Pre-Proposal Conference Reg 3.pdf

Federal Protective Service Pre-Proposal Conference

Solicitation HSHQE3-12-R-00003 West Virginia Panhandle

Disclaimer

Changes to the solicitation must be made in writing via amendment.

Statements made at this meeting or in response to inquiries do not revise the written terms of the solicitation.

Federal Protective Service Mission Statement

Protecting the critical infrastructure and key resources of the United States is essential to our Nation’s security, public health and safety, economic vitality, and way of life.

The Federal Protective Service (FPS) protects one component of the Nation’s infrastructure by mitigating risk to Federal facilities and their occupants. FPS ensures that Federal properties are safe and secure for Federal employees, officials, and visitors in a professional and cost-effective manner by deploying a highly trained and multi-disciplined police force.

FPS Mid Atlantic Region 3

State No. of Contracts No. of Contracts in their 4th year of performance

New Jersey 1 1

Pennsylvania 3 0

Delaware 1 1

Maryland 3 2

West Virginia 3 1

Virginia 1 1

Total 12 6

West Virginia Panhandle

West VA Panhandle includes:

The counties of Berkeley, Jefferson and Morgan* in West Virginia and the county of Frederick in Virginia

*currently there are no facilities in Morgan County

Requirement

Armed Protective Security Officers (PSOs)

Compliance with all terms and conditions set forth in the RFP, including the Statement of Work (SOW).

Unique requirements:

Top Secret Security Clearance

Required prior to standing post.

Difference between the current and existing requirement:

Change in training and medical requirements

Body armor

Uniforms

PIV

Estimated PSO hours went from 1.3 million to approximately 2.2 million

The increase in hours can be attributed to Emergency Security Services (ESS) and the addition of sites for various agencies.

Contract Type

Indefinite Delivery / Indefinite Quantity (IDIQ contract)

Labor hour with fixed hourly rates.

Task Orders issued with full funding

Period of Performance

Anticipated Contract Award: 09/01/2012

Transition: 120 days

Contract Period of Performance

January 1, 2013 –

December 31, 2017

Option to Extend Services –

FAR 52.217-8

January 1, 2018 –

June 30, 2018

Proposal Submission Requirements

SF1449 –

cover page

Two sealed envelopes:

(1) Price Proposal (2 copies)

CD containing excel spreadsheets (with formulas)

(2) Technical Proposal (5 copies)

12 page limit

CD containing searchable documents

Proposal Expiration Date = 120 days

Submission of all signed amendments and other clause requirements with Price Proposal

Proposal Due Date

Monday, July 9, 2012 at 2:00 p.m. EST

Submit offerors to:

U.S. Department of Homeland Security Office of Procurement Operations –

FPS

701 Market Street, Suite 3200 Attn: Jessica Rodriguez Philadelphia, PA 19106

Technical Evaluation

Relevant Past Performance

Management Approach

Socio-Economic Factor

Technical Ratings

Efficient Competition

Initial review of the total evaluated price

Most competitive may be reviewed prior to, or instead of

May not evaluate the technical proposals of other offerors, whose total evaluated pricing was higher than that of one already evaluated and already assigned the highest possible technical rating

Evaluation Criteria –

Relevant Past Performance & Teaming

Relevant Past Performance

Maximum of 3 projects

Timeframe: within the past 3 years

Complexity-

Armed, Multiple Locations, Top Secret

Posts, Similar Duties as SOW.

Minimum magnitude of xx hours per year

References and Past Performance Questionnaires

Teaming Arrangements – narrative

Prime/Sub Contractors

Joint Ventures

Management Approach

Quality Assurance

Supervision

Field level Supervision Exhibit

Narrative address methods, processes and procedures

Quality Control

Methods, processes and procedures for inspections

Processes to address non-compliance

Transition

Methods for transitioning

Timeline of transition

Staffing

How you intend to staff the max quantities in the RFP

Staffing -

Relief

Detailed relief plan indicating your approach to providing relief.

Address how your firm will manage the relief requirements and include the number of PSOs required to provide relief and the total annual estimated relief hours.

Looking for more than statements such as “relief shall be provided in accordance with the applicable Collective Bargaining

Agreement or applicable Department of Labor regulations” or other non-definitive statements

Address and quantify whether any relief hours are being provided by supervisory personnel signing-off as a supervisor to provide relief.

