Attachment 8 - MSMP PreProposal Conference Slides.pdf

Department of Defense Dependents Schools Europe

Mediterranean School Maintenance Program

February 24, 2011 Vicenza, Italy

AGENDA

• 09:30 – 09:45 Welcome and Introductions

• 09:45 - 10:00 Ground Rules/Requirement/Procurement

Timeline

• 10:00 – 10:30 Solicitation Overview

• 10:30 – 10:45 Break

• 10:45 – 11:30 Performance Work Statement Overview

• 11:30 – 12:30 Lunch

• 12:30 – 13:00 Instructions to Offerors

• 13:30 – 14:00 Evaluation/Reps and Certs

Ground Rules

• Remarks and explanations provided today do not qualify the terms of the solicitation.

• The information provided at this conference is considered supplemental guidance and does not override the terms of the Solicitation and specifications.

• For any ambiguities and/or conflicting information the offerors shall refer to the Solicitation.

• Any required changes to the Solicitation will be accomplished through a formal amendment.

Ground Rules

• No audio or video recording of Pre-proposal Conference is permitted.

• DoDDS-E will attempt to address questions that are submitted today.

• DoDDS-E will post responses to questions in an amendment under the Federal Business Opportunities (FedBizOpps) database.

• Reminder: Please turn off cell phones and pagers.

Requirement

• Obtain contract services for facility inspection, preventative maintenance, facility maintenance, facility repair, grounds maintenance and a custodial program that will ensure all Mediterranean District schools are fully operational, neat, healthy, sanitary and safe.

• Mediterranean District

– Italy: Aviano, Livorno, Sigonella, Vicenza

– Spain: Rota, Seville

– Portugal: Lajes

Procurement to Date

• Sources Sought – February 18, 2010

• Request for Information – November 11, 2010

• Industry Day – December 7, 2010

• Pre-Solicitation Notice – December 16, 2010

• Solicitation – January 28, 2011

• Initial Questions Due – February 7, 2011

• Questions Answered – February 11, 2011

• Site Visits: Rota, Spain – February 15, 2011

Lajes, Portugal – February 17, 2011 Vicenza, Italy – February 18, 2011

Procurement Timeline

• Proposals Due: March 18, 2011

• Second set of questions due: March 1,

• Contract Award: On or around June 1, Solicitation Overview

• Indefinite Delivery Requirements (FAR 16.503)

– Fixed Price for all Routine Services

– Time and Materials for all Non-Routine Services

• Contract Line Item Number (CLIN)

• Separation of Routine (Fixed Price) and Non-Routine (Time and Material)

• Sub Contract Line Item Number (SubCLIN)

• Separation of Services

• SubCLIN: Transition-In (Base Year Only)

• SubCLIN: Transition-Out (Option Year 4 Only)

• NON-ROUTINE CLINs SHALL NOT BE PRICED IN THE SCHEDULE OF SUPPLIES/SERVICES; however, the Material Handling Rate shall be entered

• Instead the offerors’ proposed rates for labor categories/crafts and their material handling rate shall be entered into Exhibit R, Price Spreadsheet

– Non-Routine Facilities

– Non-Routine Pest Control

– Non-Routine Grounds Maintenance

– Non-Routine Custodial

– Hazardous Materials (HAZMAT)/Asbestos

– Minor Construction

– Materials

– Material Handling Rate

In accordance with FAR 12.303, Commercial Contract Format:

• Standard Form 1449

• Continuation of SF1449

– Schedule of Supplies/Services

• Contract Clauses

– FAR 52.212-4, Contract Terms and Conditions – Commercial Items, Fixed Price

– FAR 52.212-4 ALT I, Contract Terms and Conditions – Commercial Items, Time and Materials

• Material Handling Rate

In accordance with FAR 12.303, Commercial Contract Format, cont’d:

• Contract Documents, Exhibits or Attachments

– Performance Work Statement (PWS)

– Attachment 1 – Seed Project

– Attachment 2 – Past Performance Questionnaire

– Attachment 3 – Past Performance Certification

– Exhibits

• Solicitation Provisions

– FAR 52.212-1, Instructions to Offerors

– FAR 52.212-2, Evaluation – Commercial Items

– FAR 52.213-3, Offeror Representations and Certifications – Commercial

Items ALT I

– DFARS 252.212-7000 Offeror Representations and Certifications –

Commercial Items

• Separate invoices/vouchers are required for the Fixed Price and Time and Material portions.

• Firm Fixed Price Invoicing: In accordance with DFARS 252.232-7003, the use of electronic payment request must be submitted utilizing the Wide Area WorkFlow (WAWF) application and is mandatory for all U.S. DoD contractors.

Foreign contractors shall select one of two methods:

– 1) Wide Area WorkFlow – Receipt and Acceptance or

– 2) DoDDS Europe Manual Invoice Submission. Details provided in the Addendum to FAR 52.212-4.

• For Time and Material:

– If at any time during the performance of the services, as called for under this contract or task order, the contractor has reason to believe that the total price to the Government will be greater than the stated ceiling price, or the contractor has expended 75% of funds under the task order, the contractor shall notify the Contracting Officer in writing.

– Compensation for Services - All costs for repair work must be loaded into the hourly rates with the exception of parts and materials and its associated material handling fee. These costs include wages, overhead, general and administrative expenses and profit for labor to be performed, plans/drawings, etc.

– Sub-Contractor Labor Hour Rates will be paid at the Prime Contractor's Labor Hour Rates for all work performed under this contract.

