C-1__Synopsis_Mod6_-_Pre-Proposal_Conference_-_FINAL_-_for_posting.pdf

DEFENSE LOGISTICS AGENCY

THE NATION’S COMBAT LOGISTICS SUPPORT AGENCY

WARFIGHTER FIRST

FOR OFFICIAL USE ONLY

Chemical Management & Third Party Logistics

Services Contract Pre-Proposal Conference

SP3300-19-R-5002

March 26, 2019

WARFIGHTER FIRST

Administrative and Introductions

• Administrative

– Introductions

– Breaks

– Rules of Engagement

– Timelines for PPC/Site Visit

• Introductions

– Ms. Brittany Schofield, Acquisition Specialist

– Ms. Nancye Deem, Program Manager

Administrative and Introductions

• Administrative Remarks

– The written information contained in the final solicitation and amendments overrules and supersedes any information presented at this conference which conflicts with the written documentation.

• The attendance roster, as well as this presentation, will be posted to the Federal Business Opportunities (FBO) website:

https://www.fbo.gov http://www.fbo.gov/

Administrative and Introductions

• Questions will not be accepted during or upon conclusion of the solicitation review.

• Written Questions and Answers received before the deadline will be posted to Federal Business Opportunities (FBO) via an amendment to the solicitation.

• Attendees are asked to submit their questions via email to the Acquisition Specialist:

– Brittany Schofield (Brittany.Schofield@dla.mil)

Topic Briefer Location

Arrival and Registration 0830-0900 N/A Bldg 215

Administrative and Introductions Ms. Brittany Schofield, DLA Distribution J7

Agenda Review Ms. Brittany Schofield, DLA Distribution J7

WR-ALC Overview Mr. Kenneth Josey, WR-ALC

Solicitation Overview Ms. Brittany Schofield, DLA Distribution J7 Ms. Nancye Deem, DLA J345

Lunch On your own

Site Visit to WR-ALC Ms. Joann Nelson, WR-ALC Mr. Kenneth Josey, WR-ALC

Conclusion Closing Remarks Ms. Brittany Schofield

Agenda

WARFIGHTER FIRST

DLA Aviation Overview

DLA Aviation Leadership

BG Linda S. Hurry DLA Aviation Commander

Mr. Charlie Lilli DLA Aviation Deputy

Commander

COL Todd Bean DLA Aviation Warner Robins

Commander

Mr. Greg Noble DLA Aviation Warner Robins

Deputy Commander

DLA Distribution J7 Contract Administration

DLA Aviation - Richmond, VA Provides global airpower supply solutions

AVIATION: CLASS IX

ADDITIONAL DLA AVIATION SERVICES

• Maps

• Environmental products

• Packaged petroleum

• Industrial gases

• Industrial plant equipment

Initiatives

• Retail industrial support

• Operational customer support

• Depot Level Reparable procurement

• Improve Nuclear Enterprise support

• Increase material availability and throughput

• Deliver effective and affordable solutions

• Improve strategic contracting performance

• Leverage diversity

• Fortify workforce resiliency

• Develop leader and workforce competencies

• Achieve process excellence

• Turbine engine components

• Air frame structural parts

• Flight safety equipment

• Electrical components

• Aviation lighting

• Bearings

• Commodities

• Cables

DLA Aviation

• DLA Aviation supports more than 2,200 weapon systems and is the U.S. military’s integrated material manager for more than

1.2 million national stock number items, industrial retail supply and depot-level repairable acquisitions.

• DLA Aviation directly supports the Warfighter through weapons systems management, industrial retail supply and strategic acquisition support operations.

• DLA Aviation is responsible for supply at six major industrial maintenance, repair, and overhaul facilities

• Air Logistics Complex Warner Robins GA, Ogden UT and

Oklahoma City OK

• Fleet Readiness Centers Cherry Point NC, Jacksonville FL, and North Island (Coronado) CA

WARFIGHTER FIRST

Warner Robins Air Logistics Complex

Overview Mr. Kenneth Josey

Warner Robins Air Logistics Complex

We Deliver Airpower…Period!

FY19 WR-ALC

Mission Briefing

WR-ALC…Who We Are

People 7,600 Civilians 96 Military 309 Contractors

Budget $714M Salaries and Benefits $1.7B Operating Budget

Infrastructure 165 Facilities

5.1M SF $1.8B Replacement Cost $923.4M Capital Equipment ~$150M Industrial Services and Supply Requirements

We Deliver Airpower…Period! 13

WR-ALC…What We Do

WR-ALC…What We Do

FY18 – 7.1M

FY19* - 1.6M

*A/O 31 Dec 18

Production Hours

Aircraft Produced

FY18 – 170

FY19* - 31

*A/O 31 Dec 18

Exchangeable Units Produced

FY18 – 53.3K

FY19* - 11.3K

*A/O 31 Dec 18

Partnerships

FY18 – $156.4M

FY19* - $26.5M

*A/O 31 Dec 18

Discussion/Questions

SP3300-19-R-5002

Solicitation Overview

• Draft Solicitation Posted on FBO: 14 March 2019

• Final Solicitation Release Date: Week of April 1, 2019

• Questions are to be received NLT 1:00 pm Eastern local time on 2 April 2019.

• Submit by electronic email to the Contracting Officer Karen.Ghani@dla.mil and copy to Brittany Schofield, Acquisition Specialist Brittany.Schofield@dla.mil.

• Use the format located in Section L-18 to submit your questions.

• Date and hour for receipt of offers is TBD.

Solicitation Schedule mailto:Karen.Ghani@dla.mil mailto:Brittany.Schofield@dla.mil

• Hard copy offers must be received at the office provided in Section L-18 of the solicitation.

• Electronic submission (email and/or file sharing) also required by due/time provided in Section L-18.

• Offerors shall sign and submit amendments to the solicitation with their proposals.

Solicitation Schedule

• Key Points:

– Ensure the Documents (SF33, SF30, proposal) are signed.

– The Government intends to evaluate proposals and award contract

IAW DFARS 215.306(c)(1); however, the Offeror’s initial proposal should contain their best terms from a cost and technical standpoint.

