PRELIMINARYPRELIMINARY Industry Briefing Facilities Operations Operations Repair and Maintenance ( FORM ) Procurement October 11, 2002

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Industry BriefingIndustry Briefing

FacilitiesFacilities OperationsOperations

Repair andRepair andMaintenance Maintenance

( FORM )( FORM )ProcurementProcurement

October 11, 2002October 11, 2002

10/10/2002 11:07 AM FORM Industry Briefing Slide 2

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Industry BriefingIndustry Briefing

on theon the

FACILITIES OPERATIONS, REPAIR & FACILITIES OPERATIONS, REPAIR & MAINTENANCE (FORM)MAINTENANCE (FORM)

procurementprocurement

NASA Glenn Research CenterNASA Glenn Research Center

21000 Brookpark Road21000 Brookpark Road

Cleveland, OhioCleveland, Ohio

Building #3 (Administration Bldg.)Building #3 (Administration Bldg.)

9:00am - 3:00pm 9:00am - 3:00pm

October 11, 2002October 11, 2002


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AgendaAgenda

Badging & Sign In (Front Gate & Bldg #3 lobby)Badging & Sign In (Front Gate & Bldg #3 lobby) 8:30 – 9:008:30 – 9:00

Welcoming RemarksWelcoming Remarks Rick DanksRick Danks 9:00 – 9:309:00 – 9:30

Contract OverviewContract Overview Mark MantheyMark Manthey 9:30 – 10:159:30 – 10:15

(BREAK 10:15 - 10:30)(BREAK 10:15 - 10:30)

Solicitation OverviewSolicitation Overview Mark MantheyMark Manthey 10:30 – 11:1510:30 – 11:15

MP2 ReviewMP2 Review Brad KaustinenBrad Kaustinen 11:15 – 11:3011:15 – 11:30

Award TermAward Term Lynn IrvineLynn Irvine 11:30 – 11:4511:30 – 11:45

(LUNCH 11:45 - 1:00)(LUNCH 11:45 - 1:00)

Systems ReviewsSystems Reviews Lynn IrvineLynn Irvine 1:00 – 1:301:00 – 1:30

Tour of GRC FacilitiesTour of GRC Facilities Phil KallPhil Kall 1:30 – 3:001:30 – 3:00

Closing RemarksClosing Remarks Mark MantheyMark Manthey 3:00 – 3:15 3:00 – 3:15

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Welcoming RemarksWelcoming RemarksOverview and ExpectationsOverview and Expectations

Rick DanksRick Danks

Deputy Chief, Facilities and Test Engineering Deputy Chief, Facilities and Test Engineering DivisionDivision


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Welcome to the Welcome to the John H. Glenn Research CenterJohn H. Glenn Research Center

Color Picture of GRCColor Picture of GRC


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• FTED assures safe and reliable infrastructure FTED assures safe and reliable infrastructure to support the research and business mission to support the research and business mission of GRCof GRC

• Among our goals are minimizing costs of test Among our goals are minimizing costs of test services and to assure viable facilities to services and to assure viable facilities to meet customer requirementsmeet customer requirements

We enable the mission by providing:We enable the mission by providing:

• Uptime for equipment (aka reliability & Uptime for equipment (aka reliability & availability)availability)

• A productive & safe work environmentA productive & safe work environment

What is This Procurement About?What is This Procurement About?

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A Little Bit of GRC A Little Bit of GRC Maintenance Performance Maintenance Performance

HistoryHistory


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GRC BMAR Trend - Actual

$0

$20

$40

$60

$80

$100

$120

$140

FY 98 FY 99 FY 00 FY 01 FY 02

$ M

illi

on

Revised 09/04/02

GRC Metrics:GRC Metrics:Backlog of Maintenance and RepairBacklog of Maintenance and Repair


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GRC PT&I Performed/Scheduled

50

60

70

80

90

100

FY 98 FY 99 FY 00 FY 01 FY 02

Pe

rce

nta

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GRC Metrics: GRC Metrics: Predictive Testing & Inspection CompletionPredictive Testing & Inspection Completion


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GRC Percent Unplanned Repair of Total Maintenance Funding

0

10

20

30

40

50

FY 98 FY 99 FY 00 FY 01 FY 02

Pe

rce

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To

tal M

&R

GRC Metrics:GRC Metrics:

Unplanned Maintenance %Unplanned Maintenance %


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GRC Trouble Calls

3000

3500

4000

4500

5000

5500

6000

6500

7000

7500

FY 98 FY 99 FY 00 FY 01

FY

Qu

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tityFTED Metrics:FTED Metrics:Trouble CallsTrouble Calls


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FTED P/S Costing Performance

$0

$2,000

$4,000

$6,000

$8,000

$10,000

$12,000

$14,000

$16,000

$18,000

FY 98 FY 99 FY00 FY01 FY 02

Fiscal Year

$ k

Cost Target

FTED Metrics:FTED Metrics:Program Support Costing PerformanceProgram Support Costing Performance


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GRC % On Time Starts

80

85

90

95

100

FY 98 FY 99 FY 00 FY 01 FY 02Fiscal Year

PE

RC

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TFTED Metrics:FTED Metrics:On Time StartsOn Time Starts


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Test Hours

0

2,000

4,000

6,000

8,000

10,000

12,000

14,000

FY 98 FY 99 FY 00 FY 01Fiscal Year

Ho

urs

Test Hours Run

Test Hours Scheduled

Courtesy HoursCPS Test Delay Hours

FTED Metrics:FTED Metrics:Research Test HoursResearch Test Hours


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Maintenance & Repair OVERALL CUSTOMER RATING

0

0.5

1

1.5

2

2.5

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3.5

4

4.5

5

5.5

JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

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- 5

FTED Metrics:FTED Metrics:Customer SatisfactionCustomer Satisfaction

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Agency Maintenance Metric Agency Maintenance Metric TrendsTrends

How Does GRC Measure Up?How Does GRC Measure Up?


