Pre-Proposal_Conf_Minutes_14_June_17.pdf

Preproposal Conference Minutes

700th Contracting Squadron Page 1 of 2

Kapaun Air Station, Germany

TITLE: Solicitation FA5613-17-R-0014, M&R of Elevators and Escalators in the Kaiserslautern Military Community (KMC)

PLACE: Ramstein Air Base, Bldg 520, Kaiserslautern, Germany

DATE/TIME: 14 June 2017, 0900 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 Engineer Squadron (CES), at Ramstein AB. Government personnel and attending contractor representatives are identified on attached combined pre-proposal conference and site visit attendance list.

1. 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.

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

a. Q: Who is authorized to place Emergency Repair Service Calls?

A: Attachment 2, the PWS, specifies this in paragraph 1.3.2. The Contracting Officer (CO) or Contacting Officer Representative (COR) can authorize Emergency Repair Service Calls.

b. Q: Can the current contract number for M&R of elevators and Escators in the KMC be released to offerors?

A: Yes. The current contract number is FA5613-13-D-0001.

c. Q: Which service provider must be used for the operation of the Global System for Mobile Communications (GSM) wireless data module transmitters to operate Emergency Call Systems (ECS)? T- Mobile, Vodafone, etc?

A: The communications service provider used is to be determined by the contractor.

3. The representative of the requesting unit, 786th CES, provided additional information as follows:

a. In the case that an Emergency Repair Service involves a person/or people trapped in an elevator, the appropriate military base Fire Department and Civil Engineer personel will respond to emergencies involving people. The contractor will also be notified to respond as soon as possible.

b. The contractor shall perform all work to be accomplished IAW this PWS during regular working hours between 0700 – 1600 hours, Monday to Friday. All work required outside of these hours is considered an Emergency Repair Service Calls.

Preproposal Conference Minutes

700th Contracting Squadron Page 2 of 2

Kapaun Air Station, Germany

4. A site visit to view the elevators and escalators at the KMCC on Ramstein AB was offered to all attendees. All attendees declined. A future site visit will not be scheduled.

As no further questions were asked, the pre-proposal conference concluded at 1030 CEST.

Attachments:

1. Pre-proposal Conference Slides

2. Attendance List

U.S. Air Forces in Europe

14 June 2017

Pre-Proposal Conference

FA5613-17-R-0014

Maintenance & Repair of Elevators

& Escalators in the Kaiserslautern

Military Community (KMC)

Government Personnel

786 CES

Sascha Lindauer – S. Contract Management

700 CONS/LGCA

Kelly E. Franklin – Contracting Officer

Ray Neal – Contracting Officer

Agenda

Purpose

Rules of Engagement

General Information

Solicitation Overview

Summary

Questions

Purpose

Provide prospective offerors an overall understanding of the acquisition

Discuss the requirement

Explain significant elements of the solicitation

Answer questions

Rules of Engagement

All communication regarding this source selection shall be through the Contracting Office (700 CONS/LGCA)

The Contracting Officer and Contract Specialist serve as the only points of contact for all inquiries and information regarding this acquisition

All remarks, explanations and answers to questions are supplemental guidance and do not override the terms of the solicitation

Terms of the solicitation remain unchanged until amended in writing

Please do not use video or other recording devices

Internet Sites

FBO: http://www.fbo.gov

FAR Site: http://farsite.hill.af.mil

Pre-Proposal Slides, Attendance Sheet, and

Questions/Answers will be posted on the Federal

Business Opportunities (FBO) Website http://www.fbo.gov/ http://farsite.hill.af.mil/

Solicitation Overview

Solicitation Documents

Period of Performance

Basis for Contract Award

Instruction to Offerors

Evaluation Factors

Award Process

Offeror Registration Requirements

Solicitation Documents

Combined Synopsis/Solicitation FA5613-17-R-0014

List of Documents:

Combined Synopsis/Solicitation Document

Attachment 1, Pricing Schedule

Attachment 2, Performance Work Statement (PWS)

PWS Appendix A, Estimated Workload Data Per Year

PWS Appendix B, Estimated Equipment List

Attachment 3, Clauses & Provisions

Attachment 4, Past Performance Questionnaire (PPQ)