– In order to be eligible for award, Offerors must have:

• Approved DSS Facility Clearance IAW the DD254 in Attachment J.6

• Approved Accounting System

• Acceptable Subcontracting Plan (Large Businesses Only)

Section A Solicitation, Offer, and Award

Section B Supplies or Services and Price/Costs

• Contract Type –Single Award Hybrid Firm-Fixed-Price (FFP), Cost Plus Fixed Fee (CPFF), and Cost Reimbursement, no fee line items.

• CLIN X001 – Firm Fixed Price (FFP) – CMS/3PL Services to support all tasks IAW Section C of the PWS (Attachment J.1).

• CLIN X002 – Cost Plus Fixed Fee (CPFF) – Hazardous Materials to support WR-ALC.

• CLIN X003 – Cost Reimbursement (No Fee) Support Costs for CLINs X001 and X002.

– CLIN X003AA – Material Support Costs

– CLIN X003AB – Equipment Lease

– CLIN X003AC – Travel and Training Costs

Section B Supplies or Services and Price/Costs

• CLIN X004 – Firm Fixed Price (FFP) - Contractor Facility Costs.

• CLIN X005 – Not Separately Priced (NSP) - Contract Data Requirements Lists (CDRLs) IAW PWS Section 6.4 and Attachment J.7.

• CLIN 0006 – Firm Fixed Price (FFP) – 120 Day Phase-In Period.

– CLIN 0006AA – Phase-In Services (FFP)

– CLIN 0006AB – Phase-In Contractor Facility Costs (FFP)

Section B Supplies or Services and Price/Costs

• CLIN Structure Base Year:

0001 Firm Fixed Price (FFP) – CMS/3PL Services - 8 months Full Performance 0002 Cost Plus Fixed Fee (CPFF) – Hazardous Materials for WR-ALC

Government Provided Estimate $_________ Applicable Indirect Rate ____% $ ________ Fixed Fee ____% $_________ Not to Exceed (NTE) $_________

Cost Reimbursement (NO FEE) 0003 Support Costs for CLINs 0001 and 0002

0003AA Material Support Costs Government Provided Estimated Cost $ _________ Applicable Indirect Rate _____% $ _________ Not to Exceed (NTE) $ _________

0003AB Equipment Lease Estimated Cost $__________ Applicable Indirect Rate ____% $ __________ Not to Exceed (NTE) $ __________

Section B Supplies or Services and Price/Costs

• CLIN Structure Base Year:

0003AC Travel and Training

Government Provided Estimated Cost $ _________ Applicable Indirect Rate _____% $ _________ Not to Exceed (NTE) $ _________

• 0004 Firm Fixed Price (FFP) Contractor Facility Cost $ __________

• 0005 Reports/CDRLs IAW PWS Section C-6.4.1 $ NSP______

• 0006 Firm Fixed Price (FFP) 120-Day Phase-In Period $__________ 0006AA Phase-In – Services (FFP) $__________ 0006AB Phase-In – Contractor Facility Costs (FFP) $__________

Section B Supplies or Services and Price/Costs

• Key Points

• Period of Performance:

• Base Period: 12/18/2019 – 12/17/2020

• Phase-In Period: 12/18/2019 – 4/15/2020

• Full Performance: 4/16/2020 – 12/17/2020

• Options (if exercised):

• Option Year 1 – 12/18/2020 – 12/17/2021

• Option Year 2 – 12/18/2021 – 12/17/2022

• Option Year 3 – 12/18/2022 – 12/17/2023

• Option Year 4 – 12/18/2023 – 12/17/2024

Section B Supplies or Services and Price/Cost

• Key Points

• B2 Pricing Instructions

• Firm Fixed Price Arrangement – CLINs X001 and 0006AA: For all labor shall be paid on a firm fixed price per month basis.

• Firm Fixed Price Arrangement – CLINs 0006AB: For all contractor proposed facility costs shall be paid on a firm fixed price per month basis.

• Cost-Plus Fixed Fee (CPFF) Pricing Arrangement – CLINs X002:

Costs for Hazardous Materials (HM) shall be reimbursed at actual cost plus applicable indirect costs and a fee.

• The fixed fee amount will not be adjusted based on actual costs incurred for CLIN X002.

Section B Supplies or Services and Price/Cost

• Key Points

• B2 Pricing Instructions, cont.

• Solicitation Instructions for CLINs X002:

• Offerors shall apply ONLY their applicable indirect rate(s) and fixed fee to the Government Provided Estimated cost to arrive at the Total Estimated Cost, Plus Fixed Fee amount.

• IAW FAR 15.404-4(c)(4)(i)(C), the fixed fee shall not exceed 10% of the contract’s estimated cost, excluding fee.

• The Contractor shall invoice 1/8th of the amount of the fixed fee each month during the base year and 1/12th of the amount during

OY1 – OY4.

Section B Supplies or Services and Price/Cost

• Key Points

• B2 Pricing Instructions, cont.

• Cost Reimbursement (NO Fee) Pricing Arrangement – CLINs X003AA and X003AC: Offerors shall apply their applicable indirect rate to the Government Provided Estimate to arrive at the Not-to Exceed (NTE) amount. The Contractor shall be reimbursed for actual cost and indirect rate as proposed only.

• Solicitation Instructions for CLINs X003AA and X003AC:

– Offeror shall enter the Government Provided Estimated Cost located in Section L.

– Offerors shall insert and apply their applicable indirect rate supported by their accounting system to this estimated cost to arrive at the NTE.

– Offerors shall enter the applicable indirect rate dollar amount rates and the NTE in Section B. No fee shall be applied.

Section B Supplies or Services and Price/Cost

• Key Points

• B2 Pricing Instructions, cont.

• Cost Reimbursement (NO Fee) Pricing Arrangement – CLINs X003AB: Offerors shall apply their applicable indirect rate to their proposed estimated cost to arrive at the Not-to Exceed (NTE) amount. The Contractor shall be reimbursed for actual cost and indirect rate as proposed only.

