Attachment_J-12_Pre-Proposal_Presentation_Slides.pptx

Pre-Proposal Conference N62470-16-R-5008 Base Operations Support (BOS) Services at Naval Support Activity (NSA) Annapolis, Maryland, to Include Services at The United States Naval Academy 28 November 2018

Agenda Welcome PWS General Information NSA Annapolis PWS Structure FSC Discussion Topics Other Considerations Solicitation and Proposal Information Lessons Learned Contact Information Itinerary

Pre-Proposal Conference Information This is an informal briefing to review significant information in the solicitation. Any statements provided in this briefing are unofficial.

Pre-award Inquiries (Clarifications/questions) – All questions should be submitted in writing via email to erica.s.walker@navy.mil and erin.quimby@navy.mil. Questions will be answered via a solicitation amendment and posted on www.neco.navy.mil and www.fbo.gov.

All attendees must sign in on the attendance sign-in sheet. Sign-in sheet will be made publically available via next amendment.

**Do not attempt to contact the Government site visit points of contact for additional information**

PWS General Information Supports PBSC (Performance Based Service Contracting) Uses Navy-wide templates Standard structure Tabular format 1 standard functional annex Annex 1 – Contains information relevant to the entire scope of the contract.

PWS General Information SECTION C: Annex Content – Technical Annexes 3 - 18

Each technical annex (Annexes 3 -18) will have the same format. Notice that the technical annexes contain four spec items, 1-4, compared to one spec item for Annexes 1 and 2.

Spec Item 1 will always include general information unique to understanding the technical requirements of the specification. This item will not require pricing by the offeror. Not to be confused with Annex 1, Spec Item 1 of the technical annex, though titled the same, includes only general information specific to that technical annex.

Spec Item 2 will always include management and administrative requirements unique to the planning, execution, management and administration of the performance requirements of this spec. This item will be priced by the offeror as a non-additive item and spread to the performance requirements in Spec Item 3 (for FFP/IQ contract) or Spec Item 4 (for 100% IDIQ contracts). Not to be confused with Annex 2, Spec Item 2 of the technical annex, though titled the same, includes only management and administration information specific to that technical annex.

Spec Item 3 will always include the firm fixed-priced performance requirements.

Spec Item 4 will always include the indefinite quantity work of unplanned and unscheduled requirements.

PWS General Information SECTION F: Summarization of reports Contains a summary list and examples of data deliverables and reports SECTION J: Documents, Exhibits, and Other Attachments Recurring Work ELINs Non-recurring Work ELINs Client ordering of pre-priced line items via task order Other attachments Definitions and Acronyms Wage Determinations and CBAs Directives, Instructions, and References Inventories and Maps Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention Numbering example: “J-0200000-07”

Annapolis BOS PWS Structure Annex 15 Facilities Support 1501000 Facility Management 1502000 Facility Investment 1503020 Pest Control 1503030 Integrated Solid Waste Management (ISWM) 1503060 Pavement Clearance 1503070 Special Events Annex 16 Utilities 1601000 Utility Management 1602000 Electrical 1603000 Natural Gas 1604000 Wastewater 1605000 Steam 1606000 Water 1607000 Chiller Plant Annex 17 Transportation (formally Base Support Vehicles & Equipment)

-As a note, this solicitation also includes Annex 0100000 General Information and 0200000 Management and Administration

FSC Discussion Topics Contract Brief Background Service Orders Liability Threshold Limits of Liability Unique Client Requirements

Overview of the Contract Goal: Award of a follow-on Base Operation Support (BOS) services contract for Naval Support Activity Annapolis to include the United States Naval Academy, serving six (6) major stakeholders.

Requirement includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to perform: 14 technical annexes and other related services.

The outcomes for this acquisition are consistent with the Federal Acquisition Regulation (FAR) 37.101 definition of service contracts.

Service Orders

Emergency: The Contractor shall remain at the work site until the emergency has been arrested and shall remain working until the problem has been corrected or the limit of liability has been reached.

