Preproposal_Conference_GPC_IV.pdf

Together, we deliver.

GLOBAL POV CONTRACT

Preproposal Conference

27 March 2018

UNCLASSIFIED

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Presenter Presentation Notes

• Introductions

• Requirements Overview

• Proposal Submission

• Evaluation of Proposals

** Note: All questions and answers from today will be posted to Federal Business Opportunities (www.fbo.gov)

Agenda

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• Service Acquisition Manager (SAM)

– Jim Polak

– Lieutenant Colonel, US Army

• Defense Personal Property Program Office

• Acquisition Team

Introductions

Mission / CONOPS

Mission:

USTRANSCOM, on behalf of the military departments and Department of Defense, will award the Global Privately Owned Vehicle (POV) Contract (GPC) IV contract to enhance and replace the current GPC III contract on 1 October 2018, with a performance start date of 1 March 2019.

Concept of the Operation:

1) Identify Stakeholders (Government & Industry)

2) Develop the Performance of Work Statement (PWS)

3) Develop Acquisition Strategy

4) Issue Solicitation

5) Conduct Source Selection

6) Award Contract

7) Execute post contract award activities

• Contractor shall provide all personnel, supervision, training, and equipment necessary to perform PWS tasks for shipment and storage of POVs globally IAW

– Defense Travel Regulation (DTR)

– Joint Travel Regulation (JTR)

Requirements Overview

• Contractor assumes all responsibility, liability and costs from point of receipt to final delivery

– Receipt/delivery of POVs

– Processing of POVs

– Transportation of POVs

– Claims settlement

• Contractor duties include

– Operating a network of Vehicle Processing Centers (VPCs)

– Preparing POVs for shipment

– Accomplishing all necessary agriculture and customs clearances

– Arranging for and/or providing inland and ocean transportation

– Providing Intransit Visibility (ITV) of shipments

– Storage of POVs

– Resolving POV loss and/or damage claims

• Liability

– All loss or damage from point of turn in until delivery to customer

– Up to fair market value (clean retail value)

• Claims

– Establish and operate a claims and payment process

• Transition Phase In

– Base Year 1 Transition (1 Oct 18 – 28 Feb 19) IAW PWS & Appendix F

– Transition all VPCs and Storage facilities/operations by contract start date in accordance with CLIN 0005 – Transition

– Transfer POVs (VPCs and storage) and active paper files in possession of the outgoing contractor as directed by the CO NLT 90 days after the contract start date

– Accept electronic data files as stated in PWS

• Transition Phase Out

– Transfer electronic data files to incoming contractor

– Transfer VPC and storage facilities/operations by start date of new contract

• Facilities

– IAW PWS, Paragraph 1.3.3

– Appendices A and B

– Storage CONUS locations as determined by contractor

• Turn in:

– Accept POVs which comply with PWS and Personal Property Consignment

Instruction Guides, Volumes I and II

– Nonconforming POVs handled IAW DTR Part IV, Chapter 408

• Transportation

– Full Service

• Shipments between contractor operated VPCs

– Contractor provides all services from turn in to pick up

• Change from GPC III*

• No longer Partial Service or Hard Lift shipments

– Contractor provides end to end without Government interaction

• Door to Door: Between CONUS locations for special circumstances

– Wounded Warrior and Blue Bark IAW Appendix D: Non-Standard Moves

• Large Volume Moves: Negotiated

Overview of Changes: GPC III to GPC IV

FOUO//ACQUISITION SENSITIVE

GPC III GPC IV

Mandatory use of comment cards to measure the quality of customer service

Contractor shall utilize a customer service feedback tool to measure the quality of customer service

Settle claims within 90 days from the date the claim was filed Settle claims within 40 days from the date the claim was filed

Contractor is responsible for end-to-end transportation with some Government assistance to Hard and Partial Locations

Contractor is responsible for end-to-end transportation, to all locations including ocean and locations formerly known as Hard Lift and Partial Locations, which have been incorporated into full service shipments

Vehicle Storage: When entitlement ends, gov’t exhausts resources to locate customer creating abandoned vehicle issue

Vehicle Storage: When storage entitlement ends, storage is converted to customers expense

(similar to household goods model)

Included 6 VPCs (4 CONUS; 2 OCONUS) and 3 Quality of Life sites identified by SDDC and Services for closure

Per HQ Services, 3 CONUS VPCs added at the locations of CO, NJ/NY Metro area, and FL, for a total of 12 CONUS VPCs in accordance with Appendix A.

