Kirtland Pre-proposal.pdf

DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

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SPE603-24-R-0508

August 7, 2024

Kirtland AFB, NM

Deliver the right solution on time, every time

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Disclaimer

Please note that the information shared during this pre-proposal conference does not constitute an amendment to the solicitation. Any questions regarding the solicitation must be submitted in writing, and a formal amendment will be issued by the contracting officer in response. All questions relating to the solicitation should be submitted by August 16, 2024. Offerors must reference the solicitation number in the subject line of your email.

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– FUELS SERVICES PROGRAM MANAGER: David Butler

• Email: david.butler@dla.mil

• Phone: (571) 562-0259

– CONTRACTING OFFICER Pre Award: Careka Squire

• Email: careka.squire@dla.mil

• Mobile: (571) 459-8982

• Overall responsibility for contract (Amends solicitation, Binds, obligates Government, and modifies contract)

– CONTRACTING OFFICER Administration: Alexandro Cano

• Email: alexandro.cano@dla.mil

• Mobile: (571) 585-6853

• Overall responsibility for contract (Binds, obligates Government, and modifies contract)

FUNCTION & AUTHORITY OF GOVERNMENT PERSONNEL

mailto:david.butler@dla.mil mailto:careka.squire@dla.mil mailto:alexandro.cano@dla.mil

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– CONTRACT SPECIALIST: Ralph Dayougar

• Email: ralph.1.dayougar@dla.mil

• Mobile: (571) 596-1675

• Secondary Point Of Contact under solicitation

– AF FUELS CONTRACT MANAGER (AFPET): MSgt Christopher Corey and TSgt Ferron Harris

• Email: AFPETContracting@dla.mil

– CONTRACTING OFFICER REPRESENTATIVE: Edwin Sando

• Email: edwin.sando.1@us.af.mil

• DSN: 246-1055 – Commercial: (505) 846-1055

OTHER GOVERNMENT PERSONNEL

mailto:ralph.1.dayougar@dla.mil mailto:edwin.sando.1@us.af.mil

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– CONTRACTING DISCUSSION

– TECHNICAL/SITE DISCUSSION

– SITE VISIT

AGENDA

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– Non-personal services to perform Fuels Management Services at Kirtland AFB, NM

– This acquisition is a set aside for SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS

(SDVOSB)

– Firm Fixed-Price Contract

– Basis of Award: LPTA

– Period of Performance: 4-years plus 5-year Option and 6-month Option to Extend

• Performance Period: January 1, 2025, Through December 31, 2028

• (a) Base: January 1. 2025 Through December 31, 2028

• (b) Options: January 1, 2029, Through December 31, 2033, and an option not to exceed six months

– NAICS Code – 493190, Other Warehousing Storage

SOLICITATION

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– Due date for proposals is Monday, August 26, 2024, at 1:00 PM Fort Belvoir, VA, time

– FAX Proposals are not authorized

– Email proposals (Attachment A of Solicitation Amendment 0002)

• Submit signed and dated offers as specified by block 8 of the SF-1449 in this solicitation to

Dominique.1.Vest@dla.mil cc: careka.squire@dla.mil and ralph.1.dayougar@dla.mil. Offerors must verify proposal email delivery by telephone or separate email verification to Dominique

Vest at Dominique.1.Vest@dla.mil and Ralph Dayougar at ralph.1.dayougar@dla.mil . Offeror must call the POC above at 571-495-9742 or (571) 596-1675 if email verification is not received from DLA within 24 hours of offeror submitting their proposal.

– (Attachment A Solicitation Amendment 0002) Submitted questions via email to

• careka.squire@dla.mil and CC: dominique.1.vest@dla.mil and ralph.1.dayougar@dla.mil

• Cut off date for questions is Friday, August 16, 2024, at 1:00 PM Fort Belvoir, VA, time

• Ensure Solicitation number is in the subject line of email

– Nothing said during this conference changes the solicitation or PWS provisions until changes are incorporated by amendment

SOLICITATION

mailto:careka.squire@dla.mil mailto:dominique.1.vest@dla.mil mailto:ralph.1.dayougar@dla.mil

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– FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

Solicitation Page 102

• (d) The offeror shall post the information in paragraphs (c)(1)(i) through (c)(1)(iv) of this provision in FAPIIS as required through maintaining an active registration in the System

For Award Management which can be accessed via https://www.sam.gov (see 52.204-

7).