• Solicitation Instructions for CLINs X003AB:

– Offeror shall enter their proposed estimated cost for CLINs X003AB.

– Offerors shall insert and apply their applicable indirect rate supported by their accounting system to their proposed estimated cost to arrive at the NTE.

– Offerors shall enter the applicable indirect rate dollar amount rates and the NTE in Section B. No fee shall be applied.

Section B Supplies or Services and Price/Cost

• Key Points

• B2 Pricing Instructions, cont.

• Firm Fixed Price Arrangement – CLINs X004: for all Contractor Proposed Facility costs shall be paid on a firm fixed price per month basis.

• Reporting Requirements – CLINs X005 (NSP). Not separately priced (NSP). While these CLINs are not separately priced, it is anticipated and it is acceptable that the contractor will be reimbursed for the execution of this CLIN. Costs associated with this effort shall be captured under the FFP CLINs only.

Section B Supplies or Services and Price/Cost

• Key Points

• B2 Pricing Instructions, cont.

• Solicitation Instructions (Totals): Offeror shall enter Total Estimated Price for Base and each Option year and the Total Ceiling Price for the entire contract, including the Base and all Option Years.

• The Offeror shall include their indirect rates that would be allowable per their accounting system on support costs that are defined for this CLIN.

• If an offeror fails to identify as part of its proposal an indirect cost rate that would otherwise be applicable to one of the support or subcontract cost items, it shall not be allowed to invoice for the indirect rate after award since the evaluation of its offer did not include that rate.

Section B Supplies or Services and Price/Cost

• Key Points

• B3

• The Contractor shall not bill for materials purchased in support of CLINs X002 until the material has been issued and received by the Government. The Contractor shall comply with solicitation B-4 for the hazardous materials.

Attachment J.1 – Section C Performance Work Statement

WARFIGHTER FIRST 33

• Draft PWS posted to FBO

• Please Read:

– The entire PWS (Attachment J.1)

– Technical Exhibits (Attachment J.7)

– Contract Data Requirements Lists (CDRLs) (Attachment J.7)

LOOK OUT FOR CHANGES FROM

DRAFT VERSION AND ANY PREVIOUS

DLA CMS SOLICITATIONS

WARFIGHTER FIRST 34

• Scope:

– Chemical Management Services is designed to enhance mission readiness using the latest technologies, expertise, and best business practices for improved logistics and environmental support.

– Non-personal services contract to provide Hazardous Materials (HM) products and management services in support of DLA Aviation and the Air Logistics Complexes located at Robin

AFB, GA

– This is a new requirement

WARFIGHTER FIRST 35

• Scope:

– DLA requires a Hazardous Materials (HM) Third Party Logistics

(3PL) service provider to perform:

• Demand planning and forecasting

• Order Processing and fulfillment

• Procurement and purchasing

• Customer service

• Receipt, storage, physical inventory management

• Issue Center management and Point of Use (POU) Cabinet and locker management

• Delivery to WR-ALC

• Hazardous Waste (HW) disposal preparation

• HM tracking and environmental reporting

• Provide off-base storage and distribution facility

WARFIGHTER FIRST 36

• Scope, continued:

– Use best commercial practices, couple with sourcing of supplies from designated sourcing channels to furnish cost efficient, integrated supply chain management of HM required by the Air Logistics Complex (ALC) in their maintenance, overhaul, and repair of various weapons systems.

– Provide uninterrupted support despite changes in customer requirements for HM

– Level of effort and HM supplied may vary increasing or decreasing depending upon customer’s requirements

WARFIGHTER FIRST 37

• Scope, continued:

– Sustain mission readiness by managing efficiencies and capture savings using standardized business practices and optimal use of HM end to end supply chain processes to support DLA, US Air Force, and DoD’s strategy to reduce inventory investment costs.

– Continually plan, execute, control, and monitor sourcing, procurement, and logistics management synchronizing supply with demand to satisfy all planned and emergent HM required by the ALC

– Meet rapidly changing demand and supply procurement patterns to quickly respond to unforeseen changes to missions without delay or work stoppages.

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• C-1.2.2 Interactions with Government Organizations

• DLA Distribution J7 Contracting Officer and Acquisitions Specialist

Administers the Contract – New Cumberland, PA

• DLA Contracting Officer’s Representative – New Cumberland, PA

• DLA Aviation Warner Robins is the face to the WR-ALC

• DLA Aviation will provide Technical Points of Contact (TPOC) who will be the primary onsite Government channel for information flowing from the

WR-ALC

• Contractor may be required to attend production and planning meetings

• Contractor is responsible for providing meaningful information to the TPOC and WR-ALC regarding support issues, proposed remedies, and estimated dates for completion

• Completed work will be checked by the TPOC for adherence to procedures, accuracy, and completeness IAW the Acceptable Performance Levels (APL) and contract requirements

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• C-1.2.3 Federal Holidays

– Contractor may be required to work IAW WR-ALC holiday schedules that could include a partial or total shutdown based on production schedules

• C-1.2.4 Current Duty Hours and Access to the Installation

– Work schedules are identified in C-5.8 Issue Center Management for routine performance and are subject to change as mission requires

– Issues Centers are operated by shift and shall be manned for the entire duration of the shift.

– Roving services are provided where required by C-5.8 Issue Center

Management.

