1 Welcome to the WSTF Pre-Proposal Conference Pre-Proposal Conference for the GSA Vehicle Maintenance Contract for the GSA Vehicle Maintenance Contract

2 Welcome John Bernal - COTR Valerie Marburger - CO Mike Malik - CS

3 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

4 Orientation Orientation Safety Safety Labor Relations Labor Relations Solicitation Highlights Solicitation Highlights Statement of Work Statement of Work Site Tour Site Tour Pre-Proposal Conference Agenda

5 Orientation Purpose: Purpose: Help industry understand the Government’s requirements Help industry understand the Government’s requirements Questions: Questions: Any response to verbal questions during the conference or site tours shall not be construed as an official answer Any response to verbal questions during the conference or site tours shall not be construed as an official answer Questions must be submitted in writing and answered by NASA to be considered OFFICIAL. Questions must be submitted in writing and answered by NASA to be considered OFFICIAL.

6 Points of Contact: Points of Contact: Contract Specialist: Michal Malik,, Contract Specialist: Michal Malik, Ombudsman (NFS ): “…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 …” Ombudsman (NFS ): “…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 …” Orientation (cont’d)

7 Installation Ombudsman: Installation Ombudsman: Randy Gish Associate Director, Management Mail Code: AC 2101 NASA Road 1 Houston, TX phone: fax:

8 Safety and Health John Bernal Safety Representative

9 Safety and Health Overview: Overview: Safety first Safety first JSC WSTF is an OSHA VPP “Star” Site JSC WSTF is an OSHA VPP “Star” Site Contractor will be required to satisfy safety training provided by the NASA contractor for employees. Contractor will be required to satisfy safety training provided by the NASA contractor for employees.

10 Safety and Health Safety First Contractor shall perform tasks to: Contractor shall perform tasks to: Ensure protection of personnel, property, equipment, and environment Ensure protection of personnel, property, equipment, and environment Ensure compliance with NASA policies and requirements Ensure compliance with NASA policies and requirements Ensure compliance with all Federal, State, and local regulations for safety and health Ensure compliance with all Federal, State, and local regulations for safety and health

11 Safety and Health Requirements Safety and Health requirements will be performed in accordance with the following: Safety and Health requirements will be performed in accordance with the following: JPG Safety and Health Handbook JPG Safety and Health Handbook NFS NFS

12 Safety and Health Unique Areas What is the “Voluntary Protection Program (VPP)” What is the “Voluntary Protection Program (VPP)” VPP is an OSHA program designed to be partners with management and labor for a safer, healthier work environment VPP is an OSHA program designed to be partners with management and labor for a safer, healthier work environment Effective safety and health programs comprised of 32 elements Effective safety and health programs comprised of 32 elements VPP has injury or illness rates lower than industry average VPP has injury or illness rates lower than industry average VPP demonstrates a commitment of management and employees VPP demonstrates a commitment of management and employees VPP currently has over 500 sites approved by OSHA in United States VPP currently has over 500 sites approved by OSHA in United States

13 Safety and Health Unique Areas More information on VPP is available via: More information on VPP is available via: Department of Labor-OSHA ( Department of Labor-OSHA ( VPP Participants Association ( VPP Participants Association ( Department of Labor Department of Labor OSHA VPP will perform an onsite evaluation of the Contractor’s safety and health program for VPP certification OSHA VPP will perform an onsite evaluation of the Contractor’s safety and health program for VPP certification

14 Stop Work Orders Stop Work Orders If any work is performed in an unsafe manner or unsafe conditions are discovered and not corrected; the “Stop-Work Order”(FAR ) is invoked If any work is performed in an unsafe manner or unsafe conditions are discovered and not corrected; the “Stop-Work Order”(FAR ) is invoked Safety and Health Restrictions

15 VPP is a commitment by management, employees, unions, NASA, and OSHA VPP is a commitment by management, employees, unions, NASA, and OSHA Safety and Health Important Relationships

16 Contract Labor Relations Mike Malik Connie Pritchard (JSC) Contract Labor Relations Officer

17 Wage and Hour Issues: Wage and Hour Issues: Service Contract Act - Services Service Contract Act - Services Wage Determinations Wage Determinations Current Organized Labor Representation Current Organized Labor Representation Data Submittals Data Submittals Contract Labor Relations

18 Wage and Hour Regulations Federal Acquisition Regulations (FAR): Federal Acquisition Regulations (FAR): Service Contract Act - FAR Service Contract Act - FAR Service Contract Act Minimum Wage & Fringe Benefits Applicable to Successor Contractor - FAR Service Contract Act Minimum Wage & Fringe Benefits Applicable to Successor Contractor - FAR

