Amendment 03 Site visit information.pdf

Site Visit – Meeting Minutes 11‐March‐2020

Subject: Pre‐Proposal Meeting and Site Visit for Solicitation W912JF‐20‐R‐0005; Lodging &

Transportation Services NGPEC

1. A meeting and site visit for the subject solicitation was held in Militia Hall, Room 227B on March

9, 2020 at 1:00PM CST on Camp Joseph T. Robinson, North Little Rock, Arkansas. The slide show and attendance sign‐in sheet are enclosed with this summary as attachment 1 and attachment 2 respectively.

2. There were two presenters: Mr. Mark White, Contract Specialist and Mr. Tim Bushee, PEC

Services representative. The briefing slides are included as attachment #2 to this document.

3. Mr. White reviewed the solicitation information in the attached slides and explained the process for asking questions. The importance to submit questions in writing was explained and the cut‐ off date for submitting questions was provided. It was stated that the meeting minutes and answers to questions submitted in writing would be provided in a consolidated response and issued via an amendment to the solicitation. Three proposal volumes required to be submitted by all offerors were reviewed. Following an overview of the solicitation, Mr. Tim Bushee was introduced, at which time an overview of the Army National Guard’s Professional Education

Center (PEC) was provided. At the conclusion of Mr. Bushee’s briefing a tour of the lodging facilities was completed. The pre‐proposal meeting and site visit concluded at Militia Hall, room

227B at approximately 2:30pm CST.

4. The point of contact for these meeting minutes is the undersigned. Any questions regarding the content of this document may be directed by email to mark.c.white20.civ@mail.mil.

MARK WHITE

CONTRACT SPECIALIST

4 Attachments

1) Attendance sign‐in

2) Briefing slides

3) Photos of rooms

4) Question &

Answer doc.

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National Guard Professional Education Center (PEC)

Lodging and Trans Contract Site Visit 9 March 2020

• REVIEW OF SOLICITATION REQUIREMENTS

• PEC OVERVIEW / SITE VISIT

- Mr. John Frost

- Mr. Tim Bushee

• Proposal Do’s & Don’ts Note: Meeting Minutes and Attendance list will be posted to BetaSam

OVERVIEW

• QUESTIONS SHALL BE SUBMITTED IN

WRITING VIA EMAIL

mark.c.white20.civ@mail.mil

• QUESTIONS TODAY …

• SUBMIT ALL QUESTIONS IN WRITING

NLT 3PM on March 16, 2020

– QUESTIONS RECEIVED AFTER THAT DAY MAY

NOT BE ANSWERED

WHAT IF I HAVE QUESTIONS?

•Contracting Officer:

Mr. Eddie Porter

•Contracting Officer Representative:

- Mr. Tim Bushee

•Contract Specialist:

Mr. Mark White Email: mark.c.white20.civ@mail.mil

KEY PERSONS

• ON THE WEB https://beta.sam.gov

– W912JF-20-R-0005

– SOLICITATION &…

• 3 ATTACHMENTS (PWS, PPQ, WD)

• 10 Technical Exhibits

AMENDMENTS - CURRENTLY 0001 & 0002

check regularly & refresh web page

SOLICITATION

• Line Item 0001, 1 June 2020 to 31 May 2021 is the Base Period.

Four Each - 12 month Option Periods 1 June to 31May

CONTRACT PERIOD

• SUBMIT THE INFORMATION REQUIRED IN

THE RFP!

– Be Responsive

• BE RATED HIGHLY BY THE SOURCE

SELECTION BOARD!

– Source Selection Authority makes final decision

HOW CAN I BE AWARDED THE CONTRACT?

THE FOLLOWING IS A BRIEF OVERVIEW

OF THE PROPOSAL REQUIREMENTS

OFFERORS ARE CAUTIONED TO

CAREFULLY READ THE

REQUIREMENTS OF THE

SOLICITATION AND COMPLY

ACCORDINGLY

DISCLAIMER

• 52.212-1 & THE ADDENDUM TO 52.212-1

- INSTRUCTIONS TO OFFERORS

– DETAILS THE REQUIRED INFORMATION AND FORMAT FOR

THE PROPOSAL (starts on Page 27)

• 3 VOLUMES REQUIRED TO BE SUBMITTED

– VOL 1 TECHNICAL

– VOL 2 PAST PERFORMANCE

– VOL 3 SOLICITATION AND PRICE

WHAT DO I NEED TO SUBMIT ?

