UK_Wide_Custodial_-_Pre-Proposal_Conference.pptx

Pre-Proposal Conference UK Wide Custodial Services 48th Contracting Squadron

21 April 2016

You Got It ‘Cause We Bought It

Pre-Proposal Agenda Welcome and Introductions Briefing Objective Ground Rules / US Contracting Terms Project Overview Vendor Resources for Proposing Contractual Requirements RFP Sections/Solicitation Requirements

TUPE

Welcome and Introductions

U.S Gov’t Procuring Activity – 48th Fighter Wing Contracting Squadron (48 CONS)

Points of Contact for Interested Vendors:

Claire Switzer and Susan Fuller

Contracting Officer:

Michael Hogan

U.S. Gov’t Requiring Activities: RAFs Lakenheath, Feltwell, Mildenhall, Alconbury, Molesworth, Fairford, Welford, and Croughton

Briefing Objective

Allow vendors an opportunity to gain a comprehensive understanding of the requirement, and how to effectively propose for consideration of contract award.

Ground Rules

Questions shall be recorded and answered collectively in an open forum at the end of this presentation.

Clarifications regarding any requirement of the RFP may be asked during this conference.

All Q&A presented during this brief will be addressed and posted to Federal Business Opportunities (FBO) website at https://www.fbo.gov/ Any changes to the RFP leading up to the due date for proposals (Friday, 20 May 2016, 1500 BST) will be formally amended & posted to the FBO website.

General Contracting Terms Requirement – UK Wide Custodial Services RFP – Request for Proposal (i.e. solicitation, tender) PWS – Performance Work Statement (description of work) CLIN – Contract Line Item Number CLAUSES – RFP/Contract Terms and Conditions FAR – Federal Acquisition Regulation (Governing Acquisition policy/procedure). Also includes DFARS & AFFARS DoD – United States Department of Defense CO – Contracting Officer Offeror – Vendor, Contractor Proposal/Offer – Written proposal by a vendor/contractor PoP – Period of Performance COR - Contracting Officer’s Representative (for Quality Assurance)

Project Overview The Contractor shall provide all supervision, personnel, equipment, transportation, material, and other items and services necessary to perform Custodial Services at RAFs Lakenheath, Feltwell, Mildenhall, Alconbury, Molesworth, Fairford, Welford, and Croughton in accordance with the PWS and Air Force Custodial Standards.

Project Overview Anticipated award notification:

14 August 2016 Transition Period:

15 August 2016 – 30 September 2016 Proposed Period of Performance:

1 October 2016 – 30 September 2021 Base period of performance is 12 months:

1 October 2016 – 30 September 2017 Four (4) 12-month option periods:

1 October 2017 - 30 September 2021

Vendor Resources for Proposing In accordance with Federal Acquisition Regulations, prospective companies wishing to do business with the U.S. Air Force must:

Obtain a DUNS (Data Universal Numbering System) number.

Request via the Internet: www.dnb.com or www.dnb.co.uk Can be provided over the phone.

Obtain an NCAGE (North Atlantic Treaty Organization Commercial and Government Entity) code Request via the Internet: https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx Or call UK Ministry of Defence National Codification Bureau in Glasgow: Telephone: 0141 224 2250 Email: DESSEOCSCP-NCB-CustSvc@mod.uk

After obtaining a DUNS number and NCAGE, prospective companies wishing to do business with the U.S. Air Force must register in the SAM (System for Award Management) system.

Register via the Internet: https://www.sam.gov/ Any problems? Call the SAM Help Desk International Desk: 001-334-206-7828

Federal Business Opportunities (FBO) https://www.fbo.gov/

Set up email notifications;

Pre-solicitation notices Solicitation notices From the FBO home page, click on "Vendor Notification Service." Click on the subscription option desired and follow the instructions

Contractual Requirements Annual Representations and Certifications (FAR 52.212-3) Fill in sections that are highlighted Allowed to do business with US Government Type of organization

Annual Representations and Certifications SAM Representations & Certifications – complete the same information online as part of the SAM registration process where it will be available in the future for any other US Government solicitations.

Contractual Requirements

Fixed Price Requirements Contract

Pricing – Complete the Pricing Spreadsheet

Period of Performance – 12-month Base period (1 October 16 – 30 September 17) Four 12-month option periods 1 October 2017 – 30 September 2018 1 October 2018 – 30 September 2019 1 October 2019 – 30 September 2020 1 October 2020 – 30 September 2021

Key Clauses – Base Pass Procedures

List of Contract Sections - Solicitation Requirements

RFP - Deliveries or Performance Periods

RFP - Contract Clauses

RFP - Representations, Certifications and Other Statements of Offerors

RFP - Addendum to FAR Clause 52.212-1 - Instructions, Conditions and Notices to Offers; What is required in a proposal (RFP pages 108 – 114)

RFP - Addendum to FAR Clause 52.212-2 - Evaluation Factors for Award; How proposals will be evaluated (RFP pages 114 – 117)

RFP – Front Page SF1449

Complete blocks 12, 17a., 26, and 30a. b. & c.

RFP – CLIN Schedule

FFP

FY17 Custodial Services - to cover all aspects of Prestige Facility Cleaning as identified in the Performance Work Statement paragraphs 1.1 – 1.1.3 and Appendix A - Air Force Common Levels of Service. Partial payments are authorized for services received and accepted by the government.

