B05 Minutes Pre-Proposal Conference PRA 170 Ah-9-10.pdf

Pre-Proposal Conference 09/15/2022

Project Title : Pine Ridge Ashrae 170 - Upgrade/Repair Ah-9 & 10

Conference Purpose : The purpose of the pre-proposal conference and this agenda is to:

1. establish lines of communication and coordination,

2. highlight special aspects of this project,

3. achieve a clear and mutual understanding of the solicitation & contract requirements, and

4. identify potential problem areas.

Disclaimer : Nothing stated in this conference will change the contract’s terms and conditions (T&C); any changes to the T&C will have to come in the form of a solicitation amendment.

Introductions :

- Government

- Corey Sawatzky, PE, IHS Contracting Officer Representative (COR).

- Technical expert, inspection and acceptance.

- Stottin Newbrough, General Engineer, Project Manager

- Matthew Pfister, LT, Facilities Engineer

- Andrew Hart, Contracting Officer.

- Any changes to the T&C require CO approval.

- Daniel Cotto, Contract Specialist

- Contractual issues, mediating, issue modifications.

- Offerors :

- Chris O’Brian: LaCreek Development

- Ken Soderlin: Sods Mechanical

- Matty Gilbertson: LaCreek Development

Subcontractors are an important stakeholder in any project but, please remember, that the Government’s contractual relationship is with the contract holder (prime).

Goals : To repair, rebuild, and update air handlers 9 & 10 which serve office and administration areas in the basement of the main hospital.

- Maintenance has had trouble keeping the supply fan of air handler 10 operational. The fan and motor base assembly have broken several times. At least one structural failure caused the motor to fall into the cooling coil and damage it. The project will also eliminate all pneumatic controls from air handlers 9 & 10 and upgrade them to direct digital control (DDC.)

- Refer to PDF page 11 for a more detailed explanation of the scope.

- Submittals are on PDF page 12.

- Security requirements are on PDF page 13.

- Please anticipate and tackle supply chain issues.

Questions on the Goal ?

- Working after hours. Access will be available 24/7.

- Will not be able to stop the airflow during working hours.

- Saturday & Sunday OK to work during the day.

POP : 180 Days

- At the post-award conference, we will discuss the notice to proceed. The awardee should have enough time to complete the security and other administrative requirements.

Are there any concerns about :

Section A SF-1449 :

- Proposal due date is no later than 5:00 PM Eastern, 09/30/2022 .

- PDF page 4: 100% Indian Small Business Economic Enterprise (ISBEE) set-aside.

Section B Supplies, Services Price :

- PDF pages 5 & 6.

Section C SOW : PDF pages 7 - 20 (including drawings).

- What type of shut down schedule or amount of time will be allowed to have the unit down?

- Answer : It would have to be after 4:30 or weekends. One of the units runs administration and they would not approve. That or any work that didn’t directly affect the airflow can be done whenever. I would recommend night work as the best option.

Section I Clauses & Provisions : PDF pages 21 - 38. As I understand it, no unusual stuff, just normal business practices.

Section J Attachments : PDF page 39.

- Do we need to amend the solicitation to add the UV attachment?

- Will issue an amendment to add the attachment.

Sections K thru M are only used during the solicitation phase and fall off at award .

Section K Reps and Certs : PDF page 40 - 63. Usually filled out in SAM.

- 52.212-3 Offeror Representations and Certifications—Commercial Products and Commercial Services. (May 2022) The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically in the System for Award Management (SAM).

Sections L & M : L tells you what to submit. M how you will be evaluated.

Section L :

- PDF page 64 - 68.

- Type of Contract : Firm-Fixed-Priced.

- 52.204-17 Ownership or Control of Offeror. I doubt any of your companies is owned by another company but if so, fill this provision.

- 60 calendar days for Government acceptance. We try to award as soon as possible but sometimes things happen.

*** Submit the following : PDF page 66 .***

- SF-1449 . I cannot issue an award if I don’t know who you are, if I don’t understand your prices, or if your offer is not signed.

- I can only award to ISBEEs, so remember to fill out Attachment 3 IHS IEE

Representation Form .

- Evaluation Factors :

- Factor 1 Technical:

- SubFactor a. Technical Experience . This is how we know your company has done this type of work.

- SubFactor b. Key Personnel & Organizational Chart . To understand how qualified your personnel are and your management plan.

- Factor 2 Past Performance : This is how we know how well (or bad) your company has done this type of work.

- Factor 3 Price :

- Fully-burdened CLINs. (prices are to be provided on page 2 & 5).

I will not make a big deal of it as long as I can understand your price offer.

- Please, remember to write your total price.

- L.2. Request For Information (RFI) : Let me know if you have questions. We will try our best to answer on time.

Do we have any questions on what you need to submit ?

Section M Evaluation Factors For Award :

- Best Value - comparative evaluations.

- When there are no obvious strengths or weaknesses between proposals, the determining factor is Price.

- The Government is willing to pay more for higher quality but it has to make business sense.

- The intent is to award without discussions, so give us your best price.

- Let the evaluators know you’ve got this! That you have the technical knowledge, experience, and resources to tackle a project of this size and complexity.

- Staffing Plan:

- How many people are you planning on using to tackle this project?

- Tell us how you plan on tackling the deadlines?

Do we have any questions on how you will be evaluated ?

Miscellaneous Items :

- Communications protocols.

- Email and phone is fine. Email is preferable.

- After award, coordinate with the COR for submittals, especially in the earliest stages of performance to prevent misunderstandings in expectations.

- 52.204-22 Alternative Line Item Proposal. https://www.acquisition.gov/far/52.204-22

1 Project Management And Mobilization 2 Mechanical Hvac And Piping 3 Controls 4 Electrical 5 Taxes, Tero, Fees, Misc.

- You are allowed to submit multiple offers since there are more than one way of doing things.

Are there any questions about how you will handle

- Invoicing,

- Payments,

- Contract closeout?

Are there any other items we would like to address ?

- Any suggestions on improving the way we do business?

- Reducing the cost to prepare and submit offers.

- Understanding the requirements.

- Performing.

Thank you for helping us improve the lives of our American Indians and Alaska Natives!

https://www.acquisition.gov/far/52.204-22