J-9 Pre-Proposal Site Visit Powerpoint.pptx

Camp Lemonnaire (CLDJ) BOS (N62470-22-R-0005)

Pre-Proposal Conference and Site Visit Kickoff Briefing

2 Apr 2024

CUI

Welcome and Introduction Overview of the Contract PWS General Information BOS Services PWS Structure FSC Discussion Topics Solicitation and Proposal Information Lessons Learned Site Visit Itinerary

Agenda

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 Kathleen.a.Delashmitt.civ@us.navy.mil. Questions will be answered via a solicitation amendment and posted on www.sam.gov

All attendees must sign in on the attendance sign-in sheet. The list of site visit attendees will be made available via next amendment.

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

Pre-Proposal Conference Information

The outcome to be achieved is a follow-on contract for on-going CLDJ Base Operation Support (BOS) services for Camp Lemonnaire Djibouti, Chabelley Air Field Djibouti, and at various locations within the continent of Africa.

BOS Requirement includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to perform: 24 technical annexes and other related services.

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

CLDJ BOS Contract Overview

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.

SECTION C: Annex Content – Technical Annexes 3 - 18

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 Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention Numbering example: “J-0200000-05”

Limits of Liability Section C, Annex 0200000 Management and Administration, Spec Item 2.15.2 Notification to the Government for Work Above the Recurring Work Limitations:

When work is expected to exceed the recurring work limits, the Contractor shall notify the PAR/COR and provide a rough order of magnitude (ROM) estimate for the work exceeding the Contractors recurring work limits of liability within two hours for emergency and one day for routine actions of identification for further direction. The Government may issue a bullet or task order in accordance with the non-recurring work portion of the contract detailed below or accomplish the work by means other than this contract.

The Contractor shall provide a detailed scope of work and detailed estimate, per Section F, per the non-recurring work procedures in Spec Item 2.16 for any potential bullet or task orders resulting from work that exceeded a recurring work limit of liability in the contract. The estimate shall include the full scope of work and clearly show the itemized deductions for the applicable recurring work limit of liability. The resultant proposed price shall be for the portion of the work exceeding the recurring work limit of liability.

CLDJ BOS PWS Structure

FSC Discussion Topics

Service Orders

Systems Approach Integrated Maintenance Program (IMP) Unique Client Requirements Other Considerations

Service Orders

Service Orders (cont’d) Fence line-to-Fence line, up to and including the fence and outlying areas:

“The Contractor shall perform service order work in a timely manner to accomplish any work identified within the entire boundary of the installation, whether or not the facilities, systems, structures, and other assets are identified in Section J to ensure facilities, systems, ground structures and other assets are fully functional, in normal working condition and function properly in accordance with specified standards.”

“Service orders will include a wide variety of work.”

Intent is to provide an effective way to execute reactive and unscheduled work Within scope of contract Within limits of liability of service orders Pushback:

New Work Not tied to or included in an inventory, facility list, etc.

Service Order Limits of Liability:

The 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 order.

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

Service Order Limits of Liability:

The 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 order.

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

Section C, Sub-annex 1502000 Facility Investment, Spec Item 3.1 Service Orders:

The 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 order.

The Government will only pay for the portion of direct labor and/or direct material that exceeds the service order limits of liability. Example of work exceeding the Service Order limits of liability:

If a service order requires $2,900 in direct labor and direct material cost, the Government may issue a facility bullet or task order in accordance with the Non-recurring Work portion of the contract for the $400 in direct labor and direct material cost that exceeded the Service Order limit of liability.

Other examples (i.e., PM and IMP) are also included in the specs Ask questions prior to award Limits of Liability will be applied/enforced post award.

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

Section J, Sub-annex 1502000 Facility Investment, Attachment J-1502000-06 HVAC and Refrigeration Systems:

“HVAC and Refrigeration Systems commence at and includes the utility isolation point of connection and terminate at the conditioned air point of delivery. The Contractor shall develop and implement an Preventive Maintenance (PM) Program or Integrated Maintenance (IMP) Program for the HVAC and Refrigeration Systems and all mechanically and electrically interlocked ancillary parts, equipment, and components of the HVAC and Refrigeration Systems such as: air handling units, blowers, boilers, chillers, compressors (including 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 and control systems including the EMCS.

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

Other statements you may see in a spec for “systems” Systems commence at the utility isolation point of connection and terminate at the point of delivery.

The intent with regard to Systems Straightforward – “maintain the system” Consider other relevant information – facility size, industry knowledge, location, etc.

Expect to be responsible for “Systems” requirements post award

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. IMP encompasses accepted commercial practices, including reactive, preventive, predictive and proactive maintenance, into one optimal program. 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. Service Orders will not be issued for accomplishment of repairs on systems and equipment maintained under IMP.

