J-8 Pre Proposal Conference Souda Bay BOSC (AMD 0002).pdf

Pre-Proposal Conference N62470-24-R-0001

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

Bay, Crete, Greece

September 17 2024

CONTRACT OVERVIEW

Award Date: Approx. 01 October 2025

Periods of Performance:

01 January 2026 – 31 December 2027 (Base Year) Followed by seven (7) one-year option periods and one (1) 6-month option period with 52.217-8 Option to Extend Services Clause

Solicitation N62470-24-R-0001 was issued on 05 September 2024 and proposals are due on 04 October 2024

AGENDA

• Welcome and Introductions / Sign-In

• Pre-Proposal Conference Information

• PWS General Information

• NSA Souda Bay BOSC PWS Structure

• FSC Discussion Topics

• Solicitation and Proposal Information

• Lessons Learned

• 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 weston.c.polen.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 points of contact for the Government site visit for additional information**

PWS GENERAL INFORMATION

• Supports Performance Based Service Contracting (PBSC)

• Uses Navy BOS contract templates

• Standard structure

• Tabular Format

• Standard Functional Annexes

• Annex 1 – Contains information relevant to the entire scope of the contract.

• Annex 2 – Contains 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 specific to that technical annex. Each of these annexes can contain one or more sub-annexes.

SECTION C: Annex Content – Technical Specifications 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. These costs are spread across Spec Item 3 Recurring Work or Spec Item 4 Non-Recurring Work

Yes

3 Recurring Work All of the 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 Deliverables

• Summary of deliverables / reports and when they are required to be submitted

• SECTION J: Documents, Exhibits, and Other Attachments

• Recurring Work ELINs

• Non-Recurring Work ELINs

• Customers can order services on pre-priced line items via FedMall or 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-0200000-13”

NSA SOUDA BAY BOSC PWS

STRUCTURE

• 0100000 - General Information

• 0200000 - Management and Administration

• 0600000 - Port Ops

• 1002000 - Supply Services

• 1300000 - Galley

• 1402000 - Unaccompanied Housing

• 1402000.2 NHG – NAVY INN

• 1402000.3 Contingency Lodging

• 1501000 - Facility Management

• 1502000 - Facility Investment

• 1503010 - Custodial

• 1503020 - Pest Control

• 1503030 - Integrated Solid Waste Management (ISWM)

• 1503050 - Grounds Maintenance and Landscaping

• 1604000 - Wastewater

• 1606000 - Water (Overseas)

• 1700000 - Transportation

FSC DISCUSSION TOPICS

•Brief Contract Overview

•Service Orders

•Limits of Liability

•Systems Approach to Maintenance

•Other Considerations

OVERVIEW OF THE CONTRACT

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

• Requirement for 17 technical annexes and 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.

MAXIMO SERVICE ORDERS

FOR FACILITY INVESTMENT

Service Order Entry

Service Order Type

Estimated Annual Quantity

Limit of Liability (Labor & Material)

CUSTOMER/FUNDING ACTIVITY: PW/CNRE (REGION)

Maximo Emergency 2 $3,000 Maximo Urgent 7 $3,000 Maximo Routine 171 $3,000

180 Total CUSTOMER/FUNDING ACTIVITY: PW/CNRE (REGION) for Locksmith Services

Maximo Routine 140 $3,000 140 Total

PERSONAL PROPERTY SERVICE ORDERS

For Customer-Owned Equipment

Funding Activity Service Order Type

Estimated Annual Quantity

Limit of Liability (Labor & Material)

CUSTOMER/FUNDING ACTIVITY:

USAF Routine 2 $3,000

AIR OPS Routine 15 $3,000

EMO Routine 3 $3,000

SPAWAR/NIWC

(EHSS) Routine 40 $3,000

GALLEY Routine 70 $3,000

UNACCOMPANIED

HOUSING (UH) Routine 20 $3,000

MWR Routine 40 $3,000

NEX Routine 20 $3,000

NHG-NAVY INN

(NGIS) Routine 10 $3,000

NCTMS Routine 3 $3,000

218 Total

SERVICE ORDERS

• 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, unless noted otherwise. Service Orders can be used 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 2.15.3, 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. The Government may issue an order under the non-recurring work provisions of the contract for the portion of labor and material cost that exceeds the service order limits of liability.”

Annex 1502000, Spec Item 3.2, Preventive Maintenance Program - $3,000.00: “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

SYSTEM APPROACH TO MAINTENANCE

Annex 1502000 Spec Item 2.3.1: “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.”

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 anything post award

Price What You Propose:

• Include all the “bells and whistles” in your technical proposal

• Include costs for Adequate Staff with appropriate skill levels/qualifications

• Include costs for Adequate Management to provide oversight and to ensure quality and safety Carefully Consider:

• Non-Recurring Unit Priced Labor (UPL) and Direct Labor Definitions Understand what’s included – “fully burdened” Unit Priced Labor (UPL) applies to “work” whether performed by prime, sub, or vendor Annex 02, Spec Item 2.15.3. 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 that the Solicitation is read and understood in it’s 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 N62470-24-R-0001 RFP & Amendments are available at: https://sam.gov

• 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).

PROPOSAL INFORMATION (continued)

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 everything 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 (continued)

• The best value continuum source selection process used in this acquisition is the trade-off 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, after non-price and price factors are 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 weston.c.polen.civ@us.navy.mil and no later than 20 September 2024.

• 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 CHECKLIST

(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 or the provided templates.

• 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:

Contract Specialist, ACQ36

757.322.4749 Office

weston.c.polen.civ@us.navy.mil

NAVFAC Atlantic AQ:

Contracting Officer, ACQ35

757.322.8336 Office

amber.l.forehand-hughes.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 weston.c.polen.civ@us.navy.mil.

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

ITINERARY

•0800‐0900: Third Party Nationals meet at VCC (Front Gate) for Fingerprinting

•0900‐0930: Pre‐Proposal Brief at Front Gate

•0930‐1200 –Base Walk

•1200‐1230 – Gov’t bus will take participants to Klapes

•1230‐1300 – Gov’t bus will take participants to Marathi Pier facilities

•1300‐1400 – Lunch Break (Meals will be at Contractors' expenses. Only one dining facility located at Marathi Pier)

•1400‐1500 – Marathi Tour

•1500‐1530 ‐ Gov’t bus will return participants to Front Gate

End of Pre‐Proposal Site Visit