1 Welcome to the Johnson Space Center Pre-Proposal Conference for the Safety and Fire Services (SFS) Contract RFP No. 9-BJ-V63-03-01P

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Welcome to theJohnson Space Center

Pre-Proposal Conference for the Safety and Fire Services

(SFS) ContractRFP No. 9-BJ-V63-03-01P

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08:30 Registration

09:00 Opening Remarks M. Montz Crew & Thermal Systems Division

09:10 Welcome S. Nakamura Chief, Safety and Test Operations Division

09:30 Solicitation Overview F. Mahan Contracting Officer

10:00 Statement of Work Tasks T. Fergurson Safety and Test Operations Division

10:30 Break

10:45 Statement of Work Tasks D. Clem Safety and Test Operations Division

11:15 Sections L&M of the RFP M. Montz Crew & Thermal Systems Division

12:00 Lunch

13:30 Bus Loading for Site Tours B. Spiroff Center Operations Directorate

Agenda

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NASA Headquarters Organization Chart

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NASA Centers

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JSC Organization Chart

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Safety, Reliability, & Quality Assurance Office

Safety, Reliability, andQuality Assurance Office

Space ShuttleDivision

NC

International Space Station

DivisionNE

Flight EquipmentDivision

NT

Advanced Programs and Analysis Division

NX

Independent Assessment Office

NA111

NS

Yolanda Y. Marshall, Director

M. D. Erminger, Chief S. T. Nakamura, Chief

D. F. Thelen, Chief

L. C. Shaw, Acting

Scott A. Seyl, Chief

Safety and Test Operations Division

EA/SMO Engineering Liaison

EA/SMO Engineering Liaison

NA121

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Pre-Proposal Conference Overview

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

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Pre-Proposal Conference Overview (cont’d)

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

Attendees may submit any questions in writing on forms provided at the registration desk by Rhonda Hicks

Written responses to all questions and a copy of this presentation will posted on the NASA Business Webpage http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=73 in the form of an amendment to the Official RFP

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Points of Contact:Contracting Officer: Alice Jean Pursell,

[email protected], 281-483-9027Ombudsman (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 …”

Request for Proposal (RFP) Overview

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RFP Overview (cont’d)

Installation Ombudsman:

Sue GarmanDeputy Director, Administration

Mail Code: AC

2101 NASA Road 1

Houston, TX 77058

phone: 281-483-0490

fax: 281-483-2200

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RFP Overview (cont’d)

Procurement Schedule (subject to change) 5/29/03 Questions/Comments from DRFP due 5/30/03 Release Final RFP 6/18/03 Last date Questions will be accepted 6/25/03 Past Performance Volume due 7/07/03 Proposals Due 11/01/03 Phase In 12/01/03 Contract Start

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RFP Overview

Official RFP and subsequent amendments take precedence over conference

Anticipated release date: 5/30/03 Procuring: Safety and Fire Services for JSC Competition: 8(a) set-aside for Region 6 (NAICS 541330) Type of Contract: Cost plus award fee, Level of Effort Period of Performance:

Maximum Phase-In Period: 11/1/03 to 11/30/03 Basic Contract: 12/1/03 to 11/30/06 One, two-year option: 12/1/06 to 11/30/08 Flex Option to increase effort during contract performance

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RFP Highlights (cont’d)

Government Furnished Equipment/Facilities/Services Expendables—Listed in Section J Contractor will replace Critical Spares—Listed in Section J Gov’t will restock Center-unique—Listed in Section J Trucks and other unique equipment needed in performance of job Work Space—Bldg 225, Bldg 226, Bldg 226N, and Bldg 25 IT Support— workstations and telephones for personnel including technical support Miscellaneous Services—on-site services (print shop, bus, cafeteria,

recreation center, etc.)

Contractor shall furnish EVERYTHING ELSE required to do the job—including uniforms for Emergency Responders and Class A hazardous material suits

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Wage Determination Issues Federal Acquisition Regulations (FAR):

Service Contract Act - FAR 52.222-41 Service Contract Act Minimum Wage & Fringe Benefits Applicable to Successor

Contractor - FAR 52.222-47 Requires a Department of Labor Wage Determination for employees performing

services (FAR 22.1001) Solicitation contains Wage Determination (WD):

WD 94-2516(18) – Harris County, TX Nonunion nonexempt service employees A new Wage Determination will be incorporated annually per DRD on the

anniversary date of the contract Wage & Fringe Benefit information submitted in the proposal must include a direct match

to the appropriate wage determination

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Current Labor Relations Officer

