IFB_-_Technical_Slides_-_12_June_13.pdf

6/13/2013

Student Transportation Services

- KAISERSLAUTERN DISTRICT –

Landstuhl Daily Commute Special Needs Transportation Services

Invitation for Bids:

HE1280-13-B-0009,

HE1280-13-B-0013

Department Of Defense Dependents Schools - Europe

Procurement Office

PRE-BID CONFERENCE

• Purpose

• Key Government Personnel

• Definitions

• IFB Review

• Questions and Answers

Agenda

The Purpose of this Conference is to:

• Facilitate a clear understanding of our requirements

• Provide detailed guidance on preparing bids

• Respond to your questions about the bid process

Purpose

• Ms. Bernadette Honish – Contracting Team Supervisor

• Mr. Andrew Christen – Contracting Officer (CO)

• Mr. Efren Balisi – Contract Specialist (and Contracting Officer)

• Ms. Sarah Henney – Contract Specialist

• Mr. Otto Mueller – District Transportation Supervisor (DTS)

• Mr. Günter Strebeck – Contracting Officer Rep. (COR)

Key Government Personnel

Days - “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. Normally, an Operational Day extends from 0600 to 1900, Monday through Friday, unless otherwise specified. 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 Number /SubContract Line Item Number - This is how we number our items.

Definitions

Invitation For Bid

The intent of each IFB is to award a:

• Commercial Firm-Fixed Price Requirements Contract

• Contract period: Base year + 4 option years*

• Contract start: 1 August 2013 – 31 July 2014 (Base)

• Up to 4 option years (1 August 2014 – 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.

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.

• 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

Quantities are estimated and are not a guarantee for future government business.

Quantities become firm by issuing Task Orders.

Pricing for all CLINs/SubCLINs represents “loaded rates” or all costs to perform the service including profit. Examples:

Inflation on labor and fuel costs Vehicle comprehensive and collision insurance Expected maintenance/repair/part replacement costs 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

Section II Schedule of Services and Prices

Section II Schedule of Services and Prices

Section II Schedule of Services and Prices

Offerors shall complete the pricing schedule in its entirety.

Landstuhl Daily Commute (HE1280-13-B-0009) Kaiserslautern Special Needs (HE1280-13-B-0013) Pricing shall be firm-fixed price.

Failure to provide pricing for the base period and all option years (if applicable) may be cause for rejection of the bid in its entirety.

Section III 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.

52.209-9 Updates Of Publicly Available Information Regarding Responsibility Matters

• Government will assesses contractor's performance yearly.

• Contractor will play a part in the process by reviewing and concurring / not-concurring with Government’s assessment.

• Information will be used in future acquisitions by the

Government.

Section III Contract Clauses

252.225-7041 Correspondence in English

252.229-7001 Tax Relief

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

252.232-7006 Wide Area Workflow Payment Instructions

• Wide Area Workflow (WAWF) – Web-based Invoicing System. Allows Contractors to electronically submit invoices and the Government to process and pay electronically.

eCRMA

SOW C.13

Electronic Contractor Manpower Reporting Requirements.

• Report all direct contractor labor hours (including subcontractor labor hours) required for performance of this contract.

• Secure data collection site www.ecmra.mil/.

• Once a year, no later than October 31st.

• Not yet implemented.

Section IV Exhibits and Attachments

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

• Only Exhibit 1 & 2 will become part of the contract.

• Please restrict distribution as the attachments may contain sensitive information.

Section V Instruction, Conditions, and Notices to Offerors

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.

Acceptable methods of delivery:

• Hand Deliver

• DeutschePost

• Commercial Carrier

Section V Instruction, Conditions, and Notices to Offerors

Contractor Responsibility Package

• Not required to submit with your bid but you may wish to do so.

• We will officially request from the apparent low bidder(s).

• 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 determination process.

Section V Instruction, Conditions, and Notices to Offerors

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.

Section V 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.

• Obtain DUNS number & NCAGE code, register at SAM.gov.

• 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.

Section VI Bid Evaluation Procedures

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

• IAW FAR 14.402, we are required to hold a Public Bid

Opening (Price Reading)

• Award will be made to the lowest priced responsive, responsible bidder.

Contractor Responsibility Package

• Requested from Lowest priced bid(s).

• Ten Days from date of request to deliver; however, recommend having it prepared in advance or even submitting with bid.

• If non-responsive or determined not responsible, the Government will move to the next lowest priced contractor.

Section VII Representation and Certifications

52.209-7 Information Regarding Responsibility Matters

• (b) The offeror ( ) has ( ) does not have current active Federal contracts and grants with total value greater than $10,000,000.

52.212-3 Offeror Representations and Certifications – Commercial Items

If you completed the Reps and Certs at SAM.gov:

• And the information in SAM.gov is accurate as it applies to this requirement, then you can skip 52.212-3 & 252.212-7000.

• If not accurate, complete only (b)(2).

Section VII Representation and Certifications

52.212-3 Offeror Representations and Certifications – Commercial Items

If you have not completed the Reps and Certs at SAM.gov, complete 52.212-3 & 252.212-7000. Focus on:

• 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

• Paragraph: (C) (2)

(2) Representation.

The Offeror represents that it- ___Does anticipate that supplies will be transported by sea in the performance of any contract or subcontract resulting from this solicitation.

___Does not anticipate that supplies will be transported by sea in the performance of any contract or subcontract resulting from this solicitation.

Section VII Representation and Certifications

252.209-7997 REPRESENTATION BY CORPORATIONS

…..LAW—DOD APPROPRIATIONS

(b) The Offeror represents that—

(1) It is [ ] is not [ ] a corporation that has any unpaid Federal tax liability that has been assessed, for which all judicial and administrative remedies have been exhausted or have lapsed, and that is not being paid in a timely manner pursuant to an agreement with the authority responsible for collecting the tax liability,

(2) It is [ ] is not [ ] a corporation that was convicted of a felony criminal violation under a Federal law within the preceding 24 months.

Don’t forget!

• Submit Parts 1 & 2 in a sealed envelope.

• Acknowledge any Amendments.

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

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

• 02 July 2013 02:00 pm – Kaiserslautern SPED 02:30 pm – Landstuhl Daily Commute

• Recommend submitting bids early.

QUESTIONS?