Pre-Proposal Slide Show.pdf

Solicitation TIRNO-11-R-00009Solicitation TIRNO-11-R-00009

REFM Logistics Services

Pre-Proposal Conference for

Real Estate and Facilities Management (REFM) Logistics Services

TIRNO-11-R-00009

July 28, 2011

9:00 a.m.

Agenda

• Introductions of Logistics Services Acquisition Team

• Administrative Matters

• Objectives of the Conference

• RFP Discussion

• Lunch

• Questions and Answers

• Closing

Introductions

• Debra Jacobs – Contracting Officer

• Gale Ellis – Contracting Officer’s Technical

Representative

• Melinda Geddes – Contracting Officer’s

Technical Representative

• Milling Canon – Contracting Officer’s

Technical Representative

• Email – debra.jacobs@irs.gov mailto:debra.jacobs@irs.gov

Administrative Matters

• CELL PHONES – Please turn them on vibrate

• LOCATION OF CONVENIENCES

Restrooms

- Men’s located

- Women’s located

• LUNCH

Food Court located Restaurants located

In order to avoid creating an unfair competitive advantage the slides for this conference, as well as any questions, and the answers will be posted via RFP amendment as soon as practicable after the conference. Information provided to a potential offeror in response to a request will not be disclosed if doing so would reveal the potential offeror’s confidential business strategy and is protected under Federal Acquisition Regulation

3.104 or Subpart 24.2.

• Improve industry’s understanding of the requirement

• Allow potential offerors to judge whether or how they can fulfill the Government’s requirements

• Enhance the Government’s ability to obtain quality services at reasonable prices

• Increase efficiency in offeror’s proposal preparation

• Facilitate efficiencies in proposal evaluation, negotiation and contract award.

Objectives of Conference

• Negotiated Request For Proposals

• Unrestricted, Full and Open Competition

• Telegraphic Offers are Unacceptable

• No telephone inquiries will be accepted

• E-mail all inquiries to the Contracting Officer at

Debra.jacobs@irs.gov

Information to Offerors mailto:Debra.jacobs@irs.gov

RFP Highlights

• Solicitation, Offer and Award – SF33

• Section B, Pricing

• Section C, Performance Work Statement

• Campuses, Computing Centers and surrounding 50 mile radius – Basic Services – Fixed Price

• Posts of Duty – Cost Plus Fixed Fee

• Phase-in Period: 90 Days

• Base Period of 6 Months

• Option Period of 48 Months

• Section L, Instructions to Offerors

• Section M, Evaluation Factors

Solicitation, Offer & Award - Standard Form 33

• Block 9: 1 original and 5 copies due October 20, 2011 NLT 3:00 p.m. @ the address in Block 7

– Volume I: Business Proposal

– Volume II: Technical Proposal

– Volume III: Price Proposal

• Block 11: Table of Contents

• Blocks 13 through 18: Completed by Offeror

• Blocks 19 through 28: Completed by Government

RFP Highlights cont’d

Section B, Supplies or Services and Price/Cost

• Section B consists of B.2 (a thru g), Schedule of Items;

Attachment J-1, Grand Total Summary Sheet, Attachment J-1, Sample Pricing Quotes and B.3, Cost Plus Fixed Fee

• Pricing begins with completion of sample quotes; then multiplication by average number of requests; then totals transfer to Grand Total Summary Sheet; then transfer to B.2, Schedule of Items

• Fixed Fee - In accordance FAR 15.404-4 (c)(4)(i) (C), a fixed fee negotiated against a Cost Plus Fixed Fee CLIN shall not exceed 10 percent of the contract’s estimated cost, excluding fee (B.2(g), Sub-Total, excluding fee)

Section C, Performance Work Statement

•• The REFM Logistics Service Contract encompass warehousing, The REFM Logistics Service Contract encompass warehousing, transportation, repairs, other logistic services, work order transportation, repairs, other logistic services, work order processing, and an automated management information system.processing, and an automated management information system.

•• Supports approximately 100,000 IRS employees (directly and Supports approximately 100,000 IRS employees (directly and indirectly) located at approximately 653 offices throughout the indirectly) located at approximately 653 offices throughout the contiguous United States, including 12 Campus locations, which contiguous United States, including 12 Campus locations, which includes the Washington DC Metropolitan Area, and 3 Computing includes the Washington DC Metropolitan Area, and 3 Computing Centers. Centers.

Statement cont’d

Campus and Computing Center Locations – Fixed Price – C.2

Campus and Computing Centers are the main locations in each territory. At one time or another each Campus was a tax processing center. Some consolidation has occurred over the years and not all campus locations process taxes.

Each Campus and Computing Center have local Posts of Duty (other IRS offices) within a 50 mile radius that will be considered part of the campus building.

