PreProposal Conference Slides IACH.pptx

U.S. Army Contracting Activity Health Readiness Contracting Office

Pre-Proposal Conference for Healthcare Housekeeping Services Irwin Army Community Hospital Fort Riley, KS 15 January 2020

Presented By:

Mrs. Katherine Perry Contracting Officer

Good Morning, My name is Katherine Perry and I am the Contracting Officer for this re-procurement of the Healthcare Housekeeping Services at Irwin Army Community Hospital, Fort Riley, KS. 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.

Agenda

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15 January 2020

7:15 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

Rank Action Officer / e-mail / phone number 08 January 2016 Slide ‹#› of x

15 January 2020 Juanita.i.garza2.civ@mail.mil Slide ‹#› of 20

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Unclassified//FOUO 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.

Also, at this time could you please place all electronic devices on silence mode.

Agenda Cont.

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

11:45 am – 12:50 pm Lunch on Your Own

1:00 pm – 3:30 pm Site Visit-Tour Outlying buildings

4:00 pm - Site Visit-Tour Main MTF

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Unclassified//FOUO The areas of the solicitation that will be covered will be the CLIN Structure, Instructions to Offerors, Evaluation criteria that will be use after receipt of your proposals.

After lunch, all registered site visit participants will meet at the Information Desk to begin the site visit at 1:00 pm of the outlying MTFs.

Administrative Announcements

Unclassified//FOUO Clarifications and Questions related to the RFP Must be submitted in writing IAW RFP format

To be Posted on beta.SAM.gov 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

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Unclassified//FOUO The men and ladies rooms are located ?????.

All questions for the pre-proposal conference must be submitted in writing. We 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. Also, please do not wander off from the group, we must all stay together.

Introduction of Government Team

Unclassified//FOUO Pre-Award Branch Chief – Marsha L. Petersen Contracting Officer – Katherine I. Perry Contract Specialist – Juanita “Janie” Garza Post-Award Administrative Contracting Officer – Jacquelyn Johnson Administrative Contract Specialist – Timothy Hoerz Chief, Environmental Services – Ronald Townsend

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

Solicitation Terms and Conditions

Unclassified//FOUO 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 SB Set-aside Performance Price Tradeoff (PPT) Source Selection Procedures Instructions to Offerors (FAR 52.212-1) Evaluation of Offers (FAR 52.212-2)

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

IDIQ Contract

5 Year Ordering Period

Go to RFP

CLIN Structure

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Stepladder Pricing CLINs – 0002 – 0014 Example:

CLIN 0005 Bldg. 650 Main MTF (411,036 SF)

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Unclassified//FOUO 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.

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

Phase In – CLIN 0018 Firm Fixed Price 30 Days Period of Performance: 1 June 2020 – 30 June 2020

Deliverables – CLIN 0019

NSP

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Unclassified//FOUO 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

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Commercial Standards/ Advisory Recommendations

Unclassified//FOUO 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)

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Unclassified//FOUO 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.

Solicitation Terms and Conditions

Unclassified//FOUO Performance Price Tradeoff Source Selection Procedures

Technically Acceptable Past Performance slightly more important than price Fair and Reasonable Price based on adequate competition Conforms to solicitation requirements

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Solicitation Terms and Conditions

Unclassified//FOUO FAR 52.212-1 Instructions to Offerors

Volume I – Administrative

Completed Signed SF 1449 Acknowledged Signed Amendments Completed Provisions Statement of Offerors Contractor Teaming Arrangement

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Unclassified//FOUO Volume I 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

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

DFARS 252.236-7024 - Offerors shall include a written plan that meets the minimum requirements identified in the clause.

Solicitation Terms and Conditions

Unclassified//FOUO FAR 52.212-1 Instructions to Offerors, Cont.

