HWMS Preproposal Conf Minutes w atchs.pdf

DEPARTMENT OF THE AIR FORCE

22d CONTRACTING SQUADRON (AMC)

McCONNELL AIR FORCE BASE, KANSAS

21 July 2008

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 22d Contracting Squadron

53147 Kansas St Ste 102 McConnell AFB KS 67210

SUBJECT: Pre-proposal Conference Minutes for Solicitation FA4621-08-R-0001, Hazardous

Waste Management Support Services

1. A pre-proposal conference was held in the Contracting Squadron conference room, Building 732 of McConnell AFB, on Tuesday, 15 Jul 08, at 0900 hrs for the above referenced request for proposal in accordance with Air Force Federal Acquisition Regulation Supplement (AFFARS) provision 5352.215-9001. A site visit to the Hazardous Waste Storage bay and other spaces that will be used to accomplish tasks associated with this contract in building 1096, and to the Combat Arms Training facility to view the bullet trap system immediately followed the conference.

2. All participants signed in on an attendance roster with the following admonition: This conference facilitates the prudent exchange of solicitation information between the Government and prospective Offerors. Any questions or concerns that may be discussed at this time are specifically non-binding as only the Contracting Officer can enter into obligations on behalf of the US Government. If you have any questions concerning this notice, please feel free to ask the Contract Administrator.

3. John Person, the Contract Administrator (CA), introduced key personnel and defined their associated responsibilities:

□ The Contracting Officer (CO) is the only person empowered to obligate the Government.

The CO for this acquisition is Kenneth Butler.

□ The CA is the primary point of contact between the Government and prospective offerors. He acts as the agent of the CO.

□ The Quality Assurance Personnel (QAPs) for hazardous waste management support (HWMS) services are Alfred Wright and Patrick O’Brien. QAP are the technical experts intimately familiar with the performance work requirements associated with the solicitation. They report to the Quality Assurance Program Coordinator (QAPC) monthly on contractor performance as well as certifying invoices in WAWF.

□ The QAPC, Mrs. Twila Blacklidge, oversees the QA program on contractor performance and reports the results to the Wing Commander quarterly.

AMC—UNRIVALED GLOBAL REACH FOR AMERICA…ALWAYS

4. The CA identified the following requirements:

□ This solicitation is 100% set-aside for a HUBZone business. The Small Business

Administration (SBA) certifies that a firm is a HUBZone firm. Only certified HUBZone firms may compete for this contract.

□ The contract resultant to this solicitation is expected to begin 1 Oct 08.

□ The contract resultant to this solicitation shall follow the Federal Fiscal Year calendar for period(s) of performance (PoP) and is expected to consist of one (1) basic PoP, with up to four (4) optional PoPs. Each optional PoP shall only be extended as an incentive to reward quality service and is dependant on both the continuation of need and the availability of funds.

□ If all optional PoPs are exercised, the contract resultant to this solicitation is expected to expire 30 Sep 13.

□ The resultant contract will be a requirements-type contract. Actual service as defined in the line items will be ordered using delivery orders.

□ Ordering, per Federal Acquisition Regulation (FAR) clause 52.216-18, was discussed in detail. The delivery orders for HWMS service have normally been for a year (12 months) of service.

□ Ordering Limitations, per FAR 52.216-19, were discussed.

□ Funding realities were explained as they relate to the Government’s expectations and limitations.

□ The Service Contract Act was addressed with special attention paid to the current

Department of Labor Wage Determination #2005-2215, Revision 7. Newer revisions will be handled in accordance with FAR Subpart 22.1014.

□ The Statement of Equivalent Federal Rates, per FAR 52.222-42, was identified as informational only.

□ Government Furnished Property was discussed as was the annual inventory requirement for the Contractor who is awarded the contract resultant to this solicitation.

□ Performance of this contract is not mission essential. All prospective offerors acknowledged that their employees will not be required to report for work during Force Protection Threat Levels Charlie and Delta.

□ Background checks and positive identification for all employees was addressed, per FAR 52.204-9 and AFFARS 5352.242.9000.

□ Hazardous material associated with the work to be performed was discussed. The Air Force HazMat Pharmacy was briefly mentioned, as were general environmental considerations.

