EMCS_Site_Visit_Minutes.doc

DEPARTMENT OF THE AIR FORCE

355TH CONTRACTING SQUADRON (ACC)

DAVIS-MONTHAN AIR FORCE BASE, ARIZONA

8 October 2014

MEMORANDUM FOR PROSPECTIVE OFFERORS

FROM: 355 CONS/MSCAB

3180 S. Craycroft Rd

Davis-Monthan AFB, Arizona 85707-3522

SUBJECT:

Minutes of Preproposal Conference/Site Visit, Solicitation FA4877-14-R-0014, “EMCS Services”

1. A Preproposal Conference/Site Visit was held on 7 October 2014 at 0930, at building 2525, 3180 S Craycroft Rd, Davis-Monthan AFB AZ. The following individuals attended:

2. Mr. Perry welcomed the attendees, and introduced the Government representatives. He then made administrative announcements before discussing the solicitation.

3. Mr. Perry first gave an overview of the requirement, which is to operate, maintain, repair, and upgrade the EMCS system at Davis-Monthan AFB AZ. Specific requirements to accomplish this include:

· Host system operating; reporting; maintenance and repairs to existing equipment; and hardware and software upgrades necessary to achieve energy conservation.

· All sensors and controls currently installed, as well as associated software, are products of Siemens/Staefa Control Systems. The contractor must be capable of performance on this system from day one.

· The requirement will demand an on-site presence during normal duty hours (7:30 AM – 4:30 PM, 5 days/wk).

4. Mr. Perry then discussed the solicitation:

· First, he stressed documentation requirements for proposals, found at the addendum to contract clause 52.212-1, pages 9 – 11.

· Proposals must include an original and one copy (electronic proposals will not be accepted—they must be hard copy with wet signatures).

· Proposals must be in three parts:

· Price proposal—SF 1449 and Pricing Schedule (SF 1449 must be signed).

· Each performance period contains two CLINs—a fixed monthly amount for basic service, and a lump sum amount for reimbursement of parts and materials. Offerors should only enter prices for the fixed monthly amount each year. The Government will decide the amounts to be allocated for parts and materials.

· Technical proposal—Organization and Key Personnel. Must include a list of contracts performing EMCS services, together with summaries of the services provided.

· Past performance information—References (Names/contact information of current/past customers). In addition, past performance questionnaires (page 13) must be sent to customers, with a request to complete and submit them to this office prior to the offer due date (24 October).

· Proposals must include signed copies of any SF 30, Solicitation Amendment.

· Mr. Perry then described evaluation procedures to be utilized, as found at the addendum to contract clause 52.212-2, pages 18 -20.

· This will be a Lowest Price Technically Acceptable acquisition, with proposals evaluated for:

· Technical acceptability (experience providing on-site EMCS services).

· Acceptable past performance.

· Reasonable, balanced pricing.

· The lowest price technically acceptable offer will receive award.

· Technical Acceptability and Past Performance will be determined on a go-no go basis—there will be no tradeoffs.

· Mr. Perry noted that the Government intends to award without discussions (although it reserves the right to do so if necessary). Offerors should ensure their proposals are complete and provide their best price.

· A number clauses and provisions are incorporated in the solicitation by reference. Provision 52.252-1, and clause 52.252-2 (both on page 42) provide instructions for electronically accessing the full texts of these clauses and provision.

· Finally, Mr. Perry urged offerors to carefully examine the entire solicitation and scrupulously follow all instructions. He is continually amazed at the number of proposals he has to reject due to offerors’ failure to follow instructions.

· Some items not discussed, but pertinent:

· Teaming arrangements are discussed on page 10 of the RFP.

· Option clauses are at pages 40 and 41—the solicitation calls for four one-year option periods. Prices for all options, including one-half of the final option period price, will be included in the evaluation.

· FAR 52.204-7, “System for Award Management,” also known as SAM, on page 9, requires contractors to register and complete all parts of SAM (to include FAR 52.212-3, Offeror Representations and Certifications—Commercial Items) in order to be eligible for award. Although this acquisition is not set aside for small businesses, the offeror must nevertheless indicate whether or not it is a small business in regard to the solicitation’s NAICS (541513).

· This is obviously not an all-inclusive list, rather just items Mr. Perry wanted to make note of.

5. Mr. Perry than took questions/comments. He requested the vendors submit these in writing.

6. No site visit was conducted, as the vendors were all familiar with the installation.

7. The Preproposal Conference was adjourned at approximately 1000. Questions and answers regarding the requirement are attached.

ARTHUR W. PERRY

Contracting Specialist

NATALIE A COLLINS

Contracting Officer

1 Attachment: Questions/Answers

FA4877-14-R0014

EMCS SERVICES

QUESTIONS/ANSWERS

1) Question: What is the number of legacy MS-1800 system controllers to Staefa Talon Network Manager controllers (R2 Tridium) and AX system controllers?

Answer: MS-1800 (4ea) R2 (117 ea) AX (8 ea)

2) Question: Approximately how many Smart II DDC controllers (proprietary protocol) are remaining in service?

Answer: 407 Smart Two Cards

3) Question: Approximately how many Staefa DDC controllers communicate via LON communication protocol?

Answer: 2515 Predator Controllers

4) Question: Approximately how many DDC controllers communicate via BACnet communication protocol?

Answer: Back Net /Over IP (3 ea)

5) Question: How many Staefa Talon Network Manager system controllers are in service?

Answer: 117 Talon Managers--2515 predator controllers

6) Question: How many AX system controllers and/or devices are in service?

Answer: AX (8 ea)

7) Question: Are the licenses for the Staefa Talon and AX system controllers vendor non-specific (open)?

Answer: Talon R2 vender specific license files....AX Controllers are open

8) Question: As you are likely aware, if the Staefa Talon Network Manager and AX devices have OPEN licenses, any Tridium certified vendor can manage, upgrade, and service them. Having said that, any controller possessing either LON or BACnet communication protocol can readily be replaced with another vendor’s controller? When the replacement is performed properly, the end result is seamless, non-detectible, exhibits no loss in functionality, and may be somewhat less expensive—a truly open system. Therefore, is there flexibility within the specified solicitation to allow for non-Staefa DDC controller substitutions with other vendor’s controllers?

Answer: There may be some flexibility to allow for non-Staefa DDC controllers. Having said that, each situation would have to be reviewed and Ok’d by the BCE (Base Civil Engineer).

Global Power for America

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