Pre-Proposal_Conference_New_Japan_Bus_lease_12_Feb_2013_(4).pptx

Japan School and Tour Bus Lease and Maintenance

HE1260-13-R-0002

Pre-Proposal Conference 9:00 a.m.12 February 2013 Okinawa, Japan DoDEA-Pacific

Sign-in

Welcome/Introduction

Administrative Issues

RFP Review

Technical overview

Questions & Answers Agenda

INFORMATIONAL PURPOSES ONLY

Ms. Sheila Riley, Contracting Officer, Procurement Div.

Ms. Miyoko Hokama, Contract Specialist, Procurement Div.

Mr. Todd Schlitz, Supply Management Specialist, Logistic Div.

Mr. Michael Troyano, Branch Chief, Supply/Services, Logistics Div.

Mr. James Calhoun, Transportation Supervisor, Japan DSO Mr. Milton Colon, Transportation Operation Specialist Mr. Michael Frechette, Transportation Operation Specialist

Welcome/Introductions

ADMINISTRATIVE ISSUES

Ms. Miyoko Hokama Contract Specialist

Any changes to the solicitation package including the PWS will be accomplished as deemed appropriate by the Government and will be incorporated in the RFP through issuance of an amendment.

Attendees shall not attempt to engage individual Government personnel in private discussions outside of this meeting.

Program Integrity ter

Explain submittal requirements and evaluation criteria in the solicitation

Clarify the technical background and requirements of the PWS

Answer the questions regarding this solicitation package.

Purpose

All related documents will be posted to Federal Business Opportunities (FBO) at: https://www.fbo.gov/ https://www.fbo.gov/spg/ODA/DoDEA/FPOAP/HE1260-13-R-0002/listing.html

Pre-conference slides and questions and answers will be posted.

Currently posted to FBO:

Pre-solicitation notice – 17 December 2012.

Request for Proposal (RFP) - 28 January 2013.

Offeror is responsible to check for current information

Federal Business Opportunities (FBO)

Request for Proposal (RFP) /Solicitation Review

Ms. Miyoko Hokama Contract Specialist

Commercial Services (FAR 12) and Contracting By Negotiation (FAR 15) Correspondence in English (DFAR 252.225-7041)

Anticipated Firm Fixed Price, Indefinite Delivery and Indefinite Quantity (IDIQ)

Minimum & Maximum: FAR requirement

-Task Orders will be typically issued annually or as needed basis for outyears and include FFP & COST (Repair) CLINs

Contract Type

Contract with a one (1) Year Base and four (4) Option years Anticipated Contract Period of Performance:

Base Year: 01 April 2013* to 31 March 2014

- Option Year 1: 01 April 2014 to 30 31 March 2015

- Option Year 2: 01 April 2015 to 31 March 2016

- Option Year 3: 01 April 2016 to 31 March 2017

- Option Year 4: 01 April 2017 to 31 March 2018

(*Subject to change based on accepted offeror’s proposed delivery schedule) The offeror may propose an alternate delivery schedule, however, it must be reasonable timeframe.

Period of Performance

CLIN Structure Section B (Base and Option Year1)

INFORMATIONAL PURPOSES ONLY

Section B Option Year 2

INFORMATIONAL PURPOSES ONLY

Section B Option Year 3 and Option Year 4

INFORMATIONAL PURPOSES ONLY

the following web address: http://www.ecmra.mil/.

Man Power Reporting Section H

DoDEA Pacific Contractors

Reps and Certs Section K

52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (APR 2010)

52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS (DEC 2012) ALTERNATE I (APR 2011)

252.212-7000 Offeror representations and certifications- Commercial items. (JUN 2005)

It is highly recommended that you complete/update representations and certifications in the System Award Management (SAM).

General Instructions

- Proposal Submission: E-mail, mail or hand delivery E-mail Document Size Limitation Technical Proposal page limitation up to 50 pages. No page limits for photographs, brochures, pamphlets, charts and diagrams.

Period of acceptance of offers: The offeror agrees to hold the prices for 60 calendar days System for Award Management (SAM): Registration required in order to be awarded by the US Government. Visit the SAM website at https://www.sam.gov/portal/public/SAM/ to update, renew or register.

INFORMATIONAL PURPOSES ONLY

Submittal Requirements Section L Instruction to offerors

Content of Proposal Volume I - SF 1449 – The signed and dated Standard Form (SF) 1449 (solicitation Section A)- Acknowledged Solicitation Amendments: Include all executed Standard Form 30 – Amendments to the solicitation (signed), if issued.

