Welcome to the Johnson Space Center Grounds Maintenance and Pest-control Services (GMAPS) Request for Proposal (RFP) Pre-proposal Conference

January 14, 2014NASA, JSC

Gilruth Center, Alamo Ballroom9:00 am – 1:00 pm

2

Welcome

Jason C. PhillipsGMAPS Contracting Officer

Fire exits are at the front entrance and the side exit doors. In the event of a fire, you must move at least 75 ft. away from the building.

Restrooms can be found in the hallway just outside the front side door.

Fire Exits

Fire Exit

Fire Exit

Restrooms

Safety and Administrative Information

3

4

Agenda

Welcome Jason C. Phillips

Opening Remarks-Procurement Lawrence A. Kenyon

Opening Remarks-Center Operations Joel B. Walker

Orientation and Procurement Overview Homero Rangel

Site Preview, SOW, RFP Attachments, DRDs Lindsey M. Foreman

Pricing Templates Herb Rocha

Government Property Mike Puryear

Labor Relations Overview David Wilson

Safety and Health Programs Sergio Leal

Occupational Health Program Dr. Angel L. Plaza

Security/Badging Requirements Wayne Sings

Small Business Office Homero Rangel

Schedule and Closing Remarks Jason C. Phillips

5

Welcome

Lawrence A. KenyonAssociate Director, Office of Procurement

6

Welcome

Joel B. WalkerDirector, Center Operations

Center Operations Directorate

(COD)

7

8

Johnson Space Center (JSC), Ellington Field (EF), and

Sonny Carter Training Facility (SCTF)

9

COD Organization

Vision:o Center Operations is the Foundation for Mission Success.

Mission:o The Center Operations Directorate is responsible for providing facilities, utilities, logistics,

security, travel and environmental services necessary for the successful operation of JSC.

Charter:o The Directorate is responsible for successfully operating JSC’s infrastructure and

supporting its occupants through facilities management, environmental services, logistics services and protective services.

How does GMAPS fit in…o Grounds maintenance is a necessary element to maintaining the facilities, keeping the

environment and our employees safe, and keeping the JSC campus visually sharp!

10

COD Beliefs

11

Orientation and Procurement Overview

Homero RangelContract Specialist

Purpose of Pre-proposal Conference

The purpose of this Pre-proposal Conference is to help industry understand the Government’s requirements.

Questions:o Please submit all questions to the Contracting Officer (CO) by either submitting through

the “Anonymous Questions to the CO” link on the GMAPS website or submitting electronically to jason.c.phillips@nasa.gov. (Refer to Section 5.14 of the RFP).

o Questions must be submitted no later than 12:00 p.m. (Central Time) January 22, 2014.o Official responses to written questions received will be 1) issued as an amendment to the

GMAPS RFP and posted on NAIS, and 2) posted on the GMAPS Procurement Website.

Remember: It is your responsibility to monitor the website for release of any information regarding this procurement and downloading your own copy of this presentation from the GMAPS website at: http://procurement.jsc.nasa.gov/gmaps/.

12

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 and amendments, if any, will govern.

13

Orientation Disclaimer

Current Contract Overview

Contract Number: NNJ12JE64C

Prime Contractor: ProDyn EPES

Contract Type: Firm Fixed Price (FFP) with Indefinite Delivery/Indefinite Quantity (IDIQ) Task Orders

Period of Performance: February 29, 2013 – May 31, 2014 (NOTE: 15 month POP)

Skills currently provided on contract include: o Project Manager o Asst., Project Manager o Laborero Tractor Operator o Arborist o Pest Controller o Small Engine Mechanic

14

Source Selection Authority:o Shari K. Miller, Team Lead, JSC

Acquisition Team:o Lindsey M. Foreman, Chairperson, JSCo Jason C. Phillips, Contracting Officer, JSCo Homero Rangel, Contract Specialist, JSC

15

GMAPS Source Selection Authority and Acquisition Team Members

Contract Specialist: Homero Rangel

homero.rangel-1@nasa.gov

281-244-6962

Contracting Officer: Jason C. Phillips

jason.c.phillips@nasa.gov

281-244-9407

GMAPS web address:

http://procurement.jsc.nasa.gov/gmaps/

All communication shall be in accordance with the RFP, Section 5.14, “Communications Regarding This Solicitation”.

