1 Welcome to the Johnson Space Center Pre-Proposal Conference for the Printing and Mail Support Services (PAMSS) Contract RFP No. NNJ09275555R

1

Welcome to theJohnson Space Center

Pre-Proposal Conference for the Printing and Mail

Support Services (PAMSS) Contract

RFP No. NNJ09275555R

Welcome Remarks

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

2

Welcome Remarks (cont’d)

Today’s presentation will follow a written script in order to avoid preferential treatment toward those attending

Attendees may submit any questions in writing on forms provided at the registration desk. However, questions will not be answered today.

A copy of today’s charts along with official responses to questions will be posted on both the NAIS (EPS) PAMSS and JSC PAMSS procurement webpages

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

http://procurement.jsc.nasa.gov/pamss/3

Agenda

08:00 Registration08:30 Welcome Remarks F. Mahan Contracting Officer

D. Swanson Deputy Director, Information ResourcesT. Baugh Manager, JSC Institutional Procurement Office

09:15 S&MA Remarks W. Gremillion JSC Safety and Test Operations Chief09:30 Security W. Sings JSC Security Office09:45 RFP Overview S. Aragon Contract Specialist10:15 SOW Overview P. Dickson Contracting Officer’s Technical

J. Ross Representative (COTR) and AlternateCOTR

11:00 Proposal Instructions S. Aragon Contract Specialist Overview

11:20 Pricing Overview S. Aragon Contract Specialist11:35 Proposal Evaluation S. Aragon Contract Specialist

Overview11:45 Site Tour Overview S. Aragon Contract Specialist12:00 Lunch (on your own)12:50 Bus Loading for Tour P. Dickson

J. Ross COTR and Alternate COTR01:00 Bus Departing Gilruth03:00 Bus Returning to Gilruth4

5

Welcome Remarks

Dot SwansonDeputy Director, Information Resources

6

Opening Remarks

Procurement at JSC

Tom BaughManager, JSC Institutional Procurement Office

7

S&MA Remarks

Wayne GremillionJSC Safety and Mission Assurance

8

Security Remarks

Wayne SingsJSC Security Office

9

RFP Overview

Sylvia AragonContract Specialist

Points of Contact: Contract Specialist:

Sylvia Aragon [email protected] 281-244-5178

Printing and Mail Support Services web address: http://procurement.jsc.nasa.gov/pamss/default.asp Click on the “Anonymous Questions to Contract

Specialist” link to submit a question

10

Request for Proposal (RFP) Overview

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 …”

Installation Ombudsman: Melanie W. Saunders

Associate Director (Management), Building 1, Room 935A, telephone 281-483-0490

11

Request for Proposal (RFP) Overview

Procurement Schedule (subject to change) 1/12/09 Industry Day 3/31/09 Release Draft RFP 4/13/09 Questions/Comments from DRFP Due 6/19/09 Release Final RFP 6/22/09 Pre-proposal Conference 7/06/09 Last Date Questions will be Accepted 7/13/09 Past Performance Volume II Due 7/20/09 Proposals (Volumes I, III, IV) Due 9/02/09 Phase In (60 days) 11/02/09 Contract Start

12

RFP Overview (cont’d)


Official RFP and subsequent amendments take precedence over this conference

Competition: HubZone set-aside Period of Performance:

Estimated Phase-In Period: 9/02/09 to 11/01/09 Basic Contract: 11/02/09 to 11/01/11 Option 1-Year 3: 11/02/11 to 11/01/12 Option 2-Year 4: 11/02/12 to 11/01/13 Option 3-Year 5: 11/02/13 to 11/01/14

13


Type of Contract: Indefinite Delivery/Indefinite Quantity (ID/IQ)/Firm Fixed Price Contract with Incentive Fee Feature

An ID/IQ contract provides for acquiring services on the basis of - Direct labor hours at specified fixed hourly rates that include wages, overhead, general and administrative expenses, and profit.

Incentive Fee Feature Incentive Fee Feature based on Metrics Performance of

“meets or fails to meet” Offerors are asked to fill-in amount of fee to hold in Retainage

Pool which will be available to Contractor every 6 months on a “meets or fails to meet” basis. If the Contractor fails to meet the metrics, that portion of the fee set aside for the metric will not be paid for that period and will not be available in any other period for payment.