Socio-economic Factor

Offerors shall address the extent of participation of Small Disadvantaged Business Concerns.

The table in the RFP must be included as part of the technical proposal.*

Both the dollar value and percentage value of the total evaluated contract price must be provided for the services required for this solicitation.

Differs from Subcontracting Plan!

1. Total Evaluated Contract Price

100%

2. Target for SDB participation in the contract by the Prime Contractor or Joint Venture

$ % of line 1 =

3. Target for SDB participation in the contract by subcontracting

$ % of line 1 =

4. Target for Total SDB participation in the contract

$ % of line 1 =

*This information will be removed by the CO before the submission of the tech proposal to the tech team

Price

Submit fixed hourly rate pricing on SF1449

Detailed price breakdown

Total evaluated price (Base + options + 52.217-8)

Prices may be evaluated for realism.

$0

$2

$4

$6

$8

$10

$12

$14

$16

$18

Year 1 Year 2 Year 3 Year 4 Year 5

Wage

Bid WD wages Stagnant!

Note: this does not apply to non SCA covered positions.

Responsibility Determination

Adequate financial resources

Contractor has to be in good financial standing

Have adequate resources to perform contract

Current assets cover current liabilities.

Ability to meet the delivery or performance schedule

Satisfactory performance record

Satisfactory record of integrity and business ethics

Satisfactory operational controls, equipment and facilities

Qualified to receive an award

No felony conviction

Even if best value-still can be found non-responsible

Subcontracting Plans

FAR 19.702 implements the requirements of the Small Business Act (15 U.S.C. §

637(d)) for submission and negotiation of small business subcontracting plans. With respect to negotiated acquisitions, “shall require the apparently successful offeror” to submit an acceptable subcontracting plan, and if such offeror fails to negotiate a plan acceptable to the contracting officer within the time limit set by the contracting officer, the offeror will be ineligible for award. FAR 19.702(a)(1).

Proposal Submission Requirements Summary/Proposal Preparation

Proposal Submission Checklist

(Attachment 9)-review prior to submitting proposal.

1449 issues

COOP

Multiplication

Management Approach issues

Attachment 8 –

Field Level Supervision Exhibit

Past Performance Questionnaires

Company Background etc.

Useful information

Tech Team

Please refrain from using words such as may/possible.

Make definitive statements about how this requirement will be fulfilled.

3 hours of Weapons Transition Training is required when new weapons are provided, regardless of whether the weapon platform changes.

Field Level Supervision Exhibit

Preferred –

List each building in the exhibit with how they will be supervised (roving part-time, roving full-time etc.)

The proposal should explicitly state how supervision of level 4 buildings will be handled.

Please provide details regarding:

Post inspections

Supervision

Quality Assurance

Useful Information

Procurement Analyst

Lessons learned:

Supervisor and Non-PSO hours are not provided in enough detail (see the chart on the next slide)

Provide subsidiary worksheets

Incremental cost breakdown is required regarding relief

Lead PSOs are not considered supervisors

Supervisors may serve as PSOs and provide relief;

however, those hours can not be counted as supervisory hours in the management approach

Useful information

Non-PSO Positions

Estimate Hours

Indirect Costs

Supervisors

Managers (Contract, Deputy, Area, Regional, District, etc.)

Quality Control

Trainers

Administrative Support

Clarifications

Proposal submission

Font/spacing requirements do no apply to graphs and charts

Although a three ring binder is not required it is preferred.

SF 1449 is only required as the cover for the pricing proposal

Table of contents and cover pages are excluded from the page limitation.

Financial Determination Information

This information is not required as part of the initial proposal. It will be requested once a best value determination is made.

The RFP is clear on its face. Recommendations are just that.

All cost should be factored into the rates.

Proposals should use the WD provided.

The post exhibit provided as part of the RFP is sample of the typical service and should not be used a the basis of your proposal.

Proposed rates should be based on the ceiling hours as shown in

SF1449.

What comes next….

Answers to submitted questions are anticipated by the end of next week (July 6 , 2012).

RFP will be amended to include this presentation, meeting minutes and answers to the submitted questions.

The RFP close date is expected to be extended.

Federal Protective Service Points of Contact

Jessica Rodriguez

E-mail: jessica.rodriguez1@dhs.gov

Phone: 215-521-2276

Todd Wanner

E-mail: todd.m.wanner@dhs.gov

Phone: 215-521-2251