J-9 Pre Proposal Conference NRL-CBD.pptx
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- Solicitation number
- N6247022R0007
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Pre-Proposal Conference N6247022R0007 Base Operations Support (BOS) Services Naval Research Laboratory (NRL), Chesapeake Bay Detachment (CBD); Chesapeake Beach, Maryland;
Navy Dock Fishing Creek, Chesapeake Beach, Maryland; and a Remote Facility in Tilghman Island, Maryland
19 December 2022 Overall Classification: UNCLASSIFIED//FOR OFFICIAL USE ONLY
UNCLASSIFIED//FOUO
AGENDA
Welcome PWS General Information NRL-CBD BOS PWS Structure FSC Discussion Topics 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 MUST be submitted in writing on the Attachment J-4, Pre‐Award Inquiry Form, via email to barkely.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.
**Please do not 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 Standard Functional Annexes 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. |
PWS GENERAL INFORMATION – cont.
SECTION C: Annex Content – Technical Annexes 3 - 18
| Spec Item | Standard Use | Priced | |
| 1 | General Information | ||
| Non-cost information unique to the understanding of the technical requirements of this specification | No | ||
| 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 or Spec Item 4 for 100% Non-Recurring Work | Yes | ||
| 3 | Recurring Work | ||
| All Recurring Work technical requirements of this specification. | Yes | ||
| 4 | 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 |
PWS GENERAL INFORMATION – cont.
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 Directives, Instructions, and References Inventories and Maps Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention Numbering example: “J-0200000-13”
NRL BOS PWS STRUCTURE
0100000 General Information 0200000 Management and Administration 0600000 Port Operations 1002000 Supply Services 1501000 Facility Management 1502000 Facility Investment 1503010 Custodial 1503020 Pest Control 1503050 Grounds Maintenance and Landscaping 1503060 Pavement Clearance 1601000 Utility Management 1602000 Electrical 1604000 Wastewater 1606000 Water 1800000 Environmental
FSC DISCUSSION TOPICS
Contract Brief Background Service Orders / Limit of Liability Liability Threshold Systems Approach to Maintenance Other Considerations
OVERVIEW OF THE CONTRACT
The outcomes to be achieved is a follow-on contract for on-going NRL-CBD Base Operations Support (BOS) services.
Requirement includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to perform 13 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
Facility Investment & Utility Management
| Service Order Type | Response / Completion Time | Limit of Liability |
| Emergency | Responded to within one (1) hour of receipt of call. | Full responsibility for any work up to $5,000 in labor and material cost per service order. |
Includes all burdens and mark-ups, materials, equipment and subcontractor costs.
| Urgent | Complete within five (5) working days. The Contractor shall perform urgent service orders without extended delay. |
| Routine | Complete within 10 working days. |
SERVICE ORDERS
Custodial, Pest Control & Grounds Maintenance
| Service Order Type | Response / Completion Time | Limit of Liability |
| Custodial | Completed within two (2) hours after notification. | $400 in labor and material cost per service order. |
| Pest Control | Within times specified in the corresponding pest group requirements in Section J. | $1,500 in labor and material cost per service order. |
| Grounds Maintenance and Landscaping | Complete within the period of performance specified on the grounds maintenance service order. | $2,500 in labor and material cost per service order. |
LIMITS OF LIABILITY
Service Orders Limits of Liability Facility Investment, Spec Item 3.1 / Custodial, Pest Control / Grounds Maintenance and Landscaping, Spec Item 3.2: “If a non-recurring work order is issued for the portion of work exceeding the specified service order limits of liability, the Government will only pay for the portion of direct labor and direct material that exceeds the service order limits.”
Example of work exceeding the pest control service order limits of liability of $1,500:
If service order requires $1,600 in direct labor and direct material cost, the Government may issue a task order in accordance with the Non-Recurring Work provisions of the contract for the $100 in direct labor and material cost that exceed the pest control service order limit of liability.
LIMITS OF LIABILITY – cont.
Facility Investment, Spec Item 3.2, Preventive Maintenance Program: “If non-recurring work is issued for repairs exceeding the incidental repair limits of liability [$250], the Government will only pay for the portion of direct labor and/or direct material that exceeds the specified limits of liability.”
Similar language for:
Electrical, Spec Item 3.2, Integrated Maintenance Plan (IMP) [$10,000] Wastewater and Water, Spec Item 3.1, Preventive Maintenance Program (PM) [$250]
SYSTEM APPROACH TO MAINTENANCE
A System Approach Maintenance program methodology 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.
SYSTEM APPROACH TO MAINTENANCE – cont.
Example of a System Description
Boiler and UPV Systems
“Boiler and UPV Systems commence at, and includes the utility isolation point of connection and terminate at the steam/hot water point of delivery. The Preventive Maintenance (PM) Program for the Boiler and UPV Systems is developed and implemented to include all mechanically and electrically interlocked ancillary parts, equipment, and components such as: burners, heat exchangers, flash tanks, meters, pressure vessel, pumps, piping, valves, steam regulating valves, steam traps, distribution lines, insulation, chemical feed systems, condensation return lines, condensate meters, monitoring and controls systems, etc.”
OTHER CONSIDERATIONS
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
Read Solicitation on Its Entirety!
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 N6247022R0007 RFP & Amendments are available at the sam.gov website
SOLICITATION AND PROPOSAL INFORMATION – cont.
Solicitation N6247022R0007 was issued on 05 December 2022.
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 – cont.
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
NO HAND OR ELECTRONIC DELIVERY OF
PROPOSALS WILL BE ACCEPTED
SOLICITATION AND PROPOSAL INFORMATION – cont.
The solicitation has two volumes:
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 – cont.
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 – cont.
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 – cont.
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.
SOLICITATION AND PROPOSAL INFORMATION – cont.
Questions regarding the solicitation MUST be submitted in writing using Attachment J-4, Pre‐Award Inquiry Form, which was provided with the solicitation. This ensures all potential offerors receive accurate information at the same time.
Submit Attachment J-4, Pre‐Award Inquiry Form, via email to barkley.k.brown.civ@us.navy.mil and no later than 04 January 2023.
Responses and changes to the solicitation will be published on www.SAM.gov as amendments to the solicitation. Offerors are encouraged to check the SAM.gov websites regularly and sign-up to receive automatic updates regarding the solicitation.
LESSON LEARNED
(prior to proposal submission) Verify accuracy of SAM.gov and VETS-4212 registrations Sign and return the SF33 for all solicitation amendments Submit questions if you are uncertain about something via Attachment J-4, Pre‐Award Inquiry Form 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 barkley.k.brown.civ@us.navy.mil
NAVFAC Atlantic AQ:
Erica Walker Contracting Officer, ACQ36 erica.s.walker4.civ@us.navy.mil
Naval Facilities Engineering Systems Command, Atlantic 6506 Hampton Blvd | Norfolk, VA | 23508-1278
ITINERARY
0830-0900 AM: Arrival of Attendees
0900-0930: Pre-Proposal Conference Brief
0930-1200: Site Tour NRL-CBD Main Facilities
1200-1300: Lunch Break (time frame flexible)
1300-1430: Site Tour NRL-CBD Outlying Buildings and Grounds Areas
1430: Return to Parking Lot for Cars – End of Tour
WRAP-UP
** REMINDER **
There will NOT be an opportunity to ask questions during or after the site visit
Please submit all Pre-award Inquiries (clarifications/questions) 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
No Photography Allowed
Site Tour image3.png image4.png image1.png image5.png
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