MACC Pre-Proposal Conference Meeting Minutes - .pdf

DEPARTMENT OF THE AIR FORCE

PACIFIC AIR FORCES

MEMORANDUM FOR SEE DISTRIBUTION 18 August 11

FROM: 18CONS/LGCC

SUBJECT: Pre-Proposal Conference Meeting Minutes for Solicitation No. FA5270-11-R-0006, Multiple Award Construction Contract (MACC)

1. A pre-proposal conference was held on 18 Aug 11, 0820 hours, on the 1st floor, Erwin PME Center Auditorium at NCO Academy, Bldg 716 on Kadena Air Base, Okinawa, Japan for the above subject. All attendees were gathered at Kadena Marina parking lots at 0800 hours and transferred to the NCO Academy by the Government buses.

The Government attendees were as follows:

Chief, Design and Construction, B-Team Mr. Brian Bailey, 718 CES/CEPMB Deputy, Design and Construction. B-Team 2dLt Charles E. Frye 718 CES/CEPMB Project Coordinator Ms. Tomoko Morishita, 718 CES/CEPMB Government Engineer Mr. Yuji Asato, 718 CES/CEPMB Government Engineer Mr. Shinji Nakahodo, 718 CES/CEPMB Government Engineer Ms. Hitomi Ginama, 718 CES/CEPMB

Construction Team Lead/Contracting Officer Mr. Martin Hansen 18 CONS/LGCC Contract Review Committee Mr. Hiroshi Higa 18 CONS/LGCP Contract Specialist Ms. Junko Yamashiro, 18 CONS/LGCC Contract Specialist Mr. Kiyoshi Higa, 18 CONS/LGCC Contract Specialist Ms. Shinobu Yonaha, 18 CONS/LGCC Contract Specialist Ms. Yuka Odomari, 18 CONS/LGCC IT Assistant Mr. Tamotsu Teruya, 18 CONS/LGCP

*The lists of attending Contractors are attached. (The list will be disclosed only to the Government).

2. Mr. Hansen opened the pre-proposal conference at 0820 hours by introducing the Government personnel and briefed overview of the conference. The conference was conducted in accordance with the following agenda: Introduction, Scope & Requirements, Request for Proposal (RFP), Sample Project, Q&A, and Joint Site Visit.

3. Ms. Yamashiro , Contract Specialist of Construction Flight started the session by introducing herself and explained the Government requirements for this solicitation. The following items were discussed in the order listed:

a. The MACC will consist of multiple discipline construction and design-built projects for Air Force and Army installations supported by the 718 Civil Engineering Squadron and Army Office of Public Works (OPW).

b. Location of subsequent MACC Task Orders (TO) may include USAF and support units in Japan.

c. Type of contract is a firm-fixed price, Indefinite Delivery Indefinite Quantity (IDIQ).

d. Performance Period (reference solicitation number FA5270-11-R-0006 is Basic Year (one year from date of award) + Four Option Years (for a period of one year subsequent to option year).

However, the Option Years are not guaranteed. If the Government decides to extend the term of contract by exercising the option year, Government will send a preliminary written notice at least 60 calendar days prior to the contract expiration date. Subsequently, a letter of Notice to Exercise Option will be issued within 30 calendar days prior to the contract expiration date. Contractors must not that the option years are not guaranteed; and if Option Year One is not exercised, none of the subsequent option years will be exercised either.

e. Order Limitation (reference solicitation number FA5270-11-R-0006): Government is not obligated to order, and the Contractor is not obligated to provide services for the minimum and maximum order amount stated below.

(1) The minimum order amount for a single TO is $500,000. However, only for the initial task order the minimum order is $2,500 (minimum guarantee); this amount will be applied to the Contractor’s first MACC project.

(2) The maximum order amount for single TO is over $5,000,000, or combination of TO's in excess of $15,000,000, or series of orders within 5 business days exceeding aforementioned amounts.

f. Contractors were directed to ensure they fill-in required information on following sections of the solicitation document (SF 1442):

(1) Section A – Blocks 14, 15, 20A, 20B, and 20 C are mandatory. Block 19 is required, if any amendment(s) is/are issued.

(2) Section B – There is no price-fill-in in this section. A price proposal schedule shall be provided for the sample project (see Section J, Attachment 3).

(3) Section G – Offeror’s POC must include the primary and alternate individual’s complete information, including email address.

(4) Section I and K - All the necessary fill-ins in these sections shall be completed and annotate as N/A when an item is not applicable. Do not leave any blocks unfilled;

annotate as N/A when an item is not applicable.

FAR 52.204-7 Central Contractor Registration, in order to submit your proposals, the offeror need to register at www.CCRgov.

(5) Section L Number of proposal Submission:

(i) Technical Proposal: Original + 5 copies (6)

(ii) Price Proposal: Original + 5 copies (6)

(iii) Past Performance information: Original + 5 copies (6)

(iv) Past Performance Questionnaires: Minimum 5 and Maximum 7

(v) Provide electronic copies of all of the required proposal on CD ROM

Past performance information and Past performance questionnaires shall be submitted 18 CONS/LGCC by 24 August 2011, 1500 hrs. The past performance questionnaires shall be sent directly to 18 CONS/LGCC by evaluators.

(6) Section L Intent to Bond-A letter from surety asserting an ability to obtain performance bond up to $15,000,000 or Japanese Yen Equivalent.

