PreProposalSlides_TAMC.pptx

U.S. Army Contracting Activity Health Readiness Contracting Office

Pre-Proposal Conference for Healthcare Housekeeping Services Tripler Army Medical Center (TAMC) Honolulu, HI 15 November 2017

Presented By:

Ms. Katherine Perry, Contracting Officer

“MULTIPLYING THE HEALTH CARE FORCE STRUCTURE THROUGH QUALITY AND RESPONSIVE CONTRACTS”

Good Morning, My name is Katherine Perry and I’m the Contracting Officer for this re-procurement of the Healthcare Housekeeping Services at Tripler Army Medical Center (TAMC, Honolulu, HI. I would like to thank you for taking the time to attend this Pre-proposal Conference and Site Visit. I will give you some areas of the solicitation that you need to be aware of and would like to emphasize that you pay close attention when submitting your proposals.

7:30 am – 8:00 am Registered Participants Check-In

8:00 am – 9:15 am Conference Start; Administrative Announcements

9:15 am – 9:30 am Introduction of Government Team & Contractors

9:30 am – 10:45 am Solicitation Discussion (Key Areas)

10:45 am – 11:00 am Break

AGENDA

This is the Agenda that will be covered this morning.

I will cover the rules of engagement that I expect everyone here to abide by, to include the government and all offerors.

And please when taking breaks, be back in your seats at the appointed time.

11:00 am – 11:45 am Solicitation Discussion (Key Areas)

11:45 am – 12:50 pm Lunch on Your Own

1:00 pm – 5:00 pm Tour of Main Hospital and MTFs

AGENDA CONT.

The areas of the solicitation that will be covered will be the ordering periods, the contract line item numbers, evaluation criteria that will be use after receipt of your proposals.

After lunch, all registered site visit participants will meet in the, Main Lobby to begin the site visit at 1:00 pm.

Administrative Announcements Clarifications and Questions related to the RFP Must be submitted in writing IAW RFP format To be Posted on FedBizOpps after Conference:

Briefing Slides & Attendee List Official Responses to Clarifications and Questions Company names & authors of questions excluded Unauthorized Activities Sidebars with Government Personnel Photos of Government Facilities Use of Recording Devices

The men and ladies rooms are located outside this room, men to your left and the ladies to your right.

All questions for the pre-proposal conference must be submitted in writing. I have supplied index cards for you to submit your questions during the conference. So if you ask a question, please follow-up with a written index card. No sidebars with any government personnel, if you have a question during the site visit, it still has to be in writing and please ensure that all participants are present so that they can hear the question.

Any questions regarding the RFP must be submitted IAW RFP format Also, please do not wander off from the group, we must all stay together.

Introduction of Government Team Pre-Award Contracting Officer – Katherine Perry Contract Specialist – Lizete Greene Post-Award Administrative Contracting Officer – Kanoelani Sing-Ching Administrative Contract Specialist – Karen Lee Chief, Logistics Division – LTC Elizabeth Gum Environmental Services Manager – Chip Mathes Contracting Officer’s Representative – Norma Abreu Assistant Hospital Housekeeping Officer – Kimberly Corke-James

Please state your name, the company you represent and if you intend to have a joint venture with another company.

Solicitation Terms and Conditions FAR 12 Commercial Terms and Standards Contract Type Indefinite Delivery, Indefinite Quantity (IDIQ) with Firm Fixed Price (FFP) Task Orders FFP Task Orders issued against Basic Contract Contract Line Item Number (CLIN) Pricing FFP & Stepladder Pricing Competitive Total Small Business Set-aside Lowest Price Technically Acceptable (LPTA) Source Selection Procedures Instructions to Offerors (FAR 52.212-1) Evaluation of Offers (FAR 52.212-2)

This requirement is will conducted under FAR Part 12 - Acquisition of Commercial Items .

Solicitation Term Cont.

