Pre-Proposal_Conference_Meeting_Minutes_FA4621-16-R-0001_20_Oct_16.pdf

DEPARTMENT OF THE AIR FORCE

22d CONTRACTING SQUADRON (AMC)

MCCONNELL AIR FORCE BASE KANSAS

24 Oct 16

MEMORANDUM FOR PROSPECTIVE OFFERORS

FROM: 22d Contracting Squadron

53384 Kansas St Ste 118

McConnell AFB KS 67210

SUBJECT: Pre-proposal Conference Minutes for Solicitation FA4621-16-R-0001, McConnell AFB

MACC II

1. The pre-proposal conference started at McConnell AFB, Building 412, Dole Center, Room 24, at 1:00

PM and end at 2:15 PM. A site visit for the seed project was conducted immediately afterwards at

Dormitory Buildings 340, 342, and 350. The site visit ended at 4:00 PM.

2. List of attendees. Please see Attachment #1, Pre-Proposal Conference Attendees. In total, there were

63 contractor personnel and eight (8) Government personnel present.

3. Questions and answers. Questions received after 17 Oct 16 at 2:00 PM or during the pre-proposal conference and site visit, and questions sent to the contract administrator by 25 Oct 16 at 2:00 PM will be answered and posted to FBO as soon as possible. Final questions are due no later than 28 Oct 16 at 2:00

PM CST.

4. SSgt Daniel Parks, the Contract Administrator (CA), introduced key personnel and defined their associated responsibilities:

Contract Administrator (CA) – SSgt Daniel Parks is the main point of contact between the

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

Contracting Officer – Ms. Valerie Brown. Only the CO can enter into obligations on behalf of the Government.

Technical Expert – Mr. Warren Schwanz (22 CES) is the technical expert intimately familiar with the performance work requirements associated with the solicitation.

Government Inspector – Quality Assurance, TBD

5. The CA identified the schedule and agenda for the day:

Review of pre-proposal conference slides

Review solicitation & attachments

Explain / provide an overview of the seed project

Final Q&A based on conference briefing

Conduct site visit at dorms

Final questions and answers

6. Pre-proposal conference slides. The pre-proposal conference slides were reviewed and read verbatim.

Topics discussed included key Government personnel and responsibilities; an overview of the solicitation requirement; the solicitation and attachments; unique Government considerations; proposal requirements;

and offer due date as stated on the conference slides.

7. Solicitation and attachments review. Next the CA reviewed the solicitation document and all attachments in order. All contractors were advised to ask questions over all sections of the solicitation and attachments as they were reviewed to ensure there were no misunderstandings or ambiguities within the solicitation. Key items pointed out regarding the solicitation and attachments included the following:

Block 10 and continuation page were reviewed. Block 13. Due dates for offerors are due at 2:00

PM on 8 Nov 16. No late offers will be accepted. Page 2, Blocks contractors are required to fill out, and acknowledgement of amendments should be filled out in block 18.

An overview of the contract CLIN structure was reviewed. We anticipate an award date of 15

December 2017. CLINS and contract period of performance will be updated accordingly in the event the contract is awarded after this date.

Contractors’ proposals are required to be valid for no less than 120 days or more. If they an offer is received with less than 120 days, it will not be accepted.

The Solicitation clauses and provisions were thoroughly reviewed. Key clauses discussed included the following:

o 52.211-12, Liquidated Damages--Construction o 252.232-7006, Wide Area Workflow Payment Instructions o 52.219-6, Notice Of Total Small Business Set-Aside o 52.216-19, Order Limitations o 52.228-1, Bid Guarantee o 5352.242-9000, Contractor Access to Air Force Installations o 52.204-7, System for Award Management o 52.204-8, Annual Representations and Certifications. Contractors were advised that properly filling out representations and certifications in their SAM profiles will suffice in lieu of marking clauses in the solicitation. All Offerors SHALL properly add applicable clauses in their SAM profile, or their offer will not be accepted, thus eliminating them from competition.

o 52.222-5 Construction Wage Rate Requirements o 52.233-2 Service of Protest

Section L – Instructions to Offerors.

Final questions and answers must be submitted no later than 28 Oct 16, at 2:00 PM.

Otherwise, it is at the CO’s discretion as to whether or not they will be answered.

There are three (3) sections to all proposals:

1. Cover Page / Offeror Information

2. Part I – Contract Documents & Price Proposal

Section 1 – Contract Documents

Section 2 – Seed Project

3. Part II – Past Performance

This applies to both an offeror’s hard copy proposal and electronic CD proposal. Follow guidance in Paragraph L-2.4 as to the location of documents. Partnership/teaming arrangements and joint ventures should place agreements and applicable documentation in

Section 1 (Cover Page / Offeror Information).

Attachment A to Section L gives a sampling of a file structure with example folders and files.

We emphasize that these are only examples; there is no mandate for specific names of files or the number of files. It is up to offerors to determine how to organize individual files and to use file names that logically coincide with the information placed in each folder. Each file must be labeled properly as to its contents and application.

For Part II, Past Performance, there should be a maximum of seven (7) folders—one for each requirement/project you submit for evaluation. All relevant documents should be placed in the applicable folder.

Offerors were cautioned to allow sufficient time for delivery of proposals. No late proposals will be accepted.

Teaming agreements and joint ventures (paragraphs L-2.5/L-2.6) were explained. A teaming/partnership agreement must provide a written agreement identifying responsibilities for the prime contractor and subcontractor. If there was a previous teaming relationship, where the agreement existed prior to this solicitation, and the parties worked together on projects in the past, the past performance submitted for evaluation may come from either party or any combination of the parties. For new agreements, where the parties have not worked together, ALL parties in the agreement must contribute to the past performance. For joint ventures, any combination of past performance may be used; however, offerors must comply with SBA requirements, or an award cannot be made to that firm.

Section M – Evaluation Factors for Award.

Attendees were reminded that this is a subjective trade-off source selection. Price and past performance will be evaluated. Past performance is significantly more important than price.

Offerors were cautioned to ensure that Attachment #7, Price Schedule, is accurately filled out, and the price for each line item and the total price is correct. The Government will use pricing submitted on Attachment #7 for the price evaluation.

For past performance, each individual past performance requirement submitted will be given a relevancy rating in accordance with M-3.2.1., Table 2. Each offeror will be given an overall confidence rating in accordance with paragraph M-3.2, Table 1. Offeror’s past performance must comply with the recency requirement of three (3) years. Past performance evaluation factors have no order of precedence/importance. However, the Government will look at the magnitude, scope, and complexity of past performance which is defined in accordance with page 46 of the solicitation, PART II, paragraph (b).

For partnerships and teaming arrangements, demonstration of previous working relationship with the proposed entity will have a greater influence than a new relationship. Teaming partners supported by written agreements will have a greater influence than partners with no written agreement.

For contract awards, the offeror who provides the best overall value will be awarded the seed project. All other awardees will be given a $500 partnership award.

Offerors were advised regarding the availability of funds for the seed project. The

Government intends to award the entire seed project. If funds are not available, the

Government will award within approved funding limitations. However, all offers will be evaluated equally and fairly based on the entire seed project.

At this time the Government intends to award without discussions.

Attendees were also given a chance to review and clarify questions and answers already posted to FBO.

8. Seed project review. Mr. Warren Schwanz then reviewed the seed project and associated attachments, and provided a summary of the work associated with the seed project. Additionally, based on

Questions and Answers #2, posted to FBO on 19 Oct 16, there will be a future amendment posted to FBO with changes to the specifications and drawings.

Some key items addressed by 22 CES regarding the seed project were as follows:

Building 342 drawings show 10 quads per floor, but 11 quads per floor actually exist. A quad is a grouping of four rooms. The awarded contractor will be required to do the HVAC and architectural work shown as typical for the others in the quad that is not shown on the sheet.

There is some cutting and patching to be done in the Bldg. 340 & 342 Kitchens but that this work was not shown on the plans. Although the cutting and patching is not explicitly shown; the drawings imply that the cutting and patching will be done so that the fan coil and access door can be installed. This cutting and patching will be required as part of the Contract.

Specifications indicate only Invensys or Automated Logic controls are compatible on this project. These are the only two brands of temperature controls present at McConnell AFB and utilizing these brands will ensure that the new controls are completely compatible with one of the existing two systems.

The contractor’s staging area will be at the northeast corner of the Dorms’ parking lot. No interior storage will be provided, and the contractor will have to store items requiring interior storage, like carpet and fan coil units, either in contractor-provided storage boxes or in a certified warehouse outside McConnell AFB. If the contractor chooses to store items in a bonded warehouse, the Government has the option to inspect this warehouse.

Although there are electrical demo plans for the electrical work at Building 350, there are no corresponding electrical installation plans. At Building 350, the electrical work consists of disconnecting electrical connections and then reconnecting them to the new equipment. No other electrical work would be required except to extend the existing electrical to the new mechanical equipment as needed.

The project may require the Contractor to enter occupied rooms. When entering an occupied room, the Contractor will be escorted by 22nd CES Dorm Management personnel.

The rooms would be unoccupied for installation work, but will be occupied for other types of work, such as testing and balancing.

9. Site visit. After contractors had an opportunity to ask questions regarding the solicitation, a short break was taken, and the site visit began at 2:35 PM at the dormitories. The site visit started at Building

340. The following locations were made available to attendees: a ‘quad’ or mirroring rooms; the fire alarm panel and mechanical rooms on both the 3rd and 1st floor; and the common area. Next, attendees viewed Building 350 and were shown the mechanical room, a dorm room, and were given ladder access to the attic. Attendees were provided the opportunity to view Building 342 (which is similar to Building

340 with the exception of extra rooms); however, attendees declined to view Building 342 and departed from the site visit. The site visit ended at approximately 4:00 PM.

10. This concluded the pre-proposal conference and site visit. If you have additional questions, please contact the contract administrator, SSgt Daniel Parks at (316) 759-3276, or email daniel.parks.2@us.af.mil.

Attachment(s):

1. Sign-In Sheet

2. Pre-Proposal Conference Presentation Slides

10/24/2016

X Valerie T. Brown, GS-12, USAF

Contracting Officer

Signed by: BROWN.LUZ VALERIE.TUBAGA.1401612676