Preproposal Conference - VICENZA 2011.pdf

DEPARTMENT OF DEFENSE DEPENDENTS SCHOOLS

EUROPE PROCUREMENT OFFICE

PRE-PROPOSAL CONFERENCE

- MEDITERRANEAN DISTRICT -

VICENZA, LIVORNO &

NAPLES

COMMUTING AREAS

Student Transportation Services

Daily Commute (DC) and Special Education (SPED)

HE1280-11-R-0012

1. Purpose

2. Key Government Personnel

3. Requirement -Statement of Work (SOW)

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

Ms. Bernie Honish – Contracting Officer (CO)

Mr. Kirk A. Hansen– Contracting Specialist (CS)

Mr. Patrick Grice – District Transportation Supervisor (DTS) Mediterranean District

Mr. Donald Evans – Transportation Specialist/

Contracting Officer’s Representative (COR) -Livorno

Key Government Personnel

SOW Primary Focus

The mission of Department of Defense Schools- Europe student transportation is to provide safe, responsive and efficient transportation services for eligible students. SAFETY of the passengers is of HIGHEST

PRIORITY and entrusted to the Contractor.

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).

• The Contractor shall have the flexibility at all times to adjust in changes due to school requirements; Some examples include the following:

-- delayed reporting for inclement weather

-- early departures

-- changes in specific stops or route design

-- changes in runs (activity, CWE, mid-day runs)

• The Operational Day will include from the first AM run until the PM run or the late activity run, if needed.

Operational Day Technical Requirements

•The Contractor should develop bid proposals with the possibility that one or more routes contained in the solicitation MAY have some or all of the following:

-- Morning, home-to-school run

-- Mid-day run (0)

-- Cooperative Work Experience run

-- Afternoon, school-to-home run (Same as AM)

-- After school activity run

•High schools normally utilize activity runs & CWE runs

•Curricular trips DO NOT constitute extra DC runs

Operational Day Technical Requirements

Become familiar with all requirements for obtaining Installation Passes

All contractor personnel shall obtain an Installation Pass

Installation Passes shall only be used in performance of duties under the contract

The contractor is responsible for controlling Installation Passes issued to contractor personnel.

Contractors are responsible for tracking expiration dates of Installations

Passes and supporting documentation

Installation Passes can be renewed 30 days prior to the expiration date

Installation Passes will be returned to the COR upon expiration of the pass or bus contract or when requested by the COR.

Inspection conducted by the driver to include s search for suspicious objects and indicators of tampering with the vehicle

If Enhanced Guide (EG) is assigned, they will conduct a detailed vehicle security inspection with the drivers assistance

Become familiar with new driver requirements and responsibilities when assisting the EG

The inspection point listed will coordinated with the contract manager with the approval of the COR

Should the Force Protection Condition change, expanded security inspections may be required

Route signs and school transportation documents shall be stored in a secure location when the vehicle is parked unattended or in a non-secure area between DoDDS bus runs

If the vehicle is in a secured parking area, the contractor shall ensure the security of school transportation

Security of Route Signs and Transportation Documents

Technology to signal duress or catastrophic emergency to the school bus office

Enhanced Guide will use the alarm activator as the last resort

Unit is concealed by the Enhanced Guide after completion of the inspection

Drivers are not allowed to remove the signaling unit without consent of the Enhanced Guide

Bus Emergency Security System (BESS) Program

Drivers must be capable of communicating in the Host Nation language

Contract requires a seat for each passenger

Contract employees shall not:

Use foul language, make racial insults or threats

Engage in conduct of a sexual nature

Engage in physical contact with students, except as required for reasons of safety or first aide

Use tobacco products, eat, drink on or around the bus when students are present

Sell, give or accept from students any beverage, food or tobacco product or gift

Personnel listing must be provided 30 calendar days before services begin

Contractor Personnel Standards and Requirements

Drivers shall be in their vehicles when passengers are boarding and shall not leave the vehicles when passengers are on board except in cases of emergencies

Drivers shall adhere to established school loading/unloading zone vehicle traffic flow patterns

Drivers shall ensure all passengers are seated and secured before placing a vehicle in motion

Safety Procedures

Danger Zone - The area around a vehicle at a bus stop where most student injuries occur. It is an area 1.83 meters (6 feet) to both sides of the vehicle and 3.05 meters (10 feet) in front of the vehicle. Particular care is required when a bus stop has less than 1.83 meters (6 feet) clearance between the road edge and the designated waiting area. The most critical areas are immediately to the front of the vehicle and at the right rear. The below schematics also depict the prohibited seats for students, denoted with an X, and the restricted seats, denoted with an O, that can only be used with manufacturer-approved seat belts.

DANGER ZONE

MOST DANGEROUS

WAITING AREA

SCHOOL BUS STOP

M O

S T

D A

N G

E R

O U

S

Vans, Sedans and Station Wagons

DANGER ZONE

MOST DANGEROUS

WAITING AREA

SCHOOL BUS STOP

M O

S T

D A

N G

E R

O U

S

Vehicles and safety equipment shall meet standards required by Host Nation laws and regulations- Diesel engines must comply with Euro IV standards

Vehicles shall meet specified passenger capacity as identified in the Contract Line

Item Number of the Contract Schedule

Vehicles shall meet the temperature standards from pickup until discharge of students

Vehicles shall not be double-decker or accordion-type

Vehicles shall have operator visibility of the Danger Zone

Vehicles that are non-operational shall be removed from U.S. installations

Not less than 30 calendar days before services begin, the contractor shall provide a vehicle list

Contractor Personnel Standards and Requirements

Drivers shall check bus passes or COR-provided passenger lists to verify that students are boarding their assigned

Only authorized adults are allowed to board buses

All runs on the route schedule shall be performed

Only front doors of the bus shall be used

Passengers can be moved from one bus to another Only when authorized by the COR

Only designated stops as listed on the route schedule shall be used

Transportation Standards and Procedures

Buses must be thoroughly inspected at the end of each run to ensure no passengers remain in the vehicle

Special Needs students and Kindergarten-2nd graders shall be released only to designated persons

COR shall be notified any time there is a delay or 10 minutes or longer

Transportation Standards and Procedures

QUESTIONS?

Solicitation will result in the award of a:

• Firm Fixed Price Requirements Contract

• Contract period: Base year + 4 option years (Vicenza, Livorno, Naples)

• (includes both Daily Commute and Special Education Transportation)

• 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

• Enhanced Guides/Safety Aides, if required, are based on a per Run rate

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 Vicenza Daily Commute

One year represents approximately 180 Operational Days (OD)

0001AA 1-16 Passenger Vehicle 1,080 OD €________ €___________

0001AB 17-32 Passenger Vehicle 540 OD €________ €___________

0001AC 33-53 Passenger Vehicle 1,620 OD €________ €___________

0001AD Enhanced Guides 6,120 OD €________ €___________

CLIN DESCRIPTION QTY UNIT UNIT PRICE ESTIMATED AMOUNT

0005 Livorno Special Education

Transportation

One year represents approximately 180 Operational Days (OD)

0005AA 1-6 Passenger Vehicle 180 OD €________ €___________

0005AB Safety Aide 360 OD €________ €___________

Student Transportation Services in each Area 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 Areas 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 an Area 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

* 7 sets in total shall be provided if mailed or hand-carried.

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

• Daily Commute/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.

• 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 areas. 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

Proposals are due no later than June 2011, 16:00 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 to include Imposta sul Valore Aggiunto (20%)

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 (31 May 2011, 16:00 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/SPED:

Attachment 1 – Past Performance Questionnaire Attachment 2 – Quality Assurance Surveillance Plan (QASP)

Record of Customer Complaint Monthly Surveillance Schedule Inspection Report Monthly Summary Report Contract Discrepancy Report – DD FORM 2772

Statement of Work (SOW)

Exhibit A - Student Misbehavior Report

Exhibit B - Transportation Security Inspection Checklist

QUESTIONS?