PPC DDSP Janitorial SP3300-23-R-0002.ppt
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- Solicitation number
- SP330023R0002
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Defense Logistics Agency Distribution
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DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
WARFIGHTER SUPPORT ENHANCEMENT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT
Janitorial Services at DLA Distribution Susquehanna, New Cumberland PA Pre-Proposal Conference
SP3300-23-R-0002
June 06, 2023
AGENDA
| Administrative |
| Introductions |
| Ground Rules |
| Goals of the Event |
| Solicitation Review |
| Important dates |
| Pricing |
| Terms and Conditions |
| Attachments |
| PWS |
| Instructions to Offerors |
| Evaluation |
Conclusion
Introductions Ms. Karen Ghani, Contracting Officer
Mr. Tyler Houser, Acquisition Specialist
Mr. Tim Kielbowick, COR
Mr. Donnie Fischer, Acquisition Project Officer
Ground Rules Please hold your questions and submit to the acquisition specialist via email.
Please stay with the group.
Please do not interact with current janitorial staff.
Please be considerate.
There will be a good amount of walking today. Please speak up if you need water, a break, or medical attention.
Overall Goal: To assist potential offerors in preparing a responsive, complete, and competitive proposal.
Presentation highlights specific key sections of the Solicitation/Request for Proposal (RFP).
Site Visit will provide a visual of the facilities and allow potential offerors to see the property and locations that will be required to be cleaned.
Goals of the Event
SOLICITATION REVIEW
Important Dates
| Solicitation open 5/19/2023 |
| Pre proposal conference & Site Visit 6/06/2023 9PM |
| Due Date for Questions 6/08/2023 2PM |
| DoD SAFE drop-off request 6/29/2023 2PM |
| Due Date for Proposals 6/30/2023 2PM |
| Contract Award ~12/19/2023 |
Pricing Fill out all highlighted areas of Solicitation Attachment 3 – Schedule of Supplies and Services v2.
FAR 52.212-4 Terms and Conditions
| FAR 52.217-8 -- Option to Extend Services (Nov 1999) |
| FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) |
| DFARS 252.219-7010 Notification of Competition Limited to Eligible 8(a) Concerns—Partnership Agreement (Oct 2019) |
| DFARS 252.232-7006 Wide Area WorkFlow Payment Instructions (Jan 2023) |
| C05 Changes to Key Personnel (OCT 2016) |
| PWS pg 25 |
| On-Site Project Manager |
| On-Site Quality Control Inspector |
| Contractor Performance Assessment Reporting System (CPARS) |
FAR 52.212-5 Terms and Conditions to implement Statutes & EO’s
| FAR 52.219-14, Limitations on Subcontracting (Oct 2022) (15 U.S.C. 637s) |
| FAR 52.219-28, Post Award Small Business Program Rerepresentation (Mar 2023) (15 U.S.C. 632(a)(2)) |
| FAR 52.222-41, Service Contract Labor Standards (Aug 2018) (41 U.S.C. chapter67) |
List of Solicitation Attachments
| Attachment 1 - PWS with attachments |
| Attachment 1 – Sq Ft Chart |
| Attachment 2 – Site Maps |
| Attachment 3 – Hand Sanitizer Locations & Qty. |
| Attachment 4 – Minimum APLs |
| Attachment 5 – Estimated Quantity of Materials |
| Attachment 6 – Proposed Equipment List |
| Attachment 7 – Portfolio of Services |
| Attachment 2 - CBA Wage Determination |
| CBA-2017-9934 Rev. 0 |
| Attachment 3 – Schedule of Supplies and Services |
| Attachment 4 – DDSP Janitorial QASP |
| Attachment 5 – PPC and Site Visit Instructions |
| Attachment 6 – DL1818 |
| Attachment 7 – Past Performance Questionnaire |
Performance Work Statement (PWS)
C-1 Scope of Work Cleaning services provided shall include a full range of Janitorial care. This is inclusive of, but not limited to, the following: vacuuming, sweeping, mopping, trash removal, emptying and cleaning public ash trays/urns, washing interior/exterior windows (except building 430 for exterior windows; see PWS section 4.1.1.1), dusting, disinfecting, descaling, shampooing carpet, scrubbing and/or stripping and waxing floors, cleaning water fountains, cleaning mirrors and glass, cleaning entryways and mats, cleaning stairways, spot cleaning, metal polishing (i.e., examples include, but are not limited to, water fountains, faucet fixtures), stocking supplies in restrooms and break areas, sanitizing restrooms, and removing cob webs.
In addition to all of the cleaning services, the Contractor shall perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to, removing and/or cleaning smudges, fingerprints, marks, streaks, and spills from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, carpets, and fixtures.
The total cleaning square footage quantity for the installation may vary as much as a net change of +/- 1,000 square feet without requiring a contract modification to adjust the contract price applicable to Janitorial Services under CLIN X001.
