Preproposal Meeting Minutes.pdf

DEPARTMENT OF THE AIR FORCE

673D AIR BASE WING

JOINT BASE ELMENDORF-RICHARDSON ALASKA

10 September 2020

MEMORANDUM FOR RECORD

FROM: 673 CONS/PKD

SUBJECT: Preproposal Conference Meeting Minutes - Base Operations Maintenance Services

1. The meeting was held via Telecom and Zoom Meeting at 1000 on 10 September 2020 hosted by 673 Contracting Squadron (CONS).

2. A PowerPoint slideshow was presented via Zoom to the industry’s interested parties and attached to this document for reference.

3. The following items were discussed and highlighted:

a. Slides 1-4 – Self-explanatory.

b. Slide 5 – CLIN X004 ($200,000.00 NTE) and CLIN X005 (Informational CLIN) will not require any pricing submitted by the offeror at time of proposal submission.

These CLINs will be set by the Government and level across all offerors’ proposals during the evaluation process.

c. Slide 6 – This slide contains information from the solicitation’s Section L. Proposals are due 01 October 2020 @ 2:00 P.M. Alaska Time sent via email to MSgt Daniel Morphew and Mr. Robert Peters. Proposals can be sent in multiple emails and annotated as 1 of X; e.g. 1 of 4, 2 of 4, etc. Read solicitation and attachments carefully for all proposal submission details posted on www.beta.sam.gov. In Part 1, offeror is requested to submit a letter from the SBA of their 8a status.

d. Slide 7 – This slide contains excerpts from the solicitation’s Section M. Please use as a quick reference, but refer to the solicitation for all details for Evaluation Factors for Award.

e. Slides 8-13 – Basic background information on JBER and the mission of 773 Civil Engineer Squadron (CES) which is the requiring activity and overseeing this requirement.

f. Slide 14 – Slide contained names of systems that the contractor will be using to input and retrieve work tasks in performance of this contract.

g. Slide 15 – Upon completion of work task, the contractor will input the labor hour rates that will be provided by the Government, not the contractor’s actual labor rate.

h. Slide 16 – Self-explanatory.

i. Slide 17 – There will be no Priority 2B work tasks completed on this contract. Local priorities that are reclassified from 3B to Priority 1 or 3A due to the impact of facility occupants due to quality of life or mission support work, e.g. barracks, fitness centers, child care centers, command suites of Brigade level and above, dining facilities, and installation gates. The reclassification will be done by 773 CES Customer Service Section and routed to the contractor in NexGenIT with the new classification. The contractor will be required to execute work tasks based on this new priority.

j. Slides 18-26 – Self-explanatory and pictures of some of the facilities around JBER.

k. Slide 27 – BOMS Contractor will occasionally support other contractors on base and be coordinated on work tasks. Lines of demarcation are addressed on this slide.

l. Slide 28 – Some of the Government Furnished Services are mentioned on this slide.

Restrooms for Building 700 will be cleaned by the custodial contractor, but the rest of the building will be maintained by the BOMS contractor. Dumpster at Building 700 is for regular every day office trash and the refuse contractor will empty periodically according to their schedule. Upon request from BOMS contractor through the service contracts office/COR, a second dumpster can be landed for construction/projects in accordance with approved CLIN X005 projects for that particular waste. BOMS contractor will be responsible for snow removal on sidewalks and stairs around Building 700.

m. Slide 29 – Signs will be made by the Government, if needed. There is preventative maintenance requirements for traffic signs on posts or poles.

n. Slide 30 – Key bullets from this slide are: Facilities are efficiently operated, repaired, and maintained. Facilities are accurately assessed and documented of the current condition and repairs or “not good” facilities are identified to CORs. No environmental violations to include waste from oil water separators, hazardous material, or hazardous waste.

o. Slide 31 – While the entire Performance Work Statement is executable and under inspection, the CORs inspections will be conducted using the Service Delivery Summary Items. A defect is a failure performance or non-conforming performance during a COR inspection.

p. Slide 32 – Self-explanatory. Re-preformance will be completed on all non-conforming performance work tasks except for Priority 1 Emergency work tasks, which is a one-time shot to accomplish or it is a failure. Only one re-performance chance will be granted per defect for all other areas of priorities. Due to the high standard set for the preformance thresholds, the Government will work with the BOMS contractor at the beginning of the contract to ensure a successful execution and performance.

q. Slide 33 – Self-explanatory.

r. Slide 34 – Questions

1. Will the slides be posted to SAM? Yes, after briefing and compilation of the meeting minutes.

2. Are the Hydronic Systems a mixture of glycol and water? If so, what is the mix?

Yes, the systems are a mix of glycol and water and typically a 50/50 mixture.

3. Regarding the snow removal, is there a history detailing number of events and amount of snow measured in inches? Deferring to later response

4. When do we expect the questions and answers posted to SAM? 673 CONS goal will be to post all questions and answers by next Friday, 18 September 2020.

5. How do we register for the facility/site visit tour? Please email names of individuals (limited to 2 right now) to MSgt Morphew and Mr. Peters at the email addresses provided and we'll get you added to our list. See Solicitation Amendment 0001 for further details.

6. Is the two week quarantine time waived for individuals coming for the site visit and out-of-state? The requirement is that you have to have a COVID-19 test conducted within 72 hours of arriving in Alaska. If test results are negative, you do not have to quarantine. If test results are positive, you will have to quarantine until a COVID-19 tests comes back with negative results. If you choose to not have the test completed in your state prior to leaving, you can have the test conducted at the Alaska airport for $250 upon arrival. All COVID information can be found on the Alaska.Gov website and health mandates, respectively Mandate 10.

7. The number of defects, is it based on the total population of the work? It appears to be looking at 100% compliance, which is a very high standard to meet? It is off the COR inspection that will be accomplished which is a percentage of the work completed.

8. What is the duration of the site visit/walk-through? It is scheduled for the entire day and is a pre-planned route and will work in any additional requests, if possible.

s. Slide 35 – Self-explanatory. Correction to limitation of individuals for site visit will be no more than 2 individuals per company, unless previously approved by 673 CONS contracting officer.

4. Questions regarding this memorandum can be addressed to MSgt Daniel Morphew at daniel.morphew@us.af.mil.

GINA PARKS

Contracting Officer Attachment Pre-proposal Conference Briefing, dated 09102020, 38 pages