19 Service Contract Act - Services Requires a Department of Labor Wage Determination for employees performing services (FAR ) Requires a Department of Labor Wage Determination for employees performing services (FAR ) Section 4c of the Service Contract Act applies to employees represented by Organized Labor Section 4c of the Service Contract Act applies to employees represented by Organized Labor In accordance with 4c, a Contractor shall pay any “service” employee (regardless of whether or not such employee was employed under a predecessor contract) wages and fringe benefits provided for under a Collective Bargaining Agreement In accordance with 4c, a Contractor shall pay any “service” employee (regardless of whether or not such employee was employed under a predecessor contract) wages and fringe benefits provided for under a Collective Bargaining Agreement A new Wage Determination will be incorporated annually on the anniversary date of the contract A new Wage Determination will be incorporated annually on the anniversary date of the contract

20 Solicitation contains Wage Determinations (WD’s): Solicitation contains Wage Determinations (WD’s): WD – Dona Ana County WD – Dona Ana County Wage Determinations

21 Solicitation Highlights Mike Malik Contract Specialist

22 Statement of Need: Statement of Need: NASA WSTF is seeking maintenance for their GSA Vehicles Fleet. NASA WSTF is seeking maintenance for their GSA Vehicles Fleet. Solicitation Highlights

23 Have a question? Have a question? Offerors may submit written questions to the Contract Specialist Offerors may submit written questions to the Contract Specialist Responses to written questions will be posted on the web site Responses to written questions will be posted on the web site Offerors are solely responsible for ensuring the Contracting Officer acknowledges receipt of all written questions (e.g., reply via ) Offerors are solely responsible for ensuring the Contracting Officer acknowledges receipt of all written questions (e.g., reply via ) No verbal questions will receive an official response from the Government No verbal questions will receive an official response from the Government Solicitation Highlights

24 Procurement Schedule (subject to change) Procurement Schedule (subject to change) 11/29/04 – Solicitation Issued 11/29/04 – Solicitation Issued 12/08/04 – Pre-Proposal Conference 12/08/04 – Pre-Proposal Conference 12/13/04 – Solicitation Questions Due 12/13/04 – Solicitation Questions Due 01/13/05 – Offers Due 01/13/05 – Offers Due 02/01/05 – Award Date (Approximation) 02/01/05 – Award Date (Approximation) Solicitation Highlights

25 Read solicitation very carefully Read solicitation very carefully Important agreements are contained in the numerous clauses and provisions that have been incorporated, via full text or referenced text, throughout the document Important agreements are contained in the numerous clauses and provisions that have been incorporated, via full text 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 Clauses incorporated by reference have the same force and effect as if they were included in their full text Solicitation Highlights

26 Important documents, exhibits, and other attachments Important documents, exhibits, and other attachments Standard Form 1449 Standard Form 1449 Wage Determination Data – J-1 Wage Determination Data – J-1 Various Templates & Exhibits – Section J Various Templates & Exhibits – Section J Certification Regarding Debarment – Section K Certification Regarding Debarment – Section K Reps. and Certs. – Section K Reps. and Certs. – Section K Reps. and Certs. must be properly completed and returned with offer Reps. and Certs. must be properly completed and returned with offer Solicitation Highlights

27 Proposal Schedule Description – Section B.3 Proposal Schedule Description – Section B.3 Section B.3 contains line items for a base period and two option periods of one (1) year each. Section B.3 contains line items for a base period and two option periods of one (1) year each. Line items in Section B.3 correspond to tables in B-9, B-10, and B-11. Line items in Section B.3 correspond to tables in B-9, B-10, and B-11. Note: The contractor shall account for all aspects of the contractual requirements in their proposed pricing. Solicitation Highlights

28 Proposal Schedule – Section B.2 Proposal Schedule – Section B.2 Statement of Work – Section C.1 Statement of Work – Section C.1 Evaluation Factors For Award – Section M.2 Evaluation Factors For Award – Section M.2 Solicitation Highlights

29 Technical Capability Evaluation Factors Technical Capability Evaluation Factors On-Site Manager’s Resume/Commitment Letter On-Site Manager’s Resume/Commitment Letter Motor Vehicle Mechanic’s Resume/Commitment Letter Motor Vehicle Mechanic’s Resume/Commitment Letter Tools/Equipment/Manuals Tools/Equipment/Manuals Past Performance Evaluation Factors Past Performance Evaluation Factors Offeror’s/On-site Manager’s Qualifications and Monthly Vehicle Rate Offeror’s/On-site Manager’s Qualifications and Monthly Vehicle Rate Parts Suppliers/Commitment Letter Parts Suppliers/Commitment Letter Note: Refer to Evaluation Factors for Award for detailed information on requirements Evaluation

