Grounds_Pre-quotation_Conference_Minutes.pdf

13 March 2019

MEMORANDUM FOR ALL PROSPECTIVE VENDORS

FROM: 22 Contracting Squadron 53384 Kansas St. Ste 108 McConnell AFB, KS 67210

SUBJECT: Pre-quotation Conference Minutes for Solicitation FA4621-19-Q-A007, Grounds Maintenance Services

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

McConnell AFB, on Tuesday, 5 March 2019 at 0900 hours for the above referenced request for quotation in accordance with addenda to 52.212-1. Questions were submitted in time before the pre-quotation conference, but will be answered with the questions asked during the conference and site visit. Maps were redacted from the solicitation due to OPSEC requirements, but the prospective contractors were allowed to view the maps in the pre-quotation conference. A site visit was conducted in areas throughout the base, to include the DV route, the south end of the airfield, the fence line contractors will be responsible for policing, all unimproved grounds, all semi-improved grounds, vegetation beds, and all roads leading to the Krueger Recreation Area, and combat training areas.

2. The following individuals were in attendance:

David Roels Kaiyuh Information Technologies Luke Bieri Byrd Enterprises Gary Leckie Byrd Enterprises Lorenzo Henderson AGAPE Roland Robinson AGAPE Bryant Scaife TAMCO Services Allen Dodson TAMCO Services

A.J. King King Bryant Inc.

Franscisco/Perry Double V Kenneth Butler 22 CONS/PKA TSgt Christian Ates 22 CONS/PKA SSgt Oscar Urquidi 22 CONS/PKA A1C Cody Overstreet 22 CONS/PKA Daniel Arno 22 CES/CEOE

3. TSgt Christian Ates, introduced key personnel and defined their associated responsibilities:

o Contracting Officer (CO) – Kenneth Butler is the only person empowered to obligate the Government.

o Contracting Administrator (CA) – Lt. Daniel Mittuch is the main point of contact between the Government and prospective offerors; acts as the agent for Kenneth Butler o Contracting Officer’s Representative (COR) – Daniel Arno is the technical expert intimately familiar with the performance work requirements associated with the solicitation; he is required to report monthly to the Contracting Administrator, on contractor performance issues.

4. TSgt Ates defined the requirement and type of contract. A brief overview of the solicitation package was given. The SF 1449 and attachments were discussed in more detail later in the pre-quotation conference.

a) Solicitation Package

• SF 1449/Bid Schedule/Clauses/Provisions

- The NAICS Code: 561730, Landscaping Services was pointed out.

The contractor must not exceed $7.5M in annual revenue under the solicitation’s NAICS code. The slight change in scope and all that it entailed was discussed.

• Attachment 1 – Grounds Mx Services PWS

• Attachment 2 – Grounds Mx Services Price list

• Attachment 3 – WD 2014-5341 (Rev. 10) dated 26 Dec 2018

• Attachment 4 – Past Performance Questionnaire

a. This solicitation is a 100% 8(a) competitive set-aside.

b. The previous contract last option year is valued at approximately $858,894.46.

c. The contract resultant to this solicitation begins 1 April 2019.

o The incumbent contractor is already in the 6 month extension period for the current contract.

d. The contract shall consist of one (1) base year with a period of performance of 1 April

2019 – 31 March 2020, with up to four (4) optional periods of performance for 1 year each.

e. Each optional PoP shall only be executed 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 31 March 2024.

f. An explanation was provided for the differences between the FFP and Requirement price list CLINS specified on the Price list.

g. Ordering limitations were discussed. The Ordering Limitations Clauses refer to the “Requirements” line items. The top of the Price List page provides an explanation between FFP line Items and Requirements line items. The Ordering Limitations Clause along with the Ordering Clauses and Requirements clause apply only to the Requirement line items; not the FFP line items.

h. The Statement of Equivalent Rates was discussed, and the prospective offerors were told that it is not a wage determination.

i. All required insurance requirements were briefed to all members.

