Pre-Proposal_Conference_Agenda_Brief_24R0053_NAFA_Fire_IDS.pdf

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PRE-PROPOSAL CONFERENCE

AGENDA

SOLICITATION NUMBER: N4008424R0053

PROJECT TITLE: MAINTENANCE FOR FIRE PROTECTION SYSTEMS,

INTRUSION DETECTION SYSTEMS, AND VARIOUS ELECTRICAL

AND COMMUNICATION SYSTEMS

LOCATION: NAVAL AIR FACILITY (NAF) ATSUGI

DATE: 09 October 2024

Welcome/Introductions Contract Specialist

Project Overview Project Manager

Contract Procedures Contract Specialist

Wrap-Up Contract Specialist

NOTICE TO PROSPECTIVE OFFERORS:

Please submit all questions on the provided form, Attachment 2 of the combined solicitation/synopsis posted on System for Award Management (SAM) SAM.gov. Only questions submitted via the question form will be answered.

Minutes of the conference, including the agenda, will be posted on the contract opportunities module on the SAM.gov.

Any remarks and explanations at the conference shall not qualify the terms of the solicitation. The terms and conditions remain unchanged unless amended in writing.

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AGENDA

1. Welcome/Introductions – Contract Specialist

a. Attendance Roster.

b. Purpose of the Pre-Proposal Conference

c. Contract Overview

d. Key Dates

e. SAM.gov

f. Amendments.

2. Project Overview – Project Manager/Technical Representative

a. Project Description.

1) Key tasks and objectives.

2) Performance standards and deliverables

3) Expected outcomes and success criteria

4) Unique Requirements (certs, licenses, security requirements, etc.)

5) Project Milestones

3. Contract Procedures – Contract Specialist

a. Source Selection Process.

b. Evaluation Factors.

c. Proposal Requirements.

d. Points of Contact.

4. Closing Remarks – Contract Specialist

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CONTRACT SPECIALIST BRIEF

1. Welcome/Introductions – Contract Specialist

a. Attendance Roster.

Take a moment to confirm attendees.

Government Attendees are:

Contract Specialist – Ms. Amanda Jo Program Manager – Mr. Jose Arinaza Supervisory Engineering Technician – Mr. Takayuki Yamanaka Specification Writer – Mr. Koji Miyake

b. Purpose of the Pre-Proposal Conference

The purpose of this Pre-Proposal Conference is to go over the Performance Work Statement (PWS) and the solicitation process for combined solicitation/synopsis. This conference is being held to ensure understanding of the requirement and ease of submitting proposals. Any questions that arise, please submit in writing on Attachment 2 provided in the SAM.gov posting.

c. Contract Overview

Contract will be a single award Indefinite Delivery Indefinite Quantity (IDIQ) contract with recurring and non-recurring services. There will be a Base Period of one (1) year, and seven (7) Option Periods of one (1) year. There will be a total of 16 Contract Line Item Numbers (CLINs) on this contract; one (1) CLIN for recurring, and one (1) CLIN for non-recurring services for each ordering period. (RFP Page 1 and 2 of 53).

Proposals shall be priced only in Japanese Yen (JPY). Proposals not priced in JPY shall be deemed nonresponsive, and will not be eligible for award.

Ordering Non-Recurring Services The Contractor shall notify the Contracting Officer (KO) upon identification that the recurring service order will exceed the specified limits of liability and provide a rough order of magnitude (ROM) estimate for the work exceeding the Contractor’s recurring work within two hours of identification for further direction. If a non-recurring work order is issued, the Government will only pay for the portion of direct labor and direct material that exceeds the recurring service order limits.

The following are the limits of liability in accordance with the PWS:

Emergency Service Orders – 100,000 JPY Urgent Service Orders – 200,000 JPY Routine Service Orders – 300,000 JPY

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d. Key Dates Event Due Date Pre-Proposal Inquires (PPI) due* 15 Oct 2024 14:00 Japan Standard Time (JST) Proposal due** 30 Oct 2024 14:00 JST

* The Government may not respond to inquiries submitted after the PPI submission cut-off date.