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Agency BMAR Trend

0

25

50

75

100

125

150

175

200

FY 98 FY 99 FY 00 FY 01 FY02

$ M

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Code MCode RCode Y/S

GRC

Agency Metrics:Agency Metrics:Backlog of Maintenance and RepairBacklog of Maintenance and Repair


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AGENCY BREAKDOWN REPAIR % TOTAL M&R COSTS

0

10

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30

40

50

60

FY 98 FY 99 FY 00 FY 01 FY02

PE

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T

Code MCode RCode U/S

GRC

Agency Metrics:Agency Metrics:% Breakdown Repair Costs% Breakdown Repair Costs


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Maintenance Funding % of CRV

0.0

0.5

1.0

1.5

2.0

2.5

3.0

FY 98 FY 99 FY 00 FY 01 FY02

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2-4% NRC Threshhold

GRC

Agency Metrics:Agency Metrics:Maintenance & Repair $ v.s. % CRVMaintenance & Repair $ v.s. % CRV


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Facility Complexity Index

100

200

300

400

500

600

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800

900

1000

1100

FY 98 FY 99 FY 00 FY 01 FY02

$ C

RV

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GRC

Agency Metrics:Agency Metrics:Complexity Index ( $ CRV / Sq Ft)Complexity Index ( $ CRV / Sq Ft)


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Maintenance Funding per Sq. Ft.

$0

$2

$4

$6

$8

$10

$12

FY 98 FY 99 FY 00 FY 01 FY02

$/S

q. F

t.


GRC

Agency Metrics:Agency Metrics:Maintenance Funding/Sq FtMaintenance Funding/Sq Ft


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We are interested in those who can:We are interested in those who can:

• Maintain, enhance, or improve our Maintain, enhance, or improve our performance & effectiveness as performance & effectiveness as demonstrated by the metricsdemonstrated by the metrics

• Demonstrate they can exceed our Demonstrate they can exceed our expectationsexpectations

• Be proactively responsive and customer Be proactively responsive and customer focusedfocused

What are we Looking for?What are we Looking for?


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GRC has a legacy & reputation for GRC has a legacy & reputation for outstanding facilities operation & outstanding facilities operation &

maintenancemaintenance

We intend to keep both at a high levelWe intend to keep both at a high level

In SummaryIn Summary


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Enjoy your time with us and….

Have Fun!

Last…

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Contract OverviewContract Overview

Mark MantheyMark Manthey

(Contracting Officer)(Contracting Officer)


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The IFORM Contract The IFORM Contract

Contract No.:Contract No.: NAS3-98030NAS3-98030Contractor:Contractor: Call Henry, IncCall Henry, IncContract Period:Contract Period: March 1, 1998 – February 28, March 1, 1998 – February 28,

20032003Services:Services: PM, PT&I, Operations, Roads & PM, PT&I, Operations, Roads &

Grounds, and Service and Repair Grounds, and Service and Repair CallsCalls

Set-Aside Status:Set-Aside Status: Small BusinessSmall BusinessContract ValueContract Value FFP~$6.4M/yearFFP~$6.4M/year

IDIQ~$2.5M/yearIDIQ~$2.5M/yearContract type:Contract type: Firm Fixed Price + FP OrdersFirm Fixed Price + FP Orders


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What’s New?What’s New?

1. New FFP item, “Minor Service 1. New FFP item, “Minor Service

Requests”Requests”

2. “Award Term” Feature2. “Award Term” Feature

3. Eliminated “Performance Requirements3. Eliminated “Performance Requirements

Summary”Summary”

4. All Government Equipment Phased Out4. All Government Equipment Phased Out


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FORM Contract StructureFORM Contract Structure

•Clauses & Provisions, or “Boilerplate” Clauses & Provisions, or “Boilerplate” (63 (63 pages)pages)

• Solicitation/Offer/Award Form (SF33)Solicitation/Offer/Award Form (SF33)• Contract Clauses (Sections B through J)Contract Clauses (Sections B through J)• Solicitation Provisions (Section K, L & M)Solicitation Provisions (Section K, L & M)

•Statement of Work (Section C) Statement of Work (Section C) (89 pages)(89 pages)

• General Requirements (C1 through C7)General Requirements (C1 through C7)• Operations and Maintenance (C8 through Operations and Maintenance (C8 through

C17)C17)

•Maintenance Checklists Maintenance Checklists (175 pages)(175 pages)

•Equipment Lists Equipment Lists (535 pages)(535 pages)

•Other AttachmentsOther Attachments


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Categories of ServicesCategories of Services

1.1. Recurring ServicesRecurring Services• Firm Fixed PriceFirm Fixed Price• Specified Quantities of Equipment, Specified Quantities of Equipment,

SystemsSystems2.2. IDIQ (Indefinite Delivery/Indefinite Quantity) IDIQ (Indefinite Delivery/Indefinite Quantity)

ServicesServices• Fixed Pricing RatesFixed Pricing Rates

o Burdened hourly ratesBurdened hourly rateso Equipment & Material mark-ups Equipment & Material mark-ups onlyonly

• Fixed Price Delivery OrdersFixed Price Delivery Orders• $250K minimum, $3.5M maximum $250K minimum, $3.5M maximum

annuallyannually


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Types of Recurring ServicesTypes of Recurring Services

• 154 Preventative Maintenance 154 Preventative Maintenance RequirementsRequirements

• 12 Predictive Testing & Inspection 12 Predictive Testing & Inspection RequirementsRequirements

• 15 Operations Requirements15 Operations Requirements• Minor Service RequestsMinor Service Requests

• Less Than $400 EachLess Than $400 Each• ~ 600 Per Year~ 600 Per Year

• Trouble CallsTrouble Calls• Less Than $2,000 EachLess Than $2,000 Each• ~6400 Per Year~6400 Per Year


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““Variation in Quantities” ClauseVariation in Quantities” Clause

• Limits Quantity Variations Which Require Limits Quantity Variations Which Require Contract ChangesContract Changeso Accommodates Vast Majority of Equipment Accommodates Vast Majority of Equipment

ChangesChangeso Triggers Price Revision for Quantity Triggers Price Revision for Quantity

Variations of 10% or MoreVariations of 10% or More

• Applicable to All Recurring Services Applicable to All Recurring Services ExceptExcept Operations Operations


