Pre-Proposal_Conf_Contract_Brief-HE1260-14-R-0007-Okinawa_District_HVAC_Maintenance_Services_and_Project_Repairs-14Nov2014.pdf

DoDEA-Pacific Okinawa District

HVAC, Facility and Sports Field Maintenance Services & Project Repairs

Solicitation Nbr: HE1260-14-R-0007 Pre-Proposal Conference

November 14, 2014

Welcome Ms. Angela Dash

Administrative/ Ms. Georgette Hendricksen Acquisition Overview

Technical Overview Mr. Michael Easley

Questions & Answers

Site Visits

Agenda

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Ms. Angela Dash, Contracting Officer

Mr. Georgette Hendricksen, Contract Specialist

Mr. Michael Easley, Supervisory Logistics Management Specialist

Mr. Brian Hyden, Facilities Specialist, COR

Introductions

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DoDEA-Pacific Okinawa District HVAC, Facility and Sports Field Maintenance

Services & Project Repairs

WELCOME

Ms. Angela Dash Contracting Officer

Procurement Division

ADMINISTRATIVE

ACQUISTION OVERVIEW

Ms. Georgette Hendricksen Contract Specialist

All information released during this conference is to be considered provided for informational purposes only.

Material changes to the Performance Work Statement (PWS) will be accomplished as deemed appropriate by the Government and will be incorporated in the RFP.

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

Procurement Integrity

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ter

Provide Industry information about the Government’s acquisition approach

Brief the technical background and requirements of the

PWS

Receive feedback regarding the PWS

Respond to industry questions concerning the requirement.

Purpose

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All related documents will be posted to Federal Business Opportunities (FBO) at: https://www.fbo.gov/

Currently posted to FBO:

Pre-solicitation notice – 27 May 2014

Solicitation PWS and Related Documents – 04 Nov 2014

Industry is responsible to check for current information

Administrative

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All questions asked and answered during the pre-solicitation conference and one-on-one meetings are non-binding until officially incorporated into the Solicitation through an Amendment to the solicitation.

NO phone calls will be accepted, only e-mails

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

Questions and Answers will be posted to FBO via an amendment

Company specific information will not be posted.

Questions and Answers

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Commercial Services

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

The contract has a minimum amount of $200.00 and a maximum amount of $25,000,000.

Task Orders will be issued annually for the routine Contract Line Item Numbers (CLINs)

Additional task orders will be issued per project.

Contract Type

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

- Base Year: 01 January 2015 to 31 December 2015

- Option Year 1: 01 January 2016 to 31 December 2016

- Option Year 2: 01 January 2017 to 31 December 2017

- Option Year 3: 01 January 2018 to 31 December 2018

- Option Year 4: 01 January 2019 to 31 December 2019

Period of Performance

INFORMATIONAL PURPOSES ONLY

Pricing Structure

(HVAC)

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CLIN/

SubClin Description Quantity/

Unit Unit Price

Max Amount through CLINs

These HVAC CLINs and their associated SubCLINs are for routine monthly services and are priced based on Monthly, Quarterly or Annual requirements.

Example of CLIN 0001 and its SubClins below:

0001 Chiller Units – Recurring Maintenance, Inspection and Testing in accordance with 3.2 of the PWS

0001AA Chiller Units – Monthly Maintenance Service Quantity: 50 each chiller units, 12 times per year = 600 each 600 Each

0001AB Chiller Units – Quarterly Maintenance Service Quantity: 50 each chiller units, 4 times per year = 200 each 200 Each

0001AC Chiller Units – Annual Maintenance Services Quantity: 50 each chiller units, 1 time per year = 50 each 50 Each

Pricing Structure (cont.)

(HVAC)

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CLIN/

SubClin Description Quantity/

Unit Unit Price Max Amount

0012 HVAC Non‐Routine Maintenance For HVAC Non‐routine maintenance services as described herein and in the PWS.

0012AA HVAC Emergency Maintenance HVAC Emergency Maintenance and Services in accordance with 3.3 of the PWS.

500 Hours

0012AB HVAC Replacement Parts.

This CLIN is subject to negotiation and is not to be priced. The Government has allotted $500,000 for replacement parts per year.

$500,000.00 Monetary Value

$1.00 $500,000.00

(Facilities)

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CLIN/

SubClin Description Quantity/

Unit Unit Price

Max Amount

0013 Facility Maintenance Contractor will provide specified maintenance for all Okinawa District facilities in accordance with 4.0 of the PWS.

0013AA Exterior Facility Maintenance – Contractor will provide specified maintenance for all Okinawa District facilities in accordance with paragraph 4.1.1 of the PWS. 12 Months

0013AB Interior Facility Maintenance ‐ Contractor will provide specified maintenance for all Okinawa District facilities in accordance with paragraph 4.1.2 of the PWS. 12 Months

0014 Facility Emergency Maintenance Contractor will provide specified maintenance for all Okinawa District facilities in accordance with 4.2 of the PWS. 500 Hours

(Sports Fields)

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CLIN/

SubClin Description Quantity/

Unit Unit Price Max Amount

0015 Sports Fields Routine Maintenance ‐ Contractor shall inspect all sports fields in accordance with

5.0 of the PWS.

