diane krueger n10 presentation

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Military Sealift CommandMilitary Sealift Command Mission-focused… Value-drivenMission-focused… Value-driven

PPE Conference

Diane KruegerDiane KruegerDeputy Director of ContractsDeputy Director of Contracts

02 Nov 1002 Nov 10

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Agenda

• Contact Information

• Requisition Processing Times

• Procurement Thresholds

• Limiting Competition – Sole Source and Urgency

• Revised ROH/DD POA&M

• Solicitation Template Revisions

• Technical Proposal Annual Submittals

• IDIQ and Requirements Contracts

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Meet the N107 (SAP) Team

• Diane Krueger- Branch Head

• Roy Williams – T-AO/N43A

• Kate Petti – T-AO/N43A

• Dianne Pope – T-AOE & T-AE/N43B

• Efrem Mason – T-AKE/N43C

• Comatrice Martin – T-AKE/N43C

• Terri Buonfigli – T-AKE/N43C

• Nina McDowell – T-ARS & T-ATF/N43D

• Rae Struebing – T-AH & Special Mission/N43E

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N10 Branch Heads

• N10 Director – Deidre Fisher

• N10X Deputy – Diane Krueger

• N101/Oilers – Henry Bijak

• N102/T-AOEs & T-AEs – Patrick Brown

• N103/T-AKEs – Arlene Wright

• N104/T-ATFs & T-ARSs – Elloise Hitshew

• N105/Special Missions – Andy Shanks

• N106 General Contracts (IDIQs) – Corey Squires

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Requisition Processing Times

Our Goal Is To Process Routine Purchase Requests Within The Following Timeframes:

MSFSC FISCNAVSEA

$25K - $100K 34 Days 30 Days 60 Days

$10K - $25K 25 Days 20 Days 30 Days

< $10K 15 Days 20 Days 30 Days

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Procurement Thresholds

• NEW!! The SAP team processes requirements less than $150K, and uses commercial procurement procedures. This allows the contracting officer (KO) to significantly streamline the solicitation process from 45 days to less than a week.

Less than $15K: Requirement does not need to be synopsized (“advertised”) on FEDBIZOPPS. Oral quotes can be obtained.

Greater than $15K but less than $25K: Requirement needs to be posted in a public place or by an appropriate electronic means. MSFSC posts the requirements on FEDBIZOPPS via a combined synopsis/solicitation.

Greater than $25K but less than $150K: Requirement needs to be synopsized on FEDBIZOPPS, generally for about five days via a combined synopsis/solicitation.

• The other N10 branches process requirements greater than $150K – most non-ship repair requirements are processed using commercial procedures.

Greater than $150K: Non-commercial requirements need to be synopsized for 15 days, and the solicitation needs to be posted for 30 days. If commercial, the 45 days can be reduced down to a number of days deemed reasonable by the contracting officer (generally between two weeks).

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The Other Side of the Coin

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Limiting Competition

• All requirements less than $150K are automatically set aside for small businesses. Waivers to this rule include sole source to large business or urgency.

• Federal regulations require competition on all purchases over $3,000.00, i.e., N10 must contact more than one source for a quote.

• The FAR provides for seven circumstances where competition is not required. This presentation will focus on the two most common reasons:

– Sole Source. This includes requirements for a brand name.

– Urgency

• Justification and Approvals (J&As) are required for actions greater than $150K and sole source/urgency statements are required for actions less than $150K.

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Required Signatures

• J&As:

– Technical: Generally the Class Manager

– Requirements: Generally the SPE/ASPE

– Contracting Officer

– Counsel

– Competition Advocate: N10 or N10X

• Sole Source/Urgency Statements

– Prepared and signed by end user (i.e., PPE)

– Reviewed and signed by LTD for “sanity check”

– Reviewed and approved by Contracting Officer (REQUIRED for sole source statements but not urgency statements)

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UNCLASMilitary Sealift CommandMilitary Sealift Command Mission-focused… Value-drivenMission-focused… Value-driven

Only One Responsible Source…Sole Source

This exception applies when there is a reasonable basis to conclude that your needed items can only be provided by one, and only one vendor.

Statements such as “Only known source” or “Only source that can meet the required delivery date” are not sufficient reasons for sole source.

Bottom line: there is only one vendor in the entire country that can provide this item to the government. Can you agree to that? If not, then don’t send the requirement to N10 to process stating only one source.

