industry_day_presentation_5-14-14.pdf

Federal Acquisition Service

U.S. General Services Administration

Industry Day for

DeCA Facility Maintenance Requirement

5/14/14

Agenda

Introductions and Purpose

Ground Rules

Description of Requirement

Acquisition Strategy

Technical Instruction (TI) Process

Small Business Subcontracting Plan

Lunch Break (approximately 11:30a-12:30p)

PWS and Pricing Methodology Discussion/Q&A

Introductions

GSA Team

DeCA Team

Purpose

Acquisition Planning and Market Research

Provide interested vendors an overview of the DeCA facility maintenance program and requirements

Describe the basic strategy for this acquisition

Opportunity for industry to provide input and feedback on the project and upcoming solicitation

Ground Rules for the Day

This is an open forum seeking industry input on requirements and processes. Ideas and information presented may be recorded and publicized (FedBizOpps) or otherwise recorded for this event

No agreements, promises or other commitments are made or implied by the Government or Contractors participating in Industry day

The Government facilitator will acknowledge each speaker and attempt to provide equal opportunity and time to speak. Please allow others to express themselves without interruptions

Side conversations are discouraged and discussion related to this solicitation will be shared with the group

Ground Rules for the Day

Questions will be answered to the best of the knowledge of plans, desires, and general situation as it exists at this time. Please recognize that this project is in acquisition planning stage. Contractor recommendations may or may not be incorporated into Government documents.

PWS Specific Q&A in the afternoon discussion

There is no classified information involved with this requirement

To ensure everyone has access to the same information, non-proprietary questions and answers will be recorded and placed on the web (FedBizOpps)

The public forum portion of Industry day is not appropriate for proprietary disclosures

Description of Requirement

• Scope

– Provide facility maintenance services to the

Defense Commissary Agency (DeCA) commissaries throughout the United States, to include Alaska and Hawaii, and the U.S. territories of Guam and Puerto Rico

– Two Types of Maintenance

• Scheduled /Preventative Maintenance

• Unscheduled Maintenance

• Unscheduled Maintenance- Four subcategories

– Emergency Maintenance and Repairs (2 hour response)

– Priority Maintenance (respond by noon following business day)

– Routine Maintenance (respond and schedule within 7 days)

– Repair and Maintenance (Major system replacement, HVAC, refrigeration, incidental construction)

Description of Requirement

Description of Requirement

2.3.1 Commissary Equipment In Place (CEIP)

2.3.2 After hours services

2.3.3 Maintenance Types

2.3.4 Minor Construction

2.3.5 Financial Reporting

2.3.6 Computerized Maintenance Management System (CMMS)

2.3.7 Government Technical instruction (TI) Tracking

2.3.8 Maintenance Response and Call Center Operation

2.3.9 Use and Servicing of Refrigerant

2.3.10 Environmental controls

2.3.11 Transition Period

2.3.12 Phase Out – Continuity of Services

2.3.13 Contractor Personnel

Description of Requirement

2.3.14 Quality Control Plan

2.3.15 Quality Assurance/Quality Assurance Surveillance Plan

2.3.16 Performance Requirements and Responsibilities

2.3.17 Suspension of Preventative Maintenance Services

2.3.18 Contractor Liability

2.3.19 Contract Closeout

2.3.20 Past Performance Information Retrieval System (PPIRS)

2.3.21 Sample Forms

2.3.22 Equipment Identification and Operation and Maintenance

Manuals

2.3.23 Records

Other Appendices

Acquisition Strategy

One solicitation for multiple award of contract by geographic maintenance groups

• 8 Maintenance Groups–up to 8 contracts/contractors

• Base period plus 4 option years

• 30-day transition period prior to Fully Operation

Base Period

Performance Work Statement and Quality Assurance

Surveillance Plan (QASP)

Small Business Plan requirement- as applicable

Acquisition Strategy

NAICS: 561210 Facility Support Services Size Standard: $35.5M

Proposed Procurement Methodology Best Value under FAR Parts 12 and 15

Broad Evaluation Factors Areas

Technical

Past Performance

Price

Acquisition Strategy- Pricing

Price Schedule

• Firm Fixed Price for Preventative Maintenance – monthly

• Firm Fixed Price for TIs- based on fixed labor rates

• Unscheduled Maintenance

• SCA or DBA wage determination will apply

Construction Tasks Fixed price post-award through separate RFQ to contract

Concerns Pricing and inclusion for Routine Maintenance as a fixed

Milestone Approximate Date

Sources Sought Posted to FBO Apr 21, 2014

Industry Day May 14, 2014

Facilities Support Questionnaire Responses Due May 30, 2014

Issue Solicitation (GSA) Aug 25, 2014

Pre-proposal Conference/Site Visit Sep 2, 2014

Proposals Due Oct 9, 2014

Oral Presentations Nov 20, 2014

Complete Discussions/Negotiations Dec 19, 2014

Contract Award Feb 27, 2015

Approximate High-level Milestones

Technical Instruction (TI) Process

TI Process map

Historical TI Data

Request questions/input from industry in the afternoon discussion

Construction

DeCA Facility Maintenance – Current TI Process

C o n tr a c to r G

S A

P B

D e lie n t

Performs work

G

F

Accepts work

Submits invoice

Requests

Work in

Vendor

System

Under

$2500

Over

$2500

Reviews TI quote makes Construction

Determination

PBS

YES

Provides

Notice to

Proceed NO

END

Store approves

TI quote

Field Engineer reviews TI quote

Provides

TI quote

Current Contract 6 Zone Boundaries

New Contract 8 Zone Boundaries

2614 2593

3785 3769

MG1 MG2 MG3 MG4 MG5 MG6

FY11

FY12

FY13

Annual Non-Construction TI Volume

Number reflect the quantity of TIs for each respective year/maintenance group.