4 Sub-factors – NO PRICES/COST IN TECHNICAL VOL.

• SUB-FACTOR 1, Organizational Structure – 15 Pages

• SUB-FACTOR 2, Management Plans – 30 Pages

• SUB-FACTOR 3, Actions from Award Notification to start of Contract– 10 Pages

• SUB-FACTOR 4, Experience – 10 Pages

Note: All pages are maximum, pages in excess of maximums will not be reviewed or included in the evaluation. Some things are exempted from page count i.e. title page, dividers & tabs, agreements

VOLUME 1 - TECHNICAL

• IDENTIFY CONTRACTS/SUBCONTRACTS FOR THE

PAST 3 YEARS AS PRESCRIBED IN (ii) VOLUME II – Past Performance

• COMPLETE PAST PERFORMANCE INFORMATION

– INFO REQUIRED STARTS ON PAGE 36 – 20 PAGES

• QUESTIONNAIRE FOR 10 and no less than 3

CONTRACT REFERENCES

• SEND QUESTIONNAIRES TO PAST PERFORMANCE

REFERENCES

• ENSURE THEY CAN ARRIVE TO GOVERNMENT POC BY

DATE REQUIRED (close of solicitation)

VOLUME 2 – PAST PERFORMANCE

• STANDARD FORM 1449 - OFFEROR PORTION

– Acknowledgment of All Amendments (if issued)

– No page limitation

• STANDARD FORM 1449 CONTINUATION –

INSERT ALL REQUIRED PRICING:

– PRICE ALL LINE ITEMs 0001 to 4006

• SUBMIT COMPLETED REPRESENTATIONS

AND CERTIFICATIONS (start on page 45 52.212-3 -- Offeror Representations and Certifications )

– System for Award Management (SAM) Record is Required

– Website: https://sam.gov

VOLUME 3 – SOLICITATION & PRICE

• EVALUATION OF THE RFP - DETAILED IN ADDENDUM

TO 52.212-2 BASIS OF AWARD (starts on page 39)

• CAREFULLY REVIEW THIS ADDENDUM WHEN

PREPARING PROPOSAL

• TECHNICAL IS THE MOST IMPORTANT EVALUATION

FACTOR

– Technical Factor is more important that Past Performance.

– The Past Performance factor is more important than the

Cost Factor.

• FAILURE TO FURNISH A COMPLETE PROPOSAL MAY

RESULT IN ELIMINATION FROM CONSIDERATION

PROPOSAL EVALUATION

• VOLUMES 1, 2, AND 3 ARE DUE:

4:00 PM local (CST), 31 MARCH 2020

• NO FACSIMILE, EMAIL OR ELECTRONIC OFFERS WILL BE

ACCEPTED

PROPOSAL DUE DATES

• PEC OVERVIEW & SITE VISIT to FOLLOW

• Additional Review of Lessons Learned, Questions & Do’s and Don’ts follows the Site Visit

QUESTIONS ?

Provide an overview of the National Guard Professional Education Center.

PURPOSE

Mission and Vision

• Mission. The National Guard Professional Education

Center provides Army Guard centric training and support to enhance readiness.

• Vision. Be the National Guard’s premier innovative learning institution.

Training > Conferencing

Training ConferencingShared Capabilities

FY19 FY20

Courses 94 85

Iterations 408 391

Students 9,275 8,965

FY19 FY20

Conferences 113 130

Participants 12,082 15,000

Command Team

Training Centers

Human Resources &

Readiness Organizational

Readiness

Information Technology

Resource Management

Installations, Logistics, &

Environmental Strength

Maintenance

NCO Academy

Coordinating Staff

Human Resources

Information Technology

Operations & Training

Resource Management

Services

Headquarters & Headquarters

Company Personal Staff

(less CSM)

Chaplain

Judge Advocate

Special Staff

Equal Opportunity

Advisor

Sexual Assault Response

Coordinator

Quality Assurance

Tenants

Business Transformation

Office (-)

Education Spt Ctr &

GI Bill Spt Team

Electronic Security

Systems Cell Incentives

Management

Strength Readiness

Support Center

Organizational Elements

Task Organization

AGR ADOS DAC State Contractors Total 60 32 93 48 272 505

PEC at a Glance

85 acres 34 buildings 84 classrooms 5 auditoriums

672 billets 1 fitness center 1 dining facility

2000 overall capacity including auditorium seating

1440 classroom seating & 560 auditorium seating

Estimated Staffing Requirements

• Transportation: 14 + 1 Supervisor

• Registration: 12 + 2 Supervisors

• Housekeeping:

– Independence Hall: 18 + 3 Supervisors

– Patriot Hall: 10 + 2 Supervisors

– Liberty Hall: 9 + 2 Supervisors

– Weekend: 6 + 1 Supervisor

Note: This was the staffing in 2014, when Lodging and Trans was operated by State Employees. Contractor must determine actual staffing to meet contract requirements.

