J-10 Pre-Proposal Conference Presentation (Amendment 0003).pdf

Pre-Proposal Conference N62470-22-R-0008

Base Operations Support (BOS) Services at U.S. Naval Support Activity (NSA) Naples

Italy

16 May 2023

AGENDA

Welcome Pre-Proposal Conference Information PWS General Information NSA Naples BOSC 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 should be submitted in writing on the Attachment J-4, Pre-Award Inquiry Form, via email to lauren.a.thompson36.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 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 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 (also called technical specifications) 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 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

SECTION F: Summarization of Reports Contains a summary list 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 credit card or 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-0200000-13”

NSA NAPLES BOSC 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 •1600000 - Utility Management •1604000 - Wastewater •1606000 - Waster •1700000 - Transportation •1800000 - Environmental

FSC DISCUSSION TOPICS

Brief Contract Overview

Service Orders

Limits of Liability

Systems Approach to Maintenance

Other Considerations

OVERVIEW OF THE CONTRACT

The outcomes to be achieved is a follow-on contract for on-going NSA Naples Base Operations Support (BOS) services serving multiple stakeholders.

Requirement 12 technical annexes and other related services includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and all other items necessary to perform services.

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

SERVICE ORDERS

FACILITY INVESTMENT

Service Order Classification

Service Order Type

Estimated Annual Quantity

Limit of Liability (Labor & Material)

FUNDING ACTIVITY: REGION

Emergency I 40 $ 350

II 45 $ 800

III 12 $ 1,500

IV 6 $ 2,500

V 6 $ 3,500

Urgent I 15 $ 350

II 45 $ 800

III 12 $ 1,500

IV 6 $ 2,500

V 6 $ 3,500

Routine I N/A N/A

II 15 $ 800

III 12 $ 1,500

IV 6 $ 2,500

V 6 $ 3,500

FUNDING ACTIVITY: Defense Health Agency Emergency I N/A N/A

II

Urgent I 10 $ 350

II 5 $ 1,000

Routine I N/A N/A

II

SERVICE ORDERS (Cont’d)

CUSTODIAL

Service Order Classification

Service Order Type

Estimated Annual

Quantity

Limit of Liability (Labor

& Material)

Responded And Completed Within (From Notification)

FUNDING ACTIVITY: REGION

Emergency I 40 $350 Responded within one (1) hour of receipt of call.

Work continues without interruption until emergent condition is arrested and continue working to return the facilities, equipment, systems and other assets to normal working condition

II 45 $800

III 12 $1,500

IV 6 $2,500

V 6 $3,500

Urgent I 15 $350 Complete within five (5) working day

II 45 $800

III 12 $1,500

IV 6 $2,500

V 6 $3,500

Routine II 15 $800 Complete within 30 calendar days.

III 12 $1,500

IV 6 $2,500

V 6 $3,500

FUNDING ACTIVITY: Defense Health Agency Urgent I 10 $350 Responded to within four (4) hours during regular working hours and within first hour of next duty day outside regular working hours

Complete within five (5) working day

II 5 $1,000

SERVICE ORDERS (Cont.)

PEST CONTROL AND ISWM, GROUNDS MAINTENANCE

PEST CONTROL

Funding Activity Historical Data Limit of Liability

(Labor & Material)

Responded And Completed Within (From Notification)FY20 FY21

REGION 60 70 $1,000 Responded to in accordance with the response times stated for each pest group performance standard in Section J.

Defense Health Agency (DHA) 13 5

DoDEA 23 26

HOUSING 3 3

ISWM SERVICE ORDERS

FUNDING ACTIVITY: REGION

Service Order Classification

Service Order Type

Estimated Annual Quantity

Limit of Liability (Labor & Material)

Responded And Completed Within (From Notification)

Urgent I 10 $300 One (1) Day

II 2 $1,000

GROUNDS, PAVEMENT CLERANCE AND UTILITY

GROUNDS MAINTENANCE

FUNDING ACTIVITY: REGION

Service Order Classification

Service Order Type

Estimated Annual Quantity

Limit of Liability (Labor & Material)

Responded And Completed

Within (From Notification)

Urgent I 1 $500 One (1) DayII 1 $1,000 FUNDING ACTIVITY: Defense Health Agency (DHA)

Urgent I 1 $500 One (1) DayII 1 $1,000

PAVEMENT CLEARANCE

FUNDING ACTIVITY: REGION

Urgent I 2 $300 One (1) Day

II 1 $500

UTILITY

FUNDING ACTIVITY: REGION

Service Order Classification

Estimated Annual

Quantity

Limit of Liability (Labor & Material)

Responded And Completed Within (From Notification)

Urgent 2 $1,000 Five (5) Days

The Contractor has full responsibility for any work up to the service order limit of liability specified in labor and 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 2.14.3, Inventory Data Quantity Variation:

• At the end of each contract period, joint validation of inventory data plus or minus 10% of the original amount.