Period of Performance

Base Period: 01 October 2017 – 30 June 2018

1st Option Period: 01 July 2018 – 30 June 2019

2nd Option Period: 01 July 2019 – 30 June 2020

3rd Option Period: 01 July 2020 – 30 June 2021

4th Option Period: 01 July 2021 – 30 June 2022

Instructions to Offerors

Attachment 3, ADDENDUM TO FAR 52.212-1

The offeror shall submit documentation as follows:

1. Technical Capability

2. Price

3. Past Performance

4. Submit a valid copy of DIN EN 13015 Certification

Instructions to Offerors, cont’d

1. Technical Capability:

Past Experience (limited to two pages per evidence):

The offeror shall submit evidence of at least one year of contract performance (within the past three years from the issuance date of the solicitation ) where the offeror is/was responsible for performing maintenance services on elevators and escalators as required in accordance with DIN EN

(Deutsches Institut fuer Normung – Europaeische Norm)

13015.

1. Technical Capability:

Performance Management Plan

The plan shall address, at a minimum, how the following services will be performed simultaneously:

how the offeror intends to manage the quarterly preventive maintenance of elevators and escalators as listed in Appendix B IAW paragraph 1.1 of the PWS, to include the intended manning structure.

how the offeror intends to manage the annual maintenance and safety inspections of elevators and escalators listed in Appendix B, IAW paragraph 1.2 of the PWS, to include the intended manning structure.

how the offeror intends to manage routine repair service calls per year IAW paragraph

1.3 of the PWS, to include the intended manning structure.

how the offeror intends to manage emergency repair service calls IAW paragraphs 1.4 of the PWS, including night time services for regular workdays and 24 hour services on weekends and holidays, to include the intended manning structure.

2. Price:

Completed Attachment 1, Pricing Schedule:

Offerors shall insert a unit price and an extended price in Attachment 1, Pricing Schedule, for each Contract Line Item Number (CLIN), except for CLINs 0005, 1005, 2005, 3005 and 4005 which will be pre-filled, as identified in the pricing schedule. The offeror shall calculate the total for the base period and all option periods by adding the extended price of each CLIN in the period with the pre-filled amount of the Replacement

Parts CLIN. The offeror shall calculate the grand total by adding the total price of the base year and all option years.

Note: Only EURO currency offers will be accepted.

3. Past Performance:

- Up to a total of five recent (within the past three years from the issuance date of the solicitation) and relevant (similar in scope) contracts

Similar in Scope: The work must have been,at a minimum, maintenance and repair of elevators.

- PPQs, Attachment 4:

- Offerors to fill out sections A. and B. and forward to the rater(s) for completion.

- Offerors to ensure that the PPQs are submitted directly to POCs not later than proposal due date (29 June 2017)

- A listing of these references to be submitted with the proposal.

4. Submit a valid copy of DIN EN 13015 Certification

Submit a valid copy of DIN EN 13015 Certification with the offer that will remain valid on contract start date of 1 Oct 2017 and continue to submit valid certificates throughout the life of the contract. Offerors who fail to submit a

DIN EN 13015 certificate are not eligible for award, regardless of price, technical and past performance evaluation IAW FAR 52.212-2, Evaluation –

Commercial Items.

Evaluation Factors

Attachment 3, 52.212-2 EVALUATION--

COMMERCIAL ITEMS

FACTOR 1 – Price

FACTOR 2 – Technical

FACTOR 3 – Past Performance

Evaluation Factors, cont’d

Factor 1 – Price (Attachment 1, Pricing Schedule)

Evaluated on the GRAND TOTAL price resulting from the total amounts of all CLINs 0001 through 4005, for the base period and all option periods.

Only EURO currency offers will be accepted and offers shall be rounded to the nearest whole EURO.

Factor 2 – Technical:

Subfactor 1 - Past Experience

Evaluated on the evidence of at least 1 year of contract performance during the previous 3 years, where the offeror is/was responsible for performing maintenance services in Germany on elevators and escalators in accordance with DIN EN (Deutsches Institut fuer Normung-Europaeische

Norm) 13015.

