1. Welcome to the Johnson Space Center JSC Administrative Support Services II (JASS II) Contract Pre-proposal Bulletin
November 14, 2013

2. Orientation and Procurement Overview
Andrea Browne
Contracting Officer

3. Disclaimer (Orientation)
These slides are not to be interpreted as a comprehensive description of the procurement strategy or requirements in the RFP.
To the extent there are any inconsistencies between this briefing and the RFP, the RFP will govern.

4. Purpose of Pre-proposal Bulletin
(Orientation)
The purpose of this Pre-proposal Bulletin is to help industry understand the Government’s requirements.
Questions:
Questions regarding the RFP can be submitted to the Contracting Officer (CO) at:
Official responses to written questions received by the CO will be posted to the JASS II procurement Web Site.
The deadline for submitting questions regarding this bulletin is November 15, 2013 by 5 p.m. CST.

5. Source Selection Authority and Acquisition Team Members
Melanie Saunders, Associate Director (Management), Johnson Space Center
Acquisition Team
Sharon Evans, Chair
Andrea Browne, Contracting Officer
Diane Thoren, Voting Member
Donna Stuart, Voting Member

6. Points of Contact (Orientation)
Contracting Officer:
Andrea Browne
Phone:
JASS II Web address:

7. Ombudsman (Orientation)
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 …”
Address/Phone:
NASA Headquarters
Mail Code: LP011
Washington, DC
Phone: (202)

8. Current Contract Overview
Contract Number: NNJ09JA02B
Prime Contractor: REDE/Critique A Joint Venture
Contract Type: Indefinite Delivery Indefinite Quantity (IDIQ) Firm- Fixed Price
Period of Performance:
Base Period: 04/28/09 – 04/27/12
Option 1: 04/28/12 – 04/27/13
Option 2: 04/28/13 – 07/20/14
Skills currently provided on contract include: general office services, data management, time and labor data collection, information services, and the coordination of property, travel requirements, office moves, JSC employee training requirements and data, special events, and other miscellaneous activities.

9. Organization, Vision, & Objectives

10. Inside NASA Johnson Space Center
JSC manages the development, testing, production, and delivery of all U.S. human spacecraft and all human spacecraft-related functions.
Premier Center for space flight related scientific/medical research efforts.
Home of the International Space Station Program, Astronaut Corps, and Mission Control.

11. JSC Organization Chart

12. Core Competencies – Human Exploration Current State
Operations
Flight Crew
EVA
Synergy for Success
Space Life Sciences
Engineering
Program Management

13. Evolution of JSC Core Competencies
Multi-national International Agreements
Long Duration Life Support Systems
Extended EVA training
Space Medicine
Lunar Samples
ISS
Life Support Systems
Systems Engineering
Crew Trainers
Integrated mission planning
Mercury
Apollo
Gemini
Rendezvous/Docking
Shuttle-Mir
EVA
Shuttle
International Agreements
Extended Flight Crew
Training and Support
Multi-disciplined
Scientific Investigations
Extended Life Support Systems
International Partnership
Biomedical Research
Skylab
Apollo-Soyuz
Mission Flight Trainers/Weightless Environment
Multiple mission planning and flight operations
EVA MMU for satellite recovery, service, repair
Orion Multi-Purpose Crew Vehicle

14. Major Accomplishments – International Space Station
Since its first assembly mission launched on November 20, 1998, the International Space Station now has grown and evolved into an unprecedented laboratory complex that is 4 times the size of any spacecraft ever built and has been inhabited since November 2000.

15. JSC Administrative Support Services to the Center
Areas of need
Branch, office, and division organizations throughout the Center
Program and directorate organizations
Astronaut Office and flight crews
Program, project, and Center-level meetings support staff
Special teams and short-term projects
Conference room scheduling
Specialized administrative support (travel coordination, correspondence/document control, etc.)

