Pre-Proposal Conference_SLIDES_20230412.pptx

Military Family Housing Maintenance and Repair Services

PRE-PROPOSAL CONFERENCE

12 April 2023

Presented by:

U.S. Army 414th Contracting Support Brigade Regional Contracting Office – Italy (RCO-I) Leslie Dobson, Contracting Officer

This document contains proprietary or procurement sensitive information related to the conduct of a federal agency procurement and shall not be disclosed to any person other than a person authorized by the contracting officer to receive such information.

UNCLASSIFIED/FOUO

UNCLASSIFIED/FOUO

INTRODUCTIONS & ADMINISTRATIVE REMARKS

RCO-I Team

- Leslie Dobson, Contracting Officer

- Francesca Candia, Contract Specialist

- Matthew McNease, Legal Counsel

Mute / Silence cell phones

Correspondence in English, translation support

Avoid sidebar discussions

Restroom Facilities

Ground Rules – No technical discussion

AGENDA

Request for Quote (RFQ) Walkthrough Closing Remarks and Critical Dates

RFQ WALKTHROUGH (OVERVIEW)

Review of entire RFQ document

Detailed presentation on Addendum 52.212-1 and 52.212-2

Focus understanding on Government’s requirements

- QUOTE CONTENTS / DOCUMENTATION

EVALUATION FACTORS AND CRITERIA

CRITICAL DATES

Potential Quoters shall review the RFQ in its entirety and understand/comply/respond to ALL requirements.

Quoters that fail to comply with the quote submittal requirements may be deemed unacceptable, and therefore, ineligible for award

GENERAL INFORMATION

NAICS 561210 Facilities Support Services

Single Award Indefinite Delivery, Indefinite Quantity (IDIQ), Firm Fixed Price contract type

Three Year Ordering Period with FAR 52.217-8

Total evaluated price plus an additional 15%

IDIQ guaranteed minimum of $250,000

CONTRACT CLAUSES

FAR and DFARS Clauses

Clauses Incorporated by Reference See https://www.acquisition.gov/far/part-52 or https://www.acquisition.gov/dfars/subpart-252.2-text-provisions-and-clauses for Full Text

Clauses Incorporated by Full Text FAR 52.204-25, FAR 52.204-26 and 52.212-3

Addendum FAR 52.212-1 Quoters shall strictly adhere to the Addendum FAR 52.212-1 Instructions to Quoters

All quotes in English, only the Chamber of Commerce and DURC may be in Italian

Government does NOT reimburse costs associated with quote preparation

SAM registration required! provide proof of SAM registration with completion of the required representations and certifications within SAM. Failure to obtain SAM registration prior to the submission of the Quote will result in submissions not being considered for award.

Failure to comply with Addendum FAR 52.212-1 may render a quote unacceptable, and therefore, ineligible for award. Read, Re-Read, and Read It Again

Addendum FAR 52.12-1 CONT’D Quoters shall monitor information and updates via the solicitation posting at https://sam.gov/content/opportunities

- Amendments

- Pre-Proposal Conference slides

Proposal Volumes

Addendum FAR 52.212-1 CONT’D Proposal Format and Organization Clear, concise and sufficient detail for effective evaluation and to substantiate the Quoter’s claims

Do NOT restate the Government’s requirements

Do NOT assume the evaluator has any prior knowledge of Quoter’s organization or capabilities

Proposal submission shall be e-mailed to:

Leslie Dobson; leslie.d.dobson2.civ@army.mil Francesca Candia, francesca.candia.ln@army.mil

Addendum FAR 52.212-1 CONT’D Evaluation Factors

Factor 1: Technical: Experience/Certifications

Factor 2: Mission Capability Subfactor 1: BOM Management and Execution Subfactor 2: Service Calls Performance and Tracking Subfactor 3: Staffing Approach

