Pre-Proposal Conference Meeting Minutes w Attachments - FA4621-22-R-0002 - 23 Nov 21.pdf

DEPARTMENT OF THE AIR FORCE

22d CONTRACTING SQUADRON (AMC)

MCCONNELL AIR FORCE BASE KANSAS

22 Nov 2021

MEMORANDUM FOR PROSPECTIVE OFFERORS

FROM: 22d Contracting Squadron

53384 Kansas St Ste 118 McConnell AFB KS 67210

SUBJECT: Pre-proposal Conference Minutes for Solicitation FA4621-22-R-0002, McConnell AFB

MACC

1. The pre-proposal conference began at 1:00 PM at the upstairs Auditorium of Bldg. 1183 on McConnell AFB and concluded by 1:45 PM. A site visit for the seed project was conducted at bldg.

852 immediately after. The site visit ended at 2:45 PM.

2. List of attendees. Please see sign in sheet below indicating the Pre-Proposal Conference attendees. In total there were 46 contractor personnel present, and 6 government employees/military personnel present.

3. Questions and answers. Questions received since solicitation posting, during the pre-proposal conference and site visit, and questions sent to the contract administrator by 19 Nov 21 at 2:00 PM are attached. Please see attachment #1 and attachment #2. Final questions are due no later than 24 Nov 21 at 2:00 PM local CST.

4. Mr. Derek Owen, the Contracting Officer (CO), introduced key personnel and defined their associated responsibilities:

• Contracting Administrator (CA) – Ms. Christina Muth is the main point of contact between the

Government and prospective offerors; acts as the agent for the CO. Other CAs involved with this solicitation include Ms. Lynnette Brown, TSgt Louis Closa, and 2d Daniel Castaneda.

• Contracting Officer – Mr. Derek Owen. Only the CO can enter into obligations on behalf of the Government.

• Technical Expert – Mr. John Schwartzbeck & Ms. Laura Mundy, 22 CES is the technical expert intimately familiar with the performance work requirements associated with the solicitation

• Government Inspector – Mr. Adrian Arzate, 22 CES will provide the Quality Assurance associated with the resulting seed project.

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

• Review of Pre-Proposal conference slides. The slides were first reviewed. Topics discussed included Key Government personnel and responsibilities, an overview of the solicitation requirement, the solicitation and attachments, unique government considerations, proposal requirement and offeror’s due date as stated on the conference slides.

• Review solicitation & attachments

• Explain / provide an overview of the seed project

• Discuss conference Q&A based on briefing

• Conduct site visit at B852

• Final questions and answers at B852

6. Pre-Proposal Conference slide show. The pre-proposal conference slides were reviewed and read verbatim.

7. Solicitation and attachments review. Next the CO provided brief guidance over the Solicitation document and attachments.

Key items for solicitation and attachments included:

• Block 10, and continuation page were reviewed. Block 13. Due dates for offerors are due at

2:00 PM on 6 Dec 21. No late offers will be accepted. Page 2, Blocks that contractors are required to fill out, and acknowledgement of amendments should be filled out in block 18.

• CLINS and contract period of performance will be updated accordingly based on the ultimate award date of the contract.

• Contractor’s proposals are required to be valid for no less than 180 days or more. If an offer is received with less than 180 days, it will not be accepted.

• The Solicitation clauses and provisions were reviewed. Key clauses discussed included;

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 52.246-21 (Alternate 1) - WARRANTY OF CONSTRUCTION o 52.236-5 - MATERIAL AND WORKMANSHIP o 52.217-8 - OPTION TO EXTEND SERVICES

• Section L – Instructions to Offerors:

Final questions and answers must be submitted no later than 24 Nov 21, at 2:00 PM. It is at the CO’s discretion as to whether or not late questions will be answered.

For proposals, there are 3-sections.

1. Cover page / Offeror Information

2. Part I – Contract Forms & Price

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. Offerors should reference section L.2.5. for further guidance on proposal formatting.

L-2.5.3.3. All contracts for work that contained no performance within three (3) years of the month of the solicitation will not be evaluated. In addition, past performance information on contracts not listed by the offeror may be solicited and used in the evaluations of past performance. Further, Past Performance Questionnaires (PPQs) will only be accepted from project owners or their authorized representatives. PPQs will not be accepted from Prime Contractors, Subcontractors, or Manufacturers.

L-2.5.3.4. Teaming agreements and joint ventures. 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, you must comply with the SBA requirements or your proposal will not be accepted.

• Section M – Evaluation Factors for Award:

This is a “subjective trade-off” source selection. Price and Past Performance will be evaluated. Past performance is significantly more important than price.

If the six (6) lowest priced evaluated offerors are judged to have an overall "Substantial Confidence" performance rating, those offers represent the best value for the Government and up to six (6) awards from that group may be made, in order of price. If the six (6) lowest priced evaluated offerors are not judged to have an overall "Substantial Confidence" performance rating, evaluations will continue (in ascending order by price) until up to six (6) offerors are rated with "Substantial Confidence" or, until all offerors are evaluated if less than six (6) are rated "Substantial Confidence".