30 Prices will be evaluated in the aggregate for the base year period and the option year period (s). Evaluation

31 Acquisition Strategy Acquisition Strategy The services required under the contemplated contract will be a Time and Material contract The services required under the contemplated contract will be a Time and Material contract Small Business Set-Aside Small Business Set-Aside Performance Period is 3 years (Section F.2) Performance Period is 3 years (Section F.2) twelve-month based with two, 1-year options twelve-month based with two, 1-year options Contract period (with options) is from February 01, 2005 through January 31, 2008 Contract period (with options) is from February 01, 2005 through January 31, 2008 Solicitation Highlights

32 Statement of Work John Bernal

33 The contractor shall provide all resources necessary to meet the requirements in the SOW. Highlights will be covered The contractor shall provide all resources necessary to meet the requirements in the SOW. Highlights will be covered Overview SOW

34 Contractor shall maintain depending on workload a schedule of 4 hours per day. Contractor shall maintain depending on workload a schedule of 4 hours per day. Site Work Hours

35 Government publications and forms shall be provided by the COTR, specifically those defined in 7.0 of the SOW. Government publications and forms shall be provided by the COTR, specifically those defined in 7.0 of the SOW. Publications and Forms

36 Contractor shall have suitable, up-to-date diagnostic and repair equipment necessary to perform this contract. Contractor shall have suitable, up-to-date diagnostic and repair equipment necessary to perform this contract. Equipment and Tools

37 Contractor shall provide all necessary vehicles to fulfill the requirements under this contract. Contractor shall provide all necessary vehicles to fulfill the requirements under this contract. Contractor Vehicles & Registration

38 If required, all Commercial Drivers Licenses shall be obtained at no expense to the Government. If required, all Commercial Drivers Licenses shall be obtained at no expense to the Government. Commercial Drivers License

39 The contractor shall not move or drive GSA vehicles in excess of 10 road miles of repair shop unless approved by the COTR. The contractor shall not move or drive GSA vehicles in excess of 10 road miles of repair shop unless approved by the COTR. Moving or Driving GSA Vehicles

40 Contractor shall provide all training needed to maintain licenses, permits, and certifications required to satisfy contract requirements. Contractor shall provide all training needed to maintain licenses, permits, and certifications required to satisfy contract requirements. Training, Permits, Licenses, and Certifications

41 Contractor guarantees and warrants that all materials furnished and services performed under this contract shall be free from defects and material and workmanship. Contractor guarantees and warrants that all materials furnished and services performed under this contract shall be free from defects and material and workmanship. Guarantee

42 The project manager, alternate, and other personnel shall, read, write, and speak English. The project manager, alternate, and other personnel shall, read, write, and speak English. Contractor shall only employ qualified personnel. Contractor shall only employ qualified personnel. Personnel

43 The contractor is required to maintain detailed, complete, and accurate records for each repair order to include, all original invoices for parts and any work performed by an approved subcontractor. The contractor is required to maintain detailed, complete, and accurate records for each repair order to include, all original invoices for parts and any work performed by an approved subcontractor. Records shall be available for review by authorized government official. Records shall be available for review by authorized government official. Repair Orders & Authorization

44 Parts and Materials shall conform to the original equipment manufacturer specifications unless otherwise approved by the COTR. Parts and Materials shall conform to the original equipment manufacturer specifications unless otherwise approved by the COTR. Parts and Materials

45 Facilities furnished to the contractor by the government shall be maintained in a high state of cleanliness and repair at all times. Facilities furnished to the contractor by the government shall be maintained in a high state of cleanliness and repair at all times. Note: Housekeeping will be monitored by the COTR Facility Housekeeping

46 Contractor recognized that they may be replaced by a successor contractor in the performance in the kind and type of work provided herein. Contractor recognized that they may be replaced by a successor contractor in the performance in the kind and type of work provided herein. Change Over

47 All hazardous waste as defined in 40 code Federal Regulations shall be handled in accordance with WSTF instructions. All hazardous waste as defined in 40 code Federal Regulations shall be handled in accordance with WSTF instructions. Environmental

48 At WSTF a special clearance and badge will be required to access parts of the installation. At WSTF a special clearance and badge will be required to access parts of the installation. Any training required by WSTF shall be successfully completed by the contractor prior to being granted clearance. Any training required by WSTF shall be successfully completed by the contractor prior to being granted clearance. Security

49 The contractor is responsible for implementing a safety program to ensure that all operations and activities comply with OSHA standards and any other safety and health documents listed in the SOW. The contractor is responsible for implementing a safety program to ensure that all operations and activities comply with OSHA standards and any other safety and health documents listed in the SOW. Safety