Service Orders – (Cont’d) Fence Line-to-Fence Line, up to and including the fence and outlying areas. Work requirements at any location within the defined boundaries of this contract, in buildings that may not be listed in the current facility listings, unplanned/new work and not limited to equipment listed in the respective Section J-inventories.

Project Work Orders: cannot be combined to increase dollar value; however, can be used for work requirements that are within the scope of contract, within established Limits of Liability, and quantities available.

Annex 02, spec item 2.16, Inventory Data Quantity Variation: At the end of each contract period, joint validation of inventory data plus or minus 10% of the original amount.

Liability Thresholds

Pest Control Service Orders: Contractor has full responsibility for any work up to the service order limit of liability of $2,500 in direct labor and direct material cost per service."

Limits of Liability Annex 1502000, spec item 3.1, Service Orders: “The Contractor shall notify the KO upon identification that the service order will exceed the liability limits specified below in accordance with reporting requirements in Annex 2. If non-recurring work is issued for repairs, the Government will only pay for the portion of labor and/or material that exceeds the service order limits.”

Annex 1502000, spec item 3.2, Project Work Orders: If the labor and material required are beyond the project work order liability limit a non-recurring work task order may be issued for repairs exceeding the project work order limit.

Also applies to Annex 1601000, Utility Management.

Direct material value is to “bound” KTR risk for material.

The resultant proposed price shall be for the portion of the work exceeding the recurring work limit of liability.

Unique Client Requirements Chapel Organ Maintenance Flood Control System Maintenance and Deployment of Flood Control Systems Maintain Stormwater Best Management Practices Bioretention, Filtration Systems, Open Swales, Porous Pavement, Rainwater Harvesting, Ponds, Stormceptor System Special Events – High Visibility Funeral Support, Commissioning, Retirements, etc.

Read the solicitation in its entirety.

Other Considerations First and Foremost – “Be prepared to perform the work for the price you bid” Limits of Liability (LOL) will be applied as specified Prices proposed will be used – don’t expect to re-negotiate post award

Price what you propose All the “bells and whistles” in your technical proposal Labor quantities and skill levels/qualifications Management and oversight to ensure quality and safety

Carefully consider non-recurring Unit Priced Labor (UPL) and direct labor definitions Understand what’s included – “fully burdened” UPL applies to “work” - whether performed by prime, sub, or vendor

Additional examples, definitions, etc. are provided in the specification

Solicitation and Proposal Information Review key aspects of the solicitation:

General Contract Requirements

Proposal Instructions, Conditions, and Notices to Bidders (Section L)

Evaluation Factors for Award to include the Basis for Award (Section M)

Solicitation N62470-16-R-5008 RFP & Amendments are available at: Navy Electronic Commerce Online (NECO) at https://neco.navy.mil/ and Federal Business Opportunities at https://www.fbo.gov

(continued) Solicitation N62470-16-R-5008 was issued on 22 October 2018.

Three (3) amendments have been issued to date.

Amendment 0001 was issued 1 November 2018 to provide updates / revisions to Sections A, C, F, J, L and M of the RFP.

Amendment 0002 was issued 14 November 2018 to notify interested parties that the Government is aware that the AMRDEC Safe File Exchange (SAFE) website is unavailable in order to submit the SECNAV Form 5512 which was due by 14 November 2018 at 12:00PM (Norfolk local time) in order to attend the Site Visit. The Government will issue a subsequent amendment with instructions (to include submittal due date) on how interested site visit attendees are to submit or resubmit the SECNAV Form 5512 in order to attend the site visit.

Amendment 0003 was issued 14 November 2018 to provide additional information for the pre-proposal/site visit registration requirements in Section A of the RFP.

Solicitation and Proposal Information (continued)

Solicitation has 14 Contract Line item Numbers (CLINs). One CLIN for recurring work and one CLIN for non-recurring work for the base performance period and each of the six (6) option periods.

Options: The Government has the option to extend the term of contract in accordance with Section I, Contract Clause, FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000).

Solicitation and Proposal Information (continued) Consider the following when submitting your proposal:

Provide all of the information required by the RFP. Read Sections L and M to understand all that is required.

Your first offer should be your best offer.

Proposals MUST be submitted by the closing date listed in the solicitation.