The Source Selection Authority shall then make an integrated assessment best value award decision on up to six (6) awards.

An Offeror’s price will be evaluated based on your total proposed price to the seed project. Offerors are cautioned to ensure that Attachment #9 – PRQE 063118 Price Schedule is accurately filled out and the price for each Line Item, and the total price is correct.

The government will evaluate price in terms of reasonableness, completeness, and balance. If prices are found to be unreasonable, or unbalanced, this may be grounds for eliminating a proposal from the competition.

For past performance, evaluated offerors will be given an overall confidence rating in accordance with M-3.2, Table 5. Each individual past performance requirement submitted will be given a relevancy rating in accordance with M-3.2., Table 4.

Offeror’s past performance must comply with the recency requirement of three (3) years.

Some of the important factors which will be considered during past performance evaluations include:

• Projects with a similar contract type and magnitude (such as MACC/MATOC, SABER, JOC Firm Fixed Price ID/IQ contracts) using terms and conditions similar to those set forth in this solicitation (i.e. Liquidated Damages, Material and Workmanship, and Warranty of Construction to name a few)

• Projects with similar scope and magnitude to those typical or projected for McConnell AFB.

• Dollar value/threshold of requirement

• Projects demonstrating multiple construction disciplines

• Projects demonstrating successful execution of simultaneous projects.

• Ability to perform in the area (Kansas, Missouri, Nebraska, Oklahoma, and Arkansas), or successful performance operating in a geographically separated location from main office location.

• Projects on which offeror and proposed design firm(s) have previously worked together.

• CPARS report information and other relevant performance data, to include information obtained from PPQs and references.

For contract awards, the offeror who provides the best overall value for the combination of line items that can be awarded within available funding will be awarded the seed project. All other awardees will be given a $500 partnership award.

The government intends to fully award the entire seed project. If funds are not available, the government will award as much of the seed project 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.

8. Seed Project review. Ms. Laura Mundy then reviewed the Seed project, associated attachments, and provided a summary of the work associated with the seed project. One key point identified by Ms. Mundy was Attachment #13 – Phasing Plan which will have to be followed throughout the completion of the seed project.

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 1:55 PM with a walk from bldg. 1183 to bldg. 582. The site visit started with Ms. Mundy opening up multiple classrooms within bldg. 582 for offerors to inspect. Ms. Mundy also provided a brief overview of the COMM line removal that will be required throughout the facility as well as the hallway lighting that will be replaced as part of the requirement.

Ms. Mundy then opened the COMM room for offerors to inspect followed by the ART Room at the north end of the facility that will house a large piece of equipment as identified in the Seed Project documentation. Lastly the offerors were shown the mechanical room and exterior of the facility.

Once reviews of all the rooms were completed, all attendees gathered outside the facility for any final questions and the site visit ended at approximately 2:45 PM.

10. This concluded the pre-proposal conference and site visit. If you have additional questions, please contact the contract administrator, Ms. Christina Muth at (316) 759-4526, or email:

christina.muth.1@us.af.mil.

11. 22 CONS will provide responses to questions during the Pre-Proposal Conference and those received by the deadline of 19 Nov 21 at 2:00 PM via an amendment. Another set of final questions received by the final deadline of 24 Nov 21 at 2:00 PM, will be answered and posted as soon as possible.

X Derek L. Owen, GS-13, USAF Contracting Officer mailto:christina.muth.1@us.af.mil

Attachment(s):

1. Pre Site Visit Q&As Final responses

2. Questions from Pre Proposal Conference (written & recorded) 19 Nov 21 (2pm)

Attach 1

11/23/2021

Pre-Proposal Conference for McConnell AFB Multiple Award Construction Contract

(MACC) 2022

FA4621‐22‐R‐0002

Early Exchanges of Information

• This conference facilitates the prudent exchange of information between the Government and prospective Offerors.

• Any questions or concerns that may be discussed at this time are specifically non‐binding as only the CO can enter into obligations on behalf of the Government.

• If you have any questions concerning this notice, please feel free to ask the contract administrator.

Overview

• Identify key personnel and their responsibilities

• Define the requirements

• Detail unique Government considerations

• Explain proposal requirements (CES)

• Discuss amendments

• Conduct site visit

• Invite questions and answers

Key Gov’t Personnel & Their Responsibilities

• Contracting Officer (CO) – The only person who can bind the Government

• Derek Owen

• Contract Administrator (CA) – CO’s assistant

• Christina Muth, Lynnette Brown, TSgt Louis Closa, & Lt Daniel Castaneda

• Gov’t project engineer – Technical expert

• John Schwartzbeck & Laura Mundy

• Gov’t Inspector – Quality Assurance

• Adrian Arzate

Attach 2

Define the Requirements

• Multiple Award Construction Contract

• Contract Ceiling ‐ $75M

• Period of Performance (PoP) – 1 Mar 22 – 29 Feb 24 w/ 2 option years through 29 Feb 28

• Ordering Limits: $2,000 to $10M

• Up to six(6) contracts will be awarded

• Offeror with the overall Best value will receive Seed Project Award

• All other awardees receive $500 Partnership award

Define the Requirements

• Indefinite Delivery/Indefinite Quantity (Id/IQ)

