MACC Site Visit Minutes

4 Jun 2008

MEMORANDUM FOR: ALL PROSPECTIVE BIDDERS

FROM: 20 CONS / LGCAB

321 Cullen St, Bldg 216

Shaw AFB, SC 29152

SUBJECT: Solicitation FA4803-08-R-A009, Multiple Award Construction Contract (MACC) Site Visit Meeting Minutes

1. A site visit conference for the referenced solicitation was accomplished on 28 May 08 at 0930 at the Shaw AFB Theater. Attendees are listed in Attachment 1 of this document.

2. The conference began with introductions. Attendees were briefed on the significant impact the acquisition of a MACC can have on the Shaw AFB.

3. The following areas were briefed in accordance with the Solicitation:

a. Basis for Contract Award

· Competitive, best value source selection will be conducted in accordance with the FAR utilizing Past Performance/Price Tradeoff. Evaluation Factors are Past Performance, Technical (Pass/Fail), and Price

· Government intends to select up to five contractors for awards with Small Business Administration 8(a) firms.

· Government intends to award without discussions

· Proposal must meet all technical requirements, conform to all required terms and conditions, and include all required certifications to be considered for award

· Proposal must include a price for the sample project that is contained in the solicitation

b. Evaluation Factors to be used in accordance with FAR 15.305 and as specified within the solicitation, Section M:

· Past Performance

· Technical/Sample Project (Pass/Fail)

· Price

· Past Performance: The main purpose of the past performance evaluation is to appropriately consider each offeror’s demonstrated record of contract compliance in meeting users’ needs including cost and schedule

· Questionnaires: Request Volume II be submitted 15 calendar days prior to proposal due date of 30 Jun 08

c. Sample Project

· Construct Visitors Center

· Design/Build Project

· Entry Control Design Guide

· Submittal

· Statement of Work

· Cost of $700K

d. Applicable websites

· Central Contractor Registration:. http://www.ccr.gov

· FAR http://farsite.hill.af.mil/, http://www.arnet.gov/

· On Line Representations and Certifications Application (ORCA) https://orca.bpn.gov/

e. Pricing: The Government will evaluate the proposal to determine whether costs are realistic for the work being performed.

Proposal Preparation (Addressed in Section L)

· Volume I, Request for Proposal

· Volume II, Past Performance Information

· Volume III, Sample Project

4. The following is a list of questions that were asked during the site visit:

Question 1: Size Standards- Block 10 of the SF1442 states “Work to be performed under MACC…..within NAICS codes”

236 Construction-Size standard $31 M

237 Heavy Civil Engineering Construction-Size standard $31 M

238 Specialty Trade Contractors- Size standard $13 M

If all 3 codes, this would preclude the larger 8a from bidding, although 236 and 237 are more applicable to this scope than the smaller 238

Answer: Per the solicitation, work performed under the contract will include NAICS 236, 237 and 238. These are commonly used construction NAICS that can be used for individual task/delivery orders, but all three are not required for award.

Per South Carolina SBA Acceptance letter dated 22 Apr 08, the size standard for this procurement is $31 M.

Question 2: Today’s Sample Project handout says “Low Price Technically Acceptable (LPTA)”, but in the discussion this morning, it sounded more like a “Best Value”. Can you explain your intent to award? For example $550K meets minimum requirements or you can get all you can get for $700K. The $550K would meet LPTA , but the $700K might be “Best Value”.

Answer: The handout referenced is FA4803-08-R-A009, Attachment 06 SAMPLE PROJECT, CONSTRUCT VISITORS’ CENTER taken directly from the solicitation. As clarified during the meeting, the term “best value” does not apply to the sample project. Paragraph 4 of this attachment clearly states that “Award will be made to the Lowest Price Technically Acceptable (LPTA) offer meeting or exceeding the acceptability standards for non-cost evaluation factor(s). The non-cost evaluation factor for this award shall be the 35% design proposal submission which must meet the 35% design definition as stated in paragraph la of Attachment 16, General Provisions for Multiple Award Construction Contract (MACC), for a proposal to be determined technically acceptable. The 35% design proposal shall include drawings which show the main elements of work.” Also note that the term “Award” as used in this paragraph refers to the sample project only.

Question 3: Regarding Section 52.236-1 Performance of work by the contractor, at least 25% of the total work must be performed on site with its own organization. Are the design fees included as part of this percentage or strictly construction costs?

Answer: This does not include design fees.

Question 4: How many contractors will be accepted?

Answer: In accordance with the following clause provided on page of 60:

52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates award of five (5) Indefinite Delivery Indefinite Quantity contracts resulting from this solicitation; however, reserves the right to award less than 5 contracts.

Question 5: Will each contractor have unique capabilities such as different specialties (HVAC, concrete, electrical, general contracting)?

Answer: As noted in Section M of the solicitation, the contractors past performance evaluation will consist of several factors including demonstrated record of successful design, construction and completion of multi-discipline projects.

Question 6: Will any contractor be accepted even if it does not meet all the minimum past performance requirements?

Answer: Evaluation factors are fully addressed in Section M of the solicitation.

Question 7: How many offerors will have up to 10 successful construction projects of visitors’ centers?

Answer: As noted in Section M of the solicitation, the contractors past performance evaluation will consist of several factors including demonstrated record of successful design, construction and completion of multi-discipline projects. The visitor’s center is the sample project.

Question 8: What has more importance, the design or the past performance? For example, if the design/price is excellent, but the contractor has only one or two relevant projects, how will that contractor be evaluated?

Answer: As addressed in Section M of the solicitation:

M-1 BASIS FOR CONTRACT AWARD: This is a competitive best value source selection in which competing offeror’s' past performance history will be evaluated on a basis significantly more important than, cost or price considerations. By submission of its offer, the offeror accedes to all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors or subfactors. All technically acceptable offers shall be treated equally except for their pricing based upon sample project and past performance records. Failure to meet a requirement may result in an offer being determined technically unacceptable. Offeror’s must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale.

Question 9: Are resumes required?

Answer: Resumes are not required.

Question 10: Is there a page limit on Volume II?

Answer: There is no established page limit for Volume II

Question 11: No pricing submittal required other than sample project?

Answer: Correct, a statement of work is provided for the sample project only.

Question 12: Is only the scope of work to be provided in the sample project?

Answer: Correct, a statement of work is provided for the sample project only.

Question 13: Are we to include the access control point (guard house) in the $700,000 budget? Is the entire area over the lanes to be covered?

Answer: A guard house is not part of the requirement, requirements and standards and total identified funds

Question 14: The facility square footage indicates smaller square footage than the design plan indicates. Which do we follow?

Answer: Per Statement of Work, para 1b, Final Facility Square Footage shall be as required by the regulations. Attachment 7 of the solicitation provides a Notional Design.

5. After the briefing, all attendees were invited to visit the proposed site for the Sample project. The meeting concluded at 11:00 AM.

//signed//

MICHAEL V CORP

CONTRACT ADMINISTRATOR

ATTACHMENTS

Attachment 1

ATTACHMENT 1

Site Visit Attendees