J-14 Site Visit Presentation.pdf

Pre-Proposal Conference

N62470-19-R-2004

BASE OPERATIONS SUPPORT (BOS)

SERVICES at NAVAL SUPPORT

ACTIVITY NORTHWEST ANNEX,

CHESAPEAKE, VIRGINIA

30 January 2020

Presentation Agenda

Pre-Proposal Conference Information PWS General Information Northwest Annex (NWA) PWS Structure BOS Discussion Topics Other Considerations Solicitation and Proposal Information Lessons Learned Contact Information

Tentative Site Tour Agenda

Please note that all times below are subject to slight variation based on the evolving conditions of the day.

0830-0930 – Presentation 0930-1130 – Brig Visit 1130-1230 – Lunch 1230-1330 – Wastewater Treatment Plant (WWTP) 1330-1400 – Water Treatment Plant (WTP) 1400-1500 – Contractor’s compound/steam plant 1500-1530 – Medical 1530-1600 – Electrical substation

Pre-Proposal Conference Information

This is an informal briefing to review significant information in the solicitation. Any statements provided in this briefing or in response to oral questions during the physical site visit are unofficial and non-binding.

Pre-award Inquiries (Clarifications/questions) will not be entertained during this site visit. All questions should be submitted in writing via email to thomas.cloud@navy.mil. Offerors should submit inquiries using Attachment J-5 that was published with the solicitation. All submitted questions will be answered as a solicitation amendment and posted on the following website:

https://beta.sam.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 technical information and requirements peculiar to each 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”

NWA BOS PWS Structure

•0100000 General Information •0200000 Management and Administration •1501000 Facility Management •1502000 Facility Investment •1503010 Custodial •1503020 Pest Control •1503030 Integrated Solid Waste Management •1503040 Other (Swimming Pools) •1503050 Grounds Maintenance and Landscaping •1503060 Pavement Clearance •1601000 Utility Management •1602000 Electrical •1604000 Wastewater •1605000 Steam •1606000 Water

BOS Discussion Topics

Service Orders

Project Work

Limits of Liability

Systems

Workmanship and Material Standards

Integrated Maintenance Program (IMP)

Control Systems

Unique Client and Requirements

Service Orders

Work Category Completion Times Annex 1502000 Facility Investment Annex 1601000 Utility Management

Emergency Service Order

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

- 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.

Emergency Service Orders are responded to within 30 minutes of receipt of call.

- 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 30 minutes of receipt of call.

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

Routine Service Order - Routine Service Orders are completed within 30 calendar days of receipt of request.

Project Work

• Project Order Work is broken into three levels (reference 1502000 Facility Investment, specification items 3.2 through 3.2.3):

–Project Work Order Level 1 – Up to $5,000 –Project Work Order Level 2 – Up to $10,000 –Project Work Order Level 3 – Up to $20,000

• Project work is intended to allow for the execution of work not defined elsewhere in the contract and is generally issued for work that is not complex in nature and a detailed cost estimate or job plan is not necessary.

• The Government may issue project work orders for work requirements at any location within the defined boundaries of this contract for any reason at the discretion of the government.

• Project Orders cannot be combined to increase value, however can be used as a follow on for an Emergency Service Order, PM, IMP or Inspection, Testing and Certification.

Liability Thresholds

Work Category Limits of Liability 1502000 Facility

Investment 1601000 - 1606000

(Utility Management / Electric / Wastewater / Steam / Water)

Emergency, Urgent, or Routine Service Order $2,500 per service $5,000 per service

Project Work Order Level 1 $5,000 per service

Project Work Order Level 2 $10,000 per service

Project Work Order Level 3 $20,000 per service

Preventive Maintenance (PM) $2,500 $2,500 (Wastewater)

Integrated Maintenance Program (IMP) $5,000 $5,000

(Electric / Wastewater / Water)

$10,000 (Steam) Inspection, Testing and Certification Same as PM and IMP

Limits of Liability

• Annex 1502000/1601000, 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. The Government may issue an order under the non-recurring work provisions of the contract for the portion of direct labor and direct material cost that exceeds the service order limits of liability.”

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

Systems

• Systems approach to maintaining equipment vice maintaining individual components.

Below is a sample of what makes a system:

–Systems approach emphasizes the interdependence and interactive nature of elements within and external to equipment systems. Systems include all major components and terminate at the point of delivery to include all mechanically and electrically interlocked ancillary parts, equipment, and components. Systems typically include items not normally included in an inventory listing, such as, controls, diffusers, driers, ducts, electrical disconnects, filters, dampers, hoods, insulation, intakes, piping, refrigeration boxes, registers, returns, strainers, ultraviolet lighting, valves, water treatment systems, instrumentation systems, monitoring , control panels/systems, annunciators, initiating devices, detectors, sensors, meters, batteries, notification appliances, voice communication devices, antennas, AFFF Foam, Wet Chemicals, Dry Chemicals, alarm devices, sprinkler heads, nozzles, connections, gauges, electric motors and engines (i.e.

generators/pumps), tanks, fuses etc.