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““Variation in Quantities” Clause Variation in Quantities” Clause (cont’d)(cont’d)

• Mechanics of AdjustmentMechanics of Adjustment1.1. Baseline Quantities Established During Baseline Quantities Established During

Phase-in.Phase-in.2.2. Actual Quantities Continually Reflected Actual Quantities Continually Reflected

in CMMS in CMMS (e-mail notification of changes)(e-mail notification of changes)

3.3. Actual vs. Baseline Quantities Actual vs. Baseline Quantities Determined AnnuallyDetermined Annually

4.4. Price Revision Based on Unit Prices Price Revision Based on Unit Prices (Adjusted per Clause B.2)(Adjusted per Clause B.2)


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Types of IDIQ RequirementsTypes of IDIQ Requirements

• Replacement of Obsolete ItemsReplacement of Obsolete Items

• Repairs to Existing EquipmentRepairs to Existing Equipment

• Changes to Existing SystemsChanges to Existing Systems

• Miscellaneous Service RequestsMiscellaneous Service Requests

• Completion of <$2000 Trouble CallsCompletion of <$2000 Trouble Calls


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Delivery Order Process Delivery Order Process

1.1. Requirement IdentificationRequirement Identification– Government Planned ItemGovernment Planned Item– Contractor Identification During ServicingContractor Identification During Servicing

2.2. Contractor Notified of IDIQ Requirement Contractor Notified of IDIQ Requirement via CMMSvia CMMS

3.3. Contractor Proposes Firm Fixed PriceContractor Proposes Firm Fixed Price– Uses Fixed Pricing Rates (Labor, Mark-ups)Uses Fixed Pricing Rates (Labor, Mark-ups)– Provides Supporting Cost DataProvides Supporting Cost Data

4.4. Price Accepted, Negotiated, Price Accepted, Negotiated, oror Rejected Rejected5.5. Delivery Order Issued Delivery Order Issued ifif Agreement Agreement

Reached on PriceReached on Price


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Delivery Order Process (continued) Delivery Order Process (continued)

• 10-Day Contractor Response Will Be 10-Day Contractor Response Will Be

RequiredRequired

• Magnitude of IDIQ RequirementsMagnitude of IDIQ Requirements

• ~ 650 Orders Annually~ 650 Orders Annually

• 11stst FY Quarter “Valley” FY Quarter “Valley”

• 44thth FY Quarter Peak FY Quarter Peak

• No Separate Recovery of Estimating No Separate Recovery of Estimating

CostsCosts

• ~85% of Work Estimated is Ordered~85% of Work Estimated is Ordered


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Performance-Based AspectsPerformance-Based Aspects

1.1. Performance Standards (SOW Section Performance Standards (SOW Section C3)C3)– QualityQuality

• WorkmanshipWorkmanship• Compliance with Codes and StandardsCompliance with Codes and Standards• MaterialsMaterials• CleanlinessCleanliness

– TimelinessTimeliness• Service Call Response TimeService Call Response Time• IDIQ Proposal Response TimeIDIQ Proposal Response Time• Adherence to PM/PT&I ScheduleAdherence to PM/PT&I Schedule

– DocumentationDocumentation• NotificationsNotifications• CMMS ReportingCMMS Reporting

– Customer SatisfactionCustomer Satisfaction


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Performance-Based Aspects Performance-Based Aspects (continued)(continued)

2.2. Government RemediesGovernment Remedies– Require Contractor Correction or Re-Require Contractor Correction or Re-

performanceperformance– Reduce Price = to Reduced ValueReduce Price = to Reduced Value– Assess Cost of Re-performance by Third Assess Cost of Re-performance by Third

PartyParty

3.3. Unit Prices Unit Prices – Basis for Determining Price ReductionsBasis for Determining Price Reductions– Needed for Each Contract RequirementNeeded for Each Contract Requirement– Required For Each Contract RequirementRequired For Each Contract Requirement– Must Sum to Firm Fixed PricesMust Sum to Firm Fixed Prices


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Period of Performance Period of Performance

• 45-day Phase-in Period (begins at 45-day Phase-in Period (begins at contract award)contract award)

• Projected Contract Start Date of May 12, Projected Contract Start Date of May 12, 2003*2003*

• Three-Year Base PeriodThree-Year Base Period• Two One-year Government Option Two One-year Government Option

PeriodsPeriods• Five One-year “Award Term” PeriodsFive One-year “Award Term” Periods• Maximum of 10 yearsMaximum of 10 years * contingent on adjustment of existing contract * contingent on adjustment of existing contract

expiration datesexpiration dates


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Billing & PaymentsBilling & Payments

• Separate Invoices for Recurring Separate Invoices for Recurring Services & IDIQ ServicesServices & IDIQ Services

• Recurring ServicesRecurring Services• Semi-monthly Payments Semi-monthly Payments • 1/241/24thth of Annual Firm Fixed Price of Annual Firm Fixed Price

• IDIQ ServicesIDIQ Services• Monthly paymentsMonthly payments• Itemized by Itemized by CompletedCompleted Delivery Delivery

OrderOrder• Payment Within 30 Calendar DaysPayment Within 30 Calendar Days


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Government Furnished ItemsGovernment Furnished Items

• Office SpaceOffice Space• Existing FurnitureExisting Furniture• All Utilities, Network ConnectionsAll Utilities, Network Connections

• Shop SpaceShop Space• Storage AreasStorage Areas

• Building 107Building 107• Building 208 (2/3 of space)Building 208 (2/3 of space)

• Shop EquipmentShop Equipment• Grounds Maintenance EquipmentGrounds Maintenance Equipment• Residual Small Tools & MaterialsResidual Small Tools & Materials


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Government Property Management Government Property Management

1.1. Contractor Liable for Loss or Damage Contractor Liable for Loss or Damage (Other Than Wear and Tear) (Other Than Wear and Tear)

2.2. Contractor Responsible for Contractor Responsible for Maintenance and RepairMaintenance and Repair

3.3. ““Special Purpose” Equipment (EMCS)Special Purpose” Equipment (EMCS)– Government Responsible for UpgradesGovernment Responsible for Upgrades– Contractor Responsible for Operation and Contractor Responsible for Operation and

Maintenance Maintenance


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Contractor Furnished ItemsContractor Furnished Items

• Office Equipment (copiers, fax machines, etc.)Office Equipment (copiers, fax machines, etc.)

