1 Welcome to the Johnson Space Center Pre-Proposal

1 Welcome to the Johnson Space Center Pre-Proposal Conference for the Printing and Mail Support Services (PAMSS) Contract RFP No. NNJ 09275555 R

Welcome Remarks q q 2 These slides are not to be interpreted as a comprehensive description of all requirements of the solicitation To the extent there any inconsistencies between this briefing and the solicitation, the solicitation governs

Welcome Remarks (cont’d) Today’s presentation will follow a written script in order to avoid preferential treatment toward those attending q Attendees may submit any questions in writing on forms provided at the registration desk. However, questions will not be answered today. q A copy of today’s charts along with official responses to questions will be posted on both the NAIS (EPS) PAMSS and JSC PAMSS procurement webpages q http: //prod. nais. nasa. gov/cgi-bin/eps/bizops. cgi? gr=D&pin=73 3 http: //procurement. jsc. nasa. gov/pamss/

Agenda 08: 00 08: 30 Registration Welcome Remarks 09: 15 09: 30 09: 45 10: 15 S&MA Remarks Security RFP Overview SOW Overview W. Gremillion W. Sings S. Aragon P. Dickson J. Ross 11: 00 Proposal Instructions S. Aragon 11: 20 11: 35 Pricing Overview Proposal Evaluation Overview Site Tour Overview Lunch (on your own) Bus Loading for Tour S. Aragon Contracting Officer Deputy Director, Information Resources Manager, JSC Institutional Procurement Office JSC Safety and Test Operations Chief JSC Security Office Contract Specialist Contracting Officer’s Technical Representative (COTR) and Alternate COTR Contract Specialist Overview Contract Specialist S. Aragon Contract Specialist P. Dickson J. Ross COTR and Alternate COTR 11: 45 12: 00 12: 50 4 01: 00 03: 00 Bus Departing Gilruth Bus Returning to Gilruth F. Mahan D. Swanson T. Baugh

Welcome Remarks Dot Swanson Deputy Director, Information Resources 5

Opening Remarks Procurement at JSC Tom Baugh Manager, JSC Institutional Procurement Office 6

S&MA Remarks Wayne Gremillion JSC Safety and Mission Assurance 7

Security Remarks Wayne Sings JSC Security Office 8

RFP Overview Sylvia Aragon Contract Specialist 9

Request for Proposal (RFP) Overview q Points of Contact: q Contract Specialist: q Sylvia Aragon q sylvia. aragon-1@nasa. gov q 281 -244 -5178 q Printing and Mail Support Services web address: q http: //procurement. jsc. nasa. gov/pamss/default. asp q Click on the “Anonymous Questions to Contract Specialist” link to submit a question 10

Request for Proposal (RFP) Overview q 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 …” q Installation Ombudsman: Melanie W. Saunders Associate Director (Management), Building 1, Room 935 A, telephone 281 -483 -0490 11

RFP Overview (cont’d) q 12 Procurement Schedule (subject to change) ü 1/12/09 Industry Day ü 3/31/09 Release Draft RFP ü 4/13/09 Questions/Comments from DRFP Due ü 6/19/09 Release Final RFP ü 6/22/09 Pre-proposal Conference q 7/06/09 Last Date Questions will be Accepted q 7/13/09 Past Performance Volume II Due q 7/20/09 Proposals (Volumes I, III, IV) Due q 9/02/09 Phase In (60 days) q 11/02/09 Contract Start

RFP Overview (cont’d) Official RFP and subsequent amendments take precedence over this conference q Competition: Hub. Zone set-aside q Period of Performance: q q q 13 Estimated Phase-In Period: 9/02/09 to 11/01/09 Basic Contract: 11/02/09 to 11/01/11 Option 1 -Year 3: 11/02/11 to 11/01/12 Option 2 -Year 4: 11/02/12 to 11/01/13 Option 3 -Year 5: 11/02/13 to 11/01/14