16. SOW, Section 4 Attachments, DRDs Overview

17. Statement of Work (SOW)
This SOW describes the products and services to be provided by the Contractor to NASA at the Government’s site, defined as the Johnson Space Center (JSC), including Government-maintained facilities in the immediate JSC area (including the Sonny Carter Training Facility and Ellington Field), the White Sands Test Facility located in Las Cruces, New Mexico, and other NASA operating locations or other alternate work spaces that may be determined subsequent to contract award.
The assigned duties will be issued by task order and JASS II service request

18. SOW, Section 2.0 Management & Administration
Management must ensure that delivered products meet the performance standards identified in the contract and in the JASS II service request.
Core administrative duties: Secretary I, Secretary II, Secretary III, Senior Secretary, Administrative Specialist I*, Administrative Specialist II*, Senior Administrative Specialist*
Program Management and Supervision
Provides contractor labor, materials, training, travel and other resources
Provides permanent full-time services
Provides part-time and temporary services
Handles Contractor employment matters
Ensures Contractor/Government relationship is not characterized as employer/employee relationship
Ensures delivery of services per SOW
*New Requirement

19. SOW, Section 2.0 Management & Administration
Provides continuity of administrative support services
Backfills for absences greater than 10 consecutive work days
Maintains working shifts according to customer requirements
Determines the workload of contractor employees as needed
Complies with all local and NASA security requirements
SOW specifies the task order and service request process and guidelines to fill orders.
Contractor will ensure the protection of personnel, property, equipment, and the environment in Contractor products in accordance with the Contractor Safety and Health Plan and NASA policies.

20. SOW, Section 2.0 Management & Administration
Contractor must develop a training program and verify that all employees are trained and successful (new requirement).
Contractor training coordinator shall be responsible for training the Contactor administrative personnel and shall be an expert in the requirements of the SOW (new requirement).
A minimum list of required training is provided in the SOW
Contractor personnel may be required to travel to support JSC organizational events.

21. SOW, Section 3.0 General Office Services
Telephone Services
Appointment and Schedule Services
Visitor Services
Meeting Services, Teleconferencing Services, and Scheduling Conference Rooms
Mail Services/Information Dissemination
Order Supplies
Copying/Faxing/Scanning/Graphics/Photo Services
Records Management

22. SOW, Section 4.0 Data Management Services
Desktop Word Processing
The Contractor shall provide word processing services using applications and tools made available by JSC.
Data/Action/Tracking and Entry
The Contractor shall maintain an electronic or hardcopy action log, or organizational specific database in compliance with office protocol.

23. SOW, Section 5.0 Travel Coordination
The Contractor shall prepare official domestic and international travel documentation using the FedTraveler or current travel software utilized by JSC, including:
Coordination shall be in accordance with the NASA and Federal Travel Regulations Manual, FMM 9700
Coordinating travel arrangements
Preparation and processing of travel requests, travel authorizations, and other forms
Obtain required approval
Support the organization’s staff with travel budget activities

24. SOW, Section 6.0 Time and Labor Collection
The Contractor shall monitor and report time and labor data for completeness.
Notify civil servant supervisors and employees of action due dates and track through completion.

25. SOW, Section 7.0 Property Coordination
The Contractor shall track and record property records and inform Center Operations Directorate personnel of any property or equipment, including furniture, that needs to be moved, obtained, replaced, repaired, or returned to the warehouse in accordance with JSC regulations.

26. SOW, Section 8.0 Move Coordination
Under the guidance of the NASA move coordinator, the contractor shall:
Prepare paperwork for furniture/IT equipment moves and office modifications
Coordinate moves with COD and effected individuals
Ensure moving supplies are provided
Monitor move to completion

27. SOW, Section 9.0 Training Coordination
The Contractor shall coordinate the organization’s employee development and training program, responsible for:
Disseminating NASA training information
Providing training deadline notices
Assisting NASA employees in course enrollment

28. SOW, Section 10.0 Information Services Coordination
The Contractor shall assist the organization in obtaining JSC information services by processing routine service requests for telephone and IT equipment.

