Attachment 10_PreProposal Conference.pdf

Pre-Proposal Conference Grounds Maintenance and Tree Trimming Services

Various Military Installations and DOD Tenants, Guam and Northern Marianas Islands

N40192-24-R-9000

24 APR 2024

CUI

Welcome

Ms. Teresita U. Wall Contracting Specialist

ACQ22.A Facility Support Contracts (FSC)/CORE NAVFAC Marianas

Introduction of Government Presenters

NAVFAC MARIANAS, FSC CORE Acquisition

Ms. Teresita U. Wall Contract Specialist

ACQ22.A Facility Support Contracts (FSC)/CORE NAVFAC Marianas

Ms. Ursula San Nicolas Contracting Officer

ACQ22.A Facility Support Contracts (FSC)/CORE NAVFAC Marianas

Agenda

• Conference Ground Rules

• Posting of RFP & Related Documents

• RFP Information

• Performance Work Statement (PWS)

• Price Proposal Submittal Requirements

• Technical Proposal Submittal Requirements

• Evaluation Factors for Award

Conference Ground Rules

• Remarks and explanations addressed during the conference shall not qualify or alter the terms and conditions of the solicitation.

• The terms and conditions of the solicitation remain unchanged unless the solicitation is formally amended in writing.

• Picture taking, video cameras, and recording devices are not allowed in the conference.

• No minutes of this meeting will be provided.

• The following will be provided via amendment to the RFP:

Slides from the conference

A list of attendees

• No questions will be taken at this pre-proposal conference. All questions must be provided on Attachment JL-1 Written Questions RFI Solicitation Form and submitted via email to Teresita U. Wall (Teresita.u.wall.civ@us.navy.mil) and Ursula San Nicolas (Ursula.m.Sannicolas.civ@us.navy.mil.

Please clearly indicate your company name, section and paragraph number of the RFP or specification, as applicable.

Posting of RFP & Related Documents

Documents posted one website:

• Systems for Award Management (SAM) website @ https://sam.gov

Amendments:

• The amendment (SF30 and continuation pages) will be uploaded to website www.sam.gov

• Any attachments, exhibits, or any related documents will be uploaded to

SAM.

• To date, no amendments have been posted.

• It is the offerors’ responsibility to check SAM websites for any amendments.

RFP INFORMATION

Contract Type & Term

Indefinite Delivery, Indefinite Quantity (IDIQ) contract with recurring and non-recurring work. The term “recurring work” refers to the Firm Fixed Price (FFP) portion of the contract, while “non-recurring work” refers to the IDIQ portion of the contract.

5 year and 6 months contract period:

Base period

Four (4) 12-month option periods

One (1) 6 month extension of services

General Information

The Contractor shall provide all labor, management, supervision, tools, material, and equipment required to perform Grounds Maintenance and Tree Trimming

Services to all U.S. Military Facilities on Guam, Navy and

AAFB activities at various locations, Guam, M. I. and the

Northern Marianas Islands as described herein.

Uniform Contract Format

A – Solicitation/contract form

B – Supplies or Services and

Prices/Costs

C – Description/specifications/PWS

D – Packaging and marking

E – Inspection and acceptance

F – Deliveries or performance

G – Contract administration data

H – Special contract requirements

I – Contract clauses

J – List of Attachments/Exhibits

K – Representations/Certifications

L – Instructions, Conditions &

Notices

M – Evaluation Factors for Award

Performance Work Statement (PWS)

• Annex 0100000 (General Information)

• Annex 0200000 (Management & Administration)

• F-0200000 (Deliveries or Performance)

• J-0200000 (Documents, Exhibits, and Other Attachments)

• Annex 1503050 Section C PWS

• F-1503050 (Deliveries Or Performance)

• J-1503050 (Documents, Exhibits, and Other Attachments)

Volume I Price Proposal Submittal Requirements

Volume I - Price

• Refer to Section L.6 Proposal Requirements of the RFP

• Paper:

• Original and 4 copies

• Electronic:

• One CD

• Modifiable documents (i.e. excel files)

