Pre-Proposal_Conference_Minutes_26_Apr_2013.pdf

PRE-PROPOSAL CONFERENCE MINUTES

FOR

ADVISORY & ASSISTANCE SERVICES III (A&AS III)

Solicitation Number: FA5613-13-R-0007

Date & Time: 16 Apr 2013, 0900 hrs Central European Time (CET)

Location: United States Air Forces Europe (USAFE) Conference Center, Bldg

306A, Ramstein Air Base, Germany

1. Thirty one industry participants from sixteen companies attended the conference, along with twelve Government representatives from USAFE CONS Specialized, USAFE/A7K, and

USAFE/A7PC.

2. The Contract Specialist, Richard Enriquez, started the conference at 0900 by welcoming Government and industry representatives. Key members from USAFE CONS Specialized, USAFE/A7K and USAFE/A7PC were introduced, and Mr. Enriquez addressed the location specific ground rules (e.g., emergency exit). The USAFE CONS Specialized Commander, Major Rachelle Osborn, provided opening remarks. Maj Osborn discussed the upcoming organizational transition resulting from the stand-up of the Air Force Contracting Installation Agency (AFICA). She explained that the organization will transition from being USAFE CONS Specialized, which falls under the leadership of USAFE/A4/7 to the 764th Specialized Contracting Squadron (764 SCONS), which will fall under AFICA. Maj Osborn informed attendees that the transition will not affect the contracting personnel assigned to this acquisition or the leadership supporting the acquisition. She also briefed the audience on ethics principles.

3. Mr. Enriquez continued the briefing and requested attendees hold questions until the questions and answers (Q&A) session allotted during the end of the briefing. Then he presented the general acquisition information and the milestone events/timeframes pertinent to offerors. The Contracting Officer, Kristy Truitt, then presented the solicitation review, addressing Sections A, B, H, I, J, and K. After a short break, she continued the briefing by discussing specifics about Section L and M of the solicitation.

4. After the briefing, a Q&A session was conducted; Ms. Truitt presented via slide presentation more than 30 industry questions with their corresponding Government responses. The questions presented were submitted by industry after release of the solicitation; Ms. Truitt addressed that the additional questions had been received, but were still under Government review. All attendees were provided the opportunity to ask follow-up questions regarding the responses presented, raise additional questions, or make comments during the Q&A session;

they are summarized below. Breaks were taken during the Q&A session as required.

Q1:. In regards to the travel CLINs, will the G&A rate be on top of the Government provided or is G&A already included? (This was a follow up question to slide 40) A1: For evaluation purposes, if G&A is proposed, the G&A rate may be applied on top of the Government provided estimated amount for travel under the appropriate CLINs.

Q2: In regards to the determination of unbalanced pricing, is there a set magnitude the Government will use? (This was a follow up question to slide 42.)

A2: No, there is no set magnitude to determine unbalanced pricing. The Government will use price analysis techniques to make any unbalanced pricing determination.

Q3: In regards to the Past Performance Information Document (PPID) (Attachment 6) reference count, if an offeror submits 2 PPIDs in order to meet the aggregate total of $1M annually, do these count as 1 or 2 references against the maximum allowable? (This was a follow up question to slide 53.)

A3: The PPIDs are counted individually. In this scenario, it would be counted as 2 PPIDs but will be evaluated as one relevant reference in regards to magnitude.

Q4: In regards to Zone 1, what are “other in-scope locations”? (This was a follow up question to slide 71.)

A4: Other in-scope locations are defined as locations that are in the area of responsibility of the authorized primary using activities (reference PWS paragraph 1.3).

Q5: Who are the authorized primary using activities? (This was a follow up question to the answer provided in Q4 above.)

A5: In accordance with Attachment 1, PWS paragraph 1.1, the authorized primary using activities include, but are not limited to, Headquarters United States Air Forces in Europe (HQ USAFE), USAFE bases, USAFE geographically separated units, US European Command (EUCOM), US Africa Command (AFRICOM), U.S. Army in Europe (USAREUR), including Installation Management Command (IMCOM), and tenant activities located on any USAFE base or Army post.

Q6: In regards to the Sample Task Order, there is not enough information in the PWS to size the requirement. (This was a follow up comment to slide 77.) A brief discussion ensued and a clarification question from Maj Osborn revealed that industry is seeking more fidelity in the Sample Task Order Requirement.

