N6945018R1750_SiteVisitBrief.pdf

Jacksonville Base Operations Support I Services

(JBOS I)

Pre-Proposal Conference and Site Visit Kickoff Briefing

RFP N69450-18-R-1750

29 November 2017

Agenda

Welcome and Introductions Overview of the Contract PWS General Information JBOS I Services PWS Structure FSC Discussion Topics JBOS I Services Proposal Requirements Solicitation Documents Lessons Learned Submission of RFP/Site Visit Questions and

Answers Site Visit Schedule

Overview of the Contract

General Description:

The outcomes to be achieved is a follow-on contract for ongoing Base Operations Support (BOS) I services at Naval Air Station (NAS) Jacksonville, Florida; Bureau of Medicine and Surgery (BUMED) Jacksonville, FL; and the outlying areas supported by these commands. This requirement includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to perform: Facility Investment, Other (Training Pools), Utilities Management, Electrical, Wastewater, Steam, Water, Compressed Air, Base Support Vehicles and Equipment (BSVE), Environmental, and other related services.

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

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.

Annex 2 – Management and administration requirements relevant to the entire scope of the contract (including mobilization/demobilization).

Annexes 3 through 18 contain the technical information and requirements peculiar to that technical annex. Each of these annexes can contain 1 or more sub-annexes.

PWS General Information

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 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

SECTION C: Annex Content – Technical Annexes 3 - 18

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 Wage Determinations Directives, Instructions, and References Common Output Level (COL) Standards (where applicable) Inventories and Maps Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention

Numbering example: “J-0200000-07”

JBOS I Services PWS Structure

Annex 1 (0100000) – General Information Annex 2 (0200000) – Management and Administration Annex 15 (1500000) – Facilities Support

• 1502000 – Facility Investment

• 1502000 – Facility Investment – BUMED

• 1503040 – Other (Training Pools)

Annex 16 (1600000) – Utilities

• 1601000 – Utilities Management

• 1602000 – Electrical

• 1604000 – Wastewater

• 1605000 – Steam

• 1606000 – Water

• 1608000 – Compressed Air

Annex 17 (1700000) – Base Support Vehicles and Equipment Annex 18 (1800000) – Environmental

FSC Discussion Topics

Service Orders Limits of Liability Systems Integrated Maintenance Program Other Considerations

Service Orders

Using current Office of the Secretary of Defense (OSD) Guidance to standardize 32 hours (direct labor hours) Categories:

Emergency Urgent Routine

Completion times:

Emergency: Responded to within one hour of receipt of call.

Work continues without interruption until emergent condition is arrested and damage to facilities, systems, ground structures, other assets and personnel is mitigated.

If follow-up work is required (after the emergency condition is arrested) to complete the restoration and ensure facilities, systems, ground structures and other assets are fully functional and in normal working condition, the Contractor may request time extension equal to a Routine Service Order

Urgent: Within 5 working days Routine: Within 30 calendar days

Any variations will be specifically identified Fence line-to-Fence line, up to and including the fence and outlying areas:

“The Contractor shall perform service order work in a timely manner to accomplish any work identified within the entire boundary of the installation to ensure facilities, systems, ground structures and other assets are fully functional, in normal working condition and function properly in accordance with specified standards.”

“Service orders will include a wide variety of work.”

Intent is to provide an effective way to execute reactive and unscheduled work

Within scope of contract Within limits of liability of service orders Within service order quantities available

Service Orders – (cont’d)

Pushback:

New Work Not tied to or included in an inventory, facility list, etc.

Service Order Limits of Liability:

The Contractor has full responsibility for any work up to the service order limit of liability of 32 direct labor hours or $2,500 in direct material cost per service order.

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

Service Order/Payment Change. Service Orders will be:

Unit priced as “Each” in the pricing schedule/ELINs A specific Quantity will be provided in the ELINs for pricing/bid The Contractor may invoice for completed service orders. The Contractor shall not invoice for incomplete service orders and service orders not issued.

A modification will be process at the end of each period of performance and after the final invoice is paid for the period of performance to deduct for service orders not issued and incomplete service orders.

Deduction will be based on the unit prices specified in Attachment J-0200000-13 ELINs.

Limits of Liability

Interpretation and Application of Limits of Liability:

Example:

Section C, Annex 0200000 Management and Administration, Spec Item 2.14.1 Notification to the

Government for Work Above the Recurring Work Limitations:

“The Contractor is fully responsible for work up to the recurring work limits of liability. Recurring work limits of liability are specified in subsequent annexes and sub-annexes. When work is expected to exceed the recurring work limits of liability, the Contractor shall notify the KO and provide a rough order of magnitude (ROM) estimate for the work exceeding the Contractors recurring work limits of liability within two hours of identification. For the portion exceeding the Contractors recurring work limit of liability, the Government may issue a service order or non-recurring work task order in accordance with the non-recurring work portion of the contract detailed below or accomplish the work by means other than this contract.”