Performance Work Statement Overview

Mark McWilliams Facilities Operations Manager

DoDDS Europe, Mediterranean District

• 4. Personnel

– 4.1 Contract Manager

As a minimum, the contract manager shall possess at least five (5) years of recent experience (within the past 8 years) as a supervisor in directing personnel responsible for accomplishment of similar operations, maintenance and repair work of equal of greater complexity.

• 5. Performance Requirements

– 5.1.3 Service Calls

• 5.1.3.1 Emergency Service Calls

• 5.1.3.2 Urgent Service Calls

• 5.1.3.3 Routine Service Calls

• 5.1.3.4. Service Call Deferrals

– 5.1.4 Repair, Maintenance and Minor Construction

• 5.1.4.1 Work Orders (WO)

• 5.1.4.2 Project Work Request (PWR)

– 5.1.5 Preventive Maintenance (PM) Initiatives

– 5.17 Phase-in/Phase-out

• 6. Performance Standards

– 6.4 Performance Requirement Summary

• 7. Quality Control

• 8. Reporting

• 9. Deliverables

Instruction to Offerors

Gina Romano Contract Specialist

DoDDS Europe Procurement Division

52.212-1 Instructions to Offerors

• Proposals shall consist of a written hard copy (original and 6 copies) and 2 electronic versions (CDs)

• SF1449 and all amendments must be signed

• Offerors should organize their proposal as follows:

– Volume I – Technical Proposal

– Volume II – Past Performance Information

– Volume III – Price Proposal

– Volume IV – Solicitation, Proposal, Award Documents and Certifications and Representations

• Volume I – Technical

– Sub-Factor One: Technical Approach

• Narrative

• Seed Project (Attachment 1)

– Provide Assumptions

• Sample Preventative Maintenance Schedule

• Staffing/Management Plan

– Clearly identify Prime and subcontractor responsibilities

– Submit an organization structure chart

• Volume I – Technical, Continued

• Quality Control Plan

• Transition-In Plan

• Performance Requirement Summary

– Sub-Factor Two: Corporate Experience

• Corporate Experience

• Understanding of Local Labor Laws

• Six completed general construction/repair/maintenance projects that occurred within the last five (5) years which demonstrate relevant experience in a diverse range of construction tasks, such as new construction, demolition, repair, and interior/exterior alteration/renovation of buildings, systems and infrastructure.

• At least two projects should range from $3,000 to $65,000 and at least one (1) project should range from $66,000 to $100,000.

• Failure to provide at least three (3) projects (of either dollar-value range) will be considered a weakness.

• Volume II– Past Performance Information

– Contract Descriptions and Narrative

– Past Performance Questionnaire (Attachment 2)

• Volume III – Price Proposal

– Schedule of Supplies/Services

– Exhibit R – Pricing Spreadsheet

– Seed Project

• Volume IV – Solicitation, Proposal and Award Documents and Certifications/Representations

52.212-2 Evaluation

• Offerors shall not make any assumptions that DoDDS-E evaluators have any prior knowledge of their capabilities in performing the PWS requirements.

• Offerors should not restate the requirements or state that they will “conform to the requirements”

Evaluation

Bernadette Honish Contracting Officer

DoDDS Europe Procurement Division

• Best Value: Trade-off – permits tradeoffs among price and non-price evaluation factors

• Technical is significantly more important than Past Performance and all evaluation factors other than price, when combined, are significantly more important than Price.

• To receive consideration for award, an offeror must obtain a rating no lower than “Acceptable” for Technical.

• Single or Multiple Countries:

Offerors who propose on more than one country will be evaluated individually on each country. If, after evaluation of each country, an offeror is the potential winner for more than one country, DoDDS-E will assess the associated risks with awarding one offeror multiple countries.

Factor I – Technical

• Sub-factor One: Technical Approach

– Narrative approach: Must explain their complete, detailed approach

• Seed Project

• Sample Preventative Maintenance Schedule

– Management and Staffing Plan: approach to direct and control the operation of this requirement both programmatically and on a daily basis in an efficient and effective manner

– Quality Control Plan

– Transition-In Plan

Factor I – Technical

• Sub-factor Two: Corporate Experience

– Prior Corporate Experience relevant to and of similar size and complexity (includes subcontractors)

– Projects of Relevant Experience

– Offeror’s understanding of local labor laws;

consideration given to identification and approach to peculiar local practices and laws

• Overall Technical Evaluation

Unacceptable

Acceptable

Good

Excellent

• Offeror must receive a rating no lower than “Acceptable” to be considered for award

Factor II – Past Performance (past 3 years)

• Evaluation on:

– Quality

– Timeliness

– Cost Control

– Business Relations

• Performance Risk

– Very Low

– Low

– Moderate

– High

– Very High

– Unknown

Factor III – Price

• Completeness

• Reasonableness

• Award decision will be made based on overall best value determination.

Offeror’s Representations and Certifications

• FAR 52.212-3

• DFARS 252.212-7000

• Online Representations and Certifications Application (ORCA) https://orca.bpn.gov/ https://orca.bpn.gov/

Points of Contact

Gina Romano Contract Specialist Gina.romano@eu.dodea.edu +49 (0) 613-460-4506

Bernadette Honish Contracting Officer Bernadette.honish@eu.dodea.edu +49 (0) 613-460-4733 mailto:Gina.romano@eu.dodea.edu mailto:Bernadette.honish@eu.dodea.edu

QUESTIONS