Connie Pritchard

Mail Code BA

Telephone: 281-483-4121

E-mail: [email protected]

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Read solicitation very carefully Important information is contained in SF33 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 J includes important documents, exhibits, and other attachments Award Fee Plan, Wage Determination Data, Property Lists, Gov’t

furnished data, and data requirements Option for Flex Hours Section F.7

Section L Part II includes instructions and template for costing these hours

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Proposal Overview

Proposal Structure Signed SF33, Contract Clauses (including Section K) and

acknowledgment of receipt of all amendments Volume I –Mission Suitability

In addition to technical and management approach and solutions to scenarios, will include: Management Plan—including Section L, RFP Form 2, Key Personnel Safety & Health Plan Phase-In Plan Quality Plan Total Compensation Plan Conflict of Interest Plan

Plans are excluded from page count (exception: Total Comp Plan)

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Proposal Overview (cont’d)

Volume II—Past Performance In addition to self assessment narrative includes:

RFP Form 1RFP Form 3 Insurance Carrier Certification Letter

Volume III—CostOther than Certified Cost and Pricing Data Templates for submitting cost data provided in Section L

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Model Contract Those offerors who have made it to competitive range will:

Enter Discussions and have opportunity to correct weaknesses

Be requested to resubmit the SF33 with Final Proposal Revisions (FPR) which will include clearly marked changes

Provide Model Contract with all TBDs completed (including those in clauses and provisions by reference) unless otherwise directed by CO

Submit copy to cognizant DCAA office at the same time FPR is delivered to JSC.

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Proposal Delivery Procedures: Past Performance

CO MUST receive Volume II and Reference Information (RFP Forms 1 and 3) before COB June 25, 2003

SF33, Contract Clauses (including Section K), acknowledgement that all amendments received and Volumes I and III: MUST be Hand delivered to JSC on or before July 7, 2003 Mailed Technical and Cost Volumes will NOT be accepted Deliveries should be coordinated with Fran Mahan beforehand Deliveries shall be made ONLY to Gate 4, Guard Post 12 Proposals MUST be delivered no later than 2:30 p.m. daily

Company Rep and package will be escorted to X-ray point Then escorted to delivery point

Model Contract with Re-signed SF33 Same as above

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Blackout letter to be issued May 30, 2003 Have a question on Draft or Official RFP?

Offerors may submit written questions to the Contracting Officer, Fran Mahan via email: [email protected] OR fax: 281, 483-8529 Responses to written questions will be posted on the web site

along side the Official RFP Offerors are solely responsible for ensuring the Contracting

Officer acknowledges receipt of all written questions (e.g., reply via e-mail or return fax)

No verbal questions will receive an official response from the Government

Communications

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Statement of Work, 12 Major Task Areas

Overview Mission of Safety & Test Operations Division

Help line management and employees in reducing and preventing injuries and damage to NASA equipment.

SFS contractor supports Safety and Test Operations Division in accomplishing its mission: Provide reviews, audits, inspections, and consultation Assure NASA, Local, State, and Federal safety

requirements are met. Provide training & manage safety data Maintain fire protection systems Provide emergency response

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Overview cont’dSafety firstJSC will use safety metrics to measure effectivenessJSC is an OSHA VPP “Star” SiteWhat 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

Promotes effective safety and health programs comprised of 4 major elements

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Overview cont’d VPP cont’d

Results in injury or illness rates lower than industry averageDemonstrates a commitment of management and employeesCurrently has over 500 sites approved by OSHA in United

States For More information on VPP see:

Department of Labor-OSHA (www.osha.gov/oshprogs/vpp/)VPP Participants Association (www.vpppa.org/)

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Major Task Area 1: Management

Manage the effort to efficiently accomplish the work and achieve the required level of performance.

Establish an ISO-compliant Quality Management System for Test Safety and Fire Protection Systems Maintenance Services and follow JSC’s Quality Management System for others.

Establish a training and certification program for your employees.

Have at least one member of your key personnel who is registered as Certified Safety Professional or a Professional Engineer in the state of Texas.

Have company certified by the Texas Commission on Fire Protection for fire protection system maintenance – by Contract Start Date.

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Major Task Area 1: Management (Cont’d)

Ensure the safety and health of your employees. SFS Contractor must have an exemplary “Star” quality

safety and health program Develop and follow your Safety and Health Plan to protect

personnel, property, equipment, and environment. Follow and enforce NASA safety and health policies and

requirements, including JPG 1700.1 JSC Safety and Health Handbook.