“The Contractor shall provide a detailed scope of work and detailed estimate, within two work days of the notification to the KO, per the non-recurring work procedures in Spec Item 2.15 for any potential task orders resulting from work that exceeded a recurring work limit of liability in the contract. The estimate shall include the full scope of Work and clearly show the deductions for the applicable recurring work limit of liability. The resultant proposed price shall be for the portion of the work exceeding the recurring work limit of liability. Further, the Contractor shall prepare and provide scopes of work and estimates in this manner to the KO when requesting a determination that a recurring work limit of liability has or will be exceeded.”

Informational Note: “The Government has found that providing ROMs, detailed scopes of work and detailed estimates within two working days per the non-recurring work procedures in Spec Item 2.15 has required a significant effort to successfully meet the requirements.”

Limits of Liability – (cont’d)

Section C, Sub-annex 1502000 Facility Investment, Spec Item 3.1 Service Orders:

The Contractor has full responsibility for any work up to the service order limit of liability of 32 direct labor hours or $2,500 in direct material cost per service order.

The Government will only pay for the portion of direct labor and/or direct material that exceeds the service order limits of liability. Examples of work exceeding the Service Order limits of liability:

If a service order requires 33 direct labor hours and $2,500 in direct material cost, the Government may issue a task order in accordance with the Non-recurring Work portion of the contract for the one direct labor hour that exceeds the Service Order limit of liability.

If a service order requires 32 direct labor hours and $2,600 in direct material cost, the Government may issue a task order in accordance with the Non-recurring Work portion of the contract for the $100 in direct material cost that exceeds the Service Order limit of liability.

If a service order requires 33 direct labor hours and $2,600 in direct material cost, the Government may issue a task order in accordance with the Non-recurring Work portion of the contract for the one direct labor hour and $100 in direct material cost that exceeds the Service Order limit of liability.

Other examples (i.e., PM and IMP) are include in the specs Ask Questions prior to award Limits of Liability will be applied/enforced post award

Systems

Specifications require maintenance on “Systems” for many spec items. Systems Descriptions do not list every “piece/part” of the system. For Example:

Section J, Sub-annex 1502000 Facility Investment, Attachment J-1502000-23 HVAC and Refrigeration

Systems:

“HVAC and Refrigeration Systems commence at and include the utility isolation point of connection and terminate at the conditioned air point of delivery. 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 of the HVAC and Refrigeration Systems such as: air handling units, blowers, boilers, chillers, compressors (including air compressors), condensers, controls (excluding TRACER ES), cooling towers, dehumidifiers, diffusers, driers, ducts, electrical disconnects, evaporators, fans, fan coil units, 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, control, and instrumentation systems, etc.”

“There are two Trane Tracer ES digital control (DDC) systems at NAS Jacksonville. One for Fleet Readiness Center Southeast facilities at NAS Jacksonville and Cecil Commerce Center is on the NMCI network system can be accessed by qualified personnel from Building 444. A second Tracer ES system provides HVAC controls for NAS Jacksonville is located in Building 27 with an additional connection point for qualified personnel in the Contractors HVAC shop Building 103. Maintenance and operations of Tracer ES software, BAS, communications wiring, modems, controllers, sensors and actuators is under separate contract.”

Using the HVAC example above, the Contractor shall be responsible for an IMP of the “HVAC System” to include ancillary parts, equipment, and components that may or may not be specifically listed in the J attachment.

Systems – (cont’d)

Other statements you may see in a spec for “systems” Systems commence at the utility isolation point of connection and terminate at the point of delivery.

The intent with regard to Systems Straightforward – “maintain the system” Consider other relevant information – facility size, industry knowledge, location, etc.

Ask questions pre-award Expect to be responsible for “Systems” requirements post award

Integrated Maintenance Program (IMP)

IMP is a recurring state-of-the-art, reliability-centered inspection, testing, maintenance and repair program that determines best practices for managing the functions and consequences of failures of facilities equipment and system components. IMP encompasses accepted commercial practices, including reactive, preventive, predictive and proactive maintenance, into one optimal program. The IMP approach gives the Contractor full responsibility to maintain systems and equipment and perform repairs whenever necessary to ensure equipment and systems are operational and remain in a constant state of readiness. Service Orders will not be issued for accomplishment of repairs on systems and equipment maintained under IMP.

Plain Talk:

A “breakdown” maintenance approach is unacceptable Don’t waste your page count on theory – be clear about

What you plan to do;

How it’s worked;

Adequate resources to get what you propose done.