• Information Technology Equipment & ServicesInformation Technology Equipment & Services

• Must Use ODIN for Network, Phone Line AccessMust Use ODIN for Network, Phone Line Access

• Optional ODIN Use for HardwareOptional ODIN Use for Hardware

• Contractor Personnel TransportationContractor Personnel Transportation

• Replacement of Government Equipment Replacement of Government Equipment

• Material Receiving, Hauling ServicesMaterial Receiving, Hauling Services


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Security ClassificationSecurity Classification

• Contract Classified “Secret”Contract Classified “Secret”

• Classification Due to Work on Security Classification Due to Work on Security

SystemsSystems

• Requires Contractor Facility ClearanceRequires Contractor Facility Clearance

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BreakBreak

10:30 – 10:4510:30 – 10:45


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Solicitation OverviewSolicitation Overview


(Procurement Officer)(Procurement Officer)


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Small Business Set-AsideSmall Business Set-Aside

1.1. SBO Wants to Maintain PrecedentSBO Wants to Maintain Precedent

2.2. NAICS Code is 561210, “Base NAICS Code is 561210, “Base Maintenance”Maintenance”

3.3. Size Standard is $23 million/yearSize Standard is $23 million/year

4.4. Prime Must be Small, Perform Prime Must be Small, Perform 50% or More of Labor Effort50% or More of Labor Effort

5.5. SB Prime Must Manage ContractSB Prime Must Manage Contract


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Proposal PreparationProposal Preparation

• Three VolumesThree Volumes

I.I. Mission SuitabilityMission Suitability

II.II. PricesPrices

III.III. Past PerformancePast Performance

• Printed and Electronic Printed and Electronic

VersionsVersions

• Completed Contract Completed Contract

Document Document


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Proposal Size Limitations!Proposal Size Limitations!

1.1. Mission Suitability Volume - 75 PagesMission Suitability Volume - 75 Pages– Page Size LimitationsPage Size Limitations

• Margins SpecifiedMargins Specified• Font Size LimitationFont Size Limitation• Limited ExceptionsLimited Exceptions

– Strictly EnforcedStrictly Enforced

2.2. Past Performance Oral PresentationPast Performance Oral Presentation– Chart Size LimitationsChart Size Limitations– 90-minute Limit90-minute Limit– Past Performance Info OnlyPast Performance Info Only


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Proposal Submission DatesProposal Submission Dates

1.1. Past Performance (Volume III) Due Past Performance (Volume III) Due Monday, Dec 2Monday, Dec 2ndnd

– Easier to PrepareEasier to Prepare– Applies to Charts and QuestionnairesApplies to Charts and Questionnaires– Allows Government to Prepare for OralsAllows Government to Prepare for Orals

2.2. Other Volumes Due Monday, Dec 16Other Volumes Due Monday, Dec 16thth

3.3. Direct Delivery to SEC FacilityDirect Delivery to SEC Facility


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Volume I - Mission SuitabilityVolume I - Mission Suitability

Scored SubfactorsScored Subfactors

1.1. Quality ControlQuality Control

2.2. Management and Key PersonnelManagement and Key Personnel

3.3. Understanding the RequirementsUnderstanding the Requirements

4.4. Safety and HealthSafety and Health


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Quality ControlQuality Control

InstructionInstruction1.1. Service CallsService Calls

– Annual VolumeAnnual Volume– TimelinessTimeliness– Quality Quality

2.2. Operations, PM, PT&IOperations, PM, PT&I– Ops Requirements Ops Requirements

PerformedPerformed– Checklists FollowedChecklists Followed– PM/PT&I SchedulesPM/PT&I Schedules– Work StandardsWork Standards

EvaluationEvaluation1.1. Service CallsService Calls

– Completeness of Completeness of PlanPlan

– Compliance With All Compliance With All StandardsStandards

2.2. Operations, PM, PT&IOperations, PM, PT&I– 100% Operational100% Operational– Would Checklists be Would Checklists be

Followed?Followed?– Schedule AdherenceSchedule Adherence– Expected QualityExpected Quality


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Quality Control (continued)Quality Control (continued)

InstructionInstruction

3.3. Inventory ControlInventory Control– AvailabilityAvailability– QualityQuality

4.4. Reporting/Reporting/CommunicationCommunication– CMMS InputCMMS Input– Customer Customer

CommunicationCommunication– Inspection Inspection

RecordsRecords

EvaluationEvaluation3.3. Inventory ControlInventory Control

– Potential Work Delays Potential Work Delays

4.4. Reporting/Reporting/CommunicationCommunication– Currency of DataCurrency of Data– Ease of Access to Status Ease of Access to Status

InformationInformation– Impact on Government Impact on Government

QA BurdenQA Burden


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Quality Control (continued)Quality Control (continued)

InstructionInstruction5.5. Delivery OrdersDelivery Orders

1.1. Price EstimatingPrice Estimating2.2. TimelinessTimeliness3.3. QualityQuality

6.6. Workforce Workforce QualificationsQualifications1.1. Necessary Skills, Necessary Skills,

KnowledgeKnowledge2.2. MotivatorsMotivators

EvaluationEvaluation5.5. Delivery OrdersDelivery Orders

1.1. Promptness of Promptness of QuotesQuotes

2.2. Assurance of Price Assurance of Price ReasonablenessReasonableness

3.3. Adherence to Stds.Adherence to Stds.

6.6. Workforce Workforce QualificationsQualifications– Certifications Certifications

CurrentCurrent– Awareness of Awareness of

Req’sReq’s– Level of MotivationLevel of Motivation


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Management and Key PersonnelManagement and Key Personnel

InstructionInstruction1.1. Phase-In PlanPhase-In Plan

– Schedule of Schedule of ActivitiesActivities

– NarrativeNarrative– Phase-in StaffingPhase-in Staffing

2.2. Organization PlanOrganization Plan– Org. Chart, Org. Chart,

StaffingStaffing– Key Positions*Key Positions*– NarrativeNarrative– Workload Workload

