N6817119Q6045_Industry_Slides_Finalized_rev1.PPTX

Solicitation N68171-19-Q-6045 9 May 2019 Click to edit title Presented to:

Industry Click to edit title Presented by:

Kevin Giardini

Contract Specialist 09 May 2019

READY. RESOURCEFUL. RESPONSIVE.

Purpose

The purpose of this Industry Day briefing and site tour is to:

Allow Quoters to gain a better understanding of the Government requirements

Highlight the solicitation areas that needs to be addressed in your quotation

This presentation and discussion is draft/preliminary only-not binding

Does not constitute a Request for proposal nor a commitment on behalf of the U.S. Government

Information provided is subject to modification and is in no way binding on the U.S. Government

More Specific information relating to this procurement will not be furnished until the proposed action is posted on Euroneco

Ground Rules

No Cell Phones, Audio or video recording are permitted.

Briefing slides, tour information, and attendee list will be posted on the procurement website.

The written solicitation govern over any information presented today.

Agenda

Discussion on contract and solicitation highlight

Site Visit of the boat

Background

The U.S. Navy contracting process is Governed by the Federal Acquisition Regulation (FAR), the Defense Federal Acquisition Regulation Supplement (DFARS), and the Navy Marine Corps Acquisition Regulation Supplement (NMCARS)

These Regulations can be found at the following websites:

(FAR) https://www.acquisition.gov/browse/index/far (DFARs) https://www.acq.osd.mil/dpap/dars/dfarspgi/current/ (NMCARS) http://www.secnav.navy.mil/rda/Pages/NMCARS.aspx

Solicitation Structure-Highlight

Annex 6 of the Agreement on Defense Cooperation (ADC)

The names of all offerors will be submitted to the permanent committee located in Madrid upon submission of the proposal per Annex 6 of the ADC. The U.S. Government will only award to a offeror whom has been approved by the permanent committee. The Spanish authorities may disapprove a contractor for reasons of security or due to the contractor’s prior misconduct with the Spanish armed forces

Goal

The mission for the United States Port Operations Department at Rota, Spain requires that the below list of boats be operational at all time. To this extent, it is vital that preventative maintenance, and speedy repair turnaround time occurs while not sacrificing quality of maintenance and repair effort. The Navy does not have organic maintenance and repair capability. Therefore, the Navy need to rely on the contractor to perform the maintenance and repair effort defined elsewhere under this contract.

Overview of contract

Anticipate Award of an Single award Indefinite Delivery Indefinite Quantity contract Encompass two parts:

Basic contract: A frame work to which we can do business together” establishes the contract value for the preventative maintenance efforts establishes the repair rates and celling value for the major repair efforts, establish all the terms and conditions (i.e. clauses), Overview of contract

Delivery Orders: a Delivery order is basically the mini contract that we issue to perform

Preventative maintenance efforts on a yearly basis Major repair efforts when it occurs

Contract Structure

CLIN 0001: Routing Preventative Maintenance Includes Minor Repair level I Level II Minor Repair level II

CLIN 0002: Major Repair

CLIN 0001 Routing Maintenance

Periodic Maintenance of 6 Patrol boats using technical manuals outlined in the statement of work.

Replacement of parts required in the technical manual

Perform minor repair (i.e. level I and Level II repair) which are defined in the next slide:

CLIN 0001 Minor Repair level I

Level I minor repair requirement:

During execution of a periodic maintenance effort, the contractor shall complete repair of any level 1 minor repair actions found. The contractor shall document any level I minor repair efforts in accordance with the contract.

Level I minor repairs are defined as repair efforts that can be performed while conducting periodic maintenance requirements of the statement of work. Level I minor repair efforts shall not require replacement of parts. Level I Minor repair will also not require additional contractor personnel that is not already on-site during the course of the periodic maintenance.

CLIN 0001 Minor Repair level II

Level II minor repair requirement:

diagnostics and repair efforts that will require repair or replacement of any parts outlined under the technical manuals of the contract or performance of diagnostic test for major repair efforts. Level II minor repair will not include any of the repairs outlined under major repair.

Historically, in any given year, the Navy has typically experienced a total of 600 level II type of repairs for the six boats outlined in the contract. Therefore, the contractor shall, as part of the CLIN 0001 periodic maintenance of the contract, provide 600 of level II repair per year. The process for executing the level II repair action are as follows:

The contractor may be requested at any time --including local and national Spanish holidays, evenings and weekends--to conduct unscheduled maintenance only by the Port Operations Department COR. Unless otherwise specified by the COR, the contractor must be able to respond to these calls within 24 hours. The contractor shall report onsite, perform diagnostics of the equipment to determine the maintenance and/or repairs required and assess the type of repair using the definition outlined in the contract (level I, II minor repairs, or Major Repair) and develop a plan of action to provide the required work within this 24 hour timeframe.