(7) Section M –Evaluation Factors for Award: Mr. Hansen explained the basis for contract award of this solicitation is Past Performance history will be evaluated on a basis significantly more important than price. He explained the process of technical evaluation using the sample table; 1) Technical acceptability, 2) Price –Reasonable and affordable,

3) Performance Confidence Assessment.

g. The following information was highlighted:

(1) Amendment 1 and Questions and Answers #1 were issued and posted on Federal Business Opportunity (FedBizOpps) on 10 Aug 2011

(2) Questions and Answers #2 was issued and posted on FedBizOpps on 12 Aug 2011.

(3) Questions shall be submitted via email to Junko Yamashiro

(junko.yamashiro.jp@kadena.af.mil) NLT 22 Aug 2011, 1500 hrs. Answers will be posted on FedBizOpps.

(4) Past Performance Questionnaires are due date is 24 Aug 2011, 1500 hrs.

(5) Proposal due date is 02 sep 2011, 1500 Local time, date stamp & drop into the bid box or submit to the front desk clerk at 18CONS, Bldg 95 lobby, Kadena AB, Okinawa, Japan

(6) Submit all documents in English.

(7) The Government prefers the contractors submit the proposals without using hard cover files. In all cases, proposals should be legible and organized.

h. Sample project: Mr. Bailey, Chief, Design and Construction from 718 CES/CEPMB introduced the sample project. The following information was provided to the offerors:

(1) Project number and title: LXEZ 11-8687, Construct Veterinary Admin Annex

(2) Location: Kadena Air Base, Okinawa, Japan

(3) The layout of the facility is not limited and up to the discretion of the offeror; however the facility may not exceed 2000 sq. ft. and the design must accommodate all areas identified on the concept office list.

(4) The most economical construction site approach is required.

(5) Banyan trees at the site may not be removed or damaged.

(6) The design must conform to Environmental and JEG requirements.

i In addition to the sample project, Ms. Yamashiro provided the following information:

(1) Project Magnitude: $500,000 to $1,000,000

(2) Submission: Price proposal, 35% concept drawings, and Technical Approach.

(3) The sample project is not funded for construction execution.

4. At the Q & A session, the Government answered two questions raised by the offeror before this conference and then replied the questions raised by the attendees of the conference.

Q1: “As to Past Performance (PP) of Joint Venture (JV), should the contract amount of PP be individual JV partner’s portion? If there is JV's past performance project. our share is 50% of contract amount of the project. do we put 50% of contract amount of the project or 100%?”

A1: Reference to Q & A #1, posted on FedBizOpps,10 Aug 11.

Q2: “Regarding to “Past Performance Reference List” stated in page 49 of solicitation, how should we submit them to your office? Can we submit the list in electrical form, fax, or in sealed envelope?”

A2: Facsimile and electronic (e-mail) are acceptable methods. Sealed envelope is the preferred method. Offerors are cautioned to follow-up with the government if submitting anything by facsimile or e-mail.

Following were the questions raised by the attendees of the conference and replies provided by the Government:

Q1: Does the contractor submit the same information for Past Performance Questionnaires and Past Performance Information?

A1: Yes, the contractor may submit the same information for the Past Performance Questionnaires and Past Performance Information.

Q2: Regarding to the Letter of Intent, the contractor needs to submit the Letter of Intend to the Government annually or per project.

A2: Letter of intent to furnish performance bond shall be submitted for this solicitation only.

Q3: How the contractor can submit the Past Performance Information.

A3: Fax and electronic (e-mail) are acceptable methods Sealed envelope is preferred..

Q4: Regarding to the construction licenses, what are the Government’s requirements.

A4: All needed construction licenses are stated in the General Section, 01 01 00 and Contractor Quality Control 01 45 00 of the Specifications.

Q5: Does the each partner of Joint Ventures allow to submit construction license as registered in Japan.

A5: This question will be addressed and posted on the FedBizOpps.

Q6: When the Government start the Wide Area Work Flow?

A6: The Wide Area Work Flow is already implemented, but AF DFAS JAPAN has not started and informed Kadena AB yet. The Government will inform contractors when it will be available and provide the training.

5. The site visit for the sample project at Vet Admin Annex, B731 started from 0920 hrs. Mr. Bailey re-highlighted notes for design which were briefed at the conference. In addition to his notes, Ms. Morishita informed the contractor that the Government will remove the storage on the site. Mr. Nakahodo responded the following question which was not responded on Q & A dated 10 Aug 11.

Q1: Please advise primary telecomm and power connection points (manhole).

A1: Exterior communication work is not required in this project. 2- 4” stub-up empty conduit should be provided as shown SOW para 5.4 ELECTRICAL. Item 8. If transformer is required, connect existing manhole. Existing manhole is shown on Attachment 2, site ap.

6. The Contractors were reminded to submit questions NLT 22 Aug 11, 1500 hours; and also reminded of the proposal closing date of 2 Sep 11, 1500 hours. No other questions were raised. All Contractors were instructed to ride the buses to return the Kadena Marina. The Pre-Proposal conference and joint site visit were ended at 1010.

7. Point of contact is Junko Yamashiro (junko.yamashiro.jp@kadena.af.mil), Commercial phone number 098-961-2374, DSN 634-2374 or Mr. Martin Hansen (martin.hansen@kadena.af.mil), Commercial phone number 098-961-3526, DSN 634-3526 or Commercial Fax: 098-971-7626, DSN 634-7626.

//Signed//

MARTIN J. HANSEN

Contracting Officer Attachment Attendance sheet

Distribution:

718CES/CEPM

718CES/CEPMB