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Johnson Space Center (JSC) Center Safety and Fire Operations
(CSFO) ContractPre-proposal Bulletin
November 13, 2013
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Orientation and Procurement Overview
Disclaimer(Orientation)
• These slides are not to be interpreted as a comprehensive description of the procurement strategy or requirements in the RFP.
• To the extent there are any inconsistencies between this briefing and the RFP, the RFP will govern.
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Purpose of Pre-proposal Bulletin(Orientation)
• The purpose of this Pre-proposal Bulletin is to help industry understand the Government’s requirements.
• Questions:– Questions regarding the RFP can be submitted to the
Contracting Officer (CO) at: [email protected] or through the anonymous questions to the CO link on the CSFO website. Questions can be submitted to the CO until 5:00 PM CST, November 19, 2013.
– Official responses to written questions received by the CO will be posted to the CSFO procurement website.
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Source Selection Authority and Streamlined Procurement Team Members
• Source Selection Authority − Jose C. Garcia, Deputy Director, Office of Procurement,
Johnson Space Center
• Streamlined Procurement Team (SLPT)– NS/ Kenneth I. Poast, Chair– JM/ Stephen L. Candler– NS/ Daniel L. Clem– SD/ Penney M. Stanch– BR/ Scott A. Stephens
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Small Business POCs(Orientation)
• JSC Industry Assistance Office – Phone: 281-483-4512
– E-mail: [email protected]
• Small Business Specialists– Kelly L. Rubio, JSC Small Business Specialist
• Phone: 281-244-7890
• E-mail: [email protected]
– Charles T. Williams, Senior Small Business Specialist
• Phone: 281-483-5933
• E-mail: [email protected]
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Point of Contact(Orientation)
Contracting Officer:• Scott A. Stephens• Phone: 281-244-5621• Email: [email protected]
CSFO web address: http://procurement.jsc.nasa.gov/csfo/ −Click on the “Anonymous Questions to Contract the
Contracting Officer and Feedback” link to submit a question
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Ombudsman(Orientation)
Ombudsman (NFS 1852.215-84): “…before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the Contracting Officer for resolution … If resolution cannot be made by the Contracting Officer, interested parties may contact the installation ombudsman …”
Address/Phone:NASA HeadquartersMail Code: LP011Washington, DC 20546-0001Phone: (202) 358-0445
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Current Contract Overview
• Contract: Center Institutional and Safety Services(CISS)
• Contract Number: NNJ09JA01C
• Prime Contractor: Anadarko Industries, LLC
• Contract Type: Time and Materials with Award Fee
• Small Business Type Designation: 8(a) Set Aside
• Period of Performance: 7/1/2009 to 6/30/2014
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Current Contract Overview Cont.
• Skills currently provided include safety and fire protection services to support JSC in accomplishing its institutional safety program objectives.
• Major areas of the contract include safety, fire protection, safety training, maintenance of fire protection systems, test safety, safety information systems, and special projects.
• In performing its duties, the Contractor will specifically support the JSC Safety and Test Operations Division (STOD) whose mission is to help line management and employees in reducing and preventing injuries to NASA personnel and damage to NASA equipment.