14

When reading the RFP, note that: Important information is contained in SF1449 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 4 includes important documents, exhibits, and other attachments

Statement of Work (SOW), Performance Standards, Wage Determination Data, Installation Accountable Government Property List, and Data Requirements, DD Form 254, Contract Security Classification Specification

1852.204-76 Security Requirements For Unclassified Information Technology Resources (DEVIATION) (MAY 2008)

1852.204-75 Security Classification Requirements (SEPT 1989)15

RFP Highlights (cont’d)


1852.237-72 Access to Sensitive Information (JUN 2005) 1852.237-73 Release of Sensitive Information (JUN 2005) JSC 52.242-94 Administrative Leave (SEPT 2008)

Central Contractor Registration Offeror responsible for updating and/or completing

company information prior to proposal submission Processing time, which normally takes 48 hours, should be

taken into consideration when registering. Offerors who are not registered should consider applying for registration immediately upon receipt of this solicitation

Contractor is responsible for the accuracy and completeness of the data within the CCR database, and for any liability resulting from the Government’s reliance on inaccurate or incomplete data16

Government Furnished Equipment/Facilities/Services Installation Accountable Government Property – Listed in

Section 4, Attachment 4.4, Government will provide Work Space—Bldg 227 IT Support— workstations and telephones for personnel Miscellaneous Services—on-site services (cafeteria, recreation

center, etc.)

17



Wage Determination Information

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

nonexempt employees performing services (FAR 22.1001) Establishes the minimum Wages & Fringe Benefits

Solicitation contains Wage Determination (WD): WD 2005-2516 Rev 8 - Harris County, TX

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

for nonexempt employees must include a direct match to the appropriate wage determination

18


It is the intent of the Government to award without discussions

Offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint

The Government reserves the right to conduct discussions If discussions are to be held, those offerors who have made

it to competitive range will: Enter Discussions and have opportunity to correct weaknesses Be requested to resubmit the SF1449 with Final Proposal

Revisions (FPR) which will include clearly marked changes

19

Proposal Overview

Proposal Structure Acknowledgment of receipt of all amendments Volume I – Mission Suitability

A. Technical Understanding Subfactor Technical Understanding of Statement of Work (SOW) Protection of Sensitive Information Risk management Training Sample Task Orders should reflect an understanding of the

above B. Management Subfactor

Management Approach Phase-In Staffing, Compensation, Recruitment, and Retention

C. Safety Subfactor20

Proposal Overview (cont’d)

Volume II—Past Performance RFP Attachment 6-1 : Past Performance References

Volume III—Cost Other than Certified Cost and Pricing Data

Templates for submitting cost data provided in Sec. 6

Volume IV— Model Contract SF1449 Contract Clauses (Sections 1-4 and Section 7) Section 9 Representations and Certifications21


Proposal Delivery Procedures: Volume II - Past Performance and Reference

Information Volume II MUST be received at JSC by 4:00 p.m. CDT

July13, 2009

Volume I - Mission Suitability, Volume III - Cost/Price, Volume IV – Signed Model Contract and acknowledgement that all amendments have been received

MUST be received at JSC by 4:00 p.m. CDT July 20, 2009

22


Proposal Delivery Procedures: U.S. Mail must reach 2101 NASA Parkway, Attn:

BJ2/Sylvia Aragon Commercial carrier or hand carried must reach 1100 NASA

Parkway, Room 555 by 4:00 p.m. CDT July 20, 2009 For hand deliveries:

Deliveries should be coordinated with Sylvia Aragon beforehand

Proposals MUST be delivered to 1100 NASA Parkway, Room 555 no later than 4:00 p.m. CDT July 20, 2009

23

Have a question on Official RFP? Offerors may submit written questions to the Contract

Specialist, Sylvia Aragon, or Anonymous Questions link via the JSC PAMSS website no later than 7/6/09.

Responses to written questions will be posted on the NAIS (EPS) PAMSS and JSC PAMSS webpages

Offerors are solely responsible for ensuring the Contracting Officer/Contract Specialist acknowledges receipt of all written questions (e.g., reply via e-mail)

No verbal questions will receive an official response from the Government

24

Communications

25

SOW Overview

Pat DicksonContracting Officer’s

Technical Representative

CURRENT CONTRACT: 2 Shift operation – 5 days a week Staff

1 Project Manager/Supervisor 8 Reproduction Specialists 1 GPO Specialist 1 Control Clerk 1 System Analyst

26

SOW : DUPLICATING AND PRINTING SYSTEMS

SOW : DUPLICATING AND PRINTING SYSTEMS

Equipment used in printing that is furnished by the Government and maintained by the Government (3) Xerox DocuTech 6180 (3) Xerox DocuColor 8000AP (1) Xerox 4112 (4) Xerox Freeflow Make-Ready (workstations & software) (7) Xerox Freeflow Print Controllers/Print Servers (formerly

know as DocuSP)

All of the above Xerox equipment was procured last year.

