JOC Presolicitation Meeting Slides.pdf

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Pre-Proposal Conference for the

Rota Job Order Contract (JOC)

Solicitation No. N3319123R9001

2 Feb 2023

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Agenda

•Meeting Etiquette •Disclaimer •Contract Overview •Evaluation Factors

–Experience –Management Approach –Safety –Past Performance –Price

•Award Decision •Pre-Award Survey •Pre-Proposal Inquiries •References •Question and Answer

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Meeting Etiquette

•There will be approximately 40 attendees in this meeting.

•Please do not use your camera, and please mute your microphone.

–If dialing in, you can mute and un-mute your phone by using *6

• If you have a question during the presentation, please use the “raise hand” function.

–If dialing in, you can raise your hand by using *5.

•Questions can be asked at the end of the presentation

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Disclaimer

•The information contained in this document or discussed during pre-proposal conference does not change or supersede the Request for Proposal (RFP). If there are any conflicts between this presentation and the RFP, the RFP takes precedence. If an offeror believes the RFP is not clear on certain points, then the offeror should use the Pre-Proposal Inquiries process to request a revision to the RFP.

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Scope of Work for the JOC:

- This solicitation will result in a Single-Award Indefinite Delivery Indefinite Quantity Contract.

- The contract will provide minor (new) construction and maintenance and repair to real property facilities, which includes renovations, repairs, maintenance, replacements, alterations, demolition.

- Task Orders will range from $2,000 to $1,000,000

- The geographical Scope includes the Iberian Peninsula (Both Spain and Portugal).

While there is no long range forecast for JOC projects, Moron Air Base is seeing an increase in new military construction awards, so work on the JOC may also increase in the future as the number of facilities increases.

- This JOC does require some professional engineering design, estimated at no more than 10% of the task orders.

Contract Overview

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Contract Overview

Ordering Period:

- A Base Ordering Period of 60 months (no annual options).

- Currently projected for the period of 1 Jun 2023 – 31 May 2028

- An Optional Ordering period of 36 months (no annual options).

- Currently projected for the period of 1 Jun 2028 – 31 May 2031

- Contains an extension of Services period that may be exercised at the end of the Base Ordering Period or the Optional Ordering Period (not to exceed six months).

Maximum Capacity:

Not to exceed $49M over all (potential) eight and one-half (8 ½) years.

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Evaluation Factors Factor 1 – Experience:

- Quantity: No less than three, no more than five projects performed by the offeror.

- Projects are either task orders from IDIQ contracts or definitive Contracts, do not submit IDIQ contracts as a whole.

- Completed: Project must have been completed within five years of the issue date of this RFP (e.g. after 23 Jan 2018). (See definition of 100% complete in Section 00 11 19)

- Relevant Projects:

- Similar Size: Between $150,000 and $1,000,000

- Similar Scope and complexity: Projects that were for renovation, repair, maintenance, replacement, alteration, demolition, or new construction;

and projects with design.

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Factor 1 – Experience (continued) Projects may be determined more favorable if:

- Work was performed under a JOC or IDIQ.

- Projects performed in Spain or within the NAVFAC EURAFCENT AOR.

- Projects where the offeror served as the prime contractor.

- Experience in self-performing relevant features of work.

- Experience in performing multiple projects and multiple disciplines simultaneously.

Submission Requirements: Complete a separate Attachment A for each project. If the work involved design, include that information on the same Attachment A (do not submit a separate sheet for the design effort).

Attachment A is limited to two pages.

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Factor 2 – Management Approach Elements:

- An organizational chart that shows the interrelationship of the off-site management team and on-site management team(s). Organization chart should clearly show management authority, supervision, span of control, and accountability. At a minimum, the organization chart must display key personnel.

- Discuss how the offeror will provide labor, materials, equipment, subcontractors, and key personnel to perform multiple tasks and multiple sites simultaneously, when required.

- Discuss the offeror’s experience and approach to joint scoping work with the Government, to include examples of any previous joint-scoping efforts for urgent requirements.

- Discuss the offeror’s quality control program.

