A.09.03_W81K04-17-R-0003_Preproposal_Conference.pdf

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Pre-Proposal Conference

Medical Device/Medical Device Systems

(MD/MDS)

Maintenance and Repair Services

W81K04-17-R-0003

10 May 2017

Presented By:

Kathleen Henderson, Contracting Officer

And

Yvonne Camarce, Contract Specialist

Health Readiness Contracting Office

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12:30 – 12:45 pm Registration

12:45 – 1:00 pm Introduction/Administrative Announcements

1:00 – 1:30 pm MEDCOM G4 Clinical Engineering and

Air Force Medical Operations (AFMOA)

1:30 – 2:30 pm Solicitation Terms and Conditions/CLINs

2:30 – 2:45 pm Break

2:45 – 4:00 pm Solicitation Discussion

(FAR Provision Addendum 52.212-1)

4:00 – 4:15 pm Break

4:15 – 5:00 pm Solicitation Discussion

(FAR Provision Addendum 52.212-2)

Agenda – 10 May 17

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• Clarifications and Questions related to the RFP

– Must be submitted in writing

• To be Posted on FedBizOpps after Conference:

– Briefing Slides and Attendees List

– Official responses to clarifications and questions

• Company and authors’ names excluded

• Unauthorized Activities

– Sidebars with Government Personnel

– Photos of Government Facilities

– Use of Recording Devices

• Visitor’s badge must be worn in full view

Administrative Announcements

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• Procuring and Administrative

– Contracting Officer – Ms. Kathleen Henderson

– Contract Specialist – Ms. Yvonne Camarce

– Admin Contracting Officer – Ms. Jolena Perkin

– Admin Contract Specialist – Mr. Mark Green

• Technical Representatives

– Contracting Officer Representatives

• MEDCOM – Ms. April Schnortz

• AFMOA – Mr. Dave Baker

– Technical Representatives

• MEDCOM – CW3 Joshua Adams/Ms. April Schnortz

– CW5 John Burgess

• AFMOA – Mr. Dave Baker/Mr. Rick Kolescar

– Mr. Tracy Wilhelm

– Mr. Dave Collings

Introduction of Government Team

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• FAR 12 Commercial Terms and Standards

• Contract Type Time and Material (T&M), Firm Fixed Price (FFP), and Cost

Reimbursable Contract Line Items (CLINS)

• Competitive, Trade-Off Source Selection Procedures

• Instructions to Offerors (FAR 52.212-1)

• Evaluation of Offers (FAR 52.212-2)

• Proposal Due Date: 1 June 2017

Solicitation Terms and Conditions

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• Basis of Award. Two IDIQ SATOCs will be awarded. One offeror can win both SATOCs. The award will be made based on the best overall (i.e., best value) proposals that are determined to be the most beneficial to the

Government, with appropriate consideration given to the four (4) evaluation factors: Technical Approach, Present and Past Performance, Small

Business Participation Plan, and Price. To receive consideration for award, a rating of no less than “Acceptable” must be achieved for the Technical

Approach factor, a rating of no less than “Satisfactory Confidence” or “Neutral

Confidence” must be achieved for the Present and Past Performance factor, and a rating of no less than “Acceptable” must be achieved for Small

Business Participation Plan factor. The Price factor will be evaluated to establish reasonableness of the otherwise successful offeror’s price, but will not receive an evaluation rating.

• The following evaluation factors will be set forth in the solicitation:

Factor 1: Technical Approach

Factor 2: Present and Past Performance

Factor 3: Small Business Participation Plan

Factor 4: Price

Basis of Award

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Tradeoff Process, FAR 15.101-1

• A tradeoff source selection approach

• The relative importance of price may vary in relation to other evaluation factors as communicated by the Government to potential offerors in the solicitation per FAR Subpart 15.304(d) and (e).