Warehousing Services C.2.1

The IRS requires contractor support in managing our inventory of Government Property, including Published Products – TE 3, 4 and 5.

• Contractor shall receive property sent to the warehouse for storage.

Property may come from incoming shipments, customers inside the campus or computing center or alternate locations.

• Contractor shall retrieve property already stored and deliver to the requestor at a designated location (inside delivery or desktop delivery)

• Contractor shall store property using the best commercial practices

• Contractor shall dispose of property that the IRS has determined to be unusable or excess (store for future use) property that is still usable but not needed at that time.

Transportation

• Provide point-to-point transportation services

• Campus and Computing Centers require regular daily transportation schedules (TE-6)

• Special handling is required for transporting tax documents – enclosed, locked and secured vehicles.

• Transportation of Certified and Registered Mail is also required – some locations require, on average, an hour for the signing/stamping and receiving of certified mail.

Repair Services

• IRS has a multitude of pipeline tax processing equipment

• Repairs may include workstations, workstation lights, chairs, cabinets, etc.

• Adjustments, modifications and reconfigurations to systems furniture is also required

• Repair of general office equipment is not apart of this requirement

Locksmith Services

• Consists of making and providing keys, repairing broken locks, re-keying locks and full replacement of locks

• Locksmith services for exterior building doors or doors permanently affixed to the building is not a requirement of this solicitation

Other Logistics Services Box Moves:

Special conditions – Philadelphia Campus requires three times daily sweeps of their campus to pick and deliver from 23 centralized drop points

Property Moves Office moves of up to 15 individuals with 265 sq. ft. of office space each

Labor support Movement of individual items; hanging pictures, signs, etc., making nameplates – C.2.4.3

Forms Management receive, inventory, track, store, pick up/deliver and dispose of all IRS Published Products as indicated on work order.

Posts of Duty – Cost Plus Fixed Fee (CPFF) – C.3

Post of Duty Repairs, Locksmith Services and Other Logistics Services are similar to the Campus and Computing Centers

Services estimated under $3,000 – informational copies of the quotes provided to local Sub-COTR;

Services estimated $3,000 or more – a detailed quote, including all backup information, shall be provided to the Contracting Officer or in the absence of the CO, an authorized representative, for written approval;

Written notification shall be provided to the CO from the successful offeror when 80% of the available funding for each CPFF CLIN has been expended. Written direction will be provided to the successful offeror within contractor 2 work days;

Any repair that exceeds $250 or 60% of the estimated replacement cost shall be referred to the local Sub-COTR to determine if repair or purchase new is the best value

Work Order Processing – C.5

The IRS customers input a work order request through our Employee Resource Center (ERC) System. This system is currently being converted to the Knowledge, Incident/Problem, Service Asset Management (KISAM) System.

The request is then assigned to the appropriate office for completion.

Those requests that are generated for Logistics Services will then be assigned and sent to the successful offerors automated system.

Your system must be such that it can accept and process these requests in a timely manner

An interim system shall be provided until the fully approved system can be utilized

The contractor’s automated system will go through a vigorous approval process by the IRS’ Cyber Security Office.

Offerors shall become familiar with Internal Revenue Manual (IRM) Part 2 and 10, including Section 508.

Performance Requirements - Section C.6.

The contractor will be evaluated quarterly via the Quality Assurance Surveillance Plan (QASP) to ensure compliance with contract requirements.

Government Property/Equipment/Facilities Furnished – C.7

• The Government will make available on an “as is, where is condition” certain equipment that the offerors may inspect and choose to use if awarded the contract (TE-11).

• In accordance with FAR 52.245-2, the Government will not be responsible for the repair or replacement of any item that becomes unusable during the performance of the contract – C.7.2

• The Government will also make available certain services for the offerors to utilize – Section C.7.1

• Government Facilities Furnished are mandatory use facilities

(TE-12)

• If the Offeror determines that the Government Property that requires storage (TE-4 and TE-5) can not all be accommodated at the mandatory facilities, the offeror may choose to use alternative facilities.

Background Investigations – C.11.1 Contractor personnel must submit to a personnel security check through the National Background Investigations Center (NBIC);

Contractor shall submit required information electronically to the Contractor Security Lifecycle Program (CSLP) Office;

Upon a favorable adjudication, “staff-like” access will be granted.

