Site_Visit_Minutes.pdf

Pre-Proprosal/Site Visit Meeting Minutes

Solicicitation: FA5613-13-R-0012

Location: Building 520, Ramstein AB

Time: 0830 hrs (Start time 0900 hrs)

All attendees were required to sign the sign-in sheet:

Government Attendees:

- Mark Jenkins, Contracting Officer

- Corrina Jackson, Contract Specialist

- Robert Piispanen, Service Contracts POC

- SSgt Jennifer Schmermund, Contracting Officer’s Representative (COR)

- SSgt Miles Mendez, COR

- Wolfgang Schwaab, COR

- Michael Ritzmann, COR

- Daniel Decastro, Service Contracts POC

- Erich Wolf, Service Contracts Supervisor

- Annette Henn, COR

- Melaina Johnson, Chief – Ops Support

Contractor Attendees:

- Sascha Hirtz, Piepenbrock Program manager

- Jan Hanelt, GEG GmbH, Sales Manager

- Weiser Holger, GEG Gmbh, Manager

- Isolde Muller, FM&E, Administrator

- Jeannette Zaun, FM&E, Project Mgr

- Safa Kaynale, CSS, Project Mgr

Pre-Proposal Conference

The Pre-Proposal Conference began at 0900 hrs, 30 min later than the scheduled start time. (This delay was due to a delay with in-processing contractors on base.)

Mr. Mark Jenkins, the Contracting Officer for this effort, welcomed the offerors to the conference and began the briefing. Mr. Jenkins followed the outline and sequence of the attached briefing exactly.

Please refer to the attached briefing to review the information which was briefed by Mr. Jenkins.

Throughout the briefing Mr. Jenkins emphasized the following items:

- Proposals will not be accepted via email, mail or FAX. The only acceptable delivery method is hand-delivery.

- All offerors are responsible to keep up with changes to the solicitation via FedBizOpps.

- Offerors should not wait until the last minute to submit their proposals to the government.

- Past Performance Questionnaires will be sent to the references by the Government, not the contractor.

- United States Air Force Common Output Levels of Service (AFCOLS) must be considered to effectively price and perform on this effort.

Question and Answer Session

After the pre-proposal conference, there was a Question and Answer (Q&A) session conducted. All questions which were asked will be posted to FedBizOpps with the government answer. However, one issue arose which needs to be included specifically within these minutes- Pricing AFCOLS:

During the In the Q&A session, the question was asked how the government intended to reduce the requirement in accordance with the AFCOLS. The government explained that AFCOLs would reduce the estimated square meters, thereby reducing the total estimated amount for the task order. The contractors questioned how the square meters could be reduced if the building size is not changing and based upon that fact, what the basis of reduction would be. The government responded the basis of reduction would be the reduced square meters due to the reduced frequency mandated by the

AFCOLs. The contractor then asked if the current square meters included the frequencies for all tasks within Appendix A. The government replied they did not. The contractors replied that the government would have to take into account the frequencies for all services into the calculation of estimated square meters in order for them to be able to submit a price proposal.

At this point, the government called for a caucus on the issue. It was decided the government would incorporate a change to the solicitation to resolve this problem. (The proposed changes have been incorporated into the solicitation.)

After the pre-proposal conference, the site visit commenced at 1000 hrs. The contractors and the Source

Selection Team boarded a bus which departed Bldg 520 at RAB and visited the following facilities:

- Indoor Pool

- Fitness Center

- PAX Teminal

- Chidren’s Development Center (CDC)

- Kaiserslautern Military Community Center (KMCC)

Some questions were asked during the site visit. All questions which were asked will be posted to

FedBizOpps with the government answer.

After the Site Visit, the contractors and the government met again to discuss the issues with the AFCOL pricing. The details of that discussion are summarized in the “Pricing AFCOLS” discussion above.

However, it is noted that in Amendment 4, posted to FedBizOpps on 11 Jan 13, a cover letter was attached which summarized the anticipated changes which would be made to the solicitation to address the issues with AFCOL pricing.

End of Pre-Proposal Conference/Site-Visit Meeting minutes