Site Visit Meeting Minutes.pdf

DEPARTMENT OF THE AIR FORCE

673D CONTRACTING SQUADRON

JOINT BASE ELMENDORF-RICHARDSON, ALASKA

25 March 2025

MEMORANDUM FOR RECORD

FROM: 673 CONS/PKC

SUBJECT: Dryer Vent Cleaning Services Site Visit Meeting Minutes –Solicitation FA500025Q0015

1. The meeting was held at 9:30 a.m. on 20 March 2025 hosted by 673 Contracting Squadron (CONS).

A Power Point slideshow (Attachment 1) was presented by 673 CONS and 773 Civil Engineering Squadron (773 CES), to the industry’s interested parties and attached to this document for reference.

2. The following items were discussed and highlighted:

a. Slides 1-4 – Self-explanatory

b. Slide 5 – CLIN quantity is the total amount of annual and semi-annual dryer vent cleanings.

c. Slide 6 – **Slide 6 has been amended since the site visit to correct separate parts of the quote’s discrepancies between the slide and the COMBO** This slide contains the information from the COMBO. Quotes are due by 1 April 2025 at 2:00 p.m. AKDT sent via email to Ms. Maureen Badey and SrA Brian Chambers. Read COMBO, attachments and amendments carefully for all submission details posted on www.sam.gov.

d. Slide 7 – **Slide 7 has been amended since the site visit to correct evaluation discrepancies between the slide and the COMBO. ** Please use this slide as a quick reference but refer to the COMBO for all details for Evaluation Factors for purchase order.

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

f. Slides 14- 17 – Examples of key facilities.

g. Slides 18-19 – See Performance Work Statement (PWS) section 4.0 for more information.

h. Slide 20 – While the entire PWS is executable and under inspection, the Contracting Officer’s

Representative’s (CORs) will be conducted using the Service Summary (SS), PWS section 2. A defect is a failure of performance or non-conforming performance during a COR inspection.

i. Slides 21-22 – Self-explanatory

j. Slide 23-24 – There were no questions from attendees; however, all questions from industry are due no later than 27 March 2025 at 2:00 p.m. AKDT. Quoters must be registered in www.sam.gov to be considered for purchase order. Quoters may contact Alaska APEX Accelerator https://apexalaska.org/ for assistance.

3. Questions regarding this memorandum can be addressed to Maureen Badey, via email at maureen.badey.1@us.af.mil.

MAUREEN BADEY

Contracting Officer

Attachment Site Visit Dryer Vent Cleaning Services FA500025Q0015, dated 20 March 2025, 24 pages

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

Dryer Vent Cleaning Services

FA500025Q0015

20 March 2025

Agenda

Introductions

Rules of Engagement

Solicitation Overview Contract Parameters

Instructions to Offerors

Evaluation Factors for Award

Contract Overview

Contract Oversight & Performance Evaluation

Questions

Final Remarks

Introductions

Around the ‘Room’

Key Personnel

Ms. Maureen Badey 673d CONS Contracting Officer

SrA Brian Chambers 673d CONS Contract Specialist

Ms. Barbara Mason 773d CES Primary COR

Mr. Tom Crews 773d CES COR

Rules of Engagement

All communications channeled through Primary Contact: Contract Specialist

Contractor questions:

All questions submitted in writing to:

maureen.badey.1@us.af.mil brian.chambers.5@us.af.mil

Responses to questions will be posted at https://sam.gov

Questions may be asked during this briefing. However:

Written submission is still required

We may defer response until later date

Answers provided today are not official until incorporated in an amendment

Question submission deadline is 27 March 2025 by 2:00 p.m.

Always refer to the solicitation for details and clarification

Solicitation Overview Contract Parameters

Award: Single contract

Duration: Five (5) years One (1) year base period

Four (4) one year option periods

Six (6) month extension of services (If required)

Pricing arrangement: Firm fixed price

Contract CLIN structure Item # Description Qty Units Period of Performance 0001 – Dryer Vent Cleaning 1443 EA 15 May 2025 - 14 May 2026 1001 – Dryer Vent Cleaning 1443 EA 15 May 2026 - 14 May 2027 2001 – Dryer Vent Cleaning 1443 EA 15 May 2027 - 14 May 2028 3001 – Dryer Vent Cleaning 1443 EA 15 May 2028 - 14 May 2029 4001 – Dryer Vent Cleaning 1443 EA 15 May 2029 - 14 May 2030

Instructions to Offerors

Quotes due: 2:00 PM (Alaska Time) on 1 April 2025

Email Quotes to:

maureen.badey.1@us.af.mil and brian.chambers.5@us.af.mil

Quoter’s responsibility to monitor https://sam.gov and acknowledge all amendments

Quoters are required to meet all solicitation requirements

Quotes shall consist of three (3) separate parts. Quoters submit:

Part I – Price Schedule - Attachment 3

Part II – Provisions and Clauses - Attachment 5

Firms providing the reference for your company will submit:

Part III –Past Performance Questionnaire – Attachment 4; unless respondent does not have recent or relevant past performance, a statement annotating this must be provided with the quote

*(ix) See 52.212-1 Instructions to Offerors – Commercial Services and FAR 52.212-2 Evaluation – Commercial Items of this solicitation for all pertinent information regarding combined synopsis solicitation requirements

Evaluation Factors for Award

Basis for Award: Quote conforming to the Combined Synopsis Solicitation and most advantageous to the Government in:

i. Past Performance

• To be eligible for the purchase order, the quoters past performance must not be rated unacceptable

• Recent within 3 years of the date of the solicitation

• Relevant contracts are similar in scope of JBER’s requirement.

