JL-5_N6945023R0020_Site_Visit_Brief_0001.pdf

Orlando Multi-Function Support Services (MFSS)

19-20 April 2023

Pre-Proposal Conference and Site Visit Kickoff Briefing

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Introduction The purpose of this briefing is to provide instructions for the site visit and a general overview of the solicitation, including:

Overview of the Contract Section C PWS General Information Section F and J General Information PWS Structure FSC Discussion Topics Solicitation Overview Proposal Requirements Solicitation Documents Lessons Learned Government Pre-Award Inquiries (GPIs) Site Visit Schedule

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Introduction continued All attendees must sign in on the site visit log. The sign-in sheet and this brief will be posted to the SAM website via amendment.

Nothing said today shall alter the requirements of the solicitation. The terms and conditions remain unchanged unless the solicitation is amended in writing via amendment.

No questions will be answered at the sites.

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Overview of the Contract

General Description:

The outcomes to be achieved are Multi-Function Support Services (MFSS) at Naval Support Activity (NSA) Orlando, Florida and outlying areas within the NSA Orlando Area of Responsibility (AOR). This requirement includes all labor, management, supervision, tools, materials, equipment, and other items necessary to perform: Facility Investment, Pest Control, Integrated Solid Waste Management (ISWM), and Grounds Maintenance and Landscaping.

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

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

Supports Performance Based Service Contracting Uses Navy-wide Templates Standard structure Tabular format

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 particular to that technical annex. Each of these annexes can contain 1 or more sub-annexes.

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Section C PWS General Information

Spec Item Standard Use

General Information Information unique to the understanding of the technical requirements of this specification

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.

Recurring Work All Recurring Work technical requirements of this specification.

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).

SECTION C: Annex Content – Technical Annexes 3 - 18

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Section F and J General Information SECTION F: Deliverables Contains a summary list and examples of data deliverables and reports

SECTION J: Documents, Exhibits, and Other Attachments Recurring Work (FFP) ELINs Non-Recurring Work (IDIQ) ELINs

Client ordering of pre-priced line items via task order or FedMall 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”

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PWS Structure

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

• 1502000 – Facility Investment

• 1503020 – Pest Control

• 1503030 – Integrated Solid Waste Management (ISWM)

• 1503050 – Grounds Maintenance and Landscaping

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FSC Discussion Topics E/U/R Work Orders Limits of Liability Systems Other Considerations

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E/U/R Work Orders Using current Office of the Secretary of Defense (OSD) Guidance to standardize $2,500 in direct labor and direct material cost per E/U/R work order Categories: Emergency, Urgent and Routine Completion times:

Emergency: Responded to within one hour of receipt of call Urgent: Completed within 5 working days Routine: Completed within 30 calendar days

“Fence line-to-Fence line” “E/U/R work orders will be ordered 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.”

Intent is to provide an effective way to execute reactive and unscheduled work Work Orders will include a wide variety of work Within scope of contract Within E/U/R work order limits of liability Within E/U/R work order quantities available

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E/U/R Work Orders continued E/U/R Work Order Limits of Liability:

The Contractor has full responsibility for any work up to the E/U/R work order limit of liability of $2,500 in direct labor and direct material cost per E/U/R work order.

E/U/R Work Order/Payment Change. E/U/R Work 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 E/U/R Work orders. The Contractor shall not invoice for incomplete

E/U/R Work orders and E/U/R Work orders not issued.

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Limits of Liability Interpretation and Application of Limits of Liability:

Example:

Section C, Annex 0200000 Management and Administration, Spec Item 2.14.2, Notification to the Government for Work Above the Recurring Work Limitations:

“The Contractor is fully responsible for work up to the recurring work limits. Recurring work limits are specified in subsequent annexes or 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 further direction. The Government may issue a service order in accordance with the recurring work provisions of this contract order work in accordance with the non-recurring work provisions of this 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, per Section F, 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.”

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Limits of Liability continued Section C, Sub-annex 1502000 Facility Investment, Spec Item 3.1 E/U/R Work Orders:

The Contractor has full responsibility for any work up to the E/U/R work order limits of liability of $2,500 in direct labor and direct material cost per E/U/R work order.

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

If a E/U/R work orders limit of liability is $2,500 in direct labor and direct material cost and requires

$2,600 in direct labor and direct material cost, the Government may issue a Non-recurring work task order in accordance with the Non-recurring work provisions of the contract for the $100 in direct labor and direct material cost that exceeded the E/U/R work order limit of liability.