□ Insurance standards for Kansas were identified.

□ Subcontracting limitations were quantified at no less than 50% of the cost of personnel for contract performance will be spent for employees of the concern or employees of other HUBZone concerns as per FAR 52.219-27.

□ Key work defined the Performance Work Statement was detailed and related to contract line items on the Schedule B of the SF1449 solicitation.

□ Functional inspection requirements were described as was the monthly QA Evaluation Report process.

5. The CA then detailed unique Government considerations:

HAZARDOUS WASTE MANAGEMENT SUPPORT

SERVICE SOLICITATION

This conference facilitates the prudent exchange of information between the Government and prospective Offerors. AnyGovernment and prospective Offerors. Any questions or concerns that may be discussed at this time are specifically non-binding as only the Contracting Officer can enter into obligations on behalf of the US Government. If you have any questions concerning this notice, please feel free to ask the contract administrator.

FA4621‐08‐R‐0001

Overview Identify Key Personnel & Their Responsibilities Define the Requirements Detail Unique Gov’t Considerations Explain Proposal Requirements Discuss Amendments Conduct Site Visit Invite Questions & Answers

FA4621‐08‐R‐0001

Identify Key Personnel & Their Responsibilities CO – Contracting Officer (chief of procurement) CA – CO’s assistant QA – Technical Expert (Quality Assurance) QAPC – Quality Assurance Program Coordinator (Overseer)

FA4621‐08‐R‐0001

Define the Requirements Set‐aside 100% for HUBZone Small Business Previous Contract Total Price (Base plus 4)

$683 785$683,785 PWS and Workload Estimate slightly different New Contract starts 1 Oct 08 PoP – Gov’t fiscal year (1 Oct – 30 Sep) with four option yearsfour option years to 30 Sept 2013 Requirements vs. non‐requirements Ordering

FA4621‐08‐R‐0001

Defining the Requirements (Cont’d) Service Contract Act Wage Determination #20052005‐‐2215 Rev 2215 Rev 77 Statement of Equivalent Fed RatesStatement of Equivalent Fed Rates

GFP

Mission Essential Security

FA4621‐08‐R‐0001

Defining the Requirements (Cont’d) Insurance Limitations in subcontracting Key work required by PWS CLINS/SLINs relate to PWS Quality Assurance Program Functional inspections Monthly QA Reports

FA4621‐08‐R‐0001

Unique Considerations

CCRCCR

ORCAORCA

WAWFWAWF

MAFB Form 114MAFB Form 114 Anti‐Terrorism tritri‐‐foldfold & posterposter

FA4621‐08‐R‐0001

Proposal Requirements Proposal preparation Proposals are due to this office NLT 1600 on W d d J l 8Wednesday, 30 Jul 08 Late Proposal evaluations

FA4621‐08‐R‐0001

Amendments

ONLYONLY AN AMENDMENT POSTED TO FBO

CHANGES THE SOLICITATION

A k l d dAcknowledgement procedures

FA4621‐08‐R‐0001

Questions?

Due to this office Due to this office NTLNTL 4:00 PM 4:00 PM Friday, 18 July Friday, 18 July 2008.2008.

Hazardous Waste Management Support Services Pre‐proposal Conference 15 July 2008 Solicitation FA4621‐07‐R0001

ATTENDEES

Company Last Name First Name Phone Number E‐mail

AQS Scientific & Environmental Lawrence Brandon 435‐830‐7160 blawrence@aqsnet.com

AQS Scientific & Environmental Joel Workman 801‐476‐1365 jworkman@agsnet.com

World Environmental, Inc. Markham Dean 316‐761‐6331 dinomarkam1@cox.net dinomarkam@hiddenwater8a.com

ASW Associates, Inc. Huebner Todd 402‐488‐3983 thuebner@airsoilwater.com

ASW Associates, Inc. Etter Gregory 402‐312‐3280 getter@airsoilwater.com iSi Environmental Services Hadley Tamara 316‐264‐7050 thadley@isienvironmental.com iSi Environmental Services Hitt Joe 316‐264‐7050 jhitt@isienvironmental.com

