N6945019R1725_JL5_SiteVisitBrief.pdf

Kings Bay Base Operations Support II

(KBOS II) Services

Pre-Proposal Conference and

Site Visit Kickoff Briefing

RFP N69450-19-R-1725

13 February 2019

Agenda

Welcome and Introductions

Overview of the Contract

Technical Attachments General Information

KBOS II Services PWS Structure

FSC Discussion Topics

KBOS II 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) II services at Naval Submarine Base (NSB) Kings Bay, Georgia and outlying areas. This requirement includes all labor, supervision, management, tools, material, equipment, facilities, transportation, incidental engineering, and other items necessary to perform:

Custodial; Pest Control; Integrated Solid Waste Management;

Grounds Maintenance and Landscaping; Pavement Clearance; 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”

KBOS II Services – PWS Structure

Annex 1 (0100000) – General Information

Annex 2 (0200000) – Management and Administration

Annex 15 (1500000) – Facilities Support

• 1503010 – Custodial

• 1503020 – Pest Control

• 1503030 – Integrated Solid Waste Management

• 1503050 – Grounds Maintenance and Landscaping

• 1503060 – Pavement Clearance

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 an Urgent 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 boundaries of NASWF, outlying landing fields, and outlying sites to ensure facilities, ground structures, equipment, systems, 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 processed 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 bid 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 and/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-1502000-09 HVAC and

Refrigeration Systems:

“A HVAC System is a system that maintains desired environmental conditions within a facility. The system commences at the utility isolation point of connection and terminates at the point of delivery to the building environment and includes all supply and returns, electrical circuits, panels, breakers, switchgear, starters and motor control centers. It includes systems in other facilities or mechanical spaces when they are required to deliver substances required to control environmental conditions within a facility. Examples include chilled water, hot water, and steam. This excludes systems covered under the utilities portion of this contract. HVAC systems encompass all mechanically and electrically interlocked ancillary parts, equipment, and components such as duct work, registers, elements, insulation, devices, parts, chillers, air handlers, unit heaters, pumps, strainers, condensers, cooling towers, dryers, dust collectors, air boxes (VAV and bypass), piping, tanks, heat exchangers, fittings valves, cooling towers, boilers, backflow preventers, water heaters, unfired pressure vessels, fans, bathroom exhaust, electric strip heat, galley exhaust, electronic air/smoke cleaners, blowers, gauges, fuel piping, regulators, electrical circuits, compressors, refrigeration monitors, safety devices, controls, media, filters, high efficiency filters, and etc. needed to ensure proper system operation. HVAC systems can include subsystems that interact to maintain conditions within a facility: chilled water, direct expansion, hot water, steam, air handling, controls, process refrigeration, Variable Frequency Drives (VFDs), ventilation, air compressors and dryers for pneumatic controls and related components.

Systems – (cont’d)

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, direct material costs, and construction and universal equipment 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

Maximo data entry requirements – update of Government Maximo by direct entry daily

Workload data – for all work performed (Service Orders, PMs, repairs, etc…) under this contract. This requires work order creation, maintenance plan input (either up front or with each work order), etc…

Asset data – for facilities assets maintained under this contract. This includes creation/correction of existing data as necessary and updates to records based upon repairs/replacement performed.

Condition data – for facilities assets maintained under this contract. Condition assessment performed at least once annually.

KBOS II 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

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 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 four one-year option periods, not to exceed a total of 5 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

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, Tuesday, 19 February 2019.

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 angela.mclean@navy.mil (with a copy to cari.fiebach@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

0745 Meet at Main Gate Pass & ID (Stimson Gate)

0800 Pickup at gate and bus to Triplex

0815 - 0915 Welcome and overview of the contract

0815 - 1130 Windshield Tour:

Upper base (BQs, TTF, NEX/DECA, SWFLANT, point out CA and LA, fire station and through COA gate to TRF area)

TRF, fire station-2, dredge spoil area, DOSF, site-6, along WRA fence line point out WRA area, Port Ops and look across to Crab

Island, back around dredge spoil area to

TRF, and out of COA gate.

1130 Return to Triplex for final questions

1200 Return to Main Gate Pass & ID to drop off site visit attendees

End of Site Visit Dismissal