• Will receive an integrated Past Performance Rating (Acceptable/Unacceptable/Neutral (see COMBO)

• If the respondent does not have recent or relevant past performance, a statement annotating this must be provided with the quote

• If no record of relevant past performance is available or cannot reasonably be assigned; the quote shall be considered neutral past performance.

• An acceptable record of relevant past performance may be considered more advantageous to the Government than a

“neutral” rating

• Quality Assessment: PPQ, CPARS, and SPRS independently obtained

ii. Total Evaluated Price (TEP)

• Award will be made IAW FAR Part 13 on a best value basis taking past performance and price into consideration

• The Government reserves the right to issue a purchase order to other than the lowest Total Evaluated Price (TEP)

• Price to include option periods and 6-month extension of services for a TEP

• Analyzed for unbalanced pricing

The Contracting Officer is the Decision Authority and will make a best value award decision using the TEP and the past performance rating.

Contract Overview 673 Civil Engineer Group Mission

773 Civil Engineer Squadron

JBER Facts

How Contract Will Function

Major Contract Elements

Government Furnished Services

Desired Outcomes

Contract Oversight & Performance Evaluation

Civil Engineer Group Mission

673 CEG mission is to provide facility, infrastructure and emergency services to sustain an arctic force projection platform and enable mission partner success. Train, and on order, deploy combat ready Engineers.

773 Civil Engineer Squadron

Emergency Management

Operations

Facilities

Heavy Repair

Infrastructure Systems

Operations Engineering

Service Contracts

JBER Facts

Joint Base Tenant Units In addition to the 673 Air Base Wing, JBER is comprised of multiple commands and 49 tenant units. U.S. Army Alaska, 4th

Brigade Combat Team, the 3rd Wing and the Alaska Army and Air National Guard are just some of the major units on JBER.

Location JBER is bordered by the city of Anchorage, Cook Inlet, Eagle

River, Chugiak, and the Chugach National Forest

JBER Facts

75,000+ Acres/116 Sq Miles

885 Buildings/65 Serviced

65 Building on Contract

6,000+ daily personnel (Mil & Civ)

Contractor Gate

How the Contract Will Function

Program goal is to ensure facilities and infrastructure items operate as designed, free of defects, and function safely to support JBER mission requirements

The contractor will inspect and clean all dryer vent equipment listed on Tech exhibit IAW manufacturer’s recommendation

The contractor will plan, program, administer, supervise, conduct quality control, and manage the completion of work requirements

The contractor must label serviced equipment immediately after service is completed by applying a decal

The contractor must submit a preventive maintenance schedule to the COR IAW the PWS

The contractor must prepare and submit a written electronic inspection report semi-annually covering all work completed during the previous maintenance cycle (See PWS 1.6)

Example of Key Facilities

BARRACKS

BARRACKS

MULTI FLOOR BARRACKS

General Information

Hours of Operation

Minimum interference and inconvenience to occupants (Flexible cleaning schedules)

No Performance of Services During Crisis

Base Closures - Reschedule work after base reopens

Security - Obtain required passes, decals, badges

Safety - As required by OSHA

Hazardous Material/Waste Management

Hazardous Material Identification

Weapons, Firearms and Ammunition

PERSONNEL

Professional Appearance

Employees who present a potential threat maybe restricted

Alcohol or Drug Use While on duty is forbidden

Substance Abuse Testing required during an investigation

Cleanup Procedure must maintain and secure work areas

Contract Oversight & Performance Evaluation

Service Summary (SS) Items Performance Objective PWS

Paragraph Performance Threshold

SS1: Dryer Vent 1.3, 1.4 Excellent: 0-5 defects Very Good: 5-10 defect Satisfactory: 10-20 defects

Maintenance & Labeling SS2: Preventive Maintenance Schedule

1.5 Schedule submitted IAW the requirements in

para 1.5

SS3: Inspection Reports & Documentation

1.6 Inspection Reports & Documentation

submitted IAW the requirements in para 1.6

Performance Evaluation

Approach for managing performance Contractor’s Quality Assurance (QA) Program, Contracting Officer Representative (COR) Inspections and Monthly Reports

Responsible for managing performance information:

CORs (773 CES Service Contracts Section)

Contracting Officer

Methods used to identify and remediate performance issues Random inspections, customer surveys, Quality Assurance (QA) reports

Re-performance

How performance issues will be communicated and resolved QA Reports, Meetings as needed, CPARs, Corrective Action Reports (CARs)

Performance Evaluation

Level of experience of appointed personnel:

CORs are fully trained and have experience on this type of contract

Quality Assurance Approach

All CORs Standardized CO and QAPC led training

CORs will inspect performance IAW Quality Assurance Surveillance Plan

Inspection Methods and Frequency: Identified in SS and QASP

Incentives for Successful Performance Options exercised

Unacceptable Performance - Failure to Meet Performance Standards Corrective Action Report

Re-performance at no additional cost to the government

Multi-Functional Team Meetings with Contractor To be held as needed (based on events and request)

Emphasis on process improvement, partnering, and contractor performance

Questions

Questions from Attendees

Final Remarks

Monitor https://sam.gov for all future updates/amendments

Solicitation Number FA500025Q0015

Questions from industry due No Later Than 27 March 2025 at 2:00 p.m.