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Good Sole Source Rationale

• Repair parts only available through original equipment manufacturer (OEM), and market survey has been conducted to support this statement (i.e., ABB – they have no authorized distributors, as confirmed with the vendor; Fairbanks Morse; Alfa Laval).

• The source has established proprietary rights in the item or service required (i.e., Rolls Royce).

• Other contractors are not qualified to perform necessary services. Specific detailed qualifications must be provided in the statement of work/ description (i.e., Hyster forklift repairs).

• In accordance with MSFSC's standardization program, only the specified make and model of equipment/parts will satisfy the Government's needs for additional units or replacement items, and only one source is available (i.e., MSE – Motor Insulation Monitors required for all T-AKEs per TRANSALT 169; Valve Automation & Controls – actuation valves for firemain charging pumps for all T-AKEs).

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Brand Name

• Brand name is considered sole source because it limits competition regardless of the number of sources solicited:

– Sole source statement required!

• Example 1: A Motorola radio can be purchased from any number of resellers and distributors. The use of the brand name Motorola must be justified. Competition is considered to be limited because only Motorola resellers and distributors can compete for the award while resellers for other brands such as Harris cannot.

• Example 2: An Edro Dyna Wash washer-extractor can be purchased from any number of vendors/distributors other than Edro itself.

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Brand Name or Equal

• Brand name or equal is not considered sole source:

– No sole source statement required!

– Salient characteristics must be provided.• Salient features should be developed with thoughtful consideration given to

your actual requirement. Limiting maximum dimensions or weight should be considered as well as features that are truly required.

• Salient features should NOT be a carbon copy of the specification of the brand name. Salient features submitted in this fashion will be rejected and a brand name justification will be required.

Example 1: Fall Protection Equipment could be a product manufactured by Spider or an equal product manufactured by its competitor, Carbis.

Example 2: Weld Bench could be a product manufactured by Donaldson Company, Inc. or an equal product manufactured by its competitor, Pucel Enterprises.

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Name Brand or Equal: Salient Features – A Real (Bad) Example

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Urgency Statements

• Urgent requirements

– Are for supplies or services that are mission critical

– Will result in work stoppage if not immediately fulfilled

• Requirements accompanied by a valid Urgency Statement will receive high priority. The FAR provides for streamlined acquisition methods when a requirement is truly urgent. Statement not required for CASREPs – just the CASREP number.

• Urgency Statements must include – The impact to the mission (i.e., the specific harm) if the material or

service is not received by the stated delivery date

– The special circumstances and conditions that exist validating the requirement as “urgent”

– The rationale for the priority assigned

• Specifically address the selected Force Activity Designator (FAD) and Urgency of Need Designator (UND), as shown on the next slide

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PriorityForce Activity Designators

FAD I: Forces in combat.

FAD II: Units with mission to deploy in 24 hours.

FAD III: Units with mission to deploy in 30 days.

FAD IV: Units with mission to deploy in 90 days.

FAD V: Units without a combat mission.

Urgency of Need Designators

UND A: Requirement is immediate (i.e., NORS/CASREP). Unable to perform one or more primary missions.

UND B: Requirement is immediate, or it is known that such a requirement will occur in the immediate future. Ability to perform one or more primary missions will be impaired until material is received.

UND C: Requirement is routine. Stock replenishment.

FAD Urgency of Need (UND)

A B C

I 01 04 11

II 02 05 12 USE FAD II IN ASSIGNING PRIORITIES

III 03 06 13

IV 07 09 14

V 08 10 15

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Urgency: A Real (Bad) Example

• Kindly expedite this ANORS Outstanding Requisition.

• [0004] NXXXXX8220A068 002439872 9B

• EA 00103 SPONGE, LOOFAH

• Status: (BB)REQN PROCESSED FOR DIRECT DELIVERY

• RIC From: (PFZ)PRIORITY MATERIAL OFFICE BREMERTON, WA.

• RIC To: (PFZ)PRIORITY MATERIAL OFFICE BREMERTON, WA.

• Remarks: BB/SMS/8274

• R/ XXXXXXX, Jr.Suppo

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Revised ROH/DD POA&Ms

• Revisions driven by the need to ensure timely award of contracts (45 days prior to availability vice 30)

• Collaborative effort led by N7 with substantial N10 and N43 input

• N10 milestones incorporated that were never before accounted for:

– Time for local CRB participant review of BCM documents (2 days)

– Time for HQ CRB scheduling and review of BCM documents (3 days once docs received by HQ – with very few exceptions)

– CHINFO (3 days) if CAT A items are greater than $6.5M

– Small Business Challenge (5 days and not simultaneous with CHINFO waiting time) if awarded to a SB under a SB set-aside

• What are we finding?

