J-11 Pre-Proposal Conference Presentation Sigonella BOS (Amend 0007).pdf

Pre-Proposal Conference N62470-24-R-0003 N62470-25-R-0020

Base Operations Support (BOS) Services at U.S. Naval Station (NAS) Sigonella and Outlying Support Activities, Sicily, Italy

30 XX September 2025

Agenda

• Welcome and Introductions / Sign-In

• Pre-Proposal Conference Information

• PWS General Information

• NAS Sigonella 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 should be submitted in writing on the Attachment J-4, Pre‐Award Inquiry Form, via email to star.m.hanchey.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 publicly available via next amendment.

**All questions must be submitted through the official inquiry process; please do not contact sit visit POCs directly** mailto:star.m.hanchey.civ@us.navy.mil

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.

PWS General Information (cont.)

SECTION C: Annex Content – Technical Annexes 3 - 18 Spec Item Standard Use Priced

General Information Non-cost information unique to the understanding of the technical requirements of this specification

No

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

Recurring Work All Recurring Work technical requirements of this specification. Yes

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 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-0200000-12”

NAS Sigonella BOS PWS Structure

•0100000 General Information •0200000 Management and Administration •1401000 Family Housing •1402000 Unaccompanied Housing •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 •1601000 Utility Management •1602000 Electrical •1603000 Natural Gas •1604000 Wastewater •1606001 Water (Overseas) •1700000 Transportation •1800000 Environmental

FSC Discussion Topics

Brief Contract Background

Emergency, Urgent, and Routine (E/U/R) Work

Limits of Liability

Systems Approach to Maintenance

Other Considerations

Contract Background

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

• Requirement for 16 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.

Emergency, Urgent, and Routine (E/U/R) Work

FOR FACILITY INVESTMENT

Work Type Description Limit of Liability

Emergency Performed 24 hours a day, seven days a week and responded to within one (1) hour of receipt of call

$5,000

Emergency – Hospital and outlying MTF

Performed 24 hours a day, seven days a week and responded to within 30 minutes during Government regular working hours and within two (2) hours of receipt of call outside of Government working hours

Urgent Performed without extended delay and completed within five (5) working days

Routine Completed within 30 calendar days

E/U/R Work (Cont.)

• The Contractor has full responsibility for any work up to the E/U/R service order limit of liability in direct labor and direct material cost per E/U/R service order. The Government will only pay for the portion of direct labor and/or direct material that exceeds the E/U/R service order limit of liability.

• Fence Line to Fence Line: Up to and including the fence and outlying areas, unless noted otherwise. E/U/R 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 2.16, Inventory Data Quantity Variation: At the end of each contract period, joint validation of inventory data plus or minus ten (10%) percent of the original amount.

Limits of Liability

• Annex 1502000, Spec Item 3.1, Emergency, Urgent, and Routine (E/U/R) Work:

$5,000. “The Contractor shall notify the KO upon identification that work order will exceed the specified limits of liability in accordance with reporting requirements in Annex 2. If a non-recurring work is issued for the portion exceeding the specified E/U/R work order limits of liability, the Government will only pay for the portion of direct labor and/or direct material that exceeds the work order limits.”

• Annex 1502000, Spec Item 3.2, Facility Bullets: “The Government may order additional maintenance and repairs using Facility Bullets… Cumulative Facility Bullet value is $300,000. Facility Bullets may be ordered in any size and/or quantity up to the cumulative Facility Bullet value. Individual Facility Bullets shall be invoiced at the actual cost for performance of services..”

Limits of Liability (Cont.)

• Annex 1502000, Spec Item 3.3, Preventive Maintenance (PM) Program: The Contractor shall be fully responsible for performing any incidental repairs identified during scheduled PM activities, up to a total of $5,000 per occurrence in direct labor and direct material cost… These repairs are not considered E/U/R work… The Government may issue E/U/R work or non-recurring work for the portion of the repairs exceeding the incidental repairs limits of liability. The Government will only pay for the portion of direct labor and/or direct material that exceeds the specified limits of liability.