RFP Overview (cont’d) q Type of Contract: Indefinite Delivery/Indefinite Quantity (ID/IQ)/Firm Fixed Price Contract with Incentive Feature q q 14 An ID/IQ contract provides for acquiring services on the basis of - Direct labor hours at specified fixed hourly rates that include wages, overhead, general and administrative expenses, and profit. Incentive Feature q Incentive Feature based on Metrics Performance of “meets or fails to meet” q Offerors are asked to fill-in amount of fee to hold in Retainage Pool which will be available to Contractor every 6 months on a “meets or fails to meet” basis. If the Contractor fails to meet the metrics, that portion of the fee set aside for the metric will not be paid for that period and will not be available in any other period for payment.

RFP Highlights (cont’d) q 15 When reading the RFP, note that: q Important information is contained in SF 1449 and numerous clauses and provisions that have been incorporated, via full text and/or referenced text, throughout the document q Clauses incorporated by reference have the same force and effect as if they were included in their full text q Section 4 includes important documents, exhibits, and other attachments q Statement of Work (SOW), Performance Standards, Wage Determination Data, Installation Accountable Government Property List, and Data Requirements, DD Form 254, Contract Security Classification Specification q 1852. 204 -76 Security Requirements For Unclassified Information Technology Resources (DEVIATION) (MAY 2008) q 1852. 204 -75 Security Classification Requirements (SEPT 1989)

RFP Highlights (cont’d) q q Central Contractor Registration q q q 16 1852. 237 -72 Access to Sensitive Information (JUN 2005) 1852. 237 -73 Release of Sensitive Information (JUN 2005) JSC 52. 242 -94 Administrative Leave (SEPT 2008) Offeror responsible for updating and/or completing company information prior to proposal submission Processing time, which normally takes 48 hours, should be taken into consideration when registering. Offerors who are not registered should consider applying for registration immediately upon receipt of this solicitation Contractor is responsible for the accuracy and completeness of the data within the CCR database, and for any liability resulting from the Government’s reliance on inaccurate or incomplete data

RFP Highlights (cont’d) q Government Furnished Equipment/Facilities/Services q q 17 Installation Accountable Government Property – Listed in Section 4, Attachment 4. 4, Government will provide Work Space—Bldg 227 IT Support— workstations and telephones for personnel Miscellaneous Services—on-site services (cafeteria, recreation center, etc. )

RFP Highlights (cont’d) q Wage Determination Information q Service Contract Act (FAR 52. 222 -41): Requires a Department of Labor Wage Determination for nonexempt employees performing services (FAR 22. 1001) q Establishes the minimum Wages & Fringe Benefits q q Solicitation contains Wage Determination (WD): q WD 2005 -2516 Rev 8 - Harris County, TX q q q 18 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 for nonexempt employees must include a direct match to the appropriate wage determination

RFP Highlights (cont’d) q q q It is the intent of the Government to award without discussions Offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint The Government reserves the right to conduct discussions q If discussions are to be held, those offerors who have made it to competitive range will: q q 19 Enter Discussions and have opportunity to correct weaknesses Be requested to resubmit the SF 1449 with Final Proposal Revisions (FPR) which will include clearly marked changes

Proposal Overview q 20 Proposal Structure q Acknowledgment of receipt of all amendments q Volume I – Mission Suitability q A. Technical Understanding Subfactor q Technical Understanding of Statement of Work (SOW) q Protection of Sensitive Information q Risk management q Training q Sample Task Orders should reflect an understanding of the above q B. Management Subfactor q Management Approach q Phase-In q Staffing, Compensation, Recruitment, and Retention q C. Safety Subfactor

Proposal Overview (cont’d) q Volume q RFP q Volume q Other q II—Past Performance Attachment 6 -1 : Past Performance References III—Cost than Certified Cost and Pricing Data Templates for submitting cost data provided in Sec. 6 q Volume IV— Model Contract q SF 1449 q Contract 21 Clauses (Sections 1 -4 and Section 7) q Section 9 Representations and Certifications

