W912GB-16-R-0036_Lachin_IDP_School_AZ_Pre-Proposal_Conf_26Jul16.pptx

WELCOME

Pre-Proposal Conference for Solicitation

W912GB-16-R-0036:

Construction of an Internally Displaced Persons (IDP) Lachin-Chrag School Masazir settlement of Baku, Azerbaijan 26 July 2016

BUILDING STRONGSM

Introduction Sign In Sheet for Attendance

Questions

As a courtesy to all attendees, request all cellular telephones are turned off

Slide 2

Please ensure you sign in.

Please turn off, or put your cell phones on vibrate.

Please do not hesitate to stop us at any time for questions. We are here to educate you and the more questions you ask the better.

Slide 3 Agenda US Army Corps of Engineers (USACE) Introductions Design-Build Process One Phase Source Selection Volume I Volume II Basis for Award Submitting Your Proposal Legal Brief

Slide 4 Government Team

Gwen Nelson, Project Engineer Cynthia Perez, Project Manager Kristina Morrow (Not Present) (Primary point of contact for questions)

Special Notice Any remarks or explanations given during this pre-proposal conference and site visit will not change the terms and conditions of the solicitation.

Any changes resulting from the conference or questions received will be in writing by the issuance of amendments.

Slide 5

USACE Points of Contact

Jeffrey Harrington, Contracting Officer E-mail: Jeffrey.J.Harrington@usace.army.mil

Kristina Morrow, Contract Specialist E-mail: Kristina.Morrow@usace.army.mil

Slide 6

Project Description Slide 7

The project requires design and construction of a new IDP school building to accommodate 270 students and 20 staff with eleven classrooms.

The project includes the design and construction of a boiler building, replacement of fence and gates, demolition of an existing facility, walkways, pedestrian/athletic surfaces and landscaping.

Slide 8

Additional Benefits:

Less risk to the government - contractor is responsible for the accuracy of the design and quality of construction (singular responsibility) Reduces change orders due to design errors and omissions.

Quicker Delivery Time One contract for the entire project Design and construction can overlap Better Cost Control Contractor has more flexibility to incorporate cost savings into the design.

Reduced administration Encourages builder innovation and alternate solutions to building challenges

E7CT9K2K (E) - Agenda does not match the slides.

Design-Build Contract Process Slide 9

Slide 10 Design-Build Contract Process What is Design-Build?

The contractor is responsible for both project design and construction under one contract It is the contactor’s responsibility to obtain all design documents and construction permits

Additional Benefits:

Less risk to the government - contractor is responsible for the accuracy of the design and quality of construction (singular responsibility) Reduces change orders due to design errors and omissions.

Quicker Delivery Time One contract for the entire project Design and construction can overlap Better Cost Control Contractor has more flexibility to incorporate cost savings into the design.

Reduced administration Encourages builder innovation and alternate solutions to building challenges

E7CT9K2K (E) - Agenda does not match the slides.

One Phase Source Selection

Slide 11 A One-phase source selection process will be used to evaluate the contractors for award. Which will consist of a Two Volume proposal.

Slide 12

Volume I – Technical Proposal

Volume I – Technical Proposal Factor 1 – Experience

Factor 2 – Past Performance

Factor 3 – Management Plan Slide 13

Factor 1 – Experience Offerors shall complete an Experience Overview Sheet, Amendment 1 Attachment One (1), with a total listing not to exceed (NTE) four (4) projects, that best represent the Offeror’s experience performing work as required in this solicitation. If more than four (4) projects are submitted, only the first four (4) projects will be evaluated.

Offerors must submit four (4) Experience Information Sheets, Amendment 1 Attachment Two (2), one for each project listed on the Experience Overview Sheet, Attachment One (1). Projects provided should be construction projects performed by the Offeror within the last seven (7) years (either completed or more than 50% complete). All Experience Information Sheets must be filled out completely.

Slide 14

IMPORTANT

The information provided on the Experience Information Sheets will be used to evaluate the relevancy of each Offeror’s experience.

Offerors are responsible for providing project descriptions in sufficient detail to permit evaluation of project relevancy.

The project description must include the type of construction used (i.e. CMU block, pre-engineered steel, concrete panel, etc.).

Slide 15

EVALUATION

What Do We Want to See Projects similar in magnitude ($200,000 to $1,250,000) Project which demonstrate design-build experience.

Projects that demonstrate experience working in any of the European countries with projects performed in Azerbaijan being considered most relevant.

Projects that are completed (as opposed to in-progress or on-going).