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Organization, Vision, & Objectives
William S. McArthurDirector Vincent D. Watkins
Deputy Director
Safety & Mission Assurance Directorate
Space Exploration Division
Michael P. FodrociChief
David T. LoydChief
Clarence L. RossChief
TBDDeputy Chief
Stacey A. MenardDeputy Chief
Gregg BaumerDeputy Chief
Jean E. EngleManager, Knowledge &Quality Management Systems Office
International Space Station Division
Safety & Test Operations Division
Quality & Flight Equipment Division
James D. RushChief
Keith W. DyerDeputy Chief
Robert C. Doremus Associate Director
3/1/13
Irene E. KayeAssistant to the Director
Nigel PackhamAssociate Director, Technical & Flight Safety Office Manager
Mary Beth SchwartzManager, Business Management Office
Vision:
– World leader in management of risk
Statement of Objectives: – In achieving the vision, S&MA’s objectives must support the
Johnson Space Center’s goal to:• Lead Human Exploration
• Lead Internationally
• Excel in Leadership, Management, and Innovation
• Expand Relevance to Life on Earth
– To achieve the S&MA Directorate’s vision and to support the JSC goals, our contractor partners must provide world class skills for:
• Excellence in engineering
• A strong and influential safety culture
• Sustainability of the safety and mission assurance disciplines
Safety & Mission Assurance (S&MA) DirectorateVision and Objectives
Organizational ChartSafety & Test Operations Division
NS/Safety & Test Operations Division NS3/Safety & Mission
Assurance Office – WSTF
NS23/Analysis &Investigation Team
NS22/Systems Safety Team
NS21/Program Assessment Team
Occ & System Safety Quality EngineeringEmergency ServicesManagement SystemsAudit & Corrective Action
Procedure & Policy Occupational SafetyVoluntary Protection Program (VPP) CoordinationTraining & AwarenessProcurement
Pressure Systems Fire ProtectionConstruction SafetyFacility Risk Management
Mishap/Close Call InvestigationHazard Abatement PlanningInformation SystemsNASA Safety Reporting System Test Safety
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SOW and DRD Overview
Statement of Work (SOW)
• The Center Safety and Fire Operations Contract (CSFO) provides institutional safety and fire protection services to support the National Aeronautics and Space Administration’s (NASA) Johnson Space Center (JSC) in accomplishing its institutional safety program objectives. The Contractor specifically supports the JSC Safety and Test Operations Division
• The major functional areas of the CSFO contract are:• Contract Management • Engineering Analysis and Support• Center Institutional Safety• Fire Protection Services (Systems and Maintenance)• Emergency Action Services• Test Safety Operations• Safety Information Management• Agency Safety Training• Special Projects
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• CONTRACT MANAGEMENT• Administration and Reporting• Safety and Health• Quality • Environmental• Qualifications , Licensing and Certification
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Statement of Work (SOW) Cont’d
• ENGINEERING ANALYSIS AND SUPPORT • Engineering Analysis Requirements• Assess JSC Facility and Equipment Designs• Assess Fire Protection Equipment Designs• Develop the S&MA Project Submittal Request Report• Assess Crane Operations• Assess Explosives Safety• Provide Safety Guidance• Provide JSC-Specific Safety Training
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Statement of Work (SOW) Cont’d
Statement of Work (SOW) Cont’d
• INSTITUTIONAL SAFETY• Safety Awareness and Motivation• Safety Program Development and Evaluation• Verification Audits and Inspections• Administer Lockout/ Tagout Program• Construction Safety• Mishap Investigation
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Statement of Work (SOW) Cont’d
• FIRE PROTECTION SERVICES (SYSTEM AND MAINTENANCE)• Maintain Fire Alarm Systems• Maintain Fire Suppression Systems• Maintain Engineering Drawings and Records• Oversee Acceptance Testing and Connection of New or Modified
Systems
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Statement of Work (SOW) Cont’d
• EMERGENCY ACTION SERVICES• Interface with the Houston Fire Department (HFD) at all JSC Emergencies.• Coordinate with Other Emergency Response Organizations• Provide Escorts for Hazardous Operations• Support JSC’s Emergency Response Planning• Coordinate and Conduct Fire Drills and Other Emergency Drills• Complete Crew and Thermal Systems Division Fire Protection Operational Checklist• Coordinate the JSC Fire Warden Program• Mitigate Fire Threats Posed by Fire Protection System Outages• Maintain Fire Extinguishers
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Statement of Work (SOW) Cont’d
• TEST SAFETY OPERATIONS• Assess Test Documentation for Safety Concerns• Attend Test Readiness Reviews• Monitor Test Operations• Support the Institutional Review Board
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Statement of Work (SOW) Cont’d
• SAFETY INFORMATION MANAGEMENT• Administer and Maintain Safety Information• Maintain Security of safety Information• Provide Reports• Maintain the Safety, Health and Environmental Web Page• Develop and Maintain Safety Databases
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Statement of Work (SOW) Cont’d
• AGENCY SAFETY TRAINING– Provide safety, health, emergency planning and risk
management courses agency –wide.
