Minutes_JB_CHS_Custodial_Site_Visit_29_June_2016.pdf

h

JOINT BASE CUSTODIAL SERVICES

FA4418-16-R -0007

29 June 08:30 A.M.

MINUTES FROM PRE-PROPOSAL CONFERENCE AND SITE VISIT

1. Ms. Adams opened the meeting by welcoming everyone and making introductions.

Introduced were; Jacqueline Brown (Contracting Officer), Mike Knichel (Supervisor for CORs, Service Contracts, 628 CES), Sandra Richard son (COR for the JB CHS), Elmer Howard, (Contract Administrator, 628 CONS) and Mr. Alan Moyer, (628 CES, JB CHS Environmenta l) and Ms. Adams introduced herself as the contract administrator for this acquisition. Ms. Adams requested all attendees had signed in on the attendance sheets.

The minutes and agenda will be posted on FedBizOps website at www.Ibo.gov following the site visit. She gave an overview of the day 's events; the pre-proposal conference which would follow the agenda, a walking tour of several buildings, and a trip to the Naval Weapons Station portion of Joint Base Charleston to give the attendees a better understanding of the distance involved between the bases.

Ms. Adams requested everyone silence thei r cell phones and all attendees submit their questions in wri ting no later than 12 noon on Friday, July 81 for posti ng on FBO, July 11th. She reminded the attendees all questions must be submitted in writing to the contracting office and must no verbal responses given today or at any time are binding.

2. Mr. Alan Moyer provided the attendees with a briefing of the JB CHS Environmental policy.

3. Ms. Adams presented the contracting portion of the meeting by going over pertinent items listed in the solicitation:

a. Ms. Adams stated the contract type is a Firm Fixed Price Requirements Type

Contract and is an 8(a) set aside. Compan ies should provid e a copy of their 8(a) certificat ion with their proposal. This includes any SB Letter for Teaming or N agreements.

b. It is a performance based contract , the contractors are to use experience and best industry practices to accompli sh the tasks IAW PWS.

c. CLIN structure is based on type of funding.

d. The rules governing the Collective Bargaini ng Agreement (CBA) were provided IAW FAR 22.l 002-3-Wage Determination s Based on Collective Bargaining Agreements.

- (see attached agenda)

4. Ms. Adams explained the Pricing Worksheet in detail as it relates to submitti ng pricing on the RFP. Ms. Adams provided details as printed in the agenda and showed the attendees examples of TAB 4 and Tab 5 of the pricing worksheet. Ms. Adams explained to the attendees the different funding, O&M, TWCF, SDDC, MFH, and MDG; ASLAC is http://www.ibo.gov/ kept separately for administrative purposes only and added to O&M on Tab 4 for submission on the RFP.

Ms. Adams showed the attendees where to enter pricing in Tab 5, where to verify pricing on the Tabs 1, 2, 3, and 4, and where to take the calculat ions from Tab 4 and enter the totals on the RFP.

5. Ms. Adams then covered the following Clauses from the RFP:

a. Addendum to FAR 52.212-1 Instructions, Cond itions, and Notices to Offerors Ms. Adams pointed out the RFP consisted of 2 Parts- Price and Past Performance. Ms.

Adams showed the attendees the front page of the RFP and indicated the following blocks should be completely filled out with the following information:

Block 17a: Contractor Information- Company Name, Address, Phone, POC, DUNS, and Cage Code, printed very clearly.

Blocks 30a, 30b, 30c, Name, date, signanire by authorized company representative

Ms. Adams then showed the attendees page 3 of the RFP and Tab 4 of the prici ng worksheet and annotated where to place the unit price and estimated amount from Tab 4 on the pricing worksheet.

b. FAR 52.2 12-3 Representations and Ce11ifications

Ms. Adams stated every contractor must have a valid registration in SAM to be el igible for any Government contract and to please check the stan1s of SAM prior to submi ssion of proposal. Every proposal wi ll be checked for current status and EPLS (Excluded Parties List) upon submission of proposal. The website is listed on the front of agenda i n helpful websites. Do not let your registration expire.

Past Performance- Ms. Adams explained that past perfom1ance is considered more significantl y more important than price for this RFP, please check the RFP for all the details, the handout is only a synopsis of what is included in the RFP for the purposes of the site visit and this sho1i briefi ng.

Recent- within the past 5 years

Relevant - wi thin the scope and magni tude of the RFP

Subcontractor Past Performance- must have written consent to submit subcontractors past performance

Joint Venture Agreemen ts- Submit N Agreement Letters with the proposal. Same with Team Arrangements-

Addendum to FAR 52.212-3 Evaluation Factors for Award

Evaluation- Commercial Items I. Past Performance

2. Price

The Government will evaluate all offers for award purposes by adding the total price of the base year, all options, and the 6 month extension. We will align all proposals by price beginning with the lowest price first, and evaluate past performance. If the lowest price offeror is found to have substantial confidence the evaluation process stops and the Government may award without d iscussions. If the lowest offeror is not found to have substantial confidence the next offeror will be evaluated on past performance until an offeror whose past performance is found to substantial confidence ... and so on... please see the RFP for all details relating to evaluation factors, these are also taken from the DOD Source Selection Guide. This is only a portion of what is provided for the purposes of today's briefing and site visit.

Addendum to FAR 52.2 12-4 Contract Terms and Conditions- Commercial Items

Ms. Adams requested the attendees please read this section of the RFP as i t pertains to the required Insurance, business licenses tax, and environmental compliance on JB CHS.

6. Ms. Adams explained to the attendees the following:

l . Clarifications:

-Occur after receipt of proposals -Limited exchanges to clarify minor points -Does not result in proposal revisions

2. Communication s:

-Used to determine whether an offeror is to be included in the Competitive Range

- Does not result in proposal revision

3. Discussions:

-Held after competitive range determination -Deficiencies and omissions corrected -Held to some degree with all offerors in the Competitive Range -Government will ask for Final Proposal Revisions

7. Ms. Adams closed the briefing at 10:30 am.

8. The attendees were escorted to the following locations on JB CHS for the site visit:

JB CHS - Air Base Bldg. 500- Airman and Fam ily Readiness Center Bldg. 503- Mil.i tary Personnel Flight, Civilian Personnel, Mili tary Travel, Veteran Affairs (first floor only) Bldg. 225- Fitness Center

Lunch- Red Bank Club

JB CHS- Weapons Station

Bldg. 788- Youth Center Bldg. 5- 628 Civi l Engineer Squadron ASLAC Faci l i ty Area- did not exit bus for securi ty reasons; however did drive around of area.

Laydown Area- si te where Custodial contractor may put trailer and/or other temporary storage unit/ollice on Weapons Station

9. The site visit concl uded at 3:30 p.m. Allendees were requested to please submit their questions in writing no later than Friday, J ul y 8111

, 20 16 at 12 noon.

Attachments:

I . Attendee Sign ln Sheet

2. Agenda