**Proposals are valid for 120 days after receipt of proposals.

e. SAM.gov Registration.

All Offerors must have an active SAM registration at time of proposal to be considered for award. Active SAM registration is required throughout the life of the contract. Please ensure you start the annual renewal process with sufficient time to avoid a gap in active status.

e. Amendments.

Be advised that unless the solicitation is amended in writing, it remains unchanged.

If an amendment is issued, it will be posted on “Contract Opportunities” on the SAM.gov and Offerors must acknowledge all amendments when submitting their proposal in order to be considered for award.

2. Project Overview – Project Manager/Technical Representative

1) Project Description:

This project involves the maintenance of Fire Protection Systems, Intrusion Detection Systems (IDS), and various Electrical and Communication Systems at the Naval Air Facility (NAF) Atsugi. The contract covers both recurring and non-recurring services to ensure these critical systems are fully operational and compliant with safety and performance standards.

2) Key Tasks and Objectives:

Fire Protection Systems: Maintenance, testing, and inspection of fire alarms, suppression systems, and related infrastructure to ensure uninterrupted fire protection service.

Intrusion Detection Systems (IDS): Maintenance of IDS to ensure safe, reliable, and uninterrupted detection and reporting of unauthorized access or breaches.

Electrical and Communication Systems: Routine and emergency maintenance to ensure operational functionality and safety of electrical and communication systems supporting NAF Atsugi.

3) Performance Standards and Deliverables:

Service orders for both routine and emergency repairs must meet specified response and completion times as detailed in the Functional Assessment Plan (FAP).

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Fire Protection Systems and IDS must maintain operational readiness in accordance with manufacturer and OEM standards, and be supported by an effective Preventive Maintenance Program (PM Program) to minimize system downtime and failures.

4) Expected Outcomes and Success Criteria:

Successful performance is measured through compliance with performance objectives such as timely service order completions, minimal system downtime, and effective preventive maintenance schedules, which ensure life safety and system reliability.

All systems, including fire and intrusion detection, must be maintained without unplanned interruptions to their functions, ensuring safety for personnel and equipment.

5) Unique Requirements:

Certifications and Licenses: The contractor and personnel must hold all relevant certifications for the maintenance of fire and security systems.

Security Requirements: Contractors must comply with all applicable security protocols and access control measures at NAF Atsugi.

6) Project Milestones:

Base Ordering Period: Initial year of contract performance.

Option Periods: The contract includes seven (7) option periods. The government will decide whether to exercise each option period at the end of the previous ordering period based on performance.

3. Contract Procedures – Contract Specialist

a. Source Selection Process.

Evaluation Factors for Award (RFP page 15 of 53)

This procurement will be accomplished using Lowest Price Technically Acceptable (LPTA) procedures and will be conducted in accordance with Part 12 and 15 of the Federal Acquisition Regulation (FAR). Award will be made on the basis of lowest price technically acceptable, where price and non-price related factors are considered.

Non-price factor ratings are evaluated on a pass or fail basis. An “UNACCEPTABLE” rating for any factor makes a proposal ineligible for award unless corrected through discussions.

Offerors are reminded that award is intended to be made without discussions, however the Government reserves the right to negotiate with offerors if the Contracting Officer determines it necessary. Offerors may not have an opportunity to revise their proposal, therefore, each initial offer should contain their best terms.

b. Evaluation Factors.

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Price Factor:

When submitting proposals, the price for the Base and all Option Periods will be evaluated together.

The Non-Price Evaluation Factors for this acquisition are:

Factor 1 – Experience Factor 2 – Safety Factor 3 – Past Performance

Offerors should respond specifically to the factor submittal requirements as described in the RFP. Failure to do so or to deviate from the RFP requirements may result in an “UNACCEPTABLE” rating and could prevent award if discussions are not held.

