4. Pre-Proposal Conference Minutes 10Aug12.pdf

Preproposal Conference Minutes

700th Contracting Squadron Page 1 of 3

Kapaun Air Station, Germany

TITLE: Reprocurement of M&R Elevators/Escalators

PLACE: Ramstein Air Base, Bldg 520, Germany

DATE/TIME: 10 Aug 12, 0900 hrs

In accordance with (IAW) the solicitation FA5613-12-R-0001, a pre-proposal conference was conducted by the 700th Contracting Squadron and the requesting unit, 786 CES/CEUS at Ramstein Air Base (RAB). The purpose for the pre-proposal conference was to give potential offerors the opportunity to visit different elevator locations and pose questions to the government representatives. The conference was followed by site-visits of 2 of the facilities to give an overview of different types of elevators to be supported under the new contract.

1. The pre-proposal conference commenced at 09:00 at RAB, Bldg. 520. The briefing was conducted IAW the attached briefing slides. In addition to the information contained in the briefing slides, the Contracting Officer, Ms. Inge Jenkins stated the following:

a. Is the CLIN structure as addressed in the solicitation understood or are there any concerns? All prospective offerors participating in the pre-proposal conference indicated that the structure was understood.

b. The Contracting Officer (CO) also explained the arithmetic discrepancies as contained in the solicitation and how the Government will make the corrections if necessary. The CO added that substantial differences in the amounts would most likely not be corrected by the Government.

c. The CO also pointed out under the clause 52.216-19, Order Limitations that the Government is not required to order a part or any one requirement from the contractor if that requirement exceeds the maximum order limitation.

d. The importance of the registration requirements for Wide Area Workflow (WAWF), the Central Contractor Registration and completion of the Online Reps and Certs (CCR/ORCA) was also stressed.

e. The briefing was concluded at 09:30 hrs. Prospective offerors had no questions regarding the solicitation, only one technical question was asked at the end of the presentation:

Question 1: Is roof access required for all buildings or only the KMCC?

Response 1: Roof access is only required for the KMCC complex. Due to security reasons permission has to be obtained from the Security Police prior to entering.

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2. The site visit was continued at the Kaiserslautern Military Community Center (KMCC) at 0930 hrs. A walk through of Mall Level and the Upper level included the 2 escalators and a glass elevator.

a. Two of the elevators in the Mall area only go up 2 levels; the 3 Guest Elevators in the Hotel area go up to the 9th floor.

b. The 5 elevators going up to the 9th floor are cable-driven. 3 are the Guest Elevators, 1 is a Service Elevator and the other one is the Kitchen Elevator.

c. KMCC site visit was concluded at 1000 hrs.

3. The walk through continued at the Enlisted Club at 1015 hrs.

a. There are 2 hydraulic and 1 cable driven elevators in this building. The hydraulic elevators go over 2 and 4 floors, the cable driven over 2 levels only. The freight elevator has one distinctive feature: it has 2 doors that are diagonally assembled.

b. It was mentioned that this requirement contains a mixture of cable-driven and hydraulic elevators.

4. At the conclusion of the site visit, the CO reminded prospective offerors of the forthcoming amendment and asked to ensure that the amendment is acknowledged with the proposal. The CO also stated that the page limitation as described in the solicitation must be adhered to, or offerors proposals could be determined unacceptable, and lastly, it was stated that the offer acceptance period is 120 days in lieu of 30 days, which must be stated in the offeror’s proposal.

5. The prospective offerors had the chance to ask questions one more time:

Question: Is there a requirement for the reaction time?

Response: Yes, as stated in the PWS.

Question: Is there a special insurance for the Master Key?

Response: No, if a key is lost, CE has to be contacted to obtain a new one.

As no further questions were asked, the pre-proposal conference concluded at 10:45.

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The pre-proposal conference slides, attendance listing and summary minutes will be posted on FedBizOpps and are provided for informational purposes only. All requirements of the solicitation remain unchanged unless amended in writing by the CO.

CORINNA JACKSON INGE JENKINS

Contract Specialist Contracting Officer

Attachments:

1. Pre-proposal Conference Slides

2. Attendance List