– Rovers shall be physically available in the Issue Center during the hours posted or by cellphone in the event of an emergent requirement

– Contractor’s work schedules in their storage facility shall coincide with the designated normal business hours

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• C-1.2.5 Extended Hours of Service and Surge Requirements

– Weekends, Federal holidays, and before and after normal working hours are required when operational requirements dictate and as determined by the KO, COR, or TPOC

• C-1.3 Travel

– Contractor may be required to travel in support of this contract

– Travel shall be authorized by the KO or COR prior to being performed

– Travel requests shall be in writing and forwarded to the KO or COR at least 30 working days prior to travel commencement date

– Travel shall be IAW the Joint Travel Regulations (JTR)

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• C-1.4 Key Personnel – Certain experienced, professional and/or technical personnel essential for successful accomplishment of the contract requirements

– Program Manager –

• Shall have a minimum of five years’ experience in the field of CMS and supply chain management and experience in environmental program management and three years’ experience using a HM Tracking System equivalent to EESOH-

MIS

– Third Party Logistics Project Manager (3PL PM)

• Required to work onsite in the Contractor’s storage and distribution facility

• Must have a minimum of five years’ experience in the field of CMS management and end to end supply chain management and extensive experience with environmental program management and three years’ experience using a HM Tracking System equivalent to EESOH-MIS

WARFIGHTER FIRST 42

• Key Personnel – con’t

– Environmental, Safety, Occupational Health (ESOH)

Compliance Specialist–

• Requires extensive experience in the field or related area.

• Must be familiar with the standard concepts, practices, and procedures within the environmental and safety fields.

• Must have five years’ experience in the field of CMS management and environmental and safety program management and three years experiences using a HM Tracking System equivalent to EESOH-MIS

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• Key Personnel – con’t

– Site Manager

• Shall be physically located at WR-ALC

• Shall possess or be capable of obtaining a secret clearance by the start of full performance

• Must be capable of building and maintaining a professional working rapport with all levels of leadership at DLA Aviation and WR-ALC

• Must have five years’ experience in the field of CMS management and environmental and safety program management and three years experience using a HM Tracking System equivalent to EESOH-MIS

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• C-1.4.1 Personnel Qualifications

– Contractor shall provide staffing commensurate with the size of the operation, type and quantity of material managed and required service hours to support the customer

– Contractor shall have a contingency plan for backfilling any positions temporarily vacated due to personnel deployments and military training

– For safety purposes, Contractor employees must wear the appropriate clothing for the tasks being performed to include Personal Protective Equipment (PPE)

• C-1.4.2 Suggested Labor Categories

• C-1.5.3 Personnel Clearance

– Personnel working and/or accessing Building 20645 and Building 158 shall have a secret clearance

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• C-1.8 Phase-In

– Period of Phase-In Not to Exceed 120 days

– Phase-In Actions include but are not limited to:

• Demand Analysis, inventory level establishment, procurement, and delivery of HM required to support the customer

• Recruitment and hiring to fill staffing requirements in a staggered progression over the 120 days so that a full staff is on board the first day of full performance

• Preparing and submitting personnel clearance requests

• Meetings with DLA Aviation and WR-ALC

• Confirming inventory levels for the issue centers and POU cabinets

• Completing EESOH-MIS training and other Contractor-Furnished

Training

• Completing deliverables (Plans, SOPs. Weekly Reports)

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• C-1.8.1 Phase-In Implementation

– Upon contract award

• Update the phase-in plan and POAM

• Participate in a post award conference

• Acquire storage and distribution facility and assess resources needed to perform

• Participate in a tour of all ALC complexes with DLA Aviation and

WR-ALC

• Conduct demand analysis and immediately begin procurement of

HM.

• Establish decision focal points and lines of communication with

DLA Aviation and WR-ALC

• Define and assign roles and responsibilities

• Establish invoicing and payment processes

• Etc., etc, etc.

WARFIGHTER FIRST 47

• C-2 Definitions and Acronyms

• Warner Robins Air Logistics Complex (WR-ALC): Provides depot maintenance, engineering support and software development to major weapon systems (F-15, C-5, C-130, C-17 and SOF aircraft).

• AMXG - Aircraft Maintenance Group. Provides Programmed Depot Maintenance (PDM) and unscheduled repair activities on F-15, C-130, C-5 and C-17 aircraft. Responsible for the repair, modification, reclamation and rework of over 200 aircraft worldwide. Prepares and deploys combat Aircraft Battle Damage Repair (ABDR), crash recovery and supply and transportation teams worldwide.

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• CMXG - Commodities Maintenance Group. Provides depot maintenance support to major weapons systems, primarily F-15, C-5, C-130 and Special Operation Forces (SOF) aircraft, through major structural repair, manufacturing, modification, component and special process repair. Applies industrial engineering and production control programs and procedures.

• EMXG - Electronics Maintenance Group. Provides combat-ready avionics parts and services to our warfighting forces. Production encompasses 75 percent of the Air Force organic workload, comprised of 275 key systems incorporating 6,100 discrete items. Transformed capability into effects through outstanding depot-level test, maintenance, manufacturing, repair, and engineering capabilities for all Department of Defense Services and Foreign Military Sales.

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• MXSG - Maintenance Support Group. Provides logistics support for depot maintenance repair facilities and provides plant facilities, equipment engineering, calibration, and installation support to the wing's infrastructure. The unit is organized into two squadrons: the Industrial Services Squadron, which manages capital investment-related programs; and the Maintenance Materiel Support Squadron, which is responsible for determining, establishing, maintaining, forecasting, and transporting inventory of consumable and exchangeable materiel required for depot maintenance.

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• SXMG - Software Maintenance Group. Serves as the single organic source of Mission Critical Computer Resources and Automatic Test Equipment software for all assigned prime systems and equipment and for all echelons of maintenance requiring computer programming skills and assembly level computer programming languages. Designs, develops, and provides new, altered, updated, or modified software and updates/corrects existing avionics items/system software. Provides on-site engineering assistance to identify and correct software deficiencies and provides criteria and documentation for automated equipment. Conducts feasibility studies for the application of automation to the depot maintenance process, and serve as the Automatic Test Systems focal point for the wing.