• For this solicitation, Technical Approach is more important than

Present and Past Performance, which is more important than Small

Business Participation Plan. All three factors combined are significantly more important than Price. Offerors are cautioned that the awards may not necessarily be made to the lowest-priced offers.

Best Value – FAR 15.101

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FAR Provision 52.212-1

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Volume ITO Paragraph Number Volume Title Copies Page Limit

I 2.a. Administrative 1 Unsanitized CD-R 10*

Section A 2.a.(1) Completed/signed SF1449

Section B 2.a.(2) Acknowledged/signed amendments **See Below

Section C 2.a.(3) Completed Provisions **See Below

Section D 2.a.(4) Statement of Offerors

Section E 2.a.(5) Responsibility Determination

Section F 2.a.(6) Contractor Team Arrangement (if applicable)

Section G 2.a.(7) Contractor Information Sheet

II 2.b. Factor 1 – Technical Approach 1 Unsanitized CD-R

1 Sanitized CD-R 55***

Section A 2.b.(6)(a) General Requirements, PWS Section 1 15

Supplement

A-1 2.b.(6)(a) Sample Quality Control Plan **See Below

Section B 2.b.(6)(b) Contractor-Furnished Items and Responsibilities (PWS Section 4) 5

Supplement

B-1 2.b.(6)(b) Sample Subcontractor/Preferred Vendor List 5

Section C 2.b.(6)(c) Specific Task Requirements, PWS Section 5 30

III 2.c. Factor 2 – Present and Past Performance 1 Unsanitized CD-R No Limit

IV 2.d. Factor 3 - Small Business Participation Plan 1 Unsanitized CD-R No Limit

V 2.e. Factor 4 – Price 1 Unsanitized CD-R No Limit

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Factor 4 Price

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• Offerors are to complete the appropriate tab on the Sample Pricing Spreadsheet (Attachment 3) for which they are submitting a proposal for. Instructions are listed on the “Instruction” tab. Offerors are to enter pricing in the green areas only. Do NOT change the formulas or any other numbers. Offerors may choose to submit a proposal for MEDCOM or

AFMS or both. Note: One offeror may win both SATOCs. The determination of relative overall price for each anticipated contract will be established by totaling the proposed prices for CLINs 0001 – 0010 and CLINs 1001 – 1010 for the entire five-year ordering periods. An offeror may propose on all MEDCOM CLINs (0001-0010); AFMS CLINs

(1001-1010) or both.

• An offeror’s total proposed price includes the sum of all prices for all CLINs for the five-year ordering period per tab

(MEDCOM or AFMS). If an offeror submits pricing for both MEDCOM and AFMS, pricing will be evaluated separately, not combined.

• Labor and Materials, CLINs 0001 and 1001. The Not to Exceed amount is comprised of the offerors Not to Exceed labor rates multiplied by the estimated number of hours for all years in the ordering period. An additional percentage of the labor (MEDCOM-40% and AFMS-

55%) to include a fee (if applicable) will be added for Parts and Subcontractors. The Sample Price Sheet is formulated to make the calculations. The hours are estimated annual hours only. The Not to Exceed rates and Fee for parts and subcontracts (if applicable) will be incorporated into the SATOCs as ceiling rates as Exhibits G (MEDCOM) and H (AFMS). At no time can an offer exceed the ceiling rate or Fee rate at the task order level. The Government will only reimburse up to the ceiling rates.

• Administration, CLINs 0002 and 1002. The administration is for the entire period of the IDIQ for each SATOC separately (MEDCOM and

AFMS) and therefore will be incorporated into each Task Order 01, Kick Off Meeting. It will NOT be incorporated into each subsequent task orders. This is an optional CLIN and offerors do not have to price this CLIN.

• Travel - Cost Reimbursable, CLINs 0003 - 0007 and 1003 - 1007. Offerors shall not provide separate pricing for travel as travel is considered incidental to the required services and an estimated amount will be established by the Government in basic IDIQ with maximum ceilings on applicable Task Orders.