– Not enough time between local CRB and submission to HQ for both pre and post

– “Cut off day for last addendum” is not interpreted by N10 as the last day for N43 to submit changes to the work package to N10. It is the last day for N10 to issue an amendment. Significant changes to WIs causes extensions which impacts N10

– Work packages submitted to N10 are not complete, but piecemeal – all dates slide to right

– OPC meetings not being held per POAM/requirements not forward to N10 timely

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Solicitation Template Revisions

– Driven by N10 need to:

• Potentially eliminate need for discussions, if not, eliminate phone discussions and rely only on written IFN letters

• Delete unnecessary clauses and free text

• Clarify existing free text (i.e., local clauses)

• Add required clauses

• Delete some J attachments by incorporating into RFP sections

• Update sections L&M (to include tech proposal requirements)

• Revise pricing spreadsheet (J attachment) so that it mirrors the spreadsheet used by the PCO for price analysis

– Team effort with N7 and N43 providing input and feedback

– Goal is to “go live” with the new RFP in Jan 2011.

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Solicitation Template Revisions

Also includes revision of supporting documents such as SSP & review of technical subfactors

1.0 UNDERSTANDING THE STATEMENT OF WORK

1.1 Time Phased Sequencing Network

1.2 Problem Areas (identify known areas in the RFP, not IFNs)

1.3 Engineering

1.4 Material

1.4.1 Material Control and Storage

1.5 Heavy Weather Plan

1.6 Cold Weather Plan

2.0 ABILITY TO PERFORM THE STATEMENT OF WORK

2.1 Man-hour Chart (address overtime policy)

2.2 Growth Absorption

2.3 Facilities

3.0 MANAGEMENT CONTROL AND QUALITY ASSURANCE

3.1 Organization and Key Personnel

3.2 Subcontractor Participation

3.3 Quality Control Plan

3.4 Overtime Policy

3.5 Hazardous Waste Management Plan

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Technical Proposal Annual Submittals

• In an effort to streamline award procedures, N10 began asking contractors to provide annual submittals of the following documents:

– Subcontractor plan

– Cold weather plan

– Crane certifications

– Environmental management plan

– Heavy weather plan

– Material control & storage plan

– Key personnel

– Production control

– QA plan

• Last year, only Detyens and Puglia submitted packages. Only Detyens was reviewed by N43 and then used by subsequent TEBs.

• This year, only Detyens and GSY have submitted packages which have been forwarded to N7 for review.

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IDIQ/Requirements Contracts

• N40442-09-D-7000 Liferaft Services/Purchases, Icon Int’l

• N40442-08-D-1007 Field Engineering Services-Propulsion, Tano

• N40442-09-D-7001 Security Guard Services, Bradley Security & Detective Agency

• N40442-09-D-7200 thru 7211 General Ship Repair

• N40442-10-D-6000 Gage, Meter & Thermometer Calibration, Adaptech

• N40442-10-D-6001 Gage, Meter & Thermometer Calibration, Angel's Instrumentation, Inc.

• N40442-08-D-1011 Rolls Royce Cylinder Head Exchange, Rolls-Royce Comm Marine

• N62383-06-D-0157 Fire Protection/Inspection Services, Hiller Systems, Inc.

• N40442-08-D-7000 Sperry Navigation and Steering Gear, Northrop Grumman Systems Corp - Sperry Marine Division

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IDIQ/Requirements Contracts (continued)

• N40442-09-D-7003 Shipboard Elevator/Dumbwaiter M&R, Certification, American Heavy Industries, Inc.

• N40442-09-D-7004 Shipboard Elevator/Dumbwaiter M&R, Certification, Ocean Tech Services, LLC

• N40446-09-D-0001 General Ship Repair-Guam, Guam Industrial Services Inc.

• N40446-09-D-0002 General Ship Repair-Guam, Gulf Copper Ship Repair, Inc.

EXPIRED CONTRACTS

• N62383-05-D-0600 General Ship Repair-San Diego

• N62383-05-D-0601 General Ship Repair-San Diego

• N62381-05-D-1005 Automation Controls

https://www.mysealift.msc.navy.mil/sites/msfsc/n10/TADefault.aspx

diane krueger n10 presentation

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