Pre-Proposal_Conference_and_Site_Visit_Minutes_(23_May_2013).pdf

Pre-proposal Conference Minutes

700th Contracting Squadron Page 1 of 2

Kapaun Air Station, Germany

TITLE: Maintenance & Repair of Motor Pool Equipment and Systems in the

Kaiserslautern Military Community (KMC)

PLACE: Ramstein Air Base, Bldg 520, Germany

DATE/TIME: 23 May 2013, 0900 hrs

In accordance with (IAW) the solicitation FA5613-13-R-0019 and FAR 52.237-1, a Pre-Proposal Conference/ Site Visit 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/ Site Visit was to give potential offerors the opportunity to visit different Motor Pool locations and pose questions to the government representatives regarding the solicitation. The conference was followed by the site-visit to give an overview of different types of Motor Pool Equipment to be supported under the new contract.

I. PRE-PROPOSAL CONFERENCE

The Pre-Proposal Conference commenced with the sign-in of the requesting unit’s personnel, 700th Contracting Squadron personnel and the offerors at 09:00 at RAB, Bldg. 520. The briefing was conducted by the Procuring Contracting Officer (PCO), Mr. Mark Jenkins, which annotated that questions and related answers will be posted on FedBizOpps. In accordance with the information contained in the solicitation and the Performance Work Statement (PWS), the Contracting Officer, Mr. Mark Jenkins stated the following:

a. The PCO emphasized various points in the solicitation: He highlighted the delivery of proposals, and that the submittal of proposals via Email and Fax will not be eligible. The unit prices have to be submitted for all CLINs as well as the extended amounts. There will be no technical evaluation, only Price and Past Performance, and the requested Submittals are required in order for an offeror to be eligible.

b. The PCO pointed out under the provision 52.212-2, Evaluation -- Commercial Items, that the Government will award to the offeror whose proposal represents the Lowest Price with acceptable Past Performance. There will be no evaluation of the requested submittals, other than to account for them as accurate and complete. All Prices and the Total Amount will be evaluated for fair and reasonableness.

c. The PCO explained the Past Performance Ratings (acceptable or unacceptable) IAW FAR 52.212-2. He also stated that Past Performance which cannot be provided or is unknown will equate to be acceptable Past Performance.

Pre-proposal Conference Minutes

700th Contracting Squadron Page 2 of 2

Kapaun Air Station, Germany

d. The PCO emphasized that all offerors must complete sections A and B of the Past Performance Questionnaire (PPQ), and submit those with their offer. The government will then send out the PPQs to the cited references.

e. The briefing was concluded at 09:45hrs. Only one technical question was asked at the end of the conference:

Question 1: Will the future contractor be provided with documents, e.g. Manuals related to the Motor Pool Equipment?

Government Response 1: Yes, such documents can be provided to the awardee.

II. SITE VISIT

The site visit was conducted at building 2472 on Ramstein Air Base at 0950 hrs. A walk-through within this building plus basement included all Motor Pool Equipment related to Bld.2472, as described in the PWS.

a. The basement contains the barrels and piping systems for different liquids e.g. motor oil, anti-freeze liquids and brake fluid. It was clearly said that all piping is part of the contract.

b. It was mentioned that the future contractor also has to provide all tools, equipment and systems IAW the PWS, Section 1.

c. It was clarified that the Maintenance, Inspection and Repair of tanks does not include Performance related to those items inspected by the Technical Control Board (TÜV), (such as pressurized tanks.)

All prospective offerors were given the opportunity to ask questions, but no offeror asked any questions regarding the equipment shown or anything else at the site visit.

The attendance list and the 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 PCO.

//SIGNED//

MARK JENKINS

Contracting Officer

Attachments:

1. Attendance List