november 14, 2013. 2 orientation and procurement overview andrea browne contracting officer

November 14, 2013

2 Orientation and Procurement Overview Andrea Browne Contracting Officer

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. 3

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

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

Contracting Officer: Andrea Browne Phone: 281-792-7665 Email: [email protected] JASS II Web address: http://procurement.jsc.nasa.gov/jassII/ 6

Ombudsman (NFS 1852.215-84): before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the Contracting Officer for resolution If resolution cannot be made by the Contracting Officer, interested parties may contact the installation ombudsman Address/Phone: NASA Headquarters Mail Code: LP011 Washington, DC 20546-0001 Phone: (202) 358-0445 [email protected] 7

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. 8

9 Organization, Vision, & Objectives

10 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. Inside NASA Johnson Space Center

JSC Organization Chart 11

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

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

14 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. Major Accomplishments International Space Station

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.) 15

16 SOW, Section 4 Attachments, DRDs Overview

This SOW describes the products and services to be provided by the Contractor to NASA at the Governments 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 17

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

Provides continuity of administrative support services o Backfills for absences greater than 10 consecutive work days o Maintains working shifts according to customer requirements o Determines the workload of contractor employees as needed o 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. 19

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. 20

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 21

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

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

The Contractor shall monitor and report time and labor data for completeness. o Notify civil servant supervisors and employees of action due dates and track through completion. 24

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. 25

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

The Contractor shall coordinate the organizations employee development and training program, responsible for: o Disseminating NASA training information o Providing training deadline notices o Assisting NASA employees in course enrollment 27

The Contractor shall assist the organization in obtaining JSC information services by processing routine service requests for telephone and IT equipment. 28

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

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

The Contractor shall be responsible for leading the Contractor administrative support functions of the organization. (new requirement) 31

The Contractor shall provide assistance to the NASA organization in a variety of official activities as required o Fire Warden o Additional support for specific Center activities o Organizational-sponsored functions 32

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. 33

34 Overview of RFP NNJ13473923R

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 561110 and Size Standard $7.0M. Period of Performance: o Phase-In Period: 06/05/14 to 07/20/14 o Base Period: 07/21/14 to 07/20/19 35

Type of Contract: Indefinite Delivery/Indefinite Quantity (IDIQ) with Firm-Fixed-Price (FFP) task orders o 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 o 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 o The Task Order Procedures are described in Clause 2.A.12, NFS 1852.216-80, Task Ordering Procedures 36

When reading the RFP, note that: o 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 o Clauses incorporated by reference have the same force and effect as if they were included in their full text o Section 4 includes documents, exhibits, and other attachments For example: Statement of Work (SOW), Wage Determination Data, and Data Requirements Documents (DRDs) 37

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: https://staging.sam.gov/portal/public/SAM/.https://staging.sam.gov/portal/public/SAM/ 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. 38

If a subcontracting arrangement is proposed, Offerors shall include specific detail as defined in the RFP, as outlined in Section 5.14.4 (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. 39

Under Clause 2.A.20, NFS 1852.245-71, Installation-Accountable Government Property, NASA anticipates providing: o Office Space, work area space, and utilities o Office Furniture o Computer services, including printers, facsimile services, copy machines, and other office equipment services o Publications and blank forms stocked by the installation o Safety and fire protection o Medical treatment of a first aid nature o Cafeteria privileges o Building maintenance o On-site moving and hauling for office moves 40

Offerors 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: o have the opportunity to revise its proposal o be requested to resubmit the SF1449 with Final Proposal Revisions (FPR) which will include clearly marked changes 41

Volume I Technical Acceptability o Management Operating Plan, Phase-In Plan, and Safety and Health Plan Volume II Past Performance o Key Personnel, Past Performance Information, and OSHA Forms 300 and 300A Volume III Price Proposal & Total Compensation Templates o Templates and Price Narrative Volume IV Other Proposal Requirements o Subcontractor Arrangement Information and Organizational Conflict of Interest (OCI) Plan Volume V Model Contract o Sections 1-4, with all fill-ins completed, and Section 7, Representations and Certifications, with all fill-ins completed 42 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.

In accordance with Section 5.14.2, Proposal Arrangement, Page Limitations, Copies, and Due Date. o Offerors shall submit their proposals in accordance with those instructions. o 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. 43

Pay close attention to ensure that the number of pages, page margins, font type, font size, and page size are in conformance to Section 5.14.2. Please note page limitations. o 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. o Proposal information must be provided in the correct volume. o 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. 44

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. 45

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

Wage Determination Data Requirements Descriptions References (Regulations and Clauses) 47

The following WDs are applicable to this contract, and are attached to Section 4 of the RFP and resultant contract. o WD 05-2516, Revision 16 applies to the JSC area. o WD 05-2512, 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. 48

There is no requirement for a Total Compensation Plan in accordance with NFS 1831.205-670, 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? 49

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. 50

Submit Compensation Templates a - e in your Price Proposal Volume III. o All prime Offerors and major subcontractors will submit the Compensation Templates. o 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. 51

52 ReferenceTitle FAR Part 22Application of Labor Laws to Government Acquisitions FAR 52.222-41Service Contract Act NFS Part 22Application of Labor Laws to Government Acquisitions 29 CFR 541Defining and Delimiting the Exemptions for Executive, Administrative, Professional, Computer, and Outside Sales Employees

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

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 o NASA Safety & Health requirements o Requirements of those Federal agencies with regulatory authority over NASA such as OSHA, EPA, and DoT NASA requires every employee to report workplace hazards o NASA ensures that there is no reprisal to personnel for reporting unsafe or unhealthy conditions 54

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 55

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 56

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). 57

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

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 leaderships 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 OSHAs VPP criteria 59

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 60

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 61

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 62

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 1700.1) http://jschandbook.jsc.nasa.gov and describe how you will incorporate JSC requirements into your Safety & Health Programhttp://jschandbook.jsc.nasa.gov For the good of your employees and your business, take safety seriously and proactively plan to PREVENT injuries. 63

64 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 : http://procurement.jsc.nasa.gov/jassII/ Questions regarding the RFP can be submitted to the Contracting Officer (CO) at: [email protected]. 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.

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. 65

66 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 52.215-1,Instructions to Offerors Competitive Acquisition.

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