Performance Objectives

FOUO//ACQUISITION SENSITIVE

PERFORMANCE OBJECTIVE PERFORMANCE THRESHOLD

Transport POVs within RDDs 98% per month

Resolve claims directly with customers using on-site settlement process

95% per 90 day period

Settle claims within 40 days from the date the claim was filed

95% per 90 day period

Rated satisfactory or better for overall customer service

95% per month

Adhere to VISA preferences and US Cargo Preference Act

100% of shipments

• Contract Type

– Single award, Requirements-type contract

– Single commercial focal point providing complete responsibility/accountability for cost, schedule & performance

– Maximize customer service and consolidate shipments

• Commercial Acquisition/Full & Open Competition

– Services commonly offered to public in substantial quantities

– Small Business set-aside is not appropriate

– SB participation will be required at subcontractor level

GPC IV Acquisition Strategy

• Period of Performance – Up to 5 years

– 2 year Base Period and 3 Option Periods

– 1 October 2018 – 30 September 2023

• Pricing Arrangement: Fixed price w/ Economic Price Adjustment

– EPA contract type utilizing Global Insight Index (GII) with index categories:

• NAICS 483111, Deep Sea Freight Transportation (60%)

• NAICS 484122, General Freight Trucking, LTL (40%)

• Additional Competitive Enhancement

– Offerors are permitted to propose a decremented rate escalation schedule

GPC IV Acquisition Strategy cont.

• Solicitation

• Attachment 1 – Performance Work Statement (PWS)

– PWS Appendices (A-I)

• Attachment 2 – Wage Determination

• Attachment 3 – Pricing

• Attachment 4 – PWS Transit Times

• Attachment 5 – Zone Map

• Attachment 6 – DoS Zone Map

• Attachment 7 – Past Performance Questionnaire

• Attachment 8 – Financial Information Questionnaire

• Attachment 9 – Offeror Information Sheet

• Attachment 10 – SB Subcontracting Plan Template

• Attachment 11 – SB Participation Commitment Template

• Attachment 12 – Didlake Sub Pricing

• Amendments – Amendment 0001 issued 14 Mar & 0002 issued 15 Mar

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RFP Documents

Source Selection Overview

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• Final Solicitation (Request For Proposal) was issued via Federal Business Opportunities website – fbo.gov on 6 Mar

• Offerors prepare proposals in accordance with the solicitation instructions and submit by the due date and time

• Government confirms compliance with solicitation instructions

• Government evaluates proposals IAW the solicitation

• Government awards a contract; all offerors notified of decision

TCAQ-R

Offer Responsibilities

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• Read the entire solicitation

• Be knowledgeable of the clauses, provisions, and any addendums

• Clauses may be included with the full text or identified by reference

• Equally important

• Clauses listed by reference are in the Federal Acquisition

Regulation (FAR)

• https://www.acquisition.gov/browsefar

• Clause Addendums will be in full text only https://www.acquisition.gov/browsefar

Offer Responsibilities

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• Clause Alternates and Deviations: Be sure to comply with the correct alternate or deviation, as applicable

• Ask for clarification before the solicitation closes, if something is not clear

• RFP closes upon proposal submission due date/time

• Questions and answers are shared with everyone for fairness

General Requirements

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• Page Limits – Information after the last allowable page is not considered

• Margin and font sizes

• Due dates/times – Government must receive proposal by the due date and time

• Any proprietary information should be marked

• All questions/communications regarding the RFP are to go through the Contracting Officer

General Requirements – SAFE File Exchange

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• Electronic submission only – no hard copy proposals

• AMRDEC Safe Access File Exchange

• Application for securely exchanging files

• Anyone can use AMRDEC to send files to a .mil or .gov email address and must be for official government business

• https://safe.amrdec.army.mil/safe/About.aspx

• Contractors are “guest users” and system supports files up to 2GB https://safe.amrdec.army.mil/safe/About.aspx

GPC IV Source Selection - Evaluation Criteria

1) Business Proposal

i. Proposal Compliance

ii. Small Business Proposal

2) Technical Capability Proposal

i. Information Technology/Management

ii. Implementation/Transition

iii. Technical Approach

iv. Carrier Management

3) Past Performance Proposal

4) Price Proposal

Business Proposal

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• Purpose: to determine if proposal meets the minimum general compliance requirements of solicitation

• Solicitation and any solicitation amendments must be acknowledged (signed) and returned

• Must be registered System for Award Management (SAM) – www.sam.gov with annual representations and certifications completed

• Financial Questionnaire: your financial institution completes and sends directly to the CO http://www.sam.gov/

• Subfactor 1 – Proposal Compliance

– All documents requiring signature/completion. Authorized official shall sign the offer and all certifications requiring original signature

– SF 1449 Solicitation/Contract Form. Complete blocks 12, 17a, and 30 a, b,

c. Signature on SF 1449 constitutes an offer, which the Govt may accept

• Block 17b. If remittance address is different, such address must be registered in the System for Award Management (SAM) database

• Acknowledgement of Solicitation Amendments

• Company/division’s street address, county and facility code; CAGE code; DUNS code; and size of business (large or small)

– List of individuals authorized to negotiate/sign on behalf of the company with email addresses

– Offeror Information Sheet, OCI, Financial Questionnaire, Reps and Certs either online using SAM OR manually with Business Proposal

Business Proposal

Potential Conflicts of Interest

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• Submit a mitigation plan that addresses actual or perceived conflicts of interest with your effort related to those services

• Submit as soon as possible

• If you believe there is no OCI, a statement as such shall be included in your proposal