A6: The Government will not provide full time equivalencies for this performance based requirement. The Government will review the Sample Task Order requirements to determine if additional fidelity can be provided.

Q7: Is North American Treaty Organization (NATO) Status of Forces Agreement (SOFA) status not provided to contractor employees anymore?

A7: Determination of eligibility and approval of NATO SOFA status is the responsibility of Department of Defense Contractor Personnel Office DOCPER. While granting NATO SOFA status is common, DOCPER is not required to grant NATO SOFA status to contractor employees; it is not a guarantee. Contractor employees without NATO SOFA status would still be able to work under the contract, but the offeror would be responsible to pay all costs associated with the employee being a normal resident (see contract clause H-1, Logistics Support for additional information).

Q8: In regards to the task orders listed on Attachment 15, what does the list include?

A8: Is a notional list that outlines task orders that are currently active under A&AS II that the Government may transition to A&AS III. This list is solely based on A&AS II requirements and on our customers funding. It does not address potential requirements from other customers that are currently not using A&AS II. Additionally, if a current requirement is not on the list, it does not mean that it does not have to be transitioned.

Q9: When are the Q&As going to be published?

A9: The Government team will work diligently to get them published along with the conference minutes and a list of industry attendees.

Q10: In regards to the PPID (Attachment 6), if the contract reference to be provided is a task order, does the Government want that categorized as an independent contract or an IDIQ contract?

A10: Task orders should be listed as an IDIQ contract. Please note, if IDIQ Contract is selected, offerors must list all other task order numbers performed under that IDIQ contract as an attachment to this PPID. This list will not be counted as additional references provided, and it will not count against the volume page limit. The list is provided for Government reference only.

Q11: This was a follow up question to the answer provided in Q10. Some of the IDIQ contracts have a huge amount of task orders that are performed by the same contractor. Does the Government really want a list of all other task orders under each IDIQ?

A11: The Government will re-evaluate the verbiage on the Attachment 6 and determine if adjustments are necessary.

Q12: In regards to Attachment 11, EEO Clearance Request, the bottom of the document reads as follows: “If the contractor or first-tier subcontractors have previously held any Government contracts or subcontracts, provide the contract number and agency information (e.g., Air Force, Army, etc.).” Does the Government want a list of every contract that has ever been held by primes and first tier subs?

A12: The Government will review the EEO Clearance requirements in the FAR in relation to the language on Attachment 11 and provide clarification.

Q13: Will Department of Defense Dependents Schools DoDDS expenses be covered by the

ODC CLIN?

A13: There might be situations where the Government will provide additional funding for logistical support under the Other Direct Cost (ODC) Contract Line Item (CLIN), but it will not be for a specific logistical item.

Further discussion regarding Q13 ensued, and a member of industry recommended the Government consider allowing the offeror’s fill in a plug number for the logistical support funding as an ODC versus the Government providing a plug number. This recommendation will be taken into consideration.

5. Ms. Truitt reiterated that industry still has the chance to submit further questions if any arise after the conference. All questions are to be submitted to A&AS.3@us.af.mil not later than 1600 CET, 29 Apr 2013.

6. The conference concluded at 1130 CET.

7. During post-conference internal Government discussions the response presented to industry at the conference on slide 41 has been re-addressed and the following updated response is provided as the Government’s final answer and replaces the answer provided on slide 41.

Q: In the pricing table for G&A: is G&A to be treated as cost reimbursable at the rate the contractor is experiencing in a given year or at a fixed rate based on the amount proposed in the pricing exhibit applied as a fixed mark up for all years?

A: During task order performance, the G&A rate will be reimbursed at the pre-negotiated rate agreed to at the time of IDIQ award on a fixed rate basis. G&A will only be paid on actual travel or training costs incurred.

8. If there is a conflict between a Government provided response and the solicitation language, the solicitation takes precedence.

//SIGNED//

HENNING MAYER-GOLDSTEIN

Contract Specialist

Date: 26 Apr 13

//SIGNED//

KRISTY L. TRUITT

Contracting Officer

Date: 26 Apr 13

Attachments:

1. Pre-Proposal Conference Industry Attendance Roster

2. Pre-Proposal Conference Briefing Slides mailto:A&AS.3@us.af.mil