume II – Price Proposal (includes SF 1449, Pricing Schedule, Offeror Reps & Certs, all acknowledged Solicitation Amendments, Standard Form 30, complete and sign block 15) No page limit

Volume III – Past Performance Information (Page limit 5) Identify in cover letter POC(s) authorized to negotiate/discuss proposal and include statement that no exceptions are taken to any terms and conditions of the solicitation

Secure File Transfer

(AMRDEC)

A Practical Guide for Sending Contract Documents to the Government

Email Requirements

AMRDEC (https://safe.amrdec.army.mil/safe/)

Accessing The AMRDEC

SAFE

You Can Access The AMRDEC SAFE Using the Following URL:

https://safe.amrdec.army.mil/safe/

The Link Will Take You to the US Army Aviation and Missile Research Development and Engineering Center (AMRDEC) SAFE Website You Can Transfer Files Up To 2

GB In Size Contractors Can Send Files To

The Government Files Can Be Sent Unencrypted The System Can Notify You When

The Document Is Downloaded

What Do I Need To Do?

Click the Button Under “Non-CAC Users” Requires Email Verification

Each Time You Use It You Will Be Prompted to Upload

Your File(s) Let the Email Addressee To Expect an Email From usarmy.redstone.rdecom-amrdec.mbx.safe-team@mail.mil A Unique Password Will Be

Included In The Email

(continued)

Enter your Name and Email Address As Indicated

Browse To Select The File(s) You Want To Upload

Enter A Description Of The File(s) You’re Sending

Enter The Recipient's Email Address And Click <Add>

(continued)

Scroll Down To See Email Settings Select <Notify me when file(s) downloads are COMPLETED> Click On The <Upload> Button You Will Receive a Verification Email Follow the Instructions in the Email to Verify your Email Address Notify The Recipient To Expect An

Email From usarmy.redstone.rdecom-amrdec.mbx.safe-team@mail.mil

The Password They Need Is Included In That Email

Forthcoming Amendment

Atch 3 Past Performance Information Document (PPID) will be deleted

Page 70: “Subcontractor Consent Form, Attachment 8” will be changed to read “Attachment 2”

Proposal closing changed to 08 Apr 2019; 1400 CEST

Questions and Answers

Questions and Answers will be posted on fbo

Summary

All communication regarding this source selection shall be through 700th Contracting Squadron

Contract Specialist & PCO serve as the only points of contact for all inquiries and information regarding this acquisition

Submit questions in writing via e-mail to the Contract Specialist & PCO no later than 25 March 2019

Submit your proposal on time Closing date 8 Apr 2019, 1400 CEST

Offerors are advised to thoroughly examine their proposals for accuracy, full documentation, clear explanations and compliance with all requirements of the RFP

Offerors are requested to point out to the PCO any errors, discrepancies, omissions or unsound, flawed and/or unclear language in the solicitation and any attachments thereto

Contact Information

Website http://www.fbo.gov/

E-mail caterina.rothhaar.de@us.af.mil ina.hemmer.de@us.af.mil

Telephone

+49-(0)631-536-6800 – PCO

+49-(0)631-536-0080 – Contract Specialist