Slide_Presentation_for_HSHQW8-17-R-00004.pdf

Protecting People and Federal Facilities Across the Country Federal Protective Service – Acquisition Division

Federal Protective Service Protecting People and Federal Facilities Across the Country

Presented on-site and via teleconference on October 11, 2017

West Consolidated Contracting Group (WCCG)

Solicitation # HSHQW8-17-R-00004 Protective Security Officer (PSO) Services at Various

Locations Throughout the states of Montana, North Dakota and South Dakota

Introductions

Sign-in Sheet

DISCLAIMER

The following is a brief overview of the proposal requirements, offerors are cautioned to carefully read the requirements of the solicitation and comply accordingly.

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

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

PURPOSE OF THE PRE-PROPOSAL

CONFERENCE

• Provide an overview of the Request for Proposal HSHQW8-17-R-00004.

• Explain the procurement requirements.

Requirement

The Contractor shall furnish professional security services, defined in the Statement of Work (SOW) and contract exhibits, as Protective Security Officer (PSO) and related services, at federally owned, leased or occupied facilities protected by the Federal Protective Service at various locations throughout the states of Montana, North Dakota, and South Dakota. In furnishing these services, the Contractor shall provide all necessary management, supervision, personnel, materials, supplies and equipment except as otherwise indicated, and shall plan, schedule, coordinate and ensure effective performance of, and conformance to, all aspects of the SOW.

Requirement (cont.)

• Base Year: 01 April 2018 - 31 March 2019

• 1st Option Year: 01 April 2019 - 31 March 2020

• 2nd Option Year: 01 April 2020 - 31 March 2021

• 3rd Option Year: 01 April 2021 - 31 March 2022

• 4th Option Year: 01 April 2022 - 31 March 2023

Period of Performance for Solicitation #

HSHQW8-17-R-00004

Solicitation Document

• Standard Form 1449 (SF 1449)

• Pricing Schedule

• Section 1: Contract Clauses

• Section 2: Contract Documents, Exhibits and Attachments

• Section 3: Solicitation Provisions www.FBO.gov for HSHQW8-17-R-00004

Standard Form 1449 (SF 1449)

• Offers due date (block 8 of the SF 1449):

November 6, 2017 at 1700 PST

• Restricted Acquisition: Total Small Business Set-Aside

• NAICS Code: 561612, Security Guards and Patrol Services

• Size Standard: $20.5M

Pricing Schedule Contract Line Items (CLIN):

PSO Services Emergency Security Services (ESS) Continuity of Operations (COOP) Implementation

PSO Services CLIN Definition: PSO services is defined into two categories:

Basic Services: The Government anticipates that approximately 97% of the maximum hours solicited under this requirement will be for basic services.

Temporary Additional Services: The Government anticipates that approximately 3% of the maximum hours solicited under this requirement will be for temporary additional services.

Basic PSO Services and TAS are all one CLIN – same hourly rate

Pricing Schedule Emergency Security Services (ESS) CLIN

The Contractor shall furnish fully qualified PSOs, management, supervision, Equipment, supplies and any other cost for sustained emergency surge security force services. The hourly rate for emergency PSO services shall be inclusive of all costs (including, but not limited to, travel costs, per diem, lodging, mileage, and vehicles) directly related to or incidental to providing service at locations the Government will specify when ordered.

Continuity of Operations (COOP) Implementation CLIN

Since COOP implementation costs cannot be pre-determined at this time, the Government has provided estimates and established Not to Exceed Amounts in the Schedule of Supplies/Services and Prices.

Pricing Schedule Propose a fixed hourly rate for providing PSO Services and Emergency Security Services as described in the

RFP

Review Addendum to FAR 52.212-4 paragraph 04, Prices, for information relevant to pricing these services.

Section 1: Contract Clauses

• Contract Type: Government anticipates awarding an Indefinite Delivery/Indefinite

Quantity (IDIQ) contract with fixed hourly rates.