Chenega Operations Support Dillon Bill 210‐364‐0804 bdillon@chenega.com

MACTEC Engineering & Consulting Rehm Richard 919‐629‐4855 rmrehm@mactec.com

Cherokee CRC Woxell Lorraine 918‐629‐4855 lwoxell@cherokee‐crc.com

EM Assist Perry Brian 303‐501‐6331 brianp@emassist.com

Allied Services Kruft Jon 301‐401‐2687 jkruft@asoutheweb.com

Nist Environmental Nist John 904‐612‐7073 jnist@nistenvironmental.com

22d Civil Engineer Squadron Wright Al 316‐759‐5345 alfred.wright@mcconnell.af.mil

22d Civil Engineer Squadron O'Brien Pat 316‐759‐5346 patrick.obrien@mcconnell.af.mil

22d Contracting Squadron Butler Ken 316‐759‐4516 kenneth.butler‐02@mcconnell.af.mil

22d Contracting Squadron Person John 316‐759‐4519 john.person@us.af.mil

Attachment 2

Questions and Answers in Clarification of Solicitation

FA4621-07-R-0001

Hazardous Waste Management Support Service 21 July 2008

This attachment facilitates the prudent exchange of solicitation information between the Government and prospective Offerors. Any questions or concerns discussed at this time are specifically non-binding until incorporated into the solicitation via amendment by the Contracting Officer.

1. What is the name of your current contractor and value of the current contract?

MS Environmental Solutions, Inc. Value for base year plus Concord, CA four option years is $683,785

2. Is EMIS used as the McConnell hazardous waste tracking system?

AF-EMIS will be turned off as of 31 Jul 08. HW will be tracked in EESOH-MIS upon availability of the HW Module. The Hazardous Waste Program Office will continue to use the MAFB HW tracking system as a back-up tracking system. See paragraphs 1.1.1. and section 1.9.

3. If so, is EMIS used for document transmittal to DRMO?

No, all documents to DRMO will be sent electronically using the Defense Logistics Agency’s electronic request system.

4. Who bears responsibility for identifying "new" waste streams?

The HW Program Manager verifies the recommendations of Unit Environmental Coordinators or the contractor. A new stream probably would be identified as a result of a shop’s waste inventory.

5. Does quarterly UW inventory reporting include all inventories at the 40 UW satellite locations?

Yes, a locally developed data base will track UW that is at each collection point.

6. Is UW shipped separately from manifested waste?

No, they can be in the same shipment (delivery order) but each will have its own manifest.

7. Is the EESOH-MIS contractor position identified as base trainer for all EESOH-MIS modules?

Yes, the contractor will be the sole trainer for all EESOH-MIS users, authorizers and HAZMARTS. See PWS paragraph 1.9.3.

Hazardous Waste Management Support

A3-2 Attachment 3

8. Does contractor generate and purge tracking barcodes for material tracked in EESOH-MIS?

YES. See PWS paragraphs1.9.5, 1.9.6. & 1.9.7.

9. What various purchase sources require issuing of purchase control numbers?

As new items are entered into EESOH-MIS, the system establishes the control numbers.

10. How many control numbers are typically issued annually?

The base ENVISION store issued these numbers. Last year it issued about 70 new control numbers.

11. Are contractor hazardous materials reported to contractor for EESOH-MIS tracking?

Yes

12. Do reimbursable expenses for sampling/analysis include shipping and/or transportation costs?

Yes, however in most instances, the cost of shipping and transportation is at no cost to the contractor or government. See PWS paragraph 1.10.2.

13. Are quarterly shop hazmat inventory reviews conducted at every shop each quarter?

No, only some shops will have quarterly reviews. The determining factor is the amount of new hazmat materials that a shops reports for the previous quarter. The contractor shall review each shop at least once each fiscal year, and report quarterly on the shops whose inventories were reviewed in the past quarter. See PWS paragraph 1.13.

14. If so, how many shops must be inventoried quarterly?

There are about 90 shops that have to be inventoried at least once a year.

15. How many persons did the current contractor have to staff the project in 2004? How many are hired now?

Two people were working the project in 2004; the current amount is two full time plus one part time employee who fills in as needed for the full time employees. Note that it is the contractor’s responsibility to determine the personnel requirements to meet the HWMS contractual requirements.

