J-9_Pre-Proposal_Conference_PowerPoint.pdf

Pre-Proposal Conference

N62470-19-R-2001

BASE OPERATIONS SUPPORT (BOS)

SERVICES at U.S. NAVAL STATION

ROTA, SPAIN

04 October 2019

Agenda

Pre-Proposal Conference Information PWS General Information Rota PWS Structure BOS Discussion Topics Other Considerations Solicitation and Proposal Information Lessons Learned Contact Information Rota 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) will not be entertained during this site visit. All questions should be submitted in writing via email to kari.webler@navy.mil. All submitted questions will be answered as a solicitation amendment and posted on 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

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.

Annexes 3 through 18 contain the technical information and requirements peculiar to that technical annex. Each of these annexes can contain 1 or more sub-annexes.

(continued)

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

(continued)

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

Numbering example: “J-0200000-02”

Rota BOS PWS Structure

•0100000 General Information •0200000 Management and Administration •0501030 Aviation Fuel Support •1401000 Family Housing •1402000 Unaccompanied Housing •1501000 Facility Management •1502000 Facility Investment •1503010 Custodial •1503020 Pest Control •1503030 Integrated Solid Waste Management •1503050 Grounds Maintenance and Landscaping •1700000 Transportation •1800000 Environmental

BOS Discussion Topics

Service Orders

Liability Threshold

Limits of Liability

Integrated Maintenance Program (IMP)

Unique Client and Requirements

Service Orders

Work Category Completion Times Emergency Service Order

- Emergency Service Orders are responded to within 30 minutes during Government working hours, and within one (2) hours outside Government working hours of receipt of request.

- The Contractor shall remain at the work site until the emergency has been arrested.

Emergency Service Order / Medical Treatment Facilities

- Emergency Service Orders that affect patient care are responded within (5) five minutes.

- Emergency Service Orders are responded to within five (5) minutes of receipt of request during Government working hours, and within one (1) hour of receipt of requests outside Government working hours.

- The Contractor shall remain at the work site until the emergency has been arrested.

Emergency Service Order / Family Housing

- Emergency Service Orders are responded to within 45 minutes of receipt of request during Government working hours, and within one (1) hour of receipt of requests outside Government working hours.

- The Contractor shall remain at the work site until the emergency has been arrested.

Urgent Service Order / Medical Treatment Facilities

- Urgent Service Orders are responded to within two (2) hours of receipt of request during Government working hours, and within four (4) hours of receipt of requests outside Government working hours.

- Urgent service orders are completed within 48 hours of receipt of request.

Urgent Service Order - Urgent service Orders are completed within five (5) working days of receipt of request.

Urgent Service Order / Family Housing

- No Urgent Service Orders.

(continued)

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.

Medical Treatment Facilities: shall have a Duty Crew 24 hours a day, seven days a week.

Work Category Completion Times Routine Service Order - Routine Service Orders are completed within 30 calendar days of receipt of request.

Routine Service Order / Medical Treatment Facilities

- Routine service orders responded to within three (3) working days of receipt of request.

- Routine Service Orders are completed within three (3) working days of receipt of request.

Routine Service Order / Family Housing

- Routine Service Orders are completed within 5 working days of receipt of request.

(continued)

• 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 (Family Housing): 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 2.14.3, Inventory Data Quantity Variation: at the end of each contract period, joint validation of inventory data plus or minus 15% of the original amount. A contract modification to be executed for full increase or decrease in inventory quantity a the end of the contract period.

Liability Thresholds

Work Category Limits of Liability (1502000 Facility Investment and 1401000 Family Housing)

Emergency, Urgent and Routing Service Order

Contractor has full responsibility for any work up to the service order limit of liability of $3,000 material and 80 hours cost per service (unless otherwise specified)

Emergency, Urgent and Routing Service Order / Medical Treatment Facilities

Contractor has full responsibility for any work up to the service order limit of liability of $700 material and 30 hours cost per service (unless otherwise specified)

Emergency and Routine Service Order / Family Housing

- Emergency Service Orders: Contractor has full responsibility for any work up to the service order limit of liability of $700 (include direct labor and material cost).