C-1.1 Certification Requirements The Contractor shall possess either a current ISSA CIMS-GB certification or equivalent or shall have the capability to obtain an ISSA CIMS-GB certification or equivalent within 180 days of the contract’s start date. The supporting documentation shall be of substantive, objective evidence (e.g., certification, letter from ISSA) that the offeror is currently ISSA CIMS-GB certified or will be ISSA CIMS-GB certified within contractual timeframe. The Contractor shall maintain ISSA CIMS-GB certification or equivalent throughout the contract period.
Must be certified within 180 days of contract start date.
ISSA CIMS-GB certification is acceptable as a quality management standard; however, if not CIMS-GB certified, the Contractor shall be ISO 9001:2008 certified or ISO 9001:2008 conformed. If a Contractor is not ISO 9001:2008 or ISSA CIMS-GB certified, the offeror shall demonstrate conformity with the requirements of ISO 9001:2008. To demonstrate conformity, the firm shall provide written, objective evidence of the firm’s effective implementation of its quality management standard that unequivocally demonstrates conformity with the requirements of ISO 9001:2008. The Contractor shall maintain ISSA CIMS-GB certification, ISO 9001:2008 certification, or ISO 9001:2008 conformity throughout the contract period.
C-2 Description of Services
| Basic |
| Clinical |
| Health Clinic (the one-story Eastern portion of Building 400) |
| Child Development Center (CDC) |
| Prestige |
| Building 430 4th Floor Commander’s Suite |
| Building 2001 - 2nd Floor Commander’s Suite |
| Building 54 Conference Center |
| Exceptions |
| Fitness Center |
C-3 General Cleaning And Disinfection
| Detailed descriptions of how to clean areas/surfaces/items denoted in PWS Attachment 1. |
| PWS Attachment 5 contains the Government estimated quantity of cleaning supplies used annually. Contractors are alerted to FAR clause 52.208-9 for use of mandatory sources of supply for certain supplies or services to be provided under this contract. |
C-4 Periodic Cleaning Services
| Frequencies have been translated to PWS Attachment 1 |
| As needed services alongside PWS reference can be found on Solicitation Attachment 3 – Schedule of Supplies or Services. |
C-5 Government Provided Property & Services Office space, supply storage, and lockers for contract use in building 750
C-6 Key Personnel Resumes shall be submitted for Project manager and Quality Control Inspector Key Personnel positions. Resumes shall include the relevant qualifications, background, experience, and accomplishments for all such key personnel in sufficient detail to demonstrate the capability of such personnel to meet the requirements of the PWS.
C-7 Equipment The Contractor shall provide a list of proposed cleaning equipment, (See Attachment 6 – Proposed Equipment List) with proposal submission.
C-8 Contractor Quality Control Plan
| To be provided with Volume I of your proposal. |
| The Contractor shall maintain an on-site file of all inspections conducted by the Contractor and the corrective action taken. This documentation shall be made available to the KO or COR upon request, during the term of the contract. |
C-9 Quality Assurance Surveillance Plan
| The Quality Assurance Surveillance Plan – Solicitation Attachment 4 is the Government’s plan to ensure the Contractor provides the required services, adheres to the quality standards as defined in Section C-2.1. |
| The KO or COR shall monitor performance to ensure services are received and carried out in accordance with the standards set in this PWS. This monitoring shall be done via Government inspections and the investigation of end-user complaints as defined below in Sections C-9.1 and C-9.2. |
C-10 Schedules Schedules shall be submitted no later than 15 days prior to start of the base period and no later than 10 days prior to the start of an option period. Schedules shall consider holidays and shall cover a period of 12 months on one schedule. The Contractor shall immediately inform the COR of any schedule changes.
C-11 Environmental, Safety, And Occupational Health/Regulatory Requirements
| This section details several DLA, DOD, EPA, USDA and DOE regulations. The Contractor shall be responsible for compliance and liable for penalties, fines, or natural resource damage claims that may be required or assessed by the State of Pennsylvania, Federal or Local Governments resulting from Contractor performance, or failure to perform, during the course of this contract. |
| The Contractor is required to submit SDS for all products used with your proposal. |
| The Contractor shall be responsible for the proper handling and disposal of all waste material. |
C-12 Phase-in Plan
| A plan to ensure smooth continuity of operations must be submitted in Volume I of your proposal. |
| A Post-Award conference will be held at the beginning of the 3 month Phase-In Period. |
C-13 General Information Holiday schedule, inclement weather, and executive orders that may affect service hours.
C-14 Security Requirements
| Must follow all security-related regulatory guidance. |
| Personnel will be required to obtain a Government Common Access Card (CAC) |
| Extra security requirements for designated staff operating at the CDC. |
C-15 Required Contractor Documents PWS-related document submittal timeframes
C-16 Abbreviations
C-17 PWS Attachments
Instructions to Offerors (FAR 52.212-1) Important proposal instructions regarding such topics as number of copies required, page size/format, page limitations
All pages of submittals shall include the statement “SOURCE SELECTION SENSITIVE INFORMATION – SEE FAR 2.101 & 3.104”
Proposal shall be submitted via DOD SAFE. A link for drop-off must be requested from the contract specialist.
