N6945018R1800_SiteVisitBrief.pdf

Mayport Base Operations Support I Services

(MBOS I)

Pre-Proposal Conference and

Site Visit Kickoff Briefing

RFP N69450-18-R-1800

30 November 2017

Agenda

Welcome and Introductions

Overview of the Contract

Technical Attachments General Information

MBOS I Services PWS Structure

FSC Discussion Topics

MBOS 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 are Base Operations Support (BOS) I services at Naval Station (NAVSTA) Mayport Jacksonville, Florida;

Marine Corps Support Facility – Blount Island (MCSF-BI) Jacksonville, Florida; 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: Port Operations, Facility

Investment, Custodial, Pest Control, Integrated Solid Waste

Management, Other (Swimming Pools), Grounds Maintenance and

Landscaping, Utilities Management, Electrical, Wastewater, Steam, Water, 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.

The Section C Performance Work Statement (PWS) is provided as an attachment to the RFP

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.

Section C PWS General Information

Section C 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 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

SECTION C: Annex Content – Technical Annexes 3 - 18

General Information

SECTION F: Deliverables

Contains a list 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-0200000-13”

MBOS I Services – PWS Structure

Annex 1 (0100000) – General Information

Annex 2 (0200000) – Management and Administration

Annex 6 (0600000) – Port Operations

Annex 15 (1500000) – Facilities Support

• 1502000 – Facility Investment

• 1502000 – Facility Investment – MCSF-BI

• 1503010 – Custodial – MCSF-BI

• 1503020 – Pest Control – MCSF-BI

• 1503030 – Integrated Solid Waste Management – MCSF-BI

• 1503040 – Other (Swimming Pools)

• 1503050 – Grounds Maintenance and Landscaping – MCSF-BI

Annex 16 (1600000) – Utilities

• 1601000 – Utilities Management

• 1602000 – Electrical

• 1604000 – Wastewater

• 1605000 – Steam

• 1606000 – Water

Annex 17 (1700000) – Base Support Vehicles and Equipment

Annex 18 (1800000) – Environmental

Annex 18 (1800000) – Environmental – MCSF-BI

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.”

Service Orders – (cont’d)

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

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.”

Limits of Liability – (cont’d)

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.”

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-1502000-19 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, 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 and control systems including the EMCS.

The Energy Management Control System (EMCS) is a centralized Building Automation

System that provides monitoring and control of HVAC systems (e.g., Chillers, Air

Handlers, Cooling Towers, Pumps, DX Split Systems, Outside Air Units, Variable Air

Volume Boxes, Fan Terminal Units, etc.) in multiple facilities. The EMCS includes all equipment and components of the EMCS (e.g., Hardware, Software, Controllers, Field

Devices, Graphics, monitoring and control system, etc.).

Systems – (cont’d)

The EMCS is designed on an open standard BACnet Protocol. The EMCS uses Tridium's

Niagara-AX Framework for the Direct Digital Controls (DDC) systems integration of the diverse systems that are utilized locally by different facilities. The EMCS Supervisor

Workstation, located at Building 1966, uses a web-based building management system interface, EC-Net A/X Graphics Package. In general, all DDC control devices within the facilities that are linked via the base wide EMCS, communicate to a building level JACE

(Java Application Control Engine) device, which in turn communicates to a centralized controller located in the Naval Station Mayport Public Works Building 1966 via fiber optic communication network and copper telephone network.”

Using this HVAC example, 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.

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

Insert info from price evaluation factor

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

MBOS I Services – 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

Factor 5 – Small Business Utilization

Volume III – Non-Price/Technical Proposal

Factor 1 – Corporate Experience

Factor 2 – Management

Factor 3 – Technical Approach

Factor 4 – Safety

Factor 6 – Past Performance

MBOS I Services – 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, 4 and 5 are of equal importance to each other and, when combined, are equal in importance to the past performance evaluation/performance confidence assessment Factor 6. 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 recurring work and non-recurring work

Recurring Work/Firm-Fixed Price (FFP) and Non-Recurring Work/Indefinite Delivery

Indefinite Quantity (IDIQ) 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 data is consistent throughout the 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

Small Business Lessons Learned

Non-Price Factor 5, Small Business Utilization

Achievements

• Narrative describing SB achievements in supporting Govt’s SB policies

• Provide Small Business Subcontracting Record for each project cited under Factor

1, Corporate Experience

• Provide ISRs (or equivalent) for each project cited if subcontracting plan was required, and explanations for any instances of failures to meet goals

• Teaming/JV/Mentor-Proteges – Explain and demonstrate meaningful involvement in the management of the subcontracting program.

Small Business Participation and Commitment

• Submit Small Business Participation and Commitment Strategy attachment.

• Submit supplemental narrative to address specific elements of strategy, such as subcontract binding agreements, post award execution roles, specific initiatives employed to enhance SB participation and future involvement.

• Ensure first tier subcontract participation rate is 20% of the contract value; if not explain how participation rates were established

• Ensure SB Participation and Commitment Strategy and subcontracting plan (if required) are in agreement

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 cari.fiebach@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 **

MBOS I Services – Site Visit Schedule

TIME* ACTIVITY

07:00 Meet at Park and Ride at A1A and Wonderwood

07:15 Depart Park and Ride for Welcome/Introduction/Site Visit and Security Briefs, NS Mayport Bogey’s Restaurant

08:45 Depart Bogey’s for windshield tour of Navy Fuel Depot Heckscher Drive

09:30 Depart Navy Fuel Depot Heckscher Drive for Marine Corps Support Facility – Blount Island (MCSF-BI) with stops at MCSF-BI Blast, Paint and Curing Facility and MCSF-BI Wash Rack Facility

10:15 Depart MCSF-BI for windshield tour of Child Development Center and Navy Exchange

11:30 Return to Park and Ride at A1A and Wonderwood for lunch break

12:30 Depart Park and Ride for NS Mayport Bldg. 1488 Southeast Regional Maintenance Center

13:15 Depart Bldg. 1488 for NS Mayport Bldg. 2104 Medical/Dental Clinic

13:45 Depart Bldg. 2104 for NS Mayport Bldg. 1391 Fitness Center

14:15 Depart Bldg. 1391 for NS Mayport Wastewater Treatment Plant

14:45 Depart Wastewater Treatment Plant for windshield tour of Wharves with stops at NS Mayport Bldg. 2307 Alpha Pier Electrical Distribution Facility

15:15 Depart Bldg. 2307 for NS Mayport Base Support Vehicles and Equipment Maintenance and Repair Facilities

15:30 Depart Base Support Vehicles and Equipment Maintenance and Repair Facilities en route to Park and Ride at A1A and Wonderwood and conclude Site Visit

*Eastern Standard Time (EST)