Facilities Information

Billeting Rooms:

Independence 319

Patriot Hall 194 Liberty Hall 159

Total 672

Storage/Linen Rooms:

Ind Hall: 13

Pat Hall: 11

Lib Hall: 9

Office/Break Rooms:

Ind Hall: HK 3

Pat Hall: 4

Lib Hall: 6

Facilities Information (cont.)

Laundry Rooms:

Ind Hall: 6

Pat Hall: 3

Lib Hall: 3

Admin/Office Space, Ind Hall First Floor:

• 5 private offices

• Trans meeting area

• Break Room

Transportation Capacity

2 large buses, 48 pax each

2 small buses, 24 pax each

4 large vans, 15 pax each

1 minivan, 7 pax

Note: This is only an estimate of fleet configuration based on government observation of historical operations. Contractor must determine actual fleet to meet requirements.

Campus Map

DISCLAIMER

THE FOLLOWING IS A BRIEF REVIEW OF

PROPOSAL DO’s & DON’Ts

OFFERORS ARE CAUTIONED TO CAREFULLY

READ THE REQUIREMENTS OF THE

SOLICITATION AND COMPLY WITH ITS

REQUIREMENTS ACCORDINGLY

* There is no proprietary information or specific references to any company or person in this briefing. The review just identifies common issues identified during other evaluations.

GENERAL INFO How the GOVERNMENT EVALUATES

Government intends to award without discussions

– There is no flexibility on the governments part during the evaluation to make assumptions. Your proposal will be rated exactly as the solicitation states using the information you provide.

– Deficiency vs Clarification

Examples:

– Deficiency: Providing the Phase In/Phase Out Plan but missing the required timetables. One deficiency makes the Evaluation Factor rating red (Unacceptable).

– Clarification: Providing the plan & timetable but having a conflict between the timetable and the identified training requirements listed elsewhere in the plan. (information is there, it just requires clarification)

* Recommend you compare your proposal paragraph by paragraph to ensure it addresses all the items listed in Addendum to FAR 52.212-1.

PROPOSAL

DO's & DON’TS

TECHNICAL

NO PRICES/COST IN THIS VOLUME

• Do Review Proposal content 52.212-1 Table 1 to ensure your proposal addresses all the required Technical areas (page 33)

– Example: For Sub-Factor 2, Management Plans include the following information: management plans for GFP, CFP and a Safety & Accident Prevention plan

– If you leave out information describing your approach to manage Government Furnished Property then this is missing from your proposal and results in a deficiency (red rating) for one of the evaluation factors. ***One red rating is all that is required to make the Technical Factor Unacceptable***

– Stay within page limits (additional pages will be removed and not evaluated)

TECHNICAL

NO PRICES/COST IN THIS VOLUME

• Don’t

– Just repeat “word for word” information from the PWS

– Include large picture graphics, large color fonts or other visuals that just take up space. There are no points given for most colorful or expensive proposal. A well thought out proposal; organized & formatted as stated in the “Instruction to Offerors” that addresses the required information is all that is required.

– Don’t just Include resumes

– Listing managers, partners or subcontractors without explaining their involvement and how they support your contract efforts (creates confusion as to who is doing what).

– Propose what you believe is desirable by the government that isn’t listed as required in the PWS (No basis for the proposal).

• In example; believing the government has a preference for hiring a certain person(s) versus providing and explaining a sound approach to and for selecting and hiring staff.

VOLUME 2

PAST PERFORMANCE

Do

• Complete the list required on page 36 (items a.-k.) for each of your Past Performance References & Submit with your proposal.

• Explain how a past performance effort relates to the NGPEC Lodging and Transportation Requirement. A relevant effort is defined in the solicitation. If you can’t explain its relevancy then it probably isn’t.

• Make sure past performance effort is recent; currently ongoing or within last 3 years.

• Send Questionnaire to your POC as soon as you know you are going to use their effort as a Past Performance Reference.

VOLUME 2

PAST PERFORMANCE

Don't

• Provide incomplete information. The government will not call you or your POC for missing information.

• Provide additional copies of Past Performance Questionnaires. *Only questionnaires submitted directly to the Government POC will be evaluated.

