JL-9_N6945025R0003_Site_Visit_Brief_0002.pdf

Base Operations Support (BOS) Services at Naval Station (NAVSTA) Mayport Jacksonville, Florida; Marine Corps Support Facility – Blount Island (MCSF-BI) Jacksonville, Florida; and Outlying Areas

Pre-Proposal Conference and Site Visit Kickoff Briefing

RFP N6945025R0003

23-25 September 2025

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 PWS General Information, PWS Structure, and Technical Specifications FSC Discussion Topics Proposal Requirements and Solicitation Documents Lessons Learned RFP/Site Visit Questions and Answers Site Visit Schedule

All attendees must sign in on the site visit log. The sign-in sheet and brief will be posted to SAM.gov via amendment after the site visit.

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.

Overview of the Contract

General Description:

The outcomes to be achieved are Base Operations Support (BOS) 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 Management, Facility Investment, Custodial, Pest Control, Integrated Solid Waste Management, Other (Training Pools), Grounds Maintenance and Landscaping, Utilities Management, Electrical, Water, Transportation, Environmental, and other related services. The outcomes for this acquisition are consistent with the Federal Acquisition Regulation (FAR) 37.101 definition of service contracts.

Supports PBSA (Performance Based Service Acquisition) 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.

PWS General Information

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

Technical Specifications

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 Service Level Standards (where applicable) Inventories and Maps Descriptions, Locations, and Frequencies for Scheduled Work Standard numbering convention

Numbering example: “J-0200000-13”

PWS Structure

Annex 1 – General Information Annex 2 – Management and Administration Annex 6 – Port Operations Annex 15 – Facilities Support

• 1501000 – Facility Management

• 1501000 – Facility Management (MCSF-BI)

• 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 (Training Pools)

• 1503050 – Grounds Maintenance and Landscaping (MCSF-BI)

Annex 16 – Utilities

• 1601000 – Utilities Management

• 1602000 – Electrical

• 1606000 – Water

Annex 17 – Transportation Annex 18 – Environmental Annex 18 – Environmental (MCSF-BI)

FSC Discussion Topics

Programmatic Changes

NAVFAC Maximo Data

Recurring/Non-Recurring Work Procedures

CAT Calls

E/U/R Work

Project Work Orders

Limits of Liability

Other Considerations

Programmatic Changes

As-is Condition Adding Annex 1501000 to include Inventory Management, Maximo Data Entry, and DCR Ratings No IMP at Mayport. BIC requirements will include IMP.

BIC realigned project work to Non-Recurring Work.

Mayport EURs limit of liability $3,500. BIC EURs limit of liability $2,500.

EURS will be a total number instead of a quantity separated between all three types.

Added Project Work Orders to multiple annexes Port Operations added EURs to repair hoses and brows.

Environmental spill response cleanup in the recurring work.

Pool Operations removed. MWR will handle all Pool Operations. Maintenance remains in contract under PM Program.

Steam Annex removed.

Water Annex will be separate CLIN.

Data Requirements

Service Provider Information J-0200000-09 Flat file or direct entry required fields to create, update and complete work orders Intent is to capture as much information as possible (asset numbers on E/U/R) 1501000 3.1 and 1601000 3.4 NAVFAC MAXIMO Data Entry

Asset Information J-020000-10 and Asset Specification J-0200000-11 Direct Entry required fields to create and update facility/utility assets Intent is to capture as much information as possible (model #) 1501000 3.2 and 1602000 3.2 Condition Assessment Program Services Contractor responsible for all facilities and equipment regardless of whether or not they are maintained under this contract.

Characteristic Meter Reading J-0200000-12 Direct Entry condition ratings A+ to R- scale for facilities assets. 0 to 4 scale for utilities assets

Bottom Line: Contractor is responsible for complete and accurate data in Government MAXIMO systems.

PM Work Order On-Time Completion

On-time performance is based on comparison between the target completion date and actual completion date. MAXIMO is the system of record.