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. Government may issue a project work order and/or a task order under the non-recurring work provisions of the contract for the portion of labor and material cost that exceeds the highest type level service order limits of liability.”

Annex 1502000, Spec Item 3.2, Preventive Maintenance Program - $250.00: “Notification of repair work exceeding the incidental repairs limit shall be submitted to the KO within two (2) hours of identification. The Government may issue service orders or non-recurring work for repairs exceeding the incidental repair limits of liability.”

LIMITS OF LIABILITY

LIMITS OF LIABILITY (Cont.)

Annex 1502000, Spec Item 3.3, Integrated Maintenance Program - $4,000 (Region Funded) and $10,000 (Defense Health Agency funded) or as otherwise specified within spec items: “The Contractor shall, per Annex 2, notify the KO upon identification that the repair will exceed the liability limit listed above. If the estimated cost of the repair exceeds the IMP liability limit, at its discretion, the Government may issue a service order, project work order, or order the work under the non-recurring work provisions of this contract. For these service orders, project work orders, or order under non-recurring work, the Government will only be liable for the labor and material cost exceeding the IMP liability limit.”

SYSTEM APPROACH TO MAINTENANCE

Annex 1502000 Spec Item 2.3.2: “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.”

SYSTEM APPROACH TO MAINTENANCE (Cont.)

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. The Contractor shall develop and implement an IMP for HVAC and refrigeration systems to include all major components and all mechanically and electrically interlocked ancillary parts, equipment, and components of the systems such as; air handling units, central air conditioning, 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, 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, heaters all types, furnaces, mechanical ventilating equipment for cold storage plants, chilled water and pure water production equipment, controlled air systems equipment, distribution systems, control devices, environmental controls, 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 Annex 02, Spec Item 2.14.3. Inventory Data Quantity Variation:

• At the end of each contract period, joint validation of inventory data plus or minus 10% of the original amount.

Ensure to Read the Solicitation on Its Entirety!

SOLICIATION 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

PROPOSAL INFORMATION

Solicitation N62470-22-R-008 was issued on 20 April 2023

Amendment 0001 was issued on 21 April 2023 to provide revisions to Section A and J

Amendment 0002 was issued on 27 April 2023 to provide revisions to Section A

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).

PROPOSAL INFORMATION

PROPOSAL INFORMATION

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 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.

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.

PROPOSAL INFORMATION

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.

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.

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 lauren.a.thompson23.civ@us.navy.mil

Responses and changes to the solicitation will be published on www.SAM.gov as amendments to the solicitation. Vendors are encouraged to register to receive automatic updates regarding the solicitation.

LESSON 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

CONTRACT INFORAMTION

NAVFAC Atlantic AQ:

Contract Specialist, ACQ36

757.322.8658 Office

lauren.a.thompson36.civ@us.navy.mil

NAVFAC Atlantic AQ:

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

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 lauren.a.thompson36.civ@us.navy.mil.

Questions will be answered via a solicitation amendment and posted on www.SAM.gov

ITINERARY

DAY ONE

•0900‐0930: Pre‐Proposal Conference Brief (Bldg B‐407, Conference Room #168) •0930‐1230 – Capodichino Base Walk:

– Landscaping Areas, some refuse pick‐up points, and a selection of representative buildings for custodial and IMP services (to include PW Building, Air Terminal, Admin Building, and Clinic)

•1230‐1330 – Lunch Break (Meals will be at Contractors' expenses. Govt Reps will indicate a couple of dining facilities located on base) •1345‐1600 – Carney Park Site Visit

– Gather at B‐407. Govt bus will take participants to Carney Park (to include Swimming Pool Bathhouse and a couple of Restroom/Admin Facilities)

DAY TWO

•0900‐1200 – Gaeta Site Visit

–Gather at B‐407. Govt bus will take participants to Gaeta Fleet Landing Area and Old Mill Inn

•1200‐1300 – Lunch Break (Meals will be at Contractors' expenses. Govt Rep will indicate a couple of dining facilities located on/near base) •1315: Support Site Visit (to include School and Hospital Facilities) •1700: Return to Capodichino. End of Pre‐Proposal Site Visit

Site Tour