16

Points of Contact

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 Johnson Space Center

2101 NASA Parkway

Mail Code: AC

Houston, TX 77058

Phone: 281.483.3157

Fax: 281.483.2200

Email:

Perri.e.fox@nasa.gov

17

Ombudsman

The GMAPS RFP and amendments take precedence over this conference.

Competition: Total 8(a) Small Business Set-aside; NAICS Code 561730 and Size Standard $7M.

Period of Performance: o Phase-In Period: 05/01/14 to 05/31/14o Basic Contract: 06/01/14 to 09/30/15o Option 1-Year 2: 10/01/15 to 09/30/16o Option 2-Year 3: 10/01/16 to 09/30/17o Option 3-Year 4: 10/01/17 to 09/30/18o Option 4-Year 5: 10/01/18 to 05/30/19

18

GMAPS General Information

Type of Contract: Firm-Fixed-Price (FFP) with FFP Indefinite Delivery/ Indefinite Quantity (IDIQ) Task Orders

IDIQ Task Orders issued will be priced using the established prices in Section 2.09 “IDIQ Firm Fixed Price Rates” for the skills identified in the table submitted in the Model Contract.

2.07 IDIQ Guaranteed Minimum Quantity of Work:◦ Minimum Contract Total - $5,000◦ Maximum Contract Total - $1,500,000, Not To Exceed (NTE)

The Task Order Procedure is described in Clause 2.20, NFS 1852.216-80, Task Ordering Procedure.

19

GMAPS Contract Type

Lowest Price Technically Acceptable (LPTA):

o Lowest priced proposal will be evaluated first, and if it is determined to be technically acceptable, then award will be made to that Offeror.• In the event that the lowest priced proposal is not technically

acceptable, the second lowest priced proposal will be evaluated and if determined to be technically acceptable, award will be made to that Offeror. This process will continue until the lowest priced technically acceptable proposal is identified.

20

GMAPS Source Selection Approach

Offeror’s initial proposal should contain the best terms from a price and technical standpoint.

The Governments preference is to award without discussions, however, based on the evaluation, the Government reserves the right to: o (1) Make selection and award without discussion and Offerors may be contacted only for

clarification purposes, or,o (2) After discussions with all Offerors in the competitive range, afford each Offeror an

opportunity to revise its offer, and then make selection.

If discussions are held, the Offeror(s) will:o Have the opportunity to correct weaknesses and; o Be requested to resubmit the SF1449 with Final Proposal Revisions (FPR) which will

include clearly marked changes

21

GMAPS Source Selection Approach continued

If a subcontracting arrangement is proposed, Offerors shall include specific detail as defined in the RFP on Section 5.18.5, VOLUME III - OTHER ELIGIBILITY CONSIDERATIONS, so that the Government can determine that the prime contractor making the offer will be performing the primary and vital requirements for the contract.

22

Subcontractor ArrangementInformation

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 4.0 includes documents, exhibits, and other attachments as shown on slide 36.• For example, Statement of Work (SOW); Wage Determination Data; Data Requirement

Descriptions (DRD).

