JB_CHS_COCESS_Pre_Proposal_Minutes_16_May_2017_Signed.pdf

JOINT BASE CUSTODIAL SERVICES

FA4418-17-R-0004

16 May 09:00 A.M.

MINUTES FROM PRE-PROPOSAL CONFERENCE AND SITE VISIT

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

Introduced were; Anna Urrutia (Flight Chief, Services 628 th

CONS), Lt. Catungal

(Contract Administrator, Service Contracts, 628 CONS), Ed Brewer (Chief of Material

Command, 628 CES for the JB CHS), and Tim Collins, (COR, 628 CES) 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.fbo.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 the COCESS facilities on the Air Base and Naval Weapons

Station of Joint Base Charleston to give the attendees a better understanding of the distance involved between the bases, how the COCESS stores are set-up at each location, and the storage, warehouse and office spaces of each COCESS location.

Ms. Adams requested everyone silence their cell phones and all attendees submit their questions in writing no later than 12 noon on Friday, May 19 th for posting on FBO, May rd

. She reminded the attendees all questions must be submitted in writing to the contracting office and no verbal responses given today or at any time are binding.

2. Ms. Adams briefly provided the attendees with an overview JB CHS “Green

Procurement” Environmental policy.

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

a. The Contract Type is an IDIQ with EPA Type Contract.

b. Supply Type Contract

4. Ms. Adams explained the Pricing Worksheet in detail as it relates to submitting pricing on the RFP. Ms. Adams provided details as printed in the agenda and showed the attendees examples of Column L and Column M of the pricing worksheet. Ms. Adams explained to the attendees to provide the BID MFG Name/Part Number: in the line item description in addition to providing the price in Column L. At the end of the pricing worksheet Ms. Adams stated the pricing worksheet should calculate the prices for a total bid price for the BASE Year. The total for the base year should be entered into all the option years except for the Option to extend prices; which should be ½ the price of the 4 th option year. Ms. Adams stated she would go over the EPA (Economic Price Adjustment

Calculation in an additional slide).

The question was asked if the Y and N in the line item description were for HAZMAT?

The question was tabled and will be answered with the list of questions to be posted on

FBO on 23 May 2017.

http://www.fbo.gov/

The Agenda handouts provide the page numbers on the RFP of where to enter the prices on the CLINs. Prices should be entered in the Fixed-Price Items CLINs only.

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

a. Addendum to FAR 52.212-1 Instructions, Conditions, and Notices to Offerors

Ms. Adams pointed out the RFP consisted of 3 Parts- Price, Past Performance, and Small

Business Participation. The Agenda states which blocks to complete on the RFP.

b. Ms. Adams stated Past Performance is due 01 June 2017; 30 days after the solicitation was posted. Contractors have 45 days to submit their pricing portion of the proposal; however the Past Performance portion of the proposal is due within 30 days.

Ms. Adams stated every contractor must submit a Small Business Participation Proposal.

All the vendors in attendance were small businesses and Ms. Adams covered the Small

Business Participation Proposal. Ms. Adams stated it was not a requirement for small businesses to sub-contract to other small businesses; however it is allowed and if the business planned to subcontract to another small business then to complete the Small

Business Participation Proposal as appropriate, but it would also equal 100% if they did not subcontract to another small business since the prime contractor is a small business.

The Small Business Participation Plan was not covered since no Large Businesses were in attendance.

Ms. Adams identified the below:

Recent- within the past 5 years no more than 5 references

Relevant- within the size, scope and magnitude of the RFP

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

Addendum to FAR 52.212-2 Evaluation Factors for Award

Evaluation- Commercial Items

1. Past Performance

2. Price

3. Small Business Participation o Past performance is Significantly more important than Price with consideration of

Small Business Participation.

o Initially, Offers will be ranked by price; past performance history will be evaluated on a basis significantly more important than price with the consideration of Small Business Participation.

o Small Business Participation- Acceptable or Un-Acceptable.

o All businesses (Large and Small) are required to complete the Small Business

Participation Proposal

Addendum to FAR 52.212-4 - Commercial Items- Economic Price Adjustment (EPA) o Clause does NOT apply to NPI o Calculated annually in July based on Material Index of Engineering News Record o The EPA is applied to Fixed Price list with the exercise of each option period

Example:

Material Index July 2017 1000 (Baseline)

Material Index July 2018 1050

50/1000 = .05

.05*100 = 5% 5% Increase is applied

6. Ms. Adams closed the briefing at 9:45 am.

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

COCESS Air Base-

COCESS Weapons Station-

8. The site visit concluded at 11:30 a.m. Attendees were requested to please submit their questions in writing no later than Friday, May 19 th

, 2017 at 12 noon.

MELISSA ADAMS ANNA M. URRUTIA

Contract Administrator Contracting Officer

Attachments:

1. Attendee Sign In Sheet

2. Agenda