Components of Volume I Price Proposal

(1) Standard Form (SF) 33

(2) Section B/CLIN & ELIN

(3) Authorized Personnel

(4) Representations & Certifications

(5) Financial Capability

(6) Teaming/Joint Venture/Mentor-Protégé Agreements

(7) Supporting Cost Data

Sample FFP (Recurring) ELINs

CLIENT ELIN

DESCRIPTION - FIRM FIXED

PRICE WORK QUANTITY

UNIT OF

ISSUE FREQUECY UNIT PRICE TOTAL AMOUNT

AAFB FAMILY HOUSING

A001 Service Level (SL) Prestige Mowing and Trimming 3.1.1.1.1 0.36 AC -$

A002 SL Housing Standard Mowing and Trimming Housing Grounds 3.1.1.1.3

144.53 AC -$

A003 SL Housing Standard Mowing and Trimming Housing Grounds

3.1.1.1.3 MONTHLY

52.50 AC 12 -$

A004 SL Semi-Improved Mowing and Trimming 3.1.1.1.4 36.28 AC -$

A005 Shrub and Hedge Maintenance (SL Standard) 3.1.5.2 0.30 MSF -$

A006 Trimming of Palmaceous Trees

3.1.6.1 1,200.00 EA -$

A007 Palmaceous tree trimming

3.1.6.1 MONTHLY 105.00 EA 12 -$

A008 Herbiciding 3.1.7.3 18.70 AC -$

BASE PERIOD

Line Item 0001 Recurring Work Price - Base Period, 1 December 2024 -30 November 2025 PROVIDE PRICES TO PERFORM GROUNDS MAINTENANCE AND LANDSCAPING SERVICES - RECURRING WORK - IN ACCORDANCE

WITH SECTION C, SPEC ITEM 3

ELINs A001 through A116

Sample IDIQ (Non-Recurring) ELINs

Line Item 0002 Indefinite Delivery / Indefinite Quantity Price - Base Period

ELIN Product Name Description Extended Estimated Quantity

Unit of Issue

Unit Price

Extended Price

A701 Mowing & Trimming The turf shall be cut at a uniform height between two inches (2”) and not more than four inches (4”) from the ground.

3,000 AC -$

A702 Shrub & Hedge Maintenance

Shrubs and hedges shall be properly pruned to present a healthy, safe, and aesthetic appearance.

15,000 SF -$

ELINs A701 through A736

EXHIBIT A - CLIN 9001

PROVIDE PRICES FOR GROUNDS MAINTENANCE AND LANDSCAPING - INDEFINITE DELIVERY / INDEFINITE QUANTITY -

IN ACCORDANCE WITH SECTION C, SPEC ITEM 4

EXHIBIT LINE ITEM NUMBERS

SOLICITATION/CONTRACT #N40192-24-R-9000

ATTACHMENT J-0200000-09

Financial Capability

• For Prime Contractor and all Joint Venture Partners:

• 3 years of Financial Statements

• Evidence of availability of Working/Operating Capital for contract performance

• For Joint Ventures, discuss financial responsibilities

Teaming/JV/Mentor-Protégé Agreements

• For all Teaming, Joint Ventures (JV), Limited Liability

Corporation (LLC) and Mentor-Protégé (MP) arrangements, submit:

• Formation Documents

• Operating Agreement

• Detailed statement outlining the terms requested under part 6

• List of subcontractors/partners/parties

Supporting Cost Data

• As part of their pricing proposal, offerors shall provide a complete detailed cost breakdown for each contract period by cost element, by Annex, by ELIN, and by Sub-ELIN to support the amounts specified for each CLIN on Section B. Offerors will need to provide supporting worksheets and narrative explanations to fully explain the basis and rationale for the proposed amounts, including back up details that can be related to various segments of an offeror’s technical proposal.

Offerors shall submit the supporting cost data in the same format for, the base period, and all option periods.

• Provide basis and rationale for the proposed amounts.

Volume II Technical Proposal Submittal Requirements

Volume II - Technical

• Refer to Section L.6 Proposal Requirements of the RFP

• Paper:

• Original and four (4) paper copies

• Minimum tabbed by Factors

• Electronic:

• One (1) CD

• Bookmark all sections the same for paper and electronic copies.