23

GMAPS Clauses and Provisions

VOLUME I- PRICE PROPOSAL

VOLUME II- TECHNICAL ACCEPTABILITY PROPOSAL

VOLUME III- OTHER ELIGIBILITY REQUIREMENTS

VOLUME IV- MODEL CONTRACTo SF1449o Contract Clauses (Fill-ins Required in Sections 1 and 2)o Section 3 – Contract Clauseso Section 4 – Attachment 4.8, Phase-In Plano Section 7 - Representations and Certifications

24

GMAPS Proposal Outline

In accordance with Section 5.18.2 and 6.02, “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. • For example, Volume II(A)(i) has a requirement for a page limit of 20 pages with a non-

compressed Calibri font with single-spaced 12 point font printed on both sides of the sheet. If an Offeror submits this volume with 20 pages, two of which contain tables with 10 point font, the 2 pages will be returned to the Offeror, and will not be adjusted or evaluated.

GMAPS Proposal Formatting

25

Pay close attention to ensure that the number of pages, page margins, font type, font size, and page size are in conformance to Section 5.18.2.

Please note page limitations:o Some volumes/sections are subject to a page limitation and others are not.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.

Having non-conforming pages returned may affect the Government’s evaluation of a proposal, and how this proposal is ultimately rated.

GMAPS Proposal FormattingContinued

26

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.

27

Special Considerations

28

Site Preview, SOW, RFP Attachments, DRDs

Lindsey M. ForemanGMAPS Chair

Johnson Space Center:◦ Reference Drawings GK_Site_1 and GK_Site_2◦ Approximately 135 buildings◦ 1,600 acres◦ 8,000 employees

29

Site Preview

Ellington Field:◦ Reference Drawing GK_SITE_5◦ Approximately 25 buildings◦ 37 acres◦ 450 employees◦ ~7 miles from JSC

30

Site Preview Continued

Sonny Carter Training Facility:◦ Reference Drawing GK_SITE_3◦ Approximately 4 buildings◦ 13 acres◦ 200 employees◦ ~ 6 miles from JSC

31

Site Preview Continued

The SOW, Attachment 4.1, describes the required activities for GMAPS.

The Contractor shall provide all resources to perform grounds maintenance services as identified within the SOW to ensure accomplishment of all SOW requirements identified by the contract in direct support of JSC, EF, SCTF, and the JSC Barge Dock Facility.

Grounds Maintenance services consist of, but not limited to: ◦ Grounds maintenance project management and administration ◦ Maintenance and care of lawns, trees, landscaped areas, ponds and turf irrigation

systems◦ Pest control◦ Animal control services ◦ Miscellaneous grounds support services

32

Statement of Work (SOW)

The SOW, Attachment 4.1, is composed of 4 sections, which outlines the following:◦ 1.0 INTRODUCTION◦ 2.0 GOVERNMENT-FURNISHED PROPERTY AND SERVICES◦ 3.0 GROUNDS MAINTENANCE◦ 4.0 INDEFINITE DELIVERY/INDEFINITE QUANTITY

1.0 INTRODUCTION INCLUDES:◦ Performance Evaluation and Surveillance◦ Emergency Preparedness◦ Badging◦ Personnel [Note: The project manager shall be available during core hours on-site at JSC

and have the authority to act.]◦ Training [Note: Environmental Training Matrix should be completed during phase-in to

determine required training classes.]◦ Etc.

33

Statement of Work (SOW) Continued

2.0 GOVERNMENT-FURNISHED PROPERTY AND SERVICES INCLUDES:◦ Facilities and management◦ Medical◦ Government Furnished Property (GFP) [Note: See Section 4, Attachment 4.4 for the GFP

List.]◦ Fuel◦ Etc.

3.0 GROUNDS MAINTENANCE INCLUDES:◦ Maintain Irrigation System [Note: Over entire site.]◦ Four areas to be maintained (see Section 4, Attachment 4.10, Listing of Grounds Location

of Services Maps and Section 4, Attachment 4.11, Approximate acreages):

Area A: Improved Grounds (includes grounds around B-47)

Area B: Semi-Improved Grounds

Area C: Unimproved Grounds

Area D: Prairie/Wildflower Restoration Areas

34

Statement of Work (SOW) Continued

◦ Other services over entire site:

Site Wide Vegetation Control

Maintain Trees

Recycle Landscape Trimmings

Pest Control

Maintain Ground Related Drawings [Note: New requirement and very important to increase reliability of as-built drawings.]