- No Curriculum vitae (resumes) required (PPI)

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Factor 2 – Management Approach (continued) Offeror may receive higher ratings if it:

- Demonstrates adequate resources to manage multiple and simultaneous task orders (more than five (5)).

- Demonstrates effective use of subcontractors and/or in-house personnel in order to successfully accomplish projects.

- Demonstrates quick turnaround times on urgent requirements that includes the use of joint scoping.

- Demonstrates a quality control program that maximizes the quality of workmanship.

Submission Requirements:

- Organizational chart (no page limit)

- Narrative (maximum of 10 pages on 8.5 x 11 or A4)

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Factor 3 – Safety Elements:

-Five years of historical Days Away from work, Restricted duty, or job Transfer (DART) rate for the Prime Contractor.

-Five years of historical Total Recordable Cases (TRC) rate for the Prime Contractor.

-Technical Approach to Safety

- If the offeror does not already calculate the DART and/or TRC rates, the formula for the calculations are listed in the Factor.

- If the offeror cannot calculate the DART and/or TRC rates, explain why not, otherwise it may be considered a deficiency.

- If the offeror has less than the five years of DART and/or TRC, explain why, otherwise it may be considered a deficiency.

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Factor 3 – Safety (Continued) Technical Approach to Safety has three sub-elements:

-Describe the offeror’ s approach to implementing and executing a Safety Management System (SMS) including Management/Leadership involvement, Employee involvement, Hazard prevention, Hazard control, Worksite analysis, and Safety and health training, to include the standard(s) used to benchmark the SMS

-Describe the evaluation process used to select potential subcontractors

-Describe the processes of how the offeror will oversee safety compliance of subcontractors at all levels throughout performance of the contract (to include the offeror’s own in-house workforce).

See Section 00 21 16 Paragraph 5.3.1.6. and sub-paragraphs for how these elements will be assessed.

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Factor 3 – Safety (Continued) Submission Requirements: Attachment B – Safety Data Sheet

- Page #1 (DART & TRC rates and explanations) has no page limit.

- The safety narrative is limited to 3 single-sided pages overall. Answers to elements may be less than or more than one page; so long as the overall narrative does not exceed three pages.

- PPI received asking to clarify error in RFP that states “two (3) pages”.

- If the offeror is a Joint Venture, submit DART and TRC rates for each firm;

but only one safety narrative.

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Factor 4 – Past Performance

- The offeror must submit past performance information on the same three to five projects that were submitted as part of Factor 1 – Experience.

- The recency and relevancy criteria for this factor is the same as Factor 1.

- Offerors may address any adverse past performance, regardless of whether submitting a CPAR or PPQ.

- Request the drafter of the PPQ provide comments that support the ratings.

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Factor 4 – Past Performance (continued)

Offerors may receive a higher confidence rating if the CPAR or PPQ demonstrates two or more of the following:

- A pattern of deliverables that are timely and of good quality, for ALL recent and relevant projects submitted with a Satisfactory or better performance rating AND that were completed within the scheduled period of performance.

- A pattern of cooperativeness and teamwork with the client at all levels (task managers, contracting officers, auditors, etc.).

- Successful performance of recent and relevant projects/tasks that are identical to, or very similar to, to the work anticipated under this solicitation.

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Factor 4 – Past Performance (continued)

Submission Requirements:

- If a CPAR exists for an individual Task Order/Project, submit the CPAR and do not submit a PPQ.

- If the CPAR is evaluated at the IDIQ Contract Level vice the Task

Order/Project level, a PPQ (Attachment C) may be submitted in lieu of the CPAR (One or the other, not both).

- If no CPAR is available, submit a PPQ.

- PPQs that were obtained in the past for other solicitations may not be submitted.

- If necessary, submit a narrative, limited to four pages, regarding any adverse past performance, either for the submitted projects and/or other CPARs that are still active in CPARS (generally six years for construction).

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Price:

Submission Requirements:

- Complete and submit Attachment D, Tabs:

- Base Ordering Period

- Extension of Services Period #1

- Option Ordering Period

- Extension of Service Period #2

- Coefficients may be different for each location, and for each of the four ordering periods (on separate tabs).

- The Total Evaluated Price will include the sum of all four tabs.