Projects performed within the last seven (7) years.

Projects which demonstrate experience in building schools.

Slide 16

Projects which demonstrate experience in electrical and controls work to include transformer installation, buried electrical and control cables, control panels, disconnect switches, grounding protection, etc.

Projects which demonstrate experience with pipe trenching, small structure and shelter construction to include poured concrete form work and CMU work.

Projects which demonstrate experience in minor earthwork, grading, and roadway surface repair Slide 17

RELEVANCY

Projects demonstrating experience in multiple trades as listed will be considered more relevant than those projects demonstrating one trade.

Projects demonstrating that the Offeror’s team members have previously worked together are considered more relevant.

Projects that are closer to the completion date (either recently completed or nearing completion) are considered more relevant than those that are further from the completion date.

Projects for the U.S. Army Corps of Engineers and to a slightly lesser extent other U.S. Government agencies, are considered more relevant.

Slide 18

Attachment 1 – Experience Overview Sheet Slide 19

SAMPLE

Slide 20

SAMPLE

Factor 2 – Past Performance

The Offeror must submit a Past Performance Questionnaire (PPQ), Amendment 1 Attachment Three (3), for each of the four (4) projects that are submitted for evaluation under Factor One (1), Experience. The completed Attachment Three (3) shall be included in the Offeror’s proposal under Factor Two (2), Past Performance.

Slide 21

Currently, Page 12 of the solicitation states that PPQs are due no later than the proposal due date on 15 Aug 2012.

IMPORTANT

Offerors should follow-up with project owner points of contact / clients to ensure timely submittal of questionnaires.

If the Offeror is unable to obtain a completed questionnaire from a client before the proposal closing date and time, the Offeror should complete and submit with the proposal the first page of Attachment Three (3), Blocks One (1) through Six (6), which will provide contract and client information for the respective project(s). Please ensure correct client telephone number(s) and email address(es) are provided.

Slide 22

Relevancy and Confidence!

The Offeror's past performance will be evaluated based on the performance on projects submitted under Factor One (1), Experience, and any other past performance information obtained and deemed appropriate by the Government.

Slide 23

Quality Schedule/Timeliness of Performance Customer Satisfaction Management Personnel/Labor Cost/Financial Management Safety/Security Slide 24

What Do We Want to See

Other Evaluation Criteria:

How recent the project was performed Trend in performance Evaluation letters/certificates of appreciation Positive, or negative comments impacting performance Slide 25

No Past Performance?

IAW FAR Part 15.305(a)(2)(iv), An Offeror with no record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably on past performance.

Slide 26

Attachment 3 USACE Past Performance Questionnaire Slide 27

Attachment 3 USACE Past Performance Questionnaire Slide 28

TO BE COMPLETED BY CLIENT

PLEASE CIRCLE THE ADJECTIVE RATING WHICH BEST REFLECTS

YOUR EVALUATION OF THE CONTRACTOR’S PERFORMANCE.

Factor 3 – Management Plan

The Offeror shall provide a management plan for the successful execution of this project. Organization Structure and Staffing and Execution are not sub-factors and will be evaluated as one complete factor.

Slide 29

Evaluation Criteria

The Government will evaluate the firm’s understanding of design-build and the capability to execute the project.

The Government will evaluate the clarity and strength of the overall organization, the structure and staffing to execute the entire scope of work.

The Government will evaluate the integration of the design and construction firms and the staff during design and construction.

The Government will evaluate the Offeror’s understanding of the design process and the roles of the designers of record and the Government reviewers.

Slide 30

EXECUTION

The Government will evaluate the role of the designer in maintaining design integrity throughout the process, including its key roles during construction.

Additional consideration will be given to a team that includes use of local subcontractors (e.g., the key subs for electrical and mechanical, the fire protection subcontractor, fabricators, etc.).

The Government will evaluate the School Construction Plan for completeness, logic, reasonableness, and risk associated with the proposed plan as compared to the solicitation requirements.

Slide 31

EXECUTION

The Government will evaluate the required information to determine how well the offeror identifies and demonstrates that its key personnel meet or exceed minimum qualifications necessary, which includes previous satisfactory experience in similar type work, to manage, control and perform the design, and to perform construction.

Evaluate how the designs will be certified according to local construction laws.

Slide 32

What Do We Want to See Understanding of design-build and the capability to execute the project.

Clarity and strength of the overall organization, the structure and staffing to execute the entire scope of work.