Etc.

4.0 INDEFINITE DELIVERY/INDEFINITE QUANTITY (IDIQ) INCLUDES:◦ IDIQ work is unscheduled, non-recurring work provided on an as needed basis and issued

by the CO via. Task Orders, that is within the broad scope of the SOW, but not priced under the Fixed Price base portion of the contract.

◦ Examples are listed within this section. [Note: Several FFP services from previous contract are now IDIQ services.]

35

Statement of Work (SOW) Continued

ATTACHMENT TITLE4.1 STATEMENT OF WORK (SOW)

4.1.1 DEFINITIONS4.1.2 ACRONYMS AND ABBREVIATIONS4.2 DATA REQUIREMENTS LIST (DRL)4.3 DATA REQUIREMENTS DOCUMENT (DRD)4.4 GOVERNMENT FURNISHED PROPERTY (GFP)4.5 INSTALLATION ACCOUNTABLE GOVERNMENT PROPERTY (IAGP)4.6 STANDARD FORM 98a4.7 WAGE DETERMINATION4.8 PHASE-IN PLAN4.9 ENVIRONMENTAL TRAINING MATRIX

4.10 LISTING OF GROUNDS LOCATION OF SERVICES MAPS4.11 APPROXIMATE GROUNDS ACREAGE AND HISTORICAL WORKLOAD4.12 PERSONAL IDENTITY VERFICATION (PIV) CARD ISSUANCE

PROCEDURES

36

RFP Attachments

DRDs due with the proposal: ◦ DRD-01 Annual Grounds Maintenance

Work Plan◦ DRD-02 Safety and Health Plan ◦ DRD-06 Government Property

Management Plan

DRDs due at contract start:◦ DRD-17 Information Technology (IT)

Security Management Plan

DRDs due one week after contract start:◦ DRD-07 Weekly Activity Report [Note:

Typical report.]

37

DRDs (First 30 Days)

DRDs due 30 days after contract start:◦ DRD-10 Emergency Preparedness Plan◦ DRD-11 Equipment Condition

Assessment Report [Note: Revision]◦ DRD-13 B30 Landscape Plant List

[Note: Revision]◦ DRD-14 Wage/Salary and Fringe

Benefit Data [Note: Revision]◦ DRD-16 B12 Green Roof Plant List

[Note: Revision]◦ DRD-18 Monthly Safety and Health

Metrics [Note: Typical report.]◦ DRD-19 Annual FFP Price Breakdown

[Note: Pulled from your calculations during Price Template 1.]

38

Pricing Templates

Herb RochaContract Price/Cost Analyst

Section 5, Attachment 5.19.1 “Pricing Templates” consists of 4 templates (as shown is condensed form on the following slides):◦ Total Firm Fixed Price Template 1◦ Wages-Salary Template 2◦ Benefits Template 3◦ Phase-in Template 4

Do not duplicate costs between WBS elements.

The proposed fixed-price totals are fully burdened (for example, they include all indirect and corporate expenses, as well as the contractor’s profit), and must be traceable throughout the proposal.

If the Offeror proposed hay baling as an economical method to mow the fields and remove cutting/trimmings under section 3.4.2 of the SOW, enter the proposed credit value for the baled hay, that by which the value of SOW Section 3.4 may be reduced by, in Template 1.

