VB_MR_Pre-Proposal_Conference_Slides.pdf

Warfighter Acquisition… Innovation, Excellence, Victory 1

Vehicle Barriers Maintenance & Repair Services Request for Proposal (RFP) FA8003-18-R-0001

Pre-Proposal Conference

• Welcome! Please sign-in. The briefing will begin at 0900.

• Purpose: Discuss program background/scope, highlight key portions of RFP requirements, answer questions.

• Schedule:

• 0830-0900: Sign-in

• 0900-0945: Program Overview & Technical

• 0945-1030: Contracting

• 1030-1045: Break

• 1045-1115: Questions and Answers (Q&As)

• All questions received in response to this RFP and the Government’s answers (Q&As) will be posted to FedBizOps (www.fbo.gov) under the original RFP posting (FA8003-18-R-0001) ~26 Sep 2018.

Warfighter Acquisition… Innovation, Excellence, Victory

Air Force Installation Contracting Agency

Ms. Brandy Kincaid Acquisition Program Manager

17 Sep 2018

Vehicle Barriers Maintenance & Repair Services

Pre-Proposal Conference

Program Overview

Warfighter Acquisition… Innovation, Excellence, Victory 3

Statements of Limitation

The discussions during this Pre-Proposal Conference are for informational purposes only. You are hereby notified that the presenters are not directing you in any way to enter into any contractual obligations. Further, if the Air Force, as the result of the information obtained from discussions or emails, does desire you perform contract requirements, a formal contract will be issued in writing and signed by the Contracting Officer. You should take no contractual actions unless and until you receive such a contract notification.

Purpose Provide information to interested Offerors on the background/scope of the Vehicle Barriers Maintenance Repair (VB M&R) program, highlight key elements/areas of the RFP, and answer related questions.

Agenda

• Introductions

• Administrative Items

• Rules of Engagement

• Enterprise Sourcing Initiative

• Technical

• Contracting

• Q&As

• What’s Next

Introductions

•AF VB M&R Team

• 771st Enterprise Sourcing Squadron (771 ESS)

• Leadership – 771 ESS/EGA Flight Chief

• Program Manager

• Contracting Officer

• Contract Specialists

• Air Force Civil Engineer Center (AFCEC)

• Requirements Owner

• Technical Subject Matter Expert (SME)

Administrative Items

•Emergency Exits

•Shelter in Place

•Restroom Facilities

•Break Room

•Cafeteria

Building Footprint

Assembly Area

Emergency / Fire Evacuation Plan Pod 4 – 1st Floor

Legend:

Fire Extinguisher

Exit

Emergency Exit Routes

Your Location

Pod 4

Exit out of Bldg

Exit out of Bldg

Rules of Engagement

• During Pre-Proposal Conference

• No Roaming Mics

• After Pre-Proposal Conference

• Pre-Proposal Conference record (sign-in sheet, initial Q&As) to be posted on FBO on/around 18 Sep 2018

• Final date to submit questions pertaining to RFP is 19 Sep 2018 at 2:00pm EST to:

771ESS.EGA.VehicleBarrierMR@us.af.mil vanessa.russell-reed@us.af.mil

• Reference the topic or document name (section/page)

• All Q&As will be posted on FBO within ~1 week of Pre-Proposal Conference

(on/around 26 Sep 2018)

Enterprise Sourcing Initiative

• Enterprise Sourcing defined:

• Applying strategic sourcing concepts and processes at the local, regional, and enterprise levels to reduce costs and improve mission effectiveness.

• Goals of AF VB M&R Services Enterprise Sourcing Initiative:

• Ensure compliance with AF Instruction (AFI) 32-1001, Operations

Management, which calls for at least quarterly maintenance of vehicle barriers (VBs).

• Reshape AF VB sustainment and management by use of qualified contractor personnel and standardized maintenance which will ensure the safety, functionality, and lifespan of VBs across the AF.

• Improve tracking of VB status throughout the AF.

• Allow for the true cost of ownership of VBs to be captured.

Air Force Installation and Mission Support CenterAir Force Installation and Mission Support Center

Integrity Service Excellence

Mr. Jeff Nielsen Barrier Program Engineer

Antiterrorism Subject Matter Expert

Vehicle Barriers Maintenance & Repair Services

Pre-Proposal

Technical

Overview

• Background/Goals

• Requirement Development

• Guidance Information

• Scope of Work

• Standardized Performance Work Statement (PWS)

Background/Goals

• Background:

• Post 9/11, many more VBs installed at installations

• Air Force Logistics, Engineering, and Force Protection directed recertification of active vehicle barriers (AVBs) after several mishaps resulting in damage & minor injuries

• Revealed VBs AF-wide maintained inconsistently or not at all

• Led to development of VB M&R Services program – MAJCOM top priority 2013

• Air Force Civil Engineer Center (AFCEC) requested assistance from Air Force Installation Contracting Agency (AFICA) with developing enterprise-wide contract solution

• Goals:

• Standardize the frequency of preventive maintenance

• Move from repair when broken to true preventive maintenance

• Improve overall VB status and maintain mission readiness

Requirement Development

• VBs - Active and Passive

• Active barrier system

• Pop-up barricades and bollards

• All controls and support systems

• Passive barrier system

• No moving parts (minor)

• Bollards, posts, and reinforced fences

Issues

• Several AVB mishaps led to 2011 recertification

• Inspections revealed lack of, or inconsistent, maintenance practices

• No standard maintenance procedures

• Lack of training for maintenance personnel

• Neglecting preventive maintenance

• Many inoperable barriers

• Some unsafe operations

• Standardization opportunities were not well developed

• Each base finding their own solution without guidance

• Lack of life cycle analysis

• Cost to provide and operate barrier systems

• How long should barrier systems last

• Frequency of component replacement

Civil Engineering Community’s (MAJCOMs) #1 Project on 2014 Priority List

Barrier System

• Active VB systems require periodic maintenance, inspection, and repair to ensure functionality of:

• Barrier Hardware

• Hydraulic or electric crash rated barrier

• Several types, models, and manufacturers

• Control/Sensor System

• Traffic control and warning lights

• Vehicle presence detection system

• Warning systems (over speed and wrong way)

• Barrier position sensors

• Alarms

• Support Equipment

• Heating system

• Light duty drop arms

• Passive barriers

Guidance Information

• Unified Facilities Criteria (UFC) 4-022-02, Selection and

Application of Vehicle Barriers

• Unified Facilities Guide Specifications (UFGS) 34 41 26.00 10, Access Control Point Control Systems

• UFGS 34 71 13.19, Active Vehicle Barriers

• AFI 32-1001, Operations Management

• Base Operations Responsible for Vehicle Final Denial Barrier (FDB) Systems Base Civil Engineering (CE) Squadron Commander determines method

• Maintenance, testing, and inspection of complete system according to manufacturer’s recommendations

• Provide quarterly status of vehicle FDBs

Standardized Requirement Can Help Enforce Guidance

Scope of Work

• Contractor to provide all personnel, labor, equipment, supplies, tools, materials, supervision, travel, periodic inspection, minor repair, and other items and services necessary to provide maintenance for AF VB systems.

• VB systems include, but are not limited to, actuators, control systems (including software), control wiring, circuitry, structural framework, lighting, spring assembly, hydraulic related equipment, safety loops and other vehicle detection systems, switches, corresponding traffic lights, light duty drop arms, associated computerized systems, and control cabinets.

• AF VB M&R Services acquisition effort includes a Performance Work Statement (PWS) to standardize preventive maintenance, safety controls expertise on-site, and additional reporting deliverables for AF installations.

• Provide quality, consistent maintenance

• Extend barrier life and improve operational rates through preventive maintenance

• Provide tool for rapid response to unscheduled system failures

• Establish performance measures

• Mandatory use to encourage demand savings

Standardized PWS

• Quarterly maintenance vs. manufacturer’s recommended monthly maintenance

• Typically barriers operated once a week to test the system

• Few barriers may be maintained monthly

• New barriers under warranty or barriers operated multiple times per day

• Safety system, control systems, and other support systems included

• Recommended checklist for Operations and Maintenance (O&M) Plan Development

• Passive barrier scope very minor

• Basically corrosion control

• Introduction of control expertise integral to the preventive maintenance crew

• Minor repairs ($50 for parts per barrier per quarter) threshold integrated into preventive maintenance

• Eliminate need for minor service orders

• Monthly interaction between customer and contractor for status and updates

• Minimize reporting to quarterly submission

• Preventive Maintenance Firm-Fixed-Price Per Barrier

• Manufacturer’s recommended maintenance

• Sample Preventive Maintenance Checklist

• Maintenance and inspection

• Maintenance and testing of support systems

• Annual training

• Reporting and records management

• Corrosion control

• Minor repairs

• Service Calls

• Emergency and Routine

• Different on-site response time (6 vs 24 hours after approval by CO)

• Lead Technician required

• Within six (6) hours of arrival: troubleshoot, make minor repairs (not to exceed $100 parts/call) and system adjustments to return barrier to operational status, or place system in safe mode and notify CO/COR of repair plan before leaving site

• Additional In-Scope Work/Service Order

• Critical completed between scheduled preventive maintenance visits

• Non-critical completed in conjunction with scheduled preventive maintenance visits

• If repairs cannot be made within time (six (6) hours) or cost ($100 parts/call) limits of the Service Call, Contractor shall submit a Service Order for CO evaluation and approval

• Controls Schematic Development

• Develop record drawings of barrier system controls

• Optional at Base/Task Order level

Warfighter Acquisition… Innovation, Excellence, Victory 24

Services Summary

SERVICE PWS

REFERENCE

PERFORMANCE

STANDARD AND

ACCEPTABLE QUALITY

LEVEL

SURVEILLANCE

METHOD

Barrier System Operational Rates

1.2, 1.3, 4.3, 9.3

96% operational rate as described in PWS Section 9.3

Review of Quarterly Reports and Periodic Surveillance

Full Preventive Maintenance (PM) 1.3.1 100% performance of PM requirements Review of Quarterly Reports and Periodic Surveillance

Contractor Hotline 1.3.1.3 100% of calls responded to within the specified timeframe

Review of Quarterly Reports and Periodic Surveillance

Telephone Support 1.3.1.4 100% of calls responded to within two (2) hours by qualified Lead Technician

Review of Quarterly Reports and Periodic Surveillance

Emergency/ Routine Service Call Repairs 8.1

100% of Service Call repairs made within specified timeframe without a callback

Review of Quarterly Reports and Periodic Surveillance

Emergency/Routine Service Call Response

8.1.2, 8.1.3

100% of Service Calls responded to within specified timeframe by qualified Lead Technician

Review of Quarterly Reports and Periodic Surveillance

Deliverables 9.4 100% on-time delivery to the Government

CDRL Deliverables

Customer Satisfaction 9.5 Satisfactory rating from all sites Periodic Surveys, Customer Complaints

• Preventive Maintenance (PM) includes all of the following items:

• 1.3.1.1 Technical Data – Task Order Level

• OEM O&M Information

• 1.3.1.2 Barrier Pits – Task Order Level

• Maintain cleanliness

• 1.3.1.3 Contractor Hotline – Task Order Level

• Telephone log per Task Order

• 1.3.1.4 Telephone Support – Task Order Level

• Lead Technician needs to be able to attempt to resolve situation over telephone

• 1.3.1.5 Annual Training – Task Order Level

• In conjunction with scheduled PM visit; provide DVD of training session, instruction materials, and laminated placards

• 1.3.1.6 Paint/Corrosion Control – Task Order Level

• Repaint entire barrier during summer PM session

• 1.3.1.7 Minor Repairs – Task Order Level

• Labor only; Parts allowance provided at $50 per barrier per quarter

• 1.3.3 & 6.3 Maintenance and Repair Log – Task Order Level

• Record covering duration of Task Order

Things to Remember

• Preventive Maintenance (PM) includes all of the following items (cont):

• 5.2 Monthly Project Meetings – Task Order Level

• Via teleconference to discuss issues, schedule, etc.