Plan to obtain, retain, coordinate and manage subcontractors and the Offeror’s capability and intent to comply with the applicable requirements for self-performance of work by the prime contractor in accordance with FAR Clause 52.236-1.

Slide 33

Integration of the design and construction firms and the staff during design and construction.

Understanding of the design process and the roles of the designers of record and the Government reviewers.

Role of the designer in maintaining design integrity throughout the process, including its key roles during construction. Additional consideration will be given to a team that includes use of local subcontractors (e.g., the key subs for electrical and mechanical, the fire protection subcontractor, fabricators, etc.).

Slide 34

Slide 35

Volume II – Price / Administrative Proposal

Volume II Factor 4 – Price

Proposal Costs:

Insert prices for every line item on the price schedule All pricing must be in U.S. Dollars Each line item is a lump sum amount Do not include VAT in your lump sum prices!

Slide 36

Vat will be exempt for the prime on Material.

Volume II Factor 4 – Price

Three (3) Optional Items

Slide 37

Volume II Factor 4 – Price Base vs. Option Items Options can be awarded in any order or combination, or none at all The evaluation of price proposals will consist of all line items. The evaluation of options will not obligate the Government to exercise the option(s)

Slide 38

The price schedule breaks down the project in base and option items. If proposals are within the funding authorized, the base item(s) will always be awarded. Options are only awarded if additional funds become available or if proposals are within the total funded amount.

As stated, the Government reserves the right to unilaterally exercise any or all options within 120 calendar days from initial contract award. Additionally, should any of the options be exercised after contract award, the period of performance for the option(s) shall be within the period of performance of the base item(s), or 365 calendar days.

IMPORTANT

REMINDER-

Failure to complete all information may result in the Offeror’s proposal package being rejected after initial evaluation without further consideration.

Ensure you use the most current price schedule, including all issued amendments.

The Government does NOT intend to call you (open up discussions) for errors on the price schedule.

Slide 39

The Offeror's price proposal will be evaluated to determine reasonableness, completeness, performance risk and affordability in order to assess the Offeror’s understanding of the scope of work for the project.

Slide 40

Found on Page 26 of the solicitation.

Basis for Award Slide 41

Award will be made to one (1) Offeror, Responsible in accordance with the Federal Acquisition Regulation (FAR 9.1), Whose proposal conforms to the solicitation requirements, and

Is determined to be technically acceptable and offers the best value trade-off to the Government, with respect to past performance and price.

Slide 42

Performance Price Tradeoff (PPT)

Basis for Award The proposals will be evaluated based on the four (4) evaluation factors; Volume I: Factor One (1) Experience, Factor Two (2) Past Performance and Factor Three (3) Management Plan; Volume II: Factor Four (4) Price. All non-price factors are of equal importance and when combined are more important than price.

Slide 43

The right is reserved to accept other than the lowest priced offer and to reject any or all offers.

Slide 44

Slide 45 Mandatory Registrations

DUNS Number Obtain a Data Universal Numbering System (DUNS) Number:

If you do not have a DUNS number, contact Dun and Bradstreet to obtain one.

http://fedgov.dnb.com/webform

Slide 46

SAM

Mandatory Registration in System for Award Management: The Federal Government mandates that a contractor be registered in the System for Award Management (SAM) prior to the award of a Federal contract. Federal Acquisition Regulation (FAR) clause 52.204-7 states that in order to do business with the Government, the contractor must be registered in the SAM database. Firms interested in doing business with the Federal Government should now visit the “System for Award Management (SAM)”.

https://www.sam.gov/ The website contains a video overview briefing and user guides for assistance.

https://www.youtube.com/watch?v=9VPGVYPvch4&feature=player_embedded

Slide 47

CAGE/NCAGE Codes Obtain a Contractor and Government Entity Code (CAGE)/ North Atlantic Treaty Organization (NCAGE):

The CAGE code is a required piece of data for registering in the System for Award Management (SAM). If you are a vendor located in the United States and do not have a CAGE code, a CAGE code will be assigned to you when you register in the SAM database for the first time. Companies outside the U.S. must register with the NATO Support Agency (NSPA).

NSPA Website https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx

Slide 48

Note: You may still submit your proposal if not registered in SAMS. However, you must be registered prior to award if you are selected as a successful Offeror. If your Firm is not registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful SAMS registered Offeror.

IT IS IN YOUR BEST INTEREST TO START THIS PROCESS NOW.

Slide 49

Submitting Your Proposal Slide 50

The proposal shall be typed, submitted in English, and easy to read.

