N6945024R0020_JL-5_Site_Visit_Brief_0001.pdf

Key West Base Operations Support (BOS) Services

RFP N6945024R0020

12 June 2024

Pre-Proposal Conference and Site Visit Kickoff Briefing

CUI

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

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

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.

Site Visit Schedule

TIME ACTIVITY

07:30 Arrive at the VCC (A‐641), obtain Base Access Passes.

0800 Arrive at A‐629.

0810 – 0830 Welcome and Overview of the Contract.

0830 – 1000 Tour Boca Chica ‐ A‐629, A‐626, A‐337, A‐931, A‐936, A‐990, A‐4203 and drive by A‐729/730 and to the gate of A‐4202.

1015 – 1100 Tour Sigsbee Park Annex ‐ V‐4111, V‐3000/V‐3012 (Marina), and drive‐by

V‐4187/4189.

1115 – 1200 Tour Trumbo point Annex ‐ C‐2076, C‐4084, KW100 (ASF), Recycling Point.

1200 – 1300 LUNCH

1315 – 1400 Tour Truman Annex ‐ 1352, 438 or 1350, and drive past JIATF.

1415 – 1500 Tour Naval Branch Health Clinic/BUMED ‐ Drive through Campus/facility.

End of Site Visit Dismissal.

Overview of the Contract The outcomes to be achieved are BOS Services at Naval Air Station Key West, FL and outlying areas supported by this command. This requirement includes all labor, supervision, management, tools, materials, equipment, facilities, transportation, incidental engineering, and other items necessary to perform:

Facility Investment (including HVAC and Refrigeration, Automatic Doors, Fire Protection, Vertical Transportation Equipment, Exhaust Hoods and Ducts, and Water Testing and Treatment; Pest Control;

and Utilities Management.

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

Section C PWS General Information 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 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: Annex Content – Technical Annexes 3 - 18

Sections F & J PWS General Information SECTION F: Deliverables Contains a summary 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 or FedMall Other attachments

Definitions and Acronyms Wage Determinations Directives, Instructions, and References Service Level Standards (SLS) (where applicable)

Note, no longer Common Output Level Standards (COLs) Inventories and Maps Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention Numbering example: “J-0200000-12”

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

• 1501000 – Facilities Management

• 1502000 – Facilities Investment

• 1503020 – Pest Control

Annex 16 (1600000) – Utilities

• 1601000 – Utility Management

Annex 17 (1700000) – Base Support Vehicles and Equipment

FSC Discussion Topics Service Orders Other Considerations

Recurring work Service Orders Recurring Work Service Order limit of liability in direct labor and direct material cost:

Pest Control: $500.00 HVAC and Refrigeration Systems & Automatic Door Opener System: $500 Fire Protection Systems: $1,000 Vertical Transport Equipment (VTE): $2,500

Example: If a pest control service order requires $600 in direct labor and direct material cost, the Government may issue a task order in accordance with the Non-Recurring Work provisions of the contract for the one direct labor hour and $100 in direct material cost that exceeds the pest control service order limit of liability.

Completion times:

As noted in the Performance Standard in Section C of each sub-specification.

The Contractor is fully responsible for work up to the recurring work limits.

Recurring work limits are specified in subsequent annexes or sub-annexes.

Follow Spec Item 2.14.2 Notification to the Government for Work Above the Recurring Work Limitations for procedures of work exceeding the limits of liability.

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

Additional Information:

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.

Other Considerations First and Foremost – “Be prepared to perform the work for the price you bid” Limits of Liability (LOL)s will be applied as specified Prices proposed will be used – don’t expect to re-negotiate post award Betterments offered in the non-price proposal become part of the contract 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 and direct material costs 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

Performance Base Work Objectives Partnering– Is establishing a positive relationship between the Government and the Contractor is essential in fulfilling a performance-based requirement.

Safety – Contractor safety is an integral part of effective performance assessment.

The PAR must ensure that the Contractor is in compliance with safety requirements specified in the contract.

Security – The contractor will become familiar with all security requirements specified in the contract and report any observed violations to the KO.

Submittals – Are identified in Section F; they include but are not limited to:

• Quality Management Plan

• Accident Prevention Plan (including Hurricane Preparedness Plan)

• Annual, Monthly, Weekly, and Daily Reports

• Schedules and Planning

• PM and ITM reports, including Regulatory

• Meeting Agendas and Meeting Minutes

Safety Performance Assessment Process (PAP) – Includes Scheduled (regular periodic sampling) and unscheduled assessments of Contracted work; including Task Orders (TOs)

• Performance Assessment Worksheet (PAW) - The documentation of the results of the Performance Assessment by the PAR

Performance Base Work Objectives Cont.

Performance Assessment Process (PAP)Cont.– Includes

Scheduled and unscheduled assessments of Contracted work;

including Task Orders (TOs)

• Assessment Level (AL#) – The assessment procedures based on the scheduled level of assessment performed by the PAR: AL1, AL2, or AL3.

• Safety Assessment (SA) – 1) the PAR will be assessing safety while conducting regular periodic sampling; and 2) Documenting “unscheduled visits” to specifically assess safety anytime the performance of work can be observed.

• Validated Customer Comment (VCC) – A Customer Comment Record (CCR) submitted by a Base Customer, to the FSC Branch, and Validated by the PAR/COR

• Management and Administration Assessment – The COR will perform a monthly assessment to evaluate the Contractor’s compliance with management and administration requirements as specified in the contract

PAP Summary– All Assessments (PAWs, SAs, VCCs) are consolidated into the Monthly Performance Assessment Summary (MPAS). The MPAS supports Invoice Validation, Performance Assessment Board (PAB) evaluations, Quarterly Reports, and the Contractor Performance Assessment Reporting System (CPARS).

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.

Proposal Requirements Volume I – Responsibility Determination Binder Volume II – Price Proposal

Section B Section J Exhibit Line Item Numbers (ELINs) Attachment

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

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.

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. If it is an Excel file do not provide it as a pdf document etc.

When The RFP requires information and states if no data or information is available, provide an explanation. Please provide an explanation. Failure to do so is considered non-responsive and may result in an unacceptable proposal.

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.

Government Pre-Award Inquiries (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, Darrien

Thomas, at darrien.a.thomas.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 EST, Thursday, 20 June 2024. 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 via amendment.

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 **

Boca Chica Building Locations

Sigsbee Building Locations

Trumbo Building Locations

Truman Annex Building Locations

BUMED Building Locations

Questions?