Submittal Requirements Section L (Cont’d)

Volume I – Price Proposal: Section B of this solicitation. Include a copy of completed DFARS clause 252.229-7001 Tax Relief located in Section I, as applicable. Please refer to paragraph 9(c) in page 72 of the solicitation.

Please fill in the highlighted areas (unit price/max amount/max net amount) for all CLINs except 0005, 1005, 2005, 3005 and 4005.

Submittal Requirements

Volume I – A completed copy of FAR Provision 52.209-5 Certification Regarding Responsibility Matters (Section K)

Volume I – A complete copy of all Representations and Certification (FAR provision 52.212-3 in Section K of the solicitation) or statement that Reps and Certs are in the System for Award Mangement (SAM), formally ORCA. A copy of DFARS Provision 252.212-7000 Offer Representations and Certifications – Commercial Items in Section K of the solicitation)

Volume I - A complete Offeror’s Information Sheet (as provided in this solicitation, Attachment 3)

Volume I – Past Performance Summary Sheet (completed): Attachment 2. Please refer to Submittal Requirements, paragraph (9)b.

INFORMATIONAL PURPOSES ONLY

Submittal Requirements

Volume II – Technical Proposal:

ALL required submittals in response to Factor 1 -Technical Capability Please address these Sub-Factors:

Technical Specifications Maintenance Plan Delivery Plan

Please refer to Submittal Requirements, paragraph (9)a in page 71 of the solicitation.

Submittal Requirements

“Best Value” Trade-off IAW FAR 15.101-1 The “Tradeoff” source selection evaluation procedures in accordance with FAR 15 will be utilized to select the ‘Best Value’ to the Government. An award may be made to other than the lowest priced offeror or other than the highest technically rated offeror.

- The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint.

Evaluation Information Section M

Non-Price Evaluation Factors

1. Technical Capability – Technical Specifications, Maintenance plan, and Delivery plan Product Literature and photographs, maintenance checklist, a listing of the maintenance facilities by location, a detailed delivery plan

2. Past Performance - Past Performance Relevancy / Performance Confidence Reference list provided, Past Performance databases, questionnaires

Price Evaluation Factors Price will not be rated or scored. With the exception of CLINs 0005, 1005, 2005, 3005 and 4005 for Repairs, Price will be evaluated to determine whether it is fair and reasonable and if it reflects the offeror’s understanding of the work.

Proposals will be evaluated and assigned ratings for Technical Capability and Past Performance. Price will be evaluated for fair and reasonableness. For this solicitation, Technical Capability is more important than Past Performance. All evaluations factors other than price when combined are approximately equal to price.

Evaluation Information Section M Cont’d

Planned Schedule

RFP Issuance and Posting – 28 January 2013

1st Questions Due – 8 February 2013

Pre-proposal Conference – 12 February 2013

2nd Questions Due – 18 February 2013

RFP Closing Date – 28 February 2013 (unless amended)

*Anticipated Contract Award – 29 March 2013

*Anticipated Contract Start Date – 01 April 2013 (*Dates are Subject to change based on accepted offeror’s proposed delivery schedule)

Procurement Timeline

All questions asked and answered during the pre-proposal conference are non-binding until officially incorporated into the solicitation via issuance of an amendment.

NO phone calls will be accepted, only e-mails

All formal questions shall be submitted to the contract specialist, miyoko.hokama@pac.dodea.edu, as detailed in the FBO Announcement.

Questions and Answers will be posted to FBO at https://www.fbo.gov/spg/ODA/DoDEA/FPOAP/HE1260-13-R-0002/listing.html

Company specific information will not be posted

Questions and Answers

Technical Requirements

Review of the Performance Work Statement (PWS)

Briefer: Todd M. Schlitz

Overview of PWS Requirements Bus lease and maintenance services for DoDEA schools located throughout Japan.

Work schedule changes during the contract (TE #1 A,B,C) Types of buses required (para 2.2.1 thru 2.2.6) Delivery locations (TE 1D) Maintenance requirements (para 2.3.1 thru 2.3.12) Emergency Services (para 2.41 thru 2.4.2)

Overview of PWS Requirements Bus Requirements (para 2.5.1 thru 2.5.32) Winterization & Swing Arms (para 2.6.1 thru 2.7) Government Furnished Equipment (GFE) (para 3.1 thru 3.3) Deliverables (para 4.1 thru)

Overview of PWS Technical Exhibits Technical Exhibit #1 A. Workload Estimate A (Base Year and Option One) B. Workload Estimate B (Option Year Two) C. Workload Estimate C (Option Year Three & Four) D. Delivery Addresses E. Estimated School Year Kilometer Report

