FA462120R0002 Packing and Crating meeting minutes.pdf

DEPARTMENT OF THE AIR FORCE

22D CONTRACTING SQUADRON (AMC)

MCCONNELL AIR FORCE BASE KANSAS

22 ARW…WE ARE A/R!

3 Mar 20

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 22 CONS/PKA - Services

SUBJECT: Pre-Proposal Conference Meeting Minutes for Solicitation FA4621-20-R-0002, Packing and Crating Services

1. A pre-proposal conference was held on 28 Feb 20 at McConnell AFB, Bldg. 840, 22d Contracting Squadron Conference Room. The pre-proposal conference was 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 1015 CST Local Time.

The conference ended at 1115. 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:

SSgt Oscar Urquidi 22 CONS, Contract Administrator (CA)

2d Lt Charles Goldstein 22 CONS, Contract Administrator (CA) TSgt Daniel Parks 22 CONS, Contract Administrator (CA) SrA Olajide, Shasanya 22 CONS, Contract Administrator (CA)

Ileta Stemrich 22 LRS, COR Tim Simmons 22 LRS, COR Tod King Kings Moving and Storage Sean Issa Advanced Packaging and Shipping Solutions, LLC Zachariah Issa Advanced Packaging and Shipping Solutions, LLC Judy Covert Advanced Packaging and Shipping Solutions, LLC

3. The following information was discussed/presented by the CA, SSgt Oscar Urquidi:

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) – Ileta, Stemrich and Tim Simmons 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 – (SCA) Wage Determination

• Attachment 4 – Past Performance Questionnaire

c. This requirement is an 100% Total Small Business Set-aside. The NAICS Code is 488991, the size standard is $30M. The previous/current contract was awarded at $1.5M.

This current new requirement begins 1 April 20. The period of performance is 1 Apr 20 through 31 Dec 20, with 4-consecutive option years. Each option is awarded from 1 Jan – 31 Dec period of performance.

d. The contract type is Firm Fixed Price (FFP), Requirements.

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.

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

h. The SCA was explained, as well as their applicability to the requirement and the PWS. The SCA WD, Attach 3, is applicable to the non-standard services. 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.

j. The government furnished property was addressed and reviewed in accordance with the PWS.

The COR will conduct an inventory of serviceable containers and applicable forms.

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. 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. The COR does not anticipate the use of hazardous materials but shall notify the government of any changes.

m. 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.

n. The invoicing procedures were briefly discussed in the solicitation, the instructions will be discussed in further detail upon award.

o. The PWS and applicable Antiterrorism clauses were reviewed and discussed. The Awardee will not be required to obtain Antiterrorism training due to the contractor not “routinely” accessing the installation.

p. The contractor/vendor base access requirements were addressed in how the contractor would gain access to base to perform the work.

5. Performance Work Statement (PWS). The CA reviewed the key work to be performed for this requirement and McConnell AFB specific requirements; example mold, liability and area of responsibility to ensure all potential offerors understood the requirement.

6. Price List. The CA reviewed the price list, each line item, and identified the notes in the price list related to FFP and estimated yearly Requirements. It was stressed that only the excel spreadsheet (Attachment 1) was needed to be filled out and not to enter the pricing data in the solicitation or PWS. It was also mentioned to validate data on spread sheet to allow the government performing an accurate assessment.

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. It was stressed that the contractor send no more than 5 contacts for past performance and to verify the customer emailed the performance report to the CA’s and CO detailed 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 without CO acceptance and beneficial to the government.

Part I – Price Proposal needs to include a copy of the solicitation with appropriate blocks filled in, to include a signed copy.. 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 or PWS. Offerors only need to fill in unit prices and line item total prices in the Attachment 1 – Price List. Please ensure all prices are properly calculated.

Part II – Present/Past Performance Information. The Attachment 4 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.

9. Evaluation Criteria. Award will be made using a “best value” decision using price, past performance, with past performance being significantly more important than price. 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 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 receives a rating lower than substantial confidence, evaluations will continue in order of price until all proposals are evaluated, or an offeror receives a substantial confidence past performance rating. At that time, a “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 2 Mar 20, at 4:00 PM CST.

A copy of these meeting minutes and any questions and answers will be posted to the solicitation on SAM. No official questions requiring answers were addressed during the pre-proposal conference or submitted after the pre-proposal conference. Only one question was received before the pre-proposal conference, which sought clarification of the date of conference which was scheduled for 28 Feb 20 at 10:00 AM. Potential offerors were instructed that any future amendments posted to SAM require signature and submittal of acknowledgement and must be included in the proposal package, Part I/II. It was recommended to email proposals to CA’s and CO and shall include the following: (a) Subject Line: Offeror's Name, Solicitation Number:

"FA462120R0002", PROPOSAL and any other appropriate Marking. (example: COMPANY

NAME "FA462120R0002" PROPOSAL,

Email 1 - Part I Price Proposal/II Present and Past Performance). Instructions for mailing and delivery were also detailed IAW FAR 52.212-1.

11. Potential offerors were reminded that the current proposal due date is No Later Than, 16 March 20, at 3:00 PM CST (Local) Time. The pre-proposal conference and site visit ended at

11:15 AM.

X Christian T. Ates, MSgt, USAF Contracting Officer

Attachment(s):

1. Pre-Proposal Conference Sign-in Sheet.

2. Pre-proposal Conference Slides.