Technical Factors shall be organized, concise, and submitted in one single Volume. Each factor shall be described in a separate tabbed section.

Please submit your information in the manner or on the indicated attachment specified in the submission requirements for each factor. Additional information, such as company overviews, marketing materials, etc., will not be evaluated by the technical evaluation board.

Failing to submit attachments or failing to complete properly may result in rejection of the offer without further evaluation. Therefore, Offerors are urged to follow instructions and speak with the Contracting Officer if instructions are not understood.

Slide 51 Proposal Format

Proposal Package Volume I-Technical Proposal

Cover Letter with the name(s), address(es), telephone number(s), facsimile number(s), and e-mail address(es) of the point(s) of contact with the authority to legally bind the Offeror

CD Copy of Volume I (If submitting via mail)

Slide 52

E7CT9K2K (E) - Needs to be taken from the SSP.

Proposal Package Volume I-Technical Proposal

Fully Executed JV Agreement as Applicable

Fully Executed Subcontractor Letter of Commitment as Applicable

All Information Required by Factor One (1)- Experience

All Information Required by Factor Two (2)- Past Performance

All Information Required by Factor Three (3)- Management Plan.

Slide 53

If applicable, required documentation:

A copy of the joint venture agreement in English, dually signed by each party, by an authorized representative of each firm.

More information regarding joint ventures can be found in the solicitation.

Joint Venture Agreement

More information regarding joint ventures can be found on Page 13 of the solicitation.

If an Offeror wishes to be credited with the experience of a key subcontractor or supplier (e.g. a firm that is not the prime contractor part of the joint venture), a letter of commitment signed by the key subcontractor and prime contract shall be submitted.

Letter of Commitment

Proposal Package Volume II- Price

Cover Letter with the name(s), address(es), telephone number(s), facsimile number(s), and e-mail address(es) of the point(s) of contact with the authority to legally bind the Offeror

CD Copy of Volume II (If submitting via mail)

Solicitation – Completed (Blocks 14 through 20c), Standard Form 1442 with acknowledgement of all amendments. Include Name, address, DUNS and CAGE (NCAGE) code of the Offeror submitting the proposal.

Slide 56

Proposal Package Volume II- Price

The pricing schedule shall be completed in full, including all options.

Section 00 45 00 of the Solicitation, Representations and Certifications, fully completed

Slide 57

Bid Guarantee or Bank Letter of Assurance Information Bid Guarantee – Please refer to FAR Clause 52.228-1, Bid Guarantee (Sep 1996) Bank Letter of Assurance (BLA) – Please refer to Local Clause 52.000-4059, Letter of Assurance (RFP) (Sep 1993), and Attachment Eight (8), Sample Bank Letter of Assurance Slide 58

IMPORTANT

Complete Page 2 of the SF-1442, Blocks 14 thru 20

This must be completed fully!

Slide 59

Slide 60

* Contractors commonly neglect to fill out the amendment acknowledgement portion.

* Contractors commonly neglect to fill out the amendment acknowledgement portion.

W912GB-16-R-0036

Offerors May Electronically Submit their Proposals:

Slide 61

Electronic Proposal Submission Proposals shall be submitted to kristina.morrow@usace.army.mil

File names shall be titled:

Volume I: W912GB16R0036-CompanyName-VolumeI Volume II: W912GB16R0036-CompanyName-VolumeII

Slide 62

W912GB-16-R-0036

Proposals (Volume I & II) is due on

15 Aug 2016 1000 Hours

Azerbaijan Time If there is a change in the proposal due date, you will be notified by an amendment to the solicitation.

Slide 63

Proposal Submittal Any changes in the proposal due date will be made through an amendment of the solicitation Please do a read receipt for your e-mail to make sure it was received on time.

LATE is LATE!

Slide 64

Legal Briefing eel

Legal Briefing

Slide 65

U.S. Procurement Laws and Regulations

Federal Acquisition Regulation (FAR) http://farsite.hill.af.mil/vffara.htm

Defense FAR Supplement (DFARS) http://farsite.hill.af.mil/vfdfara.htm

Army FAR Supplement (AFARS) http://farsite.hill.af.mil/vfafara.htm

Slide 66

Breach

United States law will apply to resolve any applicable claim of breach of this contract.

Slide 67

Value Added Tax (VAT) By agreement between the Government of the United States and the Republic of Azerbaijan the United States is exempt from paying Value Added Taxes on goods or services associated with this project.

Contractors are required to take all of the steps necessary as outlined in Attachment Seven (7) of the solicitation to obtain reimbursement of VAT paid. This includes proper submission of reimbursement requests and all information necessary for the Government of Azerbaijan to process reimbursement requests.