1) Experience.

The Government is seeking to confirm offerors have experience completing recent and relevant contracts similar to the requirement. On Attachment 4 Offerors will submit 1-3 projects performed by the company that are recent and relevant. If submitting experience from an IDIQ contract, please include the Task Order number to demonstrate the work being performed. Combining of contracts or task orders to meet the minimum relevant project requirements is not allowed.

A relevant project is defined as:

(i) Demonstrating experience with

1) Maintenance or Repair/Replacement of Fire Protection (include Cathodic Protection) Systems – shall have experience in fire protection systems including Aqueous Film-Forming Foam (AFFF) system full flow test;

and/or

2) Maintenance or Repair/Replacement of Intrusion Detection Systems - shall have experience in Intrusion Detection Systems (IDS) including Various Electrical and Communication Systems;

Offerors must demonstrate experience for each type of service. A single contract or task order can demonstrate experience in both types of services.

(ii) A contract or task order performed in Japan;

(iii) A contract or task order with an annual value of ¥10,000,000 or greater (if applicable use an exchange rate of 1USD/100JPY).

A recent project is defined as:

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(i) A contract or task order substantially completed within the past 5 years of the issuance of this solicitation or an ongoing project with at least one year of completion.

2) Safety

The Government is seeking to determine that the Offeror has consistently demonstrated a commitment to safety and that the Offeror plans to properly manage and implement safety procedures for itself and its subcontractors.

The evaluation will collectively consider the following four (4) elements:

1. Total Case Rate (TCR) Rate for the specified five (5) calendar years (CY)

2. Lost Time Incident Rate (LTIR) for the specified five (5) CY

3. Technical Approach for Safety (narrative)

4. Other Sources of Information available to the Government

The board will evaluate the TCR and LTIR rates to determine if the Offeror has demonstrated a history of safe work practices taking into account any negative trends or extenuating circumstances that impact the rating.

3) Past Performance.

The Government will evaluate the quality of the offeror’s past performance considering recency, relevancy, sources, context, and trends. The Government shall consider information submitted by contractors and CPARS databases, as well as information obtained from any other sources.

Offerors lacking relevant past performance history will not be evaluated favorably or unfavorably for Past Performance. The offeror must provide the information requested in the solicitation or affirmatively state that it possesses no relevant, directly related, or similar past performance.

c. Proposal Requirements.

1) Proposals are due 30 October 2024 at 14:00 JST

2) Proposals should be submitted as follows:

Proposal must be submitted through the Solicitation Module in Procurement Integrity Enterprise Environment (PIEE). (see RFP Page 10 &11 of 53)

Price Proposal shall be submitted on the Attachment 3 J- 0200000 FIRE IDS Exhibit Line Item Numbers (ELINs).

Non- Price Proposal shall be submitted on Attachment 4 Experience Form, Attachment 5 Safety Narrative, and Attachment 6 Past Performance Form.

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Any proposals submitted in by other means will not be considered for award.

3) Representations and Certifications.

Prospective offerors shall complete electronic annual representations and certifications at the SAM.gov in conjunction with required registration in the SAM database. Prospective offerors shall update the representations and certifications as necessary, but at least annually, to ensure they are current, accurate, and complete.

The representations and certifications are effective until one year from date of submission or update to SAM.

d. Points of Contact.

Your points of contact for this solicitation are:

Contract Specialist: Amanda Jo amanda.jo.civ@us.navy.mil Procuring Contracting Officer: Ross Yamato ross.w.yamato.civ@us.navy.mil

4. Closing Remarks

Pre-Proposal Inquires (PPI) due 15 Oct 2024 14:00 JST Proposal due 30 Oct 2024 14:00 JST

Please submit all questions on Attachment 2 Form. Any changes to the combined solicitation/synopsis will be done via amendment and will be posted on SAM.gov.

Thank you everyone for participating in this conference. We look forward to hearing from you.