Follow and enforce all Federal, State, and local regulations and other applicable consensus standards for safety and health.

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Major Task Area 1: Management (Cont’d)

Safety and Health (Cont’d) Contract Phase-In:

You must implement your approved Safety and Health Plan from the first day of the contract.

Stop Work Orders If any work is done unsafely or unsafe conditions are

discovered and not corrected; the “Stop-Work Order”(FAR 52.242-15) is invoked

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Major Task Area 2: Engineering Analysis and Support

Review design documents (new and modified facilities & equipment) to ensure safety and fire protection issues are addressed.

Ensure all safety and fire protection requirements are met.

Participate in design and readiness review teams. Coordinate with Occupational Health Office as

necessary. Oversee construction safety.

JSC is in the process of enhancing construction safety.

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Major Task Area 2: Engineering Analysis and Support (Cont’d)

Ensure cranes and lifting operations meet unique NASA requirements.

Ensure fire protection equipment meets established codes and unique NASA requirements.

Conduct fire protection surveys and studies. Ensure explosives and pyrotechnics meet unique NASA

requirements. Provide Safety Consultation:

Help line organizations. Support special events.

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Major Task Area 3: Verification Audits and Inspections

Audit JSC line organizations and contractors annually to assess compliance with JSC’s Safety & Health Program.

Inspect all JSC facilities annually. Stagger schedule so the buildings are inspected in a

different season each year to find seasonal hazards. Provide inspection and audit reports, which factor

into JSC’s annual VPP Self Evaluation. Track findings to closure.

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Major Task Area 4: Mishap Investigation

NASA uses the term “mishap” rather than “accident.” JSC includes property damage as well

Ensure that mishap scene and evidence are preserved for the investigation. Facilitate and support investigations.

SFS contractor should be the expert on conducting investigations. Provide guidance on mishap and close call investigations and ensure

investigations meet NASA requirements. Investigate Safety Action Hotline reports.

JSC maintains a hotline for employees to report hazards in a confidential manner.

Replenish NASA Safety Reporting System (NSRS) and Close Call forms. NSRS is an agency-wide anonymous hazard reporting system. Close Call System is a JSC system for reporting near-misses or hazards in a

confidential manner.

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Major Task Area 5: Safety Awareness, Training, & Motivation

Operate the JSC Safety Learning Center (SLC) for JSC employees (both civil service and contractor).

Teach classes listed in the Core Course Inventory (Section J, Attachment 7)

Provide a training records database, currently it is Registrar Develop, coordinate, and implement safety awareness

activities and campaigns aimed at motivating employees to be safe on the job and at home.

Maintain existing safety library with current educational materials.

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Major Task Area 6: Emergency Action Services

Provide emergency action services, including first aid, fire-fighting activities, rescue activities, or other activities as necessary to limit injury, death, environmental, or property damage.

Provide 24-hour per day, 7 days per week, response to emergencies at JSC and SCTF.

Provide technical advisory support, on a non-emergency basis, to Ellington Field, when needed.

Interface with the Houston Fire Department (HFD) at all JSC emergencies where HFD responds.

Coordinate with other Emergency Response Organizations.

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Major Task Area 6: Emergency Action Services

Provide escorts for hazardous materials while onsite Excludes hazardous waste Ensure the transportation operations meet applicable safety

requirements Support JSC’s Emergency Response Planning Conduct and coordinate fire drills and other emergency drills Mitigate fire threats posed by fire protection system outages Coordinate with JSC Fire Wardens

Fire Wardens are an important part of JSC’s fire response. JSC’s building Fire Warden Program provides at least one fire warden per floor to oversee building fire safety.

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Major Task Area 7: Fire Protection Systems Maintenance Services

The contractor is responsible for incidental maintenance and repair of fire detection and suppression systems at JSC, SCTF, and Ellington Field.

Maintain Fire Detection and Suppression Systems Inspect, test, and maintain all fire detection and suppression

systems as described in the appropriate NFPA code and any other applicable standard.

