Pre-proposal_Conference_Minutes_-_Paving_IDIQ_5_Jan_17.pdf

MEMORANDUM FOR RECORD

FROM: 56 CONS/LGCB

14100 W Eagle St.

Luke AFB, AZ 85309

SUBJECT: Pre-proposal Conference Minutes, Luke AFB Airfield and Base Paving IDIQ

1. The Luke AFB Airfield and Base Paving IDIQ pre-proposal conference convened on 5 January 2017 at the Falcon Dunes Golf Course 15100 West Northern Ave. Waddell, AZ 85355 at 1000 PDT.

2. Mr. Roger Morris led the discussion by welcoming everyone. All key personnel were introduced and the floor was handed over to Mr. Joshua Wolery who conducted the briefing.

3. All attendees are listed in attachment 1, below are the Luke AFB personnel and their roles:

Name Organization Role Ms. Mary Peetz 56 CONS/CC1 Small Business Specialist Mr. Roger Morris 56 CONS/LGCB Procuring Contracting Officer Mr. Joshua Wolery 56 CONS/LGCB Team Lead Mr. Jeffrey Kistler 56 CONS/LGCB Contract Specialist Mr. Chad LaValley 56 CONS/LGCB Contract Specialist Mr. Matthew Hutchings 56 CES/CENM Chief, Project Management Mr. Ricky Jackson 56 CES/CENM Contracting Officer Representative

4. The solicitation was reviewed and specific elements were presented by Mr. Wolery to include:

a. The importance of understanding sections K, L, and M of the solicitation.

b. Resumes and job titles should represent the requirements in the statement of work.

c. Dates are extremely important, month and year are required.

d. Review section 2.2.2, job descriptions are defined there.

e. All job qualifications are locked in for the duration of the contract.

f. Review the position requirements carefully, overlap is only allowed for one position.

g. Ensure the experience requirements for the five required projects are met.

h. Paragraph 3.1 of the solicitation was read to the group and Mr. Wolery explained the lowest priced proposal would be evaluated first. If it was found to be technically acceptable, the

DEPARTMENT OF THE AIR FORCE

AIR EDUCATION AND TRAINING COMMAND

evaluation process would stop. Mr. Wolery emphasized, not all proposals would be evaluated, as the lowest proposal that was found technically acceptable would be the apparent successful offeror.

i. It was emphasized, this is a five year contact with two incentive option years. It was emphasized there is no guarantee the option years will be awarded, they must be earned through contractor performance.

j. It was emphasized, this is a woman owned small business set aside and for all contractors to ensure they meet the requirements set by the Small Business Administration (SBA) to qualify for this type of set aside.

k. The coefficient factor and how it applies to the pricing of off base contracts such as the Barry M. Goldwater range and Gila Bend proper was discussed. In addition, it was discussed pricing should be done off of the CLIN pricing in section B of the solicitation, and not to use the coefficient factor in the proposals.

l. Background checks will be completed on all employees. Individuals with felony convictions and other criminal history may not be authorized on base.

5. After the briefing, the floor was opened for questions and the following discussion points were raised:

a. Are there any other FAR clauses regarding the small business program and subcontracting?

Mr. Wolery re-emphasized this is a woman owned small business set aside and all contractors must meet the requirements set by the Small Business Administration.

b. Is there an existing woman owned paving IDIQ contract? Mr. Wolery and Mr. Morris explained the previous paving IDIQ contract expired in August 2016.

c. Does the coefficient apply to the range or Gila Bend? Mr. Wolery and Mr. Ricky Jackson explained the coefficient applies to work performed at the Barry M. Goldwater range and Gila Bend Proper.

d. Will there be any discussions on the wage determination for the option years? How about if/when the wage determination changes? Mr. Morris and Mr. Wolery explained this will need to be researched and the answer posted to Federal Business Operations (FBO) once a determination was made.

e. How will diesel fuel prices be handled? Mr. Morris explained that during market research it was determined fuel prices were stable and contractors should be able to accurately predict their costs.

f. Can you go more into the design and drawings specifics? Mr. Jackson explained the solicitation only contained surveys and specifications for work requirements. The design of a project will be given to the contractor and they will perform the work according to the specifications.

g. Do you have historical data on the dollar amount utilized on the last paving IDIQ contract?

