JL-6_N6945024R0037_Site_Visit_Brief_0001.pdf

Naval Support Activity Mid-South Base Operations Support (BOS) Services

Pre-Proposal Conference and Site Visit Briefing

21-22 August 2024

(Classification: CONTROLLED UNCLASSIFIED INFORMATION (CUI)

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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 E/U/R Work Orders Limits of Liability Systems

IMP

Non-Recurring Work Orders Other Considerations Solicitation Overview Proposal Requirements Solicitation Documents Proposal Considerations Government Pre-Award Inquiries (GPIs) Site Visit Schedule

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Introduction All attendees must sign in on the site visit log each day. The sign-in sheets 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 Base Operations Support (BOS) Services at NSA Millington, TN and outlying areas.

This requirement includes all labor, management, supervision, tools, material, and equipment necessary to perform: Facility Management; Facility Investment;

Custodial; Pest Control; Integrated Solid Waste Management; Other (Splash Park);

Grounds Maintenance & Landscaping; Pavement Clearance; Utilities Management;

Electrical; Wastewater; Water; Base Support Vehicles and Equipment;

Environmental; and other related services.

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 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.

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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

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 Service Level Standards (formerly Common Output Levels or COLs) Inventories and Maps Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention

Numbering example: “J-0200000-12”

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

• 1501000 – Facility Management

• 1502000 – Facility Investment

• 1503010 – Custodial

• 1503020 – Pest Control

• 1503030 – Integrated Solid Waste Management

• 1503040 – Other (Splash Park)

• 1503050 – Grounds Maintenance and Landscaping

• 1503060 – Pavement Clearance

Annex 16 (1600000) – Utilities

• 1601000 – Utilities Management

• 1602000 – Electrical

• 1604000 – Wastewater

• 1606000 – Water

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

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E/U/R Work Orders

Using current OSD Guidance to standardize $4,000 in direct labor and material costs per work order Categories: Emergency, Urgent and Routine (E/U/R) Completion times:

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

Scope ”The Contractor shall perform E/U/R work in a timely manner to ensure facilities, systems, ground structures and other assets are fully functional, in normal working condition and function properly in accordance with specified standards. Intent is to provide an effective way to execute reactive and unscheduled work.”

Service Orders will include a wide variety of work Within scope of contract Within E/U/R work order quantities available

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Limits of Liability Interpretation and Application of Limits of Liability, example.

Per 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 Within two hours of identification, rough order of magnitude (ROM) estimate required for work expected to exceed recurring work limits Depending on the ROM a Service Request may be issued to complete the work Detailed scope of work and estimate is required for potential task order work authorizations that exceed the Service Request LOL Estimate shall include the full scope of work and clearly show the deductions for the applicable limit of liability The Contractor shall prepare and provide scopes of work and estimates in this manner to the

KO when requesting a determination that a limit of liability has or will be exceeded.

See Spec Item 2.14.2 for requirements for Notification to the Government for Work Above the Recurring Work Limitations.

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Limits of Liability

• 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 limit of liability of $4,000 in direct labor and direct material cost per work order.

– The Contractor shall notify the KO upon identification that the work order will exceed the specified limits of liability in accordance with the reporting requirements in Annex 2. The Government may issue an order under the non-recurring work provisions of the contract for the portion of direct labor and direct material cost that exceeds the service order limits of liability. If a non-recurring work order is issued for the portion of work exceeding the specified service order limits of liability, the Government will only pay for the portion of direct labor and direct material that exceeds the service order limits.

– Example of work exceeding the Work Order limits of liability: If a work order requires $4,600 in direct labor and direct material cost, the Government may issue an order in accordance with the Non-recurring Work portion of the contract for the $600 in direct labor and direct material cost that exceeded the Service Order limit of liability.

Limits of liability for custodial, pest control, grounds and utilities vary by spec item

Ask questions during solicitation phase

Limits of Liability will be applied/enforced

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Systems FSC/BOS specifications require maintenance of “Systems” for many spec items. Inventories do not list every “piece/part” of the system.

The specs include system descriptions as a basis of estimate. Example: Attachment J-1502000-23

“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, control, and instrumentation systems, etc.”

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.

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Systems

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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IMP

Expectation

Integrated Maintenance Program (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.