39

Pricing Templates

40

Total Firm Fixed Price Template 1

LABOR COSTS

SOW Work Breakdown Structure (WBS) Work Breakdown Element

CY 1 - Base (16 Months)

6/1/14 - 9/30/15

Total (60 months)

6/1/14 - 5/31/19

  1 Introduction 0  2 Government - Furnished Property And Services 0  3.1 Maintain Irrigation System 0  3.2 Maintain Area A: Improved Grounds 0  3.3 Maintain Area B: Semi-Improved Grounds 0  3.4 Maintain Area C: Unimproved Grounds 0

  3.5 Maintain Area D: Prairie/Wildflower Restoration Areas 0  3.6 Site Wide Vegetation Control 0  3.7 Maintain Trees 0  3.8 Recycle Landscape Trimmings 0  3.9 Pest Control 0  3.10 Miscellaneous Unscheduled Support Tasks 0  3.11 Maintain Ground Related Drawings   0    Total Base Labor$ 0NON-LABOR COSTS Fuel    Material/Supplies Costs    Equipment Costs    Subcontracts Costs    ODC Costs    

    Total Non-Labor Costs$ 0

HAY BALING OFFSET   $ $TOTALS   TOTAL PRICE #VALUE! #VALUE!

41

Wages-Salary Template 2

     

Department of Labor (DOL)

Covered Personnel

Rate

Actual Incumbent Labor Rate

Contract Year 1 Actual

Proposed Labor Rate

FTEs

CY 1 Actual

Proposed Annual Salary

 

     LABOR CATEGORY  

 Government SLC

Offeror's Category

 Category as per DOL WD 2005-

2516

Proposed Labor Escalation %  

Yr2 Yr3 Yr4 Yr5 SourceExample:                        Engineer 1 Bio Engineer II     $ 5.00 $ 5.00 2 x% x% x% x% $10,400 CBA

 Integration Engineer II       $ 6.00 1 x% x% x% x% $12,480 CBA

 Manufacturing Engineer II     $ 7.00 $ 7.00 2 x% x% x% x% $14,560

DOL2005-2516

Project Manager                        Etc.

42

Benefits Template 3

CATEGORY

COST OF FRINGE BENEFIT

% OF DIRECT LABOR COST

AVG. COST PER

LABOR HOUR DESCRIPTION OF BENEFIT

HEALTH AND WELFARE:           LIFE INSURANCE           DISABILITY INSURANCE         HEALTH INSURANCE         DENTAL INSURANCE         SICK LEAVE         CIVIC AND PERSONAL LEAVE         OTHER LEAVE         RETIREMENT           SAVINGS/THRIFT PLAN           SEVERENCE PAY           TUITION REIMBURSEMENT           OTHER (Identify)          TOTAL HEALTH AND WELFARE          TOTAL VACATION AND HOLIDAY:       Eligibility Number of Days Per Year

VACATION       ______ Years to ______ Years ________

        Etc. Etc. HOLIDAYS         ________TOTAL VACATION AND HOLIDAY         ________

43

Phase-in Template 4

CLIN 0000 - Phase-In Pricing (Cost Elements to be fully priced with burdens and Profit)

Cost Element:5/1/14 - 5/31/14  

Labor     Other Direct Cost     Subcontracts    Total Phase-In Price $0     Basis of Phase-In Costs: Provide Narrative Basis of Estimate, as applicable, in support of Phase-In pricing being proposed.   Labor:  Other Direct Cost: (non labor resources, materials, supplies, equipment, etc.) Subcontracts: 

44

Government Property

Mike Puryear, CPPM, CFIndustrial Property Officer

FAR 52.245-1 Government Property (APR 2012), Section 2.01, Page 14

FAR 52.245-2 Government Property Installation Operations Services (APR 2012), Section 2.16, Page 26

FAR 52.245-9 Use and Charges (APR 2012), Section 2.01, Page 14

NFS 1852.245-71 Installation-Accountable Government Property (IAGP)+ Alternate I (JAN 2011), Section 2.23

NFS 1852.245-73 Financial Reporting of NASA Property in the Custody of Contractors (JAN 2011), Section 1.09

45

Government Property

NFS 1852.245-74 Identification and Marking of Government Equipment (JAN 2011), Section 2.24