Mr. Morris responded that between $46M and $47M was spent over a 5 year period.

h. Will this be a green end product? Mr. Jackson responded yes, the contractor will be required to re-purpose construction materials as long as it meets the specifications.

i. What is the ordering range of the contract? Mr. Wolery and Mr. Morris responded the ordering range is capped at $10M per project or $15M in a 30 day period. It was noted, that it was unlikely a $10M contract would be awarded on this particular IDIQ.

j. Is the basic design of each job completed by the contractor or provided? Mr. Wolery and Mr.

Morris determined section 4, A and B, attachment 1 needed to be researched and the answer posted to FBO once a determination was made.

k. Who provides the construction water and what is the cost? Mr. Jackson explained the base will provide no cost construction water, it does not need to be metered but will need backflow protection.

l. What is the minimum guarantee for each year? Mr. Morris explained there is a $2K minimum guarantee for each year, but the intent is to issue a contract when the IDIQ is awarded. Mr.

Matthew Hutchings explained there are many projects ready to be completed, but funding has been incremental. Mr. Morris explained, the total of $64M over a 7 year period was not overestimated.

m. Where is the disposal point for waste? Mr. Jackson responded there is a disposal area for clean materials on base, any other materials must be disposed of at the City of Glendale Landfill.

n. Do you have a borrow site? Mr. Jackson responded no, we do not have a borrow site.

o. Will there be any Petro Mat Paving? Mr. Jackson responded no, we have no requirement for that type of paving.

p. Is there a procedure for concrete deliveries? Mr. Jackson and Mr. Hutchings responded that

Civil Engineering Squadron and the base program managers work closely with base security personnel and concrete deliveries are normally moved to the front of the inspection line to gain access to the base. It was noted, that security is the first priority, and occasionally there will be delays. It was also noted, no guarantees can be made that material deliveries to include concrete will not have occasional delays.

q. Can contractors work on weekends and holidays? Mr. Wolery explained that working weekends and holidays are at the discretion of the government. Any work done outside of normal operating hours must be pre-approved.

r. Can proposals be dropped off at the gate and do you allot time for any gate issues? Mr.

Wolery explained you can drop off proposals at the gate, but there could be delays, so plenty of extra time should be allotted to account for unforeseen circumstances. It was emphasized proposals must be on time in accordance with the solicitation.

s. Will the attendee list be posted? Mr. Wolery and Mr. Morris explained the attendee list will be posted with the minutes on FBO.

t. What is the deadline for questions? Mr. Morris and Mr. Wolery explained the deadline for requests for information is 15 January 2017. Ms. Mary Peetz emphasized not to wait until the last minute to submit.

u. Under a teaming agreement, can the past performance of a teaming arrangement partner qualify for the prime contractor? Mr. Morris and Mr. Wolery explained this will need to be researched and the answer posted to FBO once a determination was made.

6. At 1106 PDT the contractor group was satisfied with the question and answer period and the group was transported via government bus to Luke AFB for a window tour of the installation. During the tour, Mr. Jackson described in broad terms the paving and concrete work to include rubber removal and line painting required throughout the installation. Mr. Jackson also explained the nature of military operations and that the contractor must be flexible in the scheduling of their jobs.

7. The following discussion points were raised during the window tour:

a. Will the flexible schedule still include a full 40 hour work week, or will the number of available hours be less than 40 hours per week? Mr. Jackson explained, due to military and flight line operations, the contractor must be flexible and my need to utilize night time and weekend hours to accomplish jobs. The contractor will still be able to utilize the 40 hour work week, but it may not be the traditional nine to five operating hours.

b. Is there a hotel on base we can use, and can contractors use the facilities like the Base Exchange and commissary? Mr. Jackson explained the base lodging is for military use and not available to contractors with the exception of Gila Bend lodging. In addition, the Base Exchange and commissary are not authorized for contractor use.

8. The group departed Luke AFB and returned to the Falcon Dunes Golf Course at 1212 PDT. Meeting was adjourned at 1214 PDT.

ROGER D. MORRIS, GS-13, DAFC

Contracting Officer