Factor 3: Price

Addendum FAR 52.212-1 CONT’D Factor 1 Technical

The Quoter must demonstrate that it has experience in providing daily maintenance and repair of housing facilities. The Quoter shall provide at least one (1), but NO MORE than three (3) examples of contracts performed by the company that are recent (within the last three (3) years from the solicitation release date) and relevant in scope and magnitude. Relevant in scope means that the contract must be for maintenance and repair of housing facilities services, within Italy, similar to the performance based requirements specified in Part 5 of the included PWS. Relevant in magnitude means a recent contract that includes a yearly value of no less than €800,000. For each example provided, the Quoter shall identify:

Addendum FAR 52.212-1 CONT’D

i) Contract number (if available); 2) Period of performance (start date and completion date); 3) Contract value for each year; 4) Contract Organization; and 5) Point of Contact for Contract Organization with email and phone number. It is the Quoter’s responsibility to clearly explain and demonstrate to the Government how its work experience in each submitted project is relevant to the contract requirements in this solicitation. It is the Quoter’s responsibility to clearly explain and demonstrate to the Government how the experience of each teaming partner or major subcontractor (with a subcontracting percentage equal or above 10% of the total contract amount) is recent and relevant to this solicitation.

Addendum FAR 52.212-1 CONT’D

Recent experience for a teaming partner or a major subcontractor means at least one project currently being performed or completed within three (3) years of the solicitation release date. Relevant in scope means that the contract must be for maintenance and repair of housing facilities services similar to the performance based requirements specified in Part 5 of the attached PWS

ii. The Quoter shall submit a current and valid copy of the ISO 9001-2015 certification

Addendum FAR 52.212-1 CONT’D Factor II Mission Capability: Management Approach

Subfactor 1 – Between Occupancy Maintenance (BOM) Management and Execution

The Quoter shall describe its approach for managing and executing BOM, in accordance with PWS paragraph 5.7, for the tasks identified below:

BOM for a single property ensuring quality standards are met prior to final inspection in accordance with PWS 5.7 within 7 calendar days after receiving COR approval;

2) Procurement of the ancillary supplies and materials needed to execute the required BOMs within 7 calendar days after receiving COR approval;

* See A0001

Addendum FAR 52.212-1 CONT’D Subfactor 1 Project Management Plan (PMP) (L.4.2.1)

Subfactor 1 – Between Occupancy Maintenance (BOM) Management and Execution

3) BOM, in which tasks go above those listed in PWS 5.7, with completion of the BOM within 7 calendar days after receiving COR approval;

4) Ten BOMs, concurrently, within the Area of Responsibility (AOR), in accordance with PWS paragraph 5.7, within 7 calendar days after receiving COR approval.

Addendum FAR 52.212-1 CONT’D Subfactor 2 Service Calls Performance and Tracking

The Quoter shall describe its approach to managing and executing service calls, in accordance with PWS paragraph 5.8, for responding up to two (2) emergency service calls, concurrently, within duty hours, while maintaining execution of required BOMs and routine service calls;

2) The Quoter shall describe its approach to managing and executing service calls, in accordance with PWS paragraph 5.8, for responding up to two (2) emergency service calls, concurrently, outside of duty hours, while maintaining execution of required BOMs and routine service calls;

Addendum FAR 52.212-1 CONT’D Subfactor 2 Service Calls Performance and Tracking

3) The Quoter shall describe its approach to managing and executing scheduled maintenance and services in accordance with PWS paragraph 5.5.1;

4) The Quoter shall describe its approach to providing an accounting system which tracks all work orders performed to include labor hours, materials, u-do-it center resources in accordance with PWS paragraph 5.9.5

Addendum FAR 52.212-1 CONT’D Factor 3 Price

i. The Quoter shall provide prices required in the Technical Exhibit B “Prices” spreadsheet by filling in the unit prices for each CLIN of the three ordering periods, besides CLIN 0007 which will automatically be populated ii.The Quoter shall provide pricing for the spreadsheet “Consumable Materials” of Technical Exhibit B-Prices, for each ordering period. The spreadsheet will automatically provide a total for each ordering period and will automatically populate CLIN 0007 on the “Price Exhibits” spreadsheet.

