FA462119RA015_Hangar_Door_Mx-_Meeting_Min,_Pre-proposal_Conf_26_Aug_19.pdf

DEPARTMENT OF THE AIR FORCE

22D CONTRACTING SQUADRON (AMC)

MCCONNELL AIR FORCE BASE KANSAS

22 ARW…WE ARE A/R!

26 Aug 2019

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 22 CONS/PKA - Services

SUBJECT: Pre-Proposal Conference Meeting Minutes for Solicitation FA462119RA015, Hangar Door Maintenance Services

1. On 26 Aug 2019 at 1000 AM, at McConnell AFB, Bldg. 840, 22d Contracting Squadron Conference Room, a pre-proposal conference and site visit were held. The pre-proposal conference and site visit were held in accordance with AFFARS Provision, 5352.215-9001 NOTICE OF PRE-BID/PRE-PROPOSAL CONFERENCE as described in the solicitation. The conference began at 1000 AM CST Local Time, with a site visit that immediately proceeded after the conference, which included selected hangars/buildings: 9, 1124, 1125, 1126, 1129, 1176, and 1107. The conference and site visit ended at 1255 PM. The Contract Administrator reviewed/presented to the attendees the Pre-proposal conference slides, the Solicitation, and all attachments in order.

2. The following individuals were in attendance:

TSgt Daniel Parks 22 CONS, Contract Administrator (CA) Jacqueline Myles 22 CES, Contracting Officer’s Representative (COR) Mike Hathazi Hathazi Doors Michael Hathazi Hathazi Doors John Doesken Belger Jason Minden Belger Chad Clark Belger Tony Ashton XMI Tim Davidson Derby Overhead Shane Bokey Derby Overhead Michael Franco Michael Franco Inc.

Rusty Coyer CPM Santhosh Rava LGC Global Inc.

Chad Blackman Overhead Door

3. The following information was discussed/presnted by the CA, TSgt Parks:

4. Slide Show. The Pre-proposal Conference Slides were reviewed/presented:

a. Key Personnel were introduced and associated responsibilities defined:

• Contracting Officer (CO) – Is the only person who can legally bind the Government.

• Contract Administrator (CA) – Is the main point of contact between prospective offerors and the Government, and acts as the CO’s assistant.

• Contracting Officer’s Representative (COR) – Jacqueline Myles and Dan Arno, are the technical experts of the requirement, and conduct surveillance and oversight.

• Quality Assurance Program Coordinator (QAPC) – Oversees QA and surveillance for the Government.

b. The entire Solicitation Package was identified/presented to include key work outlined in the PWS. The solicitation SF 1449, clauses, provisions, and attachments were all reviewed in order.

(Potential offerors were allowed time to ask any questions for clarification, or point out any ambiguities in the solicitation as the documents were reviewed):

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

• Attachment 1 – Performance Work Statement (PWS)

• Attachment 2 – Price List

• Attachment 3 – Standard (SCA) Wage Determination

• Attachment 4 – Construction Wage Determination

• Attachment 5 – Past Performance Questionnaire

c. This requirement is a 100% Total Small Business Set-aside. The NAICS Code is 238290, the size standard was $15M, which was recently updated to $16.5M after the solicitation posting.

Due to this change, an amendment will be issued and posted to FBO to reflect the current size standard. The previous/current contract was awarded at $1.9M. The base year was a 9-month period, with four consecutive 12-month option years. Below is a summary of the current contract value and period of performance dates:

Base Year: 1 Jan 2015 – 30 Sep 2015: $86,551.47 Option 1: 1 Oct 15 – 30 Sep 16: $76,902.50 Option 2: 1 Oct 16 – 30 Sep 17: $93,610.53 Option 3: 1 Oct 17 – 30 Sep 18: $174,319.67 Option 4: 1 Oct 18 – 30 Sep 19: $250,000.00 (Current Value) Total Contract Value (to date): $681,384.17

This current new requirement begins 1 Oct 2019. The period of performance is 1 Oct 19 through 30 Sep 20, with 4-consecutive option years. Each option is awarded/dependent on both the continuation of need and the availability of funds.

d. The hybrid mix of Firm Fixed Price (FFP), Requirements, and Time & Materials/labor hour elements of this requirement and their applicability were discussed and clarified in accordance with applicable contract clauses, PWS, and the Price List line items.

e. The Statement of Equivalent Rates for Federal Hires, FAR Clause 52.222-42 was discussed and identified as information only.

f. Ordering limitations (FAR Clause 52.216-19) and requirements (FAR clause 52.216-21) were discussed. The Ordering Limitations Clauses refer to the “Requirements” line items. The bottom 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.

