Procurement of Regionalized Maintenance of Galley Equipment

Procurement of Regionalized Maintenance of Galley Equipment

Organization: NAVSUP, FISC Norfolk

Team Name: Maintenance of Galley Equipment Team

Related Acquisition Topic(s): Contract Logistics Support (CLS), Financial Management, Integrated Product Teams (IPT), Performance Based Acquisition, Performance Specs and Standards, Risk Management, Strategic Sourcing

Description:

Maintenance of Galley Equipment (Regional contract for the seven (7) galleys located in Norfolk, Portsmouth, Virginia Beach, Williamsburg, and Yorktown, Virginia) awarded contract N00189-00-D-0035 to GCS Service, Inc. Award was made effective 13 March 2000 (7-month base period) for $174,638 with priced option for four additional one-year periods totaling $1,179,927.

Reason for Awarding:

1. Acquisition Reform Initiative (s): Integrated Process Team method (IPT): Consisting of customer, contracting, and contractor’s input added to the successful procurement of the regional galley equipment maintenance contract. Contractors were given the opportunity to obtain a draft Performance Work Statement (PWS) from FISC Norfolk and NECO websites to provide feedback on industry standards and methodology. In addition, feedback on the PWS was accomplished via face to face discussions with the customer, contracts specialist and contracting officer. The IPT allowed for two-fold input (i.e., site visit and sharing information on commercial business practices.)Technical Risk Assessment method: Streamlined source selection methodology included submission of Quality Control Plans which consisted of six (6) technical factors allowing the technical evaluation team to assess the risks in each proposal in a time-efficient manner. This was combined with an on-site technical evaluation performed at FISC Norfolk to have the Contract Specialist and Contracting Officer available for clarification as needed by the evaluation team.Past Performance: Past Performance (PP) was the most important factor. Strong emphasis was placed on a detailed PP assessment for this acquisition as it was fully over half of the technical risk assessment (TRA), and the TRA was more important than price in the source selection. FISC Norfolk’s Contract Specialist and Contracting Officer directly assisted the technical evaluation team by researching all past performance information.Commercial Item (CI) procedures: Utilized for this acquisition, CI procedures eliminated burdensome clauses not required by law. CI procedures helped streamline the solicitation process, and will result in more efficient contract performance and contract administration. The teaming effort enabled the award to be made on initial proposal and without discussions.
2. Time/money saved FISC Norfolk received the initial request for assistance with the procurement in October 1999. The Performance Work Statement was written by the Contract Specialist through fact finding and input from the Food Service Officer’s staff. IPT initiative gave industry the opportunity to team with the Government in defining the Performance Work Statement by incorporating industry practices and included some of their recommendations. The contract was awarded in March 2000. Five offers were received. This acquisition is considered a success story/best practice most notably because FISC Norfolk was able to accomplish several mission essential objectives with this one vehicle. First, the Government was using sixteen full-time military personnel to perform maintenance of the equipment. Under the current contract, only eight (8) military personnel are required on part-time basis (approximately 10 hours per week each). The military serve as Technical Assistants, Contracting Officer Representative, and an Alternate Contracting Officer Representative/ Technical Assistant. Navy Public Works Center’s personnel were co-located at three of the galleys and supplemented military personnel. PWC personnel are no longer required and are now strictly used for facility maintenance only. Second, a majority of emergency maintenance repairs were accomplished by vendors/contractors. Under the current contract, the contractor coordinates all equipment repairs (preventive maintenance and emergencies repairs), handles warranties under the Original Equipment Manufacturer agreement(s) and/or directly interfaces with manufacturers’ representatives for required warranty services. Most importantly, this procurement is considered a success story because it provides the Regional Food Service Officer a vehicle at his fingertips to use for adequate forecasting of equipment needs as well as life cycle status at each galley location. He deals with only one source for services thereby increasing accountability. Military personnel can now be re-assigned to perform other duties. Also, approximately $801,151.00 cost savings was realized in addition to the savings associated with military billets not required for equipment maintenance and inventory/record keeping.
3. Lessons Learned Teaming efforts between the requiring activity and the FISC Norfolk Acquisition Department greatly enhanced the procurement process. Approximately 490 pieces of equipment located in seven (7) different locations were identified by manufacture, type, part numbers, and warranty status, thereby making it possible to award the contract with such a short timeframe (3-months actual procurement time).
   

NAVSUP, FISC Norfolk

Maintenance of Galley Equipment Team