Volume II - Technical

Address the following Non-Cost/Price Factors:

• Factor 1 – Technical Approach

• Factor 2 – Recent, Relevant Experience of the Firm

• Factor 3 – Safety

• Factor 4 – Management Plan / Quality Control

• Factor 5 – Past Performance on Recent, Relevant

Projects

Volume II – Factor 1

The offeror shall clearly demonstrate its understanding of and approach to accomplishing the complexity and magnitude of service requirements set forth in the performance objectives and standards of the Performance Work Statement. The narrative shall not exceed five (5) pages. If the offeror submits more than five (5) pages for evaluation, the Government will evaluate the first five (5) pages and will not need to evaluate anymore information that follows the first five (5) pages.

Offerors shall describe the staff, skills, techniques, equipment, supplies and other resources proposed to accomplish the objectives and standards detailed in the Performance Work Statement, particularly the requirements set forth under Annex 15, Facilities Support, & Industrial Grounds Maintenance. Though technical approach will be evaluated with emphasis on Annex 15, this does not preclude the offeror from addressing other areas of the PWS which may contribute to and supplement the offerors’ overall technical approach.

Offerors shall identify the risks they expect to encounter under the performance objectives and standards of this solicitation and how their technical approach and contingency plans will mitigate those risks.

Failure by the offeror to identify any risks, (e.g. mobilization, equipment, personnel, supplies, changing requirements etc.) that are readily apparent to the Government evaluators and mitigation to such risks, may result in a lower rating for this factor.

Volume II – Factor 2 The Offeror shall submit the following information:

Submit a minimum of three (3) and a maximum of five (5) service projects/work performed by the Offeror that best demonstrates offeror experience on recent (within 5 years), relevant projects that are similar in size (dollar value, square footage), scope and complexity to the request for proposal (RFP). For purposes of this evaluation, a relevant project is further defined as SIMILAR GROUNDS MAINTENANCE SERVICES performed under a single task order or contract. For multiple award and indefinite delivery/indefinite quantity type contracts, the contract as a whole shall not be submitted as a project, rather

Offerors shall submit the work performed under a task order as a project. Service projects submitted for the Offeror shall be completed within the past five (5) years of the date of issuance of this RFP. Any projects submitted in excess of the five (5) will not be considered.

FOR MORE DETAILED SUBMITTAL REQUIREMENTS FOR THIS FACTOR, PLEASE REFER

TO SOLICITATION SECTION L FACTOR 2.

Volume II – Factor 3

Offerors shall submit:

• DART Rate: Submit five (5) previous complete calendar years’ [CY2019, CY2020, CY2021, CY2022, and CY2023] worth of data (not an overall average).

• Total Recordable Case (TCR) Rate. Submit five (5) previous complete calendar years’ [CY2019, 2020, 2021, 2022, and 2023] worth of data (not an overall average).

• Technical Approach for Safety. Two page maximum.

FOR MORE DETAILED SUBMITTAL REQUIREMENTS FOR THIS FACTOR,

PLEASE REFER TO SOLICITATION SECTION L FACTOR 3.

Volume II – Factor 4

The offeror’s proposal must include a plan with emphasis on an effective organizational structure for performance of the work required and quality control procedures to adequately monitor and measure contract performance. The plan shall not exceed five (5) pages. If the offeror submits more than five (5) pages for evaluation, the Government will evaluate the first five (5) pages and will not need to evaluate anymore information that follows the first five (5) pages.

FOR MORE DETAILED SUBMITTAL REQUIREMENTS FOR THIS FACTOR.

PLEASE REFER TO SOLICITATION SECTION L FACTOR 4.

Volume II – Factor 5

IF A COMPLETED CPARS EVALUATION IS AVAILABLE, IT SHALL BE

SUBMITTED WITH THE PROPOSAL. IF THERE IS NOT A COMPLETED

CPARS EVALUATION, the Past Performance Questionnaire (PPQ) included in the solicitation is provided for the offeror, or its team members to submit to the client for each project the offeror includes in its proposal for Factor 2, Recent, Relevant Experience of the Firm. AN OFFEROR SHALL NOT SUBMIT A PPQ WHEN A COMPLETED CPARS IS AVAILABLE. In addition to the above, the Government may review any other sources of information for evaluating past performance.

FOR MORE DETAILED SUBMITTAL REQUIREMENTS FOR THIS FACTOR,

PLEASE REFER TO SOLICITATION SECTION L FACTOR 5.

Evaluation Factors for Award

Evaluation Factors for Award

RFP Section M – Evaluation Factors for Award

M.1 – Selection Factors/Best Value Selection

• The Government shall select the source whose proposal offers the best value to the Government in accordance with established criteria in Section M of the solicitation.