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• C-3 Government Property, Systems, Training, and Support Services

• Government will provide for on-base use:

– Designated work spaces on-base within the ALC (Issue Centers)

– Equipment may be shared with Government workers

– Not responsible for maintenance of GF and GE but may be held liable IAW C-4.2 Liability for Government Property

– Network equipment, desktop hardware, software, and printers in

Contractor occupied work spaces – for on-base use only

– Training for use of EESOH-MIS

– Forms, laboratory analysis for Government-Owned HM, emergency medical care, police and fire protection, refuse collection, recycling, LAN line telephone services and utilities

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• C-4 Contractor Provided Equipment, Material Support Services, and Training

– Contractor shall provide:

• Dedicated off-base storage and distribution facility within 30 miles of Robins AFB, GA – shall be available for occupancy NLT 10 days after contract award

• Government-owned HM will not be stored here

• Amount of storage space shall be at the discretion of the Contractor so long as it is efficient and conforming to the amount of 3PL HM stored to prevent damage and deterioration

• Configuration must provide for the optimal and efficient use of storage space

• Must be climate controlled, dry, well-ventilated protected from pilferage, dampness, fire, dirt, insects, rodents, and direct sunlight

• Refrigeration and freezers for HM requiring temperature control

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Services, and Training

– Contractor shall provide:

• Climate controlled vehicle

• Material Handling Equipment (MHE) commensurate with the types and quantities of HM to be handled – e.g. forklifts, pallet jacks.

• Vehicles for delivery of HM to the ALC – e.g. stake and flat-bed trucks, pick-up truck, vans.

• IT equipment and connectivity – personal computers, monitors, printers, barcode label printers, copier

• Indoor and outdoor storage areas shall comply with all applicable

Federal, State, and standard industry requirements for infrastructure, safety, and building codes including environmental guidelines

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Services, and Training

– Contractor shall provide:

• Back-up generator capable of providing power for critical infrastructure

• Maintenance, repair, and safekeeping of the facility and equipment

• Operating materials and office supplies

• C-4.4 DoDAAC and RIC

– The Government will provide a Contractor DoDAAC and RIC to access

GSA and DLA inventories

• C-4.5 Contractor 3PL Waste Disposal

– The Contractor is responsible for disposal costs for excess/expired

Contractor-Owned HM

– The Contractor shall not request to dispose of 3PL HM as Government

Waste due to poor demand planning

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• C-4.6 Contractor-Furnished Training

– Contractor shall provide the training identified in this section to comply with Federal, State, and local environmental and safety regulations

• Minimum training requirements and training hours are identified in paragraph C – must account for these hours in your staffing plan

• Copies of training packages and certificates of completion shall be provided to the TPOC/COR for acceptance

– Access to the USAF Portal will be granted for accessing EESOH-MIS from the off-base facility

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• 5.1 General Requirements

– The Contractor shall coordinate and synchronize its supply chain management processes to provide a predictable and reliable supply of products to meet normal and emergent requirements.

– The Contractor shall manage contractual relationships with its suppliers that will provide HM IAW the Government technical specifications and quality provisions

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• 5.2 Contractor Point of Sales (POS) System

– The Contractor shall provide an existing proven POS System and

Business Management Tools that are fully functional on the first day of contract award.

– The Government will not reimburse the Contractor for costs to develop a POS System or other Business Management Tools

– The POS System shall include online functionality addressed in paragraph A

– The Contractor shall ensure the POS System is compatible with the Government’s network and meets all cyber-security requirements

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• 5.3 Enterprise Environmental Safety and Occupational Health Management Information System (EESOH-

MIS)

– ESSOH-MIS is the Government’s Program of Record for control and tracking HM and HW.

• All required information shall be maintained in ESSOH-

MIS

– Tracking shall be accomplished down to the individual work center, issue center, POU cabinet, locker

– Training will be provided during phase-in

• Be sure you have adequate training hours identified in your staffing plan

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• 5.4 HM Procurement

• Procure HM through the FSS or commercial sources-whichever is most cost effective. Use of the FSS does not relieve the Contractor of the responsibility of continuously seeking the best possible price

• Obtain competition for which reimbursement will be sought under this contract and shall maintain documentation to demonstrate prices are fair and reasonable. The Government reserves the right to audit all purchase records to determine if adequate competition is sought.

• Procure HM in the unit of measure requested to meet operational requirements and comply HAZMIN concepts.

• Ensure that throughout the supply chain, vendors, subcontractors, and suppliers preserve, package, and pack all items in a manner that will ensure protection IAW best commercial practices. Packing considerations shall include shelf-life, temperature sensitivity, and fragility of contents.

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• C-5.4.1 Technical Specifications and Quality Assurance Requirements

• The Contractor shall institute a corporate quality assurance program that ensures the HM procured and received from its suppliers and provided to the Government are in strict accordance with the technical specifications and quality assurance requirements as specified by the Government for the product

• Any changes in or substitution or replacements for product may be made only with the prior approval of the KO or designee

• The Contractor may make recommendations for alternate, substitute, or replacement product for a specific NSN/PHM

• All approvals shall be documented and provided to the TPOC and COR

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• C-5.4.2 Reimbursement for Material Costs

• The Point of Sale is defined when material ownership and physical accountability transfer from the 3PL Service Provider’s storage facility, is physically delivered to an Issue Center or direct to the maintenance shop and the receipt transaction is completed in ESSOH-MIS

• The Contractor shall invoice for HM issued NLT 30 calendar days from the receipt date of the material by the customer

• Urgent requirements where overnight/express delivery is warranted to satisfy a customer’s RDD or Not in Stock must be approved by the TPOC/COR prior to procurement action or shipping

• ODCs will be invoiced within 30 days of when the cost was incurred.

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• C-5.4.3 Estimated Dollar Amount of Material

• The Contractor retains title and the associated risk of loss to the

3PL materials until payment at the point of delivery to the customer

• The Contractor shall retain title of all excess inventory defined as that inventory which has not been paid for at the point of delivery to the customer

• The Government will not reimburse the Contractor for Contractor-Owned excess inventory

• Should the Government direct the Contractor to procure specific HM and then does not order or accept this material, the Contractor shall submit to the TPOC/COR detailed documentation within 30 days of when the costs was incurred where the Government directed the procurement of this material, procurement receipts showing the cost of the material and documentation showing where the Contractor attempted to redistribute to other customers

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• C-5.5 Material Management

• Inventory levels shall be established based on historical demand data

• Methodology used to determine stock levels is at the discretion of the

Contractor so long as it is effective and efficient without increasing cost or risk to mission performance for the ALC; considers long lead times, manufacturer’s production schedules and shelf-life

• Contractor shall not order more HM than can be reasonably issued and stored in compliant storage locations

• The Contractor will not be permitted to store any 3PL HM on-base in the ALC.