• Firm Fixed Price (FFP)

• 100% Total Small Business Set‐Aside

• NAICS Code 236220

• Size Standard: $39.5M

• Seed Project – Attachments 9 ‐14

• Davis‐Bacon Act

• Multiple Wage Determinations – Attachments 4 – 7

• Updated with Option Years

• Weekly Payrolls

• Labor interviews regularly 6

Define the Requirements

• Schedule of Materials Submittals

• Ordering

• Government Property – Facilities

• CPARS – Annual Performance Report

• Security

• Environmental Compliance

Define the Requirements

• SF1442, Attachments, Provisions, and Clauses

• Attachment 1 – General Statement of Work

• Attachment 2 – MACC Combined Spec Sections

• Attachment 3 – MACC General Conditions

• Attachment 4 – Wage Det Building KS57 – 30 Jul 21

• Attachment 5 – Wage Det Heavy KS30 – 6 Aug 21

• Attachment 6 – Wage Det Highway KS47 – 25 Jun 21

• Attachment 7 – Wage Det Residential KS02 – 1 Jan 21

• Attachment 8 – Past and Present Performance Questionnaire (PPPQ)

• Attachment 9 – PRQE 063118 Price Schedule

• Attachment 10 – PRQE 063118 Statement of Work

• Attachment 11 – PRQE 063118 Specifications

• Attachment 12 – PRQE 063118 Drawings

• Attachment 13 ‐ PRQE 063118 Phasing Plan

• Attachment 14 ‐ PRQE 063118 Submittal Register

• Attachment 15 – NAF General Provisions 2021

Unique Considerations

• System for Award Management (SAM)

• FAR Clause 52.204‐7 – System for Award Management

• Wide Area Workflow (WAWF/iRAPT)

• DFARS Clause 252.232‐7006 Wide Area Workflow Payment Instructions

• Base Access Requests

• Attach 1: General Statement of Work (SOW) Para 3.18 Installation/Base Access

• AFFARS Clause 5352.242‐9000 Contractor Access to Air Force Installations

Unique Considerations

• Wage Rates

• FAR Clause 52.222‐6 Construction Wage Rate Requirements and others

• Wage Requirements will be updated with the exercise of the option periods.

• Task Orders will utilize wage determinations included in the contract period they are awarded in – wage determinations will not be adjusted for previously awarded task orders

• Seed Project (PRQE 063118, Repair (SUS) HVAC systems – Bldg 852) will utilize Attachment 4 – Wage Det Building KS57 – 30 Jul 21

• Liquidated Damages

• FAR Clause 52.211‐12 Liquidated Damages – Construction

• Liquidated Damages rates will be updated annually to be applied to future task orders – rates will not be adjusted for previously awarded task orders

• Rates for the Seed Project are $492.32 for the first day and $421.83 for each day thereafter 10

Unique Considerations

• Warranty of Construction

• FAR Clause 52.246‐21 (Alternate I) Warranty of Construction

• Period of 1 Year from the date of final acceptance

• Warranty does not limit the Government’s rights with respect to latent defects, gross mistakes, or fraud.

• Material and Workmanship

• FAR Clause 52.236‐5 Material and Workmanship

• Option to Extend

• FAR Clause 52.217‐8 Option to Extend Services

• Extend the performance period by not more than 6 months by exercise of the option within 60 days before the end of the period of performance.

Proposal Requirements

• Proposal Preparation/Instructions/Evaluation ‐ Section L & M (Subjective Best Value Trade‐Off)

• Factor 1: Contract Forms/Price

• Factor 2: Past Performance

• Significantly more important than price

• Bonding Capability ($10M Single, $25M Aggregate)

• Bonding for Seed Project (20%)

• Proposals are due to this office

• NLT 14:00 Central time on 6 Dec 2021

• Late proposals not accepted

Proposal Requirements (cont’d)

• Amendments

• Acknowledgement procedures‐(contractor must acknowledge any and all amendments to be binding)

• Only an amendment from the CO changes the solicitation

• Requirement (CES)

• Seed Project Price Schedule (Attachment 9)

• Seed Project SOW (Attachment 10)

• Seed Project Specifications (Attachment 11)

• Seed Project Drawings (Attachment 12)

• Seed Project Phasing Plan (Attachment 13)

• Seed Project Submittal Register (Attachment 14)

• Site visit to facilities 13

Conclusion

• Proposals are due to this office

• NLT 2:00 PM Central time, 6 Dec 2021

• Questions? Written questions are due to this office

• Final Questions Due NLT 2:00 PM Central time, 24 Nov 2021 (5 Business Days after Site Visit)

• Only questions submitted in writing will be answered. Please submit any questions asked during this Conference/Site Visit NLT 19 Nov 2021. The Q&A sheet will be the Government’s official response to questions asked. Questions answered verbally on the site visit may change in the Q&A sheet, it is crucial all questions asked are submitted in writing.

• Proposal conference meeting minutes along with questions responses will be provided via amendment at SAM.GOV 14