Base_Paving_IDIQ_Pre-Proposal_Conference_Minutes_28_Aug_13.pdf

DEPARTMENT OF THE AIR FORCE

30TH SPACE WING (AFSPC)

GUARDIANS OF THE HIGH FRONTIER

9 September 2013

MEMORANDUM FOR RECORD

FROM: 30 CONS/LGCA

SUBJECT: Base Paving IDIQ Pre-Proposal Conference Minutes

1. A pre-proposal conference was held at Marshallia Ranch for the Vandenberg Paving IDIQ contract on

28 Aug 13 at 0900. The purpose of the conference was to highlight critical aspects of the solicitation posted on FedBizOps.

2. Attendees present at this conference are listed in Attachment 1 – Sign-In Sheet.

3. The following items were discussed:

a. Acquisition Milestones: Proposals due 16 Sep 13. The anticipated award date without discussions is 01 Feb 13. The anticipated performance start date is 18 Feb 14.

b. Contract Characteristics: This contract will be awarded on a competitive basis with 100% small business 8(a) set aside. At least one party to any partnering agreements must qualify as an 8(a) entity. Up to three firm fixed price, multiple award IDIQ contracts will be awarded with tasks orders based on the lowest price technically acceptable. The minimum guarantee per awardee is $5,000 for the base year only.

c. Period of Performance. The contract will be one base year and four one-year options. The estimated dates of the base year contract are 01 Feb 14 – 31 Jan 15. These dates will be definitized at contract award.

d. CLIN/Coefficient structure. A sample CLIN and coefficient was provided. Each CLIN must have a coefficient for the proposal to be considered responsive.

e. Developing Pricing. Coefficients should include profits, G&A expenses, proposal preparation, risk, etc. Proposals must include a coefficient worksheet and a narrative explaining the methodology used to calculate the coefficient. Coefficients are the maximum authorized on task orders, but may be lowered to gain a competitive advantage.

f. Technical Specifications. Division 1 of the Paving Technical Specifications is tailored to

Vandenberg. All specifications are posted with the solicitation.

g. Evaluation Process. All instructions are posted in Section L of the solicitation. The government intends to award the contract without discussions. All coefficients from all CLINs within each proposal will be added, averaged, and ranked from lowest to highest. Only technically acceptable proposals will be considered for award.

h. Technical Evaluation

i. Program Management Plan; Personnel must have responsibilities, qualifications, and levels of authority similar to the roles identified in Base Paving Technical Section 01 31 01.

ii. Contractor’s License. All offerors must submit a copy of their California General

Engineering Contractor’s License Type “A.” Licenses must be valid current at time of proposal submission through award date. In partnering agreements, the prime contractor must possess the Type “A” license.

iii. Bonding Capacity. All offerors must provide evidence of minimum single project bonding capacity of $2,000,000 and minimum aggregate bonding capacity of $10,000,000. The corporate surety must be approved in Treasury Department Circular 570 or other authorized source, in accordance with FAR 28.102.

iv. Quality Control Plan. All offerors must demonstrate its ability to create an effective Quality

Control Plan, in accordance with Base Paving Technical Specifications Section 01 45 01. The

Quality Control Plan must address each element of the specifications.

v. Demonstration Project. All offerors must provide a complete and acceptable package, in accordance with Base Paving Technical Specification Section 01 00 00. There must be a full description of the statement of work. The Schedule of Material Submittals must include all materials, plans, and everything else used to complete the demonstration project.

i. Warnings. Proposals that do not conform with Section L of the solicitation will be found non-responsive and will not be evaluated.

4. Questions announced at pre-performance conference and /or submitted no later than 4 September

2013 as stated in 5352.215-9001 Notice of Pre-Bid/Pre-Proposal Conference (May 1996).

Q1: Can an 8a company (with only a B-General Contractor License) team with a non 8a firm

(with an A license) to meet this technical requirement?

A1. The 8(a) company who does not have the appropriate license to meet the standard is not technically acceptable. The standard states "Sub-factor 2” standard is met when the offeror submits a copy of its active California State Contractor's License Type "A" that is registered with the prime offeror's company and current at time of award".

Q2. Would the GVT accept the 8a firm’s B-General Contractor license as sufficient to meet this technical requirement?

A2. The Government will not accept 8(a) company B-General Contractor license as meeting the technical sub-factor 2 standard requiring an active California State Contractor's License Type "A" that is registered with the prime offeror's company.

Q3: When doing a joint venture or partnering, do all the companies need to be 8(a)?

A3: Only one company is required to be an 8(a) small business entity and it must owns at least 51% of the joint venture in accordance with 13 CFR 1244.513(c)(3). Joint Venture must be sanctioned by

SBA. Other teaming agreements do not require SBA approval, only that the prime offeror is the 8(a) firm and is to be eligible for the set-aside.

Q4: When doing a Teaming Agreement, does all the companies involve need to have a Type A license?

A4: The prime contractor is required to have and maintain a Type A Contractor’s license. The prime contractor to any patterning agreement shall be a qualified 8(a) entity controlling at least

51% interest of the arrangement.

Q 5: Is coefficient needed for each CLIN and is there an opportunity to change the coefficient on each CLIN?

A 5: A coefficient shall be needed for each CLIN listed in Section B and each CLIN (coefficient) must represent a year over year decrease. Contract awardee’s will have the opportunity to lower their coefficients at the Task Order level to gain the competitive edge .

Q6: Will all line items be available to contractors on RS Means?

A 6: RS Means items not used in the calculation of said coefficient are available for use. The definition of coefficient is found in the Base Paving Technical Specifications at 1.2.1.