29. SOW, Section 11.0 Customer Service
The Contractor shall function as an integral team member within their administrative support team and shall:
Maintain a professional, courteous working relationship with all civil servant and Contractor support personnel
Address needs of customers within the scope of the SOW
NOT perform personal services

30. SOW, Section 12.0 Special Events Coordination
The Contractor shall assist in coordination efforts for NASA-sponsored special events as requested
Office activities
Annual inspections
Safety and Health Day
Combined Federal Campaign
Mission-related activities
EXCLUDING NASA employee benefits information or funds collection

31. SOW, Section 13.0 Office Management Services
The Contractor shall be responsible for leading the Contractor administrative support functions of the organization. (new requirement)

32. SOW, Section 14.0 Miscellaneous Activities
The Contractor shall provide assistance to the NASA organization in a variety of official activities as required
Fire Warden
Additional support for specific Center activities
Organizational-sponsored functions

33. Data Requirements Descriptions (DRDs)
The SLPT is taking a zero-based approach to DRDs. All DRDs associated with the current contract will be reviewed and their inclusion in the new solicitation must be justified.
Significant DRD changes included:
Eliminated DRDs: Safety & Health Program Self Evaluation and Monthly Safety & Health Metrics
Added DRDs: Phase-In Plan, IT Capital Planning & Investment Control, and IT Security Management Plan
Modified DRDs: Safety & Health Plan (eliminated DRDs were combined into one)
DRDs that are due with the proposal are: Management Operating Plan, Phase-in Plan, OCI Avoidance Plan, and Safety & Health Plan.

34. Overview of RFP
NNJ R

35. General Information
The final RFP was issued 11/01/13. The RFP and any amendments take precedence over this pre-proposal bulletin.
Competition: Small Business Set-Aside; NAICS Code and Size Standard $7.0M.
Period of Performance:
Phase-In Period: 06/05/14 to 07/20/14
Base Period: 07/21/14 to 07/20/19

36. Contract Type
Type of Contract: Indefinite Delivery/Indefinite Quantity (IDIQ) with Firm-Fixed-Price (FFP) task orders
RFP Section 1.6, IDIQ Maximum and Guaranteed Minimum Quantity of work – Minimum Contract Total - $1,000,000, NTE Maximum Contract Total - $73,000,000
IDIQ task orders issued will be priced using the established prices in RFP Section 1.8, Indefinite Delivery Indefinite Quantity Pricing Tables for the skills listed in the 1.8 tables
The Task Order Procedures are described in Clause 2.A.12, NFS , Task Ordering Procedures

37. Clauses and Provisions
When reading the RFP, note that:
Important information is contained in the 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 documents, exhibits, and other attachments
For example: Statement of Work (SOW), Wage Determination Data, and Data Requirements Documents (DRDs)

38. System for Award Management (SAM)
The System for Award Management (SAM) is a Federal Government owned and operated free Web site that consolidates the capabilities in the:
Central Contractor Registration (CCR)/Federal Register;
Online Representations and Certifications Applications (ORCA); and
Excluded Parties List System (EPLS).
Future phases of SAM will add the capabilities of other systems used in Federal procurement and awards processes.
The SAM Web site is located at:  
If you had an active record in the CCR database, you have an active record in SAM.
We recommend that you create an account in SAM in order to verify that your information in this database is current or to add information to SAM.

39. Subcontractor Arrangement Information
If a subcontracting arrangement is proposed, Offerors shall include specific detail as defined in the RFP, as outlined in Section (a), so that the Government can determine that the prime Contractor making the offer will be performing the primary and vital requirements for the contract.

