J-10 Site Visit Presentation.pdf

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Pre-Proposal Conference N62470-21-R-0002

Base Operations Support (BOS) Services Naval Support Facility (NSF)

Redzikowo, Poland 17-18 February 2022

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Itinerary

Thursday: 17 February 2022

• 7:00 Assemble at Polish Main Gate

• 7:45 Shuttle to Building 4200

• 8:30 Pre-Proposal Conference -

Kick Off

• 9:00 Site Tour Part One

• 10:00 Site Tour Part Two

• 11:00 Lunch (1 Hour)

• 12:30 Site Tour Part Three

• 13:30 Brief

• 14:30 Overview for Day 2 (Badge

Turn In)

Friday: 18 February 2022

• 8:30 Site Tour Part Four

• 10:00 Wrap Up (Badge Turn In)

Tour times and sites subject to change.

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Agenda

• Pre-Proposal Conference Information

• PWS General Information

• NSF Redzikowo, Poland PWS Structure

• BOS Discussion Topics

• Solicitation and Proposal Information

• Lessons Learned

• Contact Information

• Itinerary

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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 susan.l.mckenzie.civ@us.navy.mil and matthew.r.lewis52.civ@us.navy.mil. Questions will be answered via a solicitation amendment and posted on https://sam.gov

• All attendees must sign in on the site-visit 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**

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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.

• 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.

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PWS General Information

• SECTION C: Annex Content – Technical Annexes 3 – 18

Spec Item Standard Use 1 General Information

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

2 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.

3 Technical Requirements All technical requirements of this specification.

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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

– ELINs (J-0200000-13)

– Other Cost Attachments (JB-1, JH-1)

– Other Technical Attachments

• 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-0200000-07”

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BOS Poland PWS Structure Annex 1 (0100000) – General Information Annex 2 (0200000) – Management and Administration Annex 3 (0300000) – Command & Staff Annex 4 (0400000) – Public Safety

• 0401000 – Force Protection

• 0402000 – Fire and Emergency Services

• 0403000 – Emergency Management

Annex 10 (1000000) – Supply

• 1001000 – Material Management

• 1002000 – Supply Services

Annex 12 (1200000) – Morale, Welfare and Recreation (MWR) Annex 13 (1300000) – Galley Annex 14 (1400000) – Housing Annex 15 (1500000) – Facilities Support

• 1501000 – Facility Management

• 1502000 – Facility Investment

• 1502001 Facility Investment (AA Facilities)

• 1503010 – Custodial

• 1503020 – Pest Control

• 1503030 – Integrated Solid Waste Management

• 1503050 – Grounds Maintenance and Landscaping

• 1503060 – Pavement Clearance

Annex 16 (1600000) – Utilities

• 1601000 – Utilities Management

• 1602000 – Electrical

• 1604000 – Wastewater

• 1606000 – Water

Annex 17 (1700000) – Base Support Vehicles and Equipment Annex 18 (1800000) – Environmental

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BOS Discussion Topics

• Contract Brief Background

• Service Orders

• Other Items of Interest

• Unique Client Requirements

• Building Occupancy Dates

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Overview of the Contract

• The outcome to be achieved is a Cost Plus Award Fee follow-on contract for on-going Base Operation Support (BOS) services for NSF Redzikowo, Poland.

• Requirement includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to perform: 23 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.

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Work Category Completion Times Emergency Service Orders

Emergency service orders responded to within one hour of receipt of request. Emergency service orders are arrested within 24 hours of receipt of request.

Urgent Service Orders

Urgent service orders are completed within five working days of receipt of request.

Routine Service Orders

Routine service orders are completed within 30 calendar days of receipt of request.

Emergency Service Orders

(MCSS)

MCSS emergency service orders responded to within 10 minutes of receipt of request. Emergencies are arrested within 24 hours of receipt of request.

Service Orders

• 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.

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Specifications require maintenance on “Systems” for many spec items. Systems Descriptions do not list every “piece/part” of the system. For Example:

Section C, Sub-annex 1502000 Facility Investment, Spec Item 2.3.3 and Section C Sub-annex 15020001 Facility Investment

– AA Facilities, Spec Item 2.5:

“The Contractor shall implement preventive maintenance plans based on a systems approach methodology. The 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.”

1502000 Spec Item 2.3.3.1 HVAC and Refrigeration Systems and 1502001 Spec Item 2.5.1 HVAC and Refrigeration Systems :

“HVAC and Refrigeration Systems commence at the utility isolation point of connection and terminate at the conditioned air point of delivery. HVAC and Refrigeration Systems include all major components and air handling units, blowers, boilers, chillers, compressors, air compressors, condensers, controls, cooling towers, dehumidifiers, diffusers, driers, ducts, electrical disconnects, evaporators, fans, fan coil units, filters, fire dampers, fresh air dampers, heaters, heat exchangers, heat pumps, hoods, humidification systems, insulation, intakes, package units, piping, pumps, refrigeration boxes, registers, returns, strainers, ultraviolet lighting, valves, VAV boxes, variable frequency drives, water treatment systems, monitoring, controls, and instrumentation systems, etc.”