FluctuationsFluctuations– SubcontractorsSubcontractors

EvaluationEvaluation1.1. Phase-In PlanPhase-In Plan

– Readiness on Day 1Readiness on Day 1

2.2. Organization PlanOrganization Plan– Consistency with Consistency with

Proposed ApproachesProposed Approaches– Capacity to Handle Capacity to Handle

Workload FluctuationsWorkload Fluctuations– Key Functions ID’dKey Functions ID’d– Prime in ControlPrime in Control


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Management and Key Personnel Management and Key Personnel (cont’d)(cont’d)

InstructionInstruction

3.3. Key Personnel *Key Personnel *– Qualification Qualification

RequirementsRequirements– Actual Actual

QualificationsQualifications– Recruiting PlansRecruiting Plans

EvaluationEvaluation3.3. Key PersonnelKey Personnel

– Requirements Requirements AppropriateAppropriate

– Assurance of Ability Assurance of Ability to Continually to Continually Provide Qualified Provide Qualified PersonnelPersonnel

– Emphasis on Team Emphasis on Team of Personnelof Personnel


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Understanding the RequirementsUnderstanding the Requirements

1.1. Staffing PlanStaffing Plan– Planned Annual Planned Annual

Productive HoursProductive Hours– Summarized by Summarized by

SystemSystem– Itemized by Craft Itemized by Craft

and Skill Leveland Skill Level– Estimating ProcessEstimating Process

2.2. Risk ManagementRisk Management– Risk IdentificationRisk Identification– Risk Mgmt ProcessRisk Mgmt Process

1.1. Staffing PlanStaffing Plan– Adequacy of Staffing to Adequacy of Staffing to

Meet Recurring Meet Recurring Services WorkloadServices Workload

– Soundness of Soundness of Estimating RationaleEstimating Rationale

2.2. Risk ManagementRisk Management– ID’s Risks Reflect ID’s Risks Reflect

UnderstandingUnderstanding– Risks Would be Risks Would be

Effectively ManagedEffectively Managed


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Safety and HealthSafety and Health

1.1. Safety & Health Safety & Health PlanPlan– Required Content Required Content

Specified in J-L2 Specified in J-L2 – Site-specific Site-specific

Hazard Hazard Identification Identification ProcessProcess

– 10-page Limit10-page Limit

2.2. Safety & Health Safety & Health ManagementManagement– Employee Employee

Awareness of S&H Awareness of S&H PracticesPractices

1.1. Safety & Health PlanSafety & Health Plan– Demonstrated Demonstrated

Understanding of Understanding of Required ContentRequired Content

– Effectiveness of Effectiveness of Hazard ID ProcessHazard ID Process

2.2. Safety & Health Safety & Health ManagementManagement– Likely Application of Likely Application of

Safety Practices by Safety Practices by EmployeesEmployees


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Volume II - Prices Volume II - Prices

1.1. No Cost or Pricing Data RequiredNo Cost or Pricing Data Required2.2. Annual Firm Fixed PricesAnnual Firm Fixed Prices

– Systems Subtotals and Contract TotalsSystems Subtotals and Contract Totals– Unit Prices Unit Prices – Unit price adjustment factorsUnit price adjustment factors

3.3. Annual Fixed Pricing RatesAnnual Fixed Pricing Rates– Fully-burdened Hourly RatesFully-burdened Hourly Rates– Mark-up RatesMark-up Rates– Extended PricesExtended Prices

4.4. Phase-in PricePhase-in Price


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Wage Escalation PricingWage Escalation Pricing

1.1. Price Adjustment Provided for in Price Adjustment Provided for in

ContractContract

2.2. DO NOT Include Contingency for Wage DO NOT Include Contingency for Wage

or Fringe Benefit Increasesor Fringe Benefit Increases

3.3. CBA’s Specify Wages For Several YearsCBA’s Specify Wages For Several Years– Teamsters through 12/31/07Teamsters through 12/31/07

– IBEW through 4/30/05IBEW through 4/30/05


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Evaluation of PricesEvaluation of Prices

1.1. Maximum 10-year Price is BasisMaximum 10-year Price is Basis– Firm Fixed PricesFirm Fixed Prices– Phase-in PricePhase-in Price– Extended Fixed Pricing RatesExtended Fixed Pricing Rates

2.2. ““Unbalanced Pricing” May Cause RejectionUnbalanced Pricing” May Cause Rejection

3.3. Reasonableness Based on Price Reasonableness Based on Price CompetitionCompetition

4.4. Excessively Excessively Low Low Prices May Cause Prices May Cause RejectionRejection


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Historical InformationHistorical Information

1.1. Detailed Trouble Call, Minor Service Detailed Trouble Call, Minor Service Requests Requests – Annual Hours by CraftAnnual Hours by Craft– Time-Phased by MonthTime-Phased by Month

2.2. Delivery Order HistoryDelivery Order History– Annual Hours by CraftAnnual Hours by Craft– Time-Phased by MonthTime-Phased by Month– Annual Materials & Equipment CostsAnnual Materials & Equipment Costs


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Volume III – Past PerformanceVolume III – Past Performance

PreparationPreparation1.1. Relevant Technical Relevant Technical

Past PerformancePast Performance– Past 3 YearsPast 3 Years– Systems/Equipment Systems/Equipment

DescriptionsDescriptions– Contract/Project Contract/Project

Sizes, TypesSizes, Types

2.2. Quality of Quality of PerformancePerformance– Client Client

QuestionnairesQuestionnaires– Corrective ActionsCorrective Actions

EvaluationEvaluation1.1. Relevant Technical Past Relevant Technical Past

PerformancePerformance– Emphasis on Similarity Emphasis on Similarity

of Major Systems of Major Systems – Emphasis on Prime vs. Emphasis on Prime vs.