40. Government Property
Under Clause 2.A.20, NFS , Installation-Accountable Government Property, NASA anticipates providing:
Office Space, work area space, and utilities
Office Furniture
Computer services, including printers, facsimile services, copy machines, and other office equipment services
Publications and blank forms stocked by the installation
Safety and fire protection
Medical treatment of a first aid nature
Cafeteria privileges
Building maintenance
On-site moving and hauling for office moves

41. Discussions
Offeror’s initial proposal should contain the best terms from a price and technical standpoint.
The Government preference is to award without discussions, however, the Government reserves the right to conduct discussions with the highest rated offerors.
If discussions are held, the Offeror will:
have the opportunity to revise its proposal
be requested to resubmit the SF1449 with Final Proposal Revisions (FPR) which will include clearly marked changes

42. Proposal Outline Volume I – Technical Acceptability
Management Operating Plan, Phase-In Plan, and Safety and Health Plan
Volume II – Past Performance
Key Personnel, Past Performance Information, and OSHA Forms 300 and 300A
Volume III – Price Proposal & Total Compensation Templates
Templates and Price Narrative
Volume IV – Other Proposal Requirements
Subcontractor Arrangement Information and Organizational Conflict of Interest (OCI) Plan
Volume V – Model Contract
Sections 1-4, with all fill-ins completed, and Section 7, Representations and Certifications, with all fill-ins completed
For those Offerors who are determined to be “Acceptable” under the Technically Acceptability Factor, tradeoffs will be made between Past Performance and Price. Past Performance is more important than Price.

43. Proposal Formatting
In accordance with Section , Proposal Arrangement, Page Limitations, Copies, and Due Date.
Offerors shall submit their proposals in accordance with those instructions.
Pages and foldouts not conforming to the definition of a page and pages submitted in excess of the limitations specified will not be evaluated by the Government, will not be adjusted by the Government to conform to the RFP requirements, and will be returned to the Offeror.
If an Offeror submits this Volume I with 50 pages, two of which contain tables with 10 point font, the final 3 pages of Volume I and the two pages of tables with 10 point font [if those two pages of tables in 10 point font were not removed as a result of excess pages] will be returned to the Offeror and will not be evaluated.

44. Proposal Formatting (Continued)
Pay close attention to ensure that the number of pages, page margins, font type, font size, and page size are in conformance to Section
Please note page limitations.
Some volumes/sections are subject to a page limitation and others are not.
For example, The Management Operating Plan and Phase-In Plan has a page limit of 45 pages, while the Safety and Health Plan has no limit.
Proposal information must be provided in the correct volume.
Proposal information in a page-limited volume or section should not be moved to another volume/section without such page limitations.
Non-conforming pages will be returned to the contractor and will not be evaluated; therefore, it may affect the evaluation of the proposal.

45. Special Considerations
NOTE TO PROSPECTIVE OFFERORS
Prospective offerors are reminded not to contact incumbent personnel (either directly or through electronic means) during duty hours or at their place of employment, as such contacts are disruptive to the performance of the current contract.

46. Labor Relations
Guidelines for Responding to Labor Relations Requirements in the JASS II RFP

47. RFP Labor Relations Requirements
Wage Determination
Data Requirements Descriptions
References (Regulations and Clauses)

48. Wage Determinations (WDs)
The following WDs are applicable to this contract, and are attached to Section 4 of the RFP and resultant contract.
WD , Revision 16 applies to the JSC area.
WD , Revision 17 applies to the WSTF area.
The WDs apply to all non-exempt labor categories that are proposed by the offeror and set forth the minimum wages and fringe benefits for these categories.

49. Reminder Regarding Compensation
There is no requirement for a Total Compensation Plan in accordance with NFS , “Evaluation of contractor and subcontractor compensation for service contracts” because JASS II is a competitive firm-fixed-price effort.
However, the Management and Staffing Plan includes a requirement to provide written support to demonstrate that the proposed compensation is reasonable to attract and retain employees.
Be specific when describing employee fringe benefits.
Is the benefit employer versus employee paid?
What is the specific benefit?
When are employees eligible for this benefit?