RATING: “Acceptable” or “Unacceptable”

Factor 2 – Technical:

Subfactor 2 – Performance Management Plan

The Performance Management Plan will be evaluated on the offeror’s approach to adequately perform the following services simultaneously:

(A) how the offeror intends to manage the quarterly preventive maintenance of 244 elevators and escalators as listed in Appendix B, Equipment List in accordance with paragraph 1.1 of the PWS, to include the intended manning structure.

(B) how the offeror intends to manage the annual maintenance and safety inspections of 61 elevators and escalators listed in Appendix B, Equipment

List in accordance with paragraph 1.2 of the PWS, to include the intended manning structure.

Subfactor 2 – Performance Management Plan (continued)

(C) how the offeror intends to manage 177 routine repair service calls per year in accordance with paragraph 1.3 of the PWS, to include the intended manning structure.

(D) how the offeror intends to manage emergency repair service calls in accordance with paragraphs 1.4. of the PWS, including night time services for regular workdays and 24 hour services on weekends and holidays, to include the intended manning structure.

RATING: “Acceptable” or “Unacceptable”

Factor 3 – Past Performance

- Evaluated based on subjective assessment of how well the offeror performed on recent and relevant work

RATING: “Acceptable” or “Unacceptable”

- Based on provided references, PPQs, and other information obtained by the Government

Note: Offerors without relevant past performance are rated

“Unknown” and are considered “Acceptable”

Representations &

Certifications

Attachment 3, FAR 52-212-3 OFFEROR

REPRESENTATIONS AND CERTIFICATIONS --

COMMERCIAL ITEMS

The offeror shall complete only paragraphs (b) of this provision if the

Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site located at http://www.sam.gov/portal.

If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u) of this provision.

Award Process

The Government will award a contract resulting from this solicitation to the responsible offeror whose proposal conforms to the solicitation’s requirements and represents the best value to the government.

(1) PRICE – Evaluation of all proposals, ranking from lowest to highest total evaluated price

(2) TECHNICAL/PAST PERFORMANCE –

- Only offerors determined to be technically acceptable with an acceptable past performance rating will be considered for award.

Options: Evaluated for award purposes by adding the total price for all options to the total price for the basic requirement.

Award Process

Award without Discussions: The Government intends to make award without discussions. Therefore, each initial offer should contain the offeror’s best terms from a price and technical standpoint. If, during the evaluation period, it is determined to be in the best interest of the

Government to hold discussions, offeror responses to Evaluation

Notices (ENs) and the Final Proposal Revision (FPR) will be considered in making the award decision.

Offeror Registration

Requirements

DUNS

NCAGE

SAM (System for Award Management) https://www.sam.gov https://www.sam.gov/

Summary

Offer due date is 29 June 2017, 1600 hrs CEST, unless amended

Offers may be hand delivered or emailed. Postal mail and fax are not authorized.

For email submissions see Attachment 3, ADDENDUM TO

FAR 52.212-1, para. (f)

The proposal is determined to be “under the Government’s control” when it is in the stated addressees’ email inbox.

Summary, cont’d

Offerors shall provide the following with the proposal:

1. Technical Capability

2. Price

3. Past Performance

4. Submit a valid copy of DIN EN 13015 Certification

Offerors shall send PPQs to references, who shall forward them to the POCs not later than proposal due date.

QUESTIONS?

ATTENDANCE SHEET

SUBJECT: PRE-PROPOSAL CONFERENCE

FA5613-17-R-0014, M&R of Elevators & Escalators in the Kaiserslautern Military Community

DATE: 14 June 2017 TIME: 09:00 hrs

LOCATION: Ramstein Air Base

Name Unit/Company Phone Email SIGNATURE

Von Dungen, Frank

Rudolph Fritz GmbH 01522 265 7366 vonDungen-Frank@rudolf-fritz.de

Wittmer, Richard

Schmitt & Sohn 0621 5792 800 @schmitt-aufzuege.de

Breitenbach, Andrea

Schmitt & Sohn 0621 5792 8083 a.breitenbach@schmitt-aufzuege.de

Fauss, Erich

700 CONS 0631 536 6547

Erich.fauss.de@us.af.mil

Franklin, Kelly

700 CONS 0631 536 8085

Kelly.franklin@us.af.mil

Lindauer, Sascha

786 CES 06371 47 4879

sascha.lindauer.de@us.af.mil