0015AA Natural Grass Sports Field Maintenance The Contractor shall prepare the natural grass sports field in accordance with 5.1.1 of the PWS. 12 Months

0015AB Turf Fields The Contractor shall prepare the turf fields in accordance with 5.1.2 of the PWS. 12 Months

0015AC Sports Seasons The Contractor shall prepare the grounds per sports field, per school during this period of performance in accordance with 5.2 of the PWS. 20 Each

0015AD Annual Grounds Inspections The Contractor shall conduct annual inspections per school with reports in accordance with 5.3 of the PWS. 13 Each

0016 Sports Field Events The Contractor shall prepare the grounds in accordance with 5.2.1 of the PWS. 3,500 Hours

(Project Repairs)

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CLIN/

SubClin Description Quantity/

Unit Unit Price

Max Amount

0017 Project Repairs The Contractor shall provide all labor, material, supervision, equipment, tools, transportation, quality control and other items and services necessary to perform all the requirements associated with 6.0 and 6.1 of the PWS. This CLIN is subject to negotiation and is not to be priced. The Government has allotted $1,500,000 for this effort.

$1,500,000 $1.00 $1,500,000

Section L of the Solicitation – Proposal Instructions to Offerors

Reference FAR 52.212-1 Addendum for specific instructions on proposal submission.

Proposals shall be complete, comprehensive, and clearly presented in English.

Government reserves the right to award a contract without discussions.

Accordingly, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical prospective.

The technical proposal volume shall not exceed a total of 50 pages, combined.

Mail and e-Mail delivery

Instructions, Conditions, and Notices

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Section L of the Solicitation – Proposal Submittal Requirements

TECHNICAL VOLUME I

Factor 1: Technical Capability Subfactor 1 – Technical Approach Subfactor 2 – Key Personnel Subfactor 3 – Phase-in Plan

Factor 2: Management Approach Subfactor 1 – Management Plan Subfactor 2 – Quality Control Plan

Factor 3: Past Performance At least three (3) recent and relevant past performance references

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VOLUME II – Factor 4: Price Proposal Price proposal shall be submitted in the currency that the Offeror’s business is registered.

Proposed pricing shall be inserted in Section B, Schedule of Supplies or Services, with the Offeror’s proposed pricing for each CLINS and/or SubClins to include complete unit price, and extended prices for the base year and all option periods.

The Contractor shall not input a price for CLINs 0012AB and its out-years and CLINs 0017 and its out-years as amounts have been inserted by the Government.

The Offeror shall also provide backup pricing information and a price breakdown that supports how the recurring fixed pricing were developed (labor hours, materials, indirect costs, etc.) for each CLIN’s period of performance.

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VOLUME II – PRICE.

Factor 4: Price Proposal

The Offeror shall provide all hourly rates for each period of performance as listed in Attachment 2 – Labor Category Hourly Rates.

Signed cover page of the solicitation (SF-1449) and any Amendments (SF-

30) plus the Offerors Representations and Certifications and acknowledgements listed in Section K (if not completed and available for retrieval in SAM).

Completed Offeror’s Information Sheet as provided in Section K of the solicitation.

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Award Eligibility

The Government will award one contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government may award the contract to other than the offeror proposing the lowest price or to other than the offeror achieving the highest adjectival rating.

For this solicitation, 1) Technical Capability, 2) Management Approach and 3) Past Performance are all of equal importance. All evaluation factors other than cost or price, when combined, are approximately equal to cost or price.

The Offeror’s proposal must meet all technical requirements, conform to all terms and conditions of the solicitation, and include all required information. Failure to comply with the terms and conditions of the solicitation may result in the offeror being ineligible for award. A rating of “unacceptable” for any factor or sub-factor will result in a proposal being rated “unacceptable” and thus not eligible for contract award.

Offeror shall be registered in the System for Award Management (SAM).

Evaluation Information

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Attachment 1 – HVAC Equipment List

(Available Upon Request in Solicitation)

Attachment 2 – Labor Categories Attachment 3 – QASP & PRS Technical Exhibit 1 – Chemical Labeling Technical Exhibit 2 – Pictogram Technical Exhibit 3 – Safety Data Sheet Technical Exhibit 4 – FY13 Work Order Tracker

(Available Upon Request in Solicitation)

Technical Exhibit 5 – Maintenance Monthly Log (Available Upon Request in Solicitation)

Technical Exhibit 6 – Okinawa Map Technical Exhibit 7 – Okinawa District School Sizes

(Available Upon Request in Solicitation)

Attachment Reference Materials

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Milestones

RFP Issuance and Posting– 4 November 2014

Pre-Proposal Conference – 14 November 2014

Questions Due – 17 November 2014

RFP Closing Date – 4 December 2014 @ 11:00 AM JST (Japan Standard Time)

Contract Award – Anticipated by 22 December 2014

Contract Phase-In – End of December 2014 (Winter Break)

Procurement Timeline

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georgette.hendrickse Typewritten Text georgette.hendrickse Typewritten Text (1st Round)

Angela Dash, Contracting Officer, DoDEA Pacific Procurement Division Angela.Dash@pac.dodea.edu

Georgette Hendricksen, Contract Specialist, DoDEA Pacific Procurement Division Georgette.Hendricksen@pac.dodea.edu

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QUESTIONS?