50 The contractor shall maintain a quality control system for all work performed under this contract. The contractor shall maintain a quality control system for all work performed under this contract. The project manager shall certify that all automotive work performed at WSTF complies with all federal, state, local laws, regulations, and codes The project manager shall certify that all automotive work performed at WSTF complies with all federal, state, local laws, regulations, and codes Quality Control

51 The COTR or his representative will inspect work orders. Inspection shall consist of verification of the work performed. The COTR or his representative will inspect work orders. Inspection shall consist of verification of the work performed. Quality Assurance

52 Due to mission requirements the COTR may at any time establish in writing an ordering priority of vehicle repairs required. Due to mission requirements the COTR may at any time establish in writing an ordering priority of vehicle repairs required. Priority Repairs

53 Emergency Repairs are vehicle repairs required after normal workday hours. Emergency Repairs are vehicle repairs required after normal workday hours. If the contractor is unable or willing to provide emergency repair service, the government reserves the right to obtain those services on the open market. If the contractor is unable or willing to provide emergency repair service, the government reserves the right to obtain those services on the open market. Emergency Repairs

54 Repair and Maintenance of GSA Vehicles will be performed at WSTF in Building 151, GSA Vehicle Maintenance Building. Repair and Maintenance of GSA Vehicles will be performed at WSTF in Building 151, GSA Vehicle Maintenance Building. WSTF current GSA Vehicle Fleet is approximately 137 vehicles. WSTF current GSA Vehicle Fleet is approximately 137 vehicles. The current number and type of vehicles is not a static listing and is subject to change. The current number and type of vehicles is not a static listing and is subject to change. WSTF currently has 18 dual fuel vehicles that can be filled with ethanol and plans to incorporate an alternative fuel program. WSTF currently has 18 dual fuel vehicles that can be filled with ethanol and plans to incorporate an alternative fuel program. GSA Vehicle Maintenance Support Service

55 All fluids, lubricants, and greases used in the performance of the contract shall meet or exceed original manufacturer requirements. All fluids, lubricants, and greases used in the performance of the contract shall meet or exceed original manufacturer requirements. Fluids, Lubricants, and Greases

56 The use of refined oil is strongly recommended. The use of refined oil is strongly recommended. This oil may be obtained by defense supply center or other source available. This oil may be obtained by defense supply center or other source available. For more information and ordering check the internet site For more information and ordering check the internet site Or call Or call Refined Oil Usage

57 Additives may only be used to meet the vehicles equipment manufacturer requirements or at the request of the COTR. Additives may only be used to meet the vehicles equipment manufacturer requirements or at the request of the COTR. Cooling System, Braking System, and Drive-Train Additives

58 All greasing and lubrication activities shall be performed with either a pneumatic air pressure lubrication gun or a hydraulic pressure lubrication gun. All greasing and lubrication activities shall be performed with either a pneumatic air pressure lubrication gun or a hydraulic pressure lubrication gun. Greasing and Lubrication

59 All antifreeze utilized in GSA Vehicles shall be ethylene glycol-based or manufacturers recommendation only, and shall be in strict compliance and recognized as environmentally safe. All antifreeze utilized in GSA Vehicles shall be ethylene glycol-based or manufacturers recommendation only, and shall be in strict compliance and recognized as environmentally safe. Recycled Antifreeze shall not be used in vehicles under manufacturers warranty. Recycled Antifreeze shall not be used in vehicles under manufacturers warranty. Engine Coolant/Antifreeze

60 The product generated by recovery/recycling operations such as, but not limited to air conditioning system, refrigerant shall be reused in the appropriate GSA systems. The product generated by recovery/recycling operations such as, but not limited to air conditioning system, refrigerant shall be reused in the appropriate GSA systems. There shall be no charges submitted for the reused product. There shall be no charges submitted for the reused product. Recycled-Recovered Refrigerant

61 The contractor shall notify the COTR or his representative for all new or replacement tires. The contractor shall notify the COTR or his representative for all new or replacement tires. The COTR of his rep. will approve/disapprove replacements. The COTR of his rep. will approve/disapprove replacements. Contractor will be required to purchase, maintain, and control a complete inventory or tires required for the WSTF Fleet. Contractor will be required to purchase, maintain, and control a complete inventory or tires required for the WSTF Fleet. Prices for these tires shall be as low or lower as the Federal State Open Market Price Listing or under any Federal Contract Issue. Prices for these tires shall be as low or lower as the Federal State Open Market Price Listing or under any Federal Contract Issue. New or Replacement Tires

62 Invoicing will be broken out as follows: Invoicing will be broken out as follows: Work under $100 contact Work under $100 contact Voyager Work over $100/Tires/Batteries contact Work over $100/Tires/Batteries contact MCC Note: Contractor must have Credit Card Reader in order to receive reimbursement for work Invoicing

63 Site Tour John Bernal