Minutes.pdf

AMC—UNRIVALED GLOBAL REACH FOR AMERICA…ALWAYS!

DEPARTMENT OF THE AIR FORCE

22d CONTRACTING SQUADRON (AMC)

MCCONNELL AIR FORCE BASE KANSAS

4 October 2012

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 22d Contracting Squadron

53384 Kansas St Ste 121 McConnell AFB KS 67210

SUBJECT: Pre-proposal Conference Minutes for Solicitation FA4621-12-R-0004, Transient

Aircraft and Aircraft Wash Services

1. A pre-proposal conference was held at the 22d Contracting Squadron, Building 840, of

McConnell AFB, on Thursday, 27 September 2012 at 0900 hours for the above referenced request for proposal in accordance with AFFARS provision 5352.215-9001. A site visit of Building 1219 (new TA office), Building 1110 (current TA office), and Hangars 1166, 1176, and 1106 (aircraft wash facilities) immediately followed the conference.

2. The following individuals were in attendance:

Keith Snyder Double Eagle Support Services, LLC Bill Godshall D3 Air and Space Operations, Inc.

Jeff Hughes Shiloh Services Chase Walters TRDI Don Stout Triple D Ramp Services, LLC Michael Pritchett Triple D Ramp Services, LLC Glenn Bogalis Triad LSC Nicholas Ammons Disabled Veterans Contractors, LLC Eric Anaya Starlight Corporation Larry Mynatt Maytag Aircraft Corporation Donna Caldwell Original DKC Enterprises, LLC Kenneth Butler 22 CONS/LGCA Joe Tripp 22 SFS/S5P TSgt Paul Woodward 22 MXS/TAQAE SSgt Travis Schalk 22 MXS/TAQAE SSgt Raul Garcia 22 MXS/WRQAE Valerie Brown 22 CONS/LGCA SrA Chris Pasco 22 CONS/LGCA Patrick Butler 22 CONS/LGCP SrA Joshua Houseworth 22 CONS/LGCA TSgt Christian Ates 22 CONS/LGCA SSgt Daniel Parks 22 CONS/LGCA

3. Valerie Brown, Contract Administrator (CA), introduced key personnel and defined their associated responsibilities:

□ Contracting Officer (CO) – Kenneth Butler is the only person empowered to obligate the

Government.

□ Contracting Administrator – Valerie Brown is the main point of contact between the

Government and prospective offerors; acts as the agent for the CO.

□ Contracting Officer’s Representatives (COR) – TSgt Paul Woodward, SSgt Travis

Schalk, and SSgt Raul Garcia are the technical experts intimately familiar with the performance work requirements associated with the solicitation; they are required to report monthly to the Quality Assurance Program Coordinator (QAPC), Patrick Butler, on contractor performance issues.

4. The CA identified the requirement, and the entire solicitation package was reviewed:

o SF 1449 to include the bid schedule and provisions/clauses o Attachment 1 – Performance Work Statement (PWS)

There are two (2) areas of service in the PWS, transient aircraft (TA) and aircraft wash (AW), which are broken down further in the PWS and reflected in the bid schedule of the SF1449 and proposal pricing schedule.

o Attachment 2 – Proposal Pricing Schedule Contractors are instructed not to change the reimbursables line items in the proposal pricing schedule as these are reimbursed based on actual invoice cost and will be evaluated as the same prices on all proposals. The prices for reimbursables line items in the bid schedule of the SF1449 should be entered as the same amounts listed in the proposal pricing schedule.

o Attachment 3 – Wage Determination 2005-2215, Revision 14 o Attachment 4 – Wide Area Workflow Worksheet o Attachment 5 – DD Form 254 o Attachment 6 – Past and Present Performance Questionnaire

a. This solicitation is set aside for competition limited to eligible Service-Disabled Veteran- Owned Small Businesses (SDVOSB).

b. Current contract values are $287K for TA in the current fiscal year (1 October 2012 to 30 September 2012) and $412K for AW in the current fiscal year (1 October 2012 to 30 September 2012). It was noted that these two currently separate contracts will be combined into one contract in anticipation of gained efficiencies. Neither current contract contained the new requirement for comfort kits and lavatory and trash service. Further, scheduled hours of operation for TA are going to be extended in the new contract. The contractor will also now be responsible for obtaining consumable supplies, whereas in the current contracts, the Government provided these consumable supplies.

c. The contract resultant to this solicitation is expected to begin 1 December 2012.

d. The contract shall consist of one (1) basic 10-month period of performance (PoP) (1

December 2012 to 30 September 2013), with up to four (4) optional 12-month PoPs.

e. Each optional PoP shall only be extended as an incentive to reward quality service and is dependent 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 September 2017.

f. An explanation was provided for the use of requirements-type contracting as opposed to non-requirements-type contracting.

g. Ordering, per FAR Clause 52.216-18, was discussed with special focus on delivery/task orders.

h. Ordering Limitations, per FAR Clause 52.216-19, were discussed.

