Minutes_-_PRE_PROPOSAL_CONFERENCE.pdf

PRE-PROPOSAL CONFERENCE MEETING MINUTES

February 11, 2014

Operations and Maintenance Western Regional Research Center

Albany, California

Solicitation No. AG-32SD-S-14-0002

1. Welcome and Introductions

2. Research Program Overview

3. Solicitation Overview

a. Section B.1 SCOPE

i. PWS

ii. Routine work

iii. Additional work – defined in Section G.4

b. Section B.2 PRICE SCHEDULE

i. Any deviation from price schedule, whether in content or format may result in your proposal not being considered further for award.

ii. Would a fillable price schedule be helpful? A fillable price schedule will be provided.

iii. 1 month transition period (June 1 - June 30)

iv. 3 month base period (July 1 – September 30)

v. 4 1-year option periods (October 1 – September 30)

c. Section B.3 TOTAL CONTRACT VALUE

i. FFP + Additional work estimated value = Total Contract Value

d. Section E.2 INSPECTION/ACCEPTANCE

i. In accordance with the QASP (Attachment 1, Appendix 12)

e. Section F.2 PERIOD OF PERFORMANCE

i. The effective period of this contract will be from June 1, 2014 through September 30, 2018 NOT May 31, 2019. Will be in next amendment.

f. Section G.4 ADDITIONAL WORK

i. This is your definition. Be sure you understand what constitutes additional work and what is routine.

g. Section G.5 INVOICE PREPARATION

i. Invoice Processing Platform

ii. All electronic invoicing. No more hard copy invoices.

h. Section H.3 INSURANCE COVERAGE

i. Section H.5 KEY PERSONNEL

i. Fill in

ii. Substitution rule

j. Section I.1 CLAUSES INCORPORATED BY REFERENCE

i. 52.207-7, System for Award Management – MUST BE REGISTERED TO RECEIVE AWARD

ii. 52.219-6, Notice of Total Small Business Set Aside – If not small business according to NAICS code referenced in Section K.4, you are not eligible to provide a proposal.

iii. 52.219-14, Limitation on Subcontracting - 50% of work to be self-performed.

iv. 52.222-6 and -41, Davis Bacon and Service Contract Acts – Wage determinations provided.

v. 52.223-1, 2, 5 & 17 – Biobased, Hazardous Materials, Pollution information and requirements.

vi. 52.223-15 & 16 – energy efficiency information and requirements

vii. 52.232 – all the payments clauses

viii. 52.236 – construction clauses that may be applicable to some of the additional work

ix. 52.245-1 & 2 – Government property clauses

x. 52.246-20 & 21 – Warranty information

k. Sections I.2, I.3, I.4 and I.5 are all applicable to additional work. Read. Understand.

l. Section K.3 AUTHORIZED NEGOTIATORS

i. Fill in

m. Section K.5 REPRESENTATIONS BY CORPORATIONS REGARDING AN UNPAID DELINQUENT TAX

LIABILITY OR A FELONY CONVICTION

i. Fill in

n. Section L.4 INSTRUCTIONS FOR THE PREPARATION OF TECHNICAL AND BUSINESS PROPOSALS

i. Electronic

ii. Due by February 26, 2014, @ 4:00 pm Eastern Time

iii. Include solicitation # in subject of email.

iv. I will confirm receipt by reply email. Please follow up timely if you don’t receive a confirmation of receipt.

v. CORRECTION – Paragraph 1 change Statement of Work to Performance Work Statement

vi. Alternate Proposals

vii. Submission Format

1. 1 copy of completed, signed offer – be sure to acknowledge amendments, and complete the fill in provisions

2. 1 copy of technical proposal

3. 1 copy of business/price proposal

viii. Technical Proposals

1. CORRECTION – remove reference to QAP should be QCP

2. Section 1 – Past Performance/Relevant Experience

a. 5 contracts

3. Section 2 – Quality Control Plan

a. Page limit on QCP – 25 pages???

4. Section 3 – Management and Operational Plan

a. TEP will literally go down list and determine if each element is addressed.

5. ASK QUESTIONS NOW!

ix. Price Proposals

1. Completed tables in Section B

2. Price breakdowns supporting numbers in tables

3. Fully burdened hourly rates for labor categories in Sec. B.2.

4. Really good itemized list on Page 53.

o. Section M.2 CRITERIAL FOR EVALUATING TECHNICAL PROPOSALS

p. Section M.4 BASIS FOR AWARD

i. Factors other than price are significantly more important than price. Technical proposal is where focus should be.

4. Performance Work Statement Overview

5. Questions and Answers

6. Site Walk