J-9 Pre-Proposal Conference NSF Redzikowo BOSC - Final.pptx

Pre-Proposal Conference N62470-23-R-0010 Base Operations Support (BOS) Services at NSF Redzikowo, Poland

11 January 2024

First of all, thank you all for making the trip out today and braving the weather.

Introduction of personnel and roles.

Agenda Welcome PWS General Information NSF Redzikowo BOSC PWS Structure BOSC 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 no later than fifteen (15) days prior to the RFP due date. 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**

Any piece of information you hear that is not included in the RFP or an attachment to it shouldn’t be relied upon in developing your proposal.

If its not in writing and released through SAM and you base an aspect of your proposal on that information, you do so at your peril.

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

NSF Redzikowo BOSC PWS Structure 0100000 General Information 0200000 Management and Administration 0300000 Command/Administration 0401000 Force Protection 0402000 Fire and Emergency Services 0403000 Emergency Management 1001000 Material Management 1002000 Supply Services

1200000 MWR

1300000 Galley 1402000 Unaccompanied Housing 1501000 Facility Management 1502000 Facility Investment

NSF Redzikowo BOSC PWS Structure (Cont’d) 1502000 Facility Investment - AA MCSS Facilities 1503010 Custodial 1503020 Pest Control 1503030 Integrated Solid Waste Management (ISWM) 1503050 Grounds Maintenance and Landscaping 1503060 Pavement Clearance 1601000 Utility Management 1602000 Electrical 1604000 Wastewater 1606001 Water (Overseas) 1700000 Transportation 1800000 Environmental

FSC Discussion Topics

Contract Brief Background Service Orders (E/U/R) 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 NSF Redzikowo 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 twenty-three (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.

Primary stakeholder is AAMDS. If that’s not there, we’re not here.

Service Orders

**LANT REVIEW**= Points of Demarcation for the MCSS equipment is in 1502001 Spec Item 2.3.2, which spells out what the KTR is and is not responsible for. For the MCSS/Non-MCSS distinction, if the equipment is outside the SSLA, then the $2500 LoL would apply; if it’s inside, the $3,000 LoL applies.

- If I’ve captured this correctly, then this info should be added to a slide vice included in speaker notes.

Service Orders – (Cont’d) 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.

“The Government may combine multiple requirements for the same facility, system, structure, or other asset into one service order”.

Annex 02, spec item 2.18, Inventory Data Quantity Variation: At the end of each contract period, joint validation of inventory data plus or minus 10% of the original amount.

Any confusion on the fence-line to fence-line issue?

**LANT REVIEW** Suggest moving the IDQV info to the System Approach PM slides OR at least adding it there as well.

Liability Thresholds

- responded to within one hour of receipt of request; Work is continued without interruption until emergent condition is arrested Urgent Service Order LoL: $2,500 in direct labor and direct material cost per service order.

- Urgent service orders are completed within five (5) working days of receipt of request.

Routine Service Order LoL: $2500 in direct labor and direct material cost per service order.

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

Speaker Note- emphasis on direct material and DIRECT labor. Review the contract carefully so that you understand when costs can and cannot be included in a NRW task order proposal.

Non-MCSS Limits of Liability Annex 1502000, spec item 3.1, Service Orders: $2500 Annex 1502000, spec item 3.2, Preventive Maintenance Program: $500.00.

“If non-recurring work is issued for repairs, the Government will only pay for the portion of labor and/or material that exceeds the ……. liability limits.”

* “Service Orders” are also referred to in Annexes 1503010, 1503020, and 1300000 and have their own LoLs and application.

Speaker:

- Note that Non-MCSS equipment and MCSS equipment is treated differently when in comes to LoLs, whether or not service orders will be used, and where they are found in the contract.

Also need to hammer home that KTR holds all liability for repairs up to $3K for MCSS equipment and that 1502001 DOES NOT HAVE service orders. Focus on this distinction as this approach is a departure from the standard NAVFAC BOS model (other than Romania).

MCSS Equipment Limits of Liability (Cont’d) Annex 1502001, Spec Item 3.1, MCSS Maintenance Program: $3,000.