• Contractor Manpower Reporting (CMR), CLINs 0008 and 1008. Offerors shall not provide separate pricing for annual CMR requirements. CMR appears as Not Separately Priced “NSP” in Schedule B.

• Post-Award Conference (Minimum Guarantee), CLINs 0009 and 1009. Offerors shall not provide separate pricing for post-award conference (minimum guaranteed amount) as it is priced by the government and therefore will not be evaluated.

• Transition Phase, CLINs 0010 and 1010. Offerors shall price these CLINs if they are going to have a cost for transition.

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Factor 4 Price

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• The ceiling labor rates and fee for parts (if applicable) for the prime contractor will be incorporated into resulting contracts as Exhibit F (MEDCOM T&M Matrix) and Exhibit G (AFMS T&M Matrix).

• The PCO has determined there is a high probability of adequate competition on this acquisition. Upon examination of the initial proposals, the PCO will review this determination and if in the PCO’s opinion, adequate competition exists no additional price information will be requested. However, if at any time during this competition the PCO determines that adequate competition no longer exists; offerors may be required to submit information to the extent necessary for the PCO to determine the reasonableness of price.

• Offerors shall complete FAR clause 52.216-31, Time and Materials / Labor-Hour Proposal Requirements --

Commercial Item Acquisition.

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• Tradeoff Source Selection. A tradeoff source selection approach will be used in evaluation of proposals. In a tradeoff source selection, the relative importance of cost or price may vary in relation to other evaluation factors as communicated by the Government to potential offerors in the solicitation per FAR Subpart 15.304(d) and (e). For this solicitation, Technical Approach is more important than Present and Past Performance, which is more important than Small Business

Participation Plan. All three factors combined are significantly more important than Price. Offerors are cautioned that the awards may not necessarily be made to the lowest-priced offers.

• Evaluation Approach. Each proposal received will be evaluated with the criteria outlined in the solicitation for the purpose of assessing the proposal and the offeror’s ability to perform the prospective contract successfully.

– The Technical Approach factor will be assigned an adjectival rating using the combined technical/risk ratings from the DoD Source Selection Procedures dated 31 March 2016. The Present and Past Performance factor, on the basis of “recent” past performance information, relevancy rating, quality assessment, and a subsequent performance confidence assessment rating. The Small Business Participation Plan factor will be assigned a rating (Acceptable or Unacceptable) on the basis of the extent of participation of small business concerns. The Price factor will be evaluated to establish reasonableness of the otherwise successful offeror’s price and will not receive an evaluation rating.

– All proposals shall be subject to evaluation by the Source Selection Team. The overarching evaluation approach for all factors is adequacy of response and feasibility of approach.

FAR Provision 52.212-2

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Combined Technical Risk

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Table 1. Combined Technical Risk/Ratings

Color Rating Description

Blue Outstanding Proposal meets requirements and indicates an exceptional approach and understanding of the requirements. Strengths far outweigh any weaknesses. Risk of unsuccessful performance is very low.

Purple Good Proposal meets requirements and indicates a thorough approach and understanding of the requirements. Proposal contains strengths which outweigh any weaknesses. Risk of unsuccessful performance is low.

Green Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements. Strengths and weaknesses are offsetting or will have little or no impact on contract performance. Risk of unsuccessful performance is no worse than moderate.

Yellow Marginal Proposal does not clearly meet requirements and has not demonstrated an adequate approach and understanding of the requirements. The proposal has one or more weaknesses which are not offset by strengths. Risk of unsuccessful performance is high.

Red Unacceptable Proposal does not meet requirements and contains one or more deficiencies. Proposal is unawardable.

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Technical Risk Description

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Table 2. Technical Risk Descriptions

Adjectival Rating Description

Low

Proposal may contain weakness(es) which have little potential to cause disruption of schedule, increased cost or degradation of performance.