Proposal Organization Table:
| VOLUME | TITLE | ELECTRONIC FILE | PAGE LIMITATION |
| I | Technical Proposal | 1 | None unless stated |
| Part 1: Introduction | |||
| Part 2: Management Capability | |||
| Section 1: Management Plan | |||
| Section 2: Staffing Plan | |||
| Part 3: Technical Capability | 50-excluding MSDS info and Cleaning Schedules | ||
| Section 1: Technical Approach | |||
| Section 2: Quality Control Plan | |||
| Section 3: Phase-In Plan | |||
| II | Past Performance | 1 | 30 |
| III | Price Proposal | 1 | No page limit |
Volume I - Technical Proposal
| Part 1: Introduction |
| This section shall provide any necessary background information and an overview of the proposal which the Offeror believes will assist in the understanding and accurate evaluation of the proposal. |
| Part 2: Management Capability |
| Section 1: Management Plan |
| The Offeror shall describe their overall management methodology and how that methodology will translate into successful contract performance. The Offeror shall provide a detailed description of the responsibilities and authorities for operation and management of this contract. The Offeror shall include such elements as lines of communication. The discussion shall address the processes for resolving priority conflicts for resources and tasks identified in the Performance PWS. |
| Section 2: Staffing Plan |
| The offeror shall list, in matrix format, all key and non-key personnel proposed for assignment. In listing key and non-key personnel, the offeror shall list the labor category that they represent and their years of experience. |
| Part 3: Technical Capability |
| Section 1: Technical Approach |
| The Offeror shall submit a detailed description of their technical approach to perform each task in the PWS. The Offeror’s technical approach must demonstrate an understanding of the requirements in the PWS and the ability to perform all performance tasks and objectives listed in the PWS while maintaining quality and timeliness. This cannot be a mere summary of the requirements stated in the PWS, but rather the Offeror’s detailed approach to performing the requirements that clearly demonstrates his understanding of that work. |
| Section 2: Quality Control Plan |
| The Offeror shall provide an initial Quality Control Plan (QCP) in accordance with the PWS with their proposal. The QCP shall include an approach to maintaining acceptable quality standards throughout contract performance and should address the methods for meeting the performance standards, customer requirements, and complying with applicable regulations. The plan shall provide the quality control methodology, processes, techniques, and tools that will result in meeting or exceeding the performance requirements for quality and timeliness. |
| Section 3: Phase-In Plan |
| The Offeror shall provide a detailed Phase-In Plan, which discusses the offeror’s scheduling, phasing in all functional activities, and milestone dates for implementation. The phase in period shall have a duration of no more than sixty (60) calendar days. |
Volume II - Past Performance The Offeror shall provide information on its Past Performance Record. This information will be utilized to determine the relevancy and quality of the Offeror’s past performance record to the proposed effort as outlined in the Performance Work Statement (PWS) in order to determine if the offeror has an acceptable performance record for recent, relevant actions.
Volume III Price Proposal
| Section 1 – Cover Letter |
| Completed Standard Form 1449. |
| Signed acknowledgements of amendment (SF30). (Applicable only if any amendments are issued against this solicitation). |
| Completed certifications and representations located at FAR 52.212-3. |
| Section 2 – Price Proposal |
| Completed Attachment 3 Schedule of Supplies and Services. |
| Lowest Price Technically Acceptable, Not Tradeoff. |
| The Government will evaluate proposals to determine the following factors acceptable/unacceptable. |
Evaluation Factor 1: Management Capability Subfactor (a): Management Plan Subfactor (b): Staffing Plan
Evaluation Factor 2: Technical Capability Subfactor (a): Technical Approach Subfactor (b): Quality Control Plan Subfactor (c): Phase-In Plan
Evaluation Factor 3: Past Performance This Factor has no Sub-Factors Evaluation (FAR 52.212-2)
To be considered acceptable and eligible for award, an Offeror must address separately all the factors set forth in accordance with the instructions of this solicitation. A major item and/or gross omission, which precludes meeting solicitation objectives that cannot be corrected prior to or during discussions without major revision or complete resubmission of the proposal, will cause a proposal to be found technically unacceptable.
If a proposal has been determined acceptable under each of the non-price factors listed above, the Government will then evaluate the proposal for the lowest price. Proposals deemed technically unacceptable will not be evaluated on pricing. The proposed total price (the sum of the total amount for all CLINS) between offers that are determined to be technically acceptable will be the determining factor in the selection of a proposal for award. The Government will assess the offeror’s price to determine if it is reasonable, for the work to be performed.
Evaluation (FAR 52.212-2)
Conclusion
| Be sure to read entire solicitation which includes all solicitation and PWS attachments. |
| Technical Approach must address “how” you propose to perform the requirements. |
| Shall not be a reiteration of the requirements in the PWS. |
| Be sure to read the Instructions to Offerors. |
| Address all requirements. |
| When in doubt, send us a question. |
| We generate multiple solicitations – what may seem clear to us may not be clear to you. |
| Monitor SAM.gov for Amendments issued against the solicitation. |
| Make the initial proposal your best offer as the Government intends to award without discussions. |
| Ensure the Documents (SF1449, SF30, proposal) are signed. |
Site Visit Route
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