50. Wage, Salary, & Fringe Benefit Data Section 4 - DRD 7
This DRD is used by the NASA Contracting Officer (CO) to assist in the monitoring of Service Contract Act compliance.
This DRD is due 30 days following start of contract and 90 days prior to the anniversary date of the contract.
Offerors will submit data on their labor categories and map these categories to the wage determination.
Data on hourly rates and number of full-time employees are also required.
Offerors will provide detailed information on the fringe benefits offered to service employees.

51. Compensation Templates
Submit Compensation Templates a - e in your Price Proposal Volume III.
All prime Offerors and major subcontractors will submit the Compensation Templates.
A major subcontractor is defined in this solicitation as a company that the Offeror anticipates providing at least $500,000 of contract value in support of the Statement of Work effort.

52. References (Regulations and Clauses)
Title
FAR Part 22
Application of Labor Laws to Government Acquisitions
FAR
Service Contract Act
NFS Part 22
29 CFR 541
Defining and Delimiting the Exemptions for Executive, Administrative, Professional, Computer, and Outside Sales Employees

53. Safety & Health Programs
Guidelines for Responding to Safety
Requirements in the RFP

54. Overview of the NASA Safety Program
NASA safety objective is to avoid loss of life, personal injury and illness, property loss or damage, or environmental harm resulting from any of its activities and to ensure safe and healthy conditions for persons working at or visiting NASA facilities
NASA shall comply with all applicable regulations
NASA Safety & Health requirements
Requirements of those Federal agencies with regulatory authority over NASA such as OSHA, EPA, and DoT
NASA requires every employee to report workplace hazards
NASA ensures that there is no reprisal to personnel for reporting unsafe or unhealthy conditions

55. Overview of the NASA Safety Program
The NASA Safety Policy stresses the individual responsibility of each employee for their own safety and that of their co-workers. Risk within the work environment must be managed to control hazards and we strive to continuously improve workplace conditions
The OSHA has recognized JSC as a leader in health and safety by awarding the “Star” designation level of achievement in the Voluntary Protection Program (VPP)
As a VPP Star, JSC has a comprehensive and successful safety and health program, is below the national average for the industry in injury/illness rates, has demonstrated good faith in dealing with OSHA, and serves as a safety & health mentor

56. What Would Be Expected of You at JSC
All Contractors performing work at JSC shall comply with all applicable safety and health regulations
Every major onsite Contractor shall have a designated safety official and shall conform to a written safety and health plan
Safety and health approach shall follow OSHA, JSC, and VPP guidelines
Failure to comply with safety and health requirements may result in one or more of the following - contract termination and exclusion from future contract awards

57. The Safety and Health Deliverables
Submission of detailed safety and health data as part of the proposal including:
Safety & Health Plan which includes detailed discussion of the policies, procedures, and techniques that will be used to ensure the safety and occupational health of your employees and to ensure safe working conditions throughout the performance of the contract.
Statement regarding past OSHA & EPA citations and corrective actions taken to prevent recurrence.
Records of OSHA recordable injuries (OSHA 300 & 300A logs & calculated frequency rates).
Insurance carrier information – including Experience Modification Rates (EMR).

58. A Successful Safety Program Model
Based on 4 Basic VPP elements defined by OSHA
Management Leadership
Employee Involvement
Safety and Health
Training
Worksite Analysis
Hazard Prevention
and Control

59. The Safety & Health Plan
Safety & Health Plan provisions you should expect to address on a typical JSC service contract
Management Leadership and Employee Involvement
Policy, Goals, and Objectives - Discuss company policies, goals and objectives for safety and health. Describe top leadership’s level of commitment for achieving objectives
Management Leadership and Employee Participation - Discuss visible leadership actions that motivate and reinforce safety and health performance and discuss meaningful opportunities for employees to engage and support the safety and health program
Assignment of Responsibility – Discuss roles, responsibilities, and accountability of safety representatives
Program Evaluation – Discuss annual evaluation of safety and health program consistent with OSHA’s VPP criteria

