1 welcome to the johnson space center pre-proposal conference for the calibration and metrology...

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Welcome to theJohnson Space Center

Pre-Proposal Conference for the

Calibration and Metrology Services (CAMS) Contract

RFP No. 9-BJ4-V50-04-01P

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09:30 Registration10:00 Welcome S. Powell 10:05 RFP Overview L. Phillips

What is provided to you

10:40 Sections L & M of the RFP L. Phillips What you will provide and howit will be evaluated

11:00 Statement of Work Tasks D. Hartgerink Work to be Performed

11:15 Break S. Powell

11:30 Cost Reporting S. Powell11:45 Safety and Health S. Powell11:55 Site Tour Information S. Powell 12:00 Lunch on your own13:15 Bus Loading for Site Tours J. Jurkovskis

Agenda

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Welcome

These slides are not to be interpreted as a comprehensive description of all requirements of the solicitation

To the extent there are any inconsistencies between this briefing and the solicitation, the solicitation governs

Today’s presentation is scripted in order to avoid preferential treatment toward those attending Attendees may submit any questions in writing on forms provided at the

registration desk Responses to all written questions and a copy of this presentation will be

posted on the NASA Business Webpage in the form of an amendment to the Official RFP. There will not be handouts at this meeting. The website address is:

http://procurement.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=73

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Request for Proposal (RFP) Overview

Procuring: Calibration and Metrology Services

Competition: Small business set-aside (NAICS 541380)

Type of Contract: Cost plus fixed fee, performance-based

Contract Period: Two year base with 3 one year options

Schedule: See schedule slide

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RFP Overview (continued)

Information regarding Solicitation Contents Important information is contained in 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 important documents, such as Wage Determination Data Government-Furnished Property and Services Data Requirements

The contractor shall furnish everything else not provided by the Government required for fulfillment of the contract.

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Wage Determination Issues Federal Acquisition Regulations (FAR)

Service Contract Act - FAR 52.222-41 Requires a Department of Labor Wage Determination for

employees performing services (FAR 22.1001) Solicitation contains Wage Determination (WD) 94-2516(21) for

Harris County, TX in section J Nonunion nonexempt service employees A new Wage Determination will be incorporated annually per

DRD on the anniversary date of the contract

Wage & Fringe Benefit information submitted in the proposal must include a direct match to the appropriate wage determination


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Proposal Structure (shown in required order) Signed SF33, “Solicitation, Offer and Award” Contract Clauses, including Section K by reference Volume I “Mission Suitability”, including plans required by Data

Requirements Documents (DRDS) Volume II “Past Performance”, including Past

Performance Questionnaires sent from offerors’ references directly to NASA

Volume III “Cost”, including data required in Excel templates


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Proposal Deliveries to NASA Shall be at JSC Gate 4, Security Checkpoint Post 12 no later than

2:00 p.m. on the due dates listed in the RFP Must be coordinated with the CO Will be escorted with the offering company representative to an X-

ray point and then to the final delivery point Must be made by a U.S. citizen who will receive a temporary

“escort required” visitor’s badge


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Schedule (subject to change)

03/11/04 Questions/Comments from Pre-proposal Conference due

03/24/04 Release of the Final RFP*

04/26/04 Proposal Volume II (Past Performance) including

completed RFP Forms L-1 from offeror’s references due

05/10/04 SF33, Contract Clauses, Proposal Volumes I

and III due**

12/01/04 Phase In Start

01/01/05 Contract Start

*Questions regarding RFP due within 10 days of RFP release

**Volume III, Cost Proposal information from offerors must be received by the Defense Contract Audit Agency (DCAA) on the same date that Volume III is due to NASA


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Questions regarding the RFP Offerors must submit questions in writing to the Contracting

Officer (CO) via e-mail to [email protected] or by standard mail to the address given in Section L of the RFP

Responses to questions will be posted as an amendment to the official RFP (see slide 3 for website address)

Offerors are solely responsible for ensuring the CO acknowledges receipt of written questions


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Points of Contact: Contracting Officer:

Lisa Rea [email protected]

Installation Ombudsman*Sue GarmanDeputy Director, AdministrationMail Code: AC2101 NASA ParkwayHouston, TX 77058281-483-0490281-483-2200 fax

*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 …”


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Sections L & M of the RFP

General Proposal Content Shall be developed by offerors as instructed in RFP Section L

Use an uncompressed Arial font no smaller than 12 point Mission Suitability volume has a 95 page limit (including foldouts

that count as 2 pages each) that does not apply to plans required by Data Requirements Documents (DRDs)

Past Performance and Cost volumes have no page limit Will be evaluated by the Government as described in RFP Section M

Mission Suitability will be scored numerically and adjusted if necessary based on a Cost Realism Analysis

Past Performance will be scored adjectively Mission Suitability and Past Performance, when combined, are

significantly more important than Cost for evaluation Mission Suitability and Past Performance are approximately equal

in importance for evaluation

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Sections L & M of the RFP(continued)

Factor PointsVolume I Mission Suitability Weighted score

Technical Understanding and Resources 500Statement of Work FulfillmentTechnical Exercises

Management Approach 400Management PlanQuality PlanPhase-in Plan

Safety and Health Plan 100Volume II Past Performance Adjective scoreVolume III Cost Adjective scoreTotal 1000

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Difference (+ or -) Between Mission SuitabilityProposed and Probable Cost Point Adjustment0% to 5% 06% to 10% -5011% to 15% -10016% to 20% -15021% to 30% -200More than 30% -300