• 5.3 Preventive Maintenance In/Out Briefs – Task Order Level

• Prior to and upon completion of work via telephone

• 6.1 Operations and Maintenance Plan – Task Order Level

• PM Checklist, test procedures, reports/records, long lead time parts

• 7.1 Quarterly Reports – Task Order Level

• Condition of and work completed on all barriers by gate location

• Routine Service Calls include:

• 8.1.3 Routine

• Emergency Service Calls include:

• 8.1.2 Emergency

Things to Remember

Air Force Installation Contracting Agency

Ms. Vanessa Russell-Reed Contracting Officer

Vehicle Barriers Maintenance and Repair Services

Pre-Proposal

Contracting

Overview

• Contract Structure/Purpose

• Acquisition Strategy

• Contract Line Item Number (CLIN) Structure

• Request for Proposal – Key Portions

• Estimated Acquisition Milestones

• Mandatory Use Policy

Contract Structure/Purpose

• Provide preventive maintenance, inspection, and minor repair for operational VBs at all Contiguous United States (CONUS) AF installations.

• Non-operational VBs would be allowed to be put on the contract once brought to operational status (cured by means other than this contract).

• Use of the contract will be mandatory for all CONUS AF installations, with limited exemptions.

• Use of the contract will not be mandatory but is optional for CONUS Air National Guard and AF Reserve installations.

• AF installations Outside the Contiguous United States (OCONUS) to include installations in Alaska or Hawaii are not covered by this contract.

Acquisition Strategy

• Contract Type:

• Firm-Fixed-Price (FFP)

• Multiple Award Indefinite Delivery Indefinite Quantity Contract (MAC IDIQ)

• Period of Performance/Options:

• Five (5) year ordering period

• One (1) base year with four (4) one-year option periods and one (1) six-month extension of services

• Small Business (SB):

• Set-aside 100% for SB

• Socioeconomic reserves for Woman-Owned Small Business (WOSB)

• Surveillance:

• Through Contracting Officer Representative (COR) at each base via each base’s

Quality Assurance Surveillance Plan (QASP) based on basic MAC IDIQ’s PWS Services Summary

Acquisition Strategy

• NAICS Code:

• 811219, Other Electronic and Precision Equipment Repair and Maintenance

• Offerors must meet NAICS code’s size standard of $20.5M

• Will be verified via SAM representations and certifications

• Awards:

• Target = 8

• SB Concerns = 6

• WOSB Concerns = 2

• Competition:

• MAC IDIQ: Performance Price Tradeoff (PPT) IAW FAR Part 15

• Task Orders: Fair Opportunity Ordering IAW FAR Subpart 16.5

• MAC IDIQ awardees will have opportunity to compete for Task Orders at a potential 66 mandatory locations and additional 86 optional locations.

• Ordering procedures found in RFP Addendum to FAR 52.212-4 will be used for competition at Task Order level.

Request for Proposal

• Formal RFP released/posted on FBO.gov 29 Aug 2018

• Standard Form (SF) 1449, RFP No. FA8003-18-R-0001

• 13 Attachments:

• Performance Work Statement

• Management Plan

• Past Performance Questionnaire

• Proposal Cover Sheet

• Pricing Matrix

• Mission-Essential Contractor Services Plan Template

• Mission-Essential Contractor Services Designation

• Wage Determinations – Northwest States

• Wage Determinations – Western States

• Wage Determinations – Midwest States

• Wage Determinations – Southwest States

• Wage Determinations – Northeast States

• Wage Determinations – Southeast States

• 4 Exhibits:

• CDRL A001 – Status Reports (Task Orders)

• CDRL A002 – Training Materials (Task Orders)

• CDRL A003 – Status Reports (MAC IDIQ)

• CDRL A004 – Barrier System Controls Schematic (Task Orders)

CLIN Structure

CLIN SERVICE UNIT PRICE / UNIT OF ISSUE

X001 Preventive Maintenance $ / Lot (w/ NTE Markup Rate) X002 Routine Service Call $ / Visit (w/ NTE Markup Rate) X003 Emergency Service Call $ / Visit (w/ NTE Markup Rate) X004 Additional In-Scope Work $ / Each (If needed) X005 Barrier System Controls Schematic $ / Each (If needed) X006 CDRL A001 – Status Reports (Task Order) NSP / Data Records X007 CDRL A002 – Training Materials (Task Order) NSP / Data Records X008 CDRL A003 – Status Reports (MAC IDIQ) NSP / Data Records X009 CDRL A004 – Barrier System Controls Schematic

(Task Order) NSP / Data Records

X010 Program Management Review NSP/Session 0011 Post Award Orientation $1,000/Session (One-time)

NSP = Not Separately Priced; CDRL = Contract Data Requirements List

CDRL Deliverables

• CDRL A001: Status Reports – Task Orders

• Applicable to work under CLINs X001, X002, X003, and X004

• Due quarterly

• Examples of report information:

• Overview of condition and work completed on all barriers

• Preventive Maintenance (PM) at each gate location

• Each Service Order (SO) repair effort (if any)

• Description of parts/materials replaced

• Narrative describing deficiencies and problem areas that need corrective work

• Maintenance, repair, inspection, and testing findings identified

• Maintenance and Repair Log and completed PM Checklist

• Any warranty issues that need to be addressed

• Minutes from in-/out-briefs and monthly meetings

• Telephone Call Log

• Operational Rate

CDRL Deliverables

• CDRL A002: Training Materials – Task Orders

• Applicable to work under CLIN X001

• Due annually

• Deliverables:

• One training session to USAF Installation including instructional materials and summarized placards.