Common problems

Every HVAC system does not have a maintenance history Improper water treatment in chillers, boilers and cooling towers Condensate drains Indoor air quality/filter changes MX of humidity control systems Corrosion Poor condition rating without any repairs or notification required repairs will exceed respective limits of liability

Recurring Work Modifications

Annex 0200000 Management and Administration, Spec Item 2.14.1 Recurring Work Modification Proposal Labor: Breakdown by labor category, hours, and rates.

Material: Unit prices from RS Means, other publications or itemized list of materials with unit prices.

Equipment: Specialized equipment or tools.

Subcontractor Costs: Itemized estimates from any subcontractors involved

Subcontractor Costs: Itemized proposals from any subcontractors involved, including their own breakdowns of labor, materials and equipment.

Overhead and General & Administrative (G&A) Expenses: Allocated Annex

0200000 on-site and off-site indirect costs with supporting rationale.

Profit or Fee: Clearly stated and justified based on the cost elements above.

E/U/R and similar services with a unit of EA are exempted from the pricing requirements above and shall be added using the current prices on J-020000-17 ELINs without any additional markup.

Recurring Work Procedures

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 specified in annexes and sub-annexes.

When work is expected to exceed the recurring work limits, 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.

Update Condition Rating and work order information.

Up to 14 days following notification, Contractor assist Government identifying a complete list of all tasks necessary to complete the required repair.

--------------------------------Fixed price obligations met------------------------------------- The Government may elect:

Not to make repair.

To issue a service order To order work in accordance with the non-recurring work provisions To accomplish the work by other means

Non-Recurring Work Procedures

Annex 0200000 Management and Administration, Spec Item 2.15.2 Unit Priced Labor (UPL) Work (Negotiated) The Contractor shall perform all UPL work in accordance with the scope and delivery schedule negotiated per each task order.

“Negotiated” applies to # of direct labor hours, direct material, period of performance. Does not apply to UPL rate or subcontractor burden rate.

Subcontractor Requirements based on lowest proposal from at least three different subcontractors.

The Contractor shall submit non-recurring work proposals within two days in response to each RFP.

Labor hours x UPL = total labor cost Subcontract labor x subcontract fixed burden = total sub labor cost Materials cost x fixed material burden = total material cost

Non-Recurring Work Procedures

Annex 0200000 Management and Administration, Spec Item 2.15.3 CAT Calls CAT Calls are brief in scope and do not require detailed job planning. Multiple maintenance, repair, and minor construction requirements in the same building or structure at the same time may be combined into one call as long as the CAT call threshold is not exceeded.

Categories in $2500 increments from $5,000 to $20,000 POP from 2 weeks to 4 weeks Fully burden price to perform the work Does not require use of UPL/subcontractor burden/material burden

E/U/R Work

Emergency: 1 hour response Work continues until emergency is arrested Follow on work accomplished Urgent or Routine service orders Examples are provided for common emergency and follow on work.

Urgent: work completed within 5 work days Routine: work completed with 30 calendar days

Quantity and unit price are combined to a single ELIN.

Historical information provides E/U/R and IMP calls. Since follow-on contract does not utilize IMP, these calls will be issued as E/U/R.

Project Work Orders

Projects provide a means to accomplish a wide variety of work, NOT CONSIDERED MAINTENANCE or REPAIR that cannot be issued as E/U/R work. Project orders may include new installation, facility system/equipment modifications, alterations, new/minor construction, new work, modernization, and any other requests that are in scope of facility investment services.

Project orders will not be issued for accomplishment of work exceeding the contractor’s limit of liability in any other area of the contract.

Prior to commencing work, the Contractor shall notify the KO if a Project order will exceed the ceiling of $3,500 ($2,500 for Blount Island).

Marine Corp Blount Island:

Urgent Project Work Orders are completed within five working days.

Routine Project Work Orders are completed within 30 calendar days.