Proposal Overview (cont’d) q Proposal Delivery Procedures: q Volume II - Past Performance and Reference Information q Volume II MUST be received at JSC by 4: 00 p. m. CDT July 13, 2009 q Volume I - Mission Suitability, Volume III Cost/Price, Volume IV – Signed Model Contract and acknowledgement that all amendments have been received q MUST 2009 22 be received at JSC by 4: 00 p. m. CDT July 20,

Proposal Overview (cont’d) q Proposal Delivery Procedures: q q q 23 U. S. Mail must reach 2101 NASA Parkway, Attn: BJ 2/Sylvia Aragon Commercial carrier or hand carried must reach 1100 NASA Parkway, Room 555 by 4: 00 p. m. CDT July 20, 2009 For hand deliveries: q Deliveries should be coordinated with Sylvia Aragon beforehand q Proposals MUST be delivered to 1100 NASA Parkway, Room 555 no later than 4: 00 p. m. CDT July 20, 2009

Communications q Have a question on Official RFP? Offerors may submit written questions to the Contract Specialist, Sylvia Aragon, or Anonymous Questions link via the JSC PAMSS website no later than 7/6/09. q Responses to written questions will be posted on the NAIS (EPS) PAMSS and JSC PAMSS webpages q Offerors are solely responsible for ensuring the Contracting Officer/Contract Specialist acknowledges receipt of all written questions (e. g. , reply via e-mail) q No verbal questions will receive an official response from the Government q 24

SOW Overview Pat Dickson Contracting Officer’s Technical Representative 25

SOW : DUPLICATING AND PRINTING SYSTEMS CONTRACT: 2 Shift operation – 5 days a week Staff q. CURRENT q q q 1 Project Manager/Supervisor q 8 Reproduction Specialists q 1 GPO Specialist q 1 Control Clerk q 1 System Analyst 26

SOW : DUPLICATING AND PRINTING SYSTEMS q Equipment used in printing that is furnished by the Government and maintained by the Government q q q (3) Xerox Docu. Tech 6180 (3) Xerox Docu. Color 8000 AP (1) Xerox 4112 (4) Xerox Freeflow Make-Ready (workstations & software) (7) Xerox Freeflow Print Controllers/Print Servers (formerly know as Docu. SP) All of the above Xerox equipment was procured last year. 27

SOW: DUPLICATING AND PRINTING SYSTEMS q Equipment used in printing that is furnished by the Government q (1) 28 *CP Bourg BST 10+d Booklet-maker w/10 bin stacker q (1) *Pitney Bowes FD 500 Tabletop Folder q (1) *GBC 4500 Pro Series Laminator q (1) *GBC Magnapunch q (1) *GBC PB 2600 Binder q (1) *Champion 305 XG Paper Cutter q (1) Challenge MS 10 A Paper Drill q (1) *Interlake SA 7/8 Stitcher q (1) Padmaster 2000 Padder * Contractor Maintained – cost for year one all listed in Section 4, Attachment 4. 4 for use in developing price

SOW: DUPLICATING AND PRINTING SYSTEMS q Workflow q. Work orders (JF 31) are submitted electronically through the email system. Products to be produced can be submitted either in hardcopy or electronic format. Electronic files are put on the printshop server by the requestor. Work orders are retrieved by the work control clerk who then schedules the work to be done or contacts the customer to negotiate a new due date. Once the job is complete, it is sent back to the work control area where it is logged as completed. Work control will then follow the instructions on the JF 31 as to whether the job will be picked up, mailed, delivered by transportation or sent to the distribution area. 29

SOW: DUPLICATING AND PRINTING SYSTEMS q 30 Trends q FY 2008 – 31. 5 M impressions q FY 2007 – 25. 5 M impressions q FY 2006 – 21 M impressions q FY 2005 – 25. 7 M impressions