• The Contractor shall monitor usage and immediately notify the TPOC/COR of any trends upward or downward that requires the customer’s decision to adjust inventory stocking levels – includes Issue Centers, POU cabinets, lockers, and 3PL inventory

WARFIGHTER FIRST 64

• C-5.6 Receiving, Storage, and Issue of HM

• C-5.6.1 Receiving

• C-5.6.2 Storage

• All Contractor-Owned 3PL inventory stored in their storage facility shall be recorded in ESSOH-MIS for customer visibility

• C-5.6.2.1 Issue Centers, Point of Use (POU) Cabinets and Locker Management

• C-5.6.2.2 Shelf-Life Management

• Performed IAW DoD 4140.27M DoD Shelf-Life Management

Program

• C-5.6.4 Issue HM

WARFIGHTER FIRST 65

• C-5.6.4.4 Deliver Hazardous Materials

• HM is delivered to authorized work centers and issue centers using Gate 4 Truck Gate 0600-1800 Monday through Friday except Federal holidays.

• May be required to deliver HM from the issue centers to work centers or other designated approved customer locations.

• May be required to deliver HM on holidays, weekends, and after normal business hours.

• C-5.8 Issue Center Management

• The Contractor shall manage and operate assigned Issue Centers and may augment Government personnel in others.

• The Issue Center locations and schedules are identified in paragraph G.

WARFIGHTER FIRST 66

• C-5.9 HM Point of Use (POU) Cabinets and Locker Management

• POU Cabinets and HM lockers are located in numerous locations throughout the complexes

• Locations are identified in Technical Exhibits 5.4 – 5.15

• Each POU cabinets will vary significantly in types of HM and quantities stocked and stored

WARFIGHTER FIRST 67

• C-5.4.4 HM Procurement

• Demand Item Fill Rate - > 95% Monthly Average

• Just-in-Time Deliveries - > 95% on time Monthly Average

• Direct Turn-Over (DTO) Requests – HM placed on order within 72 hours on average 95% of the time

• Work Stoppages – No more than one per month

• C-5.6.1.1 Receiving

• Receipt Processing Receipt to Stow >95% processed, labeled, and stowed with 3 business days

• C-5.6.2.4 Shelf-Life Management

• 98% of shelf-life inspections completed NLT 30 days from the date the inspection was generated

Acceptable Performance Levels

WARFIGHTER FIRST 68

• C-5.6.4 Issue Hazardous Materials

• Issue HM - Material delivered is the correct item, quantity, and condition code to the right customer IAW the priority and Required Delivery Date (RDD) >97% monthly average

• Deliver HM – Requisitions for stocked HM received by 1000 hours are delivered by 1000 hours the following business day >95% delivered on time

• Deliver HM – Requisitions for stocked HM received by 1001 hours are delivered by 1000 hours the 2nd business day >95% delivered on time

• Not Carried Items Fill Date – filled IAW the Customer’s priority and RDD >95% monthly average

Acceptable Performance Levels

WARFIGHTER FIRST 69

• C-6.4 Mandatory Reports and Plans

Performance Work Statement

Title CDRL Number ESOH Plan A001 Environmental/Facilities Assessment Report A002 Spill Contingency Plan (SSSCP) A003 Quality Control Plan A004 Phase-In Plan A005 Weekly Phase-In Report A005A Contractor Phase-Out and Continuity of Service Plan A005B Surge Sustainment Plan (SSDRP) A006 Standard Operating Procedures (SOP) A007 Customer Service Plan/Support Procedures A008 Procedures for Continuity of Performance A009 Weekly Order Status Report A010 Monthly Not Carried Report A011 Monthly Issue Report A012 Daily Critical Items Report A013 Monthly Not In Stock (NIS) Report A014 Monthly Master Inventory Report A015 Daily Critical Items Lists A016 SOP for POU Cabinets and Locker Management A017 Monthly Status Report A018 Monthly Hazardous Materials Costs Report A019 Monthly Support Costs Report A020 Standard Operating Procedures for Issues Centers A021

WARFIGHTER FIRST 70

• C-7 Technical Exhibits

Performance Work Statement

TE NUMBER TE TITLE

TE 1.1 Environmental Requirements

TE 2.1 Definitions and Acronyms

TE 5.1 WR-ALC Order Information CY16 – CY2018

TE 5.2 Reserved

TE 5.3 Reserved

TE 5.4 AMXG POU Cabinets

TE 5.5 B50 Pharmacy (Issue Center)

TE 5.6 B54 Pharmacy (Issue Center)

TE 5.7 B59 Pharmacy (Issue Center)

TE 5.8 B125 Pharmacy (Issue Center)

TE 5.9 B20095 (91) Pharmacy (Issue Center)

TE 5.10 B20137 Pharmacy (Issue Center)

TE 5.11 B158 Pharmacy (Issue Center) and POU Cabinets

TE 5.12 CMXG Pharmacy (Issue Center) and POU Cabinets

TE 5.13 EMXG Pharmacy (Issue Center) and POU Cabinets

TE 5.14 MXSG Pharmacy (Issue Center) and POU Cabinets

TE 5.15 MXSG Pharmacy (Issue Center) and POU Cabinets

Section D Packaging and Marking

No Applicable Clauses

• E-4 Quality/Performance Evaluation

– The Government will use a Quality Assurance Surveillance Plan (QASP) IAW FAR 46.401 to monitor compliance with contract terms and conditions, identify conforming and non-conforming services to determine appropriate action under the terms of the contract.