Proposal Due Date: 8 January 2018 12:00 PM (CST)*

Proposal shall be submitted to the address:

CTR FOR HEALTH CARE CONTR

2199 STORAGE ST BLDG 4197 STE 68

JBSA FT SAM HOUSTON TX 78234-5074

Facsimile offers are unacceptable No Proposals will be pick-up from the gate

*Tentative

This requirement is will conducted under FAR Part 12 - Acquisition of Commercial Items .

If you don’t have access to JBSA, the proposal should be mailed in. No one from my office will be going to the front gate for pick-up of your proposal.

Amendment 0001 – ????

Amendment 0002 – ????

CLIN Structure Stepladder Pricing CLINs – 0002-0055 Example:

CLIN 0002 Bldg 00001 Main Medical Center (524,739 SF)

Individual task orders will be issued with the unit price derived from stepladder pricing increments based on monthly amount of square feet to be cleaned. Stepladder pricing increments are applicable to CLINs (see above). The CLINS are broken down by buildings.

The unit price for all CLINS includes the costs of all contractor labor, supplies, equipment, tools, materials, management, administration, and other items and non-personal services necessary to perform healthcare housekeeping services as defined in the PWS.

CLIN Structure Cont.

Contractor Manpower Reporting (CMR) – CLIN 0001 Quantity – 1 Annual Report each year Due 31 Oct annually Not Separately Priced (NSP)

Phase In – CLIN 0059 Firm Fixed Price 31 Days Period of Performance: 1 – 31 March 2018

Deliverables – CLIN 0060

NSP

Reporting shall be for the period of performance not to exceed 12 months ending September 30th of each GOVERNMENT fiscal year and must be reported by October 31 of each calendar year. This CLIN shall be “NOT SEPARATELY PRICED”. PWS 1.21.

Deliverables are NSP

Ordering Period/Delivery

Association for Healthcare Environment (AHE) Practice Guidance for Healthcare Environmental Cleaning Manual

Center for Disease Control and Prevention (CDC)

Occupational Safety and Health Administration (OSHA)

Industrial Sanitary Supply Association (ISSA) Cleaning Industry Management Standard for Green Building

(CIMS-GB)

Commercial Standards/Advisory Recommendations

These are commercial (industry) standards applicable for this requirement.

The contractor shall perform the recommended healthcare cleaning procedures and meet the recommended quality assurance standards identified in the latest edition of the AHE and theses standards meets the CDC and OSHA guidelines.

ISSA CIMS-GB certification must be obtained within 30 days of the contract ‘s start date and be maintained throughout the contract period.

Best Value - FAR 15.101

Lowest Price Technically Acceptable (LPTA), FAR 15.101-2

Technically Acceptable Lowest Evaluated Price No Tradeoffs Conforms to solicitation requirements

This requirement will utilize the LPTA source selection technique in accordance with FAR 15.101-2 to make a best value award decision. Technical tradeoffs will not be made and no additional credit will be given for exceeding acceptability.

Award will be made to the acceptable offeror with the lowest evaluated price; deemed responsible in accordance with FAR and whose proposal conforms to the solicitation requirements.

FAR 52.212-1

Instructions to Offerors Volume I – Administrative FAR 52.209-2, Prohibition on Contracting with Inverted Domestic Corporation FAR 52.209-5, Certification Regarding Responsibility Matters FAR 52.209-7, Information Regarding Responsibility Matters FAR 52.213-3 (Alternate I), Representations and Certifications – Commercial Items FAR 52.223-3, Hazardous Material Identification and Material Safety Data DFARS 252.203-7005, Representation Relating to Compensation of Former DoD Officials DFARS 252.237-7024, Notice of Continuation of Essential Contractor Services Complete Copy of Army Electronic Invoicing Instructions Volume II – Factor I – Technical Approach Shall not make reference to price data Volume III – Factor 2 – Past Performance Three Contracts Volume IV – Factor 3 – Price Transition CLIN applicable to only the base ordering period

Volume I FAR 52.223-3 - Offerors shall list all hazardous materials that will be used for this requirement.