• Government will review the contractor’s OCI Mitigation Plan to determine if any actual or perceived OCI exists

• Government will monitor contract performance for emerging areas of conflict of interest

• Subfactor 2 - Small Business Proposal

– Small Business Subcontracting Plan

• Large businesses only

• See Attachment 10

– Small Business Participation Commitment Plan

• Applies to both Small and Large Businesses

• See Attachment 11

• An Unacceptable rating on any subfactor results in the overall rating of Unacceptable

Business Proposal

Technical Capability Proposal

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• Purpose: Inform the Government of how your company will perform the needed tasks

• Demonstrated by more than a reiteration of the

PWS

• Be sure to address each of the Subfactors as indicated

• Review the evaluation criteria for each Subfactor

• Technical Proposal – Volume Page Limit of 50 pages

– Subfactor 1 – Information Technology/Management

• Approach for on-line web access requirements

– Subfactor 2 – Transition/Implementation

• Approach for phase-in and phase-out requirements

– Subfactor 3 – Technical Approach

• Approach for achieving each of the objectives as stated in the solicitation

– Subfactor 4 – Carrier Management

• Approach to ensure availability of required resources to meet requirements

Proposal Preparation

** NOTE: Change from Draft RFP below

• Technical Proposal rated as Acceptable or Unacceptable

– To be rated Acceptable, each subfactor must be rated as Acceptable

• Subfactor is Acceptable if the proposal clearly meets the requirements of the solicitation

• Unacceptable does not clearly meet the requirements of the solicitation

• An Unacceptable rating on any subfactor results in the overall rating of Unacceptable.

Past Performance

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• Purpose: To consider scope, magnitude and complexity of efforts to determine the Government’s expectation of successful performance of the future requirement

• The effort must be currently on-going, or have been completed within 3 years of proposal submission (recency determination)

• Subcontractors performing major aspects will be weighted the same (equally as important)

• Questionnaire to be completed by the Contracting Office/Agency and sent directly to CO

• Past Performance Proposal

– References

• No more than 3 Past Performance Questionnaires (PPQs) for the offeror for similar services

• No more than 3 PPQs for EACH major subcontractor for which the subcontractor has performed services

• Subcontractor consent

• Offeror’s responsibility to send PPQs and ensure POC info is correct

• Recent: Within 3 years of proposal submission

• Performance on the following areas for CONUS and/or OCONUS operations: POV processing, arranging for or providing ocean transportation, arranging for or providing inland transportation, customer service, and storage

• Past Performance assigned an Overall confidence assessment rating

– Using PPQs

– Using other information independently obtained from Government or commercial sources

– Determine recency and relevancy of each effort

– Assign a confidence assessment rating

– Offerors with no recent/relevant past performance given Unknown

Confidence (Neutral)

• Treated neither favorably nor unfavorably

Price Proposal

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• Purpose: total evaluated price (TEP) must be determined fair and reasonable

• Price will be evaluated for completeness and reasonableness;

however, price will not be rated

• Pricing will also be evaluated to determine that all prices are complete (all price fields in the Rate Table have been entered and/or extended as required)

• Using one or more techniques in FAR 15.404-1

• Complete the templates provided in the RFP

• Prices proposed cannot be materially unbalanced

• Prices are to be valid for 180 days from proposal due date

• Pricing Proposal

– Price EACH zone pair combination listed in Attachment 3, Tab A-1

– Propose a discount of 0% or greater for out years if applicable

– Base Year 2 and Option years will auto-populate using this information and the projected indices IAW the EPA clause

– Pricing which include ocean carriage shall be based on use of US flag vessels and operated by a VISA participant

– Prices also based on subcontracting Norfolk VPC operations - See

Attachment 12

– Insert prices in yellow blocks in Attachment 3

• Best Value Source Selection

– Performance Price Trade Off

– Past Performance evaluated on a basis approximately equal to price

• Award Criteria

– Responsible IAW FAR Part 9

– Acceptable Business Proposal and Technical Proposal

– Represents best value to the Government considering past performance and price

Source Selection

Do’s and Don'ts

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• Don’t

- Simply rephrase or restate the PWS in your proposal

- Give past performance information in technical proposal

- Leave the evaluator guessing on what you plan to do

- Return Past Performance Questionnaires yourself

- Go over the page limit(s)

• Do

- Provide convincing rationale to address how you, the Offeror, intend to meet the requirements of the solicitation

- Review your numbers for errors…and then review them again

- Make sure you have the latest version of RFP with amendments

- Review the submission requirements closely to ensure you are submitting everything

- If you are unsure of something…ASK YOUR CO!

Milestones

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Event Date

Draft PWS 15 Jun 2017

Industry Day/One on One’s 19-20 Jul 2017

Draft RFP w/ 2nd Draft PWS 26 Sept 2017

Q&As posted to FBO 2 Nov 2017

3rd Draft PWS w/ Q&As 5 Feb 2018

Final RFP 21 Feb 2018

Pre-Proposal Conference 27 Mar 2018

Proposal Due Date 23 Apr 2018

Award Date 1 Oct 2018

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Questions?