Section E Inspection and Acceptance

• F-3 Period Performance

• Base Period: 12/18/2019 – 12/17/2020

• Phase-In Period: 12/18/2019 – 4/15/2020

• Full Performance: 4/16/2020 – 12/17/2020

• Options (if exercised):

• Option Year 1 – 12/18/2020 – 12/17/2021

• Option Year 2 – 12/18/2021 – 12/17/2022

• Option Year 3 – 12/18/2022 – 12/17/2023

• Option Year 4 – 12/18/2023 – 12/17/2024

Section F Deliveries or Performance

• G-2 - DFARS 252.232-7006 Wide Area Workflow Payment Instructions

• G-4 Invoicing Instructions

• Invoices are due no later than the fifth (5th) working day after end of the previous month IAW DFARS 252.232-7006.

• FFP CLINs X001, X004, 0006AA and 0006AB shall be paid at the unit price on a monthly basis.

• Reimbursement for Hazardous Materials under CPFF CLINs X002 shall be documented using the report format as identified in CDRL A019.

• Invoiced at 1/8th of the amount fixed fee each month in the Base Year and

1/12th of the amount of the fixed fee each month in the Option Years.

• Reimbursement of material support costs, equipment lease, and travel and training under CLIN X003 shall be documented using format in CDRL A020.

• Documentation shall be provided which fully supports the amount claimed for payment – paid receipts for freight charges, supplies, equipment and travel.

Section G Contract Administration Data

• G-6 - Contractor Performance Assessment Reporting System (CPARS) Requirements:

• The Contractor will be subject to a past performance assessment IAW FAR 42.15 and the Contractor Performance Assessment Reporting System (CPARS) User Manual located at https://www.cpars.gov/pdfs/CPARS_User_Manual.pdf

Section G Contract Administration Data

• H-1 Accounting System

• IAW FAR 16.104(i) and DFARS 252.242-7006 Accounting System

Administration, the Contractor shall have an accounting system which permits timely development of all necessary cost data in the form required by the proposed cost-plus-fixed-fee and cost reimbursement with no fee contract line items.

• H-3 Substitution or Addition of Key Personnel

• Key Personnel categories for this contract are identified in Attachment J.1

Performance work Statement (PWS), Section C-1.4 Key Personnel.

Section H Special Contract Requirement

• I-174 - DLAD 52.204-9000 Contractor Personnel Security Requirements

• DLA requires all Contractor personnel working on the Federally-Controlled facility to have, at a minimum, an initiated National Agency Check with Written Inquiries (NACI) or NACI equivalent and favorable completion of a Federal Bureau of Investigation (FBI) fingerprint check.

• All DoD Contractor personnel who will have access to Federally-controlled information systems, such as ESSOH-MIS, and other Government Data Systems must be assigned to positions which are designated at the IT Level III.

• I-178 – Tailored Logistics Support Purchasing Review

• The KO may conduct reviews of purchased items or services provided under this contract regardless of dollar value that meet the criteria in Paragraph 1 of the clause to ascertain whether the Contractor has obtained best value.

• The Contractor shall seek competition to the maximum extend practicable for all purchases.

Section I Contract Clauses

• Attachment J.1 – Section C Performance Work Statement (PWS)

• Attachment J.2 – Department of Labor Wage Determination

• Attachment J.3 – Past Performance Questionnaire

• Attachment J.4 – Small Business Participation Commitment Document

Template

• Attachment J.5 – Small Business Subcontracting Plan FAR 52.219-9 Template

• Attachment J.6 Contract Data Requirements Lists (CDRL)

• A001 – A024 CDRLs

• Technical Exhibits 1.1 – 5.15

Section J List of Attachments

• K-5 FAR 52.204-8 – Annual Representations and Certifications

• K-6 FAR 52.209-7 - Information Regarding Responsibility Matters

• K-7 FAR 52.230-1 - Cost Accounting Standards Notices and

Certification

• K-8 FAR 52.230-7 – Proposal Disclosure – Cost Accounting Practice

Changes

• K-9 DFARS 252.227-7017 – Identification and Assertion of Use, Release, or Disclosure Restrictions

Section K Representations, Certifications, and Other Statement of Offerors

BREAK

• Key Points:

– L-18 Communications Between the Government and

Offerors

• Procedure and Deadline for submitting questions:

– All questions shall be submitted by email IAW the format in L-18.

– Solicitation questions must be received by 1:00pm EST on 2 April 2019.

• Proposal submission and deadline

– The HARD COPY File will be the official copy.

– Proposals due date TBD

– L-19 Proposal Preparation Requirements

• Submitted as five (5) separate volumes

Section L Instructions to Offerors

Section L Instructions to Offerors

VOLUME TITLE

PAPER

COPIES

ELECTRONIC

COPIES

PAGE

LIMITATION

I Solicitation, Offer and Award Documents (SF-33) Original & 1 Original N/A Tab 1 Cover Letter and Section A (SF-33) Tab 2 Section B (Supplies or Services and Prices/Costs)

Tab 3 Section K (Representations, Certifications, and Other Statements of Offerors or Respondents Sub-Section K.1 – DSS Facility Clearance Affirmation Sub-Section K.2 – Accounting System Certification Sub-Section K.3 – Subcontracting Plan

*II Technical Proposal Original & 6 Original 250 Tab 1 Section 1: Chemical Management Services (CMS) Approach

Sub-Section 1.1 Chemical Management Services Approach Sub-Section 1.2 Demand Planning and Forecasting Approach Sub-Section 1.3 Supply Chain Management Approach

Tab 2 Section 2: Management and Organizational Approach Sub-Section 2.1 Management Approach Sub-Section 2.2 Staffing Approach Sub-Section 2.3 Phase-In Approach

Tab 3 Section 3: Storage and Distribution Facilty Planning Sub-Section 3.1 Facilities Sub-Section 3.2 Equipment Sub-Section 3.3 Regulatory Compliance

*Note that page limitation for the Volume II Technical Proposal is 250 pages; however, resumes and letters of intent are not included in this page limitation

III Past Performance Proposal (Performance Confident Assessment) Original & 6 Original 40 IV Small Business Proposal Original & 2 Original 50

Tab 1 Section 1 Small Business Participation Commitment Document V Cost Proposal Original & 2 Original N/A

• Proposal Preparation Requirements Key Points:

– Stay within the page limitations.