Exception to NFPA 72: System Proof Tests Proof test each building fire detection system every 2 years by initiating

an alarm and trouble signal from a minimum of three fire detection devices per zone to the buildings fire alarm panel

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Major Task Area 7: Fire Protection Systems Maintenance Services

Maintain all types of fire extinguishers found onsite, SCTF, and EF in a constant state of readiness as described in NFPA 10

Maintain engineering drawings and records of fire detection and suppression systems

Oversee acceptance testing and connection of new or modified fire detection and suppression systems

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Major Task Area 8: Safety Information Management

Collect, maintain, and analyze JSC safety data and records of SFS contract activity – electronic (MS Access) and paper.

Follow the Privacy Act of 1974 and NPG 1441.1, NASA Records Retention Schedule.

No database development. Maintain data security. Provide reports. Provide updates to safety web-page.

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Major Task Area 8: Safety Information Management (Cont’d)

Maintain databases Enter initial reports and investigation results. Ensure data quality. Follow up on inadequate or delinquent reports. Provide status reports and meet performance standards.

JSC’s mishap database -- Fred: Tracks mishaps that result in injury, illness, or property damage.

JSC’s close call database. Tracks employee reports of “near accidents” or hazards.

Hazard Abatement Tracking System: Track hazards discovered through inspections, analysis, or other

means.

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New NASA Incident Reporting & Information System: Agency-wide tracking system – currently in work. Expected to replace the mishap and close call databases and the

Hazard Abatement Tracking System. Will result in more efficient data entry and process management. Should be in place at JSC before contract start. Depends on NASA Headquarters decisions and funding. Off-the-shelf system by Ex3 Inc., customized to NASA

requirements. For more information, see http://www.ex3.com

Proposals should be based on the three existing systems

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Action Tracking Information System. Database to track SFS contract actions.

Safety Action Hotline records. Emergency status logs. Building files:

Official records of all scheduled work that has been done by the SFS contractor for the facility as described in the SOW. For example, surveys, audit reports, design review results, and operational procedures reviewed.

Includes information developed by other JSC organizations that will have a bearing on safety of those facilities.

Fire protection system maintenance and repair records.

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Major Task Area 9: NASA Safety Training Center (NSTC)

Provide safety training to all NASA Centers to support both institutional and space flight program objectives

Operate the NSTC Interface with NASA Headquarters Safety and Risk Management

Division and other Centers. Keep the COTR apprised of these discussions

Develop, Present, and Maintain safety training courses Provide instructors for all classes by securing access to qualified adjunct

instructors, or from qualified engineers assigned to contract New course development requires approval by NASA Headquarters

Safety and Risk Management Division, during budget process

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Major Task Area 9: NASA Safety Training Center (NSTC)

Conduct an Annual Training Needs Survey Survey is driven by NASA Headquarters

General Information Budget for the NSTC is from NASA Headquarters, and

out of JSC’s direct control Provide a training records database, currently it is

Registrar

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Major Task Area 10: Safety Program Development and Evaluation

Recommend improvements to JSC's Safety Program Encouraged, but not required. Award fee provides an

incentive. Implement program improvements as directed by

NASA. Recommend changes to JPG 1700.1– Keep current

with higher level requirements and good safety practice.

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Review Agency-level safety requirements and standards .

Analyze data and measure the performance of JSC's Safety and Health Program

Administer the Performance Evaluation Profile (PEP) Agency-wide. PC-based self assessment application software package

that evaluates an organization’s safety program from both the management and employee perspective.

Major Task Area 10: Safety Program Development and Evaluation (Cont’d)

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Major Task Area 11: Test Safety

Includes hazardous hardware tests and tests involving human subjects.

Review test documents such as plans, procedures, and hazard analyses.

Attend test readiness reviews for test approval. Monitor human tests and select hardware tests. Support the JSC Committee for the Protection of

Human Subjects. Ensure JSC and NASA requirements are met. May require international travel.

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Major Task Area 12: Administer Lockout/Tagout Equipment

JSC is currently standardizing lockout/tagout and centralizing the issuing of locks and other lockout/tagout devices as a part of the effort.

Maintain and account for an inventory of lockout and tagout devices that meet JSC and OSHA requirements.

Issue lockout and tagout devices to organizational and contractor representatives. Representatives are responsible for issuing devices to users.

Account for all locks and devices.

