Pre_Proposal_Conf_13-R-0001.doc

PRE-PROPOSAL CONFERENCE MINUTES, 8 MARCH 2013

RFP No: FA4486-13-R-0001 Title: Base Custodial Services, Lajes Field, Azores, Portugal RFP Issued: 19 February 2013 Closing Date: 19 March 2013, 16:00, Local Azores Time.

1. A pre-proposal conference and site visit was conducted 19 February 2013 to facilitate the understanding of the solicitation requirements, and the instructions to offerors. The meeting took place in the 65th Contracting Flight main conference room at 09:30.

2. The contract administrator, Maria Godinho started the meeting by explaining that the pre-proposal meeting was being held in reference to the Base Custodial Services Proposal, No. FA4486-13-R-0001, with a posting date of 19 February 2013 and closing date of 19 March 2013, at 16:00, local Azores time.

3. The contract administrator then introduced the military members present and asked those present to introduce themselves. All those in attendance are listed on the attached sign in sheet.

4. The following solicitation portions were briefed:

a. A brief description of the job to be performed and the location, which is listed on the attached performance work statement.

b. All were advised of the period of performance, a basic year from 1 October 2013 through 30 September 2014 and 1 option year from 1 October 2014 through 30 September 2015.

c. Contractors were notified that they must be registered in SAM to be legible for award.

d. Contractor’s accessing Air Force installation. They were informed that the name of individuals needing to access the Base would have to be provided to the contract administrator so she could request the Base passes from the main gate, pass and identification office.

e. Attachments. All were asked if they obtained the attachments to the solicitation, which was posted on FedBizOps, and the attachments are the performance work statement and the past performance questionnaire.

f. A brief review of the instructions to offerors, 51.212-1 was conducted. The contract administrator explained that the offerors need to fill in the representations and certifications under provision 52.212-3. Those offerors that are already registered in SAM and have filled out their information electronically can only fill paragraph (b) of this provision.

g. Basis of award. It was briefed that the Government will award a contract resulting from this solicitation to the responsible offeror whose offer confirming to the solicitation is determined to be the lowest price technically acceptable (LPTA) proposal.

h. The proposal organization and maximum number of pages was explained as set in the proposal organization table included in the solicitation. It was explained that there are 3 volumes, Volume I Price, Volume II Technical Proposal, and Volume III Past Performance Information.

i. Volume I Price, offerors were briefed to fill in the unit price and total amount respectfully for each priced CLIN.

j. Volume II Technical Proposal, it was explained that there are 2 technical sub-factors, Sub-factor 1 Transition Plan and sub-factor 2 Quality Control Plan. Offerors were explained that they shall illustrate in detail their plan of transition, and specifically address how the offeror will conform to the eight principles of the ISO 9001 standards, which there is a link included under this sub-factor that will take them directly to the 8 quality management principles.

k. Volume III Past Performance. Offerors were notified that they shall send the past performance questionnaires to their references, which in turn will fill them out and send it to our office, e-mails and address are included in the instructions to offerors.

5. Offerors were notified that the site visits were scheduled for the Gym, Bldg. T333 which is a high visibility building and Contracting, Bldg. T-615 for a general idea of an administrative facility.

6. At the conclusion of the meeting Maria asked that questions be submitted in writing to the Contract Specialist or Contracting Officer listed in the solicitation, instructions to offeror. Questions shall be submitted no later than 1600, 13 March 2013. We then proceeded to the site visit and the pre-proposal conference was concluded after the visit.

//SIGNED//

MARIA N.S. GODINHO, Civ, USAF

Contract Specialist, Infrastructure Support Section

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