• SPECIAL PROJECTS– Perform special projects as defined by the Safety and Test
Operations Division.
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Data Requirements Descriptions (DRDs)
• DRDs due with the proposal are: • Contract Management Plan • Contract Phase-in Plan• Organizational Conflict of Interest (OCI) Plan• Total Compensation Plan• Safety & Health Plan• Wage, Salary and Fringe Benefits Data
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Overview of RFPNNJ1361974R
General Information
The Final RFP was issued 11/6/13. The RFP and any amendments take precedence over this pre-proposal bulletin.
Competition: Small Business 8(a) Set Aside
NAICS Code: 541330 – Engineering Services and Size Standard: $35.5 million under the exception for Military and Aerospace Equipment and Military Weapons
Period of Performance: − Phase-In Period: 6/2/14 to 6/30/14− Base Period: 7/1/14 to 6/30/19
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Contract Type
Type of Contract: Indefinite Delivery/Indefinite Quantity (IDIQ) with Cost Plus Fixed Fee (CPFF) task orders (term form and completion form) and Firm-Fixed-Price (FFP) task orders
− IDIQ task orders issued will be priced using the established prices in B.8 and B.9
− B.3, IDIQ Maximum and Guaranteed Minimum Quantity of work – Minimum Contract Total - $100,000, NTE Maximum Contract Total $37,500,000
− The Task Order Procedures are described in Clause I.16, NFS 1852.216-80, Task Ordering Procedure
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Clauses and Provisions
When reading the RFP, note that:− Important information is contained in the SF33 and numerous
clauses and provisions that have been incorporated, via full text and/or referenced text, throughout the document
− Clauses incorporated by reference have the same force and effect as if they were included in their full text
− Section J includes documents, exhibits, and other attachments• For example, DRDs
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System for Award Management (SAM)
• The System for Award Management (SAM) is a Federal Government owned and operated free web site that consolidates the capabilities in the:
– Central Contractor Registration (CCR)/Federal Register;– Online Representations and Certifications Applications (ORCA); and– Excluded Parties List System (EPLS).
• Future phases of SAM will add the capabilities of other systems used in Federal procurement and awards processes.
• The SAM website is located at: https://staging.sam.gov/portal/public/SAM/.
• If you had an active record in the CCR database, you have an active record in SAM.
• If your company is not registered in SAM, please create an account as soon as possible. FAR 52.204-7 is included in Section L-1 of this contract, therefore registration in SAM is required for Award.
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Government Property
Under Clause G.6, NFS 1852.245-71, Installation Accountable Government Property, NASA anticipates providing:− Office Space, work area space, and utilities− Office Furniture− Computer services, including printers, facsimile services, copy
machines, and other office equipment services− Publications and blank forms stocked by the installation− Safety and Fire Protection− Medical treatment of a first aid nature− Cafeteria privileges − Building maintenance − On-site moving and hauling for office moves
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Discussions
Offeror’s initial proposal should contain the best terms from a price and technical standpoint.
The Government preference is to award without discussions, however, the Government reserves the right to conduct discussions with the highest rated offerors.
If discussions are held, the Offeror will:− have the opportunity to revise its offer and; − be requested to resubmit the SF33 with Final Proposal
Revisions (FPR) which will include clearly marked changes.
