Charleston_SSP_13-R-0526 _revised.pdf

SP0600-13-R-0526

Source Selection Plan

Defense Fuel Support Point (DFSP) and Joint Base Charleston

Source Selection Information – See FAR 2.101 and 3.104

SOURCE SELECTION PLAN

SOLICITATION SP0600-13-R-0526

The services to be provided are for operation and maintenance of aviation and ground fuel bulk storage, Defense Fuel Support Point (DFSP) and Joint Base Charles ton, SC.

I. BACKGROUND AND OBJECTIVES

Solicitation SP0600-13-R-0526 will be issued for procurement of operation and maintenance services for aviation and ground fuel bulk storage facilities Defense Fuel Support Point (DFSP) and Joint Base Charleston, SC. Services include providing all technical support, personnel, supervision, equipment, tools, materials and other items as required by the Performance Work Statement (PWS) on behalf of DLA Energy, in support of DFSP and Joint Base, Charleston. The Contractor's responsibilities under the resulting contract will be to operate and maintain bulk storage facility to ensure safe and accurate receipt, storage, transfer, and issue of petroleum products under their control. The contractor will not be required to perform alongside aircraft refueling, truck deliveries, handling cryogenics, operating automated service stations, or other unrelated tasks not specified in the PWS. One contract award will result from this solicitation. The period of performance will be from 1200 hours, May 1, 2014 through 1200 hours, May 1, 2019. The Government has the unilateral right to extend this contract upon the same terms and conditions for a total of no more than six months. This additional period from 1200 hours, May 1, 2019 through 1200 hours , November 1, 2019, will also be evaluated, creating a total evaluation period of sixty-six months.

The purpose of this plan is to clearly identify the manner in which this competition will be conducted, who will be the Source Selection Authority, and what the proposal evaluation criteria and procedures will be for this procurement.

II. SOURCE SELECTION TEAM (SST)

The Source Selection Team (SST) shall consist of the Source Selection Authority (SSA) and the Source Selection Evaluation Board (SSEB). The SSEB is divided into the Contract Team and the Technical Team. The teams are as follows:

CONTRACT TEAM TECHNICAL TEAM

Houston Baker, Contracting Officer, SSA

Jermon Henry, Program Manager, DLA Energy-FENCB

Houston Baker, Source Selection Chairperson

Barry Van Orden, Contract Specialist, SSEB Chairperson

A. Source Selection Authority (SSA) Responsibilities under this acquisition are to:

1. Conduct the source selection process

2. Appointment Chairpersons of the SSEB

3. Ensure Source Selection Team (SST) personnel are knowledgeable of policy and procedures

4. Ensure source selection schedules are established and source selection events are conducted efficiently and effectively to meet overall program schedules

5. Ensure all involved in source selection are briefed and knowledgeable of Subsection 27(a) of the Office of Federal Procurement Policy Procurement

Integrity Act regarding unauthorized disclosure of contractor bid and proposal information and source selection information.

6. Make determination to award with or without discussions

7. Select source whose proposal offers best value to the Government in accordance with Section M of solicitation

8. Document rationale in the Source Selection Decision Document

9. Establish an evaluation team

10. Approve source selection strategy or acquisition plan

11. Ensure consistency among solicitation requirements, notices to offerors, proposal preparation instructions, evaluation factors and sub-factors, solicitation provisions or contract clauses, and data requirements

12. Ensure proposal evaluation is based solely on factors and sub-factors in solicitation

13. Consider advisory board or panel recommendations, if any

14. If discussions are to be conducted, approve the Competitive Range established by the

PCO.

B. Primary Contracting Officer (PCO) Responsibilities under this acquisition are to:

1. Manage all business aspects of the acquisition

2. Ensure all required approvals are obtained and notification clause is included in the solicitation

3. Ensure procedures exist to safeguard source selection information. Approve access to or release of source selection information and contractor bid or proposal information after consulting Legal Counsel before and after contract award

4. Maintain the documents and source selection evaluation records

5. Release the final approved solicitation

6. Serve as single point of contact for all solicitation-related inquiries

7. Control exchanges with offerors after receipt of proposals and in accordance with

FAR 15.306

8. Establish the competitive range and enter into discussions after SSA approval

9. Request Final Revised Proposals

10. Award the contract

11. Work with the SSEB Chair to ensure the evaluation is conducted in accordance with the evaluation criteria specified in the solicitation.