• Maximum Quantities: The total awarded price, inclusive of all optional ordering periods (to include the 6 month option available under FAR 52.217-8).

• Contract Transition and Phase-in: Phase-in period shall be a maximum of 120 days for startup, from the contract award date to the performance start date.

• Delivery of Performance: The full term of the contract will be up to five (5) years and six (6) months, if all established optional ordering periods are exercised.

• Optional Ordering Periods: May be exercised in accordance with FAR 52.217-9, Option to Extend the Term of the Contract.

• Option to Extend Services: FAR 52.217-8, is included.

Section 1: Contract Clauses (continued)

• Invoices

• Payments

• Roles of Government Personnel

• Insurance Requirement

• 52.212-4, Contract Terms and Conditions

• 52.212-5, Contract Terms and Conditions Required to Implement Statutes or

Executive Orders

• 52.216-18 Ordering

• 52.216-19 Ordering Limitations

• 52.216-22 Indefinite Quantity

• 52.217-8 Option to Extend Services

• 52.217-9 Option to extend the terms of the Contract

• FAR & HSAR Clauses (Full Text & Incorporated by Reference)

Section 2: Contract Documents, Exhibits and Attachments

• Statement of Work (SOW)

• SOW Exhibits (Exhibit 1 – 16) Exhibit 13, Post Exhibit

• SOW Attachments (Attachment 1- 3) PSO Smart Book (SOW Attachment 1)

• RFP Attachments (Attachments 1-10) Attachment 10, Seniority List Attachments 3, 4, 6, 7 & 8 provided as separate documents on FBO website

Statement of Work (SOW)

Differences between the current contract and the current requirement:

SOW Section 6.7, National Weapons Detection Training Program (NWDTP) using Train-the Trainer Method

List of Deliverables: See SOW Section 17 - Deliverables

Section 3: Solicitation Provisions

PROPOSALS DUE DATE:

Proposals are due no later than 1700 hours, Pacific Time (PT), 11/06/2017.

Any proposal received at the Government office designated in the RFP after the exact time for receipt of proposals specified above will be deemed “late” and will be considered only in accordance with the provisions set forth under FAR 52.212-1, Instructions to Offerors – Commercial Items, paragraph (f).

Section 3: Solicitation Provisions

QUESTIONS REFERENCE SOLICITATION # HSHQW8-17-R-00004 and attachments shall be submitted in writing no later than 1400 PST on 10/23/2017 to:

Contract Specialist, Rachel Kalac email: Rachel.D.Kalac@hq.dhs.gov

Section 3: Solicitation Provisions

EVALUATION OF PROPOSALS:

The following technical evaluation factors shall be used to evaluate offers and are listed in descending order of importance.

• Relevant Past Performance

• Management Approach

The technical evaluation factors, when combined, are more important than price.

Achieved Technical Ceiling Achieved Technical Ceiling - Non-price factors, when combined, are more important than price. However, the Government contemplates the possibility that it may identify an offer(s) of such a high technical quality that it would not be in the Government’s interest to pay an additional price premium for any additional technical (non-price) advantage. As a result, offerors are advised that the Government may not evaluate the technical proposals of all offerors under this RFP. The government will first review the total evaluated price of all proposals received. The technical proposals of those offerors whose pricing is determined by the Contracting Officer to be most competitive may be reviewed prior to, or instead of, other technical proposals received. Based on the initial review of these technical proposals, the government 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 adjectival rating.

This would occur when the Contracting Officer determines that one or more of the technical proposals already reviewed is of such a level of quality that it would not be in the interest of the government to incur cost beyond the price of the technical proposals already reviewed.

Section 3: Solicitation Provisions

BASIS FOR SELECTION

The Government will select the responsible Contractor whose proposal, in conforming to this RFP, provides the overall best value to meet the Government’s requirements, price and non-price factors considered. Only apparent successful contractors determined to be responsible pursuant to FAR 9.104-1 will be issued a contract.

