FA4621-14-R-0001-Hangar_Door_Pre-proposal_conference_minutes.pdf

DEPARTMENT OF THE AIR FORCE

22d CONTRACTING SQUADRON (AMC)

McCONNELL AIR FORCE BASE, KANSAS

AMC--GLOBAL REACH FOR AMERICA

1 October 2014

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 FA4621-14-R-0001, Hangar

Door Maintenance Services

1. A pre-proposal conference was held at the 22d Contracting Squadron, Building 840 of McConnell AFB, on Thursday, 25 September 2014 at 1:00 PM for the above referenced request for proposal in accordance with AFFARS provision 5352.215-9001. A site visit of selected hangars/buildings included Hangar 10, Hangar 1107, Hangar 1166, Hangar 1218, Building 1200, and Building 1332, which immediately followed the conference.

2. The following individuals were in attendance:

Alec Ashton X Cell Management Inc.

Anthony Ashton X Cell Management Inc.

Timothy Davidson Ark Valley Door Co.

Chad Blackman Overhead Door Company Mark Adams Overhead Door Company Tony Dosch Hangar Door LLC.

Becky Dosch Hangar Door LLC.

Zeb Pischnotte 22 ARW/JA Bill Nash 22 ARW/Manpower Stephen Hagler 22 ARW/SEG Tina Seemayer 22 CES/CEIEC Freddie Crossland 22 CES/CEOSS John Rhodes 22 CES/CEF TSgt Young Suh 22 CONS/LGCA

SSgt Dan Parks 22 CONS/LGCA Joe Tripp 22 SFS/S3P

Kenneth Butler Contracting Officer SSgt Quarteeya Garner Contract Administrator Jacqueline Myles Contracting Officer Representative (COR) TSgt Randall Kitchings Contracting Officer Representative (COR) Patrick Butler Quality Assurance Personnel Coordinator

3. SSgt Garner, Contract Administrator, introduced key personnel and defined their associated responsibilities:

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

□ Contract Administrator (CA) – SSgt Quarteeya Garner is the main point of contact between the Government and prospective offerors. The CA acts as the agent for the CO.

□ Contracting Officer Representatives (COR) – Jacqueline Myles (primary) and TSgt

Randall Kitchings (alternate) are the technical experts intimately familiar with the performance work requirements associated with the solicitation. They are required to report to the Quality Assurance Program Coordinator (QAPC), Patrick Butler, monthly on contractor performance issues.

4. The CA identified the requirement:

□ The entire solicitation package was reviewed:

o SF 1449 to include Bid Schedule, provisions, and clauses o Attachment 1 – Performance Work Statement o Attachment 2 – Price List o Attachment 3 – Wage Determination 2007-0164 Rev. 3 (Collective Bargaining

Agreement) (CBA) o Attachment 4 – Wage Determination General Decision KS130007, KS7

(amendment forthcoming that will update to correct revision) o Attachment 5 – Past Performance Questionnaire o Attachment 6 – WAWF Worksheet

□ This solicitation is set aside 100% for all eligible Small Businesses using NAICS 811310, which the annual revenue is $7M.

□ The previous contract price was valued at approximately $2.2M (which included Hoists, Crane and Ladder Inspection, Maintenance and Repair, which was valued at $215K).

This solicitation does not include any crane and ladder inspections. This removal changed the scope slightly between the current contract and the solicitation.

□ The contract resultant to this solicitation is expected to begin 1 November 2014.

□ The contract shall consist of a base Period of Performance (PoP) for 11 months (1

November 2014 – 30 September 2015), with up to four (4) optional 12 month PoPs.

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 2019.

□ An explanation that this contract includes a hybrid mix of Firm Fixed Price line items, (these are identified in the Price List) Firm Fixed Price Requirements line items, and Firm Fixed Price Time and Material (T&M) line items.

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

□ The Service Contract Act was addressed regarding payroll record, safety, 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.

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

□ The two applicable Wage Determinations were discussed and identified, Wage Determination (Service Contract Act (SCA) and Construction.

□ Background checks and positive identification for all employees was addressed by Mr.