Your approach can be high or low tech but should include:

A solid PM Program and monitoring approach Timely reactive repairs – response similar to service orders Minimize downtime and outages

Think “Systems”

Other Considerations

First and Foremost – “Be prepared to perform the work for the price you bid” LOLs 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

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

Proposal Requirements

Volume I – Responsibility Determination Binder Volume II – Price Proposal

Section B Section J Exhibit Line Item Numbers (ELINS) Attachment JB-2 Supplemental Pricing Attachment Price Narrative

Volume III – Non-Price/Technical Proposal Factor 1 – Corporate Experience Factor 2 – Management Factor 3 – Technical Approach Factor 4 – Safety Factor 5 – Past Performance

Proposal Requirements

Basis for Award:

Best Value Tradeoff The relative order of importance of the non-cost/price evaluation factors is the technical Factors 1, 2, 3, and 4 are of equal importance to each other and, when combined, are equal in importance to the past performance evaluation/performance confidence assessment Factor 5. When the proposal is evaluated as a whole, the technical factors and past performance/performance confidence assessment factor combined (i.e., the non-cost/price evaluation factors) are significantly more important than price.

Facilities Support Indefinite-Quantity Contract Combination of Firm-Fixed Price (FFP) and Indefinite Delivery Indefinite

Quantity (IDIQ) work FFP/Recurring Work and IDIQ/Non-Recurring Work CLINs

Period of Performance: Base period of one year and seven one-year option periods, not to exceed a total of 8 years.

FAR 52.217-8 Option (up to 6 months, if necessary)

Solicitation Documents

Solicitation, Attachments, and Amendments Posted on the Navy Electronic Commerce Online and Federal Business Opportunities websites at:

https://www.neco.navy.mil/ https://www.fbo.gov/

Vendors are encouraged to register on both sites to receive automatic updates regarding the solicitation.

Lessons Learned (prior to proposal submission)

Verify accuracy of SAM and VETS-4212 registrations Sign and return all solicitation amendments Ask questions if you are uncertain about something Create a checklist to ensure you have addressed all requirements Utilize the MS EXCEL pricing attachments provided in Section J to submit data in the format provided.

Ensure consistency of data within proposal (price and technical) Number proposal pages consecutively and stay within the page limitations provided. Pages exceeding the page limitation will not be evaluated.

Make sure insurance information is up-to-date for the safety factor.

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

RFP/Site Visit Questions and Answers

All Site Visit Questions must be submitted in writing This ensures all potential offerors receive accurate information at the same time.

Follow the instructions in the RFP for submission of Pre-award

Inquiries and use the Government Pre-award Inquiry Form (GPIF).

Deadline for questions and Pre-award Inquiries is:

2:00 PM EST, Thursday, 7 December 2017.

Site visit questions and answers will be posted to NECO and FBO.

Site visit questions resulting in a change to the solicitation will be addressed in an amendment.

Submit all questions in writing to courtney.j.peterson@navy.mil (with a copy to rebecca.m.jones@navy.mil).

The list of site visit attendees will be posted on NECO/FBO.

** Do not attempt to contact the Government site visit points of contact for additional information **

Site Visit Schedule

TIME ACTIVITY

07:00* Arrive NAS Jacksonville Yorktown Gate Building 9 parking area to obtain base pass 07:45* Welcome/Introduction/Site Visit and Security Briefs, NAS Jacksonville Building 608 Dewey’s

08:45* Depart NAS Jacksonville Building 608 Dewey’s in route to NAS Jacksonville Building 2080 Hospital via Government provided transportation

09:30* Depart NAS Jacksonville Building 2080 Hospital in route to NAS Jacksonville Building 127 Water Treatment Plant

10:00* Depart NAS Jacksonville Building 127 Water Treatment Plant in route to Fleet Readiness Command Southeast (FRCSE) Buildings 794, 795, and 797.

11:00* Depart FRCSE in route to NAS Jacksonville Building 85 Steam Plant 11:30* Lunch 13:00* Depart NAS Jacksonville Building 608 Dewey’s in route to NAS Jacksonville Wastewater Treatment Plant

13:45* Depart NAS Jacksonville Wastewater Treatment Plant in route to NAS Jacksonville Buildings 103 and 105 Government Furnished Facilities

14:00* Depart NAS Jacksonville Building 103 and 105 Government Furnished Facilities in route to NAS Jacksonville Building 104 Compressed Air Plant

14:15* Depart NAS Jacksonville Building 104 Compressed Air Plant in route NAS Jacksonville Base Support Vehicles and Equipment Maintenance and Repair Facilities

14:40* Depart NAS Jacksonville Base Support Vehicles and Equipment Maintenance and Repair Facilities in route to NAS Jacksonville Building 855 Galley

15:00* Depart NAS Jacksonville Building 855 Galley in route to NAS Jacksonville Building 822 Bachelor Enlisted Quarters

15:15* Depart NAS Jacksonville Building 822 Bachelor Enlisted Quarters in route to NAS Jacksonville Building 769 Fire Pump Room

15:30* Depart NAS Jacksonville Building 769 Fire Pump Room in route to NAS Jacksonville Building 608 Dewey’s and conclude Naval Air Station Jacksonville Base Operations Support I (JBOSI) Site Visit.

NAS Jacksonville, FL – 29 November 2017

*Eastern Standard Time (EST)