Proposal Submission Requirements

• Package 1: Technical Proposal

• Package 2: Price Proposal

• Package 3: Disc

See Attachment 9, Proposal Submission Checklist

Section 3: Solicitation Provisions TECHNICAL PROPOSAL (NON-PRICE FACTORS): Shall consist of two (2) technical factors:

1. Relevant Past Performance

2. Management Approach (consists of three sub-factors):

Sub Factor 1, Quality Assurance (consists of two sub-factors):

• Field Level Supervision of PSOs

• Quality Control

Sub Factor 2, Transition

Sub Factor 3, Staffing (consists of two sub-factors):

• Staffing Plan

• Remote Post Locations

Section 3: Solicitation Provisions Technical Proposal Page Limitation:

• 20 pages

• Excludes cover page and past performance forms and questionnaires

• Pages in excess of this limitation will not be evaluated

Proposals Expiration Date: Offerors shall hold their offers valid for 180 days after the solicitation closing date, unless requested to further extend it by the Contracting Officer.

Proposal Submission Requirements

PACKAGE 2: PRICE PROPOSAL

• Standard Form (SF) 1449

• Acknowledgement of Amendments

• Pricing Schedule

• Detailed Breakdown of Proposed Unit Prices (Attachment 6, Price Element Breakdown Worksheets)

• Indirect Burden Rates for Base Year and Option years.

Proposal Submission Requirements

PACKAGE 2: PRICE PROPOSAL

• Other Documents:

– Complete Disclosure required under HSAR 3052.209.70 (para. (f))

– Complete Disclosure required under HSAR 3052.209-76 (para. (f))

– Complete Representations and Certifications, FAR 52.213-3

– Certification Regarding Responsibility Matters, FAR 52.209.5

– Information Regarding Responsibility Matters, FAR 52.209.7

Proposal Submission Requirements

PACKAGE 2: PRICE PROPOSAL

• WD-CBAs included in the solicitation (Attachment 5)

• Seniority List (Attachment 10)

• Contractors shall submit price on the provided Pricing Schedule included in the

RFP

• Government suggests that the Contractor complete the “Price Element Breakdown” (RFP Attachment 6).

• The Government may use this breakdown to conduct a price realism evaluation for the purpose of measuring the Contractor’s understanding of the solicitation requirements and for assessing the performance risk inherent in the Contractor’s price.

Proposal Submission Requirements

PACKAGE 3: DISC

Disc shall include:

– Electronic copy of Offeror’s Management Approach

– Electronic copy of Pricing Schedule

– Electronic copy of Price Element Breakdown worksheets

See Attachment 9 – Proposal Checklist for Offerors

Section 3: Solicitation Provisions

PROPOSAL SUBMISSION INSTRUCTIONS:

• Proposal shall consist of two (2) separate sections: Technical Proposal, and Price Proposal and shall be comprised of THREE (3) separate sealed envelopes.

ENVELOPE 1 ENVELOPE 2 ENVELOPE 3

• 5 copies of Technical proposal

• 3 copies shall be redacted

• Past Performance information not to be redacted

Copy of Original Proposal

One copy of Pricing Submission and all documents required by the Solicitation

(e.g. SF 1449, Pricing Schedule, Price Element Breakdown, Disclosures, Representation & Certifications, Subcontracting Plan (if applicable), etc.).

CD (disc) containing a saved electronic copy of the offerors Management Approach (in Microsoft Word or equivalent format) and the offerors Pricing Schedule and Price Element Breakdown (in Microsoft Excel or equivalent format).

