Ankara_-_Contracting_Pre-Bid_Conference_Slides_HE1280-13-B-0002.pptx

DEPARTMENT OF DEFENSE DEPENDENTS SCHOOLS

EUROPE PROCUREMENT OFFICE

PRE-BID CONFERENCE

- MEDITERRANEAN DISTRICT -

LEASED BUS TRANSPORTATION

ANKARA TURKEY

Invitation for Bids:

HE1280-13-B-0002

*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) and Contracting Officer’s Representative (COR)

KEY GOVERNMENT PERSONNEL

Contracting Officer’s Representative (COR) - An individual designated in accordance with subsection 201.602-2 of the Defense Federal Acquisition Regulation Supplement and authorized in writing by the Contracting Officer to perform specific technical or administrative functions.

Contract Discrepancy Report (CDR) - A report to document an unsatisfactory bus/minibus or not furnishing the required vehicles. The Contractor will be issued a CDR for an unsatisfactory leased vehicle or not furnishing the required vehicles. The CDR will explain the circumstances and findings, and will cite each discrepancy by SOW requirement. Not providing leased vehicles in a timely manner can result in termination of contract.

Quality Assurance Surveillance Plan (QASP) - A plan used by the Government to inspect and evaluate Contractor-provided services.

dEFINITIONS

Quality Control - Those actions taken by the Contractor to control the performance of the leased buses/minibuses so that the requirements of this contract are met.

IFB - Invitation for Bid - A solicitation for offers (bids) using sealed bid procedures. An award from a IFB is made to the responsible bidder whose bid is responsive to the terms of the invitation for bids and is most advantageous to the Government, considering only price and the price related factors included in the invitation.

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

CLIN - 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 – Exhibits and Attachments Section V – Instructions, Conditions, and Notices to Offerors Section VI – Bid Evaluation Procedures Section VII – Representations and Certifications of Offeror

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 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 a “Day” shall incorporate all operating costs to perform in meeting the requirements of the SOW.

Examples:

Fuel Costs Vehicle comprehensive and collision insurance Expected maintenance/repair/part replacement costs 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, increases in labor rates, or increases in leasing costs.

Schedule of Services and Prices Bidders must bid on a “all or none basis” for Leased Bus Student Transportation, Ankara Turkey requirements.

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

Ankara Leased Bus Student Transportation (HE1280-13-B-0002) 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 may be cause for rejection of the bid in its entirety

Section III 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 Contractor Responsibility and Determination Process.

Contract Clauses Addendum 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.

252.232-7006 Wide Area Workflow Payment Instructions 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

252.225-7041 Correspondence in English 252.229-7001 Tax Relief United States Government is exempt from certain taxes and duties including KVD (VAT).

Section IV 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 , or by local post.

Hand Deliver Commercial Carrier

Instruction, Conditions, and Notices to Bidders 52.212-1 Instructions to Bidders – 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.

One shot – The offeror’s bid should contain the offeror’s best and final offer.

Register in SAM.gov to obtain CCR, DUNS, NCAGE (NATO COMMERCIAL AND GOVERNMENT ENTITY)

Instruction, Conditions, and Notices to Bidders 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.

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) GEB 4003, Mainz Kastel Station, 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 Solicitation HE1280-13-B-0002.

Section V Bid Evaluation Procedures

Cheat Sheet:

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

252.209-7997 7997 Representation By Corporations Regarding An Unpaid Delinquent Tax Liability Or A Felony Conviction Under Any Federal Law—DoD Appropriations Section VI Representation and Certifications

Exhibit 1 – Statement of Work (SOW) Exhibit 2 – Contractor Performance Assessment Reporting System (CPARS)

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

Exhibits 1 and 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 all issued Amendment(s).

DOUBLE CHECK YOUR MATH and make sure you haven’t missed any CLINs.

Bids must be received in hand or by commercial carrier to the Government before:

12 JUNE 2013 2:00pm CEST

Recommend submitting bids early.

Bid Opening 12 June 2013, 2:00 pm CEST.

Don’t forget!

QUESTIONS?

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