Plain Talk:

A “breakdown” maintenance approach is unacceptable Don’t waste your page count on theory – be clear about What you plan to do;

How it’s worked;

Adequate resources to get what you propose done.

Your approach can be high or low tech but should include:

A solid PM Program and monitoring approach Timely reactive repairs – response similar to service orders Minimize downtime and outages Think “Systems”

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

Annex 0200000 spec item 2.4.1, Energy Saving Equipment Compliance: As part of Contractor’s mobilization, the Contractor shall replace any non-Energy Star Efficient products and any energy inefficient equipment (window air conditioning, old HVAC package units, water heaters, fluorescent lamps, metal halides lamps) installed on any Contractor occupied facilities, unit, building or structures. The Contractor shall complete replacement of all non-energy efficient equipment with compliant equipment within the Base Year contract period. The Contractor shall submit an Equipment Replacement Plan detailing the proposed equipment replacement schedule per Section F.

F&ES: Govt Furnished Equipment – Contractor Maintained – Contractor Replaced

Hiring of HCNs: Contractor Required to employ 1087 Djiboutian (Annex 0200000, spec item 2.7.1)

Water Laboratory: more stringent Lab certification, Lab Director/QA Manager, reporting requirements.

1402000 spec item 3.4, Expeditionary 320-Man Camp: Annual requirement for a period of up to 120 days.

Implementation of MAXIMO TR, eMH Module for UH

Critical Spare Parts: Ktr ownership plus Govt to perform quarterly inventory joint inspection for compliance.

Critical Personnel Add-ons: Water Lab Director, Water Lab QA Manager, Galley Manager, PM with added contract action authority

Contractor Personnel 24/7 Availability

Contingency Plan Requirements: In the event of visa entry issues, social strife, troop surge, system/eqpt failure, natural disasters, etc.

Non-Recurring Work Add-ons: Mobile Chiller, Gensets, Shuttle services, contingency line items, specialized equipment rentals, etc.

Safety & Energy Conservation Measures: BOS Contractor Camp mandatory annual % goal metrics per baseline set by Govt. KTR to replace non-energy efficient equipment during Base year period.

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 & 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 N62470-22-R-0005 RFP & Amendments are available at: SAM.gov Contract Opportunities at https://www.sam.gov

Solicitation N62470-22-R-0005 was issued on 4 March 2024.

Two (02) Amendments have been issued to date.

Amendment 0001 was issued 8 March 2024 to provide site visit information and revise sections A, J, and L of the RFP.

Amendment 0002 was issued 11 March 2024 to update the site visit information and revise section A of the RFP.

Solicitation has 20 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) twelve-month options and three (3) six-month options.

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).

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

Volume 1 – Price Proposal Shall provide Tab A through K submittals in accordance with Section L, L.5 EVALUATION FACTORS, 3. Basis of Evaluation and Submittal Requirements for Each Factor, (a) Volume I: Price Proposal

Volume 2 – Non-Price Proposal Shall provide Tab A through C submittals in accordance with Section L, L.5 EVALUATION FACTORS, 3. Basis of Evaluation and Submittal Requirements for Each Factor, (b) Volume II: Non-Price Proposal

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 – Past Performance

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

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.

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 4.

When the proposal is evaluated as a whole, Factors 1, 2, 3, and Factor 4 – Past Performance/Performance Confidence Assessment factor combined (i.e., the non-price evaluation factors) are significantly more important than price.

Questions regarding the solicitation MUST be submitted in writing using Attachment J-4, 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 via email to Kathleen.a.Delashmitt.civ@us.navy.mil no later than 03 Apr 2024.

Responses and changes to the solicitation will be published on SAM 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

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

Kathleen Delashmitt Contract Specialist, CON36

757.322.8332 Office

757.322.4166 Fax

Kathleen.a.Delashmitt.civ@us.navy.mil

NAVFAC Atlantic AQ:

Amber Forehand-Hughes Contracting Officer, CON36

757.322.8336 Office

757.322.4166 Fax

Amber.l.forehand-hughes.civ@us.navy.mil

Site Visit Itinerary (Day 1)

Site Visit Itinerary (Day 2)

Site Visit Itinerary (Day 3)

Any Questions?

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Work Category Completion Times Notes

Emergency service order Emergency service requests are responded to within 1 hour of receipt of call.

The Contractor shall remain at worksite and work without interruption until the emergent condition is arrested and facilities, systems, structures, and other assets are fully functional, in normal working condition, and function properly.

Window/Split type AC Units servicing living quarter shall be repaired or replaced within 2 hours of receipt of the service order request. 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.

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

Facility Bullets Bullets are completed within the scheduled completion time frames as specified on the order. The Government may order additional maintenance and repairs using Facility Bullets. 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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