This does not exempt the contractor’s responsibility to comply with Azerbaijani legal requirements (such as registration with tax authorities).

Contractor’s are responsible for the costs associated with complying with these requirements.

The United States Government will assist in the process to the extent feasible and will provide the necessary notifications etc., in regards to this project.

The United States is not responsible for delays in the reimbursement process and will not provide compensation to contractors if delays occur.

Slide 68

Section 00100 – Bidding Schedule / Instructions to Bidders, VAT, located on Page 29of the Solicitation. Solicitation Attachment seven (7) is VAT information.

Subcontractor and Proposed Personnel

When selecting contractors, prime contractors can receive credit for the experience, past performance and capabilities of a subcontractor provided the proposal includes a letter of commitment signed by both prime and subcontractor.

A letter of commitment is not a contract, but it represents a commitment by the firms to work together if a contract is awarded.

We expect firms to provide the subcontractors they specify in a letter of commitment.

When a contractor specifies personnel by name in a proposal, we also expect those personnel will be provided.

Substitutes are allowed only with Contracting Officer approval.

Approval of substitution is given only where the proposed substitute is deemed by the Contracting Officer to be equal to the proposed personnel or subcontractor; this is a matter of Contracting Officer discretion.

Slide 69

Prime Contractor Project Management

The U.S. Government contracts are with the prime contractors.

We expect the prime to actively manage the project and ensure the work meets contract requirements and the U.S. Government will hold the prime contractors responsible for contract execution.

When issues arise, we deal with primes, not subcontractors.

The U.S. Government will enforce contract schedules and assessment of Liquidated Damages if the schedule is not met.

Slide 70

Defense Base Act (DBA) Insurance Defense Base Act (DBA) Insurance Coverage: DBA coverage is required for work performed on this project by all contractors and subcontractors. No other insurance can serve as a substitute.

Defense Base Act (DBA) insurance is commercially available from carriers and self-insured employers authorized by the Department of Labor (DOL). The DOL table of authorized carriers and self-insured employers is available at http://www.dol.gov/owcp/dlhwc/lscarrier.htm

Refer to FAR Clause 52.000-4133 Workers Compensation Insurance (Defense Base Act) – Countries with Waivers (October 2013) for more DBA Insurance and how to obtain DBA Insurance.

Slide 71

Defense Base Act (DBA) Insurance

Proof of DBA insurance MUST be received by the Contracting Officer prior to start of work, or issuance of the notice to proceed (NTP)

Responsible for providing DBA insurance certificates within 14 calendar days of the date of award.

Slide 72

Clause 52.000-4106 can be found on Page 19 of the solicitation.

DBA insurance must be priced separately, as indicated on the price schedule.

Proof of DBA insurance must be received prior to the start of work or the issuance of the notice to proceed (NTP).

The Contractor shall submit proof of a valid DBA insurance policy with CNA Insurance for the prime and their subcontractor’s at every tier prior to performance of the contract.

The Contractor must agree to procure DBA Insurance pursuant to the terms of the contract between the U.S. Army Corps of Engineers (USACE) and CNA insurance unless the contractor has a DBA self-insurance program approved by the Department of Labor.

Miscellaneous Points

The US acts through warranted Contracting Officers (KOs).

Contracting Officers are assisted by Administrative Contracting Officers (ACOs) and Contracting Officer’s Representatives (CORs) acting within the bounds of authority delegated to them by the Contracting Officer.

Only a warranted Contracting Officer (or designated ACO) may provide direction to a contractor on a U.S. Government contract.

Slide 73

The Government intends to award

WITHOUT DISCUSSIONS

(but reserves the right to conduct discussions)

Offerors shall provide their

BEST PROPOSAL

in their first submission (you may not get a second chance)

Slide 74

Request all questions related to this solicitation, pre-proposal conference, and site visit be submitted by e-mail Ms. Kris Morrow.

Cut Off Date for questions is 3 Aug 2016.

All responses will be addressed in an amendment

Slide 75

USACE Points of Contact

Slide 76 Jeffrey Harrington, Contracting Officer E-mail: Jeffrey.J.Harrington@usace.army.mil Kristina Morrow, Contract Specialist E-mail: Kristina.Morrow@usace.army.mil

Thank you for your interest & attendance!

Questions Slide 77 image2.wmf image3.jpeg image4.jpeg image5.jpeg image6.png image7.wmf image8.png image1.png