SOW: DUPLICATING AND PRINTING SYSTEMS • Government q q 31 q Printing Office (GPO) By law, the GPO is the only source that can be used for outside printing. Examples of jobs that are sent to GPO are 4 -color process, anything larger than 12” x 18”, perfect binding, tags, NCR forms, promotional items and DVD’s. Basically anything that cannot be produced with the current list of equipment. GPO has contracts with print companies that do routine work for the GPO. Jobs can be sent directly to these vendors. A GPO form 2511 will accompany these jobs. Jobs that cannot be done in house or by GPO are sent to Dallas GPO via a Standard Form 1. For more information about the GPO go to www. gpo. gov

SOW: DUPLICATING AND PRINTING SYSTEMS q Impressions Performance Metrics q. All printing requests should be completed within the customers due date unless workload requires negotiating due dates. Negotiated due dates must be annotated on the work order. 60% of all requests should be completed within 3 working days. Quality standard is GPO Level III. Definition of GPO Level III found in the GPO document in the Technical Library under Standards: Contract Term - Quality Assurance through Attributes Program (QATAP). No more than 5% rejected by customer. Customer satisfaction surveys should yield an average of 95% or above and no responses below good. Surveys will be based on a 5 point ranking from excellent to poor. 32

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Statement of Work ALTERNATE CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE Joeva Ross 38

SOW: MAIL AND DISTRIBUTION NEW CONTRACT: 1 Shift Operation – 5 days a week 39

SOW: MAIL AND DISTRIBUTION Equipment used in mail and distribution that is furnished by the Government (2)* Pitney Bowes postage metering machines q 1 Neopost AS 226 P addressing machine q (1)*1 ESCAN x-ray machine q (1)* Sterilgard III biological hazard cabinet q (4) String tie machines q (3)* Plastic loop tie machines q 1 Truck q 3 Vans q 40 * Contractor Maintained – See Section 4, Attachment 4. 4 for prices to be used in developing price proposal

SOW: MAIL AND DISTRIBUTION Workflow q q q q 41 Pick up and deliver official mail from the local USPS twice daily (7 a. m. & 4 p. m. ) Pick up special service mail from the local USPS (postal express, registered, certified and insured) 11 a. m. Screen and X-ray all incoming mail to the Center Provide Center-wide mail processing, pickup and delivery routes Provide courier service Advise and assist customers Wrap official packages and prepare for mailing Distribute printed documents & information to on & offsite customers and other NASA Centers

SOW: MAIL AND DISTRIBUTION Trend – Incoming & Outgoing Pieces q q 42 FY 2008 – 6. 8 M FY 2007 – 6 M FY 2006 – 5. 4 M FY 2005 – 6. 3 M

SOW: MAIL AND DISTRIBUTION Categories of mail First Class q Priority q Registered q Certified q Insured q Postal Express q q. Federal Express Courtesy to the JSC Transportation Department 43

SOW: MAIL AND DISTRIBUTION Compliance US Postal Service domestic mail regulations and international mail regulations q NASA regulations q JSC Mail Handling procedures (JSC Mail Security Plan JSC 29830, JSC Mail Services Guide - JSC-26809) 1852. 204 -75 Security Classification Requirements (SEPT 1989) 1852. 204 -76 Security Requirements for Unclassified Information Technology Resources (DEVIATION) (MAY 2008) q q q 44

SOW: MAIL AND DISTRIBUTION Performance Metrics Accurate (5% error performance period max. ) processing of mail and distribution. Mail delivery within 24 hours of receipt. Outgoing mail prepared in accordance with US Postal Service Domestic Mail Regulations and NASA and JSC Mail Handling Procedures, and processed within 24 hours of receipt. Local post office storage limits for NASA mail shall not be exceeded. Customer satisfaction surveys should yield an average of 90% or above. Surveys will be based on a 5 point ranking from excellent to poor q 45

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Proposal Instructions Overview Sylvia Aragon Contract Specialist 51