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Section L Proposal Instructions

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

& convey your companies capabilities Do not “parrot” our statement of work Proposals should include 3 volumes

Volume I – Mission Suitability Restricted to 95 pages. Font no smaller that Arial 11. Management Plan, Quality Plan, Phase-in Plan, Conflict of Interest Plan,

and Safety and Health Plan required by DRD will be attachments to this volume, but are not included in page count

Volume II – Past Performance (No page restriction) Volume III – Cost (No page restriction)

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Volume I – Mission Suitability – Include Introductory material Detailed approach to accomplishing each SOW task

Innovation, when substantiated, is good Proposed solutions to two hypothetical safety scenarios Total Compensation Plan (included in page count restrictions) Attachments:

Management Plan Quality Plan Phase-In Plan Conflict Of Interest Plan Safety and Health Plan

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Volume II – Past Performance Send Reference Forms (RFP Form 1) to three recent and relevant

references Government contracts are preferred but not mandatory Your references must complete the forms and send them to NASA

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

contractor company Also provide in Volume II

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

Company names, addresses, and point of contact information for a minimum of two additional references

Use RFP Form 3 to list these references

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Volume II – Past Performance (cont’d) Also provide in Volume II (cont’d)

Statement of past safety performance for similar contracts OSHA citations during past 5 years and corrective actions taken Records of recordable injuries and illnesses If you propose a joint venture, provide the same information for each sub-

contractor company Statement of past environmental performance

Environmental citations during the past 5 years and corrective actions taken If you propose a joint venture, provide the same information for each sub-

contractor company List of safety and health insurance carriers during past 5 years

Point of contact information for carriers (please notify carriers that NASA will be contacting them, to prevent release of data delay)

Certification Letter from Insurance Carrier

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Volume III – Cost Carefully follow all cost/pricing instructions included in Section L Use Excel spreadsheets provided for reporting of cost data Ensure that cost proposal data matches your technical proposal

content Government estimate of the skill mix is provided as a reference Innovative ideas and/or management approach may cause your

proposed skill mix to differ from the Government estimated skill mix Innovation is good Be sure to substantiate the differences

Subcontractor and/or consultant hours shall be costed against the LOE pool as apposed to material or other direct costs

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Section M Evaluation Factors

Evaluation Factors for Award Mission Suitability Factor

Technical Excellence 400 Points Management Organization and Approach 500 Points Safety and Health Plan 100 Points

Past Performance Factor Cost Factor

“Mission Suitability and Past Performance, when combined, are significantly more important than cost.”

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Section M Mission Suitability

Under the Technical Excellence Subfactor the following will be evaluated: SOW Tasks

Proposed approach for accomplishing tasks Policies, procedures, staffing and skill mix

Enough detail to verify that the task is understood “Substantiated” innovations

Solutions proposed for the hypothetical safety scenarios Scenario solutions should be a good indicator that the offeror understands

the task requirements of the RFP Careful consideration of these solutions will be given during evaluation

process

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Under Management Organization and Approach Subfactor Management Plan, Quality Plan, Phase-In Plan, & Conflict Of

Interest Plan Content of which are specified in DRDs located in RFP Section J

Total Compensation Plan Content specified in RFP Section L Part II Paragraph 4.2

Proof that Texas Commission of Fire Protection certification will be obtained by the contract start date

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Under the Safety and Health Plan Subfactor the following will be evaluated: All applicable areas specified in the DRD are addressed Policies, procedures, and techniques used to ensure the safety and

health of your employees and any sub-contractor employees Correlation with JSC’s Safety and Health Program

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Section M Past Performance

Under the Past Performance Subfactor the following will be evaluated: Offeror’s personal assessment Reference information submitted to NASA on RFP Form 1’s References contacted directly by NASA

Those listed on RFP Form 3 OSHA Citations and Corrective Actions Taken OSHA recordable injuries and illnesses Environmental Citations and Corrective Actions Taken Insurance carrier certification letters Experience Modifier Ratio (EMR below 1 desirable) Any other references or sources of information

Adjective score will be assigned to Past Performance

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Section M Cost

DCAA will review your company’s rates and business methods to verify they are adequate for performing the task

Cost realism analysis will be conducted to determine the probable cost Difference between proposed cost and the probable cost will determine if

point adjustments are required Point adjustments will be applied to Mission Suitability score

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Site Tour

Please be at the South Gilruth Parking Lot at 1:30 p.m.

Site Tour leaves promptly at 1:45 p.m.

Approximate time for the tour is 2 hours

Visitor Badge required for site tour

Two persons from each team only

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Thank you for attending the Johnson Space Center

Pre-Proposal Conference for the Safety and Fire

Services Contract

Documents

1 Welcome to the Johnson Space Center Pre-Proposal Conference for the Safety and Fire Services (SFS) Contract RFP No. 9-BJ-V63-03-01P