Q 7: Will the cost of the RS Means training be splits amongst the winning contractors or will it be passed on to the Government?

A 7: There is no contractor requirement to train Government personnel or supply RS Means materials. Each contract awardee is responsible for training for their staff/employees.

Q 8: How should Request For Information (RFI) be submitted?

A 8: RFI’s shall be submitted on company letter ahead with the appropriate

Solicitation/Contract/Task Order number and attached to E-mail. The Email will contain the

Solicitation/Contract or Task Order number in the “subject heading”.

Q 9: Are there costs associated with training government personnel on RS Means?

A 9: There are no cost associated with training Government personnel.

Q 10: Please verify if section 01 04 00-5 paragraph 1.5.2 is valid for this proposal.

A 10: The requirements listed paragraph 01 04 00-5 paragraph 1.5.2 are not valid for this proposal and removed by amendment.

Q 11: Are there going to be any A&E requirements in the ID/IQ?

A 11: A&E professional services are not anticipated that would require a licensed architect-engineering firm’s services or stamped drawings. If the design requires registered architect or professional engineer, it should be considered outside the parameters of Paving IDIQ contract and the Contractor shall notify the Contracting Officer.

Q 12: Should professional engineering requirements be included in the coefficient or the line items?

A 12: Professional architect-engineering service are not to be considered in the development of said coefficient.

Q 13: Can contractors use 4clicks or cost work? RS Means vs. alternative.

A 13: Not recommended to use 4clicks or other estimating software even if the software extracts data from the same RS Means construction line item cost database. Costwork estimating system/format is what the Government will use to evaluate.

Q 14: Will training for escorts cost be passed on the Government?

A 14: There are no cost associated with training escorts, the Government will provide the escorts. If and when the Government cannot provide escorts, the contractor will utilize a 3rd party escort services. The Government will identify escorts requirement at the task order level. Escorts are considered a direct cost applied to individual projects when required and should be included in the proposal.

Q 15: Are there costs associate with security training, security badges, or site escorts?

A 15: There are no cost associated in obtaining Security Forces Pass and I, D. There is no cost for site specific training or familiarization of site security procedures, and etc. requirements.

Familiarization training will be conducted by the Government.

Q 16: Which Divisions/Unit Price Book will 30CONS be looking for contractors to incorporate? Div 32 for Paving, base, etc…? or site concrete and other divisions as well?

A 16: The Unit Price Book source is to be RS Means Construction Cost Data source and the divisions are found in the Base Paving Technical Specification’s “ Table of Content” posted with

Solicitation at https://www.fbo.gov.

Q 17: Would this IDIQ Project include an allowance for liquid asphalt price fluctuations during the course of the project? For example, Caltrans has a Paving Asphalt Price Index that is updated monthly, which allows Caltrans to increase or decrease compensation for their Hot

Mix Asphalt on projects, based on the monthly Paving Asphalt Price Index. Attached is an example of this index.

A 17: The government will not make “up or down” adjustments to compensation for paving asphalt price fluctuations based upon “California Statewide Crude Oil Price Index” after task order award.

Pricing is developed at the task order level, and contractors have the ability to develop pricing and quantities as seen in their best interest in a competitive environment.

5. Question pertaining to Demonstration Project XUMU: 13-1234C, Upgrade Consolidated

Accumulation Point, Attachment 6.

DQ1 : From Attachment 7 - Demo Project Design, Drawing & Sketch: What are the current elevations for the south edge of the "existing AC pavement" and north edge of the "existing main cross road" in-line with the "existing access road"?

DA1: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project

“known's”, “unknowns,” and “assumptions.”

DQ 2: From SOO; Principal Features of Work; 1.2: Culvert size shall be based on the surface drainage area of the site. Will the surface drainage area of the site be provided?

DA 2: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project

DQ 3: From SOO; Principal Features of Work; 1.3: The site is located 5 miles from the main base access gate and 2 miles from the base landfill, borrow pits and recycling center. Are there any fees associated with utilizing the base landfill, borrow pits and recycling center?

DA3: Landfill utilization requirement are identified under 1.12 Solid Waste Requirements of the

Base Paving Technical Specifications. At this time, there are no known fee for the use of Vandenberg

Landfill. If land fees are applicable they will be stated at the task order level.

DQ 4: From SOO; Principal Features of Work; 1.9: Some form of micro surfacing or coating is required to extend the life of the AC due to the anticipated increase in use. What is the square footage of the area to be re-surfaced?

DA 4: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project

DQ 5: Are there any existing utilities (other than the existing 10" asbestos cement main) that must be addressed with the creation of this new road and pad?

DA 5: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project https://www.fbo.gov/

DQ 6: If a contractor does not currently own RSMeans CostWorks software, can a cost estimate be provided using a spreadsheet software?

DA6: Offerors may submit construction cost breakdown other than a spreadsheet developed in/from

CostWorks software with the submission the of demonstration project.

DQ7: What is the desired distance between the existing CAP facility and the New Storage Pad?

DA7: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project-

DQ8: What is the desired design life for the AC improvements?

DA8: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project

DQ9: What is the width of the existing Access Road?

DA9: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project

DQ10: Is the Existing AC pavement at the CAP facility Macadam or HMA?

DA10: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project

DQ11: What are the dimensions of the existing AC pavement at the CAP facility?

DA11: See the Statement of Objectives (SOO), drawings and contract specifications. The objective is for the contractor to identify and point out how they plan to approach the completion of said project

6. The conference adjourned at 0925.

LOUIS R. BUCHANAN

Contracting Officer

Attachment:

1. Sign-In Sheet