LATE PROPOSALS WILL NOT BE ACCEPTED.

ELECTRONIC PROPOSALS WILL NOT BE ACCEPTED

Solicitation and Proposal Information (continued)

Volume 1 – Price Proposal Shall provide Tab A through J submittals in accordance with Section L, paragraph L.6 Price and Non-Price Proposal Submittal Requirements.

Volume 2 – Non-Price Proposal Shall provide Tab A through C submittals in accordance with Section L, paragraph L.6 Price and Non-Price Proposal Submittal Requirements.

Solicitation and Proposal Information (continued) The solicitation requires the evaluation of price and the following non-price factors:

Factor 1 – Corporate Experience Factor 2 – Technical Approach/ Management Approach Factor 3 – Safety Factor 4 – Small Business Utilization Factor 5 – Past Performance

Note: Refer to Sections L & M of the Solicitation for additional detailed information required under each factor.

Solicitation and Proposal Information (continued) The best value continuum source selection process used in this acquisition is the tradeoff process. This process allows for a tradeoff between non-price factors and price.

Award will be made to that responsible offeror whose proposal, conforming to the solicitation, is determined to be the best value and allows the Government to accept other than the lowest priced proposal or other than the highest technically rated as stated within the solicitation.

(continued) The relative order of importance of the non-price evaluation factors is as follows: Factors 1, 2, 3 and 4 are of equal importance to each other. All non-price evaluation factors when combined, are equal in importance to the past performance evaluation/performance confidence assessment, Factor 5.

When the proposal is evaluated as a whole, Factors 1, 2, 3, and 4 and past performance/performance confidence assessment factor combined (i.e., the non-price evaluation factors) are approximately equal to price.

(continued) Questions regarding the solicitation MUST be submitted in writing using Attachment J-2, Pre‐Award Inquiry Form, which attachment was provided with the solicitation. This ensures all potential offerors receive accurate information at the same time.

All questions shall be submitted in accordance with the solicitation requirements.

Responses and changes to the solicitation will be published on NECO/FEDBIZOPS as amendments to the solicitation. Vendors are encouraged to register on both sites to receive automatic updates regarding the solicitation.

Lessons Learned (prior to proposal submission) Verify accuracy of SAM and VETS-4212 registrations Sign and return the SF33 and all solicitation amendments Ask questions if you are uncertain about something Create a checklist to ensure you have addressed all requirements Utilize pricing attachments provided in Section J to submit data and verify that there are no math errors in your extended totals.

Ensure data is consistent throughout the proposal (price and non-price) Number proposal pages consecutively and stay within the page limitations provided. Pages exceeding the page limitation will not be evaluated.

Do not copy and paste from a prior proposal Clearly label and separate/tab each factor in your proposal Address every element within each factor

Contact Information NAVFAC Atlantic AQ:

Erica Walker Contract Specialist, ACQ22

757.322.8103 Office

erica.s.walker@navy.mil NAVFAC Atlantic AQ:

Erin Quimby Contracting Officer, ACQ22

757.322.8658 Office

erin.quimby@navy.mil

Naval Facilities Engineering Command, Atlantic 6506 Hampton Blvd | Norfolk, VA | 23508-1278

Itinerary

7:45 -0815: Arrival and Check-In of Attendees – PWD Annapolis at Halligan Hall 0815-0830: Board buses and depart for Mitscher Hall 0900-0910: PWO Welcome/Comments 0910-1000: Pre-Proposal Conference Brief (Mitscher Auditorium) 1000: Break into Groups to begin Tour 1000-1145: Walking Site Tour of USNA (King Hall, Bancroft Hall, Memorial Hall and sample Midshipmen Room) 1145-1230: Lunch in Dahlgren Hall (Drydock Restaurant) 1230-1345: Visit Lejeune Chiller Plant, Rickover Chiller Plant, Rickover Hall and Alumni Hall 1345-1400: Board buses and depart for NSA Annapolis

1615: Return to Halligan Hall

Wrap-Up

Any Questions?

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Work Category Completion Times Notes

Emergency Service Order Emergency Service Orders are responded to within 15 minutes of receipt of call.

Emergency Service Orders are resolved within 24 hours.

The Contractor shall remain at the work site until the emergency has been arrested and shall remain working until the problem has been corrected or the limit of liability has been reached.

Urgent service order Urgent Service Orders are responded to within 2 hours during Gov't working hours and within 4 hours outside of Gov't working hours.

Urgent Service Orders are completed within 5 working days.

Unplanned, will include wide variety of work.

Routine service order Routine Service Orders are completed within 30 calendar days. Unplanned, will include wide variety of work.

Project Work Order Project Work Orders are completed within 30 calendar days of receipt of the original Project Work Order or by the specified date. Planned, multi-trade, complex or simple

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Work Category Completion Times Notes

Emergency service order Responded to within 1 hour of receipt of call.

Resolved within 24 hours.

The Contractor shall remain at the work site until the emergency has been arrested and shall remain working until the problem has been corrected or the limit of liability has been reached.

Urgent service order Responded to within 2 hours.

Completed within 5 working days.

Unplanned, will include wide variety of work.

Routine service order Completed within 30 calendar days. Unplanned, will include wide variety of work.

Project Work Order Completed within the scheduled completion date as specified on the order. Planned, multi-trade, complex or simple

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OSD LoL

Work Category Annex 1502 Facility Investment (Limits of Liability) Annex 1601 Utility Management (Limits of Liability)

Urgent service order Contractor has full responsibility for any work up to the service order limit of liability of $2,500 in direct labor and direct material cost per service. Contractor has full responsibility for any work up to the service order limit of liability of $7,500 in direct labor and direct material cost per service.

Routine service order Contractor has full responsibility for any work up to the service order limit of liability of $3,000 in direct labor and direct material cost per service. Contractor has full responsibility for any work up to the service order limit of liability of $7,500 in direct labor and direct material cost per service.

Project Work Order Project Work Level 1 – Up to $5,000 Project Work Level 2 – Up to to $10,000 Project Work Level 3 – Up to $15,000 Project Work Level 1 – Up to $15,000 Project Work Level 2 – Up to $25,000 Project Work Level 3 – Up to $50,000

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Work Category Definition Completion Times

Emergency service order Emergency is defined as any facility deficiency that immediately compromises the mission or life, health and safety. Always includes, but is not limited to, failure of any utility, fire protection, environmental control, or security alarm systems. Emergency service requests are responded to within 1 hour of receipt of call.

Emergency service requests are resolved within 24 hours.

Urgent service order Urgent is defined as any deficiency that does not immediately endanger personnel or property, but extended delays of repairs could result in damage to Government property, or soon affect the security, health, or well-being of personnel or the continued operation of a service or system. Urgent service requests are responded to within 2 hours.

Urgent service requests are completed within 5 working days.

Routine service order Routine is defined as any work requirement within the defined LOL that does not qualify as emergency or urgent. Routine service requests are completed within 30 calendar days.

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WORKTYPE DEFINITION STANDARD

Emergency service order Emergency is defined as any facility deficiency that immediately compromises the mission or life, health and safety. Always includes, but is not limited to, failure of any utility, fire protection, environmental control, or security alarm systems. Response means personnel arrive on-scene. Resolve means emergency has been mitigated/arrested. Any remaining work is non-emergency. 90% of Emergency service requests are responded to within 1 hour.

100% of Emergency service requests are resolved within 24 hours.

Urgent service order Urgent is defined as any deficiency that does not immediately endanger personnel or property, but extended delays of repairs could result in damage to Government property, or soon affect the security, health, or well-being of personnel or the continued operation of a service or system. 90% of Urgent service requests are resolved within 5 working days.

Routine service order Routine is defined as any deficiency that does not qualify as emergency or urgent, but is needed to maintain the agreed upon facility condition. Maintain means to repair to such a condition that it may be used for its intended purpose and to normal working condition. Does not include improvements. 90% of Routine service requests are resolved within 30 calendar days.

Project Work that is scheduled and may require one or more of the following: planning, engineering, coordination, and multi-trades. Can include Simple and Complex projects. Simple projects do not require formal estimates, planning, and/or design.

Also includes scheduled component replacement and repair where components are replaced at end of useful service life. Useful service life is the actual life of the component and may differ from the expected service life. Useful service life is defined by failure or based on an economic analysis indicating repair costs exceed 70% of the replacement value.

90% of Projects are completed on budget and by scheduled completion date. 90% of components are replaced IAW the component useful service life.

Recurring/ Preventive Maintenance (PM) Work of a repetitive nature required to maintain expected service life according to DOD facilities sustainment model (FSM). 90% of PM is completed that is required by manufacturers' recommendations, generally accepted industry practices, or a locally agreed upon PM schedule.

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OSD SLide

Work Category Definition Completion Times

Emergency service order Emergency is defined as any facility deficiency that immediately compromises the mission or life, health and safety. Always includes, but is not limited to, failure of any utility, fire protection, environmental control, or security alarm systems. Emergency service requests are responded to within 1 hour of receipt of call.

Emergency service requests are resolved within 24 hours.

Urgent service order Urgent is defined as any deficiency that does not immediately endanger personnel or property, but extended delays of repairs could result in damage to Government property, or soon affect the security, health, or well-being of personnel or the continued operation of a service or system. Urgent service requests are responded to within 2 hours.

Urgent service requests are completed within 5 working days.

Routine service order Routine is defined as any work requirement within the defined LOL that does not qualify as emergency or urgent. Routine service requests are completed within 30 calendar days.

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OSD LoL

Work Category Annex 1502 Facility Investment (Limits of Liability) Annex 1601 Utility Management (Limits of Liability)

Urgent service order Contractor has full responsibility for any work up to the service order limit of liability of $2,500 in direct labor and direct material cost per service. Contractor has full responsibility for any work up to the service order limit of liability of $2,500 in direct labor and direct material cost per service.

Routine service order Contractor has full responsibility for any work up to the service order limit of liability of $2,500 in direct labor and direct material cost per service. Contractor has full responsibility for any work up to the service order limit of liability of $2,500 in direct labor and direct material cost per service.

Project Work Order Project Work Order Level 1 – Up to $5,000 Project Work Order Level 2 – Up to to $10,000

Project Work Order Level 1 – Up to $7,500 Project Work Order Level 2 – Up to $10,000 Project Work Order Level 3 – Up to $15,000

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WORKTYPE DEFINITION STANDARD

Emergency service order Emergency is defined as any facility deficiency that immediately compromises the mission or life, health and safety. Always includes, but is not limited to, failure of any utility, fire protection, environmental control, or security alarm systems. Response means personnel arrive on-scene. Resolve means emergency has been mitigated/arrested. Any remaining work is non-emergency. 90% of Emergency service requests are responded to within 1 hour.

100% of Emergency service requests are resolved within 24 hours.

Urgent service order Urgent is defined as any deficiency that does not immediately endanger personnel or property, but extended delays of repairs could result in damage to Government property, or soon affect the security, health, or well-being of personnel or the continued operation of a service or system. 90% of Urgent service requests are resolved within 5 working days.

Routine service order Routine is defined as any deficiency that does not qualify as emergency or urgent, but is needed to maintain the agreed upon facility condition. Maintain means to repair to such a condition that it may be used for its intended purpose and to normal working condition. Does not include improvements. 90% of Routine service requests are resolved within 30 calendar days.

Project Work that is scheduled and may require one or more of the following: planning, engineering, coordination, and multi-trades. Can include Simple and Complex projects. Simple projects do not require formal estimates, planning, and/or design.

Also includes scheduled component replacement and repair where components are replaced at end of useful service life. Useful service life is the actual life of the component and may differ from the expected service life. Useful service life is defined by failure or based on an economic analysis indicating repair costs exceed 70% of the replacement value.

90% of Projects are completed on budget and by scheduled completion date. 90% of components are replaced IAW the component useful service life.

Recurring/ Preventive Maintenance (PM) Work of a repetitive nature required to maintain expected service life according to DOD facilities sustainment model (FSM). 90% of PM is completed that is required by manufacturers' recommendations, generally accepted industry practices, or a locally agreed upon PM schedule.

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