The Government will perform a Cost Realism Analysis To determine the probable cost of your proposal To determine if evaluation point adjustments are required

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Proposal Volume I - Mission Suitability (15 sections) includes: Detailed approach to accomplishing Statement Of Work tasks

Staffing and Non-Labor Resources (NLRs) required* Innovative Techniques and Efficiencies Proposed Risks identified and how you will handle them

Proposed solutions to three Technical Exercises Plans following Data Requirement Descriptions (DRDs):

Management Plan, with RFP Forms L-2, “Key Personnel Resume” – show ability to perform the required work

Quality Plan – show effectiveness of policies and processes Phase-In Plan – show successful transition to new contract Safety and Health Plan – show how safety will be ensured

*Variations from provided Standard Labor Categories (SLCs) and the Independent Government Estimate (IGE) must be justified


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Proposal Volume II – Past Performance for prime and each major subcontractor (est. value > $1M) proposed includes:

Self-assessment introductory narrative (up to one page) RFP Forms L-1 “Past Performance Questionnaire” RFP Forms L-3 “Past Performance Reference Log” Past Safety Performance including any OSHA citations in last 5 years Past Environmental Performance including any citations in last 5 years Insurance Carrier Certification Letter(s) with points of contact Quality System Experience Certifications from last 3 years Export Control Licenses and any violations in last 5 years

In accordance with FAR 15.305(a)(2)(iv) if you have no record of relevant past performance or information on your past performance is not available, you will not be evaluated favorably or unfavorably on past performance.


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Proposal Volume III – Cost includes: Cost data required by Excel templates (provided to you with the

RFP) in Section L Financial Accounting Standard (FAS) 13 Analysis Cost of Money for Facilities Capital Description of Fee Structure

The Defense Contract Audit Agency (DCAA) will review your company’s rates and business methods to verify they are adequate for performing the task


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Section C of the RFP The Statement Of Work

The Statement Of Work, or SOW states the services that the Government intends to receive under this contract.

Background: NASA JSC has maintained a calibration lab at the center since the late 1960’s. The lab has been maintained by several different contractors over the years and has moved between different NASA management organizations. The lab performs approximately 30,000 calibration operations per year on approximately 15,000 customer equipment items.

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The calibration lab contract is currently managed by the Engineering Directorate, mail code ES1.

When this contract is awarded, the calibration lab contract will be managed by the JSC Safety and Mission Assurance (S&MA) Directorate mail code NT3.

Several Data Requirement Description (DRD) documents are referenced throughout the SOW. These documents specify data products to be delivered under this contract such as management plans and performance reports.

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The calibration lab has been operating “in compliance with” ISO/IEC 17025 for several years now. This contract will require the contractor to achieve formal third-party accreditation as an ISO/IEC 17025 certified lab from an auditing body such as A2LA or NVLAP within one year of contract start.

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The contractor will operate an equipment recall system which will notify the lab’s customers when an item is near its calibration due date. The contractor will also pick-up and deliver most customer provided instrumentation to and from its customers in the local area.

Two NASA operated calibration working groups will be supported by the contractor, the Measurement Assurance Program and the Metrology and Calibration Working Group. These working groups require the presentation of technical material and travel once, or twice each year.

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Cost Reporting

NASA is required by law to maintain a financial measurement of resources used. NASA Procedures and Guidelines (NPG) 9501.2D identifies the cost reporting requirements for NASA contracts.

Training and Preparation Information for required 533 Financial Management Reporting is available in the following formats:

VHS video Instructional Handbooks and Workbook exercises

Point of Contact for training materials are available from: Primary – Sandy Gordon, 281-244-5281 Alternate – Humberto Becerra 281-483-2127

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Safety and Health

Safety and Health requirements to ensure protection of personnel, property, equipment and environment include:

NASA policies and requirements, including JPG 1700.1H “Safety and Health Handbook”

Federal, State, and local regulations for safety and health Contract requirements associated with the Statement of Work

The contractor’s approved Safety and Health Plan will be fully followed from contract start, including phase-in

If any work is performed in an unsafe manner or unsafe conditions are discovered and not corrected; the “Stop-Work Order”(FAR no.52.242-15) will be invoked

Safety comes first!

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Safety and Health(continued)

What is the “Voluntary Protection Program (VPP)? VPP… Is an Occupational Safety and Health Administration (OSHA)

program that partners OSHA with management and labor for a safer, healthier work environment

Results in injury or illness rates lower than industry average Demonstrates a commitment of management and employees Currently has over 500 sites approved by OSHA in the US

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JSC is an OSHA VPP “Star” Site All contractors at JSC will cooperate with JSC’s VPP program Safety metrics will be used to measure effectiveness

More information on VPP is available via: Department of Labor-OSHA at

http://www.osha.gov/oshprogs/vpp/ VPP Participants Association at

http://www.vpppa.org/

Safety and Health(continued)

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Site Tour

Please be in the Buildings 110/111 Parking Lot at 1:15 p.m. Site Tour leaves promptly at 1:30 p.m. Escorts will be provided for the tour Approximate time for the tour is 2 hours A Visitor Badge is required for the site tour Only two persons from each team are allowed on the tour Please no verbal questions on the tour as personnel conducting tour are

not knowledgeable on lab operations and are working from a prepared script

Please do not question current lab personnel or interrupt current lab operations

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Thank you for attending the Johnson Space Center

Pre-Proposal Conference for the Calibration and Metrology

Services Contract