Pre-Proposal_Conf_&_Site_Visit_Minutes_30_May_2017.pdf

Preproposal Conference & Site Visit Minutes

700th Contracting Squadron Page 1 of 2

Kapaun Air Station, Germany

TITLE: Solicitation FA5613-17-R-0003, Maintenance & Repair of Hangar Doors

PLACE: 786 CES Ramstein Air Base, Germany

DATE/TIME: 30 May 2017, 1000 hrs

In accordance with (IAW) the solicitation, a pre-proposal conference was conducted by the 700th Contracting Squadron/LGCA and the requesting unit, 786th Civil Engineering Squadron (786 CES), at Ramstein Air Base. Government personnel and attending contractor representatives are identified below.

1. ATTENDEES:

Marion R. Neal, Contracting Officer, 700 CONS/LGCA Baerbel, Roeder, Conract Specialist 700 CONS/LGCA Klinck, Walter, Contracting Officer Representative (COR), 786 CES/CEOES Sascha, Lindauer, Contracting Officer Representative (COR), 786 CES/CEOES Thornton, Matthew, Program Manager, 86 MXG Mr. A. Theissinger, Company Goedtel & Theissinger Mr. M. Koch, Company Elektro-Kara Mr. E. Kara, Company Elektro-Kara Mr. M. Jeck, Company BBGS Mr. A. Kara, Company BBGS Mr. F. Von Dungen, Company Rudolf Fritz GmbH Mr. T. Hoddrich, Company Rudolf Fritz GmbH

2. The purpose of the pre-proposal conference was to give prospective offerors an overall understanding of the acquisition, discuss the requirement, explain significant elements of the solicitation and answer questions. The briefing was conducted IAW the attached briefing slides.

In addition to the information contained on the slides, the reconciliation identified in the pricing schedule, Attachment 1 of the combined synopsis/solicitation, was explained. It gives the contractor the opportunity to request an equitable adjustment, when, at the end of the performance period, the actual number of hours for services provided exceeds the total number of the the hours projected for the calls listed in Appendix A, Estimated Workload Per Year, by more than 10%. The adjustment will be made for hours for services in excess of the 10% computed as a percentage of the cost for the related service call category.

3. The following questions were asked during and after the briefing (Question = Q, Answer = A):

a. Q: Can the hours for the Routine Service Calls be increased to 16?

Preproposal Conference & Site Visit Minutes

700th Contracting Squadron Page 2 of 2

Kapaun Air Station, Germany

A: We want this to be fair to everyone. We will discuss it and if it is possible, we’ll post an amendment on the Federal Business Opportunities (FBO) website. Nothing we discuss here today will be effective before you see it in writing on FBO.

b. Q: Some of the repair calls may require the use of a crane. That will take more hours, perhaps 20 per call, and will be more expensive than a routine call that doesn’t require a crane.

Can an adjustment be made?

A: We might be able to break the Routine Repair Service Calls into two groups, with and without the use of a crane. If we do, the Contracting Officer’s Representative (COR) would have to agree in advance that the use of a crane is required to effect the repair. We will consider increasing the number of hours for a Routine Service Call with a Crane to 20 hours. If we do break the repair calls into separate contract line item numbers (CLINs), we would expect that we would move quantities between the two CLINs as required during contract execution. We will discuss it and if it is possible, we’ll post an amendment on the Federal Business Opportunities (FBO) website. Nothing we discuss here today will be effective before you see it in writing on FBO.

c. Q: Are the heated bottom rails for the hangar doors included within the scope of this contract?

A: Yes and no. Minor cleaning, replacing fuses, and other routine maintenance and repair of the heated bottom rails that are on some of the hangar doors are included within the scope of this contract. Major repairs, such as ones that might require time intensive efforts to remove and replace sections of the heated rails, will either be done in house or contracted separately.

4. Following these discussions, we visited several different hangars to view the various types and sizes of doors. Pictures of the hangar doors will be posted on the FBO web site.

The pre-proposal conference and site visit were concluded at 11:50.

Attachments:

1. Pre-proposal Conference Slides