C. Source Selection Evaluation Board (SSEB) Chairperson Responsibilities under this acquisition are:

1. The overall management of the SEEB

2. Establish functional evaluation teams, as appropriate, to support an efficient source selection evaluation

3. Ensure personnel skills, available resources, and times assigned are commensurate with the complexity of the acquisition

4. Ensure members of the SSEB are train and knowledgeable on how an evaluation is conducted

5. Ensure the evaluation process follows the evaluation criteria and ratings are being consistently applied

6. Provide consolidated evaluation results to the SSA

7. Support any post source selection activities such as debriefings and post-award reviews/meetings, as required

D. Source Selection Evaluation Board (Contract Team) Responsibilities under this acquisition are to:

l. Conduct Pre-proposal conference

2. Dissemination, collection and analysis of Past Performance Surveys

3. Establish procedures to protect contractor proposal information

4. Analysis of offers

5. Preparation of the Pre-negotiation Briefing Memorandum and Price Negotiation

Memorandum

6. Conduct negotiations

7. Determine contractor responsibility

8. Prepare Source Selection Plan and contract award documents

9. Debrief Unsuccessful offers

E. Source Selection Evaluation Board (Technical Team) Responsibilities under this acquisition are to:

1. Ensure the technical requirements are approved and stable, establish technical specifications, and develop Performance Work Statement, Statement of Work, or Statement of Objectives

2. Allocate resources (personnel, funding and facilities) to support source selection process

3. Assist in the establishment of the SST as an advisor or member

4. Assist in the development of evaluation criteria and standards consistent with technical requirements/risk

5. Establishment of relative order of importance of evaluation criteria

6. Evaluation of the compliance with the solicitation requirements of each proposals against the established standards to include preparation of Clarification Requests (CRs), Exceptions/Deviations, and Deficiency Reports to support evaluation

7. Preparation of the narratives for the technical compliance evaluation reports for both initial proposals and final revised proposals.

8. Support any post-source selection activities such as debriefings and post-award reviews/meetings, as required.

III. ACQUISITION STRATEGY

A. A lowest priced technically acceptable (LPTA) acquisition strategy will be utilized for this acquisition.

B. The offeror's technical proposal will be evaluated by the technical evaluator (technical evaluation team, if applicable) against the established evaluation criteria and standards as found in the Performance Work Statement (Tab 2).

C. The Contract Specialist will evaluate the offerors' Past Performance. The evaluation may include a past performance questionnaire, and reports from the Contractor Performance Assessment Report System (CPARS), the Past Performance Information Retrieval System (PPIRS), and the Federal Awardee Performance and IntegrityInformation System (FAPIIS). The questions are found in (Tab 17), Past Performance Experience Questionnaires.

D. The objective of this acquisition is to use full and open competitive procedures to the fullest extent possible, to award a contract to the offeror representing the lowest priced technically acceptable offer.

IV. EVALUATION FACTORS AND SUB-FACTORS

There are three evaluation factors for this acquisition: Technical/Management, Past

Performance, and Price. The Source Selection Evaluation Board (Technical Team) will evaluate the Technical/Management factor on an Acceptable or Unacceptable basis. The Source Selection Evaluation Board (Contract Team) will evaluate the Past Performance factor on an Acceptable or Unacceptable basis and also evaluate the Price to support the selection of the Lowest Price Technically Acceptable offer. Factor 1 – Technical/Management and Factor 2 – Past Performance are hereby combined to determine technical acceptability.

FACTOR 1 TECHNICAL/MANAGEMENT

Under this factor the following criteria will be evaluated as Acceptable or Unacceptable: Operations, Maintenance, Personnel/Staffing, Accounting, Security and Environmental. The proposal must rate Acceptable in all sub-factors in order to be rated as Acceptable. The proposal will receive an Unacceptable Technical/Management rating if any of the sub-factors are not rated Acceptable.

Sub-factor 1: Operations – Technical, managerial, and operational details of supporting normal and contingency operations of the pipeline, tank farm, truck fill-stand and all relevant facilities and equipment.

Sub-factor 2: Maintenance – Technical and managerial details of maintenance and maintenance procedures of government-owned fuel facilities and equipment.

Sub-factor 3: Personnel/Staffing – Technical, managerial, and operational details to ensure contractor personnel are sufficiently staffed, have requisite skills and associated training to accomplish all government requirements.

Sub-factor 4: Accounting – Technical, managerial, and operational details to ensure accounting and inventory functions are performed using dedicated software and equipment to meet applicable deadlines.

Sub-factor 5: Security – Technical, managerial, and operational details to ensure security functions are properly performed.

Sub-factor 6: Environmental - Technical, managerial, and operational details to ensure environmental functions are properly executed IAW all applicable base, local, state, and federal environmental laws, regulations, and plans.