Technical Exhibit #2 – License Plates

Technical Exhibit #3 – Destination Signage

Overview of PWS Technical Exhibits Technical Exhibit #4 – Interior and Exterior Signage

Technical Exhibit #5 – Bus Inventory

Technical Exhibit #6 – Bus Repair Cost Estimate Work Sheet

Technical Exhibit #7 – Local Contact Information

PWS Work Schedule

Vehicle Types

Delivery Locations

Maintenance Requirements Initial Scheduled Maint. Plan to COR 30 days from award. (2.3.2) Scheduled Maint. Completed within 3 working days (2.3.3) Repair cost estimate provided before work is done (2.3.7) Warranty work; no cost to the Govt. (2.3.9) Maint. records must be provided in English within 2 days upon request (2.3.10) Unscheduled Maintenance versus Corrective Maintenance (2.3.4 &5)

Emergency Service Road side service must arrive within 2 hours of being contacted by the COR (2.4.1)

24 Hour towing service must be available (2.4.2)

Bus Requirements Manufacture Recall – upgrade or replace no cost to the Govt. (2.5.2) Meet all Japanese safety specifications (2.5.1) Passenger seating – no jump seats installed (2.5.7) Seat Belts – must be able to secure a Child Safety Restraint System (CSRS) (2.5.8) Passenger Door Entrance – no automatic sensory system; driver must control (2.5.9) Tires “all season” – Snow Traction Devices for all buses for mainland, Japan (2.5.15)

Bus Requirements Snow Tires – “Studless” winter snow tires are required for all buses located at Misawa and all tour buses located in mainland Japan (2.5.15.1) Interior and exterior signage and license plates must meet the specifications as outlined in the TE. (2.5.20) Winterization – All buses located at Misawa and all tour buses for all location must be winterized. (2.6) Stop Arms – must be equipped (2.7)

Government Furnished Equipment (GFE)

Deliverables

QUESTIONS

and

ANSWERS

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Microsoft_Word_Document1.docx

STO

APO/FPO address

ADDRESS

Atsugi

Zama High School

Unit 45005

APO AP 96343-0005

Attn: Christopher Smith

Zama American High School, Beigun Jutaku 913

Beigun Camp Zama Kichi-nai

Zama-shi Kanagawa-ken 228-0027

Attn : Christopher Smith (Zama STO)

Misawa

Misawa STO Unit 5038

APO AP 96319

Attn : Chris Zeitvogel

Misawa STO, Building# 740

Edgren High School Misawa Kichi-nai

64 Hirahata Misawa-shi

Aomori-ken 033-0012

Attn : Chris Zeitvogel

Sasebo

Sasebo STO

PSC 476 BOX 91

FPO AP 96322

Attn : Carolyn Nocon

Sasebo STO, Building# PW47 Room 202

Beigun Sasebo Kichi-nai Hirase-machi Sasebo-shi Nagasaki-ken 857-0056

Attn : Carolyn Nocon

Yokosuka

Yokosuka STO

PSC 473 BOX 96-131

FPO AP 96349-0096

Attn : Mike Frechette

Yokosuka STO, Building# B39A, Room 216B Beigun Yokosuka Kichi-nai

1-Banchi Tomari-cho

Yokosuka-shi Kanagawa-ken 238-0001

Attn : Mike Frechette

Yokota

Yokota STO

Unit 5232

APO AP 96328-5232

Attn: Milton Colon

Yokota STO, Building# 4330

Beigun Yokota Kichi-nai

Fussa-shi Tokyo-to 197-0001

Attn : Milton Colon

Iwakuni

Iwakuni STO

PSC 561 BOX 1874

FPO AP 96310-0029

Attn: Roy Williams

Iwakuni STO, Building # 555

Beigun Iwakuni Kichi-nai

2-chome Misumi-cho Iwakuni-shi

Yamaguchi-Ken 740-0025

Attn:Roy Williams

Zama

Zama High School

Unit 45005

APO AP 96343-0005

Attn: Christopher Smith

Zama American High School, Beigun Jutaku 913

Beigun Camp Zama Kichi-nai

Zama-shi Kanagawa-ken 228-0027

Attn : Christopher Smith

Okinawa

Okinawa STO

Unit 35007 BOX 0031

FPO AP 96373-0031

Attn: Michael Rivera

Okinawa STO, Building# 5821

Camp Foster, Chatan

Okinawa 904-0000

Attn: Michael Rivera image10.emf image11.emf image1.png