g. The insurance requirements in accordance with FAR Clause 52.228-5 and Addendum were discussed. This clause outlines the minimum insurance requirements.

h. Both the SCA and construction Wage Determinations (WD) were explained, as well as their applicability to the requirement and the PWS. The SCA WD, Attach 3, is applicable to the standard services for the inspection, preventive maintenance, and repair calls that do not exceed the construction threshold. The Construction DBA WD, Attach 4, is applicable to repair services that exceed $2K and 32 labor hours. The CA explained that a new wage determination will be issued for each option year if they are revised. A wage determination is effective for the entire year once the option period is awarded. As it may be difficult to plan for future minimum wage requirements, the contractor will be entitled to an equitable adjustment for labor costs, based upon the newly issued wage determination. Based on actual payroll records, a contractor would be entitled to the difference/increase between the new wage determination and what was actually paid.

i. Limitations on Subcontracting (FAR Clause 52.219-14) was discussed. As defined in the clause, a “similarly situated entity” is a sub-contractor with the same small business program status as the prime. Since this is a small business set-aside, the following limitations on sub-contracting are applicable for work performed under this requirement and apply to sub-contracting opportunities when the subcontractor is not a similarly situated entity; Contractors will not pay more than 50 percent for contract performance to subcontractors for the services portion of this requirement. This applies to the Inspection and preventative maintenance portion of the requirement. For construction, paragraphs (e) 3 and 4 apply accordingly.

j. The government furnished property was addressed and reviewed in accordance with the PWS, Appendix C. A joint inventory will be conducted upon contract start, each option period, and prior to the end of the contract.

k. Inspections, quality assurance, and administrative tasks for this requirement such as the monthly COR reports, progress meeting attendance, site visits, and annual labor reporting (eCMRA) were reviewed and discussed. At this time, the government intends to provide Contractor Performance Assessment Reports (CPARS) reporting for this requirement. This provides an annual assessment report to document contractor’s performance. CPARS reports are based on the monthly COR reports and are also used to assist and provide constructive feedback, allowing the contractor to provide corrective action when necessary.

l. Contractor’s Quality Control Program. The awardee will be required to employ their own commercial quality control program in accordance with para 3.2. of the PWS in order to identify, prevent, and ensure non-recurrence of defective services.

m. The security, HAZMAT, and environmental requirements, and compliance with applicable clauses were reviewed and discussed. Contractors need to comply with all environmental clauses, and regulations outlined in the solicitation and PWS. This includes participation in the waste reduction program and the recycling program. Upon contract completion, the contractor will need to fill in FAR Clause 52.223-9 for estimate of percentage of recovered material for EPA designated items.

n. The System for Award Management (SAM) requirements were discussed. Contractors were advised to properly update their SAM profile under the applicable NAICS code, SBA size status, and to complete the necessary representations and certifications or fill in the applicable clauses in order to be eligible for contract award prior to contract award.

o. The WAWF requirements and Clause DFARS.232-7006 were discussed. This represents the necessary invoicing information to be paid via EFT through the WAWF system.

p. The PWS and applicable Antiterrorism clauses were reviewed and discussed. The Awardee will be required to complete AT level I training within 30 days of contract award for all employees.

q. The contractor/vendor base access requirements 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.

5. Performance Work Statement (PWS). The CA reviewed the key work to be performed for this requirement and the entire PWS was reviewed to ensure all potential offerors understood the requirement. This requirement involves the inspection and preventative maintenance of all doors on this contract and provides for annual, quarterly, and monthly inspections as indicated.

Inspection reports are required for each door. For the hangar doors, the quantity is based on panels, as they operate independently. Service calls and repairs were also discussed. A routine and emergency service call was explained, as described in the PWS. This includes the cost for one hour of response/work to secure or fix the door, as well as the submission of quote(s) when a repair is needed. The repair authorizations were discussed. Contractors are required to submit 3 independent quotes for each category of the repair, i.e., Parts/materials, Labor (based on the applicable price list line item, and the estimated hours), Special rental equipment, sub-contracted services, and travel, lodging and other expenses. The construction wage determination and applicability of repairs was explained. All repairs that exceed $2K and equal to or greater than 32 labor hours are considered construction. It was also explained that the contractor must submit receipt of actual costs and actual labor hours when invoicing. Each repair is subject to approval with a not to exceed/ceiling amount. The contractor is only paid for the actual cost of the repair.

If it appears that a repair will exceed the ceiling amount, the contractor must stop and notify the COR and contracting office along with justification as to why there is an increase cost above the ceiling amount.

