22R2002_0001_Industry Day Slides_West Point.pptx

Department of Defense Education Activity Procurement Office Industry Day

West Point Student Transportation Services 7 March 2022

RFP Timeline Understanding of Requirements Evaluation Phase I Administrative Cover Letter

SF 1449

Volume 1 Subfactor 1a Routes Subfactor 1b Personnel Subfactor 1c Vehicles Subfactor 2 Risk Assessment Evaluation Phase II SAM Access & NCAGE Points of Contact Questions and Discussions Industry Day Agenda Topics

RFP Timeline

HE1254-22-R-2002

Jan Feb Jun Aug Phase II Proposals Due 8 April 2022 Awards (Est) June 2022 Solicitation Posted 28 Feb 2022 Start of Contract (Est) Aug 2022 Mar Phase I Proposals Due 28 March 2022 Apr May Conduct Evaluations & Possible Discussions April - May 2022

NO LATER THAN 12:00pm EDT, 21 March 2022 (MANDATORY) Offeror Submits “Letter of Intent (LOI)” and Attachment X8 “Non-Disclosure Agreement (NDA)”

After DoDEA receives the LOI and NDA the Offeror will receive a confirmation email with the RFP Attachment X7 “Estimated Stops”

NO LATER THAN 12:00pm EDT, 28 March 2022 Submissions of Questions

NO LATER THAN 12:00pm EDT, 28 March 2022 (MANDATORY) Offeror Submits “Phase I Draft Proposal” To include:

SF 1449

SF 30s (if applicable) Volume I Volume II Volume III (Rough Order of Magnitude (ROM) Estimate) Volume IV

RFP Timelines

NO LATER THAN 18:00 pm EDT, 1 April 2022 DoDEA will provide Attachment X9 “Proposal Checklist” for all submitted offerors

NO LATER THAN 12:00pm EDT, 8 April 2022 (MANDATORY) Offeror Submits “Phase II Draft Proposal” To include:

SF 1449

SF 30s (if applicable) Volume I Volume II Volume III Volume IV

RFP Timelines

Understanding of Requirements Overview 5 Years (Base of One (1) Year, and Four (4), One (1) Year Options) Single Award, Indefinite Delivery Indefinite Quantity (IDIQ), FAR 15 & FAR 12 Firm Fixed Price (FFP) Performance Work Statement (PWS) Quality Assurance Surveillance Plan (QASP) Task Orders for Individual Requirement(s) Meet the Minimum Quantities Cannot Exceed Maximum Quantities

Student Transportation Services include:

Daily Commute (CLIN 0001) and Special Needs (CLIN 0002) To Include:

AM/PM

Mid-day Curricular & Co-curricular Safety Attendants (SLIN 0003AA) Safety Aides (SLIN 0003AB)

The SAFETY of the passengers is of the highest priority in the performance of contract services.

Understanding of Requirements Scope of Requirements

Understanding of Requirements Evaluation of Proposal Factor 1 Technical Capability Subfactor 1: Student Transportation Services Subfactor 1a. Routes Subfactor 1b. Personnel Subfactor 1c. Vehicles Subfactor 2: Risk Assessment Factor 2 Past Performance Factor 3 Price

The relative importance of the evaluation factors is as follows: Technical Capability (Factor 1) is of equal importance as Past Performance (Factor 2). Technical Capability (Factor 1) and Past Performance (Factor 2), when combined, are more important than Price (Factor 3). All Technical Capability (Factor 1) Subfactors are of equal importance Trade-off FAR 15.101-1

52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment 52.222-56 Certification regarding Trafficking in persons Compliance Plan 52.223-18 Contractor Policy to Ban Text Messaging While Driving Adopt and enforce policies that ban text messaging while driving. Substance of clause shall be inserted in all subcontracts.

Understanding of Requirements Contract Clauses

Understanding of Requirements Proposal Attachments

Evaluation Phase I

There will be NO ELIMINATION of Offerors in Phase I.

The Offeror will provide:

SF 1449 & all Applicable SF30s Volume 1 (as per 52.212-1) Volume 2 (as per 52.212-1) Volume 3 (ROM Estimate) The ROM is not final pricing, it is a rough estimate of probable pricing based on the Phase I draft proposal. The ROM will not be used to evaluate the contractor in any way.

Volume 4 (as per 52.212-1) By 18:00 pm EDT, 1 April 2022 the Government will provide each offeror with a copy of Attachment X9 for their own evaluated Phase I Draft Submission.

After submission of Phase I proposals, the contractor shall edit their proposal for final submission Phase II.

A technical evaluation will NOT be completed at this time. This is only to complete an inventory of your proposal.