Subcontracted Subcontracted ExperienceExperience

2.2. Quality of PerformanceQuality of Performance– Client RatingsClient Ratings– Response to ProblemsResponse to Problems


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Volume III – Past Performance Volume III – Past Performance (continued)(continued)

Other Subfactors…Other Subfactors…3.3. Labor Relations ExperienceLabor Relations Experience

• Performance RecordPerformance Record• Personnel Policies & PracticesPersonnel Policies & Practices

4.4. Safety and Health ExperienceSafety and Health Experience• Safety Record vs. Industry AverageSafety Record vs. Industry Average

5.5. CMMS ExperienceCMMS Experience• Similarity to GRC CMMSSimilarity to GRC CMMS

6.6. Subcontract Management ExperienceSubcontract Management Experience• Rated by ClientsRated by Clients• Emphasis on Experience With Proposed SubEmphasis on Experience With Proposed Sub


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Contract DocumentContract Document

• Must Be Completed and SignedMust Be Completed and Signed

• Due With Volumes I and IIIDue With Volumes I and III

• Prices, Rates Must Match Volume IIIPrices, Rates Must Match Volume III

• Proposed Higher Standards Must be Proposed Higher Standards Must be

IncorporatedIncorporated

• Clause Revisions Must be IdentifiedClause Revisions Must be Identified


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Oral Presentation of Past PerformanceOral Presentation of Past Performance

1.1. Scheduled After Receipt of Volume IIIScheduled After Receipt of Volume III

2.2. Negative Findings Provided Offerors in Negative Findings Provided Offerors in AdvanceAdvance

3.3. Free and Open “Clarifications” PlannedFree and Open “Clarifications” Planned

4.4. 90 Minutes Allotted90 Minutes Allotted

5.5. Presenters Must be Company Officials*Presenters Must be Company Officials*

6.6. Major Subcontractors Should Present Major Subcontractors Should Present Own MaterialOwn Material

7.7. Video Tape Provided to OfferorsVideo Tape Provided to Offerors


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Source Selection Procedures Source Selection Procedures

1.1. Selection and Award Planned Without Selection and Award Planned Without “Discussions”“Discussions”– No Proposal Revisions PermittedNo Proposal Revisions Permitted– Communication Limited to Communication Limited to

“Clarifications” “Clarifications” • Relevance of Past PerformanceRelevance of Past Performance• Response to Negative PP FindingsResponse to Negative PP Findings• Resolve Minor or Clerical ErrorsResolve Minor or Clerical Errors

2.2. Government Reserves Right to Hold Full Government Reserves Right to Hold Full DiscussionsDiscussions

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BreakBreak

10:30 – 10:4510:30 – 10:45

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CMMSCMMSGovernment’s Computerized Government’s Computerized

Maintenance Management SystemMaintenance Management System

Brad KaustinenBrad KaustinenBusiness Systems OfficeBusiness Systems OfficeContracts ManagementContracts Management


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CMMSCMMS

1.1. The Computerized Maintenance Management The Computerized Maintenance Management System (CMMS) used by the NASA Glenn System (CMMS) used by the NASA Glenn Research Center is the Datastream Systems MP2 Research Center is the Datastream Systems MP2 6.06.0

2.2. It is an MS SQL Server based productIt is an MS SQL Server based product

3.3. CMMS is networked on-site throughout the labCMMS is networked on-site throughout the lab

4.4. CMMS is also provided to other on-site CMMS is also provided to other on-site performance-based contractors to initiate, track performance-based contractors to initiate, track and record their workand record their work

5.5. All work performed by contractor requires a CMMS All work performed by contractor requires a CMMS Work OrderWork Order


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CMMSCMMS

GOVERNMENT’S RESPONSIBILITYGOVERNMENT’S RESPONSIBILITY1.1. Maintain Operating SystemMaintain Operating System2.2. Upgrade Software VersionsUpgrade Software Versions3.3. Provide Servers to Run MP2Provide Servers to Run MP24.4. Troubleshoot MP2 SystemTroubleshoot MP2 System5.5. Train Personnel in the Use and Operation of Train Personnel in the Use and Operation of

MP2MP2

CONTRACTOR’S RESPONSIBILITYCONTRACTOR’S RESPONSIBILITY1.1. Provide daily updates per Section C.5Provide daily updates per Section C.52.2. Submit equipment and PM task record changes, Submit equipment and PM task record changes,

additions, deletions to the Government for additions, deletions to the Government for review and inclusionreview and inclusion


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CMMSCMMS

EQUIPMENT MODULEEQUIPMENT MODULE1.1. Supplied to Contractor in Read-Only Mode with Supplied to Contractor in Read-Only Mode with

All Necessary Equipment Records LoadedAll Necessary Equipment Records Loaded2.2. Any Additions, Deletions, Corrections Submitted Any Additions, Deletions, Corrections Submitted

to the Government for Review and Inclusionto the Government for Review and Inclusion3.3. Required in MP2 to Create PM Tasks and Work Required in MP2 to Create PM Tasks and Work

OrdersOrders

WORK ORDER MODULEWORK ORDER MODULE1.1. Government Initiates Work OrderGovernment Initiates Work Order2.2. Contractor Documents Work Performed per Contractor Documents Work Performed per

Section C.5Section C.5


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CMMS

PM TASK MODULEPM TASK MODULE

1.1. Supplied to Contractor in Read-Only Mode Supplied to Contractor in Read-Only Mode with All Necessary PM Check sheets, with All Necessary PM Check sheets, Frequencies and Next Due DatesFrequencies and Next Due Dates

2.2. Any Additions, Deletions, Changes Submitted Any Additions, Deletions, Changes Submitted to the Government for Review and Inclusionto the Government for Review and Inclusion

3.3. Tasks Generated Into Work Orders by the Tasks Generated Into Work Orders by the Contractor at the Beginning of the Period Contractor at the Beginning of the Period When Tasks are DueWhen Tasks are Due


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CMMSCMMS

OPTIONSOPTIONS

1.1. Other Modules of MP2 - Inventory, Purchasing - Other Modules of MP2 - Inventory, Purchasing - could be made available for use by the could be made available for use by the contractorcontractor

2.2. Reports may be generated through the MP2 Reports may be generated through the MP2 Report Module at the discretion of the Report Module at the discretion of the contractorcontractor

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Procurement ScheduleProcurement Schedule


(Contract Administrator)(Contract Administrator)