16. Will the contractor be transporting HW over public roads?

A3-3 Attachment 3

#16 Response: No, all transporting is done on base from the SAP’s to the storage facilities.

17. Is the incumbent contractor HUBZone certified?

No, MS Environmental Solutions is not HUBZone certified.

18. Solicitation Section B Pricing Item Nos. AA and AB are titled “90-Day Hazardous Waste Storage Facility” and “Environmental Date Mgmt Info Sys Support”, respectively. Of the fourteen tasks in the PWS (1.1 – 1.14), which of these should be included in AA and which in

AB?

The line items ending in AB are for the performance objectives associated with the PWS section 1.9 – Enterprise Environmental, Safety, and Occupational Health – Management Information System (EESOH-MIS) Support. Reimbursement for testing samples is covered by line items ending in AC. All the other performance objectives would be priced in line items ending in AA to include time needed to take samples.

19. What type of vehicles is to be provided by the contractor?

The current contractor uses a Ford F-150 with a Tommy Lift attached. Note that it is the contractor’s responsibility to determine any vehicle requirements to perform this contract’s objectives as well as the requirement for any other equipment to supplement the GFE.

20. Section 1.4.2 of the PWS mentions that “any changes in cost resulting from subsequent increases in the weight of the wastes shall be the responsibility of the contractor”. Has this ever occurred on the current contract? If so, how is this explained?

This was added in case there are gross errors in weighing HW as it comes into the HW storage facility or in the preparation for shipment of HW. This type of error has not occurred in the last ten years.

21. Section 1.3.4 of the PWS mentions “additional apparatus”. Please define what is meant by additional apparatus.

Additional apparatus in the case of servicing the Combat Arms Training facility’s bullet trap system means using whatever else the contractor deems necessary to protect the environment and employees while accomplishing the CATM performance objectives.

22. Does the contractor or government pay for the disposal of hazardous and universal wastes?

The government pays for the shipment of HW and UW, but the contractor prepares the items for shipping using Government provided materials.

23. Section 4.3.4 of the PWS contains a link for TRI training, not sampling training. Is there another link you can provide?

A3-4 Attachment 3

#23 Response: This office cannot provide another link at this time. However, the sampling techniques are the same as those used in determining what contaminants are in a brown field.

24. Figure 1 in the PWS mentions a “HW tracking system”. What is this system and will it be part of the Government Furnished Equipment and Supplies?

This is the local data base system (based on Access) which will continue to be used to track the HW.

25. Section 1.4.4 of the PWS states that the “contractor shall reimburse the government for any fines, legal or administrative fees caused by violations of regulatory agency requirements”.

Please insert the word “contractor” prior to “violations” as the contractor cannot be held responsible for violations outside their control.

The Government never expected any to be held liable for actions over which they have no control. This office will be modifying the PWS to reflect the above recommendation.

26. Are EO 13423 and Green Procurement applicable to this work effort?

Yes, for instance Green procurement principles shall be used when purchasing supplies to maintain a vehicle. See PWS paragraphs 4.71 and 4.7.2.

27. Will the contractor have to provide any equipment and supplies?

Yes, the contractor is to provide any equipment and supplies that are needed to supplement the GFE in order to accomplish the requirements of this contract. For example, provide a means to transport HW from SAP’s to the HW storage facilities and to carry replacement HW containers to SAPs. As mentioned in question #19 above, the present contractor uses an F-150 pick-up with a Tommy Lift attached. Another example is providing a means to communicate, such as a cell phone, from the field to the HW Program office or other entities.

28. Will the government provide a radio so that contractor will have contact with range control, safety, security and emergency response personnel when handling/managing hazardous waste?

No

29. How many annual labor hours are there in the government year considering the government holiday and vacation schedule?

The Government standard is 2080 hrs per year.

30. Can you provide workload estimates for the combat arms training facility maintenance?

A3-5 Attachment 3

#30 Response: Historically, it has taken two individuals about four hours to accomplish the CATM performance objectives which are stated in PWS section 1.4.

31. In what city or state will a Government-provided EESOH-MIS training course most likely occur?

The sites (Air Force Bases) for future training are still being determined. More information is available through the EESOH help desk (866-488-4068).

Q&A