Section 3: Solicitation Provisions

PROPOSAL PREPARATION INSTRUCTIONS:

All of these envelopes should then be sealed in a FOURTH ENVELOPE that clearly identifies the RFP for which it is being submitted and mailed to the address below:

HSHQW8‐17‐R‐00004

DHS/NPPD/FPS

West Consolidated Contracting Group

ATTN: Rachel Kalac 400 15th St SW

Auburn, WA 98001

Contractor Responsibility

• Adequate financial resources o Contractor has to be in good financial standing o 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 convictions

• Even where a contractor presents a proposal representing the best value to the government, award will not be made if the contractor is found to be non-responsible

Frequent Findings This list is meant to aid in the preparation of your proposal and should not be relied upon for quality control of your proposal. The information below is based on current, frequent findings across proposals received by our office in response to PSO Services solicitations. The information below is general in nature and not specific to any particular firm. It is the responsibility of each offeror to review the RFP Package and all amendments to ensure a complete, accurate, and timely proposal is submitted.

• Amendments – Any and all amendments shall be acknowledged.

Offerors are reminded that amendments may be issued after your proposal is submitted. However, you will still be responsible for acknowledgement of any and all amendments issued under the applicable solicitation.

Frequent Findings (continued)

• Teaming Arrangements – Provide all of the required information in relation to teaming arrangements as identified in the RFP Package and any amendments.

• Pricing – Review your submission for accuracy. All documents, including the Pricing Schedule and Price Element Breakdown should be reviewed to ensure nothing has been miss-keyed and all formulas are calculating properly.

• Pricing Narratives – Where they are offered you should consider including narratives to give the Government a better understanding of your price proposal. Specifically, the Price Element Breakdown (Attachment 6) offers several areas at the bottom of worksheet 1 (Model for Price Realism) which allow offerors to include a narrative in relation to Wages, Health & Welfare, Relief, etc. Please be mindful of the Government provided notes on Attachment 6. In addition, you are encouraged to review the Price Element Breakdown Instructions (Attachment 6A) for a better understanding of completing the Price Element Breakdown.

Frequent Findings (continued)

• Field Level Supervision (Attachment 8) – If you are using any acronyms not provided in the Legend, please identify the meaning of your acronyms. There is no narrative option on this attachment; this information should be included in your technical proposal. Please make accurate use of the term ‘FTE’ (full time equivalent) and make clear the number of hours included in the proposal FTE.

The number of proposed FTE should have a logical relationship to the proposed number of hours.

• Cross-check your technical proposal against your pricing proposal to ensure your pricing reflects the items offered in your technical proposal.

• Adequately address all areas identified in the RFP Package and any amendments. Many times weaknesses and deficiencies are found in the following areas:

• Field Level Supervision

• Transition

• Staffing – TAS and ESS

Frequent Findings (continued)

• Past Performance Questionnaires – It is recommended that you request to be cc’d on PPQs to ensure firms are submitting your PPQs in a timely manner. It is not the responsibility of FPS to ensure PPQs are submitted and available for all listed projects.

• Please note the proposal page limitations and which documents are included/excluded from the page count.

• Please note that the Management Approach proposal of the successful offeror will be incorporated into the resulting contract. Therefore, it is critical that there are no ambiguities/discrepancies between different sections of the technical proposal and that it is clear what is being proposed, and will become the terms of the resulting contract.

• Please ensure that the number of personnel proposed to perform a function is realistic when the geographic area of the requirement is considered.

Frequent Findings (continued)

• The Government evaluator will not assume understanding of missing details in the technical proposals. The technical proposals to be reviewed are redacted and significant past experience or status as an incumbent contractor cannot be assumed to understand solicitation requirements. In other words, the proposals will be evaluated based on the ‘four corners’ of the proposal documents.

It is imperative that you completely and thoroughly examine all elements of the RFP Package and all amendments that may be issued.

In the event of a discrepancy between this document and the RFP terms and conditions, the RFP terms take precedence.

Points of Contact

Solicitation # HSHQW8-17-R-00004

Contract Specialist Rachel Kalac

Rachel.D.Kalac@hq.dhs.gov

(253) 876-6838

Contracting Officer Paul Metzger

Paul.Metzger@hq.dhs.gov

(253) 876-2291

Questions

Thank-you for attending today’s pre-proposal conference!