60. The Safety and Health Plan
Worksite Analysis
Hazard Identification – Describe the methods and techniques used to systematically identify hazards
Inspections – Describe the procedures and frequency for regular inspections and who will be accountable for implementing corrective measures
Employee Reports of Hazards – Describe the methods to be used to encourage employees to report hazards and how the reports will be analyzed and resolved
Mishap Investigations – Discuss methods of response, reporting, and investigation of mishaps
Trend Analysis – Discuss approach in performing trend analysis and methods of documenting data

61. The Safety and Health Plan
Hazard Prevention and Control
Discuss the approach to be used for selecting controls appropriate to the hazardous operations associated with this contract
Maintain a list of hazardous operations and processes
Develop written procedures to identify safety procedures
Describe methods for notification of personnel
Medical (Occupational Healthcare) Program – describe medical surveillance program, response to injuries & illnesses, and case management
Disciplinary System – approach used to modify behaviors
Emergency Preparedness – methods used for emergency preparedness and contingency planning that addresses fire, explosion, weather, environmental releases, or other potential emergencies

62. The Safety and Health Plan
Safety and Health Training
Program Description – describe your training program to ensure safe work practices, hazard recognition, and to meet all regulatory requirements
Tailor training toward specific audiences – managers, supervisors, and employees (crafts, office workers, etc.)
Train for emergencies – fire drills, evacuation drills, and site emergencies

63. Recommendations
Pay special attention to the miscellaneous reports contained in the body of the Safety & Health Plan DRD under Other Deliverables – includes: building fire warden roster; hazardous materials inventory; roster of terminated employees; material safety data sheets; OSHA logs; and Program self evaluation.
Tailor your plan to what you will do on the contract
Review the requirements provided in JSC Safety and Health Handbook (JPR ) and describe how you will incorporate JSC requirements into your Safety & Health Program
For the good of your employees and your business, take safety seriously and proactively plan to PREVENT injuries.

64. Questions and Answers
It is your responsibility to monitor the Web sites for release of any information regarding this procurement and downloading your own copy of this information on the JASS II Web site at :
Questions regarding the RFP can be submitted to the Contracting Officer (CO) at: Questions can be submitted to the CO until 5 p.m. CST on November 15, 2013.
Official responses to written questions received by the CO will be posted to the JASS II procurement Web site.

65. Pricing WebEx
A pricing WebEx will be held to provide detailed understanding and instructions on how to prepare a priced proposal. Continue to monitor the acquisition Web site for more information regarding the pricing WebEx.

66. And finally.... Tips for Timeliness
For your proposal to be considered timely, your package must be delivered to Building 420 by the due date and time stated in the RFP.
Review all proposal delivery instructions with your courier to stress the importance of timeliness and the proper location of delivery.
Shipping and Receiving will give your courier a receipt of delivery.
When delivering a proposal in person, remember to deliver the proposal through Gate 4 and not through the Central JSC Gate 1.
Directions to Gate 4 are in the proposal instructions.
Allow at least 48 hours to overnight a proposal through a mail carrier.
A commercial/Government mail carrier may have a mechanical breakdown or otherwise fail to deliver in a timely manner.
If you choose to deliver in person on the due date, remember that late flights, traffic jams, and congestion in the JSC area may affect the timeliness of your proposal.
Review the proposal instructions, coordinate with the point of contact in advance of the delivery, and ask questions if any instructions are not clear.
Review paragraph (c)(3) of FAR ,“Instructions to Offerors – Competitive Acquisition”.

67. This concludes the Johnson Space Center Pre-proposal Bulletin for the
JSC Administrative Support Services II
(JASS II) Contract