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FORM Procurement ScheduleFORM Procurement ScheduleID Task Name Start Finish

1 Establish SEC Wed 7/31/02 Wed 7/31/02

2 Evaluation Criteria Wed 7/31/02 Tue 8/27/02

3 Historical Data Wed 7/31/02 Tue 8/27/02

4 Proposal Instructions Wed 7/31/02 Mon 8/26/02

5 Pre Draft RFP Review Tue 8/27/02 Wed 9/4/02

6 Prepare Draft RFP Thu 9/5/02 Fri 9/13/02

7 Review Draft RFP Mon 9/16/02 Fri 9/20/02

8 Finalize Draft RFP Mon 9/23/02 Fri 9/27/02

9 Issue Draft RFP Fri 9/27/02 Fri 9/27/02

10 Prep for industry Briefing Tue 8/27/02 Tue 10/8/02

11 Industry Briefing Fri 10/11/02 Fri 10/11/02

12 Receive Questions Mon 9/30/02 Mon 10/21/02

13 Prepare Final RFP Tue 10/22/02 Mon 10/28/02

14 Issue Final RFP Mon 10/28/02 Mon 10/28/02

15 Proposal Preparation Tue 10/29/02 Mon 12/16/02

16 Evaluation Planning Thu 10/31/02 Mon 12/16/02

17 Vol III of Proposal Due Mon 12/2/02 Mon 12/2/02

18 Volume I & II Due Mon 12/16/02 Mon 12/16/02

19 Evaluate Proposals Tue 12/17/02 Tue 2/25/03

20 Source Selection Tue 2/25/03 Tue 2/25/03

21 Debriefings Wed 3/5/03 Tue 3/18/03

22 Contract Award Tue 4/1/03 Tue 4/1/03

23 Phase-in Wed 4/2/03 Mon 5/12/03

24 Contract Start Date Mon 5/12/03 Mon 5/12/03

7/31

9/27

10/11

10/28

12/2

12/16

2/25

4/1

5/12

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun JulHalf 2, 2002 Half 1, 2003 Half 2, 2003

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Award TermAward Term

Lynn IrvineLynn Irvine

Chief, Systems Management and Chief, Systems Management and Maintenance BranchMaintenance Branch


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AWARD TERMAWARD TERM

• NASA pilot program NASA pilot program • Extended contract period up to a total of 10 Extended contract period up to a total of 10

years based on contract performanceyears based on contract performance• Contract performance evaluated in accordance Contract performance evaluated in accordance

with future Contractor Performance Evaluation with future Contractor Performance Evaluation PlanPlan

• Evaluate performance every 6 months beginning Evaluate performance every 6 months beginning in year 4. Annual score used to award additional in year 4. Annual score used to award additional performance periods on a sliding scale:performance periods on a sliding scale:• ““Very Good” in years 4 and 5 to earn years 6 and 7Very Good” in years 4 and 5 to earn years 6 and 7• ““Excellent” in years 6, 7, and 8 to earn years 8, 9, and Excellent” in years 6, 7, and 8 to earn years 8, 9, and

10.10.

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LunchLunch

Return at 1:00 PMReturn at 1:00 PM

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Systems ReviewsSystems Reviews

Lynn IrvineLynn Irvine

Chief, Systems Management and Chief, Systems Management and Maintenance BranchMaintenance Branch


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Systems Review: SOW Section C – 8Systems Review: SOW Section C – 8ENERGY MANAGEMENT CONTROL, LIFE SAFETY, ENERGY MANAGEMENT CONTROL, LIFE SAFETY,

AND SECURITY SYSTEMSAND SECURITY SYSTEMS

RECURRING SERVICES & TROUBLE CALLS RECURRING SERVICES & TROUBLE CALLS • OperateOperate

• EMCS and Life Safety SystemsEMCS and Life Safety Systems• Maintain and RepairMaintain and Repair

• Detection and Suppression SystemsDetection and Suppression Systems• Emergency and Exit LightingEmergency and Exit Lighting• Security SystemsSecurity Systems• EMCS and Life Safety SystemsEMCS and Life Safety Systems


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Systems Review: SOW Section C - 9Systems Review: SOW Section C - 9ELECTRICAL DISTRIBUTION SYSTEMSELECTRICAL DISTRIBUTION SYSTEMS

RECURRING SERVICES & TROUBLE CALLS RECURRING SERVICES & TROUBLE CALLS • Maintain and Repair Maintain and Repair

– High and Low Voltage EquipmentHigh and Low Voltage Equipment• MotorsMotors• GeneratorsGenerators• TransformersTransformers• SwitchgearSwitchgear• LightingLighting• CablingCabling• BreakersBreakers


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Systems Review: SOW Section C - 10Systems Review: SOW Section C - 10COMMUNICATION SYSTEMSCOMMUNICATION SYSTEMS

TROUBLE CALLS TROUBLE CALLS –Paging and Intercom SystemsPaging and Intercom Systems


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Systems Review: SOW Section C - 11Systems Review: SOW Section C - 11PERSONNEL & MATERIAL HANDLING SYSTEMS PERSONNEL & MATERIAL HANDLING SYSTEMS

RECURRING SERVICES & TROUBLE CALLSRECURRING SERVICES & TROUBLE CALLS• Maintain and RepairMaintain and Repair

– ElevatorsElevators– CranesCranes– HoistsHoists– Overhead DoorsOverhead Doors– SlingsSlings– Rescue LinesRescue Lines


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RECURRING SERVICES & TROUBLE CALLSRECURRING SERVICES & TROUBLE CALLS• Routine Grounds MaintenanceRoutine Grounds Maintenance

• Grass, Recreational, & Ornamental AreasGrass, Recreational, & Ornamental Areas• Animal & Pest ControlAnimal & Pest Control• Snow and Ice RemovalSnow and Ice Removal• SignsSigns• Fence Line Fence Line • Roadway and Parking LotsRoadway and Parking Lots

TROUBLE CALLSTROUBLE CALLS• SidewalksSidewalks• FencesFences• Traffic signal lightsTraffic signal lights• Motorized GatesMotorized Gates