– FAR 52.204-7 SYSTEM FOR AWARD MANAGEMENT

• Government repository for contractor information required for the conduct of business with the Government

– Visit www.sam.gov

– Status must be “ACTIVE” for an award

SYSTEM FOR AWARD MANAGEMENT

http://www.sam.gov/

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– Create a single DLA business system enabling streamlined operations, integrated financial compliance, and reduced systems support costs

– DFARS 252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (DEC 2018) (Solicitation Page 18)

• Provides instructions on Submission of Payment Requests and Receiving Reports

• I WAWF access. How the contractor can gain access to (WAWF)

– https://wawf.eb.mil/

• WIDE Area Workflow (WAWF)

• MyInvoice

– F-0001 F1.11 DLA INTERNET BID BOARD SYSTEM (DIBBS) (DLA ENERGY APR 2014)

• Contractors are strongly encouraged to establish a group email address for the primary email address for the contractor’s authorized point of contacts. The registered email addresses will be the only email used by the government to make notifications. s must have an active System for Award Management

(SAM) account, http://www.sam.gov in order to register for DIBBS.

– DLA Internet Bid Board System (DIBBS)

• https://www.dibbs.bsm.dla.mil

ENTERPRISE BUSINESS SYSTEM

http://wawf.eb.mil/ https://www.dibbs.bsm.dla.mil/

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– DFARS 252.232-7006 WIDE AREA WORKFLOW PAYMENT

INSTRUCTIONS (Solicitation Page 18)

• Submit documents via web entry

• Follow instruction listed on paragraph (f) of the clause

• To access WAWF please visit http://wawf.eb.mil

• To access WAWF Training on website click, “Web Based Training.”

• DLA Energy Help Desk POC

– bsme.helpdesk@dla.mil

– (800) 446-4950

• Technical Assistance POC

– (866) 618-5988

WIDE AREA WORKFLOW

http://wawf.eb.mil/ mailto:bsme.helpdesk@dla.mil

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SOLICITATION

CLAUSES & PROVISIONS

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– (Attachment A of Solicitation Amendment 0002) updated B-0001 B34.01 SERVICES TO BE

FURNISHED AND PRICES

• Base Period: CLIN 0001-0004 MUCG GOCO Services (FFP)

– *NOTE: The quantity should be the offered price per month times 48 months

• Option Period: CLIN 0005-0010 MUCG GOCO Services (FFP)

– *NOTE: The quantity should be the offered price per month times 60 months.

SECTION B – SUPPLIES/SERVICES & PRICES/COST

– The contractor must submit one monthly price for the base period, and one for the option period

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– ATTACHMENT 1 – PERFORMANCE WORK STATEMENT

SECTION C – DESCRIPTION/SPECIFICATIONS/

STATEMENT OF WORK

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Air Force Fuels Services Program Preproposal Conference

2024-2025

• PERFORMANCE WORK STATEMENT (PWS)

• Standard document for all AF contracted locations (Fuels Mgmt or bulk storage)

• Covers all basic requirements

• Service Delivery Summary (SDS) for each basic requirement

• APPENDIX M (formerly AF)

• Appendix M submitted by base and AFPET for base specific information

• Identifies PWS sections which apply (Fuels Mgmt or bulk storage)

• Normal hours of operation (not a limitation)

• General workload data (snapshot in time; no guarantee of future)

• May be useful for planning/estimating for proposal

• Base specific requirements (off-site coverage; weekend weather support, etc)

• Government furnished equipment (GFE)

• Contractor furnished refueling units

General Technical

• PROPOSAL SUBMISSION

• Your product, but recommend:

• Basic section

• Organizing to match PWS sections Helps ensure

• Breakdown key generic tasks everything is covered

• Use written word, sample checklists, extracts from developed plans, etc

• Demonstrate understanding of tasks and how to accomplish tasks

• Referring to a directive doesn’t show understanding—what does it mean in actual performance?