• One (1) DVD recording of the training session to the Installation.

CDRL Deliverables

• CDRL A003: Status Reports – MAC IDIQ

• Applicable to CLIN X010

• Due annually

• Report information:

• Task Order Participation Report:

• Ensures 80% participation rate was met

• Self-Performance Report:

• Ensure requirements of FAR Clause 52.219-14 met (Prime performs at least

50% of work)

• As Required Reporting:

• Contractor may be required to supply related or additional information to above mentioned reports by AFICA CO in order to address any unanticipated, substantial performance issues that arise

CDRL Deliverables

• CDRL A004: Barrier System Control Schematic – Task Order

• Applicable to CLIN X005

• Due as required/requested

• Deliverables:

• If exercised, Contractor must provide Air Force Control System schematic and documentation items in Ladder Logic Format (AUTOCAD or Microsoft Word) as follows:

• Schematics of Programmable Logic Controls (PLCs) for basic controls & military safety controls

• Electrical wiring diagrams for complete control system

• Lists of all PLC inputs and outputs

• List of PLC control system parts/specs

Key Portions

• Instructions on Proposal Preparation:

• FAR 52.212-1 & Addendum: Instructions to Offerors – Commercial Items

• 4 Parts/Volumes:

• Contract Information

• Technical

• Past Performance

• Price

• How Proposal will be Evaluated:

• FAR 52.212-2 & Addendum: Evaluation – Commercial Items

• Evaluation Factors:

• Technical

• Past Performance

• Price

• Offeror Representations and Certifications:

• FAR 52.212-3: Offeror Representations and Certifications – Commercial

Items

• Ordering Procedures at Task Order Level:

• FAR 52.212-4 Addendum: Contract Terms and Conditions – Commercial Items, para. (w) Ordering Procedures

Key Portions – FAR 52.212-1 Addendum

• General Proposal Instructions:

• Any revisions or amendments will be communicated via FedBizOps with original RFP posting

• Offerors required to acknowledge all amendments with their proposal submission

• If a fillable attachment is updated (e.g. Pricing Matrix, Proposal Cover Sheet), make sure you use the updated version when submitting your proposal submission

• Proposal Submission:

• Clear, concise, do not just rephrase/restate Government’s requirements

• Provide convincing rationale on how you will meet requirements

• No commercial brochures/advertising, detailed artwork, etc.

• Proposal required in two (2) formats – paper (hard) copy and electronic copy

• Paper (hard) Copy:

• All volumes in one (1) three-ring binder

• Volumes separated by tabs

• Mailed or hand-carried to Contracting Office (have to allow for processing on military installation)

Key Portions – FAR 52.212-1 Addendum

• General Proposal Instructions:

• Proposal Submission (cont):

• Electronic Copy:

• Submitted via AMRDEC SAFE

• No longer allowed to accept CDs/DVDs

• No e-mail submissions

• Microsoft versions 2007 or 2010

• Include both email addresses in AMRDEC SAFE submission

771ESS.EGA.VehicleBarrierMR@us.af.mil vanessa.russell-reed@us.af.mil

Key Portions – FAR 52.212-1 Addendum

Please fill out the personal information in the highlighted red box

Please select Browse and choose your document(s) and upload ONE at a time up to 25 files while not exceeding 2GB from where you have it stored on your device.

A description must be provided for the whole submission.

The email address for submission is:

771ESS.EGA.Vehicl eBarrierMR@us.af.

mil

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Input the provided password in the box and hit Submit.

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NOTE If you realized that you missed a document and have to send more go to slide 55 labeled “What to do if You Have Additional Documents to Send”.

This is what the email will look like when it has been received by the recipient.

email looks like for the recipient to inform them they have documents for pick up.

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Warfighter Acquisition… Innovation, Excellence, Victory 60

Click on Upload more files to Package

Please select Browse and choose your document(s) and upload ONE at a time up to 25 files while not exceeding 2GB from where you have it stored on your device.

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The more documents you upload the longer this screen will appear.

NOTE This process may take a several of minutes to complete.

The green successful completion statement should appear and all documents uploaded and sent should be listed.

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The recipient is again provided a one-time use password that expires on the date you chose or 14 days whichever happens first.