In addition, all building HVAC systems are controlled by a Direct Digital Control (DDC) Building Automation System (BAS). The BAS interfaces with the Fire Alarm Control Panel. The controls system provides continuous monitoring for the following systems and components:

Space temperature Make-up Air Handling Units Variable Refrigerant System”

Using the HVAC example above, the Contractor shall be responsible for a PM of the “HVAC System” to include ancillary parts, equipment, and components that may or may not be specifically listed in the J attachment.

Systems

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1502001 Facility Investment – AA Facilities

Section C, Sub-annex 1502001 Facility Investment AA Facilities , Spec Item 2.3.3:

“As part of a minimally manned forward operating location, the expectation is that the MCSS Contractors will be capable to perform both watchstanding and maintenance functions. MCSS Contractors may be required, as directed, to perform UCC watch station during Readiness Conditions I and II, as well as a rover to monitor, operate and maintain the equipment. Under lesser Readiness Conditions of readiness, specifically conditions III, IV, and V, the MCSS operator/maintainers will perform corrective and preventive maintenance, alignments, and assessments, monitor plant conditions and assist military counterparts in maintenance, training and operations. Roving watchstanders will be expected to take initial actions to align and operate the plant in the case of loss of host nation power until an additional watchstander can respond.”

Section C, Sub-annex 1502001 Facility Investment AA Facilities , Spec Item 3.3:

“The Contractor is fully responsible for and shall perform operation, maintenance, repair, including replacement, and emergency and casualty response. Any incidental repairs performed are not considered a service order.

The Contractors shall be responsible for performing scheduled and unscheduled installation, maintenance, repair, modification, installation and testing of systems and equipment to ensure proper working order, and isolating equipment malfunctions and taking corrective action. Contractor MCSS maintenance also includes providing equipment and system enhancement recommendations to active duty personnel, training in equipment operation, interacting with customers, SMEs, managers and senior leadership. “

MCSS Maintenance Requirements

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Solicitation and Proposal Information

• Review key aspects of the solicitation:

– General Contract Requirements

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

– Evaluations Factors for Award to include the Basis for Award (Section M)

– Solicitation N62470-21-R-0002 RFP and Amendments are available at:

https://sam.gov

– Solicitation N62470-21-R-0002 was issued on 26 January 2022.

– Two (2) Amendments has been issued to date

• Amendment 0001 was issued to provide revisions to various sections of the RFP.

• Amendment 0002 was issued to provide revisions to various sections of the RFP.

– The solicitation has 9 Contract Line Item Numbers (CLINs). One CLIN for each of the periods including mobilization, Base, all options, extension of services and demobilization.

– Options: The Government has the option to the 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).

https://sam.gov/

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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. The Government intends to make an award without discussions, but reserves the right to conduct discussions if necessary.

– 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 DELIVERY OF PROPOSALS WILL NOT BE ACCEPTED.

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• Volume I – Cost Proposal

– Offeror shall provide Tab A through K submittals in accordance with

Section L, L.6(a) Volume I: Cost Proposal.

• Volume 2 – Non-Cost Proposal

– Offeror shall provide Tab A through C submittals in accordance with Section L, L.6(b) Volume 2: Non-Cost Proposal.

Solicitation and Proposal Information (continued)

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

– Factor 1 – Corporate Experience

– Factor 2 – Safety

– Factor 3 – Past Performance

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

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• The tradeoff process is selected as appropriate for this acquisition. The Government considers it to be in its best interest to allow consideration of award to other than the lowest cost offeror or other than the highest technically rated offeror.

• Award will be made to the responsible Offeror(s) whose offer conforms to the solicitation and represents the best value to the Government, cost and non-cost factors considered.

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• For Evaluation Purposes:

– Factor 2 – Safety

• An offeror rated Unacceptable for Factor 2 will be considered ineligible for award, unless discussions occur and the issues causing the Unacceptable rating are corrected through discussions and proposal revisions.

– The relative order of importance of the non-cost evaluation factors is the technical factors, Factor 1, is equal in importance to the past performance evaluation/performance confidence assessment, Factor 3.

– When the proposal is evaluated as a whole, the technical factors and past performance/performance confidence assessment factor combined (i.e., the non-cost evaluation factors) are significantly more important than cost.

– 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 (if held).

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.

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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 (cost and non-cost).

• 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.

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Contact Information

• NAVFAC Atlantic Contracting

• Sue McKenzie, Contracting Specialist, CON36

• Email: susan.l.mckenzie.civ@us.navy.mil

• Matthew Lewis, Contracting Officer, CON36

• Email: matthew.r.lewis52.civ@us.navy.mil mailto:susan.l.mckenzie.civ@us.navy.mil mailto:matthew.r.lewis52.civ@us.navy.mil