j. The Limitations in Subcontracting, FAR 52.219-14, was addressed regarding the limit the contractor was allowed to pay subcontractors that are not similarly situated. The limit is no more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated. The term “similarly situated” was defined.

k. The Government Furnished Property was briefly discussed and is identified in the PWS section 3.

l. The contractors were informed that the snow and ice removal portion of the contract is a mission essential service, and they would be required to perform this during increased FPCONS and crises. The contractors were informed that a Mission Essential Contract Service Plan is required to be submitted with their quotation, and that it is part of the evaluation criteria when determining a successful vendor.

m. Key work required by the PWS was briefly discussed and was further detailed when the PWS itself was reviewed.

n. Functional inspection requirements were described. The contractor is responsible for providing their own quality control/program procedures and can be found in section 2 of the PWS. The Government will surveil the contractor to make sure that 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.

o. Monthly COR Evaluation Summary Reports were addressed and can be found in section

2.2.1 in the PWS.

p. The CPARS annual performance report was described. The contractors were briefed that the annual CPARS report is based on monthly COR reports provided to the contractor that summarizes the contractor’s performance each month, provides constructive feedback, and grants the contractor an opportunity to take any necessary corrective actions.

q. Contract Vendor Access Requests were addressed in how the contractor would gain access to base to perform the work. The contractors were told that they would have base access passes for 1 year. Base passes are only good for no more than a year; thus, they will need to be renewed each year.

r. DFARS 252.232-7007 – Limitations of Government’s Obligation was explained, as well as how the FFP contract line items are incrementally funded.

s. The Requirements scope of the contract is based on the new AF standards, i.e. seasonal maintenance, emergency pruning, emergency tree/stump removal, and DV route pruning.

5. TSgt Ates detailed unique Government considerations:

a. Maps were removed due to OPSEC requirements. Vendors were allowed to view map printouts in the conference room. In addition to the pre-quotation conference and according to Appendix B of the PWS (page 31 of PWS), if prospective firms would like to view maps, they can view them at 22 CES/CEOSS (22d Civil Engineering Squadron) or 22 CONS (22d Contracting Squadron) upon request and by appointment.

b. System for Award Management (SAM) requirements were discussed.

c. Wide Area Workflow (WAWF) requirements were addressed in how the contractor would have to invoice for payment on the contract, and the Anti-Terrorism requirements were discussed.

6. TSgt Ates explained quotation requirements:

a. Quotation preparations/instructions were described

b. The vendors were reminded that the due date for quotations was NLT 4:00 PM CST on 14 March 2019 as articulated in the solicitation.

c. The contractors were informed that any quotation submitted late will not be accepted.

After receipt of the quotation, the contractor will be sent a follow-up email confirming receipt.

d. The quotation evaluation criteria was discussed:

o Best value decision.

i. As referenced in addenda 52.212-2 Evaluation – Commercial Items, the government may conduct interchanges with one, some, none, or all vendors at its discretion.

o Price o Past Performance o Technical Mission essential plan The contractors were informed that award will be based upon a best value decision using price, past performance, and will include a pass/fail technical factor for a Mission Essential Contractor Services Plan. No relative order of importance of evaluation factors will be set forth. Evaluation pursuant to Simplified acquisition procedures under FAR Part 13 will be used, and not FAR Part 15.3 source selection procedures.

7. TSgt Ates also 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 following clauses were noted:

a. 52.212-1 – Instructions to Offerors – Commercial Items

b. 52.212-4 – Contract Terms and Conditions – Commercial Items

c. 52.222-41 – Service Contract Act

d. 52.222-43 – Fair Labor Standards Act and Service Contract Act – Price Adjustment

e. 52.228-5 – Insurance - Work on a Government Installation

f. 52.232-18 – Availability of Funds

g. 52.232-33 – Payment by Electronic Funds Transfer – System for Award Management

h. 252.201-7000 – Contracting Officer’s Representative

i. 252.232-7003 – Electronic Submission of Payment Requests and Receiving Reports

j. 252.243-7002 – Requests for Equitable Adjustment

k. 52.212-2 – Evaluation – Commercial Items o The Government will award to the responsible vendor whose quote conforming to the solicitation will be most advantageous. The following factors shall be used to evaluate quotes in no relative order of importance between the factors:

• Technical Mission Essential Plan

• Past Performance

• Price

l. 52.212-2 Addendum o Award will be made based upon best value decision using price, past performance, and will include a pass/fail technical factor for a Mission Essential Contractor Services Plan.

o No relative order of importance.

o FAR 13.106 Simplified evaluation shall be used instead of FAR 15.3 source selection procedures.

m. 52.212-3 – Offerors Representations and Certifications – Commercial Items

n. 52.212-5 – Contract Terms and Conditions Required to Implement Statutes or Executive

Orders – Commercial Items

o. 52.216-1 – Type of Contract

p. 52.216-19 – Order Limitations

q. 52.216-21 – Requirements

r. 52.217-9 – Option to Extend the Term of the Contract

s. 52.222-42 – Statement of Equivalent Rates for Federal Hires

t. 252.232-7007 – Limitation of the Government’s Obligation

u. 252.237-7023 – Continuation of Essential Contractor Services

v. 252.237-7024 – Notice of Continuation of Essential Contractor Services

9. The following documents were reviewed with the contractors:

o Attachment 1 – Grounds Mx Services PWS

• TSgt Ates reviewed the work requirements. Questions were asked concerning mission essential services and GFP. These questions were answered and are addressed in Paragraph 10 below.

• Important points for the contractor to focus on were discussed

• The contractors were able to view all applicable maps detailing the location of improved grounds, semi-improved grounds, unimproved grounds, irrigation systems, mission essential snow and ice removal, GFP, fence line the contractor is required to police, BASH/Airfield, missile sites, vegetative beds DV routes, and shrubs for pruning.

o Attachment 2 – Grounds Mx Services Price List

• The price list was explained in detail, to include which portions of the price list were to be filled out, how the formulas affected different parts of the price list, and how the submitted price list was to be considered the contractor’s quotation rather than the attached bid schedule on the SF 1449.

o Attachment 3 – WD 2015-5341 (Rev. 10) dated 26 Dec 2018

• All of the holidays that the contractor is required to pay the employees, as well as the federal holidays that are recognized were addressed. It was noted that Good Friday is included in the WD as a paid holiday; however, the holiday is not observed by the federal government and McConnell AFB conducts normal operations.

o Attachment 4 – Past Performance Questionnaire

• TSgt Ates quickly reviewed the form that contractors will need to submit to their references in order for the Government to evaluate the contractor’s past performance. The process of the contractor submitting the questionnaire to the references, and the references sending the completed questionnaires directly to the contracting office was addressed as well.

10. The following questions were addressed for clarification during the pre-quotation conference:

o Question: How many employees are on base? Answer: The Government will not disclose that information, since it is protected/confidential information.

o Question: Is there bonding? Answer: No.

o Question: Does the contractor need to include anything other than snow and ice removal in the mission essential plan? Answer: Mission essential services are limited to snow and ice removal; however, please address ALL of the criteria included in the DFARS provision 252.237-7024 in your plan. The mission essential team shall evaluate the technical quotations on a pass/fail basis.

o Question: Is the incumbent contractor currently in the 6 month extension period? Answer:

Yes.

o Question: Does the contractor need to fill out the reps & certs on the SF 1449 and SAM?