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Key Portions – FAR 52.212-1 Addendum

• General Proposal Instructions:

• Proposal Submission (cont):

• Four Volumes:

• Volume I: Contract Information

• Volume II: Technical

• Volume III: Past Performance

• Volume IV: Price

• Formatting:

• Times New Roman font, size 12

• Single-spaced

• 8½” X 11” paper

• Pages numbered consecutively within each volume

Key Portions – FAR 52.212-1 Addendum

• Specific Proposal Instructions:

• Follow Table 3 – Proposal Organization

• Pay attention to maximum page limitations and maximum submission limitations

• E.g. Past Performance Questionnaires – maximum of six (6)

• Each Volume’s required items are referenced in both Addendum to

FAR 52.212-1 and Addendum to FAR 52.212-2

• Best practice: Cross-reference both addendums as you prepare each item to ensure all requirements met

• Use Table 3 – Proposal Organization in FAR 52.212-1 Addendum

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents:

• Volume I: Contract Information (6 items)

• Proposal Cover Sheet

• RFP Attachment 4: Fill out all red cells

• Print, wet-sign in yellow cell, scan in for electronic proposal copy

• Table of Contents

• Proposal Validity

• Must be for 180 days after proposal due date

• Task Order 0001 Signed Statement

• Agree to attend post award orientation under CLIN 0011

• Will be first awarded Task Order if awarded a MAC IDIQ

• SF 1449

• Complete any provision fill-ins in which your company has not provided response/certification within SAM representations and certifications

• E.g. FAR 52.212-3, DFARS 252.209-7998, DFARS 252.209-7999, etc.

• Complete Blocks 12, 17a, 30a-c and sign in Block 30a

• Return SF 1449 in its entirety

• Joint Venture Agreements (if applicable)

70Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume II: Technical

• Subfactor 1: National Management Plan (6 items)

• Management Plan

• RFP Attachment 2: Fill out all red cells

• At least six (6) bases must be self-performed

• Indicate name of proposed Subcontractor(s) for bases where work will be subcontracted

• Qualifications and Administration Plan

• Contractor Hotline Plan

• Plan to Propose on 80% of Task Order Solicitations

• Willingness to Perform All Required Work Signed Statement

• Offeror’s representative capable of binding the Offeror shall certify on company letterhead

• Limitation on Subcontracting Compliance Plan

71Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume II: Technical

• Subfactor 2: Self-Performance Plan (9 items)

• Preventive Maintenance Plan

• Annual Training Plan

• Qualified Personnel Plan

• Quality Control Plan

• Emergency Service Calls Plan

• Routine Service Calls Plan

• Additional In-Scope Work Plan

• Safety Plan

• Cite specific applicable sections of the references identified in PWS Appendix C in your proposal submission

• Mission-Essential Contractor Services Plan

• RFP Attachment 7: Indicates all services under RFP are considered mission-essential

• RFP Attachment 6: Plan template provided, follows requirements under DFARS

Provision 252.237-7024(b)(2)

72Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume II: Technical

• Subfactor 3: Subcontracting Process (3 items)

• Subcontractor Pre-Qualification Process

• Documentation on Subcontractors

• Should be representative of what the Offeror reviewed in assessing the subcontractor’s background and suitability to perform as a subcontractor.

• For each of the subcontractors identified in RFP Attachment 2: Management Plan, Offeror must describe whether and on what proof each of the identified subcontractors holds the credentials needed to perform VB M&R (same credentials as required for the Prime Contractor as listed in PWS Sections 3.2 and 3.3).

• Subcontractor Performance Management Plan

• Identify key metrics the Offeror will track, how the Offeror tracks those metrics, and how the Offeror plans to hold subcontractors accountable.

• Map the key metrics to the related areas of the PWS by including references to

PWS Sections in your proposal submission.

73Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume II: Technical

• Subfactor 4: Sample Operations & Maintenance (O&M) Plan (5 items)

• Manufacturer’s Maintenance Manuals for Sample Task Order Equipment

• Quarterly and Annual PM Checklist for Sample Task Order Equipment

• Standard Test Procedures for Sample Task Order Equipment

• Recommended List of Long Lead Time Parts for Sample Task Order

Equipment

• Quarterly Report Outline (or Table of Contents) for Sample Task Order

Note: All items above based on RFP Attachment 5: Pricing Matrix, worksheet/tab “1. Sample TO Info”

74Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume III: Past Performance

• Past Performance Questionnaires

• RFP Attachment 3

• Complete Section I only (page 3 and top half of page 4), then send to the effort/contract’s Customer POC for them to fill out Section II (bottom of page 4 to page 7), then Customer POC sends directly to Government, not back to Offeror

• Completed PPQs will only be accepted from Customer POCs

• Make sure your Customer POCs know when the proposal due date is and remind them as it gets closer (currently 03 Oct 2018)

• Remember to submit a copy of each PPQ with Section I filled out with your proposal submission

• No CPARS evaluations or previously completed PPQs for other acquisitions allowed

• Minimum of four (4), maximum of six (6) PPQs

75Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume III: Past Performance

• Past Performance Questionnaires

76Be sure to follow instructions in Addendum to FAR 52.212‐1

Offeror fills out Section I, areas

A-C, ONLY

Customer fills out Section II

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume III: Past Performance

• Past Performance Questionnaires

• Efforts/contracts must be:

• Recent: Performed within the past three (3) years from 29 Aug 2018 (calendar years 2015-2018)

• Relevant: Each individual effort/contract’s scope must include PM, periodic inspection, and repair for active vehicle barriers (AVBs)

• Passive VBs not considered relevant

77Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume IV: Price

• Pricing Matrix

• RFP Attachment 5:

• Tab 0: Instructions on how to fill out Pricing Matrix

• Tab 1: Sample Task Order Information

• Tab 2: Not-to-Exceed (NTE) Markup Rates

• Fill out all blue cells

• Offeror information

• NTE Markup Rates for CLINs X001-X003 for all years

• Tab 3: Wages

• Fill out as many blue cells as needed

• Labor Category, e.g. Technician, Engineer, Administrative, etc.