SUB-FACTORS ACCEPTABLE UNACCEPTABLE

1. Operations

2. Maintenance

3. Personnel/Staffing

4. Accounting

5. Security

6. Environmental

OVERALL RATING

Note: The above Criteria are Sub-factors under Factor 1, Technical/Management.

Sub-factors 1 through 6 of the technical evaluation (Tab 17) will be rated either "Acceptable" or "Unacceptable." One Unacceptable rating will result in the overall rating being Unacceptable. The ratings are established in accordance with (IAW) FAR 52.212-2 Evaluation- Commercial Items, DLA Energy Special Contract Provision M-0001-M72- Evaluation of Offers (Exceptions/Deviations) (DLA Energy Apr 1997) (Tab 17). Questions and/or comments will be addressed during discussions with firms determined to be within the competitive range. An offer can be made "Acceptable" after discussions have been conducted. The offeror must provide additional written details for all areas marked "Unacceptable" by the date set for submission of the Final Proposal Revision. The SSEB Technical Evaluation Team will rate the technical proposals according to the definitions below:

Technical Acceptable/Unacceptable Ratings

RATING DESCRIPTION

Acceptable Proposal clearly met the minimum requirements of the solicitation.

Unacceptable

Proposal does not clearly meet the minimum requirements of the solicitation.

FACTOR 2 PAST PERFORMANCE

The past performance will be rated as Acceptable or Unacceptable. A record of poor performance may be considered an indication that the offeror has failed to conform to contract requirements and/or to standards of good workmanship, adhere to contract schedules, including the administrative aspects of performance, provide reasonable and cooperative behavior and commitment to customer satisfaction, and/or display a business-like concern for the interests of the customer.

Offerors are instructed that past performance information submitted may include that for performance still in progress, however, it should have a minimum of one year of performance history and no more than three years old from the closing date of the solicitation. The past performance evaluation shall consider whether the offeror’s relevant present/past performance effort involved similar magnitude of effort and complexities this solicitation requires. The evaluation shall also evaluate the offeror’s past performance to determine how well the offeror performed on those efforts.

A questionnaire format, located in (Tab 17), will be used to solicit information from an offeror's submitted references in the following areas: (1) schedule (2) management of key personnel (3) quality of services and (4) business relations. The Source Selection Evaluation Board Contract Team will review this past performance information and determine how well the contractor performed on the contracts.

(a) PAST PERFORMANCE. The offeror shall include five (5) contracts representing the offeror's relevant and recent (within the last 3 years) past performance using the attached Past Performance Experience Form (Tab 17). Relevant Past Performance is defined as past performance on contracts that are the same or similar in size, scope, complexity and dollar magnitude as the requirement described in the solicitation. Offeror's shall include the following on the form: Reference point of contact with telephone numbers, and email address;

dollar value of requirement; agency or business for whom work was performed; month/year work began and ended; description of duties; and, any other relevant information. The Past Performance Experience Form shall be made part of the offeror's Past Performance submission. Offerors shall complete the Past Performance Questionnaire (Tab 17), sections 1- 4 and distribute them to the references listed on the Past Performance Experience Form.

Completed Past Performance Questionnaires must be submitted by the reference DIRECTLY to the Government. Offerors must follow-up with references to ensure timely submittal of questionnaires. While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the offeror. References shall provide Past Performance Questionnaires directly to the Government via email to the following mailbox:

barry.vanorden@dla.mil

The relevant experience of key personnel (corporate or Terminal Superintendent) may also be considered for this factor. In order to be evaluated as Past Performance information, offerors must submit resumes in the Past Performance section. Resumes are limited to two (2) pages and must include the following information: Name and title; positions held; name of firm; years of relevant and recent experience; education degrees; training; and, other experience and qualifications relevant to the same/similar work required under this contract.

The offeror is also encouraged to submit letters of recommendation, commendations, and/or awards on contracts, which demonstrate relevant experience, if available.

To receive credit for past performance by a subcontractor, or work which the prime contractor previously performed as a subcontractor to another prime, the Past Performance Experience Form must state in detail the nature of the work performed as a subcontractor, the total percentage of the overall contract performed as a subcontractor and the total amount of work performed as a subcontractor.

To receive credit for past performance by a Joint Venture, the Past Performance Experience Form must state in detail the nature of the work performed by either of the Joint Venture, the total percentage of the work performed by either of the Joint Venture and the total amount of work performed by either of the Joint Venture.

Upon determining the recency/relevancy of past performance and how well the offeror performed, past performance ratings will be assigned using the following evaluation scale:

Past Performance Evaluation Ratings

RATING DESCRIPTION

Acceptable Based on the offeror's performance record, the

Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror's performance record is unknown. (See note below)

Unacceptable Based on the offeror's performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.

mailto:barry.vanorden@dla.mil

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305(a)(2)(iv). Therefore, the offeror shall be determined to have unknown past performance. In the context of acceptability, "Unknown" shall be considered "Acceptable".