FY13 Construction = 137 TIs across all maintenance groups

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

$7,000,000

MG1 MG2 MG3

FY11

FY12

FY13

$3.7M $3.5M

$5M

$3.8M

$6.2M $6.1M

$3.6M

Annual Non-Construction TI Value

Number reflect the quantity of TIs for each respective year/maintenance group.

$4.1M $4M

FY13 Construction = $6.6M across all

$0

$1,000,000

$2,000,000

$3,000,000

$4,000,000

$5,000,000

$6,000,000

$7,000,000

MG4 MG5 MG6

FY11

FY12

FY13

Annual Non-Construction TI Value

$3M $3.3M $3.1M $3.3M

$2.2M

$2.6M

$2.1M

Number reflect the quantity of TIs for each respective year/maintenance group.

$4M

$5.9M FY13 Construction = $6.6M across all

Small Business Subcontracting Plan

Plan will be required to be submitted for evaluation and approved prior to award

Potential areas for subcontracting include: Commissary Equipment in Place (CEIP), Call Center services, individual site maintenance personnel throughout the MG, etc.

Current Region 8 Small Business Goals:

Small Business Socio Economic

Goal (%) SDB Goal % WOSB Goal % HUBZone Goal % SDVOSB Goal %

Region 8 54.00% 7.00% 5.00% 4.44% 4.44%

Break for lunch

Please be back in an hour

Performance Work Statement (PWS)

The Contractor shall be responsible for non-personal facility maintenance services to include minor exterior preventative maintenance, unscheduled maintenance, and real property repair/replacement within a five foot perimeter to the exterior walls of a covered facility.

Discussion/ Q&A

Performance Work Statement (PWS)

2.3.1 Commissary Equipment in Place (CEIP)

2.3.2 After hours services

2.3.3 Maintenance Types

2.3.4 Minor Construction

2.3.5 Financial Reporting

2.3.6 Computerized Maintenance Management System (CMMS)

2.3.7 Government Technical instruction (TI) Tracking

2.3.8 Maintenance Response and Call Center Operation

2.3.9 Use and Servicing of Refrigerant

2.3.10 Environmental controls

2.3.11 Transition Period

2.3.12 Phase Out – Continuity of Services

2.3.13 Contractor Personnel

Performance Work Statement (PWS)

2.3.14 Quality Control Plan

2.3.15 Quality Assurance/Quality Assurance Surveillance Plan

2.3.16 Performance Requirements and Responsibilities

2.3.17 Suspension of Preventative Maintenance Services

2.3.18 Contractor Liability

2.3.19 Contract Closeout

2.3.20 Past Performance Information Retrieval System (PPIRS)

2.3.21 Sample Forms

2.3.22 Equipment Identification and Operation and Maintenance

Manuals

2.3.23 Records

Other Appendices

Appendix 1- Commissary Locations

Appendix 2- Equipment List

Appendix 3- Preventative Maintenance (PM) Tasks

Appendix 4- Quality Assurance Surveillance Plan (QASP)

Appendix 5- Performance Standards

Appendix 6- Temp Standards

Appendix 7- Refrigerant Log

Appendix 8- Lamping

Appendix 9- Safety and Environmental Management

Appendix 10- Sample Forms

Appendix 11- OCC Breakdown

Appendix 12- TI Manual

Appendix 13- Roof Plan

Appendix 14- Year Built

Appendix 15- Financial Reporting

Appendix 16- Refrigeration Alarm

Appendix 17- Emergencies

Wrap-up Reminders

Minutes to this meeting as well as the solicitation and amendments, if/when issued will be posted to the FedBizOpps

Any further questions/feedback send email to GSA

Stephen.kane@gsa.gov and derek.wilbur@gsa.gov

Documents can be electronically downloaded from FBO

It is the interested parties' responsibility to check the website periodically for any amendments that may include additional draft document

The Government will not issue paper copies mailto:Stephen.kane@gsa.gov mailto:Stephen.kane@gsa.gov mailto:Stephen.kane@gsa.gov mailto:Stephen.kane@gsa.gov mailto:Stephen.kane@gsa.gov mailto:derek.wilbur@gsa.gov mailto:derek.wilbur@gsa.gov mailto:derek.wilbur@gsa.gov mailto:derek.wilbur@gsa.gov mailto:derek.wilbur@gsa.gov

Helpful Hints to Potential Offerers

The time to affect this solicitation is now – not after its release

Do not build your proposal on draft documents

Ensure your proposal addressed everything required in the solicitation (i.e. Instruction to Offerers)

The awardee(s) are expected to perform all elements of the PWS

Thank you