• Labor Rate for each Labor Category

• Need to use applicable Wage Determination for Sample Task Order location (Wright-Patterson AFB, OH), per RFP Attachments 8-13

78Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume IV: Price

• Pricing Matrix

• RFP Attachment 5:

• Tabs 4-9: Price the Sample Task Order for all years

• Fill in as many blue cells as needed (based on number of Labor

Categories identified on Tab 3), for Preventive Maintenance, Routine Service Calls, and Emergency Service Calls

• Materials are pre-populated per the amounts stipulated in the PWS ($50 per barrier per quarter)

• No Offeror fill-in for Materials required/allowed (cells are locked)

79Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume IV: Price

• Pricing Matrix

• Pricing for two different areas:

• 1) Not-to-Exceed (NTE) Markup Rate

• Expressed as a percentage (with no decimals)

• Added to cost/price incurred by producer of a good/service in order to cover costs of doing business and create a profit

• Only applies to CLINs X001 (PM), X002 (Routine Service Calls), and X003 (Emergency Service Calls)

• Shall be inclusive of all necessary elements per description of work for CLINs X001-X003 as described in PWS for performance at all potential locations per FAR 52.212-1 Addendum Tables 1 and 2

80Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume IV: Price

• Pricing Matrix

• Pricing for two different areas:

• 1) Not-to-Exceed (NTE) Markup Rate

• Will be binding at MAC IDIQ level as maximum rates on all future Task Orders proposed in the corresponding MAC IDIQ ordering period

• Will be applied to the base hourly labor rates for each labor category proposed per the minimum wages as established for the specific Task Order location using the wage determinations attached to the MAC IDIQ contract for that ordering period

81Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume IV: Price

• Pricing Matrix

• Pricing for two different areas:

• 2) Sample Task Order

• Offeror to price sample Task Order using information provided in

“Sample TO Info” tab of Pricing Matrix

• Offeror to specify required types of labor (categories, rates, and hours) which will be combined with materials for minor repair costs (pre-populated per amounts stipulated in the MAC IDIQ’s PWS at RFP Attachment 1) to determine a Total Evaluated Price (TEP)

• Labor Rates notes:

• No more than two decimal places

• Do NOT inflate wage rates for purposes of building your Sample Task

Order pricing or NTE Markup Rates

• At MAC IDIQ level, wage determinations will be updated annually per

FAR Clause 52.222-43

82Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume IV: Price

• Pricing Matrix

• Pricing for two different areas:

• 2) Sample Task Order

• The labor categories and base hourly labor rates as proposed on the worksheet “3. Wages” and the labor quantities (hours) as proposed on the worksheets “4-9. Sample TO” will auto-calculate to represent the Offeror’s TEP in worksheet “10. Total Evaluated Price.”

• Sample TO pricing is not binding at MAC IDIQ level but will be used for evaluation purposes at MAC IDIQ level.

83Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-1 Addendum

• Proposal Contents (cont):

• Volume IV: Price

• Pricing Matrix

• Pricing for two different areas:

• 2) Sample Task Order

• Notice of upcoming change per RFP Amendment 0001 to Pricing Matrix

(RFP Attachment 5):

• Will be updated to reflect the correct pre-populated quantity of VBs in cell B39 (Base Year) / B38 (all other Years) on worksheets/tabs “4-9.

Sample TO.” Cells B39/B38 were pre-populated stating there were 5 VBs under the Sample Task Order, but the correct number of VBs is 12 per the information provided in worksheet/tab “1. Sample TO Info.”

• Will also be updated to add an explanation to cell B105 on worksheet/ tab “1. “Sample TO Info” clarifying that one of the items listed is support equipment.

• Remember to use the new version of the Pricing Matrix when you submit your proposal!

84Be sure to follow instructions in Addendum to FAR 52.212‐1

Key Portions – FAR 52.212-2 Addendum

• Source Selection Methodology:

• Performance Price Tradeoff IAW FAR 15.101-1 and 15.3, as supplemented – best value award decision.

• Award to Offeror(s) who give AF the greatest confidence that it will best meet or exceed AF’s requirements affordably in a way that will be advantageous to Government.

• Tradeoff will occur only between Past Performance factor and Price factor, with Past Performance considered significantly more important than Price.

• Best value may result in an award to a higher rated (Substantial Confidence versus Satisfactory Confidence under the Past Performance factor), higher priced Offeror if, in Government’s opinion, benefits anticipated from selecting a technically acceptable Offeror with superior past performance and higher price outweighs price difference.

• To arrive at a best value decision, Source Selection Authority will integrate source selection team’s evaluations of factors and subfactors.

• Award will be made to Offeror(s) whose proposal represents best value to Government and who is determined to be responsible IAW FAR Part 9, as supplemented.

Key Portions – FAR 52.212-2 Addendum

• Factors, Subfactors, Relative Importance:

• Factors/Subfactors:

• Award will be made to Offeror proposing the combination most advantageous to Government based upon an integrated assessment of evaluation factors and subfactors:

• Factor 1: Technical

• Subfactor 1: National Management Plan

• Subfactor 2: Self-Performance Plan

• Subfactor 3: Subcontracting Process

• Subfactor 4: Sample O&M Plan

• Factor 2: Past Performance

• Factor 3: Price

• Relative Importance:

• Factor 1 (Technical) and Factor 2 (Past Performance) are equal in importance, and when combined are significantly more important than Factor 3 (Price).

• Within Factor 1 (Technical), the four (4) subfactors are not in any order of importance, and are equal in importance.

Key Portions – FAR 52.212-2 Addendum

• Evaluation Process:

• Initial responsiveness assessment of each Offeror’s proposal

• Evaluate each Offeror’s proposal for:

• Technical Acceptability

• Must meet all four (4) subfactor criteria

• Performance Confidence

• Complete, Reasonable, and Balanced Price

• All technically acceptable proposals, as determined either during Government’s initial evaluation or as a result of discussions, having an evaluated Performance Confidence Assessment rating of at least Satisfactory Confidence and a complete, balanced, and reasonable price will be considered awardable.

