PreProposal Meeting Minutes to Include Q_A.pdf

FA4407-09-R-0003

MULTIPLE AWARD CONSTRUCTION CONTRACT (MACC)

SCOTT AFB IL

PRE-PROPOSAL CONFERENCE

1 JUNE 2009

1. On 1 June 2009 at 1:00 p.m. a Pre-Proposal Conference was held at Rockwell Hall, Scott AFB IL to discuss the MACC solicitation and Seed Project (EOD Addition). The two attachments to these meeting minutes are the sign in sheets and the slide presentation.

2. The meeting opened up with the Mr. Ted Bealer, Construction Flight Chief, introducing the Contracting and Civil Engineering Team and providing opening remarks.

The meeting was then turned over to Cynthia Strout, MACC Team Lead, who proceeded to brief the attached slides. During the conference the following questions were asked:

Question 1. How long will it take you to evaluate the proposals after you receive them?

Answer 1: They will be evaluated in a timely manner, but it depends on the number of proposals received.

Question 2. How will you pick the Contractors who will become a part of the MACC award?

Answer 2: Please refer to Section M of the solicitation. The contractor submitting the best value proposal (best combination of price and performance rating) will be awarded an IDIQ contract and a task order for the seed project. Using the same evaluation criteria, the government will then select up to nine additional contractors for award of IDIQ contracts with a minimum guarantee of $1,000.

Question 3. How long will you need the Contractor to hold prices for the seed project?

Answer 3: IAW SF 1442, Block 13D offers must be held for 90 days.

Question 4. Is the submission of Section K required if ORCA is completed?

Answer 4: Contractors may indicate completion of ORCA representations by checking the block in Section K acknowledging you are registered.

Question 5. Should three or five references be submitted? The slides say three, but five is listed on the addendum.

Answer 5. Three references should be submitted.

Question 6. Since the mezzanine will now be taken out of the proposal, will the structual design change?

Answer 6. Changes, if any, to the design will be issued by solicitation amendment.

Question 7. Do you need references from the designer?

Answer 7. No. Performance reference should be submitted by the prime contractor only.

Question 8. Does the Davis Bacon Act apply?

Answer 8. Yes.

Question 9. Will the drawings still need to be sealed or will the base take care of it?

Answer 9. The seed project is 100% designed. Project submittals for steel, fire alarm systems, etc., must be stamped/sealed.

Question 10. If a partnering occurs, do we need to submit three (3) references each?

Answer 10. No, only three references will be evaluated and may be submitted by either partner to the joint entity.

Question 11. Drawings on FedBizOpps are all different sizes in both PDF and Auto CADD. Can we have drawings that are the correct size?

Answer 11. Plot files will be posted.

Question 12. Can the sign in sheets be made available?

Answer 12. Yes, they will be scanned in and posted.

Question 13. Auto CADD drawings are posted, but the system isn’t user friendly. Can we have an alternate drawing?

Answer 13. PDF drawings and Auto CADD drawings are already on the website.

Plot files will be posted as well.

Question 14. Turn key project was mentioned: does that mean we won’t get paid until the project is finished?

Answer 14. No, progress payments will be made.

Question 15. For design build projects is professional liability insurance required?

Answer 15. Yes, if you are required to seal it. What ever is industry standard is required.

Question 16. Do the performance surveys need to come directly to you?

Answer 16. Yes, the surveys should be sent directly to the Contracting Officer.

Question 17. What if the reference surveys are not sent in on time, is the proposal considered as late?

Answer 17. No, if your proposal is in on time we will give you a call to notify you not all surveys have been received. If survey information is not received from your reference in a timely manner, it could have an adverse effect on your performance evaluation.

Question 18. The package has to be in by a certain time, do you accept changes?

Answer 18. Please refer to the solicitation provision in section L, 52.215-1, Instructions to Offerors—Competitive Acquisition (JAN 2004), incorporated by reference, for the rules regarding modifications to proposals. Paragraph (c)(3) of this provision is provided in full text below:

(3) Submission, modification, revision, and withdrawal of proposals.

(i) Offerors are responsible for submitting proposals, and any modification, or revisions, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that proposal or revision is due.

(ii) (A) Any proposal, modification, or revision received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and --

(1) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of proposals; or

(2) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(3) It is the only proposal received.

(B) However, a late modification of an otherwise successful proposal that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

Question 19. For construction of the flightline, will there be special security requirements?

Answer 19. No, the Contracting Office will work with Security forces to establish a Free Zone and lay down area.

Question 20. Can we take pictures of the seed project area?

Answer 20. Yes, as long as you do not point the camera at the flight line.

3. After all questions were addressed the attendees were driven to the EOD Addition project location. Meeting ended at approximately 3:30 p.m.