PreProposal Conf Slides GroundsMaint 11 Aug 20.pdf

U.S. Air Forces in Europe

Ms. Caterina Rothhaar Procuring Contracting Officer

Flight Chief PKA 700th Contracting Squadron/PKA

11 Aug 2020

Pre-Proposal Conference/ Site Visit

KMC Grounds Maintenance Services

RFP # FA5613-20-R-0001

OVERALL BRIEFING CLASSIFICATION:

UNCLASSIFIED

Welcome and Introduction

786 CES/CEOES

Superintendent, Ops Engineering SMSgt Christopher Walker Superintendent, Service Contracts SMSgt Janna Kurtzhals Operations Management Craftsman TSgt Ian Flechsig COR/Technical Expert Ms. Ulrike Mueller

700th Contracting Squadron (700 CONS/PKA) PKA Services Flight Chief Ms. Caterina Rothhaar Procuring Contracting Officer Ms. Caterina Rothhaar Contract Specialist SSgt Jessica Young/Ms.

Beatrice Meier Contracting Officer Lt Elizabeth Park Contracting Officer Erika Voss-Elsaesser

Agenda

Purpose Rules of Engagement Administrative Comments Program/Requirements Description Solicitation Overview/Advance Questions Summary

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 individual sites

Rules of Engagement

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

The Contract Specialists 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 to Contract Opportunities

(beta.sam.gov) Briefing slides will be posted to beta.sam.gov 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 answers provided will be posted to beta.sam.gov

Program/Requirements Description

Program/Requirements Description

– presented by SMSgt Kurtzhals

“HONOR AND INGENUITY”

11 August 2020

Grounds Maintenance in the Kaiserslautern

Military Community

(KMC)

786th Civil Engineer Squadron

Program Overview

SMSgt Janna Kurtzhals – Chief, Service Contracts Mr. Andreas Kantim – Civilian Supervisor

3 Contracting Officer Representatives (CORs)

• Ms. Annette Henn (Team Lead)

• Ms. Ulrike Mueller

• Mr. Michel Lorenc

Kaiserslautern Military Community

Requirements Overview

Locations & Areas

• Ramstein Air Base

• Vogelweh Admin & Housing Area

• Rod & Gun Club

• Kapaun Annex

• Einsiedlerhof Annex

• Landstuhl Annex

• Kaiserslautern Cold Storage

Includes T-37 & T-41 storage facilities

• Bann Communication Sites

• Pirmasens-Husterhohe Communication Site

• Breitenbach

Requirements Overview (cont.)

Maintain Improved Grounds Includes trimming, edging, and weed control

Remove Debris/Police Grounds Empty Trash Receptacles Leaf Removal Prune Shrubs, Hedges, and Other Plants Annual Pruning of Specified Areas Sports Field Maintenance Maintain Semi-Improved Grounds

Including trimming and perimeter fence line Maintain Vegetative, Inert Beds, and Related Areas

Special Requirements (Special Task Order Required)

Fertilization Aeration Lawn Renovation Maintain Unimproved Grounds Maintain Surface Drainage Ditches Emergency Tree & Stump Removal Planting Trees, Shrubs, and Vegetative Beds Topsoil Aerate, Add Sand, and Drag Over-Seeding

Special Requirements (Special Task Order Required)

Re-Seeding Hyrdro-Seeding Installation of Sod Clearing/Grubbing of Vegetation Mulch Converting Landscaped Areas with Grass Seed Converting Landscaped Areas with Installation of Sod

Services Summary (SS) Items Critical to Service Providers Rating Measures Defects Per Month and Assess Contractor

Performance

Performance Objective (PO) PWS Para Performance Threshold Remedy Method of Surveillance

SS-1

Maintain all improved grounds to present a neat and professional appearance

1.1

Including all sub-paragraphs

No more than 8 valid defects per month

Re-performance within 2 work days of notification

Periodic Validation

Customer Complaint

SS-2

Maintain all semi-improved grounds to present a neat and professional appearance

1.2

Including all sub-paragraphs

No more than 3 valid defects per month

Re-performance within 2 work days of notification

Periodic Validation

Customer Complaint

SS-3

Maintain un-improved grounds

1.4 No more than 1 valid defect per

service

Re-performance within 2 work days of notification

Periodic Validation

Customer Complaint

SS-4

Maintain vegetative beds, inert beds, rock beds and related areas

1.5 No more than 1 valid defect per

service

Re-performance within 2 work days of notification

Periodic Validation

Customer Complaint

SS-5

Maintain surface drainage ditches

1.6 No more than 1 valid defect per

service

Re-performance within 2 work days of notification

Periodic Validation

Customer Complaint

Performance Objective (PO) PWS Para Performance Threshold Remedy Method of Surveillance

SS-6

Special Requirements “as-needed items”

1.8

Including all sub-paragraphs

No more than 1 valid defect per service

Re-performance within 2 work days of notification

Periodic Validation

Customer Complaint

SS-7

Daily completion report

2.1.2 No more than 1 valid defect per

month

Re- performance within 1 work day of notification

Periodic Validation

SS-8

Contractor’s Quality Control Plan

2.1.1 Submitted NLT the pre-

performance conference

N/A N/A

QUESTIONS?