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Proposal Outline
Volume I -Technical Acceptability Management Approach, includes Management Plan, Phase-In Plan, Safety and Health Plan
and Total Compensation Plan Technical Approach includes Task Order response and narrative description
Volume II - Past Performance• Past Performance Information, and OSHA Forms 300 and 300A
Volume III- Cost/Price Proposal Templates and Price Narrative
Volume IV—Other Proposal Requirements Subcontractor Arrangement Information and Organizational Conflict of Interest (OCI) Plan
Volume V— Model Contract• Sections A-J, with all fill-ins completed, and Section K, Representations and Certifications, with
all fill-ins completed
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Performance Price Tradeoff
• As stated in Section M.4, “For those Offerors who are determined to be “Acceptable” under the Technical Acceptability Factor, tradeoffs will be made between Past Performance and Cost/Price. Past Performance is significantly more important than Cost/Price. ”
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Proposal Formatting
• In accordance with Section L.18.2, “PROPOSAL ARRANGEMENT, PAGE LIMITATIONS, COPIES AND DUE DATES”
• Offerors shall submit their proposals in accordance with those instructions. • Pages and foldouts not conforming to the definition of a page and pages
submitted in excess of the limitations specified will not be evaluated by the Government, will not be adjusted by the Government to conform to the RFP requirements, and will be returned to the Offeror.
• Pay close attention to ensure that the number of pages, page margins, font type, font size, and page size are in conformance to Section L.18.2.
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Proposal Formatting (Continued)
• Please note page limitations.— Some volumes/sections are subject to a page limitation and others are not.
• For example, in the Technical Acceptability Volume, The Contract Management Plan, Contract Phase-In, and Technical Approach documents are included in the page limit of 125 pages, while the Total Compensation Plan has no limit.
— Proposal information must be provided in the correct volume.— Proposal information in a page-limited volume or section should not be
moved to another volume/section without such page limitations.
• Non-conforming pages will be returned to the Offeror and will not be evaluated. This may affect the evaluation of the proposal. For further information review the RFP in its entirety and specifically Section L.18.2.
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Special Considerations
• NOTE TO PROSPECTIVE OFFERORS
Prospective offerors are reminded not to contact incumbent personnel (either directly or through electronic means) during duty hours or at their place of employment, as such contacts are disruptive to the performance of the current contract.
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Labor RelationsGuidelines for Responding to Labor Relations
Requirements in the RFP
Total Compensation Plan (TCP)(DRD 21)
• TCPs identify and discuss wages, salaries and fringe benefits for professional employees and non-exempt service employees for both the prime and all major subcontractors.
• The Compensation Templates (a) through (e) will be submitted in the Price volume from the prime and all major subs. (Subcontractors with an estimated annual value that exceeds $500,000 are considered major subcontractors.)– The requirement is found at FAR 52.222-46, “Evaluation of Compensation
for Professional Employees”, and in FAR 22.1103.– The TCPs for the proposed prime and major subs can be combined into one
document or submitted separately.• Be sure to include any restrictive markings with your subcontractor
TCPs.
• The TCP is due with the proposal, and is updated upon any major changes and every three years.
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References (Regulations and Clauses)
Reference Title
FAR Part 22 Application of Labor Laws to Government Acquisitions
NFS Part 22 Application of Labor Laws to Government Acquisitions
29 CFR 541 Defining and Delimiting the Exemptions for Executive, Administrative, Professional, Computer, and Outside Sales Employees
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Safety & Health Programs Guidelines for responding to Safety
Requirements in the RFP
Overview of the NASA Safety Program
• NASA safety objective is to avoid loss of life, personal injury and illness, property loss or damage, or environmental harm resulting from any of its activities and to ensure safe and healthy conditions for persons working at or visiting NASA facilities
• NASA shall comply with all applicable regulations− NASA Safety & Health requirements− Requirements of those Federal agencies with regulatory authority
over NASA such as OSHA, EPA, and DoT
• NASA requires every employee to report workplace hazards
− NASA ensures that there is no reprisal to personnel for reporting unsafe or unhealthy conditions
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Overview of the NASA Safety Program
• The NASA Safety Policy stresses the individual responsibility of each employee for their own safety and that of their co-workers. Risk within the work environment must be managed to control hazards and we strive to continuously improve workplace conditions
• The OSHA has recognized JSC as a leader in health and safety by awarding the “Star” designation level of achievement in the Voluntary Protection Program (VPP)
• As a VPP Star Site, JSC has a comprehensive and successful safety and health program, is below the national average for the industry in injury/illness rates, has demonstrated good faith in dealing with OSHA, and serves as a safety & health mentor
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What Would Be Expected of You at JSC
• All contractors performing work at JSC shall comply with all applicable safety and health regulations
• Every major onsite contractor shall have a designated safety official and shall conform to a written safety and health plan
• Safety and health approach shall follow OSHA, JSC, and VPP guidelines
• Failure to comply with safety and health requirements may result in one or more of the following - contract termination, and exclusion from future contract awards
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The Safety and Health Deliverables
Submission of detailed safety and health data as part of the proposal including: Safety & Health Plan which includes detailed
discussion of the policies, procedures, and techniques that will be used to ensure the safety and occupational health of your employees and to ensure safe working conditions throughout the performance of the contract.