Answer: Reps & certs can be filled out either on the SF 1449 or SAM. They do not need to be filled out on both. Please, be sure to carefully follow the specific instructions in the addenda to 52.212-1 OFFEROR PREPARATION INSTRUCTIONS which is located on page 46 of the solicitation.

o Question: Does the base close down or recognize Good Friday? Answer: The base does not close as this is not a federal holiday; however, contractors must comply with the WD and recognize Good Friday as a paid holiday.

o Question: Are the pre-determined price list line items included in the bid? Answer: Items 8 (for CLIN X002), 22, 23, & 24 (for CLIN X001) have been established as not to exceed line items and contain a price limit set by the Government. Vendors should NOT price these items as they are already priced. The price list will automatically include these amounts in the quote.

A- Question: Does the Air Force provide free flight line driver certification for free? Answer:

Yes, please refer to PWS Section 1.3.5.

o Question: Does the contractor have to be in contact with the tower at all times? Answer: The contractor shall maintain constant two-way radio contact with the control tower and Airfield Management when operating near runways, overruns, and taxiways. The contractor shall maintain contact with the control tower when operating on or within 150 feet of the runway.

o Question: How does the base do special events? Answer: Special events are covered in PWS section 1.8.2.

o Question: Are the missile sites in the containment area? Answer: This info is contained in the maps that were provided for viewing at the pre-quotation conference. In addition to the pre-quotation conference and according to Appendix B Note of the PWS (page 31 of PWS), if prospective firms would like to view maps, they can view them at 22 CES/CEOSS (22d Civil

Engineering Squadron) or 22 CONS (22d Contracting Squadron) upon request and by appointment.

o Question: Is the tree removal included in the price list? Answer: Only emergency tree removal is required; no non-emergency tree removal is included in scope (Price List line item 19, 20, and 21 under CLIN X001, and 5, 6, and 7 under CLIN X002. PWS section 1.8.1.5.

o Question: Will the contractor still get paid for snow and ice removal all year? Answer: See PWS section 1.7 and applicable price list items. Please note that snow and ice removal occurs Nov-Mar and these are Firm-Fixed-Priced line items.

o Question: Are there low spots around the ditches? Answers: Yes.

o Question: How many airfield lights are knocked over? Answer: Airfield lights are occasionaly damaged. This has been a rare occurance.

o Question: Is there a place on base for vegetation waste? Answer: Yes, see PWS 3.6.

Questions were also asked during the site visit.

o Question: Do you have a “DV” cut? Answer: No, there is no particular cut different from the DV route approved cutting height discussed in the PWS.

o Question: Can the contractor buy diesel or fuel on base? Answer: No. The individual getting fuel must be military affiliated. There is an area on the GFP site for the contractors to store fuel tanks that are provided by the contractor. The Government does not provide the fuel storage tanks.

o Question: Are sidewalks apart of the contract? Answer: Yes, sidewalks must be edged/vegetation removed, see PWS section 1.1.2.

o Question: Is the pedestrian bridge apart of the snow and ice removal? Answer: Yes, the pedestrian walk bridge connecting base housing to the rest of base is part of the snow and ice removal mission essential plan. See PWS section 1.7.1.3.

o Question: Is the running track rubberized? Answer: Yes, the running track is rubberized.

o Question: Does the contractor do snow removal on the airfield? Answer: Most of the airfield snow removal is handled by the military. The areas of responsibility between the Government and contractor are articulated in the maps that were provided for viewing at the conference. In addition to the pre-quotation conference and according to Appendix B Note of the PWS (page 31 of PWS), if prospective firms would like to view maps, they can view them at 22 CES/CEOSS (22d Civil Engineering Squadron) or 22 CONS (22d Contracting Squadron) upon request and by appointment.

11. The contractors were taken on a site visit to the following locations:

o DV route o South end of the airfield o The fence line o Unimproved grounds o Semi-improved grounds o Vegetation beds at the visitor center and Building 1 o All roads leading to the Krueger Recreation Area and combat training areas o GFP facility/storage area

12. The contractors were again reminded that all additional questions are to be submitted NLT 4:30 PM CST, Thursday, 7 March 2019.

X

KENNETH A. BUTLER, GS-12, USAF

Contracting Officer

Attachments:

1. Pre-quotation conference presentation slides

2. Questions and answers