• Once this part is Acceptable, won’t need to change this part for future submissions

• Base specific appendix

• Don’t waste pages repeating what is in basic PWS part

• Cover base unique aspects—hours, tasks (mode of receipt, etc)

• Cover Contractor furnished refueler plan

• Staffing – matrix, coverage, positions, etc

• Only part which needs changing for future submission

• Check M-clause for “must” include language

• Leaving those unaddressed = Unacceptable

• An example

• Basic section – under Operations, talk about each of the various modes of receipt such as PL, TT, TC, Barge

• Base specific – under Operations just say what mode of receipt is used here as long as it was discussed in Basic section (and don’t talk about modes in this section which aren’t used at this base)

• And focus on any unique aspects (such as system offloading limitations, escort requirements, etc)

Proposals

Proposal - PWS and Appendix M (example-not directive or all inclusive)

Basic Proposal - PWS

• Staffing

• How you calculate

• Plan for contingencies

• Operations

• Demonstrate understanding

• Maintenance

• Operator, System, Other

• Safety

• Hazards/Confined space safety

• Security

• FPCONS, emergency essential

• Environmental

• EPA, OPA 90, etc

• Training

• Contractor, AF, AFRES/ANG

• Furnished Items

• Handling IE and CFE

• Generally provided items

• Other Performance Items

• Mgmt “Cats and Dogs”

Base Specific Appendix - Appendix M

• Staffing

• Matrix showing coverage

• FTEs

• Operations

• Base specific tasks

• Maintenance

• Base specific tasks

• Safety

• # Confined spaces, PPE, etc

• Security

• VGSA, escorting, etc

• Environmental

• Base SPCC tie in

• Training

• Recurring base requirements

• Furnished Items

• Specific CFE provided (not all inclusive) – detail refueler plan

• Other Performance Items

• Base specific meetings/tasks

WARFIGHTER SUPPORT STEWARDSHIP EXCELLENCE WORKFORCE DEVELOPMENT

Air Force Fuels Services Program

2024-2025

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– E-0001 E1.01 CONTRACTOR RESPONSIBILITY FOR GOVERNMENT INSPECTION

OF SERVICES (DLA ENERGY JAN 2012)

SECTION E – INSPECTION & ACCEPTANCE

• Government has the right to inspect all services required under the contract without additional charge

– E-0002 E1.11-1 QUALITY CONTROL PLAN (GOCO) (AIR FORCE)

• QCP shall forward the Contracting Officer and one copy to the assigned Quality

Assurance Representative for approval

• The QCP shall include the following quality control procedures employed by the contractor:

– (1) Receiving (both product and additives

– (2) Blending

– (3) Sampling

– (4) Testing

– (5) Storage & handling

– (6) Loading & shipping

– (7) Calibration program for testing & measuring equipment IAW ISO 10012-1

– (8) Quantity measurement

– (9) Record & reports

– (10) Corrective action procedures

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– E-0004 E22 LIST OF INSPECTION OFFICES FOR DLA ENERGY

CONTRACTS (DLA ENERGY JUL 2013)

SECTION E – INSPECTION & ACCEPTANCE (CON’T)

• The Inspection Office under this contract will be:

DLA Energy Americas West

ATTN: Quality Manager 5

Federal Building, Suite 1005

2320 LaBranch Street

Houston, TX 77004-1091

Phone: (713)332-4113

FAX: (713)718-3891

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– E-0005 E28 CONTRACTOR INSPECTION RESPONSIBILITIES (STORAGE) (DLA

ENERGY FEB 2022)

SECTION E – INSPECTION & ACCEPTANCE (CON’T)

• Provides information on contractor’s responsibilities and inspection requirements.

