Attachment 5 - Preproposal Conference - HEIDELBERG 2011.pdf

DEPARTMENT OF DEFENSE DEPENDENTS SCHOOLS

EUROPE PROCUREMENT OFFICE

PRE‐PROPOSAL CONFERENCE

‐ HEIDELBERG DISTRICT ‐

MANNHEIM, HEIDELBERG &

WIESBADEN

COMMUTING AREAS

Student Transportation Services

Daily Commute (DC) and Special Education (SPED) HE1280‐11‐R‐0007 and HE1280‐11‐R‐0010

1. Purpose

2. Key Government Personnel

3. Definitions

4. Solicitation Review

5. Questions and Answers

The Purpose of this Conference is to:

Facilitate a clear understanding of the Solicitation Requirements

Provide detailed guidance to offerors on preparing proposals

Respond to your questions about the Solicitation

Mr. Bryan Ball – Contracting Officer (DC)

Mr. Robbie Newland – Contracting Specialist (DC)

Ms. Bernie Honish – Contracting Officer (SPED)

Ms. Gina Romano – Contract Specialist (SPED)

Ms. Karen Matlock – District Transportation Supervisor (DTS) Heidelberg District

Mr. Dan Samek – Contracting Officer’s Representative (COR) Wiesbaden

Mr. Ruben Thompson – COR Mannheim

Ms. Anita Amodia – COR Heidelberg

Mr. Otmar Kraenkel – COR SPED

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.

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

Route ‐ A route consists of one or more runs, scheduled in one operational day.

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).

Solicitation will result in the award of a:

• Firm Fixed Price Requirements Contract

• Contract period: Base year + 1 option year (Mannheim)

• SPED: Base year * 2 option years (Mannheim/Heidelberg

Zone C)

• Base year + 3 option years (Heidelberg)

• Base year + 4 option years (Wiesbaden)

• Contract start: 1 August 2011 – 31 July 2012 (Base)

• (Options: 1 August 2012 through 31 July 2016)

• Quantities are Estimated

• Unit Prices are based on a vehicle’s capacity for an operational day

• Expanded Security Inspections are based on a per vehicle price when ordered.

• Safety Attendants, if required, are based on a hourly rate

1. Section I – SF 1449 , Solicitation, Table of Contents and Special Requirements

2. Section II – Schedule of Supplies or Services and Price

3. Section III – Contract Clauses

4. Section IV – Instructions, Conditions, and Notices to Offerors

5. Section V – Proposal Evaluation Procedures

6. Section VI – Representations and Certifications

7. Section VII – Exhibits and Other Attachments

SF 1449

Schedule of Supplies/Services FAR 52.212‐4 Contract Terms and Conditions – Commercial Items FAR 52.212‐5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Items DFARS 252.212‐7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items Statement of Work Exhibits and Attachments FAR 52.212‐1 Instructions to Offerors – Commercial Items FAR 52.212‐2 Evaluation – Commercial Items 52.212‐3 Offer Representations and Certifications – Commercial Items Alternate I 252.212‐7000 Offeror Representations and Certifications – Commercial Items

SAMPLE ‐ Note to Offerors:

• Quantities contained herein are estimated and do not represent a guarantee for future government business.

• Quantities will become firm only at time of Task Order issuance.

• Pricing for all Contract Line Item Numbers (CLINs) represent loaded rates and include all expenses to be recovered in the provision of transportation services required herein.

CLIN DESCRIPTION QTY UNIT UNIT PRICE ESTIMATED AMOUNT

0001 Daily Commute – Mannheim Zone A

One year represents approximately 180 Operational Days (OD)

0001AA 08 Passenger Vehicle 1,080 OD €________ €___________

0001AB 24 Passenger Vehicle 540 OD €________ €___________

0001AC Expanded Security Inspection 001 EA €________ €___________

CLIN DESCRIPTION QTY UNIT UNIT PRICE ESTIMATED AMOUNT

0001 SPED – Heidelberg Zone A

One year represents approximately 180 Operational Days (OD)

0001AA 3‐Passenger Transport Vehicle 540 OD €________ €___________

0001AB 8‐Passenger Transport Vehicle 540 OD €________ €___________

0001AC Safety Aide 2,340 Hours €________ €___________

0002 – Mannheim Zone B

0003 – Heidelberg/Mannheim Zone C

0004 – Wiesbaden

* A Wheel‐Chair Capable Vehicle will be added for the Wiesbaden Area

Student Transportation Services in each Zone are by Routes per Operational Day. The Unit Price of an Operational Day shall incorporate all operating costs to perform in meeting the requirements of the SOW.

Examples:

• Inflation on fuel and oil costs

• Vehicle comprehensive and collision insurance

• Expected maintenance/repair/part replacement costs

• Overhead, G&A, and Profit

The resultant contract will not contain an Economic Price Adjustment mechanism to adjust prices based on fluctuations in the market for fuel, or increases in labor rates.

• Offerors shall complete the pricing schedule in its entirety for single, multiple, or all zones as applicable.

• Pricing shall be fixed‐price based

• Failure to provide pricing for the base period and all option years or failure to provide pricing covering all CLINs within a zone may be cause for rejection of the proposal in its entirety

Addendum 52.212‐1 The offer shall be separated into four detachable parts:

Part I – Technical Proposal*

Part II – Past Performance Proposal*

Part III – Price Proposal

Part IV – Representations and Certifications

* 5 sets shall be provided if mailed or hand‐carried.