Phase-In Period – C.14

• 90 calendar days commencing the day following award

• Hiring personnel;

• Completing background investigations;

• Affecting a smooth transition between incumbent and successor;

• Providing the interim AMIS to begin processing work requests;

• Submitting implementation plans for approval;

• Completing the joint GEF inventory with the local Sub-

COTR

Sections D, E, F, G, H, I, J and K

• Section D – ensure that any deliverable sent to the Government has the markings outlined in D.2

• Section E – the point of inspection will be where the work is completed; contractor will be evaluated quarterly by the use of the Quality Assurance Surveillance Plan

(QASP)

• Section F – Successor contractor will be afforded a 90 calendar day Phase-In Period; thus the first performance period for a Successor begins the day following the end of the Phase-In Period and continues through September 30, 2012; Incumbent’s first performance period begins the day after award and continues through September 30, 2012 cont’d

• Section G – Invoicing is on a monthly basis beginning 30 calendar days after award; Basic Services will be billed in equal monthly installments; CPFF will be billed based on the tickets completed for the prior month; contractor shall show a running total of the fixed fee billed; contractor will be evaluated annually and information will be entered into the Contractor Performance Assessment System (CPARS). Negative information (termination, debarment, etc. will also be reported in the Federal Awardee Performance and Integrity Information System (FAPIIS).

• Section H – contractor will be entitled to yearly increases in labor costs in accordance with the Department of Labor Wage Determinations; contractor employees will have access to taxpayer information and therefore are bound by the disclosure clauses of this solicitation and any resultant contract.

• Section I – contractor should familiarize themselves with the contract clauses to ensure understanding; Small Business Subcontracting Reporting is completed electronically at http://www.esrs.gov.

http://www.esrs.gov/ cont’d

• Section J – includes a list of all the attachments and Technical Exhibits; applicable regulations and references are current as of the date the RFP was released;

• Section K – the language in K.3 must be included in your business proposal;

Certifications and Representations are completed electronically at http://orca/bpn.gov. If electronic certs and reps are available, please check paragraph (d) of clause 52.204-8.

http://orca/bpn.gov

Section L

• Awarded contract will be a hybrid type contract with Firm

Fixed Price CLINs and Cost Plus Fixed Fee CLINs;

• Partnering/Joint-Ventures/Mentor-Protégé Arrangements are encouraged;

• Submit 1 original and 5 copies of the proposal; proposals shall be in three (3) volumes (Business, Technical and Price); each in a loose-leaf 3-ring binder – clearly marked Original/Copy;

• Submit one, virus-free CD with all volumes on the CD;

• Business Proposal – no limit on pages; Technical

Proposal – 350 page limit; Price Proposal – no limit on pages;

• Offeror’s submission shall be applicable for 180 from the date of receipt of offers

• Receipt of Offers – Thursday, October 20, 2011 at 3:00 pm Eastern Time – 6009 Oxon Hill Road, 5th Floor Mailroom, Oxon Hill, MD 20745

Section L cont’d

• Technical proposal must clearly demonstrate how you intend to meet the requirements of this solicitation;

• The use of terms such as “contractor will comply with the terms of the solicitation;” “contractor understands the requirements;” “contractor will meet the terms of the solicitation,” or just restating the requirements in the solicitation, are not acceptable and will be negatively evaluated;

• Ensure your submission is responsive to the requirements of the solicitation

Section L cont’d

• Any additional questions that arise from this conference must be received by the Contracting Officer (CO) on or before Wednesday, August 3, 2011 at 12 Noon Eastern Time;

• Site visit schedule located at L.18. If you plan to attend, you must submit the company name and the names of attendees to the CO on or before Thursday, August 4, 2011 at 12:00pm Eastern Time;

• Questions generated from the site visits and your last opportunity to submit questions is Wednesday, September 28, 2011 at 3:00pm Eastern Time.

Section M

Evaluation Factors Factor 1 – Technical Approach Factor 2 – Management Approach Factor 3 – Relative Experience Factor 4 – Past Performance Factor 5 – Key Personnel Factor 6 – Subcontracting Goals

Section M cont’d

Ratings

• Technical Proposal will be rated using an adjectival rating system. The ratings are Excellent, Good, Satisfactory or Unsatisfactory;

• Past Performance will be rated using the same adjectival rating system. If there is no record of past performance or if information on past performance is not available on any offeror, a rating of Neutral will be given.

Section M cont’d Pricing

Price will not receive and adjectival rating but will be evaluated to determine price reasonableness;

The Total Evaluated Price will be the total of combining total proposed price for Phase-In (if applicable), total proposed price for the Base Period and total proposed price for all subsequent Option Periods;

The cost or price evaluation of an offeror’s price will be conducted in accordance with FAR 15.305(a)(1).

Award will be made to the offeror whose proposal provides the best value to the Government, price and non-price factors considered. Non-price factors, when combined, are significantly more important than total overall evaluated price.

TIRNO-11-R-00009

Offeror’s Questions

Offeror Questions

• There are no additional questions and answers to be presented at this time.

• Questions and answers presented today and those that were not addressed today will be provided via an amendment posted to www.fbo.gov and the IRS Procurement website.

http://www.fbo.gov/