Administrative Cover Letter Administrative Cover

The Administrative Cover Letter shall state the following:

The solicitation number Unique Entity Identifier (DUNS Number) Complete Business Mailing Address.

N/CAGE Code NAICS Code Contact Name Contact Phone and e-mail address

SF1449

Volume 1

Offeror MUST provide the following Attachments for Volume I:

Attachment X1, Routes (include PDF copies of all maps for proposed routes) Attachment X2, Personnel Attachment X3, Vehicles Attachment X4, Risk

Subfactor 1a Routes Attachment X1 “Route”

Important Notes Each Offeror proposes Routes per Attachment X7 “Estimated Stops” The Routes proposed will be developed by the Offeror with no Government assistance.

The Offeror’s approach to this requirement should result in a cost-efficient strategy.

Cost-Efficient Strategy Provides a win-win solution for both Offeror and Government.

It allows for more flexibility in developing routes.

DoDEA does not estimate a significant population growth in the West Point Military community within the next five years.

NOTE: Proposed Routes will be used in the Awarded Contract. Any updates to routes during the life of the contract will be developed by the Awarded Contractor and must be approved by the COR (PWS ¶ 2.6.1.1).

Route:

AM Run and PM Run;

OR

Mid-day Run

Subfactor 1a Routes

Select a Tab for each new route after the Tab Labeled “ Route Sheets Example” The Attachment has 30 Route Tabs Instructions to Fill in Attachment X1, “Routes”

Subfactor 1a Routes

All Cells in Grey are auto populated

DO NOT FILL IN

GREY CELLS

Subfactor 1a Routes

Further step by step directions are provided in Attachment X10 “Tutorial”

Subfactor 1a Routes Evaluation Phase II To receive an Acceptable rating the Offeror must:

Provide a complete Attachment X1;

Provide Maps for each proposed route;

All stops identified in Attachment X7 “Estimated Stops” must be incorporated into the proposal (77 stops);

Time to run the route from first stop to last stop is identified (will be in grey cell) (If the route exceeds one (1) hour, an explanation must be provided within the route sheet);

The timeliness of stops is identified (time of pick up/drop off filled in Column G for each stop proposed) Pass the security screening of the route (Government will rate during evaluation period);

Identify the number of students on route (will be in grey cell)

The Government will assign a rating of Acceptable or Unacceptable for this subfactor.

Subfactor 1b Personnel Attachment X2 “Personnel”

Total Number of Personnel At a minimum, the offeror shall propose one contract manager and one alternate contract manager.

The number of personnel submitted on Attachment X2 must be sufficient to ensure completion of the routes.

Action Plans Action plans must answer how the Offeror plans to obtain and retain personnel.

Identify All the Offeror’s Subcontractors on Attachment X2 Ensure PDF copies of certified subcontractor agreements for each subcontractor identified in Attachment X2 are included.

NOTE: Ensure that each section does NOT exceed 500 words.

Minimum # of Personnel per Route:

1 Driver

Subfactor 1b Personnel

Tab “Personnel List” Column AD;

Rows 6 through 8 (auto populated) Tab “Action Plan” Columns C, D, & F;

Rows 3 through 8 (filled in by Offeror) Total Personnel

Subfactor 1b Personnel

Subfactor 1b Personnel

Subfactor 1b Personnel

Tab “Action Plan”

Subfactor 1b Personnel

Tab “Action Plan” Example:

In this example because the contractor is proposing to obtain personnel from the Prime and two subs they will have to fill in Sections 1, 2, & 3.

The Offeror may use up to 500 words in each Section (Sections 1, 2, & 3).

The Offeror does not fill out Section 4.

Subfactor 1b Personnel

To receive an Acceptable rating the Offeror must:

Complete Attachment X2;

Propose enough total personnel (Slide 22) to complete the proposed routes for Daily Commute;

The Personnel Action Plan must answer how the Offeror will:

See RFP 52.212-2 for more information

Subfactor 1c Vehicles Attachment X3 “Vehicles”

Total Number of Vehicles The number of vehicles submitted on Attachment X3 must be sufficient to ensure completion of the routes.

Action Plans Action plans must answer how the Offeror plans to obtain and retain vehicle.

NOTE: Ensure that each section does NOT exceed 500 words.

An offeror will NOT receive a negative rating if they do NOT provide additional specifications.