• 250 pages for Technical Proposal

• 40 pages for Past Performance

– Ensure the table of contents page numbers correlate to the correct pages.

– All text shall be no less than 10 point font.

• Text size in Plan of Action and Milestones (POAMs) shall be no less than 10 point font

– Ensure resumes are marked “PERSONALLY IDENTIFIABLE

INFORMATION (PII).”

– Ensure each section is tabbed.

– The footer of each page submitted must be marked “SOURCE

SELECTION INFORMATION – SEE FAR 2.101 AND FAR 3.104”

• Volume I – Solicitation, Offer, and Award Documents

– Cover Letter and Section A (SF-33)

– Section B (Supplies or Services and Prices/Costs)

• Please note that unit prices shall not be carried out past two decimal points.

– Section K Representations, Certifications, and Other

• Volume I – Solicitation, Offer, and Award Documents

– Section K Representations, Certifications, and Other Statements of Offerors or Respondents

• DSS Facility Clearance Affirmation

– The Offeror must have the approved DSS Facility Clearance by receipt of final

FPRs.

• Accounting System Verification

– The Offeror shall provide verification that DCAA has determined the that

Offeror’s accounting system will permit timely development of all necessary cost data to support the non-fixed price CLINs on the resultant contract.

– The Offeror shall provide evidence of an acceptable accounting system.

• Volume I – Solicitation, Offer, and Award Documents

– Section K Representations, Certifications, and Other

Statements of Offerors or Respondents cont.

• Subcontracting Plan (Large Businesses Only)

– Large Business Offerors shall demonstrate an acceptable subcontracting plan by addressing all the required elements of FAR 52.219-9 using Attachment J.5 and shall include the broadest possible scope of SB participation.

– Shall provide a description of the efforts it will make to assure that each SB category will have equal opportunity to compete for subcontracts.

– Shall clearly identify the roles and responsibilities between the prime and subcontractors in the proposed subcontracting plan.

– Subcontracting goals should be set at a level that the parties reasonably expect can result from the offeror expending good faith efforts to use the SB categories to the maximum extent practicable.

– Large Business Offerors shall provide substantiating documentation to demonstrate the above requirements.

– The Subcontracting Plan will become apart of the resultant contract.

Volume II Technical Proposal

Section 1 Chemical Management Services

Section L Instructions to Offerors

• Section 1.1: Chemical Management Services Approach

– Tell us in a comprehensive plan how you will manage Hazardous

Materials and the standardized processes and procedures that will be implemented to support WR-ALC.

– The approach shall be in sufficient detail to demonstrate a complete understanding of the total work effort

– Describe in detail the commercial best practice efficiencies that you will implement to capture savings using standardized processes and optimal end to end supply chain business process methodologies.

• HM minimization

• Economies of scale

• Just-in-time purchasing

• Long term contracts

• Packaging to meet minimal quantities

• Describe your own proven commercial best practices that will be adopted to perform the requirements.

Section L Instructions to Offerors

• Sub-Section 1.2: Demand Planning and Forecasting Approach

– Tell us in a comprehensive plan the concepts, best practices and

Business Management Tools that will be used for demand planning and forecasting.

– Describe the procedures that will be used for determining and maintaining demand based inventory levels to support the ALCs.

• You must describe the actual formula that will be used to calculate demands and the inventory levels that will be applied.

• Using the information in TE 5.1, WR-ALC Order Information, prepare and submit a proposed 3PL inventory management plan for each NSN/PHM that will be included in your stocking plan.

• Use the format on the next chart and do not deviate.

Section L Instructions to Offerors

NSN/PHM Nomenclature Unit of Issue

Total Number of Demands Per

Year

Demand Quantity

Estimated Order Ship

Time

Requisitioning Objective (HI)

Reorder Point (LO)

This chart should reflect your proposed stocking levels based on the information provided in TE 5.1

Section L Instructions to Offerors

• Sub-Section 1.3 Supply Chain Management Approach

– Tell us in a comprehensive plan your approach to performing end to end supply chain management

– Describe the functionality of your Point of Sales (POS) Systems and how it will be used in contract performance

– Describe in detail the procurement process that will be used for HM order fulfillment, HM orders and replenishment of HM inventories

• Describe the location of proposed buyers and procurement office

• Describe the challenges with supporting WR-ALC’s maintenance, overhaul, and repair of its weapons systems, differing HM requirements, missions, inventory volumes and production schedules

• Describe the approach for providing uninterrupted support despite unforeseen changes in customer requirements, changes in manufacturer’s production schedules and increased or accelerated performance of the requirements in support of the WR-ALC production schedules

Section L Instructions to Offerors

• Sub-Section 1.3 Supply Chain Management Approach, con’t

– Discuss in detail the use of existing long term supplier relationships and how those relationships have benefited the Government.

– Describe the risks associated with suppliers’ delays with production and how those risks are mitigated.

– Describe how you will communicate with the Government when manufacturer’s delays will negatively impact production schedules.

Section 2 Management and Organizational Approach

Section L Instructions to Offerors

• Sub-Section 2.1 Management Approach

– Describe in the Management Plan how you will perform overall program management:

• How potential problems such as changing production lines, unforeseen customer requirements, changes in technology, manufacturing processes, and production schedules will be managed.

• Organization management and PM interface with Government and site personnel.

• Resources proposed to accomplish the tasks with detailed description of each positon providing program management support.

• How required Contractor provided training will be provided to sustain a trained workforce.

• How environmental and safety compliance will be managed.

• The basis for the estimated for the labor proposed.

• How tasks, milestones, costs, and deliverables will be managed and tracked throughout the duration of the contract.

Section L Instructions to Offerors

• Sub-Section 2.1 Management Approach, cont.

– Provide resumes for key personnel proposed.

– Key Personnel are identified in paragraph C-1.4 Key Personnel.

– Resumes shall include the candidates’ training and specific experiences directly related to the requirements in the PWS.

– Shall clearly describe the relationship between the proposed individual’s relevant qualifications and the tasks to be performed by the individual.

• Resumes…