1 electronic copy if submitted via email.

Note: Facsimile offers are not accepted.

Proposals shall consist of a written hardcopy and copies in CD ROM format.

1) Hardcopy Response: The hard copy response shall be an original and one copy and each shall consist of four (4) separate Proposal Parts, each copy of each part being packaged in a ringed‐loose‐leaf binder.

2) CD Response: The CD response shall consist of a set of two (2) CDs, one (1) CD for Proposal Parts I and II and one (1) CD for Proposal Parts III and IV. A total of five (5) sets of the CD response shall be submitted (10 CDs in all).

Documents shall be submitted on PC‐compatible data CDs and shall be in Microsoft Office Word and Excel compatible with Microsoft Office 2003 or earlier. Signed documents may be submitted in Adobe Acrobat or “PDF” format and compatible with Adobe Acrobat Reader 9.0 or earlier.

Part I – Technical Proposal

• Shall describe the offerors experience in operating student transportation services within the European environment

• SPED: Technical SubFactor 1: Experience SubFactor 2: Quality Control Plan

Part II – Past Performance Proposal

• Shall be submitted in the form of a listing identifying all prime contracts and subcontracts during the past 3 years, of similar complexity and magnitude to the efforts required by this solicitation . Additionally, questionnaires shall be provided to references who, in turn, will submit them back to the offeror for inclusion in the offeror’s proposal. The Government reserves the right to validate questionnaire content.

• SPED: The Respondents shall submit Past Performance Questionnaires directly to the Government

Part III – Price Proposal

• Offerors shall submit all prices in local currency, and shall be for a single or combination of zones. In either choice, the offer must be for the base, and corresponding Option Years.

Part IV – Representations and Certifications

• The offeror shall complete this portion in its entirety

Offerors are due no later than 27 May 2011, 1400 CET.

Addendums to 52.212‐4 Contract Terms and Conditions ‐‐ Commercial Items

1. Damage to Buses: The contractor is responsible for the cost of repairs for any and all damages caused by DoDDS‐E students. The Government is not liable for any damages caused by DoDDS‐E students. The Government will not reimburse the contractor for costs resulting from any such actions.

2. Amend to Para (g) to include – Electronic Submission of Payment Request

• WAWF‐RA

• Manual Invoice Submission

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.

252.225‐7041 Correspondence in English

252.225‐7041 Tax Relief

• United States Government is exempt from certain taxes and duties include Mehrwertsteuer (19%)

52.212‐1 Instructions to Offerors – Commercial Items

• Submit signed & dated offer (SF 1449), blocks 30a, 30b, and 30c.

• Complete Reps & Certs

• Acknowledge Amendments

• Past Performance Info

• Failure to furnish could result in rejection of offer

• Period of acceptance is 60 days

• Offerors are responsible for submitting offers by the time specified in solicitation (27 May 2011, 1400 CET)

• The Government intends to evaluate offerors & award a contract without discussions with offerors; therefore, the offerors initial offer should contain the offerors best terms from a price & technical standpoint.

• CCR, DUNS, NCAGE (NATO COMMERCIAL AND GOVERNMENT ENTITY)

This section tells you “HOW” the Government will evaluate your proposal.

The Government may award one or more contracts resulting from this solicitation.

The following factors will be evaluated:

(1) Technical – most important non‐price factor

(2) Past Performance – slightly less important than the technical factor

(3) Price – Gov. will evaluate price by adding the total price for the base period and all option periods

Determining Best Value. The Contracting Officer will use a trade‐off process to determine which offer represents the best value to the Government. This process allows the Contracting Officer to consider making award to other than the lowest priced offeror or other than the highest technically rated offeror. All evaluation factors other than price, when combined, are significantly more important than price.

Cheat Sheet:

52.212‐3 Offeror Representations and Certifications – Commercial Items H (1), H (2), H (3), H (4) L (3), L (4), L (5)

252.212‐7000 Offeror Representations and Certifications – Commercial Items

(C) (2)

Daily Commute:

Attachment 1 – Sample Bus Routes Attachment 2 – Quality Assurance Surveillance Plan (QASP) Attachment 3 – Past Performance Questionnaire

Exhibit 1 – Statement of Work (SOW) Exhibit 2 – Maps & Villages

SPED:

Attachment 1 ‐ Past Performance Questionnaire

Attachment 2 ‐ DoDEA Guide for Transporting Students with Disabilities

Attachment 3 ‐ Quality Assurance Surveillance Plan

Attachment 4 ‐ Contract Discrepancy Report – DD2772

Exhibit A ‐ Heidelberg Special Education Commute Map – Zone A

Exhibit B ‐ Heidelberg Special Education Serviced Towns – Zone A

Exhibit C ‐Mannheim Special Education Commute Map – Zone B

Exhibit D ‐Mannheim Special Education Serviced Towns – Zone B

Exhibit E ‐ Heidelberg‐Mannheim Special Education – Zone C

Exhibit F ‐Wiesbaden Special Education Commute Map

Exhibit G ‐Wiesbaden Special Education Serviced Towns

Exhibit H ‐ School Bus Student Misbehavior Report

Exhibit J ‐ School Transportation Security Inspection Checklist 22

QUESTIONS?