• After evaluations complete, group proposals into two (2) pools:

• WOSB Pool

• SB Pool

Key Portions – FAR 52.212-2 Addendum

• Evaluation Process (cont):

• Best value decision will then be made based on comparative assessment of proposals to determine which proposals represent best value to Government

• WOSB Pool:

• Government will order proposals from lowest to highest price.

• Must have Satisfactory Confidence or higher.

• Offerors whose past performance is rated as Substantial Confidence shall receive an award until target number of awards is met.

• If target number of WOSB awards are not met with Offerors whose past performance is rated as Substantial Confidence, Offerors whose past performance is rated as Satisfactory Confidence shall receive an award until target number of awards is met.

• If target number of WOSB awards is not met with Offerors whose past performance is rated as Substantial Confidence or Satisfactory Confidence, Government shall move on to SB pool to continue making the target number of overall awards.

• WOSB Offerors not selected for award in WOSB pool will be entered into SB pool.

Key Portions – FAR 52.212-2 Addendum

• Evaluation Process (cont):

• Best value decision will then be made based on comparative assessment of proposals to determine which proposals represent best value to Government

• SB Pool:

• Government will order first ten (10) proposals from lowest to highest price.

• Must have Satisfactory Confidence or higher.

• Of ten (10) proposals, Offerors whose past performance is rated Substantial

Confidence shall receive an award until target number of awards is met and evaluation is complete.

• If target number of SB awards are not met with Offerors whose past performance is rated as Substantial Confidence, Offerors whose past performance is rated as Satisfactory Confidence shall receive an award until target number of awards is met and evaluation is complete.

• If target number of SB awards is not met with Offerors whose past performance is rated as Substantial Confidence or Satisfactory Confidence within the first ten (10) lowest priced Offerors, Government shall determine if it is in Government’s best interest to continue evaluating next lowest priced Offerors’ past performance until a target award pool is established or to close evaluation with less than target number of awards made.

Key Portions – FAR 52.212-2 Addendum

• Discussions

• Government intends to evaluate proposals and award contracts without discussions (except clarifications).

• Initial proposal should be complete and contain your best terms from a cost or price and technical standpoint for initial consideration.

• Government reserves right to conduct discussions if Contracting

Officer (CO) later determines them to be in the Government’s best interest.

• If discussions held:

• Government will provide Offeror with Evaluation Notice (EN) and Final

Proposal Revision (FPR) Request

• Any EN responses and FPR will be considered in making source selection decision.

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation

• Volume I: Contract Information

• Verify all proposal submission requirements received and complete

• Verify all proposal submission requirements followed proposal instructions in Addendum to FAR 52.212-1 (page limits, font size/type, etc.)

• Verify Offeror’s business size using SAM

• All Offerors: Must be small business under NAICS Code 811219

• WOSB Offerors:

• Verify self-certification in SAM

• Verify documents submitted to WOSB Program Repository

(https://certify.sba.gov/)

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume II: Technical

• Government will evaluate technical proposal on acceptable/unacceptable basis.

• One technical rating will be assigned to each Technical subfactor.

• Must receive “acceptable” rating in every subfactor.

• Technical proposal shall be evaluated, based on the four (4) subfactors, to determine if Offeror provides a sound, compliant approach that meets requirements of PWS, CDRLs, and RFP, and demonstrates a thorough knowledge and understanding of those requirements.

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume III: Past Performance

• Evaluate Offeror’s past performance record for performance of active vehicle barrier (AVB) maintenance and repair (M&R) in order to determine Offeror’s Performance Confidence Assessment, which is comprised of three factors:

• Recency

• Relevancy

• Quality

• Must use Past Performance Questionnaire in RFP Attachment 3

• Limited to maximum of six (6)

• Any submission in excess of limit of six (6) will not be considered and only the first six (6) efforts/contracts provided in Volume III will be evaluated.

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume III: Past Performance

• Recency:

• Active or completed effort/contract performed within past three (3) years from

29 Aug 2018 (calendar years 2015-2018).

• Only recent efforts/contracts will move on to the Relevancy Assessment.

• Relevancy:

• How similar efforts/contracts are to required work as defined in RFP.

• Assessed on an individual effort/contract basis.

• Each individual effort/contract’s scope must include AVB M&R preventive maintenance, periodic inspection, and repair.

• Offerors must demonstrate a breadth of experience with different types and brands of AVBs.

• Government will assign ratings to each effort/contract evaluated (next slide).

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume III: Past Performance

• Relevancy:

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume III: Past Performance

• Quality:

• Only efforts/contracts determined to be Recent and Relevant will move on to Quality Assessment.

• Government will evaluate Offeror’s recent and relevant past performance for demonstrated quality of effort in the performance of AVB M&R.

• Adverse Past Performance: Government will not use negative quality assessments against Offeror until Offeror has had a chance to address findings made, either prior to RFP submission or, if not permitted a chance to address by then, in course of evaluation.

• Individual effort/contract quality assessment rating will be determined by Offeror’s ability to demonstrate quality in performance. Government will assign one of the Past Performance Quality Assessment Ratings (next slide).

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume III: Past Performance

• Quality:

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume III: Past Performance

• Performance Confidence Assessment:

• Government will assign Performance Confidence Assessment rating (next slide) based on Offeror’s overall record of efforts/contracts deemed recent and relevant and quality of performance on those efforts/contracts, and Offeror’s probability of successfully performing as proposed.

• Performance Confidence Assessment rating of Satisfactory Confidence or higher may be considered more advantageous to the Government than a rating of Neutral Confidence.