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 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. The notification shall include a brief description of the needed repair, location, and a description of work that has already been accomplished within the limit of liability.(…) For a maximum period of 14 days following the notification, the Contractor shall assist the Government in identifying a complete list of all tasks necessary to complete the required repair.

For the portion exceeding the Contractors recurring work limit of liability, the Government may elect any of the following:

Not to make repair.

To issue a service order in accordance with the recurring work provisions of this contract.

To order work in accordance with the non-recurring work provisions of this contract.

To accomplish the work by means other than this contract..”

Limits of Liability – (cont’d)

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

$3,500 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 work order requires $3,600 in direct labor and 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 labor and direct material cost that exceeds the work limit of liability.

• Section C, Sub-annex 1502000 Facility Investment, Spec Item 3.3 Preventive Maintenance (PM) Program 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 PM limits of liability:

If an individual occurrence of incidental repair requires $550 in direct labor and direct material cost, the Government may issue E/U/R work or non-recurring work in accordance with the nonrecurring work provisions of the contract for the $50 in direct labor and direct material cost that exceeds the specified incidental repair limit of liability.

Other examples (i.e., IMP (MC Blount Island), Other recurring Works, etc) are include in the specs Ask questions prior to award

Limits of Liability will be applied/enforced post award

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” rates UPL applies to “self-performed work” Sub-contractor burden applies to work performed by subs or vendor

Additional examples, definitions, etc. are provided in the specification

Proposal Requirements

Volume I – Responsibility Determination Binder Volume II – Price Proposal

Section B Section J Exhibit Line Item Numbers (ELINs) Pricing Attachment Factor 4 – Small Business Utilization and Participation

Volume III – Non-Price/Technical Proposal Factor 1 – Corporate Experience Factor 2 – Management Approach Factor 3 – Technical Approach Factor 5 – Safety Factor 6 – 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, 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 at SAM.gov Vendors are encouraged to register 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 and VETS-4212 registrations Sign and return all solicitation amendments Address every element within each factor Create a checklist to ensure you have addressed all requirements Utilize the attachments provided in Section J to submit, Past Performance, Corporate Experience, and ELIN pricing data in the format provided Ensure data is consistent throughout the proposal (price and non-price) 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

Small Business Lessons Learned

Non-Price Factor 4, Small Business Utilization and Participation Historical Small Business Utilization

• Provide Historical Small Business Utilization attachment for each project cited under Factor 1, Corporate Experience

• Completely fill out form for each project

• Provide explanation of unmet goals and lack of SB subcontracting achievements, as applicable

Small Business Participation Commitment

• Submit Small Business Participation Commitment Document (SBPCD) attachment

• Ensure small business participation rate (i.e. work performed by SB as prime and/or SB subcontractors) is 20% of the contract value; if not explain why the minimum total small business participation requirement cannot be achieved

• Demonstrate commitment to use SB concerns by identifying planned subcontracts by name, type and complexity of work to be subcontracted, estimated dollar value, and type of commitment with each subcontractor

• Ensure SBPCD and SB Subcontracting Plan (if required) are consistent. Note:

Subcontracting plan goals and the participation requirements provided in the SBPCD WILL NOT be the same. The participation requirements within the SBPCD are provided as percentages of the total contract value; subcontract plan goals are provided as a percentage of planned subcontracting dollars.

RFP/Site Visit Questions and Answers

All questions/pre-award inquiries must be submitted in writing.

This ensures all potential offerors receive information at the same time.

Follow the instructions in the RFP, Section L.4 PRE-AWARD

INQUIRY FORM, for submission of questions.

Deadline for submission of pre-award inquiries is 2:00PM EDT, Thursday, 02 OCTOBER 2025.

Government responses will be provided via amendment posted on SAM.gov.

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

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

Site Visit Schedule

See JL-3 for detailed site visit itineraries.

•NAVSTA Mayport – Today, 23 Sep 2025 •MCSF-BI – Tomorrow, 24 Sep 2025 •Navy Fuel Depot Heckscher Drive – Thursday, 25 Sep 2025