NET AMT

Service Delivery Summary

Facility Cleaning Services

Service Delivery Summary

Special Requirements

Child Development Centers Fitness Centers Youth Centers School Age Programs

Quality Control

Inspection procedures are followed and documented in accordance with Contractor’s QCP (incorporated into contract). 2.1, No more than 5 defects per month. Contractor shall provide a written Corrective Action Report.

RFP – Addendum to FAR Part 52.212-1 - Instructions, Conditions and Notices to Offers

Addendum to FAR Part 52.212-1- What is Required?

(RFP Pages 108-114)

Proposal Preparation Instructions & General Info

Proposals shall consist of 3 Parts entailing factors of:

PART I – Technical Capability

i. Transition Plan

ii. Quality Control Plan

iii. Management Plan

PART II – Past Performance

PART III – Price

Proposal Preparation/General Instructions:

Proposals should contain the offeror’s best terms from a Technical, Past Performance, and Price standpoint.

Failure to meet a requirement, or address key aspects of any evaluation factor, may result in not being considered for award.

Proposal instructions – page limitations/sizes, delivery

The Government may or may not conduct discussions to allow proposal revisions – Submit your best offer!

PART I – TECHNICAL CAPABILITY PROPISAL

Pages 110-112 of the RFP

i. Transition Plan – Items a-b

ii. Quality Control Plan – Items a-f

iii. Management Plan – Items a-g

PART II – PAST PERFORMANCE INFORMATION Pages 112-113 of the RFP

Provide a list of the most current and relevant contracts/projects performed for government agencies and/or commercial customers within the last five (5) years.

Present/Past Performance Questionnaires should be sent to the Points of Contact (POCs) identified in the listing of recent and relevant contracts/projects.

POCs must return the Questionnaires directly to 48 CONS.

PART III – PRICE PROPOSAL

Page 113 of the RFP

All pricing must be submitted on the pricing spreadsheet

All pricing submitted in British Sterling Pound (£), remain valid for at least 180 days, be to no more than three decimal places of a British Pound, and contain the base and option years.

Contract Type: Proposed pricing by vendors shall be firm-fixed, and not subject to revision and/or negotiation if selected for contract award.

RFP – Addendum to 52.212-2 Evaluation Factors for Award How proposal factors will be evaluated Pages 115 - 116 of the RFP

Technical (Factor I) – Evaluated to assess whether or not an offeror can acceptably meet all requirements of the PWS. End result is an Acceptable or Unacceptable rating (e.g. Pass or Fail). An unacceptable/failed rating of any technical sub-factor, will result in an overall, unacceptable technical rating.

Evaluation Factors for Award How proposal factors will be evaluated Pages 116 - 117 of the RFP

Past Performance (Factor II) – Evaluated to assess past/ present performance and if successful performance can be achieved. End result is an overall rating of Acceptable or Unacceptable.

Note: In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror shall be determined to have unknown past performance. In the context of acceptable/unacceptable, “unknown” shall be considered acceptable.

Evaluation Factors for Award How proposal factors will be evaluated Page 117 of the RFP

Price (Factor III) – Evaluated to assess if proposal pricing is balanced, reasonable, and complete.

A price for the six-month extension authorized by 52.217-8, Option to Extend Services, will be added to the total of the extended amount of all CLINS. The price for the six-month extension will be calculated using 50% of the total extended price for the last twelve-month period (CLINs 4001-4036). Evaluation of this option period will not obligate the Government to exercise the option.

Evaluation Factors for Award How proposals will be evaluated – After all factors of all proposals have been evaluated:

Of those offerors found technically acceptable, an award selection will be made to the lowest priced technically acceptable proposal, with an acceptable past performance rating, whose price is determined to be reasonable.

RFP-Terms and Conditions 252.229-7006 Value Added Tax Exclusion (United Kingdom) DEC 2011:

Supplies or services identified in this contract are to be delivered at a price exclusive of value added tax under arrangements between the appropriate United States authorities and Her Majesty’s Revenue and Customs (HMRC Reference Notice 431, entitled Relief from Customs Duty and/or Value Added Tax on United States Government Expenditures in the United Kingdom)

252.229-7010 Relief From Customs Duty on Fuel (United Kingdom) JUN 1997:

The Contractor shall seek relief from customs duty in accordance with HM Customs Notice No. 431, February 1973, entitled “Relief from Customs Duty and/or Value Added Tax on United States Government Expenditures in the United Kingdom.” Application should be sent to the Contractor’s local Customs and Excise Office.

252.229-7010 Relief From Customs Duty on Fuel (United Kingdom) JUN 1997(continued):

Within 30 days after the award of this contract, the Contractor shall provide the Contracting Officer with evidence that an attempt to obtain such relief has been initiated. In the event the Contractor does not attempt to obtain relief within the time specified, the Contracting Officer may deduct from the contract price the amount of relief that would have been allowed if HM Customs and Excise had favorably considered the request for relief.

The amount of any rebate granted by HM Customs and Excise shall be paid in full to the United States Government.

TUPE

The incumbent contractor is Sodexo Ltd. Contact information for TUPE matters is:

Leighann.Wordley@sodexo.com

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