Normal contractor effort and normal Government monitoring will likely be able to overcome any difficulties.

Moderate

Proposal contains a significant weakness or combination of weaknesses which may potentially cause disruption of schedule, increased cost or degradation of performance. Special contractor emphasis and close Government monitoring will likely be able to overcome difficulties.

High

Proposal contains a significant weakness or combination of weaknesses which is likely to cause significant disruption of schedule, increased cost or degradation of performance. Is unlikely to overcome any difficulties, even with special contractor emphasis and close

Government monitoring.

Unacceptable

Proposal contains a material failure of a combination of significant weaknesses that increases the risk of unsuccessful performance to an unacceptable level.

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Price Evaluation

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Factor 4 - Price. The Government will evaluate price reasonableness for this effort by utilizing the Sample

Pricing Spreadsheet (Attachment 3).

• The spreadsheet lists separate tabs for MEDCOM and AFMS. Each tab represents a five-year ordering period which will be included in the price calculation. Each tab will be evaluated separately and not combined.

• For CLIN X001, Labor (T&M), the Not to Exceed amount is comprised of the offerors Not to Exceed rates multiplied by the estimated number of hours for all years in the ordering period.

• An additional percentage of the labor (MEDCOM-40% and AFMS-55%) to include a fee (if applicable) will be added for Parts and Subcontractors.

• The Sample Price Sheet is formulated to make the calculations.

• The hours are estimated annual hours only.

• The Not to Exceed ceiling rates and Fees for parts and subcontracts (if applicable) will be incorporated into the SATOCs as Exhibit F, MEDCOM T&M Matrix to include Administrative Fee (if applicable) and Exhibit G, AFMS T&M Matrix to include Administrative Fee (if applicable).

• If an offeror is not charging a fee, then the offeror will enter "0".

• At no time can an offer exceed the ceiling rate or Fee rate at the task order level.

• The Government will only reimburse up to the ceiling rates that lists estimated hours for each MTF’s regular hours (Monday – Friday, 0800 – 1700) and after hours (Monday – Friday after 1700, weekends and holidays) plus an additional percentage of the labor (MEDCOM-40% and AFMS-55%) to include a fee (if applicable) for Parts and Subcontracts (need to revise this language).

• The Total Evaluated Price will be calculated by adding the sum for all the contractor-proposed estimated prices for each series of CLINs per SATOC (CLINs 0001, 0002, 0010 OR CLINs 1001, 1002, 1010) on the pricing spreadsheet, to the estimated amount of the Travel CLIN, and the Post Award Conference (Minimum

Guarantee) CLIN to arrive at an overall total price for the five-year ordering period. Each tab will be evaluated separately and not combined.

• In addition, proposed unit prices will be evaluated for unbalanced pricing (IAW FAR 15.404-1(g)) per CLIN.

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Small Business Rating

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Table 6. Small Business Rating Method

Rating Definition

Acceptable Proposal indicates an adequate approach and understanding of the small business objectives.

Unacceptable Proposal does not meet small business objectives.

In addition to the Small Business Participation Plan, a large business’

Subcontracting Plan (Individual Contract Plan) will be evaluated for compliance and understanding of FAR 52.219-9. Large businesses will not be eligible for award if they fail to submit an acceptable

Subcontracting Plan. Subcontracting plans shall reflect and be consistent with the commitments offered in the Small Business

Participation Plan. In accordance with DFARS 215.305(c), when an evaluation assesses the extent that small businesses are specifically identified in proposals, the small businesses considered in the evaluation shall be listed in any subcontracting plan submitted.

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Questions

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Summary

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• Introduction/Administrative Announcements

• Solicitation Terms and Conditions/CLINs/Basis of

Award/Tradeoff Process

• Solicitation Discussion (FAR Provision Addendum

52.212-1)

• Solicitation Discussion (FAR Provision Addendum

52.212-2)

• Solicitation Discussion (Wrap-Up)

• Questions