Upon completion of the Level II repair, the contractor shall present the COR within a written report of repair actions performed and or in the case that the repair effort required is considered a major repair, the contractor shall present the Government with an diagnostic report outlining at a minimum the following:

Specific detailed scope of repair that must be performed Estimated man hours and material needs to complete the repair Time it takes to conduct the repair/replacement of the equipment In the event the major repair is qualified, based on the replacement part having an MSRP above 750 Euros or $875, the contractor shall provide official documentation stating the MSRP of the part.

CLIN 0002 Major Repair

Major Repair is defined as follows:

Overhaul of powertrain to include all engine internal and external “worn” parts i.e. bearings, races, springs, lifters, rods, rings, pins, gaskets, seals, plugs, hoses, tubes, valves, and injectors; Replacement of all filters, and screens; flush and replace all associated fluids; hone and ream cylinder block; re-seat cylinder head valve seats; machine heads if needed. Note: Powertrain consists of engine, transmission, and propulsion mechanism.

Perform structural repair such as hull of the boat.

-And/or repair or replacement of parts that have a Manufacture Suggested Retail Price (MSRP) to exceed 750euro or $875.

Major Repair Requirement are as follows:

the Government will issue a request for quotation (RFQ) to the offeror outlining the scope of repair needed along with the estimated time the contractor has to complete the required repair. The offeror shall provide a quotation to the Government repair requirement within 3 days after the RFP issuance. The content of the quotation shall include at a minimum the following information:

A detailed scope of tasks of repair effort that needs to be performed The proposed price shall delineate number of hours needed and the material cost required to perform each of the proposed tasks to accomplish the repair effort.

The proposed repair rate of TBD contained in the basic contract award shall be used to price the discrete repair job to the maximum extent practicable.

Upon agreement of the Repair price, the contracting officer will issue a written delivery order authorizing the repair effort on a firm fixed price basis.

Note, in no event shall the accumulation of all repair efforts performed under the contract exceed the ceiling value of CLIN 0002.

Note, the Repair Rates established on the basic contract will be submitted as an attachment 1 to the solicitation. We will be requiring you to fill out the attachment 1 spreadsheet denoting:

A Repair rate per hour for labor needed to perform the necessary repair A Material rate for most common set of big ticket items (i.e engine, powertrain, FLAIR and etc).

For example purposes, the total ceiling value of CLIN 0002 Major Repair will be:

Repair Rate x Government estimated hours + Material Rate for Engine + Material Rate for PowerTrain + Material for FLAIR.

Mock situations #1

Below are example situations that may occur during course of the contract. Use the definition in the contract to identify if this is preventative maintenance, Level I or Level II minor repair, and/or a major repair:

Mock situation #1. During the daily checks on the Harbor patrol boat in accordance with the technical manual, the contractor found the work boat will require its 500 hours periodic maintenance to include oil and filter replacement.

Therefore, your company perform which level of maintenance or repair?

Mock situations #1 Response

Answer to Mock situation #1:

Preventative Maintenance because the technical manual stated that the oil and filter needs to be replaced as part of the periodic maintenance.

Mock situations #2

Mock situation #2. The Government called the contractor to perform an unscheduled maintenance as one of the Harbor Boat is not functioning. The contractor responded within 24 hours after the emergency call was made and conducted a full diagnostics of the boat and found out that one of the fuel water separator is full of water. This fuel water separator is a part of require periodic maintenance in the technical manual and the MSRP price for the part is $300.

What type of maintenance or repair is this?

Mock situations #2 Response

Answer to Mock situation #2:

Minor Repair category II because the fuel water separator is a part that is covered under the technical manual and the contractor is performing an unscheduled maintenance that is outside of its periodicity. In addition, the cost of the part is under the Major repair MSRP threshold.

Mock situations #3

Mock situation #3. The Government called the contractor to perform an unscheduled maintenance as one of the Harbor Boat is not functioning. The contractor responded within 24 hours after the emergency call was made and conducted a full diagnostics test of the boat and found out that one of the drive belt needs to be replaced. This drive belt is a periodic maintenance item in the technical manual and the drive belt cost $90.

What type of repair is this?

Mock situations #3 Response

Answer to Mock situation #3:

Minor Repair category II because the drive belt is a periodic maintenance item that is covered under the technical manual and this is a unscheduled maintenance call and the part is less than the MSRP threshold for major repair.

Mock situations #4

Mock situation #4. The Government called the contractor to perform an unscheduled maintenance as the Harbor boat is not functioning. The contractor responded within 24 hours after the emergency call was made and conducted a full diagnostics test of the boat and found out that one of the engine starting motor needs to be replaced. This engine starting motor is not a periodic maintenance item but it is in the technical manual and it cost $1200

Mock situations #4 Response

Answer to Mock situation #4:

This would be a Level II Minor repair as the contractor needs to perform a full diagnostic analysis

This is also a major repair because this part exceed the MSRP threshold.