NFS 1852.245-75 Property Management Changes (JAN 2011), Section 2.01

NFS 1852.245-77 List of Government Property Furnished Pursuant to FAR 52.245-2 (JAN 2011), Section 2.25

NFS 1852.245-78 Physical Inventory of Capital Personal Property (JAN 2011) Section 2.01

46

Government Property Continued

NFS 1852.245-80 Government Property Management Information (JAN 2011) Section 5.11

NFS 1852.245-81 List of Available Government Property (JAN 2011), Section 5.12

NFS 1852.245-82 Occupancy Management Requirements (JAN 2011), Section 2.26

GFP Provided, IAW FAR 52.245-2, is listed in Section 4, Attachment 4.4

IAGP Provided, IAW NFS 1852.245-71, is listed in Section 4, Attachment 4.5

Property Management Plan (PMP) draft must be submitted with proposal.

Final PMP due within 30 days of contract start.

47

Government Property Continued

48

Labor Relations Overview

David WilsonJSC Contractor Industrial Labor Relations Officer

Wage Determination

Data Requirements Description

References (Regulations and Clauses)

RFP Labor Relations Requirements

49

WD 2005-2516, Revision 16 is applicable to this contract, and will be included in Attachment 4-7 of the RFP and resultant contract.o This WD applies to all non-exempt labor categories that are proposed

by the Offeror, and sets forth the minimum wages and fringe benefits for these categories.

o The WD will be updated before contract award if required.

Wage Determination (WD)

50

DRD 14: Wage, Salary, and Fringe Benefit DRD o This DRD is used by the NASA CO to assist in the monitoring of Service

Contract Act compliance.o This DRD is due 30 days following contract start, and subsequent

annual submittals are due 90 days prior to the anniversary date of the contract.

o Offerors will submit data on their labor categories, and map these categories to the wage determination.

o Data on hourly rates, and number of full-time employees are also required.

o Offerors will provide detailed information on the fringe benefits offered to service employees.

Data Requirements Description (DRD)

51

Reference Title

FAR Part 22 Application of Labor Laws to Government Acquisitions

FAR 52.222-41 Service Contract Act

NFS Part 1822 Application of Labor Laws to Government Acquisitions

29 CFR 541 Defining and Delimiting the Exemptions for Executive, Administrative, Professional, Computer, and Outside Sales Employees

References (Regulations and Clauses)

52

53

Safety and Health Programs

Sergio LealSafety and Test Operations Division

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 and Health Requirements◦ Requirements of those Federal agencies with regulatory authority over NASA such as

Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), and Department of Transportation (DoT).

NASA requires every employee to report workplace hazards.◦ NASA ensures that there is no reprisal to personnel for reporting unsafe or unhealthy

conditions.

54

Overview of the NASA Safety Program Continued

The NASA Safety Policy stresses individual responsibility of each employee for their own safety and that of their co-worker. Risk within the work environment must be managed to control hazards and we strive to continuously improve workplace conditions.

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 is recognized as having 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 working with OSHA, and serves as a safety and health mentor.

55

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.

The safety and health approach should follow OSHA, JSC, and VPP guidelines.

Failure to comply with safety and health requirements may result in contract termination, lower fee, and exclusion from future contract awards.

56

The Safety and Health Deliverables

Submission of detailed safety and health data is a part of the proposal:◦ Safety and Health Plan which includes a 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.

57

A Successful Safety Program Model

Based on 4 Basic VPP elements defined by OSHA:

Worksite Analysis Hazard Preventionand Control

Management Leadership Employee Involvement

Safety and HealthTraining

58

The Safety and Health Plan

Safety and 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 and 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.

59

The Safety and Health Plan Continued

◦ 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 and illnesses, case management.

• Disciplinary System – Describe approach to modify behaviors.