Ask Questions prior to award Limits of Liability will be applied/enforced post award

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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-1502000-05 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 Automated Logic 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, control, and instrumentation systems, etc.”

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

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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

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Solicitation Overview Contract Type: Facilities Support Indefinite-Quantity Contract Combination of Recurring Work/Firm-Fixed Price (FFP) and Non-Recurring Work/

Indefinite Delivery Indefinite Quantity (IDIQ) Each period of performance has two Contract Line Item Numbers (CLINs), one for

Recurring Work and one for Non-Recurring Work

Contract Term:

Base period of one year and four (4) one-year option periods, not to exceed a total of five

(5) years FAR 52.217-8 Option to Extend Services is included and provides the authority to extend contract performance up to 6 months (if necessary)

Basis for Award:

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

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Proposal Requirements

Volume I – Responsibility Determination

Volume II – Price Proposal Section B Section J Exhibit Line Item Number (ELIN) Pricing Attachment

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

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Solicitation Documents

Solicitation, Attachments, and Amendments Posted on the SAM website at:

https://sam.gov/

It is the offeror’s responsibility to obtain the RFP files, along with any amendments, from SAM.

Contractors are encouraged to register on this site to receive automatic updates regarding the solicitation.

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Lessons Learned (prior to proposal submission)

Review the instructions and submittal requirements in Sections L and M of the RFP and ensure you have addressed all requirements.

Verify accuracy of SAM registration and compliance with VETS-4212 reporting requirements.

Sign and return all solicitation amendments.

Address every element within each factor.

Utilize the attachments provided in Section J to submit Corporate Experience and

ELIN pricing 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. Pages exceeding the stated page limitation will not be evaluated.

Clearly label and separate/tab each factor in your proposal.

Do not copy and paste from a prior proposal.

Ask questions if you are uncertain about something.

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Government Pre-Award Inquires (GPIs) All questions/pre-award inquiries must be submitted in writing This ensures that all potential offerors receive the same information at the same time.

Instructions regarding the submission of GPIs can be found in the RFP, L.4 PRE

AWARD INQUIRY FORM:

All questions shall be submitted in writing to Contract Specialist, Courtney Peterson, at courtney.j.peterson3.civ@us.navy.mil (with a copy to Cari Fiebach at cari.l.fiebach.civ@us.navy.mil) on the Government Preaward Inquiry Form (GPIF), Attachment JL-2.

All questions must be submitted prior to the GPI cutoff due date/time of 2:00 PM EDT, Tuesday, 25 April 2023. It is the offeror’s responsibility to verify the receipt of all questions with the Contract Specialist.

All questions and answers will be posted to the SAM website.

Questions resulting in a change to the solicitation will be addressed in an amendment.

The site visit brief and list of attendees will be posted on SAM.

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

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Day 1 – Wednesday, 19 April 2023

TIME ACTIVITY LOCATION

0900-0930 Arrive at NSA Orlando de Florez Building, Quarterdeck

0930-1015 Welcome and Overview of the Contract Multi-Purpose Room (MPR), Room 1203

1015-1100 Grounds Walking Tour Grounds / Parking Areas 1100-1230 Lunch

1230 Meet at Cafetorium for Facility Tour Start

Cafetorium, Room 1083

1230-1350 de Florez Building Tour Cafetorium, Room 1083 1350-1405 Annex Building Tour Annex South Entry 1405-1425 Mechanical Equipment Building Tour Mechanical Building South

Side 1425-1435 Logistics Support Facility (LSF) Tour Loading Dock Area 1435-1530 Welcome Center Tour Welcome Center Entry

1530 – 1600 Science Gate Area Tour Science Gate Area End of Site Visit Dismissal / Badge Turn-in de Florez Building, Quarterdeck

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Day 2 – Thursday, 20 April 2023

Reminder: No questions will be answered at the sites. All questions shall be submitted in writing as instructed by the RFP, Section L.4 PRE AWARD

INQUIRY FORM.

TIME ACTIVITY LOCATION

0930 Arrive at NEX Orlando NEX Orlando Entry

0945 – 1030 NEX Orlando Building Tour NEX Orlando Main Entry 1030 – 1230 Travel to NUWC OSO Okahumpka / Lunch 1230 – 1400 NUWC OSO Okahumpka Site Tour NUWC OSO Okahumpka

Parking Area End of Site Visit Dismissal NUWC OSO Okahumpka

Parking Area