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Recommendations
• Pay special attention to the miscellaneous reports contained in the body of the Safety & Health Plan (DRD 03) under Other Deliverables – includes: building fire warden roster; hazardous materials inventory; roster of terminated employees; material safety data sheets; OSHA logs; Program self evaluation.
• Review the requirements provided in JSC Safety and Health Handbook (JPR 1700.1) http://jschandbook.jsc.nasa.gov and describe how you will incorporate JSC requirements into your Safety & Health Program
• For the good of your employees and your business, take safety seriously and proactively plan to PREVENT injuries.
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Questions and Answers
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It is your responsibility to monitor the websites for release of any information regarding this procurement and downloading your own copy of this information on the CSFO website at : http://procurement.jsc.nasa.gov/csfo/
Questions regarding the RFP can be submitted to the Contracting Officer (CO) at: [email protected] or through the anonymous questions to the CO link on the CSFO website. Questions can be submitted to the CO until 5:00 PM Central Time November 19, 2013.
Official responses to written questions received by the Contracting Officer will be posted to the CSFO procurement website.
Cost and Pricing WebEx
• A Cost and Pricing WebEx will be held to provide detailed understanding and instructions on how to prepare a Cost/Price Proposal. The Cost and Pricing WebEx will be held on:
Date: November 13, 2013
Time: 9:00 am to 10:30 am Central Time.• Please contact the CO at [email protected] to
RSVP and request WebEx and audio conference log-in instructions no later than Tuesday, November 12, 2013 at 5:00 p.m. Central Time.
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And Finally....Tips for Timeliness
• For your proposal to be considered timely, your package must be delivered to the Johnson Space Center, Central Receiving, Building 420 by DECEMBER 10, 2013, 1:30 pm Central Time as stated in the RFP (see Section L.13 and L.18.2). Proposals determined to be “Late” will not be evaluated for Award.
• Review all proposal delivery instructions with your courier to stress the importance of timeliness and the proper location of delivery.– Shipping and Receiving will give your courier a receipt of
delivery.• When delivering a proposal in person, remember to deliver the
proposal through Gate 4, and not through the Main JSC Gate 1.– Directions to Gate 4 are in the proposal instructions.
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And Finally....Tips for Timeliness
• Allow sufficient time for the delivery of your proposal. – A commercial/government mail carrier may have a mechanical
breakdown or otherwise fail to deliver in a timely manner.• If you choose to deliver in person on the due date, remember that
late flights, traffic jams, and congestion in the JSC area may affect the timeliness of your proposal.
• Review the proposal instructions, coordinate with the point of contact in advance of the delivery, and ask questions if any instructions are not clear.
• Review paragraph (c)(3) of FAR 52.215-1,“Instructions to Offerors – Competitive Acquisition”.
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This concludes the Johnson Space Center Pre-proposal Bulletin for the
Center Safety and Fire Operations (CSFO) Contract
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