FACTOR 3 PRICE

The price will be evaluated by multiplying each Offeror’s price in CLIN 1001 by 60 for the base period. Since the Government has the unilateral right to extend this contract upon the same terms and conditions for a total of no more than six months, this additional period will also be evaluated, creating a total evaluation period of sixty-six months. A price analysis in accordance with FAR 15.404-1 will be performed to determine the evaluated price as fair and reasonable.

The Government reserves the right to conduct a price realism analysis to determine whether an offeror’s proposed prices are realistic for the work to be performed.

Contract award may be made to the offeror with the lowest priced, technically acceptable proposal.

(b) Options (Extension Provision). The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

EVALUATION PROCESS, METHODOLOGY, TECHNIQUES AND

EVALUATION STANDARDS

A. REVIEW OF INITIAL PROPOSALS

All proposals received in response to the solicitation will be reviewed and evaluated in accordance with this plan. Each proposal received will be evaluated solely against the requirements set forth in the solicitation. A competitive range may be compiled of those offerors rated as Acceptable in the non-price factors. Offerors excluded from the competitive range will be notified in accordance with FAR 15.503(a).

The Government's objective is to ensure that a contract is awarded to the offeror whose proposal best conforms to the terms and conditions of the solicitation and represents the lowest price technically acceptable offer. Proposals will be evaluated against the terms and conditions specified in the PWS (Tab 2) and Technical Evaluation Plan (Tab 17). After all technical team evaluators have completed their independent evaluations, the chairperson shall prepare a written consensus report that compares each proposal, any exceptions/deviations/deficiencies offered to determine if the offer is acceptable or not. This consensus report shall be a narrative summary containing analysis that justifies the acceptable or unacceptable determination given to each proposal. It shall be supported by specific references to page number, paragraphs, etc. in the proposal.

B. REVIEW OF PROPOSALS AFTER FINAL REVISIONS

The above procedures will be repeated when final proposal revisions are received. The award recommendation will set forth rationale supporting the recommendation based on this revised final offer as well as the Past Performance information received. Good business judgment must be applied in making the recommendation for award. The SSA is not bound to award to the offeror recommended by the Source Selection Evaluation Technical Team.

C. REQUIRED DOCUMENTATION

The documents to be prepared during the course of the source selection that contains information that will be included in the Source Selection Decision Document (SSDD) will be the following: the offeror's initial and final proposal revisions, the initial and final technical evaluations, and the initial and final past performance evaluations.

VI. COMPLIANCE REPORTS

Conflict of interest and Non-disclosure of information forms will be on file for all Source Selection Evaluation Board (SSEB) members.

VII. COMMUNICATIONS

Communications prior to the evaluation of the proposals will be limited to information permitted in accordance with FAR 15.201 and 15.306. Government communication regarding evaluation of proposals will take place over e-mail exchange and in a secured environment where risk of releasing proprietary information is low.

VIII. SAFE-KEEPING

Evaluation of the SSEB will take place in a secured environment where risk of releasing proprietary information is low. All proposals will be secured after evaluation each day. Proposals shall not be released outside DLA Energy for any reason.

IX. SCHEDULE OF EVENTS

The schedule of events can be found in the chart below as well as the Acquisition Plan and any Addendums to the Acquisition Plan, under TAB 3 of the Pre-Award/Contract File.

SCHEDULE OF EVENTS DATE OF EVENTS

Receipt of PR March 13, 2013 Publish Synopsis May 28, 2013 Formal Source Selection Plan Approval July 2, 2013 Milestone A: Acquisition Strategy Review Approval July 2, 2013 Issue Solicitation July 3, 2013 Solicitation RFP closing August 15, 2013 Milestone B1: Prenegotiation Review November 11, 2013 Open Negotiations November 12, 2013 Close Negotiations November 26, 2013 Receive Final Proposal December 10, 2013 Milestone B2: Pre-award Strategy Review Approval January 13, 2014 Congressional Notice February 28, 2014 Award Date March 1, 2014 Milestone C: Post-Award Review Approval April 1, 2014

HOUSTON E. BAKER

Source Selection Authority

Date: ______________

COORDINATION:

I have reviewed and concur with this Source Selection Plan.

TIMOTHY A. RAEZER

Assistant Counsel, DLA Energy

Date: ______________

ATTACHMENTS:

A- Contract Provisions (Section L Submission and all Section M Evaluation)