Attachment_4_-_Preproposal_Conf_Site_Visit_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

52D FIGHTER WING (USAFE)

Pre-Proposal Meeting Minutes Waste Water and Sewage Facility Cleaning Contract

Spangdahlem Air Base, Germany

Contract Number: FA5606-17-R-0002 Date and Time: 1 June 2017 at 1000 Hours

Government Representatives : Please see attached Attendance Sheet

Contractor Representatives : Please see attached Attendance Sheet

The purpose of this meeting is to address and clarify any concerns and questions relating to the Waste Water and Sewage Facility Cleaning Contract Solicitation FA5606-17-R-0002.

The following items were discussed as follows:

• Mr. Lokermans introduced the attendees including: the Contracting Officer, Tenisha Austin-McKinney; the Contracting Officer Representatives, Mr. Hill and Mr. Thiel; and the CES environmental section representatives, Mr. Steffes and Mr. Thurner.

• The meeting covered the soliciation Form SF 1449, the pricing schedule and the PWS.

• Instructions for filling out SF 1449 were given by Mr. Lokermans. The solicitation including all attachments is posted on FBO as well. The meeting minutes and possible amendments to the solicitation will be posted there as well.

• Block 8 on SF 1449 shows the offer due date of 27 June 2017 at 1100 CET.

• The preferred method of proposal submittal is electronically, other options are mailing by postal service or hand carry. Fax proposals will not be accepted.

• Mrs. Austin-McKinney introduced and briefed the AMRDEC Safe Access File Exchange

(SAFE) on page 19 of the solicitation. All electronic copies must be sent through this website https://safe.amrdec.army.mil/safe/Welcome.aspx.

• In Block 17a of SF 1449 each contractor must provide company name and Cage Code.

• Mr. Lokermans briefed that only SAM registered companies will be evaluated for award.

If an interested vendor is currently not registered in SAM or inactive they are advised to start registration process asap. Mr. Lokermans will assist if required.

• All invoices must be submitted electronically through WAWF. Mr. Hill and Mr. Thiel will check and accept the invoices. A VAT Form (Abwicklungschein) is required for all invoices. All invoices must be without VAT (Mehrwertsteuer). VAT forms must be sent to the DFAS office listed in Block 18 on SF 1449.

• Block 30 on SF 1449 must be signed and stamped.

https://safe.amrdec.army.mil/safe/Welcome.aspx 1285117166A Typewritten Text FA5606-17-R-0002 Amendment 1 Attachment 4 - PPC/Site Visit Meeting Minutes

1285117166A Typewritten Text

• Mr. Lokermans briefly covered the line items of the solicitation. The total amount of line item 1 is calculated with the attached price schedule.

• The Contract Base year will start on October 1st 2017 until 31 August 2018. Option year 1 will be from 1 September 2018 until 31 August 2019 and the second option year from 1 September 2019 until 31 August 2020.

• The positions on the bottom of the pricing schedule are to be filled out for info only.

They will not be part of the proposal evaluation.

• In reference to PWS 4.18: The government can order up to 10 PFT testing as needed. All testing have to be performed using 24 each single PFOS/PFT parameters.

• Question: In reference to 4.17, will the test only be for tightness?

Answer: Yes.

• Question: Will old results/documents be provided to the contractor?

Answer: Yes, if available; however, this is a new requirement by law and previous results will not include the same information (i.e. measurements) as it was not previously required.

• Question: In reference to 4.19, has this been accomplished/done in the past?

Answer: No.

The workload for this task will be high in the first year of the contract, since databanks have to be established. This task will be time consuming.

• The work to be performed under this contract will be on the Spangdahlem Air Base.

Bitburg is no longer on the new contract.

• Mrs. Cynthia Dmitrijev, the Quality Assurance Officer of 52 CONS addressed the CORs Mr. Thiel and Mr. Epper by offering her assistance at all time if they had any questions or concerns in regard to their function as CORs.

• Escorts are required for Restricted Areas such as the flight line or munition areas.

Contractors were advised to request escorts timely to avoid long waiting times. CORs will assist with coordination. Note that escorts are authorized a lunch break.

• Question: Is a special driver’s permit required?

Answer: No, only escort is required to hold specials driver’s permit.

• Question: What about work safety?

Answer: All work on the US air base must be in accordance with the German Safety Law. In cases of entry, the person entering has to be secured by another person.

• Question: In reference to line item 3, what is your experience with this over the past years?

Answer: Over the past three years nothing has been found. This CLIN hasn’t been used within the past three years.

• Mr. Lokermans asked whether there were any more questions in regard to the line items and no questions were asked.

• In reference to Page 19 of the solicitation: Only the quality control plan (QCP) requires 2 copies. These copies will be one sanitized (company name and identifiers completely removed) and one unsanitized. The rest of the documents submitted only require 1 copy and do not need to be sanitized.

• In reference to Page 20, all vendors shall list three companies for past performance history.

• Mr. Lokermans further explained the evaluation factors.

• Questions are due by 13 June 2017. All questions and answers will be posted as an amendment on FBO.

• No more questions were asked.

The meeting concluded at 1140 Hrs.

SUSANNE DEPRIEST

Contract Administrator

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