6. Price List. The CA reviewed the price list, each line item, and identified the notes in the price list concerning the applicability of clauses related to FFP, Requirements, and Time & Material/Labor hour elements. Additionally, it was pointed out for clarification that line Item X001, Hangar Doors quantity is based on the Panels for each door. Line Items X002 thru X005 are based on the actual quantities of doors.

7. Past/Present Performance Questionnaire. The questionnaire was reviewed, and instructions for submittal for evaluations were reviewed in accordance with the proposal instructions and evaluation criteria as stated in the solicitation.

8. Instructions to Offerors. FAR Clause 52.212-1, Instructions to offerors, the Addendum, and proposal preparations instructions were discussed as stated in the solicitation. Contractors are cautioned to ensure proper time is given and to validate receipt of proposals. Late proposals will not be accepted.

Part I – Price Proposal needs to include a copy of the solicitation with appropriate blocks filled in, to include a signed copy and acknowledgement of all amendments. The representation and certifications need to either be filled-in in the provisions, or offerors may complete them in their SAM profile. Offerors do not need to fill in prices on the bid schedule in the solicitation.

Offerors only need to fill in unit prices and line item total prices in the Attach 2 – Price List.

Please ensure all prices are properly calculated.

Part II – Present/Past Performance Information. The Attachment 5 questionnaire was reviewed; offerors need to submit the attachment to the POCs for each contract/requirement they intend to be evaluated. No more than five (5) contracts/requirements in which performance occurred within the last 5 years are authorized for submittal. Offerors need to submit a list of the contract/requirements along with contract, and POC contact information for evaluations.

Questionnaires need to be submitted directly by the evaluator to the government. Offerors are allowed to submit more than one past performance questionnaire for a single requirement for evaluation. Example: The contracting office and/or an end user, or quality assurance person/inspector may all submit a survey on behalf of one single requirement for evaluation. If a single requirement involved performance at multiple job sites/locations, a survey may be authorized from an end user from each location under a single requirement for evaluation.

Part III – Mission Essential Services Plan. Regarding the technical proposal, PWS, Para 5.5., for mission essential services as well as DFARS Clause/Provioson 252.237-7023 and 252.237- 7024 were reviewed/discussed to address the contents of the missional essential plan. The mission essential plan needs to address the instructions and provide sufficient information as outlined in the DFARS Clause/Provision to address Paragraph 5.5. of the PWS.

The authorized methods for submission of proposals were discussed. Offerors were informed they are fully responsible for ensuring the government receives complete proposals on time.

Incomplete emailed proposals will be treated as incomplete and late. Electronic proposals should be structured with logical naming and ordering conventions so that it is clear as to the contents of a folder/file.

9. Evaluation Criteria. Award will be made using a subjective-best value decision using price, past performance, and technical evaluation, with past performance and the technical evaluation being significantly more important than price. The technical evaluation is based on a pass/fail basis. The evaluation criteria was reviewed in accordance with FAR Clause 52.212-2 and the addendum, as stated in the solicitation.

All proposals will be ranked/ordered from the lowest price to the highest price offeror.

Evaluations will begin with the lowest price offeror. If the lowest price offeror is rated as technically acceptable, and receives a substantial confidence rating for past performance, that offer represents the best value for the Government and the evaluation process will stop at that point. Award will be made to that offeror, and no other proposals will be evaluated. If an offeror is not rated as technically acceptable, and/or receives a rating lower than substantial confidence, evaluations will continue in order of price until all proposals are evaluated, or an offeror receives a passing technical evaluation and a substantial confidence past performance rating, whichever occurs first. At that time, a subjective-best value decision will be made among the proposals evaluated to determine the offeror who provides the overall subjective-best value to the government.

10. Potential offerors were instructed to submit final questions NLT 28 Aug 19, at 4:00 PM. A copy of these meeting minutes and any questions and answers will be posted to the solicitation on FBO. No official questions requiring answers were addressed during the pre-proposal conference or submitted prior to, or after the pre-proposal conference. Potential offerors were instructed that any future amendments posted to FBO require signature and submittal of acknowledgement and must be included in the proposal package, Part I. Only an official amendment posted to FBO may change this solicitation. As mentioned previously, the SBA size standard for NAICS 238290 has changed, therefore, an amendment will be posted along with these meeting minutes to FBO. This amendment will increase the SBA size standard from $15M to $16.5M.

11. Potential offerors were reminded that the current proposal due date is No Later Than Tuesday, 10 SEP 2019, at 4:00 PM CST (Local) Time. The pre-proposal conference and site visit ended at 12:55 PM.

X Kenneth A. Butler Contracting Officer

Attachment(s):

1. Pre-Proposal Conference Sign-in Sheet.

2. Pre-proposal Conference Slides.