Pre-Proposal Conference_SLIDES_20240529.pptx

Custodial Services for USAG-Italy, Vicenza

PRE-SOLICITATION CONFERENCE

29 May 2024

Presented by:

U.S. Army 414th Contracting Support Brigade Regional Contracting Office – Vicenza (RCO-V) Daniel Veenstra – Contracting Officer Francesca Candia / Andrea Paulon – Contract Specialist

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-V Team

- Daniel Veenstra, Contracting Officer Francesca Candia, Contract Specialist Andrea Paulon, 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 561720 Janitorial Services

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

Five Year Ordering Period with FAR 52.217-8

The cumulative total of all Task Orders awarded as a result of solicitation W912PF-24-Q-0047 will not exceed €7,300,000.00 over the life of the ID/IQ contract.

IDIQ guaranteed minimum of €250,000

Subcontracting NOT ALLOWED

GENERAL INFORMATION

Tentative dates:

Phase-in: 01 Aug 24 – 31 Aug 24 Ordering Period 1: 01 September 24 – 31 Jul 25 Ordering Period 2: 01 August 25 - 31 Jul 26 Ordering Period 3: 01 Aug 26 – 31 Jul 27 Ordering Period 4: 01 Aug 27 - 31 Jul 28 Ordering Period 5: 01 Aug 28 – 31 Jul 29

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

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, DURC and technical certificates 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 (www.sam.gov). Failure to obtain SAM registration 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 52.212-1 CONT’D Quoters shall monitor information and updates via the solicitation posting at https://sam.gov/content/opportunities

- Amendments

- Pre-solicitation Conference slides Proposal Volumes

Addendum FAR 52.212-1 CONT’D Quote 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

Quote submission shall be e-mailed to:

Francesca Candia, francesca.candia.ln@army.mil Andrea Paulon, andrea.Paulon.ln@army.mil

Addendum FAR 52.212-1 CONT’D

VOLUME I: MANDATORY DOCUMENTATION

For the determination of responsibility. Failure to provide the following documentation may result in the quoter being determined noncompliant by the Contracting Officer and therefore ineligible for award.

1) Signed solicitation, any amendments, completion of any blocks requiring response

2) Chamber of Commerce Certificate

3) SAM registration

4) DURC

Addendum FAR 52.212-1 CONT’D

5) Antimafia (attachment 1)

6) Suitability of the contractor (Attachment 3)

7) Current copy of UNI EN ISO 9001:2015 certification.

8) Certificates for:

At least six (6) workers certified for category III (third) PPE in application of Legislative Decree 81/2008 and the State-Regions agreement of 21 December 2011;

At Least six (6) employees operating elevating mobile work platforms that can operate with and without stabilizers in accordance with the provisions of the art. 73 of Legislative Decree 81/08 and subsequent amendments and in accordance with Annex III of Agreement 53/CSR of 22 February 2012.

Addendum FAR 52.212-1 CONT’D Evaluation Factors

Factor I: Technical Sub-factor 1: Company Experience Sub-factor 2: Key personnel

Factor II: Past Performance

Factor 3: Price

Addendum FAR 52.212-1 CONT’D Factor 1 Technical – Sub-factor 1: Company Experience

The quoter must demonstrate that they have experience in providing daily Custodial Services. 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. If submitting more than one contract, the contracts cannot be combined and each contract shall be recent and relevant on its own. Relevant in scope means that the contract must be for custodial services, within Italy, similar to the performance-based requirements specified in Part 5 of the attached PWS. Relevant in magnitude means a recent contract that includes a yearly value of no less than €800,000.

Addendum FAR 52.212-1 CONT’D For each example provided, the Quoter shall identify:

Contract number (if available);

Contract name and brief description of the requirement;

Period of performance (start date and completion date);

Contract value for each year of performance;

Contract Organization; and Point of Contact for Contract Organization with email and phone number.

Addendum FAR 52.212-1 CONT’D

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.

In case of a Joint Venture, it is the quoter’s responsibility to clearly explain and demonstrate to the Government how the experience of each company comprising the Joint Venture is recent and relevant to this solicitation. Recent experience 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 custodial services, within Italy,similar to the performance-based requirements specified in Part 5 of the attached PWS

Addendum FAR 52.212-1 CONT’D Factor 1 Technical – Sub-factor 2: Key Personnel

i. The quoter shall submit a resume (in English) for the Project Manager/On-Site Manager. The resume shall show evidence that the Project Manager/On-Site Manager has at least three (3) years of experience in facilities management and that he/she is able to speak, read and write in English, at least to fluency level 4 in accordance with Appendix 2.

ii. The quoter shall submit a resume (in English) for the Quality Control Manager. The resume shall show evidence that the Quality Control Manager has at least three (3) years of experience in facilities management and that he/she is able to speak, read and write in English, at least to fluency level 4 in accordance with Appendix 2.