Section 6 - Proposal Instructions q Section 6 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 q Do not simply repeat the statement of work q Proposals should include 4 volumes q Volume I – Mission Suitability q q q Technical Approach, Management Plan, and Safety and Health Plan will be attachments to this volume Volume II – Past Performance Provide questionnaires to 3 -5 references to be returned to the Contract Specialist. q Offerors are responsible to ensure Point of Contacts are correct and that any reference questionnaires are submitted directly to the Government. q Volume III – Cost q Volume IV – Model Contract q 52

Section 6 - Proposal Instructions (cont’d) q Volume I – Mission Suitability q Technical Approach q Detailed approach to accomplishing each SOW item q q Sample Task Order should reflect understanding of SOW, any innovations proposed, and proposed skill mix and staffing Overall Management Approach q Attachments: q q 53 Innovation, when substantiated, is good Include skill mix and staffing. Management Plan Phase-In Plan Safety and Health Plan DD Form 254, Contract Security Classification Specification

Section 6 - Proposal Instructions (cont’d) q Volume II – Past Performance q Send Reference forms (Sec 6. 15, Attachment 6 -1) on three recent contracts (3 -5 years) Government contracts are preferred but not mandatory q Your references must complete the forms and send them to NASA directly by the cutoff date (this is your responsibility) q If you propose a joint venture, provide the same information for each team member or subcontractor company q q Provide on the first page of Sec 6, Attachment 6 -1: q 54 Company names, addresses, and point of contact information for the three references mentioned above

Section 6 - Proposal Instructions (cont’d) q Volume III – Cost Carefully follow all cost/pricing instructions included in Section 6 q Use Excel spreadsheets provided for reporting of cost data q See Government Standard Labor Categories and map your labor categories to this list q q Volume IV – Model Contract q q q 55 Three (3) original signed Standard Form 1449’s Sections 1 -8, with all fill-ins completed Section 9, Representations and Certifications with all fill-ins completed

Pricing Overview Sylvia Aragon Contract Specialist 56

Proposal Evaluation Overview 57

Section 6 - Evaluation Factors q Evaluation Factors for Award q Mission Suitability Factor Technical Approach q Management Organization and Approach q Safety and Health q 600 Points 200 Points q Past Performance Factor q Price Factor q 58 “Mission Suitability and Past Performance when combined are significantly more important than price. Mission Suitability and Past Performance are approximately equal in importance. ”

Section 6 - Evaluation Factors (cont’d) Technical Approach q q Protection of sensitive information, risk management, training, and other relevant information provided by the Offeror q Offeror’s ability to demonstrate competence in its ability to perform the SOW requirements. q 59 Effectiveness, efficiency, soundness, and thoroughness to demonstrate understanding the operational requirements of the contract, including understanding the SOW Innovations and efficiencies proposed

Section 6 - Evaluation Factors (cont’d) q Management q Overall Organization and Approach management approach and organization q Approach for the Management Plan, Phase-In Plan, Compensation Plan, Teaming Arrangement, and Security Level of Clearance 60

Section 6 - Evaluation Factors (cont’d) q Effectiveness Health Plan 61 and Compliance proposed Safety and

Section 6 - Evaluation Factors (cont’d) q Past Performance Factor will be evaluated based on the following: q Reference information submitted to NASA on Sec 6, in Attachment 6 -1 q References contacted directly by NASA q Other information NASA obtains, such as information from the Government-wide past performance database q Adjective 62 score will be assigned to Past Performance

Section 6 - Evaluation Factors (cont’d) q Price Factor will be evaluated based on the following: q Fully loaded rates as applied to Sample Task Orders - including Task Order Pricing Templates 63

Site Tour q Please be at the front of the Gilruth Center at 12: 50 p. m. q Site Tour leaves promptly at 1: 00 p. m. q Approximate time for the tour is 2 hours. q Badge required for site tour. Maximum of three representatives (U. S. citizens) from each company. q 64

Thank you for attending the Johnson Space Center Pre-Proposal Conference for the Printing and Mail Support Services (PAMSS) 65