• Submit Performance information on a Sub-Contractor without them being identified in your proposal.

– Make sure the Sub is aware you are using their past performance information 31

VOLUME 3

SOLICITATION/PRICE

• DO

– PRICE ALL LINE ITEMs 0001 to 4006

– ROUND PRICES (whole dollars)

– UNIT PRICE PREVAILS

– Go to sam.gov ensure all Representation & Certification are updated Website: https://sam.gov

– SUBMIT COMPLETED REPRESENTATIONS AND

CERTIFICATIONS

• DON’T

– Include information other than pricing…It will not be evaluated.

• An example…listing the types of vehicles used for transportation when it belongs in the Technical Volume. If the price volume is the only place you provide some required Technical information your Technical proposal would be rated unacceptable.

QUESTIONS

Submit in writing to:

mark.c.white20.civ@mail.mil

Reminder Questions and Answer period is over on March 16, 2020 at 3:00pm local time, U.S. CST

Billeting

OthersLaundry Rooms

Day Room

Parking

Version v.1

March 11, 2020

Questions concerning solicitation number W912JF-20-R-0005 received on or before the close of the question and answer period of 16 March 2020, 3:00PM CST are listed below. Questions received are followed by an answer if applicable.

Question 1: What reservation software is being used?

Answer 1: 5.1.2 Contractor shall utilize the Training Environment and Asset Management (TEAM) system currently in use by PEC, or any system adopted by PEC in the future, to operate the lodging function. The TEAM system is a comprehensive report and scheduling tool developed and maintained by the PEC IT Division. Reports generated by the TEAM include but are not limited to: occupancy reports and status, room maintenance status, and room cleaning status. Additionally, contractor shall coordinate with PEC Operations and Training on the scheduling of VIP and student rooms utilizing the TEAM contingency plan report. Contractor shall run a daily report to show occupancy status, arrivals and departures to include room status with guest names. The government will provide initial training on the TEAM system, if requested, to a manager or other person identified by the contractor who will then be responsible to train all contract personnel who are required to input data into the TEAM system.

Question 2: Is the contractor responsible for supplying cleaning chemicals?

Answer 2: 5.2.1 Contractor shall maintain cleanliness of guest rooms (including bathrooms), lobbies, offices, and common use areas in a clean and professional condition. Contractor shall provide all labor and cleaning supplies needed to provide and maintain a clean and sanitary environment. The cleaning supplies which the Contractor must provide include such things as cleaning chemicals and dispensers, paper products, trash can liners, etc.

Question 3: Is the contractor responsible for supplying the travel size shampoo/soap observed in the VIP rooms?

Answer 3: 5.1.6 Contractor shall purchase and maintain a stock of guest amenities (toothbrushes, tooth paste, deodorant, razors, shaving cream, etc.) in the event a guest has forgotten such items or has issue of temporary lost luggage. During normal business hours guests will have access to a full- service shopping area within walking distance.

5.2.3 Contractor shall ensure each time a guest checks out of a room, bed must be stripped and thoroughly cleaned to prepare for the arrival of the next guest. Towels, wash cloths, and bath mats must be changed. Bed sheets, mattress pads, blankets, and pillow covers must be removed and laundered, and if torn, stained or otherwise unserviceable, replaced. The guest bathroom must be scoured and sanitized daily and replenished with Contractor provided amenities (soaps, shampoo, etc). Guest rooms shall be dusted and vacuumed. Refrigerator shall be cleaned inside and out. Items left in the refrigerator by the previous guest shall be removed and disposed.

Serviceability of appliances in the room such as alarm clocks, televisions, and refrigerators shall be verified, with any failures reported immediately to the front desk. Faulty items must be replaced within four hours. Contractor shall ensure room furnishings are stain free and in proper working order. Contractor shall repair or replace items if they are not. Rooms are to be neat and clean prior to guests checking in.

Question 4: Can we have potential sub-contractors schedule a separate site-visit, if requested?

Answer 4: Yes, please coordinate this request through the Contract Specialist, Mr. Mark White via email at mark.c.white20.civ@mail.mil.

Question 5: What is the expected turn-around time on rooms? If you are at 100% capacity, how much time does the contractor have to turn rooms? Worst case scenario? Normal scenario?

Answer 5: Worst case scenario would be required 550 rooms from Friday at 1700hrs until the following Sunday at 1500hrs. Normal case scenario would be 650 rooms 1000hrs on Friday until the following Sunday at 1500hrs.