Mock situations #5

Mock situation #5. The contractor was performing scheduled maintenance according to the technical manuals. During the scheduled maintenance, the contractor technician noticed that hose clamp was not tightened on the engine and proceeded to tighten the hose clamp.

Mock situations #5 Response

Answer to Mock situation #5:

This would be a level I minor repair as the contractor performed a scheduled maintenance and the required repair does not need a replacement part and the technician on site can perform the job.

Mock situations #6

Mock situation #6. The contractor was conducting scheduled maintenance according to the technical manuals. During the scheduled maintenance, the contractor technician noticed that the Thermostat needs to be replaced and it will require two people to replace this Thermostat. It is also noted that the Thermostat is a periodic maintenance item called out in the technical manual and the the MSRP price for the part is $350

Mock situations #6 Response

Answer to Mock situation #6:

This would be a level I minor repair as the contractor performed a scheduled maintenance.

This would also be a level II minor repair because the contractor needed material (i.e the Thermostat) and also additional people to perform the Thermostat replacement. But because the part did not exceed the MSRP threshold, it is a level II minor repair.

Mock situations #7

Mock situation #6. The contractor was conducting scheduled maintenance according to the technical manuals. During the scheduled maintenance, the contractor technician noticed that the Thermostat needs to be replaced and it will require two people to replace this Thermostat. It is also noted that the Thermostat is a periodic maintenance item called out in the technical manual and the the MSRP price for the part is $2000

Mock situations #7 Response

Answer to Mock situation #6:

This would be a level I minor repair as the contractor performed a scheduled maintenance.

This would also be a major repair because the contractor needed material (i.e the Thermostat) and also additional people to perform the Thermostat replacement. But because the part exceed the MSRP threshold, it is a major repair.

Mock situations #8

Mock situation #7. The one day the Government tried to operate the boat and noticed smoke came out of the engine. The Government called the contractor and the contractor came in and performed a full diagnostics of the issue on the engine in accordance with the contract and found the engine need to be overhauled.

Mock situations #8 Response

Answer to Mock situation #7:

This would be a level II minor repair as the contractor performed a unscheduled maintenance call and provided a full diagnostics report.

This would also be a major repair because the contractor needed overhaul an engine.

Solicitation Evaluation Method

The Government intends to award a single three year firm-fixed-price Indefinite Quantity Indefinite Delivery Order (IDIQ) contract to the responsible quoter whose quote conforms to the solicitation and provides the best overall benefit to the Government. The Government may make award to other than the lowest-priced quote.

Comparative analysis will be utilized:

Government will compare each quote with one another in a fair and uniform manner to determine which quote best meets the Government’s requirement. The Comparative Evaluation will assess which quote is best as a whole. The Government reserves the right to select a quoter that provides benefit to the Government that exceeds the minimum but is not required to do so.

What do you need to submit (highlights):

Quotes shall be submitted in English. Any quote received in other than English will be rejected. Quotes shall consist of the following:

Standard Form 1449 Quoter shall submit a signed copy of the SF-1449 Solicitation/Contract/Order for Commercial Items, with blocks 17a, and 30a through 30c completed. All solicitation amendments must be acknowledged or signed and returned with the quote. Additionally, all prices inclusive of unit prices shall be inserted in the SF 1449-CLINs schedule, entitled; supplies/services:

(highlights):

Technical approach: The offerors shall provide a written narrative of your technical approach describing how you will accomplish the maintenance and repair function in the contract to include mechanical, electrical, hull repair, as well as various critical auxiliary subsystem such as FLIR, Westerbeke generator, Furuno NAVNET which includes radar, depth finder, chart plotter, radio as well as the accompanying trailer. Your technical approach shall outlining at a minimum:

discuss your specific process to perform the maintenance and repair required under the contract to include any specific maintenance techniques, standard procedures, and processes that you will use to perform this contract. You will outlining the standard set of tools and equipment that you will use to perform the preventative maintenance function.

The names of each of the proposed personal’s and their responsbility in performing the day to day maintenance and or repair function.

For each personnel being proposed in paragraph (2)(a) above, the quoter shall provide the resumes of personnel. Each resumes shall at a minimum address:

Each personnel’s name work experience and education background related to the maintained/repaired work.

illustrate the number of years of experience the person has performing related maintenance and or repair efforts.

Along with each resume, the quoter shall attach any and all formal training, education accreditations that was mentioned in its resume.

Describe how you will respond to the Government within 24 hours after an emergency call has been made.