General Instruction – ALL OFFERORS

Failure to submit all required documentation may result ineligible for award

Government Reserves the right to make an award based on initial proposals received

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Unclassified//FOUO This addendum prescribes the format for proposals and describes the approach for the development and presentation of proposal data. The offeror’s proposal shall include all data and information requested herein and shall be submitted in accordance with these instructions. Offerors are required to submit all documentation/information detailed herein, including terms and conditions, representations and certifications, and technical requirements. Failure to submit all required documentation/information may result in a proposal being ineligible for award. In submitting a proposal, offerors are agreeing to the terms and conditions as written in the entire solicitation.

b. These instructions are designed to ensure the submission of information essential to the understanding and comprehensive evaluation of proposals. The instructions permit the inclusion of any additional data or information an offeror deems pertinent within the stated page limitations. Offerors are cautioned to follow the detailed instructions fully and carefully, as the government reserves the right to make an award based on initial proposal received, without discussion of such proposals. However, if deemed necessary, and at its sole discretion, the government may request additional information from offerors

Solicitation Terms and Conditions

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Volume II – Factor 1 – Technical Approach Shall not make reference to price data Outline – General Format Section A - General Requirements (PWS Sections 1.6. – 1.6.6., 1.9. – 1.9.4., and 1.13. – 1.13.5.)

Supplement A-1 - CIMS-GB Certification Supplement A-2 - Quality Control Plan Supplement A-3 - Phase-In Plan Section B - Contractor Furnished Supplies/Property (PWS Sections 4.3.3. and 4.3.14.)

Supplement B-1 – Supply and Equipment List Section C – Specific Tasks (PWS Section 5) Supplement C-1 – Sample Healthcare Environmental Cleaning Procedures Manual Supplement C-2 – Staffing Chart (Attachment 4)

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Unclassified//FOUO 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 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.

Staffing Chart, the offeror shall submit a realistic staffing chart that demonstrates the offeror’s compliance and understanding of the solicitation. The staffing chart shall address each type of healthcare environmental cleaning service (Types I – VI, RMW, etc.) required by building (see 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 environmental cleaning services (Types I – VI, RMW, etc.) for the duration of the ordering period.

At a minimum, the staffing chart shall include the following:

Staffing Chart, the offeror shall submit a realistic staffing chart that demonstrates the offeror’s compliance and understanding of the solicitation. The staffing chart shall address each type of healthcare environmental cleaning service (Types I – VI, RMW, etc.) required by building (see 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 environmental cleaning services (Types I – VI, RMW, etc.) for the duration of the ordering period.

At a minimum, the staffing chart shall include the following:

Solicitation Terms and Conditions

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Volume III – Factor 2 – Past Performance

Submit past performance information for up to three contracts the offeror considers recent and relevant.

Recent and relevant past performance information is past performance for a total of 24 months of the previous 36 months (from the date established for submission of proposals) in a medical facility same or similar to IACH performing services similar in scope and complexity the solicitation requires

Volume IV – Factor 3 – Price

Phase-In CLIN applicable to only the base ordering period Attachment 3, Price Matrix

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Unclassified//FOUO 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

Solicitation Terms and Conditions

Unclassified//FOUO FAR 52.212-2 Evaluation of Offers

Factor 1 –Technical Approach

Section A - General Requirements (PWS Sections 1.6. - 1.6.6., 1.9. – 1.9.4., and 1.13. – 1.13.5.)

Supplement A-1 - CIMS-GB Certification Supplement A-2 - Quality Control Plan Supplement A-3 - Phase-In Plan Section B - Contractor Furnished Supplies/Property (PWS Sections 4.3.3. and 4.3.14.)

Supplement B-1 – Supply and Equipment List Section C – Specific Tasks (PWS Section 5) Supplement C-1 – Sample Healthcare Environmental Cleaning Procedures Manual Supplement C-2 – Staffing Chart (Attachment 4) Government will evaluate Technical Proposals on acceptable/unacceptable (pass/fail) basis

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Solicitation Terms and Conditions

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FAR 52.212-2 Evaluation of Offers, Cont.

Factor 2 – Past Performance

Will be assigned a rating on the basis of “recent” past performance information, “relevancy” rating, quality assessment, and a subsequent performance confidence rating

Factor 3 – Price

Prices will be determined reasonable based on adequate price competition

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Solicitation Terms and Conditions

Unclassified//FOUO Proposal Due Date: 3 February 2020, 12:00PM (CST)

Proposals 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

Contractor Facsimile offers are unacceptable No Proposals will be picked up from the gate

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Unclassified//FOUO 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.

Solicitation Terms and Conditions

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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

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Unclassified//FOUO 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.

Conclusion

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Please submit your questions in writing

Will make every effort to answer all questions today

Official responses to all questions will be posted on beta.SAM.gov

Questions from Audience

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