Systems Review: SOW Section C - 12Systems Review: SOW Section C - 12GROUNDS, SURFACED AREAS, AND PEST CONTROLGROUNDS, SURFACED AREAS, AND PEST CONTROL


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Systems Review: SOW Section C - 13Systems Review: SOW Section C - 13BUILDING AND STRUCTURESBUILDING AND STRUCTURES

RECURRING SERVICESRECURRING SERVICES• MaintainMaintain

– Handicap DoorsHandicap Doors

TROUBLE CALLSTROUBLE CALLS• RepairRepair

– Building and StructuresBuilding and Structures– Handicap DoorsHandicap Doors


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Systems Review: SOW Section C - 14Systems Review: SOW Section C - 14 HEATING PLANTS AND HOT WATER BOILERSHEATING PLANTS AND HOT WATER BOILERS

• RECURRING SERVICES & TROUBLE CALLSRECURRING SERVICES & TROUBLE CALLS• Operate, Maintain and RepairOperate, Maintain and Repair

• BoilersBoilers• Feed Water SystemFeed Water System• Fuel SystemFuel System• Control SystemControl System• Chemical Water TreatmentChemical Water Treatment• Water SoftenersWater Softeners• PumpsPumps• Relief ValvesRelief Valves


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RECURRING SERVICES & TROUBLE CALLSRECURRING SERVICES & TROUBLE CALLS• MAINTAIN AND REPAIRMAINTAIN AND REPAIR

• Air ConditionersAir Conditioners• ChillersChillers• Air HandlersAir Handlers• Laboratory HoodsLaboratory Hoods• Exhaust FansExhaust Fans• Refrigerated Cafeteria EquipmentRefrigerated Cafeteria Equipment• Cooling TowersCooling Towers

• OPERATEOPERATE• Chilled Water PlantsChilled Water Plants• Cooling Towers Water TreatmentCooling Towers Water Treatment

Systems Review: SOW Section C – 15Systems Review: SOW Section C – 15HEATING, VENTILATING, AIRHEATING, VENTILATING, AIR

CONDITIONING, AND REFRIGERATIONCONDITIONING, AND REFRIGERATION


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Systems Review: SOW Section C - 16Systems Review: SOW Section C - 16UTILITY DISTRIBUTION SYSTEMUTILITY DISTRIBUTION SYSTEM

RECURRING SERVICES & TROUBLE CALLSRECURRING SERVICES & TROUBLE CALLS• Maintain and Repair:Maintain and Repair:

– Water Distribution SystemWater Distribution System– SteamSteam– Natural GasNatural Gas– SewerSewer– Service AirService Air– Backflow PreventersBackflow Preventers– PumpsPumps– ValvesValves


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Systems Review: SOW Section C - 17Systems Review: SOW Section C - 17MAINTENANCE RELATED ENVIRONMENTAL SERVICESMAINTENANCE RELATED ENVIRONMENTAL SERVICES

TROUBLE CALLSTROUBLE CALLS1.1. Small Scale/Short Duration Asbestos AbatementSmall Scale/Short Duration Asbestos Abatement

2.2. Spill Clean-up (mercury, oil, solvents)Spill Clean-up (mercury, oil, solvents)

3.3. Remove/Repair Thermal InsulationRemove/Repair Thermal Insulation

4.4. Lead Paint RemovalLead Paint Removal

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Tour of GRC FacilitiesTour of GRC Facilities

Phil KallPhil Kall


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1.1. Building 500Building 500– Steam Boilers, Trane Chillers, Cafeteria, Cooling Steam Boilers, Trane Chillers, Cafeteria, Cooling

Tower, Typical Fan Coil Units, Elevators, back Tower, Typical Fan Coil Units, Elevators, back flow preventersflow preventers

2.2. Building 12Building 12– Steam Plant, EMCS, Water Treatment Steam Plant, EMCS, Water Treatment

LaboratoryLaboratory3.3. Building 13Building 13

– Typical Sub-Station “B”Typical Sub-Station “B”4.4. Building 9Building 9

– Chillers, Breakers, Pumps, Freon Detection, ADT Chillers, Breakers, Pumps, Freon Detection, ADT PanelPanel

5.5. Building 107Building 107– Shop, Shop Equipment, Office Space, Locker Shop, Shop Equipment, Office Space, Locker

Facility, Breaker, Retrofit ShopFacility, Breaker, Retrofit Shop

TOUR STOPSTOUR STOPS


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• Start at your Group NumberStart at your Group Number

• Stay with your GroupStay with your Group

• No PhotographsNo Photographs

• Meet back in this room at 3:00 Meet back in this room at 3:00 PMPM

TOUR LogisticsTOUR Logistics

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Closing RemarksClosing Remarks


(Contracting Officer)(Contracting Officer)


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Offeror / Government CommunicationsOfferor / Government Communications

• Offeror InputOfferor Inputo Draft RFP Comments Due October 1Draft RFP Comments Due October 1

Additional Data RequestsAdditional Data Requests Clarification of RFP LanguageClarification of RFP Language

o Questions After Final RFP Due 15 Days Questions After Final RFP Due 15 Days Before Proposal Due DateBefore Proposal Due Date

• Government RepliesGovernment Replieso Individual Questions and Answers Will Not be Individual Questions and Answers Will Not be

ReleasedReleased Protects Revealing Possible Offeror Protects Revealing Possible Offeror

ApproachesApproaches RFP Amendments Will be Made As RFP Amendments Will be Made As

NeededNeeded


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Offeror / Government CommunicationsOfferor / Government Communications

• Meeting Requests Accommodated Until Meeting Requests Accommodated Until Final RFP Final RFP

• FOIA-Processed Contract Documents Will FOIA-Processed Contract Documents Will be Posted to Web Sitebe Posted to Web Site

• Procurement ScheduleProcurement Schedule• Evaluation Schedule Posted After Proposals Evaluation Schedule Posted After Proposals

ReceivedReceived• Schedule Status Posted Every Two WeeksSchedule Status Posted Every Two Weeks

• All Documents Posted at Same Web SiteAll Documents Posted at Same Web Site• All Other Communications Through All Other Communications Through

Contracting OfficerContracting Officer