List any functions that you can not preform in house and provide a list of of your partners/subcontractors that you will use. For each of your partner/subcontractor, you will including their credentials and accreditations and the number of yours they have been in business. Furthermore, you will describe their role and responsibility in performing the Government contract. You will mention if you have work with each of the proposed partner/subcontractor previously and the number of years of forged relationship you have with each of them. You will provide evidence such as work order, past agreements/contracts made to illustrate your established vendor relationship with each of your proposed partner/subcontractor.

Describe your quality assurance process for in house employees to ensure the maintenance and repair efforts on the Government boats are performed in accordance with the manufacturing process and procedure. For those functions that you do not have expertise in, describe how you will quality assurance your partner or subcontractor ‘s work to ensure they comply with the quality standards outlined in the technical manual. You will also discuss any recourse you may possess if your partner and or subcontractor did not perform to the required quality standards.

In addition, if you/your partner/subcontractor possess a current ISO certification, you will submit a copy of your and your partner/subcontractor current ISO certification.

Describe your and your partner/subcontractor repair facility capability and capacity. Specifically, indicate the types of machinery, equipment that the facility contains and the types of repairs is typically performed within the repair facility. Furthermore, provide the address of the repair facility for you and your prime and subcontractor.

Describe how you will source needed parts / material needed to ensure repair work is expedited in the most efficient manner including any alternative expertise you may possess in order to speed up time to obtain material.

(highlights):

Past experience:

Quoters shall provide a written narrative outlining your past experience in performing maintenance and repair efforts on same or similar boat outlined in the statement of work within the past 5 years. In addition, indicate you and/or your partner/subcontractor experience in performing various maintenance and repair on the critical auxiliary subsystem such as FLIR, Westerbeke generator, Furuno NAVNET which includes radar, depth finder, chart plotter, radio as well as the accompanying trailer. Your written narrative should highlight your expertise and achievement in performing preventative maintenance and minor and major repair efforts defined in the statement of work. For each of the experiences that is discussed in the written narrative, quoters shall provide a point of contact information, email and phone number. The Government reserve the right to contact the references provided to verify the authenticity of the written narrative.

(highlights):

Quoter shall submit all pricing in the SF 1449 – CLINS schedule. All prices shall be submitted in EURO. Quoters shall submit a price for all CLINs. Failure to submit a price for any CLIN could result in the quote being considered unacceptable.

For the CLIN 0002 Major repair, based on estimated historical records, a total of xxx hours and the attachment S2 list of material may need to be procured per year. Quotes shall provide a fixed repair rate per hour that will be applied to the historical hours and then the offerors shall price out the cost of particular sets of material listed in attachment S1 of this solicitation. Therefore, the offeror shall utilize the attachment S2 spreadsheet to derive the CLIN 0002 unit and ceiling value:

(highlights):

The proposed CLIN 0002 fixed repair rate and the unit prices of each material item outlined in attachment S2 will be established as the fixed repair rate and material unit prices to be used to price out to the maximum extent possible major repair action that may arise for the duration of the contract. However, the accumulation of the repair costs will not in any way exceed the NTE value established under CLIN 0002.

Quoter shall hold prices for no less than 90 calendar days from the date specified for receipt of quotes.

How will quotes be evaluation

This procurement will be completed using simplified acquisition procedures in accordance with FAR parts 12 and 13.5. The Government intends to award a single firm-fixed-price Indefinite Quantity Indefinite Delivery Order (IDIQ) contract to the responsible quoter whose quote conforms to the solicitation and provides the best overall benefit to the Government. The Government may make award to other than the lowest-priced quote. Best benefit is defined as the quoter that can present a comprehensive proposal which demonstrates its ability to minimize maintenance and repair turn around time while maximize quality of maintenance and repair effort in accordance with the technical manuals and other requirements contained within the solicitation.

The Government will perform a Comparative Evaluation of quotes in accordance with FAR 13.106-2. The Government will compare each quote with one another in a fair and uniform manner to determine which quote best meets the Government’s requirement. The Comparative Evaluation will assess which quote is best as a whole. The Government reserves the right to select a quoter that provides benefit to the Government that exceeds the minimum but is not required to do so.

How will quotes be evaluation

Quotes that take exception to the terms and conditions of this RFQ will not be eligible for award.

To determine which quote is best as whole, the Government will evaluate the following:

The Government will evaluate the quoter submitted technical approach to determine its ability to understand and execute the Government required maintenance and repair efforts outlined in the contract.

The Government will evaluate the quoter submitted past experience in perform same or similar tasks to those identified in the statement of work and assess the degree of confidence in the quoter’s ability to perform the work.

The Government will compare pricing of the quoter’s at the bottom-line basis (i.e. sum of CLINs 0001, and 0002) Submission of partial pricing will not be considered for award.

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