Subfactor 1c Vehicles

Tab “Vehicle List” Column AF;

Rows 10 through 22 (auto populated) Tab “Vehicle Action Plan” Columns C, D, E, F & G;

Rows 5 through 6 (filled in by Offeror) Total Vehicles

Subfactor 1c Vehicles

Tab “Vehicle List”

Subfactor 1c Vehicles

Subfactor 1c Vehicles

Subfactor 1c Vehicles

Tab “Vehicle Specifications”

Subfactor 1c Vehicles

Tab “Vehicle Action Plan”

Reference Slide 26 to see definition of Section.

Subfactor 1c Vehicle

To receive an Acceptable rating the Offeror must:

Complete Attachment X3;

Propose enough total vehicles (Slide 29) to complete the proposed routes for Daily Commute and Special Needs;

Mandatory Specifications for each vehicle provided;

The Vehicle Action Plan must answer how the Offeror will:

Subfactor 2 Risk Assessment Attachment X4 “Risk”

There are five (5) potential problems that must be addressed Each potential problem has its own tab in the excel spreadsheet, no need to make any new tabs.

Action Plans Action plans must address:

NOTE: Ensure that each section does NOT exceed 500 words.

Be sure that the explanation of the plans are feasible and have potential for success.

Subfactor 2 Risk Assessment

Fill in the following Tabs:

Action Plan Drivers;

Action Plan Vehicles;

Action Plan Fuel;

Action Plan Unions; and Action Plan Pandemic

Identify the following in each Tab:

Impact of the potential problem Action plan to address the potential problem Timeline of execution Identify risks associated with the proposed action plan

Subfactor 2 Risk Assessment

Subfactor 2 Risk Assessment

To receive an Acceptable rating the Offeror must:

Complete Attachment X4;

Provide a Risk Action Plan for the five (5) potential problems in the RFP that includes:

Evaluation Phase II Volume I, Evaluation Ratings

Evaluation Phase II Volume 2 Past Performance Will be evaluated to assess the Offeror’s ability to successfully meet the solicitation requirements based on the Offeror’s demonstrated recent and relevant record of how well the Offeror performed on previous contracts.

Evaluation Phase II Volume 3 Price Attachment X5

Will not be assigned a rating. However, the proposal (Attachment X5 “Price”) will be evaluated.

Must provide pricing/totals for each year of service and a grand price/total for all five (5) years and 52.217-8.

Evaluation Phase II

Evaluation Phase II

Evaluation Phase II

Volume 4 Reps and Certs Attachment X6 Enclosures 1 – 7 Proof of adequate financial resources

Contract Line Item Numbers (CLIN/SubCLIN) – The numbering system for ordering services Days - “Operational Day” – The period between the first stop on the first run of the day and the last stop on the last run of the day. Service is required Monday through Friday, unless otherwise notified. Normally, an Operational Day extends from 0600 to 1900. The route schedule sheet determines the exact service hours.

Route –A route consists of one AM Run AND one PM Run; OR one Mid-day Run.

Run – A segment of a route, usually one-way, composed of at least one pick-up point and one drop-off point (commuting area to school, or school to commuting area). The route schedule sheet determines the exact service hours.

Non-Service Day - This is a day on which no School Bus Services are required. The COR will identify such days.

Zone- A geographical area where services will be performed.

Definitions

SAM Access & NCAGE 10 Steps to Register Register with the System for Award Management (SAM). Mandatory Establish an Electronic Business (EB) Point of Contact (POC) in SAM. Mandatory Ensure CAGE Code is added to the Procurement Integrated Enterprise Environment (PIEE) Vendor Group Structure. Mandatory Establish an Organizational Email Address. (This is a WAWF step.)

Designate a Contractor Administrator (CAM). Mandatory Determine if batch feeds for data input is necessary. (This is a WAWF step.)

Set up Computers to Access applications in PIEE.

Self-Register CAM. (Mandatory - There must be a CAM to activate vendors.)

Have all users for the CAGE Code(s) self-register on the PIEE web site for one of the available Vendor Roles.

Complete the Web Based Training for the applications you will use in PIEE.

Ms. Colleen C. Pritchard, colleen.pritchard@dodea.edu Branch Chief, Transportation Branch Mr. John Grimes, john.grimes@dodea.edu Contracting Officer, Transportation Branch

Contracting Office Point of Contacts Ms. Sidnie Miranda, sidnie.miranda@dodea.edu Contract Specialist, Transportation Branch

Questions & Discussions

Thank You!

The Government’s position will always be given in writing! The information provided is subject to change based on feedback from industry and other Government personnel.

Purchases shall be made from, and contracts shall be awarded to, responsible prospective contractors only.

No purchase or award shall be made unless the Contracting Officer makes an affirmative determination of responsibility. In the absence of information clearly indicating that the prospective contractor is responsible, the contracting officer shall make a determination of non-responsibility.

Thank you for your time.

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