Workmanship and Material Standards

•The Contractor shall be responsible for maintaining all facilities, systems, and equipment identified in this technical sub-annex, to a standard that prevents deterioration beyond that which results from normal wear and tear and corrects deficiencies in a timely manner to assure full life expectancy of the facilities, systems, and equipment.

Best commercial practices shall be applied in the performance of work. All work shall be completed per approved and accepted industry and equipment manufacturers’ standards and shall comply with building and safety codes, applicable activity, local, state, and federal regulations, and other technical requirements identified within this technical sub-annex.

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.

Control Systems

Building Control Systems

(BCS)

•Direct Digital Controls (DDC) and Energy Management Control Systems (EMCS)

•Fire Alarm Systems (FAS) •Fire Suppression Systems

Utility Control Systems

(UCS)

•Water Systems •Electric Systems •Wastewater System •Steam Plant Systems

Unique Clients and Requirements

CNRMA – Joint Regional Correctional Facility

• Secure Facility, escorts will be required

• Temperature needs to be maintained within specified limits.

• Fire Protection Systems shall be monitored 24 hours per day, seven days per week, 365 days per year.

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

CNRMA – Utilities (Electric/Wastewater/Steam/Water)

• Systems shall be monitored 24 hours per day, seven days per week, 365 days per year.

• Minimum Operator Attendance per Permits/NAVFACINST 11300.37A

Please Read the solicitation in its entirety to include all attachments referenced in Section J.

Other Considerations

First & Foremost – “Be prepared to perform the work as stated in the performance work statement at the price that you propose.”

Limits of Liability (LOL) will be applied as specified to include sub-

Contractor mark-up.

Prices proposed will be used – do not expect to re-negotiate prices after award.

Price what you propose:

All the “bells and whistles” in your technical proposal;

Labor quantities and skill levels/qualifications; and 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.

Other Considerations (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.

Annex 02, Spec Item 2.16, Inventory Data Quantity Variation:

The Contractor shall provide an inventory when requested and at the end of each contract period; the Government and the Contractor will jointly verify the change in inventory amounts.

Should an inventory quantity supporting a contract ELIN be validated to exceed plus or minus ten (10%) percent of the original amount, a contract modification will be executed for the full increase or decrease in inventory quantity.

Solicitation and Proposal Information

Review key aspects of the solicitation:

•General Contract Requirements

•Proposal Instructions, Conditions, and Notices to Offerors (Section L)

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

•Solicitation N62470-19-R-2004 RFP & Amendments are available at: Contract Opportunities at https://beta.sam.gov

(continued)

Solicitation N62470-19-R-2004 issued on 31 December 2019.

Five (5) Amendments have issued as of 27 January 2020:

1. Amendment 0001 was issued 7 January 2020 to provide the site visit date and submission information.

2. Amendment 0002 was issued 10 January 2020 to provide additional site visit information and to provide updated ELINs and other attachments.

3. Amendment 0003 was issued 15 January 2020 to provide even more site visit information and to revise the recurring work CLINs text to align with the updated ELINs from Amendment 0002.

4. Amendment 0004 was issued 23 January 2020 to revise spec item 1601000 in section C, revise attachment J-1601000, and to revise attachment J-0200000-18 Amendment 0004.

5. Amendment 0005 was issued 23 January 2020 to provide updated pre-proposal conference/site visit instructions in Section A, which instructions relate to the start of this conference.

(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).

Options: The Government also has the option to extend services in accordance with Section I, Contract Clause, FAR Clause 52.217-8 Option to Extend Services (Nov 1999).

(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 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.

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:

The distinction between corporate experience and past performance is that experience pertains to the volume of work completed by a contractor that are comparable to the types of work described under the definition of recent, relevant projects, in terms of size, scope, and complexity. Past performance pertains to both the relevance of recent efforts and how well a contractor has performed on the contracts.

The relative order of importance of the non-price evaluation factors is that the technical factors, Factors 1, 2, and 3, are of equal importance to each other and, when combined, are equal in importance to the past performance evaluation/performance confidence assessment factor, Factor 4.

When the proposal is evaluated as a whole, the technical factors and past performance/performance confidence assessment factor 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 that 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-5 Pre-Award Inquiry Form provided with the solicitation.

All pre-proposal questions shall be submitted via email to thomas.cloud@navy.mil no later than Thursday, 6 February 2020.

Responses and changes to the solicitation will be published on Contract Opportunities 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:

Alex Cloud Contract Specialist, ACQ22

757.322.8233 Office

thomas.cloud@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

Wrap-Up

Any Questions?

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