“The Contractor is fully responsible for any individual occurrence of repair, including replacement, up to and including $3,000 in direct material and labor cost”.

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

“If the estimated cost of the repair exceeds the recurring work liability limit, the Government may order the work under the non-recurring work section of this contract; however, the Government will only be liable for costs exceeding the Contractor’s $3,000 limit of liability”.

There are no Service Orders under 1502001 for MCSS equipment.

Take away: Non-MCSS service orders are based on an estimated number of E, U, and R Service Orders, per year, that are subject to the Inventory Data Quantity Variation clause in Annex 0200000: MCSS equipment is not. The KTR is liable for any occurrence of repair, regardless of how many there are.

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.”

Even if a part or component is not captured in the J-tables, PMs should include that part or component if known or commonly part of that system.

Systems Approach to Maintenance example 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 controls system provides continuous monitoring for the following systems and components:

Space temperature Make-up Air Handling Units Variable Refrigerant System

Delete text in red

Unique Client Requirements

Annex 1503010 Custodial – distinctive work items and frequency by Service Class. Service levels A, B, C, D are customer-driven Annex 1502001 Facility Investment – AA MCSS Facilities Clearance requirements for MCSS maintenance Readiness levels for staffing requirements (See 1502001 2.3.1) Non-cleared KTR personnel may be allowed to work in MCSS areas, if escorted by US Secret cleared KTR personnel, on a case by case basis.

All escorts for performance of work in restricted areas to be provided by the KTR Non-Recurring Work

CMAV

INSURV

SRA

** Read solicitation in 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”; See Section B.5 UPL applies to “work” - whether performed by prime, sub, or vendor

Additional examples, definitions, etc. are provided in the specification

Have we addressed how NRW will be priced and the limits on what must be included? See Section B.5, “the Government will not compensate the Contractor for individual non-recurring work proposal preparation or estimating costs”.

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 N62470-23-R-0010 RFP & Amendments are available at: https://sam.gov

Solicitation and Proposal Information (continued)

Solicitation N62470-23-R-0010 was issued on 05 December 2023.

Two (02) Amendments have been issued to date.

Amendment 0001 was issued 18 December 2023 to provide revisions to Sections A, C, G, I, and J.

Amendment 0002 was issued 19 December 2023 to provide revisions to Sections J.

Further Amendments to address PPIs are anticipated.

Solicitation and Proposal Information (continued)

Solicitation has 18 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 period.

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

You have no reason to expect that discussions will be held or that a competitive range will be established.

Solicitation and Proposal Information (continued)

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

Volume II – 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 fifteen (15) days prior to the RFP due date.

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.

If you have questions during the tour today, please ask, but anticipate that the answer will be, “Great question, submit it in writing using Attachment J-4”. We’ve got a large group today and 1- want to make sure everyone can see the question and hear the answer and 2- make sure we can all reference that RFI response when it gets incorporated into the contract.

Lessons Learned (prior to proposal submission) Verify accuracy of SAM and VETS-4212 registrations Sign and return the SF33 and all solicitation amendments Submit RFIs 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 CON:

Ms. Amber Forehand-Hughes Contracting Officer, CON36 amber.l.forehand-hughes.civ@us.navy.mil

NAVFAC Atlantic CON:

Ms. Barkley Brown Contract Specialist, CON36 barkley.k.brown.civ@us.navy.mil

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

Many of you may have my contact info, or the FEADs contact info. DO NOT send us questions regarding this procurement. Your sole POCs are Amber and Barkley.

Itinerary

0830-0900 AM: Arrival of Attendees

0900: Pre-Proposal Conference Brief (Galley)

0930-1130: Site Tour NSF Redzikowo Installation Facilities

1130-1300: Lunch Break - Galley

1300-1400: Site Tour NSF Redzikowo outlying grounds areas

1430-1500: Return to Galley/Wrap-up

Return to Polish Main Gate parking area for vehicles

Tour times and sites subject to change

Wrap-Up

Any Questions?

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