- Unbalanced pricing that introduces an unacceptable risk may result in an offer being rejected.

- PPI received to correct cell errors, offerors should use “Attachment D – ELIN Schedule (Rev1) when submitting proposals (included in forthcoming amendment).

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Award Decision

- The Navy does not intend to hold discussion.

- Factors 1 through 3 (Experience, Management Approach, Safety) are of equal importance to each other and when combined are of equal importance to Factor 4 (Past Performance).

- Factors 1 through 4 when combined are approximately equal to price.

- The importance of price may increase if non price proposals are essentially equal in terms of overall quality.

- Award will be made to the responsible offeror whose offer conforms to the solicitation and represents the best value to the Government, price and non-price factors considered.

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Pre-award Survey

- Offerors must demonstrate:

- Adequate financial resources to perform the contract, or ability to obtain them;

- Submit the last three years of Financial Statements.

- We understand that firms that have a fiscal year ending on 31 Dec 2022 may not have those financial statements prepared by the proposal due date.

- The use of a “Line of Credit” from financial institutions may also be considered.

- Capability to comply with the required performance schedule and a satisfactory performance record;

- Past performance will be used to establish these elements, no additional submission is required.

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Pre-award Survey (continued)

- Be otherwise eligible to receive an award under applicable laws and regulations.

- Contractors shall comply with the Agreement on Defense Cooperation (ADC) between the US and Spain.

- Contractors must demonstrate they meet the classification requirements established by the Spanish Government for its own contracts.

- Prior to award, contractors or subcontractors shall be listed in the Register of Bidders Contractors of the Ministry of Finance with the classification applicable to the contract.

- In lieu of the above, Non-Spanish/European Union contractors must be registered in their home country’s Mercantile/Industrial Official Registry to demonstrate their capacity to work.

- In lieu of the above, Non-European Union contractors must have a certification issued by their respective Spanish Permanent Diplomatic Mission/Consular Office to demonstrate accreditation of their capacity to work.

- Offerors must complete attachment F and return it with the proposal.

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- Representations and Certifications: Section 00 45 00 contains current provisions that may not be located in the offeror’s Annual Representations and Certifications found at SAM.gov.

- Offerors should fill out (if applicable) and return those provisions that do not exist in SAM.

- Offerors should also fill out (if applicable) and return any provisions that have a more recent date than the provisions listed in SAM.

- There are two very new representations and certifications (252.225-7059 and 252.223-7997)

- Bonding Capacity: No Bid Bond is required. The Miller Act requires that performance and payment bonds be provided for any contract (or task order) over $150,000. NAVFACSYSSCOM EURAFCENT allows offerors to submit a performance guarantee for no less than 10% of the awarded price (see Section 01 00 00 Statement of Work, paragraph 12.1 for example). The terms of the performance guarantee do not require a consent of surety or increase in the penal sum when modifications are issued.

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- Based upon historical data from the prior contract, the maximum amount of performance guarantees over the past six years did not exceed $450,000 (10% of $4.5 M) per year. Offerors are reminded that the performance guarantee must be held through the warranty period (one year after final acceptance), thus the offeror should expect to need approximately $900,000 in the second and proceeding years of the contract. Therefore offerors must demonstrate that the financial institution or surety will provide at least $450,000 annually, and at least $900,000 overall.

- Capacity limits should also consider the Offeror’s other work.

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Pre-Proposal Inquiries (PPIs)

- Proposal Due Date is 28 Feb 2023.

- PPIs due 10 calendar days prior, so 17 Feb 2023

- Please use attachment E for PPIs.

- Submission of separate forms is not necessary (i.e. one Attachment E file can contain multiple PPIs)

- Do not identify the firm name submitting the PPI in the question.

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References

- ADC can be viewed at: https://es.usembassy.gov/agreement-on-defense-cooperation/

- An UNOFFICIAL explanation (in Spanish) of the Groups, Sub- Groups, and Categories for the classifications can be viewed at:

https://expedientesclasificacion.es/clasificacion-de-contratistas/grupos-y-subgrupos-de-clasificacion-de-obras/

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Question & Answer Period

- Each firm will be asked if they have questions.

- Attendees can still use the raise hand function, at any time.