786th Civil Engineer Squadron

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 Forthcoming Amendment Questions and Answers Summary Contact Information

Contract Opportunities (beta.sam.gov)

FBO: RFP posted to Contract Opportunities website on 27 July 2020: https://beta.sam.gov/

Solicitation No: FA5613-20-R-0001 (all pre-solicitation information was posted under FA5613-20-R-0001)

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

All supporting documents, notices, questions and answers, or any amendments will be posted to this website

Deadline for submitting questions in writing via email to the Contract Specialists, SSgt Young, Ms. Meier, and the PCO, Ms.

Rothhaar is 13 August 2020 (1400 CEST)

Register to receive notification

Contract Type and Structure

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

Schumacher GmbH Firm-Fixed Price (FFP) Requirements Contract

Task Orders (TOs) will be issued Single Contract Award Firm-fixed unit priced CLINs

Period of Performance

Basic Period: 1 Feb 2021 – 31 Jan 2023 Five One-Year Option Periods

First Option Year 1 Feb 2023 – 31 Jan 2024 Second Option Year 1 Feb 2024 – 31 Jan 2025 Third Option Year 1 Feb 2025 – 31 Jan 2026 Fourth Option Year 1 Feb 2026 – 31 Jan 2027 Fifth Option Year 1 Feb 2027 – 31 Jan 2028

Key Dates/Activities

Proposals Due (Volumes I, II, & III) 27 Aug 2020 (1400 CEST) Past Performance Questionnaires Due

(directly from the reference) 27 Aug 2020 Anticipated Contract Award 12 Jan 2021 Anticipated Contract/Performance Start 01 Feb 2021

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/SAM/

Structure proposal IAW Addendum to FAR 52.212-1, Instructions to Offerors – Commercial Items (Jun 2020)

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 – Past Experience

Times New Roman 12 pt Total

Volume II – Price Proposal Pricing Schedule including signed copy of SF1449

As Required

Volume III – Past Performance Information

Times New Roman 12 pt 5

Only email proposals will be accepted. The electronic copies shall be submitted in PDF format or a format readable by Microsoft (MS) Word 2010, MS Excel 2010, MS PowerPoint 2010, or later versions, as applicable. Hand-delivery, FAX and mail proposals will not be accepted.

Proposal Content - Technical

Volume I – Technical Proposal

Past Experience – Offerors shall submit evidence of at least 1 continuous year 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 grounds maintenance services.

Relevant performance is defined as services that are similar to the services and tasks described in the Performance Work Statement (PWS) for a comparable number of square meters as identified in the CLIN schedule for maintenance of Improved Grounds.

Proposal Content - Price

Volume II - Price

Complete the pricing schedule, inserting unit and extended prices for each CLIN except for CLIN 0001, 1001, 2001, 3001, etc., 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 all

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 72 of 109).

Proposal Content Past Performance

Volume III – Past Performance

Offerors shall provide a list of up to 3 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);

- Quantities of square meters maintained;

- Period of Performance;

- Description of Requirement;

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

Recent is defined as being entirely performed within the last three (3) years from date of issuance of this solicitation for a minimum of one (1) year. Relevant is defined as a similar type of work and major tasks as contained in this requirement for a comparable number of square meters. Offerors shall send the Past Performance Questionnaires (PPQs), Atch 3 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 priced, 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; Contractor Performance Assessment Reporting System/CPARS) 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

Award Process

The evaluation process is as follows:

The Government will rank the offerors from lowest to highest total evaluated price.

Next, a technical and past performance evaluation will be performed beginning with the lowest priced offerors. Evaluations will stop when two technically acceptable proposals receive an acceptable past performance rating for price comparison purposes. Only those offerors determined to be technically acceptable with an acceptable past performance rating, either initially or as a result of discussions, will be considered for award.

A fair and reasonable determination will be made for the lowest-priced, technically acceptable proposal with acceptable past performance.

Evaluation Factors

Factor 1 – Technical Capability (Past Experience) 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 the offeror’s past experience as specified

Technical Rating Definitions

Rating Definition

Acceptable Proposal meets the minimum requirements of the solicitation.