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– E-0006 E35 NONCONFORMING SUPPLIES AND SERVICES (DLA

ENERGY DEC 2011)

SECTION E – INSPECTION & ACCEPTANCE (CON’T)

• The Government may, at its discretion, accept nonconforming supplies or services. In such cases, the Contractor must obtain a deviation or waiver from the Contracting Officer prior to acceptance.

• Requests for deviations and waivers shall be submitted by the Contractor to the Contracting Officer with a copy to the appropriate Inspection Office referenced in the LIST OF INSPECTION OFFICES

FOR DLA ENERGY CONTRACTS or QUALITY REPRESENTATIVE contract provision of this contract.

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– 52.242-15 STOP-WORK ORDER (AUG 1989)

SECTION F – DELIVERIES OR PERFORMANCE

• The Contracting Officer may, at any time, by written order to the

Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree.

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– DFARS 252.201-7000 CONTRACTING OFFICER’S REPRESENTATIVE (DEC 1991)

SECTION G – CONTRACT ADMINISTRATION DATA

• COR is not authorized to make commitments on behalf of Government.

• COR Appointment Letter will be provided to the successful offeror.

– G-0002 G9.06 ADDRESS TO WHICH REMITTANCE SHOULD BE MAILED (DLA ENERGY JAN

2017)

– G-0003 G21 DESIGNATION OF PROPERTY ADMINISTRATOR (DLA ENERGY MAY 2009)

• The Property Administrator for product handled under the terms of the contract will be designated by the Director, Defense Logistics Agency Energy (DLA Energy).

• Offeror shall indicate complete mailing address (including nine-digit zip code) to which remittances should be mailed and for payment of electronic funds

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– H-0003 H51.03 INSURANCE REQUIREMENT FOR CONTRACTORS AND

SUBCONTRACTORS (DLA ENERGY JAN 2012)

SECTION H – SPECIAL CONTRACT REQUIREMENTS

• The General Liability Worker's Compensation and Automobile Liability

Insurance is to be procured and maintained by the Contractor and any subcontractor

• Minimum coverage amounts are listed

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– FAR 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

SECTION I – CONTRACT CLAUSES

• Contractor shall comply with personal identity verification procedures implemented by Homeland

Security Presidential Directive-12 (HSPD-12)

• Contractor shall account for all forms of Government-provided identification issued to the

Contractor employees

– FAR 52.217-8 OPTION TO EXTEND SERVICES

• Government has unilateral right to extend contract.

• The total duration of this contract, including the exercise of any options under this clause, shall not exceed 9 years, 6 months.

– FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT

• Government may extend the term of this contract by written notice to the contractor 30 days in advance of the start date of the option as well as the preliminary written notice of its intent to extend.

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– FAR 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL Products and

Commercial Services (Nov 2023)

SECTION I – CONTRACT CLAUSES

• Inspection/Acceptance

• Assignment

• Changes

• Disputes

• Excusable delays

• Invoice

• Payment

• Interest

– See ADDENDUM to 52.212-4

• 52.243-1 CHANGES – FIXED-PRICE W/ ALTERNATE I (AUG 1987/APR 1984)

– The Contracting Officer may at any time, by written order, and without notice to the sureties, if any, make changes within the general scope of this contract in any one or more of the following: (1) Description of services to be performed. (2) Time of performance (i.e., hours of the day, days of the week, etc.). (3) Place of performance of the services.

• Taxes

• Termination for Government convenience

• Termination for cause

• Warranty

• Limitation of liability

• Order of precedence

• Unauthorized obligations

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– FAR 52.222-50 COMBATING TRAFFICKING IN PERSONS

SECTION I – CONTRACT CLAUSES

• Contractor shall notify its employees of the United States Government’s zero tolerance policy described in this clause

• Actions to include termination of employment will be taken against employees in violation of this policy

– I102.02 FAIR LABOR STANDARDS ACT AND SERVICE CONTRACT ACT – PAYROLL TAX

ADJUSTMENT (DLA ENERGY JAN 2012)

