Pre-proposal_Conference_Minutes_23_JUNE_15.pdf

DEPARTMENT OF THE AIR FORCE

22d CONTRACTING SQUADRON (AMC)

MCCONNELL AIR FORCE BASE KANSAS

23 June 2015

MEMORANDUM FOR PROSPECTIVE OFFERORS

FROM: 22d Contracting Squadron

53384 Kansas St Ste 121 McConnell AFB KS 67210

SUBJECT: Pre-proposal Conference Minutes for Solicitation FA4621-15-R-0002, McConnell

AFB and Ft. Riley SABER Requirement

1. A pre-proposal conference was held at the Dole Center, Building 412, of McConnell AFB, on Tuesday, 23 June 2015 at 0900 hours for the above referenced request for proposal in accordance with AFFARS provision 5352.215-9001. A site visit was conducted at Building 1 along with drive-by views at various locations.

2. Mr. John Person, Contract Officer (CO), introduced key personnel and defined their associated responsibilities:

□ Contracting Officer – John Person is the only person empowered to obligate the

Government.

□ Contracting Administrator (CA) – SrA Gregory Smith is the main point of contact between the Government and prospective offerors; acts as the agent for the CO.

□ Technical Expert – Mr. Chris Brown, Ft Riley DPW is the technical expert intimately familiar with the performance work requirements associated with the solicitation

□ Technical Expert – Mr. Sean Cockrell, 22 CES is the technical expert intimately familiar with the performance work requirements associated with the solicitation

3. The CO identified the requirement and reviewed the entire solicitation package. A copy lf his slides was given to each attendee prior to the presentation. Items covered included the period of performance, wage rate requirements, System for Award Management (SAM), Wide Area Workflow, and the evaluation criteria were covered, summary follows:

a. This solicitation is a Competitive 8(a) Set-Aside.

b. Current contract total value is $6,719,720.44. With a base year plus four options.

Base Year: 1 Oct 2009 – 30 Sept 2010 $1,797,549.73 Option 1: 1 Oct 2010 – 30 Sept 2011 $2,260,911.34 Option 2: 1 Oct 2011 – 30 Sept 2012 $1,556,443.10 Option 3: 1 Oct 2012 – 30 Sept 2013 $150,604.33 Option 4: 1 Oct 2013 – 30 Sept 2014 $954,211.94

c. The contract resultant to this solicitation is expected to begin 1 September 2014.

d. The contract shall consist of one (1) base year 12-month period of performance (PoP) (1 September 2015 to 30 August 2016), with up to four (4) optional 12-month PoPs (1 September to 30 August).

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 August 2020.

f. The Construction Wage Rate Requirements, per FAR Clause 52.222-30, 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. See FAR Clause 52.222-43.

g. Background checks and positive identification for all employees were addressed per FAR Clause 52.204-9 and AFFARS Clause 5352.242-9000 and can be located in the General Conditions paragraph 1.23.2

h. Environmental requirements were discussed (i.e. use of bio-based materials, energy efficiency, FAR/DFARS/AFFARS Part 23 requirements). Additional information can be found in General Conditions 1.18.4

4. The CO detailed unique Government considerations:

a. System for Acquisition Management (SAM).

b. Wide Area Workflow (WAWF), MAFB Contractor/Vendor Access Request form, and the anti-terrorism pamphlet were discussed.

c. The prospective offeror acknowledged understanding that the MAFB Contractor/Vendor

Access Request form 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.

5. The CO explained proposal requirements:

a. Proposal evaluations were explained (IAW 52.212-2 and its Addendum).

b. The CO discussed with the prospective offerors that there is a specific timetable for proposal submittal, all proposals are due by 1600 on 9 July 2015.

6. The CO addressed some questions for clarification during the pre-proposal conference:

a. Question: Why is McConnell AFB and Fort Riley Combining Requirements?

Answer: Because it provides a great benefit to the Government both in price and learning experiences. It also provides a greater incentive for the contractor to give their best effort to secure the maximum amount of task orders.

b. Question: How will the preproposal conferences be negotiated on individual task orders Answer: They will be evaluated on a task order basis normally based on price.

Negotiations will be permitted during individual task orders

c. Question: Will there be office space and yard space at both McConnell AFB and at Fort Riley?

Answer: There will be space provided both on McConnell AFB and at Fort Riley for contractor yards and office space.

d. Question: Will there be a 35% minimum design on each task order?

Answer: The 35% will be deleted from the SOW, however, we will require the contractor to submit drawings showing they understand and are capable of completing the project without any error.

e. Question: Will a CAD operator be required to be on site at both locations, or can they be stationed at the company’s home base.

Answer: The CAD operator may be stationed at the company’s headquarters or wherever they currently reside. No relocation is required.

f. Question: Will professional liability insurance be required for errors and omissions?

Answer: The contractor will be responsible for any and all workmanship errors which occurred during the contract period and are the fault of the contractor

g. Question: What type of CAD will be used?

Answer: McConnell AFB uses AutoCAD and Fort Riley uses Microstation. The Government will decide which type of CAD we will choose to use.

h. Question: Will the contractor be required to bond the base project or the individual task order?

Answer: See section L 4.4

□ The Contracting Officer along with the Contract Administrator and technical experts took the prospective offerors on a site visit of Building 1, Headquarters Building, which needs gutter and soffit repair work. We also drove around the base and showed the attendees where the SABEr laydown yard is, and which building houses the current SABER contractor’s office.

(2) Attachment(s):

1. Pre-proposal Presentation Slides (6 pages)

2. Sign-In Sheet

7/1/2015

X

JOHN C. PERSON, GS-11, USAF

Contracting Officer Signed by: PERSON.JOHN.C.1023010972

MEMORANDUM FOR PROSPECTIVE OFFERORS