IFB_-_Contracting_Slides.pptx

DEPARTMENT OF DEFENSE DEPENDENTS SCHOOLS

EUROPE PROCUREMENT OFFICE

PRE-BID CONFERENCE

- MEDITERRANEAN DISTRICT -

AVIANO DC & AVIANO SPED

COMMUTING AREAS

Student Transportation Services

Invitation for Bids:

HE1280-13-B-0001

*Good Morning Everyone! Welcome to the Pre-proposal Conference for the Garmisch Solicitation!

My name is: ________________________ . I’m the Contract Specialist for this contract and I work at the Department of Defense Dependents Schools (DoDDS) Europe office up in Mainz-Kastel.

*Administrative - Bathroom locations Breaks Sign-in Sheet/Roster

AGENDA

Purpose

Key Government Personnel

Definitions

IFB Review

Questions and Answers

Purpose The Purpose of this Conference is to:

Facilitate a clear understanding of our requirements Provide detailed guidance to offerors on preparing bids Respond to your questions about the bid process

Ms. Angie Petre – Contracting Officer and Contracting Team Supervisor Mr. Bryan Ball – Contract Specialist

Mr. Patrick Grice – District Transportation Supervisor (DTS) Mr. Donald Evans – Contracting Officer’s Representative (COR)

KEY GOVERNMENT PERSONNEL

Days - “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, a 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.

Zone- A geographical area where services will be performed.

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).

dEFINITIONS

IFB - Invitation for Bid - A solicitation for offers (bids) using sealed bid procedures.

Task Order - An order for services placed against an established contract.

CLIN/SubCLIN - Contract Line Item Numbers - This is how we number our items.

dEFINITIONS

Requirements Contract A Requirements contract is:

A contract in which the contractor agrees to supply as much of a specific service as is required by the Government.

The Government agrees to order the service exclusively from the Contractor.

The contract contains estimated amounts by year (base & 4 option years). It is unfunded.

Task Orders contain the funding and are issued with specific quantities against the contract.

Invitation For Bid The intent of each IFB is to award a:

Firm Fixed Price Requirements Contract Contract period: Base year + 4 option years Contract start: 1 August 2013 – 31 July 2014 (Base) (Options: 1 August 2014 through 31 July 2018) Please Note:

This is different than how we’ve solicited for these services in the past.

You have one chance to get it right.

Section I – SF 1449 , Solicitation…Commercial Items, Table of Contents and Other Admin. Information Section II – Schedule of Services and Prices Section III – Contract Clauses Section IV – Instructions, Conditions, and Notices to Offerors Section V – Bid Evaluation Procedures Section VI – Representations and Certifications of Offeror Section VII – Exhibits and Attachments

IFB SectionS

Section I

SF 1449

Section II Schedule of Services and Prices

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 CLINs/SubCLINs represents “loaded rates” or all operating costs to perform the service including profit.

Hold up the package - Have them go through it with you.

The Unit Price of an Operational Day shall incorporate all operating costs to perform in meeting the requirements of the SOW.

Examples:

Inflation on labor, fuel and oil costs Vehicle comprehensive and collision insurance Expected maintenance/repair/part replacement costs Required Training per the Solicitation Statement of Work Required Reporting per the Solicitation Statement of Work Overhead, G&A, and Profit

The resultant contract prices will not be adjusted based on fluctuations in the market for fuel, or increases in labor rates.

Total Bid Amount Zone A, Zone B, and All Zone Totals for each year of service and a Grand total for all 5 years.

Schedule of Services and Prices Bidders have the option of bidding on either the Aviano Daily Commute or the Aviano Special Education or may bid on both requirements.

Bidders shall complete the pricing schedule in its entirety as applicable.

Aviano DC & SPED (HE1280-13-B-0002) – One Zone 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 bid in its entirety Bidders will be evaluated separately for the Aviano Daily Commute and Special Education. Depending on the results there is the possibility of making a multiple award resulting from this solicitation.

Section III Contract Clauses Addendum 52.212-1

The bid shall be submitted in sealed envelope or package:

Part I – Signed SF 1449 & Schedule of Services and Prices Part II – Representation and Certifications

Bids will not be accepted by telegraphic, facsimile, or electronic (email) means .

Hand Deliver Local National Post Commercial Carrier

Contract Clauses Contractor Responsibility Package Bidders are highly encouraged to submit with your Bid, though it is not mandatory.

Prepare package with the intention of being the apparent low bidder.

We have to make a “positive” determination.

Additional information may be requested during the Contracting Responsibility Process.

Contract Clauses Contractor Responsibility Package shall contain:

Experience doing the same or similar.

Adequate financial resources.

Adequate resources to perform this service.

Qualified and Eligible to receive award.

Satisfactory performance record.

Contract Clauses Addendums to 52.212-4 Contract Terms and Conditions -- Commercial Items Damage to Buses: 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.

Amend to Para (g) to include – Electronic Submission of Payment Request Wide Area Workflow (WAWF) – Web-based Invoicing System. Allows Contractors to electronically submit invoices and receiving reports, and the Government to inspect, accept, receive and DFAS to pay electronically.

Contract Clauses 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 252.229-7003 Tax Exemptions (ITALY) United States Government is exempt from certain taxes and duties including Imposta Valore Aggiunto (IVA).

Section IV Instruction, Conditions, and Notices to Offerors 52.212-1 Instructions to Offerors – Commercial Items Acknowledge Amendments Failure to furnish could result in rejection of bid Period of acceptance is 30 days Offerors are responsible for submitting bids by the time specified in the IFB (TBD ) One shot – The offeror’s bid should contain the offeror’s best and final offer.

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

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

IAW FAR 14.402, we are required to hold a Public Bid Opening (Price Reading) TBD, Mainz Kastel, Germany RSVP to bryan.ball@eu.dodea.edu

Lowest priced bid(s) – The Government will request a Contractor Responsibility Package if not received in the bid.

Ten Days from date of request to deliver; however, recommend having it prepared in advance.

If unable to deliver information or determined not responsible, the Government will move to the next lowest priced contractor.

Award will be made to the lowest priced responsive, responsible bidder for each requirement (Daily Commute and Special Education).

Section V Bid Evaluation Procedures

Cheat Sheet:

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

252.212-7000 Offeror Representations and Certifications – Commercial Items Paragraphs: (C) (2)

Section VI Representation and Certifications

Exhibit 1 – Statement of Work (SOW) Exhibit 2 – Maps & Villages (TBD) Attachment 1 – Sample Bus Routes (TBD) Attachment 2– Quality Assurance Surveillance Plan (QASP) Attachment 3 – Contractor Performance Questionnaire

Exhibits 1 & 2 will become part of the contract.

Please restrict distribution as the attachments may contain sensitive information.

Section VII Exhibits and Attachments

Submit Parts 1 & 2 in a sealed envelope.

Acknowledge the Amendment.

Double check your math and make sure you haven’t missed any CLINs/SubCLINs.

Bids must be received (in hand) by the Government before:

TBD 06 June 2012 2:00pm CEST

Recommend submitting bids early.

TBD Bid Opening 07 June 2012, 11:00am.

Don’t forget!

QUESTIONS?

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