27

SOW: DUPLICATING AND PRINTING SYSTEMS

Equipment used in printing that is furnished by the Government

(1) *CP Bourg BST10+d Booklet-maker w/10 bin stacker (1) *Pitney Bowes FD500 Tabletop Folder (1) *GBC 4500 Pro Series Laminator (1) *GBC Magnapunch (1) *GBC PB2600 Binder (1) *Champion 305 XG Paper Cutter (1) Challenge MS10A Paper Drill (1) *Interlake SA 7/8 Stitcher (1) Padmaster 2000 Padder

* Contractor Maintained – cost for year one all listed in Section 4, Attachment 4.4 for use in developing price28


WorkflowWork orders (JF31) are submitted electronically through the email system. Products to be produced can be submitted either in hardcopy or electronic format. Electronic files are put on the printshop server by the requestor. Work orders are retrieved by the work control clerk who then schedules the work to be done or contacts the customer to negotiate a new due date. Once the job is complete, it is sent back to the work control area where it is logged as completed. Work control will then follow the instructions on the JF31 as to whether the job will be picked up, mailed, delivered by transportation or sent to the distribution area.

29


TrendsFY 2008 – 31.5M impressionsFY 2007 – 25.5M impressionsFY 2006 – 21M impressionsFY 2005 – 25.7M impressions

30


•Government Printing Office (GPO) By law, the GPO is the only source that can be used for

outside printing. Examples of jobs that are sent to GPO are 4-color process,

anything larger than 12” x 18”, perfect binding, tags, NCR forms, promotional items and DVD’s. Basically anything that cannot be produced with the current list of equipment.

GPO has contracts with print companies that do routine work for the GPO. Jobs can be sent directly to these vendors. A GPO form 2511 will accompany these jobs.

Jobs that cannot be done in house or by GPO are sent to Dallas GPO via a Standard Form 1.

For more information about the GPO go to www.gpo.gov31


Impressions Performance MetricsAll printing requests should be completed within the customers due date unless workload requires negotiating due dates. Negotiated due dates must be annotated on the work order. 60% of all requests should be completed within 3 working days. Quality standard is GPO Level III. Definition of GPO Level III found in the GPO document in the Technical Library under Standards: Contract Term - Quality Assurance through Attributes Program (QATAP). No more than 5% rejected by customer. Customer satisfaction surveys should yield an average of 95% or above and no responses below good. Surveys will be based on a 5 point ranking from excellent to poor.

32


33


34


35


36


37

Statement of Work

ALTERNATE CONTRACTING OFFICER’S TECHNICAL

REPRESENTATIVE

Joeva Ross

38

SOW: MAIL AND DISTRIBUTION

39

NEW CONTRACT:1 Shift Operation – 5 days a week


Equipment used in mail and distribution that is furnished by the Government

(2)* Pitney Bowes postage metering machines 1 Neopost AS226P addressing machine (1)*1 ESCAN x-ray machine (1)* Sterilgard III biological hazard cabinet (4) String tie machines (3)* Plastic loop tie machines 1 Truck 3 Vans* Contractor Maintained – See Section 4, Attachment 4.4 for

prices to be used in developing price proposal40


Workflow Pick up and deliver official mail from the local USPS twice daily

(7a.m. & 4 p.m.) Pick up special service mail from the local USPS (postal

express, registered, certified and insured) 11a.m. Screen and X-ray all incoming mail to the Center Provide Center-wide mail processing, pickup and delivery

routes Provide courier service Advise and assist customers Wrap official packages and prepare for mailing Distribute printed documents & information to on & offsite

customers and other NASA Centers41


Trend – Incoming & Outgoing Pieces FY 2008 – 6.8M FY 2007 – 6M FY 2006 – 5.4M FY 2005 – 6.3M

42


Categories of mail First Class Priority Registered Certified Insured Postal Express

Federal Express Courtesy to the JSC Transportation Department

43


Compliance US Postal Service domestic mail regulations and

international mail regulations NASA regulations JSC Mail Handling procedures (JSC Mail Security Plan -

JSC 29830, JSC Mail Services Guide - JSC-26809) 1852.204-75 Security Classification Requirements (SEPT

1989) 1852.204-76 Security Requirements for Unclassified

Information Technology Resources (DEVIATION) (MAY 2008)