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

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

k. The Service Contract Act, per FAR Clause 52.222-41, was addressed regarding payroll records, safe and sanitary conditions, and wage determination requirements. The Contractor may request a price adjustment in wages on the anniversary date of the contract award if a new wage determination is applicable.

l. The applicable Wage Determination 2005-2215, Revision 14, was discussed and identified.

m. The mission essential nature of a portion of the requirement was expressed. TA services, but not AW services, have been determined to be mission-essential. Further information about the nature of mission essential personnel can be found in PWS paragraph 1.1.1.9.c and in the solicitation at FAR Clause 252.237-7023, Continuation of Essential Contractor Services.

n. Background checks and positive identification for all employees was addressed per FAR Clause 52.204-9 and AFFARS Clause 5352.242-9000. Additional security requirements for TA and AW employees were addressed and can be located in PWS paragraph 4.7.

o. Environmental requirements were discussed (i.e. use of bio-based materials, energy efficiency, FAR/DFARS Part 23 requirements). Additional information can be found in PWS paragraph 4.9.

p. Insurance requirements were identified in the Addendum to FAR Clause 52.228-5.

q. Functional inspection requirements were described. The contractor is responsible for providing their own quality control/program procedures as discussed in PWS paragraph 4.4.7.

r. Key work defined in the PWS was detailed and related to contract line items on the bid schedule of the SF1449 solicitation and its Attachment 2, Proposal Pricing Schedule.

5. The CA detailed unique Government considerations:

a. Central Contractor Registration and Online Representations and Certifications are now combined under the System for Acquisition Management.

b. Wide Area Workflow, McCONN Form 114, and the anti-terrorism pamphlet were discussed.

c. Each prospective offeror acknowledged understanding that McCONN Form 114s must be submitted for each employee who needs to gain access to the base. Contractor badges must be worn at all times by each employee while on base. All badges must be turned in to the CO prior to the final invoice being paid.

6. The CA explained proposal requirements:

a. Two parts of a responsive proposal were detailed:

i. Price Proposal – Submit original and one copy of the completed SF1449 and Attachment 2, Proposal Pricing Schedule (or bid schedule of the SF1449 in lieu of Attachment 2). Complete the necessary fill-ins and certifications in provisions by using the System for Award Management (SAM) website located at https://sam.gov/, or submit completed copy of appropriate provisions. Complete and submit a written Mission Essential Plan required IAW FAR Provision 252.237-7024, Notice of Continuation of Essential Contractor Services;

ii. Past Performance Information – Submit original and one copy of quality and satisfaction rating information/references for contracts completed within the past three (3) years, and send the past performance questionnaire to no more than ten (10) of the most relevant contracts performed within the last three (3) years to their reference contacts who, in turn, return to the 22d Contracting Squadron.

b. Proposal evaluations were explained with special emphasis on the relative weight of past performance data to pricing information. Past performance is significantly more important than price and will be evaluated based on recency and relevance to determine overall confidence level. The Government will award based on the best value. If past performance questionnaires are not received, we will make a reasonable effort to contact references that the Contractor submits. The Contractor may also submit any other available data such as a letter of recommendation.

c. The proposal closing time and date of 1400 hours (2:00 PM) on 15 October 2012 was discussed.

d. Late proposals were discussed. Proposals must be submitted by mail or hand-carried to the 22d Contracting Squadron identified in block 9 of SF 1449 (page 1). Offerors are cautioned that McConnell AFB, KS has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor’s pass prior to entrance. SOME

DELAY SHOULD BE ANTICIPATED WHEN HANDCARRYING PROPOSALS.

Offerors should allow sufficient time to obtain a visitor pass and arrive at the bid depository PRIOR to the time specified for receipt. Late proposals will be processed in accordance with FAR 52.212-1(f) “Late submission, modifications, revisions, and withdrawals of offers.”

7. The CA discussed amendments:

a. There are no changes to the solicitation package without an official amendment from the

CO posted to the FedBizOpps website.

b. Prospective offerors were educated on the proper way to officially acknowledge amendments to the solicitation on their proposals by signing, dating and submitting page 1 of the SF30 of each amendment.

8. The CA addressed unique considerations:

□ Maps of the aircraft wash facilities and a list of actual transient aircraft by type were omitted from the PWS due to operational security concerns. A hard copy of the maps and list were available to attendees of the meeting to review. These documents were required to be returned prior to attendees departing the conference.

https://sam.gov/

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS