BTS_Pre-proposal_Meeting_Minutes_Signed.pdf

DEPARTMENT OF THE AIR FORCE

22D CONTRACTING SQUADRON (AMC)

MCCONNELL AIR FORCE BASE KANSAS

UNRIVALED GLOBAL REACH FOR AMERICA…ALWAYS!

18 April 2017

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 FA4621-17-R-0004, Base Telecommunication System (BTS) Services

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

McConnell AFB, on Tuesday, 18 April 2017 at 1:00 PM for the above referenced request for proposal in accordance with AFFARS provision 5352.215-9001. 36 questions were submitted prior to the pre-proposal conference. These questions were answered during the conference and can be found on the attached question and answers memorandum.

2. The following individuals were in attendance:

Mike Duke Muscogee International

Ron Lauer MIPS

Michael Page Telecom Installation Services

Bruce Hellenga Articom LLC

Jack Smith Articom LLC

Eric Brunner Rome Research Corporation

Mike Morris Wyandotte Services

Daniel Mittuch 22 CONS/LGCA

Adam Colbert Contracting Officer Representative (COR)

Amanda Jackson Contracting Officer Representative (COR)

Jason Stewart 22 CS/SCOO

Scott McIntyre 22 CS/SCOI

Kenneth Butler Contracting Officer (CO)

Kimberlee Lowry Contract Administrator (CA)

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

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

CO for this contract is Mr. Kenneth Butler.

Contract Administrator (CA) – Kimberlee Lowry is the main point of contact between the

Government and prospective offerors and acts as the agent for the CO. The alternate is

Christian Ates.

Contracting Officer Representatives (COR) –SSgt Adam Colbert is the technical expert intimately familiar with the performance work requirements associated with the solicitation. He is required to report to the Quality Assurance Program Coordinator

(QAPC), Patrick Butler, monthly on contractor performance issues. His alternate is SSgt

Amanda Jackson.

Quality Assurance Program Coordinator – Patrick Butler is the overseer of the quality assurance program. Mr. Butler was unable to attend for the beginning portion of the conference.

4. The CA identified the requirement and the solicitation package was overviewed:

Solicitation Package:

- SF 1449 to include Bid Schedule, provisions, and clauses

- Attachment 1 – Price List

- Attachment 2 – Performance Work Statement (PWS)

- Attachment 3 - EIPS

- Attachment 4 – Wage Determination 2015-5341 Rev. 3

- Attachment 5 – Wage Determination KS170035

- Attachment 6 – Past Performance Questionnaire

This solicitation is set aside entirely for the 8(a) program and competition is limited to 8(a) companies.

NAICS Code:

- 517110 – Wired Telecommunication Carriers

Small business size stanard in relation to number of employees may not exceed 1,500 employees.

Previous contract price:

- Approximately $205,783.08 for the last option period (6 months)

- $4,869,689.68 total price.

Incumbent Contractor:

- O-Tech Solutions, LLC

Period of Performance:

- New Contract starts 1 July 2017

- Base Year 1 July 2017 to 30 June 2018 with options for 4 years (1 July to 30 June) to

30 June 2022

Contract type:

- This is a combination of a Firm Fixed Price, Requirements-type contract.

- This acquisition includes both monthly maintenance and work orders

- Two CLINS: X001 is firm-fixed price for monthly O&M Services of the BTS

X002 is a requirements CLIN for equipment purchases, installations, removals, and locations

- Any supplies or services purchased under this contract are ordered through issuing work/task orders. Government maintains the unilateral right to order off of the contract as long as it’s within the ordering period and as long as it doesn’t exceed the order limitations. (i.e. the max awarded quantity)

Statement of Equivalent Rates:

- We include the clause, 52.222-42, Statement of Equivalent Rates for Federal Hires, which is given to the contractor as a tool to show what the Government would be paying for certain federal classifications of workers. It is for informational purposes only; it’s NOT a wage determination. The contractor must comply with the wage determination.

Insurance Requirements:

- The contractor shall be required to provide insurance coverages for workers compensation, general liability, and automobile in accordance with FAR 52.228-5.

Service Contract Act:

- Service Contract Act – Clause 52.222-41 is incorporated by reference and covers

Payroll Records, Wages, Fringe Benefits, Safety, and WD Rates.

- Applicable to all service contracts over $2,500.00.

- States the contractor will pay minimum Wage rates and fringe benefits

- Safe and Sanitary Working Conditions (OSHA, FDA Food Code)

- Maintain records for 3 years from the completion of the work and make them available for inspection

- States if contractor underpays employees, or doesn’t comply with this act, the government can withhold pay until the violations have stopped.

- Additionally, the government can terminate the contract for default for failure to comply with the terms and conditions of the contract.

Wage Determination:

- Wage Determination 2015-5341 Rev. 3 - Dated 30 December 2016.

- It is the contractor’s responsibility to select which classification best describes their employees and attendees are encouraged to refer to the Dept. of Labor Wage/Hour

Administration for further information.

Construction Wage Rate Requirements Act – Clause 52.222-6

- Contractor-identified per work order

- Only applies on work orders involving construction

- Wage Determination KS170035

Limitation in Subcontracting (FAR 52.219-14):

- At least 50% of the cost of contract performance incurred for personnel shall be expended for employees of the concern.

Limited GFP

- Limited GFP is being provided as stated in PWS Paragraph 3.

- Includes the telephone switch room and office space (~700 sqft)

Mission Essential Services – Services critical to completing the mission which must continue during a crisis situation.

- These are organizational activities that must be performed under all circumstances to achieve DOD component missions or responsibilities.

- The government has determined BTS services are mission essential services.

- The contractor must submit MISSION ESSENTIAL CONTRACTOR SERVICES

PLAN with their propsal

- The contractor will be provided access to base to perform services during periods where the Force Protection Condition is Charlie/Delta.

CLINS relating to the PWS/Bid Schedule are as follows:

- X001 BTS O&M = Price List X001

- X002 Work Orders = Price List X002 – X008

- CLINS/SLINS are covered more in depth per the price list and PWS.

Functional Inspection/Quality Assurance:

- The Contractor is responsible to provide their own quality assurance program. The

Government will provide surveillance to ensure the contractor is performing within the performance thresholds stated in the Service Summary. The COR will perform inspections to see how the contractor is performing in all areas of the contract. We don’t expect the contractor to be perfect, but if the contractor DOES provide unacceptable service, re-performance will be required as it is our preferred method.

Monthly COR Evaluation Summary Report:

- The Government documents contractor performing performance with COR Monthly

Reports. Each month we will evaluate the contractor on how they performed in four areas: Quality of Service, Schedule, Business Relations, and Management of Key

Personnel. Additionally, we determine if the contractor has been performing acceptably or unacceptably in the areas described in the Services Summary.

CPARS (Contractor Performance Assessment Reporting System) – Annual Performance

Report:

- Completed on the anniversary of the contract. Initiated by the COR & published in

CPARS

Security

- Contract employees will be required to get background checks & receive computer access.

5. The CA detailed unique Government considerations:

SAM (System for Award Management) includes FAPIIS (Federal Awardee Performance and Integrity Information System) information.

WAWF (Wide Area Work Flow) process identified as required

MAFB Contractor Access Form are required to obtain badges for base access.

Services require access to the Government Computer Network

Compliance with Anti-Terrorism measures were briefly covered.

6. The CA explained proposal requirements:

Three parts of a responsive proposal were detailed:

- Technical proposal – The contractor must develop and submit a Mission-Essential

Contractor Services Plan required in accordance with DFARS Provision 252.237-

7024, Notice of Continuation of Essential Contactor Services.

- Price Proposal – Submit original and one copy of the completed Solicitation

Standard Form (SF 1449), Bid Schedule and Attachment 1 (Price List) labeled with the offer’s company name, solicitation number and any other appropriate markings.

The price list calculates the total price once the unit prices are inputted. Ensure that blocks 30a, 30b, and 30c of the SF 1449 are completed. 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.

- Past Performance Information – Submit original and one copy of quality and satisfaction rating information/references for contracts completed within the past five years and send the past performance questionnaires (Attachment 6) 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 the 22nd Contracting Office.

The proposal closing time and date of 4:00 PM on 8 May 2017 was 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.” Late proposals will not be evaluated.

Proposal evaluations were explained IAW Addendum to 52.212-2 – Evaluation –

Commercial Items with special emphasis on the relative weight of technical and past performance data to pricing information. Technical and past performance are significantly more important than price. The Government will award based on the best value. If past performance questionnaires are not received, the Government will make a reasonable effort to contact references that the contractor submits.

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 and submitting with it with proposal package.

8. The CA answered the questions that were received prior to the conference then opened the floor to questions from attendees. Multiple questions were asked, documented and responded

to. A full list of questions and answers can be found in the attached Q&A memorandum. The

CA invited additional questions in writing to be submitted no later than 2:00 PM CDT, Thursday, 20 April 2017. The full Q&A will be also be posted to FBO.

9. A site visit was then conducted, allowing attendees to view the telephone switch room, office space, and a remote cabinet location. All questions asked during the site visit were documented, and can be found in the attached Q&A memorandum. After the site visit, attendees were released and the pre-proposal conference ended.

Prepared by:

KIMBERLEE LOWRY

Contracting Specialist

Reviewed by:

X

KENNETH A. BUTLER

Contracting Officer

Attachments:

1. Pre-proposal Presentation Slides

2. Questions and Answers Memorandum