Addendum FAR 52.212-1 CONT’D

iii. The quoter shall submit a Letter of Commitment stating that the Project Manager/On-Site Manager will be available if the quoter is awarded the contract. Letters of Commitment will be signed by both the quoter and the Project Manager/On-Site Manager and must be provided on the quoter's official letterhead. Letter of Commitment shall be valid for not less than one year from the date of contract award.

iv. The quoter shall submit a Letter of Commitment stating that the Quality Control Manager will be available if the quoter is awarded the contract. Letters of Commitment will be signed by both the quoter and Quality Control Manager and must be provided on the quoter's official letterhead. Letter of Commitment shall be valid for not less than one year from the date of contract award.

Addendum FAR 52.212-1 CONT’D

* See A0001

V FACTOR II – PAST PERFORMANCE

This volume shall contain past performance information regarding similar projects. Quoter(s) must demonstrate successful past performance of the quoter as evidenced by information gathered concerning at least one (1) but NO MORE than three (3) contracts and subcontracts completed or ongoing within three (3) years from the solicitation release date, which are for custodial services, within Italy, similar to the performance-based requirements specified in Part 5 of the attached PWS. Quoter(s) must submit the information as per Attachment 2 (Past Performance Questionnaire) for each of the contracts provided.

Addendum FAR 52.212-1 CONT’D

a. If the quoter is a Joint Venture, past performance should be submitted for at least one (1) but no more than three (3) projects completed by each firm in the Joint Venture entity, within three (3) years from the solicitation release date and that are for custodial services, within Italy, similar to the performance-based requirements specified in Part 5 of the attached PWS.

b. It is the quoter’s responsibility to provide accurate points of contact, current telephone numbers and email addresses for each identified contract. The quoter is highly encouraged to submit past performance information with evidence of customer satisfaction such as performance evaluation, special commendation, recognition, letters of appreciation, awards of excellence, offeror’s quality certifications etc.; as long as these references are relevant to the effort set out in this solicitation.

c. Letters of commitment shall be included for each firm comprising the Joint Venture for their past performance to be considered. Letters of consent and commitment are excluded from the past performance volume page count.

Addendum FAR 52.212-1 CONT’D Factor 3 Price

The Quoter shall fill out the prices for each ordering period for each CLIN by inserting the unit price only in the yellow fields of the Microsoft Excel workbook entitled “Technical Exhibit C – Prices”. The spreadsheet will automatically provide a total.

The Quoter shall provide pricing for each ordering period in the yellow fields of the tab “SUPPLIES” of the spreadsheet “Technical Exhibit C – Prices” . The spreadsheet will self-populate the relating CLINs on each ordering period (0018, 1018, 2018, 3018, 4018)

* See A0001

Addendum FAR 52.212-1 CONT’D

The Quoter shall NOT provide any pricing directly within this RFQ document. Pricing shall only be identified in the Microsoft Excel workbook entitled, “Technical Exhibit C – Prices”.

Failure of the Quoter to include pricing for the spreadsheet Technical Exhibit C – 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 C. The proposed prices within Technical Exhibit C are binding and will be utilized for the life of the ID/IQ contract.

* See A0001

Addendum FAR 52.212-2 CONT’D

This is a source selection where best value is expected to result from selection of the technically acceptable quote with the lowest price (FAR Part 12 and FAR Part 13.5)

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

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

Factor I Technical: Subfactor 1 : Company Experience Subfactor 2 : Key Personnel Factor II: Past Performance

Quotes shall be rated “ACCEPTABLE” on Factor I and II, to be considered for award.

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

Evaluation factors and subfactors:

PROPOSAL EVALUATION

Factor One: Technical:

Sub-Factor 1: Company Experience (pass/fail)

Sub-Factor 2: Key Personnel (pass/fail)

Addendum FAR 52.212-2 CONT’D Factor 1 Technical – Sub-Factor 1 Company Experience The Government will evaluate this Sub-factor on an Acceptable/Unacceptable basis. In order to be determined acceptable in this evaluation Sub-factor, the Government will evaluate the quote to ensure 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 form the solicitation release date) and relevant in scope and magnitude. If submitting more than one contract, the contracts cannot be combined and each contract shall be recent and relevant on its own. Relevant in scope means that the contract must be for custodial services, within Italy, similar to the performance-based requirements specified in Part 5 of the attached 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 have identified:

Addendum FAR 52.212-2 CONT’D

Contract number (if available);

Contract name and brief description of the requirement;

Period of performance (start date and completion date);

Contract value for each year of performance;

Contract Organization; and Point of Contact for Contract Organization with email and phone number.

In case of a Joint Venture, the Government will evaluate how the experience of each company comprising the Joint Venture is recent and relevant to this solicitation. Recent experience 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 custodial services, within Italy, similar to the performance-based requirements specified in Part 5 of the attached PWS.