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IMP

Plain Talk (cont’d)

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”

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Non-Recurring Work Orders Non-Recurring Work Orders

Intent is to provide an effective way to execute reactive and unscheduled work Within scope of contract Two “types”

Type One: Negotiated:

Unit Priced Labor (UPL), ELINs X700 and X701, and Material and Equipment, ELIN X702 Most commonly used when work under a service order exceeds liability limits Ordered as authorized by the KO via task order Units of measure are LH and DO

Type Two: Pre-Priced Individual priced, distinct, and severable tasks, i.e ELINs X703 through X786. These are non-negotiable after award.

May be ordered through FedMall Units of measure are CY, SF, LF, EA, CF, etc.

Contractor reports these task orders (ordered non-recurring service) to the KO monthly Each ELIN defines the estimated quantities; however, the not to exceed limit is the non-recurring total

Invoicing and Receiving Payment:

Payment of individual negotiated and pre-priced task orders through WAWF Payment of pre-priced orders through FedMall

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Other Considerations

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

Limits of Liability 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), direct labor and direct material cost 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 specifications

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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 significantly more important than 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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Proposal Considerations Review the instructions and submittal requirements in Sections L and M of the RFP and ensure you have addressed all requirements.

Utilize the attachments provided in Section J to submit Corporate Experience, and ELIN pricing data in the format provided

ELIN Pricing Data ELINs are organized by Annex/Customers to ensure costs are allocated properly Costs may vary based on unique staffing/security requirements in each Annex/ELIN Offers may be rejected for materially unbalanced pricing

Verify accuracy of SAM registration.

Confirm most recent VETS-4212 filing.

Create a checklist to ensure you have addressed all requirements.

Sign and return all solicitation amendments

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Proposal Considerations Address every element within each factor

Ensure data is consistent throughout the proposal (price and technical)

Ensure reps and certs clauses not included in SAM are completed and submitted with proposal.

Number proposal pages consecutively and stay within the page limitations provided.

Pages exceeding the 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 all potential offerors receive information at the same time.

The following 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 Pre-award Inquiry Form (GPIF), Attachment JL-2.

All questions must be submitted prior to the GPI cutoff due date/time of 2:00 PM EDT, Thursday, 29 August 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.

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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Site Visit Schedule 21-22 August 2024

Transportation: All site visit participants will meet at the Pat Thompson Conference Center [5700 Attu St Millington TN 38054] by 08:00 AM each day of the site visit

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.

Day 1 Wednesday, 21 August 2024 0800 Kickoff Meeting at the Pat Thompson Center- PWD/ACQ 0915 FRCS/EMS System Overview at Pat Thompson Center 0930 Pick up from the Pat Thompson Center and depart for tour 0930 Drive by Northside Facilities: 931, C1, 939, N82, 930, 763, 1694, Water Wells, and BoP 1000 BOSS Warehouse Building 242 walk-through 1015 Transportation Building 940 walk-through 1030 Drive by Recycling Area/Pest Control Building 1035 Drive by BOSS Storage Building 235 1040 Drive by Utility Laydown yards on Perimeter Road 1045 Water Plant walk-through 1130 Arrive at Pat Thompson Center

1130-1230 LUNCH

1230 Pick up from the Pat Thompson Center and depart for tour 1240 Building 791 walk-through 1330 Building 769 Mechanical Room walk-through 1410 Drive by Vet Clinic 1415 Child Development Center walk around (936, 943, 777) 1445 Drive by Splash Park 1500 Building 768 walk-through 1545 Drive by Building 457 outside tour 1600 Return to Pat Thompson Center

Day 2 Thursday, 22 August 2024 0800 Pick Up from the Pat Thompson Center and depart for tour to LCC 0845-1045 Arrive at LCC and start walk-through

1045 Depart LCC for NSA Mid-South 1130 Arrive at Pat Thompson Center

1130-1230 LUNCH

1230 Depart Pat Thompson Center for tour 1240 Building 455 Mechanical Room walk-through 1300 Building 453 walk-through 1330 Drive entire perimeter road/ Grounds/Ditch

Maintenance discussion 1400 Drive by substations/lift stations around the base 1430 Building 787 walk-through 1515 BOSS Office Space Building 781/walk-through 1600 Return to Pat Thompson Center- END OF SITE

VISIT