• Emergency Preparedness – Describe approach used for emergency preparedness and contingency planning that addresses fire, explosion, weather, environmental releases or other potential emergencies.

The Safety and Health Plan Continued

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, employees (crafts,

office workers, etc.).• Train for emergencies – fire drills, evacuation drills, site emergencies.

The Safety and Health Plan Continued

62

Recommendations

Pay special attention to the miscellaneous reports contained in the body of the Safety and Health Plan DRD under Other Deliverables (also shown as their own DRDs) – building fire warden roster; hazardous materials inventory; roster of terminated employees; material safety data sheets; OSHA logs; program self evaluation.

Tailor your plan to what you will do on the contract.

Review the guidelines provided in JSC Safety and Health Handbook (JPR 1700.1) at http://jschandbook.jsc.nasa.gov.

For the good of your employees and your business, take safety seriously and proactively plan to prevent injuries.

63

64

Occupational Health Program

Dr. Angel L. PlazaOccupational Health Specialist

Program Elements ◦ Occupational, Emergency and Preventive Medicine:

Medical Surveillance- “Fitness for Duty” and regulatory/exposure driven examinations Injury/Illness Case Management Employee Assistance Program

◦ Occupational/Environmental Health Program:Industrial Hygiene Hazard CommunicationHearing Conservation Program (HCP)Chemical Inventory SDS Management Radiation Safety (Health Physics): Ionizing and Non-ionizing Environmental Surveillance (potable and drinking water, legionella, etc..)Occupational Health Training: Hazard Communication (Haz Comm), HCP, Personal

Protective Equipment (PPE), etc.ErgonomicsFood SafetyConfined Space Program

Institutional Occupational Health at JSC, SCTF and EF

65

◦ NASA Occupational Health Elements Documentation Approval

◦ Emergency Response Team Support:• Manage onsite Occupational Health Clinic • 2 ACLS Ambulances: 1 at JSC and 1 at Ellington Field • Industrial Hygiene and Health Physicist for field monitoring support, for both responders

and affected public • Hurricane Ride-out Team • Lead for NBC medical oversight/management• AED and Emergency Crash Cart Management

Institutional Occupational Health at JSC, SCTF and EF Continued

66

86 AED’s (JSC, SCTF, EF)

Public Access Defibrillation Model:

◦ Many trained laypersons

◦ Trained Responders:• Fire Protection Specialists• Emergency Medical Services• Clinic Providers• Other Allied Health Personnel

Placement:

◦ http://sd.jsc.nasa.gov/omoh/docs/JSC%20AED%20Locations%202012.jpg

AED/PAD Program

67

68

Security/Badging Requirements

Wayne SingsSecurity Specialist

69

Small Business Office

Homero RangelContracting Specialist

JSC Industry Assistance Office:◦ Phone: 281.483.4512◦ Email: JSC-Industry-Assistance@mail.nasa.gov

Small Business Specialists:◦ Kelly L. Rubio, JSC Small Business Specialist

Phone: 281.244.7890

Email: Kelly.L.Rubio@nasa.gov

◦ Charles T. Williams, Senior Small Business Specialist

Phone: 281.483.5933

Email: Charles.T.Williams@nasa.gov

70

Small Business Office

IMPORTANT: Must be registered in SAM to be eligible! 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 website is located at:  https://www.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.

71

System for Award Management (SAM)

Schedule

72

Activity/Event Date

Release Request for Proposal  01/06/14

Pre-Proposal Conference 01/14/14

Questions to RFP Due 01/22/14

Proposals Due  02/13/14

Contract Award  04/17/14

Phase-In Begins 05/01/14

Contract Start  06/01/14

And finally.... Tips for Timeliness

73

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.

Allot at least 48 hours to over-night 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.

Tips for Timeliness Continued

74

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”.

Thank you for attending the Johnson Space Center

Pre-proposal Conference for the

Grounds Maintenance and Pest-control Services (GMAPS)

Acquisition

75