• Government reserves right to give greater consideration to information on those efforts deemed more recent in time or most relevant to effort described in RFP.

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume III: Past Performance

• Performance Confidence Assessment:

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume IV: Price

• NTE Markup Rates and Sample Task Order’s Total Evaluated Price (TEP) within Pricing Matrix (RFP Attachment 5) to be evaluated for:

• Completeness:

• Offeror filled out all required cells highlighted in blue on all applicable worksheets.

• Unit prices (for Labor Rates) shall not extend beyond two decimal places

• Failure to provide complete pricing may result in a proposal being deemed incomplete and ineligible for award.

• Balance:

• Review NTE Markup Rates / Sample Task Order Prices.

• Pricing may be considered unbalanced if unreasonable variances (both high and low) exist in prices between different labor categories or more specifically, different NTE markup rates.

• Failure to provide balanced pricing may result in a proposal being deemed ineligible for award if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

Key Portions – FAR 52.212-2 Addendum

• Proposal Evaluation (cont)

• Volume IV: Price

• NTE Markup Rates and Sample Task Order’s Total Evaluated Price (TEP) within Pricing Matrix (RFP Attachment 5) to be evaluated for:

• Reasonableness:

• Review rates/prices and resultant TEP.

• Will use reasonable price guidelines in FAR 15.404-1(b).

• Pricing may be considered unreasonable if any specific rate/unit price or TEP varies significantly from comparable rate/unit prices per application of one or more of the price analysis techniques as described in FAR 15.404-1(b).

• Failure to provide reasonable prices may result in a proposal being deemed ineligible for award.

• If, after receipt of proposals, CO determines that there is insufficient data to determine price reasonableness, Offerors may be required to submit additional data in accordance with FAR 15.403-3(c).

Key Portions – FAR 52.212-4 Addendum

• Ordering Procedures – Task Order Level

• Initial Task Order:

• Each MAC IDIQ awardee will receive an initial Task Order for the contract minimum of $1K to attend the Post Award Orientation per

CLIN 0011

• Approximately 30 days after contract award

• Participation is mandatory

• May be conducted in person or by virtual/electronic means

• Government will not pay any additional costs

Key Portions – FAR 52.212-4 Addendum

• Ordering Procedures – Task Order Level (cont)

• Subsequent Task Orders:

• Proposals will be evaluated using Best Value (in most cases, Lowest Priced Technically Acceptable (LPTA)) procedures to make an award that is most advantageous to Government.

• Ordering Contracting Officer may use other than LPTA procedures if in best interest

• MAC IDIQ Contractors encouraged to submit proposal for every Task Order

• At a minimum, have to propose on 80%, to be tracked via CDRL A003

• Awardees will have to provide number of proposals they submitted during annual reporting to AFICA

• Have to meet Technical and Managerial Approach requirements of

MAC IDIQ’s PWS, e.g. Customer Service Hotline Phone Number, O&M Plan, etc.

• Pricing: Cannot exceed MAC IDIQ’s NTE Markup Rates

Estimated Acquisition Milestones

Event Date Pre-Proposal Conference Information Posted 18 Sep 2018 Last Day to Submit Questions 19 Sep 2018 Proposals Due 03 Oct 2018 Evaluations Complete* Apr 2019* Contract Award* May 2019*

*Estimate based on whether discussions are needed or not

Mandatory Use

• Mandatory Use Defined

• Will be issued by AFCEC to mandatory use Air Force Bases ~30 days after award of MAC IDIQ

• Total of 66 mandatory locations within the lower 48 states

• Approximately 600 barriers

• Additional 86 locations (AF Guard and Reserve) are designated as optional use

• Mandatory use will be implemented with limited exemptions

• All installations must use unless they are exempt

• Exemptions to be approved by AFCEC in coordination with AFICA

• Implemented in phased approach

• Standardized PWS will be provided in advance

• Exemptions to Mandatory Use

• Bases where VB M&R services currently performed by 8(a) Program contractors or SourceAmerica

• Bases that have Base Operating Services/Base Maintenance Contracts

(BOS/BMC) that include VB M&R work within scope of their contract

Request for Proposal (RFP) FA8003-18-R-0001

Pre-Proposal Conference

BREAK

Next: Q&As

• The Government will answer as many questions as possible during the Q&A session.

• Questions that require additional research/clarification will be answered in the formal Q&A document to be posted on FedBizOpps ~26 Sep 2018.

• All Q&As will appear in the formal Q&A document.

Request for Proposal (RFP) FA8003-18-R-0001

Pre-Proposal Conference

Questions & Answers

Warfighter Acquisition… Innovation, Excellence, Victory 108

What’s Next?

• Pre-Proposal Conference information to be posted to FBO

• Slides already posted 16 Sep 2018

• Sign-in sheet, initial Q&As to be posted ~18 Sep 2018

• Submit final questions by 19 Sep 2018 at 2:00pm EST to:

771ESS.EGA.VehicleBarrierMR@us.af.mil vanessa.russell-reed@us.af.mil

• RFP Amendment 0001 in works – to be posted to FBO ~21 Sep 2018

• Update few pre-populated cells within RFP Attachment 5: Pricing Matrix

• Make sure to use updated version when submitting your proposal!

• Full Q&As to be posted to FBO ~26 Sep 2018

Thank you for attending the Vehicle Barriers Maintenance and Repair Services

Pre-Proposal Conference!

Please continue to monitor the RFP posting on FedBizOpps for any updates to the RFP.

Current proposal due date:

03 Oct 2018 at 4:00pm EST

Email future questions/concerns to:

771ESS.EGA.VehicleBarrierMR@us.af.mil vanessa.russell-reed@us.af.mil