44


Performance Metrics Accurate (5% error per performance period max.)

processing of mail and distribution. Mail delivery within 24 hours of receipt. Outgoing mail prepared in accordance with US Postal Service Domestic Mail Regulations and NASA and JSC Mail Handling Procedures, and processed within 24 hours of receipt. Local post office storage limits for NASA mail shall not be exceeded. Customer satisfaction surveys should yield an average of 90% or above. Surveys will be based on a 5 point ranking from excellent to poor45

46



47


48


49


50

51

Proposal Instructions Overview


Section 6 - Proposal Instructions

52

Section 6 provides essential information about what to include in your proposal and how to organize the information Proposals should demonstrate overall understanding of requirements

& convey your companies capabilities Do not simply repeat the statement of work Proposals should include 4 volumes

Volume I – Mission Suitability Technical Approach, Management Plan, and Safety and Health Plan

will be attachments to this volume Volume II – Past Performance

Provide questionnaires to 3-5 references to be returned to the Contract Specialist.

Offerors are responsible to ensure Point of Contacts are correct and that any reference questionnaires are submitted directly to the Government.

Volume III – Cost Volume IV – Model Contract

Section 6 - Proposal Instructions (cont’d)

Volume I – Mission Suitability Technical Approach

Detailed approach to accomplishing each SOW item Innovation, when substantiated, is good Include skill mix and staffing.

Sample Task Order should reflect understanding of SOW, any innovations proposed, and proposed skill mix and staffing

Overall Management Approach Attachments:

Management Plan Phase-In Plan Safety and Health Plan DD Form 254, Contract Security Classification Specification

53


Volume II – Past Performance Send Reference forms (Sec 6.15, Attachment 6-1) on three

recent contracts (3-5 years) Government contracts are preferred but not mandatory Your references must complete the forms and send them to NASA

directly by the cutoff date (this is your responsibility) If you propose a joint venture, provide the same information for

each team member or subcontractor company Provide on the first page of Sec 6, Attachment 6-1:

Company names, addresses, and point of contact information for the three references mentioned above

54


Volume III – Cost Carefully follow all cost/pricing instructions included in

Section 6 Use Excel spreadsheets provided for reporting of cost data See Government Standard Labor Categories and map your

labor categories to this list

Volume IV – Model Contract Three (3) original signed Standard Form 1449’s Sections 1-8, with all fill-ins completed Section 9, Representations and Certifications with all fill-ins

completed

55

56

Pricing Overview


57

Proposal Evaluation Overview

Evaluation Factors for Award Mission Suitability Factor

Technical Approach 600 Points

Management Organization and Approach 200 Points Safety and Health 200

Points Past Performance Factor Price Factor

“Mission Suitability and Past Performance when combined are significantly more important than price. Mission Suitability and Past Performance are approximately equal in importance.”58

Section 6 - Evaluation Factors

Technical Approach

Effectiveness, efficiency, soundness, and thoroughness to demonstrate understanding the operational requirements of the contract, including understanding the SOW

Protection of sensitive information, risk management, training, and other relevant information provided by the Offeror

Offeror’s ability to demonstrate competence in its ability to perform the SOW requirements.

Innovations and efficiencies proposed

59

Section 6 - Evaluation Factors (cont’d)

Management Organization and Approach Overall management approach and organization Approach for the Management Plan, Phase-In Plan,

Compensation Plan, Teaming Arrangement, and Security Level of Clearance

60


Effectiveness and Compliance proposed Safety and Health Plan

61


Past Performance Factor will be evaluated based on the following:

Reference information submitted to NASA on Sec 6, in Attachment 6-1

References contacted directly by NASA Other information NASA obtains, such as information from the

Government-wide past performance database

Adjective score will be assigned to Past Performance

62


Price Factor will be evaluated based on the following: Fully loaded rates as applied to Sample Task Orders

- including Task Order Pricing Templates

63


Site Tour

Please be at the front of the Gilruth Center at 12:50 p.m.

Site Tour leaves promptly at 1:00 p.m.

Approximate time for the tour is 2 hours.

Badge required for site tour.

Maximum of three representatives (U. S. citizens) from each company.

64

65

Thank you for attending the Johnson Space Center

Pre-Proposal Conference for the Printing and Mail

Support Services (PAMSS)

Documents

1 Welcome to the Johnson Space Center Pre-Proposal Conference for the Printing and Mail Support Services (PAMSS) Contract RFP No. NNJ09275555R