J-9 Pre-Proposal Conference PowerPoint (Amendment 0002).pptx

Pre-Proposal Conference N62470-22-R-0006 Base Operations Support (BOS) Services at Russell-Knox Building, Quantico, Virginia

07 September 2022

Agenda Welcome PWS General Information RKB BOS PWS Structure FSC Discussion Topics Other Considerations Solicitation and Proposal Information Lessons Learned Contact Information Itinerary

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 on the Attachment J-4, Pre‐Award Inquiry Form, via email to barkley.k.brown.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. 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.

PWS General Information SECTION C: Annex Content – Technical Annexes 3 - 18

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 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 and Maps Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention Numbering example: “J-0200000-07”

RKB 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 (ISWM) 1503050 Grounds Maintenance and Landscaping 1503060 Pavement Clearance 1700000 Transportation 1800000 Environmental

FSC Discussion Topics

Contract Brief Background Service Orders Liability Threshold Limits of Liability Systems Approach to Maintenance Unique Client Requirements

Overview of the Contract The outcomes to be achieved is a follow-on contract for on-going RKB Base Operations Support (BOS) services serving multiple stakeholders.

Requirement includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to perform nine (9) 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.

Service Orders Emergency: 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 Urgent service orders are complete within five working days. The Contractor shall perform urgent service orders without extended delay.

Routine Routine service orders are complete within 10 working days.

Service Orders – (Cont’d) 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.

Fence Line-to-Fence Line, up to and including the fence and outlying areas. Service orders will be ordered to accomplish any work identified within the entire boundary of the installation, whether or not the facilities, systems, ground structures, and other assets are identified in Section J.

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 Pest Control Service Orders: 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."

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, Preventive Maintenance Program: $500.00.

“The Contractor shall notify the KO upon identification that the repair repair 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 Preventive Maintenance Program liability limits.”

Limits of Liability (Cont’d) Annex 1502000, Spec Item 3.3, Integrated Maintenance Program: $10,000.

“The Contractor shall notify the KO upon identification that the repair 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 Integrated Maintenance Program liability limits.”

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

Systems Approach to Maintenance

Annex 1502000 Spec Item 2.3.3 “The Contractor shall implement maintenance program 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.”

Systems Approach to Maintenance (Cont’d) HVAC and Refrigeration System Description: “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, dynamic V8 filtration systems, 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”

Unique Client Requirements

Custodial – distinctive work items and frequency by Service Class. Service levels A, B, C, D are customer-driven

Escorts provided by Government (via separate contract)

Custodial Services for common areas performed after hours

Read solicitation on 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 N62470-22-R-0006 RFP & Amendments are available at: https://sam.gov

Solicitation and Proposal Information (continued)

Solicitation N62470-22-R-006 was issued on 11 August 2022.

One (01) Amendment has been issued to date.

Amendment 0001 was issued 23 August 2022 to provide revisions to Section A, C, J, and disseminate PPI responses.

Solicitation and Proposal Information (continued)

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 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).

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.

Proposals MUST be submitted by the closing date listed in the solicitation.

LATE PROPOSALS WILL NOT BE ACCEPTED.

ELECTRONIC PROPOSALS WILL NOT BE ACCEPTED

Solicitation and Proposal Information (continued)

Volume 1 – Price Proposal Shall provide Tab A through I submittals in accordance with Section L, 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, L.6 Price and Non-Price Proposal Submittal Requirements.

Solicitation and Proposal Information (continued) 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.

Solicitation and Proposal Information (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 the responsible Offeror(s) whose offer conforms to the solicitation and represents the best value to the Government, price and non-price factors considered.

Solicitation and Proposal Information (continued)

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, the technical factors and past performance/performance confidence assessment factor combined (i.e., the non-price evaluation factors) are significantly more important than price.

Solicitation and Proposal Information (continued) 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 on the Attachment J-4, Pre‐Award Inquiry Form, via email to barkley.k.brown.civ@us.navy.mil and no later than 30 September 2022.

Responses and changes to the solicitation will be published on www.SAM.gov 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

NAVFAC Atlantic AQ:

Barkley Brown Contract Specialist, ACQ36

757.322.4111 Office

barkley.k.brown.civ@us.navy.mil

NAVFAC Atlantic AQ:

Linda Stein Contracting Officer, ACQ35

757.322.4489 Office

linda.c.stein.civ@us.navy.mil

Naval Facilities Systems Engineering Command, Atlantic 6506 Hampton Blvd | Norfolk, VA | 23508-1278

Itinerary

0830-0900 AM: Arrival of Attendees

0900: Pre-Proposal Conference Brief (K2422 Conference Room)

0930-1100: Site Tour RKB Main Facility

1100-1200: Site Tour RKB outlying buildings and grounds areas

1200-1230: Return to Conference Room/Wrap-up

Return to VCC parking lot for cars.

Wrap-Up

Any Questions?

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