Joe Tripp, per AFFAR Clause 5353.242-9000, Contractor Access to Air Force Installations, Background Investigation, Contract Delays or Expenses, Operation of Privately Owned Vehicle, Contractor/Vendor Access Request/Authorization (CVARA), Operations Security (OPSEC), all of which are addressed and can be located in the PWS, paragraphs 4.8 through 4.8.8.

□ Environmental Compliance and Environment Management System (EMS) requirements were discussed by Mrs. Tina Seemayer (i.e., Executive Order 13423, energy efficiency, and FAR Parts 23/DFARS Part 23/AFFARS Part 23) requirements.

□ Mrs. Tina Seemayer also discussed the four historic hangars and buildings, which included Hangar 1106, Hangar 1107, Hangar 1218 and Building 1219.

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

□ Key work defined in the Performance Work Statement was detailed and related to contract line items on the Schedule B of the SF1449 solicitation as they relate to the Performance Work Statement and Price List.

□ The contractor is responsible for providing their own Quality Control/Program procedures as discussed in the PWS paragraph 2.1.

5. The CA detailed unique Government considerations:

□ Service for Award Management (SAM), Contractor Performance Assessment Reports

System (CPARS), Wide Area Work Flow (WAWF), McConnell Anti-terrorism was discussed.

□ Each prospective offeror acknowledged understanding that all Contractor Vendor Request Authorization (CVRA) 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.

6. The CA explained proposal requirements:

□ Two parts of a responsive proposal were detailed: (1) Price Proposal – Submit original and one copy of the completed SF 1449, Bid Schedule and, Attachment 2 (Price List) labeled with the offer’s company name, solicitation number and any other appropriate markings. Complete the necessary fill-ins and certifications in provisions by using the SAM website located at https://www.sam.gov/. If SAM is not used, then the following provisions shall be returned along with the proposal: (i) FAR 52.212-3 Alt I, Offeror Representations and Certifications – Commercial Items (ii) FAR 52.209-7, Information Regarding Responsibility Matters (iii) DFARS 252.247-7022, Representation of Extent of Transportation by Sea (iv) DFARS 252.225-7000, Buy American and Balance of Payments Program Certificate.

□ (2) Past Performance Information – Submit original and one copy of quality and satisfaction rating information/references for contracts completed within the past five years (amendment forthcoming) and send the past performance questionnaires to no more than ten of the most relevant contracts performed within the last five years to their reference contacts who in turn send to contracting office.

□ The proposal closing time and date of 4:00 PM on 13 October 2014 (amendment forthcoming) was discussed.

□ Proposal evaluations were explained IAW Addendum 52.212-2 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.

□ 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 (pg. 1). Offerors are cautioned that McConnell AFB, KS has visitor control procedures requiring individuals not affiliated with the installation to obtain a visitor 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:

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

CO being posted to the Fed Biz Opps website.

□ 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 CO addressed unique considerations:

□ The limited Government Furnished Property (GFP) was identified. The Contractor is required to provide all labor, materials, supplies, vehicles, supervision, management, equipment and any other items/services necessary to perform the contract except for the limited amount of GFP specified in the PWS paragraph 3.0 and Appendix D.

□ Subcontracting limitations were addressed IAW with FAR Clause 52.219-14, Limitations on Subcontracting. At least 50 percent of the cost of the contract performance incurred for personnel shall be expended for employees of the concern.

□ The Government utilizes Electronic Funds Transfer (EFT) to pay the Contractor IAW FAR Clause 52.232-33, Payment by Electronic Funds Transfer—SAM. All invoicing and payments are processed electronically.

8. The CA and COR’s took the attendees on a site visit of the following hangars/buildings:

□ Hangar 10

□ Hangar 1107

□ Hangar 1166

□ Hangar 1218

□ Building 1200

□ Building 1332

9. The CA invited questions in writing to her office no later than 2:00 PM on Monday, 29 September 2014 which will be posted on FedBizOpps.

10 Amendment forthcoming will address Attachment 4- Wage Determination, Past Performance Information, and proposal closing time.

KENNETH A. BUTLER

Contracting Officer

Attachments:

1. Slides presented 25 September 2014 (13 pages)

2. Questions and Answers (2 pages)