Attachment_J-10_Pre-Proposal_Conference_PowerPoint.pdf

Pre-Proposal Conference N62470-18-R-3012

FACILITY SUPPORT SERVICES (FSS) FOR

U.S. NAVAL RESEARCH LABORATORY,

WASHINGTON, D.C.

27-28 March 2019

Agenda

Welcome PWS General Information NRL PWS Structure FSC Discussion Topics Other Considerations Solicitation and Proposal Information Lessons Learned Contact Information Itinerary NRL Security

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 kari.webler@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.

Annex 2 – Management and administration requirements relevant to the entire scope of the contract.

Annex 15 – contain the technical information and requirements. Annex 15 contains 4 sub-annexes

SECTION C: Annex Content

Spec Item Standard Use Priced

General Information Non-cost information unique to the understanding of the technical requirements of this specification

No

Management & Administration Management and administrative requirements unique to the planning, execution, management and administration of the performance requirements of this specification. This cost is spread to Spec Item 3 for Recurring Work or Spec Item 4 for 100% Non-Recurring Work.

Yes

Recurring Work All Recurring Work technical requirements of this specification. Yes

Non-recurring Work A pre-priced list of unplanned and unscheduled Unit Priced Task (UPT) Work (non-negotiated) and Unit Priced Labor (UPL) Work (negotiated).

Yes

SECTION F: Summarization of reports Contains a summary list and examples of data deliverables and reports Deliverables are listed in Attachment F

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 Directives, Instructions, and References Inventories and Maps Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention

Numbering example: “J-0200000-02”

NRL FSS PWS Structure

• Annex 15 Facilities Support

– 1501000 Facility Management

– 1502000 Facility Investment

– 1503030 Integrated Solid Waste Management (ISWM)

– 1503060 Pavement Clearance

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 Facility Support Services (FSS) contract for U.S. Naval Research Laboratory, Washington D.C.

serving one (1) major stakeholder.

•Requirement includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to perform One (1) technical annex and other related services.

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

•This procurement is a total small business set aside in accordance with FAR 19.502-2.

Service Orders

Work Category Completion Times

Emergency Service Order Emergency Service Orders are responded to within 1 Hour of receipt of call.

Emergency Service Orders are resolved within 24 hours.

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.

Routine service order Routine Service Orders are completed within 30 calendar days.

Project Work Order Project Work Orders are completed within the specified date of the original Project Work Order

Emergency Service Order: 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. 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

Work Category Annex 1502 Facility Investment (Limits of Liability)

Emergency service order Contractor has full responsibility for any work up to the service order limit of liability of $1,500 in direct labor and direct material cost per service.

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.

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.

Project Work Orders Project Work Order Level 1 – Up to $6,000

Project Work Order Level 2 – Up to $15,000

Project Work Order Level 3 – Up to $25,000

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.

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

Unique Client Requirements

Customer Driven Requirements – distinctive work specific to R&D environment Hybrid Facility Support Services

• Temperature and Humidity controlled laboratory spaces

• Dedicated Building Mechanics

• Installation Facilities Monitoring

Strict Environmental compliance - reporting Unique/Critical Equipment: i.e., acid neutralization system, HVAC systems, Control Systems, 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 N62470-18-R-3012 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 N62470-18-R-3012 was issued on 12 March 2019.

Two (2) amendments have been issued to date.

Amendment 0001 was issued 15 March 2019 to provide additional information for the pre-proposal/site visit registration requirements in Section A of the RFP.

Amendment 0002 was issued 25 March 2019 to notify interested parties regarding information pertinent to conference venue. And amendment changes to Annex 1502, Facility Investment, Section J.

(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).

(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

HAND DELIVERIES WILL NOT BE ACCEPTED

(continued)

Volume 1 – Price Proposal Shall provide Tab A through I 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.

(continued)

The solicitation requires the evaluation of price and the following non-price factors:

Factor 1 – Corporate Experience

Factor 2 – Staffing Approach

Factor 3 – Safety

Factor 4 – Past Performance

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

(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, and 3 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 4.

When the proposal is evaluated as a whole, all technical factors and the performance confidence assessment (past performance) rating, when combined are significantly more important than price.

(continued)

Questions regarding the solicitation MUST be submitted in writing using Attachment J-5, 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 required element within each factor

Contact Information

NAVFAC Atlantic AQ:

Kari Webler Contract Specialist, ACQ22

757.322.4083 Office

kari.webler@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

NRL Itinerary

Day One, 27 March 2019

• 0630: Arrival of Attendees (NRL Badging Office, must be on approved list)

• 0830: Park and assemble @ Bldg. 52 West Parking Lot

• 0840: Depart on bus for Bldg. 226 Auditorium

• 0900‐1000: Pre‐Proposal Conference In‐Brief (Bldg. 226 Auditorium, NRL)

• 1000‐1200: Site Tour Naval Research Laboratory (Bldg. 209, 216, 222)

• 1200‐1300: Lunch

• 1300‐1530: Site Tour Continued Naval Research Laboratory (Bldg. A47, A59, 71, 30)

• Return to Building 52 parking lot for their vehicles.

Day Two, 28 March 2019

• 0630: Arrival of Attendees (NRL Badging Office, must be on approved list)

• 0740: Park and assemble @ Bldg. 52 West Parking Lot

• 0750: Depart on bus for Bldg. 43

• 0800‐1200: Site Tour Naval Research Laboratory (Bldg. 43, 3, 2 and 271 )

• 1200‐1300: Lunch

• 1300‐1530: Site Tour Continued Naval Research Laboratory*

• Return to Building 52 parking lot for their vehicles.

NRL Security

• No cameras or cell phones (w/ camera) will be allowed during tour.

• Taking pictures or video of anything anywhere on the facility is NOT allowed.

•Must stay with NAVFAC or NRL escort at all times during your NRL site walkthrough.

•Must have your NRL badge pass visible at all times

Wrap-Up

Any Questions?

Site Tour