- Routine Service Orders: Contractor has full responsibility for any work up to the service order limit of liability of $500 (include direct labor and material cost).

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 after being determined that the repairs would exceed the applicable service order liability limit, the Government will only pay for the portion of labor and/or material that exceeds the service order limits.”

NOTE: Service orders will not be issued for accomplishment of repairs on systems and equipment maintained under the Integrated Maintenance Program (IMP).

Integrated Maintenance Program (IMP)

• IMP is a recurring state-of-the-art, reliability-centered inspection, testing, maintenance and repair program that determines best practices for managing the functions and consequences of failures of facilities equipment and system components.

• The IMP approach gives the Contractor full responsibility to maintain systems and equipment and perform repairs whenever necessary to ensure equipment and systems are operational and remain in a constant state of readiness.

• As part of the IMP, the Contractor has full responsibility for any individual occurrence of repair, including replacement, up to and including the specified limit of liability (LOL). If cost of the repair exceeds the LOL, the Government will only be liable for costs exceeding the LOL.

• If the Government identifies a problem or a need for repair, the Government will contact the work reception desk. Service orders will not be issued for accomplishment of repairs on systems and equipment maintained under IMP.

Unique Clients and Requirements

BUMED – Medical Treatment Facilities

• Critical Medical Equipment i.e. Medical Gas, Medical Air and Medical Vacuum

• Dedicated Duty Crew 24 hours a day, seven days a week, including holidays

DoDEA – Kindergarten, Elementary, Middle and High Schools

• Total of approx 20K Sq Mt.

Family Housing – 460 Units

• Total of approx 60K Sq Mt.

• Change of Occupancy Maintenance (COM) Services

Crane Services

Pier-Side Services

** 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 N62470-19-R-2001 RFP & Amendments are available at: Federal Business Opportunities at https://www.fbo.gov

(continued)

Solicitation N62470-19-R-2001 was issued on 18 September 2019.

One (1) Amendment has been issued to date.

Amendment 0001 was issued 03 October 2019 to respond to pre-award inquiries, provide revisions to Section C (Annexes 0100000, 0200000, 1502000-00, 1502000-01) Section H, and Section L and provide revisions to attachments J-5, J-1503010, and J-1503020.

(continued)

Solicitation has 20 Contract Line item Numbers (CLINs). The base period has one CLIN for recurring work and one CLIN for non-recurring work. The nine

(9) option periods also each have one CLIN for recurring work and one CLIN for non-recurring work.

Options: The Government has the option to extend the term of contract in accordance with Section I, Contract Clause, FAR Clause 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.

Your proposal MUST be in English.

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 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.

(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. This allows the Government to award to other than the lowest priced proposal or other than the highest technically rated as stated within the solicitation.

(continued)

For evaluation purposes:

Factor 3 will be rated Acceptable or Unacceptable. An offeror rated unacceptable for Factor 3 will be considered ineligible for award, unless discussions are conducted and the Unacceptable is corrected through discussions and proposal corrections. Factors 1 and 2 are of equal importance to each other and, when combined, are equal in importance to the past performance/performance confidence assessment rating (Factor 4). When the proposal is evaluated as a whole, the technical factors and the past performance/performance confidence assessment rating combined (i.e. the non-price evaluation factors) are significantly more important than price.

Any proposal found to have a deficiency in meeting the stated solicitation requirements or performance objectives will be considered ineligible for award, unless the deficiency is corrected through discussions and proposal revisions. Proposals may be found to have either a significant weakness or multiple weaknesses tat impact either the individual factor rating or the overall rating for the proposal.

(continued)

Questions regarding the solicitation MUST be submitted in writing using Attachment J-4 Pre-Award Inquiry Form provided with the solicitation.

All questions shall be submitted via email to kari.webler@navy.mil no later than Tuesday, 15 October 2019.

Responses and changes to the solicitation will be published on FEDBIZOPPS as amendments to the solicitation. Vendors are encouraged to register 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

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