Site_Visit_Minutes_20_Jan_11 1 .doc

DEPARTMENT OF THE AIR FORCE

4TH FIGHTER WING (ACC)

SEYMOUR JOHNSON AIR FORCE BASE NC

24 Jan 11

MEMORANDUM FOR ALL PROSPECTIVE BIDDERS

FROM: 4th Contracting Squadron/LGCA

1695 Wright Brothers Avenue

Seymour Johnson AFB NC 27531-2459

SUBJECT: Solicitation FA4809-10-R-0009, Repair Airfield/Base Pavements, IDIQ, Site Visit Minutes

1. A site visit conference for subject solicitation was held on 20 January 2011 at 10:00 a.m., convening at the 4th Contracting Squadron Conference Room at Seymour Johnson AFB, NC. The following persons were in attendance:

NAME

ORGANIZATION/PHONE NUMBER

SrA Matthew Rowe

4 CONS/LGCA (Buyer)

919-722-5421 Lisa Caddell

4 CES/CEPM (Project Engineer) 919-722-5572 John Butler

Southern Management

919-921-6044 Donald Mozingo

Southern Management

919-921-6135 Phil Myers

Barnes & Powell Elec.

257-373-8038 Raymond Wram

Military & Federal

910-353-3797 M.G. Tarrant

Step Construction

252-566-2182 Vince Burgess

Burgess/Blackwater

910-592-4757 Gene Daniel

Burgess/Blackwater

910-214-5740 Kipp Boone

Belgray, Inc.

937-220-9955

Dean Hopkins

Belgray, Inc.

937-220-9955

Matt Willis

I.S.C.

262-349-2313

Mark Willis

I.S.C.

262-349-2313

Michael Prus

Prus Contracting

513-321-1050 Warren Sinclair

S&W Ready Mix

919-922-2065

Bill Nance

S&W Ready Mix

919-922-2065

Sam Gore

Browe Construction, Inc.

919-422-9512

Patrick Aluso

WECC, Inc.

910-433-3052

Adam Bruner

Chemtek

770-823-7272

2. The conference began with SrA Rowe introducing the government employees and their respective roles on the project. He proceeded with the briefing and provided detailed information on the following key areas for this procurement:

Briefing:

A. This requirement will result in a firm fixed-price construction contract for Repair Airfield/Base Pavements at Seymour Johnson AFB, NC in strict accordance with specifications.

B. Conditions and Notices to Offerors:

1). All Amendments must be acknowledged (either on 1442 or signed individually and submitted prior to time set for receipt of proposals).

2). An official having the authority to contractually bind your company must sign the SF 1442 IAW FAR 4.102.

3) Section B – Supplies or Services and Prices for the base year line items and option year line items, must be filled out completely (unit of issue and extended prices).

4) Please complete all appropriate data in Section K, Representations, Certifications and Other Statements of Offerors. Ensure CCR and ORCA are updated.

5) The contractor is responsible for all equipment to be used in this project.

C. A Determination of Contractor Responsibility may be accomplished on your company (Attachment 3 of Solicitation Package). Please ensure that you have authorized your banking institutions and suppliers to verbally, over the telephone, release information regarding your accounts.

D. See Section L, Instructions to Offerors, II. Ensure original and three (3) complete copies of past performance information is provided and included with Volume II. Ensure at least three (3) past performance questionnaires are submitted on your company's behalf on projects you have performed that are recent and relevant to the subject solicitation (Attachment 6 of Solicitation Package).

E. Attachment 7 of the solicitation package will be the first task order assigned under this IDIQ. Pricing for this solicitation shall be used in this first task order.

F. Section H - Special Contract Requirements: Telegraphic and telefax proposals, or revisions to offeror proposals, are not acceptable. Initial proposal revisions to the offeror proposals shall arrive at the 4th Contracting Squadron, 1695 Wright Brothers Avenue, Seymour Johnson AFB NC 27531-2459 prior to the time set for receipt of offers as shown in the solicitation. Initial proposals or revisions to proposals received after this time will not be considered. Offerors may acknowledge any resultant solicitation amendment(s) via telefax to (919)722- 5424 with the original forwarded in the US Postal System or other delivery medium.

G. The acquisition evaluation will be conducted in accordance with Section M of this solicitation and the Federal Acquisition Regulation (FAR). BASIC FOR AWARD: Only one (1) award will be made. This is a competitive best value source selection in which competing offerors' 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. Award will be made to the offeror who is deemed responsible in accordance with the Federal Acquisition Regulation (FAR); whose proposal conforms to the RFP’s requirements and demonstrates the management and financial capabilities necessary to support "Repair Airfield/Base Pavements," and is judged, by an integrated assessment of the evaluation factors, to represent the best value to the Government. The best value is represented by the offeror who gives the Air Force the greatest confidence that they will best meet the Government’s requirements, all factors considered, and in consonance with the Government's stated importance of evaluation criteria. To arrive at a best value decision, the Government will make a "Best Value" determination considering an Offeror's past/present performance and total proposed price for the project. While the Government evaluation team and the SSA will strive for maximum objectivity, the source selection process, by its nature, is subjective and therefore, professional judgment is implicit throughout the entire process.