Addendum FAR 52.212-1 CONT’D

iii) The Quoter shall describe its approach to recruit and retain key personnel identified in the PWS paragraph 1.10 with required knowledge, skills, and experience to ensure successful accomplishment of the required tasks with no interruption in performance.

iv) The Quoter shall describe its staffing procedures to be used for adjusting staffing levels to accomplish both surges and reductions in BOM executions, and unscheduled service calls.

Addendum FAR 52.212-1 CONT’D

The Quoter shall ensure that prices are entered for all CLINs for which space has been provided. The Quoter shall enter a total price for each CLIN. Failure of the Quoter to include pricing for Technical Exhibit B – Prices, will render the quote non-compliant with the terms of the solicitation and therefore ineligible for award. For evaluation purposes only, the Total Evaluated Price (TEP) is defined as that which is calculated in the “Total Evaluated Price” worksheet of Technical Exhibit B. The proposed prices within Technical Exhibit B are binding and will be utilized for the life of the ID/IQ contract.

Addendum FAR 52.212-1 CONT’D Mandatory Documentation Signed SF1449 Signed solicitation, completion of any blocks requiring response

Executed Clauses & Provisions, Reps & Certs Completion of any blocks requiring response

Documento Unico di Regolarita’ Contributiva (DURC)

Certificate of Chamber of Commerce Anti-Mafia Complete/Submit Attachment 1 Recent White List screening/listing, Quoter shall include screen print of site

Suitability of the contractor

- Complete/Submit Attachment 2

SUBCONTRACTING

The Contractor shall perform on the installations, and with its own organization, services (labor hours) equivalent to at least 30 percent of the total amount of the services to be performed under the contract.

(See para 1.5.7 of the PWS)

Addendum FAR 52.212-2 CONT’D

Best Value Methodology Source Selection IAW FAR 13

Single Award IDIQ; no obligation of funds Task Order will be issued shortly after for work to be performed and to obligate minimum guarantee

Government MAY conduct Discussions but are NOT Required Submit your BEST offer first!

Reserves the right to hold discussions with none, all or a limited number of Quoters

BASIS FOR CONTRACT AWARD

Addendum FAR 52.212-2 CONT’D

Evaluation factors and subfactors:

PROPOSAL EVALUATION

Factor One: Technical: Experience/Certifications (pass/fail)

Addendum FAR 52.212-2 CONT’D Factor 1 Technical

The Quoter demonstrated that it has experience in providing daily maintenance and repair of housing facilities. The Quoter provided at least one (1), but NO MORE than three (3) examples of contracts performed by the company that are recent (within the last three (3) years from the solicitation release date) and relevant in scope and magnitude. Relevant in scope means that the contract must be for maintenance and repair of housing facilities services, within Italy, similar to the performance based requirements specified in Part 5 of the included PWS. Relevant in magnitude means a recent contract that includes a yearly value of no less than €800,000. For each example provided, the Quoter shall identify:

Addendum FAR 52.212-2 CONT’D

i) Contract number (if available); 2) Period of performance (start date and completion date); 3) Contract value for each year; 4) Contract Organization; and 5) Point of Contact for Contract Organization with email and phone number. It is the Quoter’s responsibility to clearly explain and demonstrate to the Government how its work experience in each submitted project is relevant to the contract requirements in this solicitation. It is the Quoter’s responsibility to clearly explain and demonstrate to the Government how the experience of each teaming partner or major subcontractor (with a subcontracting percentage equal or above 10% of the total contract amount) is recent and relevant to this solicitation.

Addendum FAR 52.212-2 CONT’D

Recent experience for a teaming partner or a major subcontractor means at least one project currently being performed or completed within three (3) years of the solicitation release date. Relevant in scope means that the contract must be for maintenance and repair of housing facilities services similar to the performance based requirements specified in Part 5 of the attached PWS

ii. The Quoter submitted a current and valid copy of the ISO 9001-2015 certification

Evaluated on a pass/fail basis, assigning ratings of “acceptable” or “unacceptable”

PHASE ONE: Factor I Technical

Quotes shall be rated “ACCEPTABLE” on Factor I, Technical, to be evaluated under Phase Two.

No additional merit is given for quotes that exceed the minimum criteria for Factor I requirements.

Evaluation factors and subfactors:

Factor Two: Mission Capability- Management Approach (trade-off) Subfactor One: BOM Management and Execution Subfactor Two: Service Calls Performance and Tracking Subfactor Three: Staffing Approach

Addendum FAR 52.212-2 CONT’D PHASE TWO: Factor II: Mission Capability-Management Approach

Evaluation process for Factor II Mission capability - Management Approach will be a tradeoff process with Factor III - Price.

Quoters are cautioned that award may be made to other than the highest-technically-rated quote or other than lowest priced-quote, if the Government determines, based on the evaluation of Factor II, that paying a price premium is warranted;

Each SubFactor within Factor II will be assessed and given a Combined Technical/Risk Rating (See table below) based upon strengths, weaknesses, and deficiencies defined in the table below. An overall Combined Technical/Risk Rating will be assigned to Factor II by combining the ratings of SubFactors 1, 2, and 3

* Slide 13 Relative Order of Importance

Addendum FAR 52.212-2 CONT’D Factor II Mission Capability: Management Approach

SUB-FACTOR 1: BETWEEN OCCUPANCY MAINTENANCE (BOM) MANAGEMENT AND EXECUTION.

The Government will evaluate the Quoter’s approach to effectively and efficiently address the full breadth of contract requirements for managing and executing Between Occupancy Maintenance (BOM), per PWS paragraph 5.7, for the tasks identified below: 2) BOM for a single property ensuring quality standards are met prior to final inspection in accordance with PWS 5.7 within 7 calendar days after receiving COR approval; 2) Procurement of the ancillary supplies and materials needed to execute the required BOMs within 7 calendar days after receiving COR approval;

Addendum FAR 52.212-2 CONT’D

3) BOM, in which tasks go above those listed in PWS 5.7, with completion of the BOM within 7 calendar days after receiving COR approval;

4) Ten BOMs, concurrently, within the Area of Responsibility (AOR), in accordance with PWS paragraph 5.7, within 7 calendar days after receiving COR approval.

Addendum FAR 52.212-2 CONT’D

SUB-FACTOR 2: SERVICE CALLS PERFORMANCE AND TRACKING

1) The Government will evaluate the Quoter’s proposed approach to effectively and efficiently address the full breadth of contract requirements pertaining to the management and execution of service calls, per PWS paragraph 5.8, with consideration to responding up to, two emergency service calls, concurrently, within duty hours, while maintaining execution of required BOMs and routine service calls;

Addendum FAR 52.212-2 CONT’D

2) The Government will evaluate the Quoter’s proposed approach to effectively and efficiently address the full breadth of contract requirements pertaining to the management and execution of service calls, per PWS paragraph 5.8, with consideration to responding up to, two emergency service calls, concurrently, outside duty hours, while maintaining execution of required BOMs and routine service calls;

Addendum FAR 52.212-2 CONT’D

3) The Government will evaluate the Quoter’s proposed approach to managing and executing scheduled maintenance and services in accordance with PWS paragraph 5.5.1;

4) The Government will evaluate the Quoter’s approach to providing an accounting system which tracks all work orders performed to include labor hours, materials, u-do-it center resources in accordance with PWS paragraph 5.9.5.

Addendum FAR 52.212-2 CONT’D

SUB-FACTOR 3: STAFFING APPROACH

1. The Government will evaluate the completeness and effectiveness of the Quoter’s approach to delineate how the effort required by the solicitation will be assigned within the Quoter’s organization (prime Quoter) and among the anticipated subcontractors. The Quoter shall clearly identify and describe the work that the affiliate/subsidiary/parent company and/or subcontractor will be performing under the TMC contract effort.

Addendum FAR 52.212-2 CONT’D For each prime Quoter/affiliate/subsidiary/parent company and/or major subcontractor, the Quoter shall identify the total percentage of the proposed price to be completed by the entity. The total percentage of work outlined in the submitted quote to be completed by the prime Quoter shall be incorporated into the terms of the resultant contact action in accordance with PWS paragraph 1.5.7.

Addendum FAR 52.212-2 CONT’D

2. The Government will evaluate the completeness, effectiveness of the Quoter’s approach to recruit and retain key personnel identified in the PWS paragraph 1.10 with required knowledge, skills, and experience to ensure successful accomplishment of the required tasks with no interruption in performance.

3. The Government will evaluate the completeness and feasibility of the Quoter’s approach to describe its staffing procedures to be used for adjusting staffing levels to accomplish both surges and reductions in BOM executions, and unscheduled service calls.

Relative Order of Importance:

Factor II (Management Approach) is equal to Factor III (Price). – Factor II (Management Approach) includes 3 Sub-factors:

Subfactor 1 (BOM Management and Execution) is more important than Subfactor 2 (Service Calls Performance and Tracking).

Subfactor 2 (Service Calls Performance and Tracking) is more important than Subfactor 3 (Staffing Approach).

Addendum FAR 52.212-2 CONT’D

The following shall be documented to support adjectival ratings and the source selection decision:

PROPOSAL EVALUATION

Addendum FAR 52.212-2 CONT’D

Addendum FAR 52.212-2 CONT’D a.The Government will evaluate quotes using price analysis described in FAR 13.106-3 to ensure the price is fair and reasonable. Priced quotes should support the proposed Factors and Sub-factors and will be evaluated for total price, completeness, and reasonableness. The Quoter whose price is determined to be incomplete or unreasonable will not be considered for award.

Factor III Price

Addendum FAR 52.212-2 CONT’D b.The price quote will be evaluated but not rated. The individual CLINs will be totaled to determine the quoter’s total proposed price. The quote will be reviewed to determine the reasonableness of price and the quoter’s understanding of the work and ability to perform the PWS requirement. Completeness: Pricing will be reviewed to determine if all price information requested by the solicitation has been submitted. Reasonableness: The total evaluated price will be evaluated for reasonableness, defined as the degree to which the proposed prices compare to the prices a reasonably prudent person would expect to incur for the same or similar service.

c. The Government will evaluate Technical Exhibit B – Prices to ensure valid pricing was submitted for required task identified in each worksheet tab.

Addendum FAR 52.212-2 CONT’D

d. A price reasonableness approach will be utilized by the Government to determine that the proposed prices offered are fair and reasonable and that a “buy-in” or unbalanced pricing between CLINs or ordering periods is not occurring.

e. The base period and all ordering years shall be included in the price calculation. Should the Government determine proposed prices are unrealistically low (an indication of “buy-in”), this will be considered a performance risk and may be deemed ineligible for contract award.

Addendum FAR 52.212-2 CONT’D

f. As part of price evaluation, the Government will evaluate its option to extend services (see FAR Clause 52.217-8) by adding six (6) months of the quoter's final ordering period price to the quoter's total price. To evaluate price for the ordering period(s) possible under FAR 52.217-8, the Government will calculate this price by dividing the proposed total of Ordering Period 3 by two. The total evaluated price will be calculated as a sum of the Quoter’s proposed prices for all CLINs, for the three ordering periods, and a six-month extension of services.

g. An assessment of the reasonableness of each proposed price will be made. The Contracting Officer will perform a price analysis of each quote. Quoters are required to price all the three ordering periods. Quoters shall not submit a price for the potential six (6) month extension of services period. The Government may choose to exercise the extension of services at the end of the ordering period on the base contract or at the end of a Task Order.

QUESTIONS

Proposal due is 2 May 2023 at 2:00PM Central European Time

Questions/Responses Questions due on 17 April 2023 at 02:00 P.M. (C.E.T.). Posted to www.SAM.gov, along with today’s briefing slides

Quoters are reminded the solicitation will remain unchanged unless it is specifically amended in writing Amendments posted to the same SAM.gov link above image10.png image1.png image2.png image3.png image4.png image5.png