Relative Importance

Evaluation factors are NON-COST/PRICE and PRICE:

• The relative order of importance of the non-cost/price evaluation factors is the technical Factors 1 through 4 are of equal importance to each other and, when combined, are equal in importance to the past performance evaluation/performance confidence assessment Factor 5.

• When the proposal is evaluated as a whole, the technical factors and past performance/performance confidence assessment factor combined (i.e., the non-cost/price evaluation factors) are approximately equal to price.

Evaluation Factors

Price

• The Government will evaluate price based on the total price.

Total price consists of the basic requirements and all option items (see Section B of the solicitation)

Non-Cost/Price Evaluation Factors

• Factor 1 – Technical Approach

• Factor 2 – Recent, Relevant Experience of the Firm

• Factor 3 – Safety

• Factor 4 – Management Plan / Quality Control

• Factor 5 – Past Performance on Recent, Relevant Projects

Non-Cost/Price Factor 1

The Government will focus on whether the offeror has proposed an overall plan, methods, procedures and resources that are capable of accomplishing the requirements of the overall project. The Government preference is for a proposal that demonstrates a high probability of accomplishing solicitation performance requirements.

Non-Cost/Price Factor 2

The Government will focus on whether the offer demonstrates extensive experience in recent, relevant grounds maintenance services projects. The offeror's experience demonstrates a strong ability to manage grounds maintenance projects being executed at the same time, with little to no risk of achieving solicitation requirements.

Non-Cost/Price Factor 3

The evaluation will collectively consider the following:

- DART Rate

- Total Recordable Case (TRC) Rates

- Offeror Technical Approach to Safety

- Other sources of information available to the

Government

Non-Cost/Price Factor 4

The Government will evaluate the effectiveness of the offeror’s project management plan and structure for performance, and the ability to utilize such objectives to successfully meet the grounds maintenance services requirements of this contract. The Government will evaluate whether key personnel proposed meet or exceeds the stated minimum requirements in terms of experience, education and training. Additionally, the Government will evaluate the quality control measures presented in the proposal for achieving both quality and timeliness, as well as the effectiveness of the offeror’s plan for management of subcontracted efforts. Failure to provide any of these requirements (e.g. objectives, organizational structure and quality control procedures may result in a lower rating for this factor.

Non-Cost/Price Factor 5

The degree to which past performance evaluations and all other past performance information reviewed by the Government (e.g., CPARS, Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), performance recognition documents, and information obtained from any other source) reflect a trend of satisfactory performance considering:

- A pattern of successful completion of tasks;

- A pattern of deliverables that are timely and of good quality;

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

- Recency of tasks performed that are identical to, similar to, or related to the task at hand.

Non-Cost/Price Rating Scheme Factor 2 Recent, Relevant Experience of the Firm Rating:

• Very Relevant

• Relevant

• Somewhat Relevant

• Not Relevant

Factor 5 Past Performance on Recent, Relevant Projects Confidence Assessment ratings:

• Substantial Confidence

• Satisfactory Confidence

• Limited Confidence

• No Confidence

• Neutral Confidence

Factors 1, 3, & 4 ratings:

• Outstanding

• Good

• Acceptable

• Marginal

• Unacceptable

Current Project Timeline

• Pre-Solicitation issued – 8 April 2024

• Solicitation issued – 17 April 2024

• Site Visit – April 24 – 25, 2024

• Proposals due – May 16, 2024 (Apra Hts. B4175 FSC

(1st Floor) 03:00 PM Local Time

• Contract award (Planned) – 15 November 2024

• Full performance – December 01, 2024

Site Visit Guidelines

• No photos shall be taken anytime during the site visit. If anyone is caught taking photos they will be asked to leave the site visit.

• For your safety, no wandering off on your own. Please stay with the group. This is so we can keep track of all attendees.

• Request that you adhere to the designated start time and return time from lunch.

• List of possible sites to visit:

• NBG Fuel Farm

• Navy Munitions Command (NMC)

• Naval Hospital

• Nimitz Hill areas

• Polaris Point

• Naval Base Guam

Final Words

If any of the information presented at the Pre-

Proposal Conference conflicts with the RFP, the information in the RFP will govern.

THANK YOU FOR YOUR TIME AND ATTENTION