The Government may award a contract based on the initial proposal received without discussion. For a proposal to result in an awardable contract, it must conform to all required terms and conditions, and include all requirement certifications.

H. The following evaluation factors are applicable to the subject solicitation, which are set forth in Sections L and M of the the solicitation.

Factors: (1) Past Performance, and (2) Price. Past performance as a factor is significantly more important than price.

Proposal Evaluation Approach:

Step 1 - Rank all proposals by price.

Step 2 - Assess performance confidence for a minimum of four (4) of the lowest priced acceptable offerors. SSAS does an integrated best value assessment of the evaluated offerors.

Factor 1: Past Performance. (Volume 2): For the purpose of this evaluation, the “offeror” includes the prime contractor’s bidding organization as complemented by the prime’s team (subcontractors and other operating units of the prime, for example). The assessment of past performance as a specific evaluation factor is separate and distinct from the determination of responsibility required by FAR Part 9. Past performance will be evaluated as a measure of the Government’s confidence in the offeror’s ability to successfully perform based on previous and current contract efforts. Relevant past performance is contract performance relating to airfield pavement and general pavement repairs each equal to or exceeding $50,000.00 during the priod of 01 Jan 2008 - 01 Jan 2011. 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. Current performance will have greater impact in the performance confidence assessment than less recent performance. In assessing performance risk, the Government will review aspects of the offeror’s past performance, focusing on and targeting performance which is conducive to mission capability. Offerors are advised that in conducting this assessment, the Government reserves the right to use both data provided by the offeror and data obtained from other sources. Offerors will have the opportunity to address any negative past performance information received that they have not already had the opportunity to address. Negative past performance equates to receiving anything below satisfactory. Each offeror shall be assigned one of the following ratings in accordance with AFFARS 5315.305(a)2:

Factor 2: Price. (Volume 1): Price proposals will not be rated or scored. The contractors proposed contract price will be the evaluated factor. To determine price, each quantity listed in Section B will be multiplied by the unit price for the extended total of the line item. Then each line item net amount will be totaled for each respective year (base, and each option year period). Then the basic year and option years 1 through 4 will be added together to identify each Offeror's price. The aggregate total of all CLINS 0001AA – 0005JY), basic year and all options will be used to determine price.

I. Review information included as Attachment 7, which is the location for the site visit today. The site visit will be conducted at the parking lot of Building 3616 and Jabara Street for Project VKAG 09-1085, entitled "Maintain Parking Lot/Street Markings.”

1. Request you review the enclosed project entitled, " Maintain Parking Lot/Street Markings” and furnish a proposal in accordance with the attached Statement of Work and

Drawings Sheets G-1, C-1, and C-2 dated 30 Apr 09. All potential offerors are informed that this project is intended to be issued to the apparent awardee of the subject solicitation as the first task order award to the resultant basic IDIQ contract. In preparing your offer schedule for the attached project at Attachment 7 to the subject solicitation, be sure to use your proposed Base Year pricing when preparing your proposal.

2. Attachment 7, which is the first task order of this solicitation, is being provided for the purpose of informing potential offerors of what a task order against the basic contract award will usually consist of. During the preproposal conference, all offerors will be provided the opportunity to visit the site of the first project for the purposes of making an informed decision about the work entailed for this project. Taking measurements, observing conditions of the area, and obtaining any other pertinent information will allow the offerors to submit an accurate proposal.

3.

Please furnish your proposal for the subject resultant task order along with your proposal package in response to the subject Solicitation No. FA4809-10-R-0009. Use the attached offer schedule for this purpose, and return with your proposal in response to the solicitation. A checklist is attached to the solicitation. Please use this checklist to your advantage in completing your proposals

4. NOTICE TO OFFERORS: THE GOVERNMENT RESERVES THE RIGHT TO

CONDUCT ANY NECESSARY FACT FINDING AND/OR NEGOTIATIONS WITH THE

APPARENT AWARDEE ONLY RELATING TO PRICING OF THE FIRST TASK ORDER

AWARD. A separate request for proposal for the first task order will not be issued.

Ensure all information pertaining to Attachment 7 is returned with your offer for the subject solicitation.

J. Open for Questions – All questions and responses relating to the subject site visit will be posted at the www.fbo.gov website for all prospective contractors. Any questions that cannot be answered from information provided in the solicitation will be provided to the project engineer for response, which will be posted to the www.fbo.gov website. Any additional questions must be in writing and provided to SrA Matthew Rowe via fax at (919) 722-5425, or e-mailed to matthew.rowe@seymourjohnson.af.mil.

K. After going over the solicitation, all parties departed the conference room and proceeded to the site of the first task order requirement--Project VKAG 09-1085, Maintain Parking Lot/Street Markings. SrA Rowe requested that all questions that could not be answered at the site visit or that come up after the site visit to be submitted in writing in order that a timely response may be provided prior to the solicitation closing date of 7 Feb 2011, 4:00 PM.

3. The site visit adjourned at 10:55 a.m.

//SIGNED//

//SIGNED//

MATTHEW R. ROWE, SrA, USAF

BOBBIE C. WHITE

Buyer

Contracting Officer

Attachments:

1. Questions & Answers

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