Addendum FAR 52.212-2 CONT’D Factor I -Technical Sub-Factor 2: Key Personnel The Government will evaluate this Sub-factor on an Acceptable/Unacceptable basis. In order to be determined acceptable in this evaluation factor, the Government will evaluate the quote to ensure the following minimum requirements are met:

i. The Quoter submitted a resume (in English) for the Project Manager/On-Site Manager. The resume shows evidence that the Project Manager/On-Site Manager has at least three (3) years of experience in facilities management and that he/she is able to speak, read and write in English, at least to fluency level 4 in accordance with Appendix 2.

ii. The Quoter submitted a resume (in English) for the Quality Control Manager. The resume shows evidence that the Quality Control Manager has at least three (3) years of experience in facilities management and that he/she is able to speak, read and write in English, at least to fluency level 4 in accordance with Appendix 2.

Addendum FAR 52.212-2 CONT’D

iii. The Quoter submitted a Letter of Commitment stating that the Project Manager/On-Site Manager will be available if the quoter is awarded the contract. Letters of Commitment are signed by both the quoter and the Project Manager/On-Site Manager and were provided on the quoter's official letterhead. Letter of Commitment is valid for not less than one year from the date of contract award.

iv. The Quoter submitted a Letter of Commitment stating that the Quality Control Manager will be available if the quoter is awarded the contract. Letters of Commitment are signed by both the quoter and Quality Control Manager and were provided on the quoter's official letterhead. Letter of Commitment is valid for not less than one year from the date of contract award.

Evaluation factors :

PROPOSAL EVALUATION

Factor Two: Past Performance (Pass/Fail)

Addendum FAR 52.212-2 CONT’D Factor II: Past Performance Evaluation: Past performance will be evaluated to determine if the quoter has performed favorably for previous contracts of a similar scope as the services required in this solicitation. The Government will evaluate a quoter’s past performance to determine if past performance evaluations and all other past performance information reviewed by the Government (see below) reflect a trend of satisfactory performance. The quoter’s past performance record must be determined to be acceptable in order to be considered for award. Quoter(s) must demonstrate successful past performance of the quoter as evidenced by information gathered concerning at least one (1) but NO MORE than three (3) contracts and subcontracts completed or ongoing within three (3) years from the solicitation release date, which are for custodial services, within Italy, similar to the performance-based requirements specified in Part 5 of the attached PWS. Quoter(s) must submit the information as per Attachment 2 (Past Performance Questionnaire) for each of the contracts provided. If there are subcontractors or partnerships, they will be evaluated in the same manner as the Prime.

Past performance will be rated on an acceptable/unacceptable basis using the following ratings:

Note: In the case of a quoter without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the quote may not be evaluated favorably or unfavorably on past performance. Therefore, the quoter shall be determined to have unknown past performance. In the context of acceptability/unacceptability, an unknown rating shall be considered acceptable.

Addendum FAR 52.212-2 CONT’D

If the quoter is a Joint Venture, past performance should be submitted for at least one (1) but no more than three (3) projects completed by each firm in the Joint Venture, within three (3) years from the solicitation release date and that are for custodial services, within Italy, similar to the performance-based requirements specified in Part 5 of the attached PWS.

In case of a Joint Venture, all proposed partners will be assessed individually and the results will then be assessed in their totality to derive the quoter’s past/present performance.

The Government is not limited to Past Performance information submitted by Offerors in conducting Past Performance evaluations. The Government may consider past performance information from other sources such as: the offeror's former customers, business associates, federal, state, and local government agencies; the Past Performance Information Retrieval System (PPIRS), Federal Awardee Performance and Integrity Information System (FAPIIS), or other databases; interviews with Program Managers and Contracting Officers.Letters of commitment shall have been included for each firm comprising the Joint Venture for their past performance to be considered.

While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the quoter.

Addendum FAR 52.212-2 CONT’D 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.

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.

Factor III Price

Addendum FAR 52.212-2 CONT’D The Government will evaluate Technical Exhibit C – Prices to ensure valid pricing was submitted for each field.

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.

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.

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 the last Ordering Period by two. The total evaluated price will be calculated as a sum of the Quoter’s proposed prices for all CLINs, for the five ordering periods, and a six-month extension of services.

Addendum FAR 52.212-2 CONT’D Quoter’s proposed prices for all CLINs, for the five ordering periods, and a six-month extension of services.

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

Quote due is 21 June 2024 at 11:00AM Central European Time

Questions/Responses Questions due on 03 June 2024 (Amendment 02 will be posted shortly). Questions shall be submitted via email to the following addresses Francesca.candia.ln@army.mil and andrea.paulon.ln@army.mil.

Answers will be posted to www.SAM.gov

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