Unacceptable Proposal does not meet the minimum 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, Contractor Performance Assessment Report System

(CPARS)

When a completed PPQ is inconsistent with the Contractor Performance Assessment Reporting System (CPARS), the CPARS 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, CPARS 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 Feb 21 – 31 Jan 23

CLIN Description Estimated Quantity Per 2

Years of Service

Unit of Issue

Unit Price

Estimated Amount

Per 2 Years of Service

0001 NON-PERSONAL SERVICES: Provide all supervision, personnel, equipment, transportation, material, and other items and services necessary to perform Grounds Maintenance services in the Kaiserslautern Military Community (KMC) for the period from 1 Feb 2021 - 31 Jan 2023 in accordance with the Performance-based Work Statement (PWS) dated 26 May 2020.

This CLIN is not separately priced; the requirement of this CLIN applies to all subsequent CLINS (0002- 0046)

NSP

0002 Maintain Improved Grounds (IG), Growing Season, estimated months per year: 9

5,038,000.0 SM

0003 Maintain Improved Grounds, Non-growing Season, estimated months per year: 3

5,038,000.0 SM

0006 IG_Remove Debris/Police Grounds, estimated months per year: 12

1,154,000.0 SM

0007 IG_Leaf Removal, estimated services per year: 6 4,004,000.0 SM

1 Feb 21 – 31 Jan 23Cont’d

CLIN Description Estimated Quantity Per 2

Years of Service

Unit of Issue

Unit Price

Estimated Amount

Per 2 Years of Service

0008 IG_Fertilization (separate TO required) 170,000.0 SM

0010 IG_Lawn Renovation (separate TO required)

10,000.0 SM

0011 IG_Prune Shrubs, Hedges and other Plants, estimated services per year: 1

62,000.0 SM

0012 Maintain Semi-Improved Grounds, Growing Season, estimated months per year: 9

1,866,000.0 SM

0013 Maintain Semi-Improved Grounds, Non-Growing Season, estimated months per year: 3

1,866,000.0 SM

0016 Maintain Unimproved Grounds (separate TO required)

600,000.0 SM

0017 Maintain Vegetative, Inert Beds, Rock Beds, and Related Areas, estimated months per year: 5

25,200.0 SM

1 Feb 21 – 31 Jan 23 Cont’d

CLIN Description Estimated Quantity Per 2

Years of Service

Unit of Issue

Unit Price

Estimated Amount

Per 2 Years of Service

0018 Maintain Surface Drainage Ditches (separate TO required)

200,978.0 SM

0027 Emergency Tree and Stump Removal, Large (separate TO required)

10.0 EA

0033 Topsoil (separate TO required) 20,000.0 CM

0034 Aerate, Add Sand and Drag (separate TO required)

80,000.0 SM

0035 Overseeding (separate TO required) 100,000.0 SM

0036 Reseeding (separate TO required) 110,000.0 SM

0037 Hydroseeding (separate TO required)

2,000.0 SM

0038 Installation of Sod (separate TO required)

20,000.0 SM

1 Feb 21 – 31 Jan 23 Cont’d

CLIN Description Estimated Quantity Per 2

Years of Service

Unit of Issue

Unit Price

Estimated Amount

Per 2 Years of Service

0039 Clearing / Grubbing of Vegetation (separate TO required)

60,000.0 SM

0040 Mulch (separate TO required) 10,000.0 SM

0041 Converting Landscaped Areas w/Grass Seed (separate TO required)

10,000.0 SM

0042 Converting Landscaped Areas w/Installation of Sod (separate TO required)

10,000.0 SM

0043 Trash Receptacles (separate TO required) 188.0 EA

0044 Aeration (separate TO required) 200,000.0 SM

0045 Annual Pruning of Specified Areas (separate TO required)

44,000.0 SM

0046 Sports Field Maintenance (separate TO required)

164,000.0 SM

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 (page limit 5) 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

Questions and Answers

Questions and Answers will be posted to beta.sam.gov

Summary

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

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

Submit questions in writing via email to the Contract Specialists & PCO no later than 13 August 2020, 1400 CEST

Submit your proposal on time Closing date 27 August 2020, 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 https://beta.sam.gov/

Email caterina.rothhaar.de@us.af.mil jessica.young.7@us.af.mil beatrice.meier.1.de@us.af.mil

Telephone +49-(0)631-536-6800 – PCO (Caterina Rothhaar) +49-(0)631-536-6598 – Contract Specialist (Jessica D. Young) +49-(0)6371-405-4109 – Contract Specialist (Beatrice Meier)