DFARS 252.236-7-24 - Offerors shall include a written plan that meets the minimum requirements identified in the clause.

iRAPT - Offerors shall indicate their preferred method of invoicing the government and their preferred type of invoicing document, which may be used, in the event your proposal is accepted for award.

Volume II – Don’t include any type of pricing data – Volume II shall be organized according to the RFP. The outline in the RFP is a general formal to facilitate a timely evaluation by the government. Beware of the page limitations stated in the RFP.

Volume III – Shall submit past performance information for up to three contracts the offeror considers recent and relevant in demonstrating acceptable current and/of past performance.

Volume IV – Pricing information shall be addressed ONLY in this volume

FAR 52.212-2

Evaluation of Offers

Supplies/Property Requirements, PWS Sections 3 & 4 Supp. B-1 Supply & Equip List

The proposal evaluation is a decision of the technical acceptability of each offeror’s and will be assigned a rating of Acceptable or Unacceptable.

Each offeror’s proposal must clearly meet the minimum requirements of the solicitation. The government will assess whether the offeror’s proposal satisfies the minimum requirement of the solicitation by evaluating (1) Compliance with the requirement of the solicitation and (2) Understanding of the requirements of the solicitation.

FAR 52.212-2

Evaluation of Offers Cont.

Section C Specific Task Requirements, PWS Section 5 Supp. C-1 Sample Healthcare Housekeeping Procedures Manual Supp. C-2 Staffing Chart

Factor 2 – Past Performance

Factor 3 – Price

Staffing Chart must be a realistic chart that demonstrates the offeror’s compliance and understanding of the solicitation. The staffing chart shall address each type of healthcare housekeeping service (Types I – VI, RMW, etc.) required by building (see Technical Exhibit C - List of Buildings) and include the number of employees (Full-Time Equivalent (FTE)) proposed by labor category for each shift by building. The chart shall include manning information for each type of healthcare housekeeping services (Types I – VI, RMW, etc) for the duration of the period of performance. At a minimum, the staffing chart shall include the following:

Productive hours proposed by type of services (e.g., Type III, RMW, etc), labor category (e.g., hospital housekeeper; services technician, etc), and shifts (1st, 2nd, and/or 3rd) for each building. The staffing chart shall also include the total productive hours and the proposed staffing levels based on a FTEs of 1872 productive hours. The staffing chart shall be sufficient in detail to demonstrate the offeror’s compliance and understanding of the minimum PWS performance requirements. The staffing chart shall be accompanied with specific narrative details and/or descriptions of the basis of estimate (BOE) to include the offeror’s processes and methodologies used in estimating the productive hours.

FAR 52.222-17

Nondisplacement of Qualified Workers Right of First Refusal

Not less than 30 days – certified list of names

Not less than 10 days – updates in good faith offer those service employees employed under the predecessor contract whose employment will be terminated as a result of award of this contract or the expiration of the contract under which the service employees were hired, a right of first refusal of employment under this contract in positions for which the service employees are qualified.

The Contractor shall, not less than 30 days before completion of the Contractor’s performance of services on the contract, furnish the Contracting Officer with a certified list of the names of all service employees working under this contract and its subcontracts at the time the list is submitted. The list shall also contain anniversary dates of employment of each service employee under this contract and its predecessor contracts with either the current or predecessor contractors or their subcontractors. Where changes to the workforce are made after the submission of the certified list described in this paragraph, the Contractor shall, in accordance with paragraph (e) of this clause, not less than 10 days before completion of the services on this contract, furnish the Contracting Officer with an updated certified list of the names of all service employees employed within the last month of contract performance. The updated list shall also contain anniversary dates of employment, and, where applicable, dates of separation of each service employee under the contract and its predecessor contracts with either the current or predecessor Contractors or their subcontractors.

PWS Changes Forthcoming

Conclusion Please submit your questions in writing Will make every effort to answer all questions today Official responses to all questions will be posted on FebBizOpps Questions from Audience

Bottom Line – use FAR 52.252-1 and -2 as a checklist to ensure you address all the solicitations requirements. Thank you. Any questions.

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