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

Limits of Liability (Cont.)

• Annex 1502000, Spec Item 3.4, Integrated Maintenance Program (IMP): The Contractor shall be responsible for any individual occurrence of repair, including replacement, up to and including $10,000 in direct material and labor cost… If the estimated cost of the repair exceeds the 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 the amount of cost exceeding the liability limit.. No E/U/R Work orders shall be issued for repairs under IMP.

• 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 2.3.9, Systems Approach to Maintenance: The Contractor shall implement maintenance plan 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.)

• The HVAC and Refrigeration Systems commence at and include the power and utility connections and terminate at the conditioned air distribution or refrigeration points. The Contractor shall develop and implement an IMP for the HVAC and Refrigeration Systems and all mechanically and electrically interlocked ancillary parts, equipment, and components, such as: air handling units, chillers, condensers, compressors, evaporators, cooling towers, heat exchangers, ductwork, dampers, fans, filters, thermostats, monitoring and control systems, electrical disconnects, and associated piping.

Other Considerations

• First and Foremost - Be Prepared to Perform the Work for the Price You Bid:

o Limits of Liability (LOL) will be applied as specified o Prices proposed will be used – don’t expect to re-negotiate post award

• Price What You Propose:

o Include all the “bells and whistles” in your technical proposal o Include costs for Adequate Staff with appropriate skill levels/qualifications o Include costs for Adequate Management to provide oversight and to ensure quality and safety

• Carefully Consider:

o 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

Ensure that the Solicitation is Read and Understood in Its Entirety!

Solicitation and Proposal Information

• Review Key Aspects of the Solicitation:

oGeneral Contract Requirements oProposal Instructions, Conditions, and Notices to Bidders (Section L) oEvaluation Factors for Award to include the Basis for Award (Section M) oSolicitation N62470-24-R-0003 N62470-25-R-0020 RFP & Amendments are available at: https://sam.gov

Solicitation and Proposal Information (Cont.)

• Solicitation N62470-25-R-0020 was issued on 08 September 2025.

• Two (02) XX (XX) Amendments have been issued to date.

o Amendment 0001 was issued on XX September 2025 to provide revisions to Section A, C, J, and disseminate PPI responses.

o Amendment 0001 was issued on 10 September 2025.

o Amendment 0002 was issued on 10 September 2025.

• 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 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)

Consider the following when submitting your proposal:

o Provide all of the information required by the RFP. Read Sections L and M to understand all that is required o Your first offer should be your best offer o Proposals MUST be submitted by the closing date listed in the solicitation.

o LATE PROPOSALS WILL NOT BE ACCEPTED

• Volume 1 – Price Proposal o 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 o 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.

• 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 star.m.hanchey.civ@us.navy.mil and no later than XX October 2025

• Responses and changes to the solicitation will be published on www.SAM.gov as amendments to the solicitation. Offerors are encouraged to register on both sites to receive automatic updates regarding the solicitation mailto:star.m.hanchey.civ@us.navy.mil

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 or other 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:

Star Hanchey Contract Specialist star.m.hanchey.civ@us.navy.mil

NAVFAC Atlantic AQ:

Edward (Ed) Flint Contracting Officer edward.d.flint.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 star.m.hanchey.civ@us.navy.mil

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

Itinerary

• 0830-0900 AM: Arrival of Attendees

• 0900: Pre-Proposal Conference Brief (Chart Room XXX Conference Room)

• 0930-1200: Site Tour NAS 1 XXXX (Gov’t Bus)

• 1100-1200: Lunch Break (Meals will be at participants’ expenses)

•1200-1600: Site Tour

• 1600-1630: Gov’t Bus Returns to Conference Room/Wrap-Up

• 1630: Return to parking lot for cars / End of Pre-Proposal Site Visit

Site Tour