• The amount of any request for equitable adjustment to contract terms shall accurately reflect the contract adjustment for which the Contractor believes the Government is liable

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– SECTION J – LIST OF ATTACHMENTS

SECTIONS J & K

• ATTACHMENT I – PERFORMANCE WORK STATEMENT (PWS)

• ATTACHMENT II – – PAST PERFORMANCE QUESTIONNAIRE

• ATTACHEMENT III – PAST PERFORMANCE CONSENT FORM

• ATTACHMENT IV – PAST PERFORMANCE REFERENCES

• ATTACHMENT V – DEPARTMENT OF LABOR CBA WAGE DETERMINATION

• ATTACHMENT VI – DLA ENERGY QUALITY ASSURANCE PROVISIONS (QAPS)

• ATTACHMENT VII – QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

– SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS OR RESPONDENTS

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– ADDENDUM TO FAR 52.212-1 INSTRUCTIONS TO OFFERORS

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO

OFFERORS OR RESPONDENTS

• Provides proposal Format and proposal content instructions

– VOLUME I: TECHNICAL PROPOSAL

• Technical/Management Proposal No more than 80 single-sided, 8 ½” x 11” pages, including Appendices and Attachments, addressing the requirements of the PWS, plus no more than 30 additional pages, addressing the Specific Appendix M or which an offer is submitted. However, Contractor Furnished Vehicles has no page limit. Technical Proposals less than 80 pages are permitted.

• State any exception taken to the PWS

• Contractor Furnished Vehicles - (No page limit) Offerors shall include in its technical proposal the make, model, manufacture date, capabilities (relevant to the PWS), specifications, and maintenance/inspection records of Contractor-furnished vehicles and equipment. Per PWS Section: C-5.8 Contractor Furnished Items or Incidental Equipment (IE), Property (IP), or Services through PWS

Section C5.8.1.4 Contractor Furnished Special Purpose Vehicles, offerors shall also include contingency plans for major/minor breakdowns or unavailability of Contractor furnished equipment such as vehicles, pantographs, and/or hose carts that ensure no disruption of support or inability to meet the contract requirements. These contingency plans must include plans for varying quantities of unavailable equipment, such as one refueler out of service; two refuelers out of service; three to four or more, etc

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– VOLUME II: Past Performance

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO

OFFERORS OR RESPONDENTS

• i.

– Past Performance Reference List (See Section J, Attachment IV): (2-page limit) This is submitted by the offeror by the solicitation closing date specified on the SF1449 and, IAW FACTOR 2 Past Performance of

Section M. Instructions located in the solicitation under b. Volume II: Past

Performance

– ii. Past Performance Questionnaires (PPQ) ( See Section J, Attachement

II)

• Section III Price

– Offerors must complete Section B of the solicitation for price submission. Any deviation in price submission may be considered as a failure to comply with the solicitation’s instructions.

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– ADDENDUM TO FAR 52.212-2 EVALUATION - COMMERCIAL ITEMS

SECTION M – EVALUATION FACTORS FOR AWARD

• Explains how DLA evaluates your offer

• Source Selection Process: a Lowest Price Technically Acceptable (LPTA)

• Proposals will be evaluated, and award will be made on the basis of three evaluation factors and sub-factors:

– I. Technical Management.

• Sub-factor 1: Staffing

• Sub-factor 2: Operations

• Sub-factor 3: Maintenance

• Sub-factor 4: Safety

• Sub-factor 5: Security

• Sub-factor 6: Environmental

• Sub-factor 7: Training

• Sub-factor 8: Contractor Furnished Items and Incidental Equipment (IE), Property (IP), and

• Services

– II. Past Performance.

– III. Price.

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SECTION M – EVALUATION FACTORS FOR AWARD (CON’T)

• All factors other than cost or price will be evaluated on an Acceptable or Unacceptable basis

• Award will be made on the basis of the Lowest Priced Technically Acceptable offeror, meeting or exceeding the acceptability standards for non-cost factors

• Options: 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 offeror is Unacceptable if option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the options(s).