Scanned Site Visit Minutes.pdf

Pre-proposal Conference/Site Visit Meeting Minutes

FA4855-10-R-0003

21 Dec 09/0900 A.M. MST

Bldg 600/Conference Room #1140A

1. A pre-proposal conference/site visit meeting was held on 21 Dec 09, 9:00 A.M. MST at Bldg.

600, Conference Room #1140A (IG Conference Room). Attached are the personnel who were in attendance at the meeting.

2. Ms Kyle briefed that this is the Pre-Proposal Conference/Site Visit for the Operation & Maintenance of the Wastewater Treatment Plant at Cannon Air Force Base, New Mexico.

Contractor shall furnish all labor, supervision, tools, materials, equipment and transportation necessary for the operation, maintenance and repair of equipment and support systems of all facilities located within the fenced area of the wastewater treatment plant as defined in the Performance Work Statement. The work shall include treatment of wastewater, corrective and preventive maintenance, minor maintenance and repair, operation of treatment facilities, report preparation, laboratory analysis and other services as specified in the Performance Work Statement.

3. Solicitation package was issued on II Dec 2009 and receipt ofproposals is II Jan 2010 NLT 2:00 P.M. MST. This acquisition is 100% small business set aside. This is a commercial solicitation. It relies heavily on commonly accepted commercial standards for operating and maintaining the Wastewater Treatment Plant, moving away from past military or federal specifications. This is a competitive Best Value PPT(Price Performance Tradeoff) source selection. First, each proposal will be evaluated for technical acceptability on a pass/fail basis.

After a proposal has been determined technically acceptable, past performance and price/cost will be evaluated utilizing a performance price trade-off process. The Government will make an integrated past performance/price tradeoff assessment and award to the technically acceptable offer who is considered to provide the best value to the Government. For the purpose ofpast performance price tradeoff, past performance is significantly more important than price. The Government reserves the right to award a contract to other than the lowest evaluated price if that offer represents the best value to the Government.

4. Ms Kyle briefed that the information provided during this phase or at any time during this conference or subsequent site visit will not alter the contents of the solicitation. Any changes deemed necessary will be incorporated through a formal amendment to the solicitation prior to the closing date.

5. The period of performance for this requirement is 01 March 2010 through 28 February 2011 with four (4) one-year options, which will take the contract out to 28 February 2015.

6. Ms Kyle briefed that if the offerors have any questions on the solicitation package or during the site visit, they must be in writing and submitted to the Contracting Office not later than 22 Dec 2009 at 9:00 A.M. Our Fax Number is 575-784-1147 or email them to both linda.kyle@cannon.af.mil and beth.knight@cannon.af.mil. No further questions will be addressed after that time. Only clarification type questions were answered at this time. Any other questions need to be submitted in writing. Information provided during this phase or at any time during this conference or subsequent site visit will not alter the contents of the solicitation.

Any changes deemed necessary will be incorporated through a formal amendment to the solicitation prior to the closing date.

7. Ms. Kyle stated that the questions and responses will become a part of the formal amendment to the solicitation.

8. Ms Kyle informed everyone present that the Receipt of Proposals will be Monday, 11 Jan 2010 at 2:00 P.M. The following address was given for submission of proposals:

2ih Special Operations Contracting Squadron!AFLT Attn: Linda Kyle & Beth Knight 110 E Sextant Ave, Bldg 600 Cannon AFB, NM 88103-5214

9. The floor was opened up for questions on the solicitation package, performance work statement, or any of the other documents. No one had any questions.

10. There being no other business, the meeting adjourned at 0950 and all attendees present were escorted to the wastewater treatment plant located on base. The site visit was to familiarize potential offerors with the location to be serviced and the services to be performed. As stated above, offerors were again informed that questions and answers arising from this visit would be incorporated into the solicitation through an amendment, as appropriate.

11. Questions and answers were incorporated into Amendment 0001 and not made a part of the minutes.

12. Offerors were reminded that questions were due to the Contracting Office on 22 Dec 09 at 9:00 A.M. Pre-proposal conference/site visit concluded at 1110 A.M. MST.

?5I:~//J LfNDA KY&"" Contract Administrator

(h~-7L,-- /J7141.<.-.-'."~ FJf'UBETH M. KNI~T Contracting Officer

Attachments:

1. Attendance Sheet

2. Pre-Proposal Slides