Site_Visit_Minutes.pdf

Meeting Minutes

700th Contracting Squadron Page 1 of 2

Kapaun Air Station, Germany

TITLE: Solicitation FA5613-18-R-0007, Preventive Maintenance with Safety Inspections, and Repairs of Overhead and Automatic Opening Doors in the Kaiserslautern Military Community (KMC)

PLACE: 786 CES Ramstein Air Base, Germany

DATE/TIME: 22 May 2018, 0900 hrs.

In accordance with (IAW) the solicitation, a site visit was conducted by the 700th Contracting Squadron/PKA 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:

Mr. Markus Neumalm, TPF Sevices Mr. Jan Pfeil, TPF Sevices Mr. Erdogan Kara, Elektro Kara GmbH Mr. Baha Kara, Elektro Kara GmbH Mr. Frank von Dungen, Company- Rudolf Fritz Mr. Mario Zäuner, Company- Kleine u. Zäuner Torservice GmbH Mr. Christoph Rippel, Company- Kleine u. Zäuner Torservice GmbH SSgt Richard Sparkman, Contracting Officer Representative (COR), 786 CES/CEOES Mr. Michel Lorenc, Contracting Officer Representative (COR), 786 CES/CEOES Mr. Ulrike Mueller, Contracting Officer Representative (COR), 786 CES/CEOES Ms. Christiane Metzger, Contracting Officer Representative (COR), 786 CES/CEOES Ms. Annette Henn, Contracting Officer Representative (COR), 786 CES/CEOES SSgt Jasmine Karingithi, Contract Specialist 700 CONS/PKA Mr. Marion R. Neal, Contracting Officer, 700 CONS/PKA

2. The purpose of the site visit was to show the prospective offerors different types of doors that will require service under this contract, to discuss the requirement, and to answer questions.

3. While touring the various locations, no official questions were asked. All attendees were taken to view a fire protection door at the entrance to the KMCC, an automatic opening door at Chili’s in the KMCC, automatic opening doors at the entrance to lodging in the KMCC, an automatic opening door at Building 2340, and a fire protection door and a fast door at Building 2127.

4. During the Pre-Proposal Conference the following question was answered:

Q. Is ISO required under this contract?

A. No, ISO is not required. An ISO certificate will not substitute for a Quality Control

Plan.

Meeting Minutes

700th Contracting Squadron Page 2 of 2

Kapaun Air Station, Germany

5. All attendees were instructed to submit any questions to SSgt Jasmine Karingithi at jasmine.karingithi@us.af.mil or Mr. Ray Neal at marion.neal@us.af.mil.

6. The slides discussed during the pre-proposal conference will be uploaded to the FBO website

(https://www.fbo.gov).

The site visit & pre-proposal conference concluded at 11:20.

Addendum: Offerors are required to submit proof of a "Befähigte Person" with their offer.

The PWS Para 1.1 will be amended to include the following verbiage:

The contractor is required to provide proof that personnel performing manitenance, safety inspections, and repairs under this contract are qualified/certified to perform such work (Sachkundiger/Befähigte Person für kraftgetätigte Fenster, Türen und Tore and "Sachkundebescheinigung für Befähigte Person für Feuerschutzabschlüssen (Brandschutztüren)).

Attachments:

1. Pre-proposal Conference Slides

2. Record of Attendance mailto:jasmine.karingithi@us.af.mil mailto:marion.neal@us.af.mil https://www.fbo.gov/

U.S. Air Forces in Europe

22 May 2018

Pre-Proposal Conference

FA5613-18-R-0007

Maintenance and Repair of

Overhead and Automatic Opening Doors at Ramstein Air Base

Government Personnel

786 CES/CEOES

Ms. Annette Henn- COR

700 CONS/LGCA

Marion R. Neal – Contracting Officer Jasmine Karingithi– Contract Specialist

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/PKA)

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 Please turn off cell phones

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 Instruction to Offerors Evaluation Factors Award Process Offeror Registration Requirements

Solicitation Documents

Combined Synopsis/Solicitation FA5613-18-R-0007 List of Documents:

Combined Synopsis/Solicitation Document Attachment 1, Pricing Schedule Attachment 2, Performance Work Statement (PWS) Attachment 3, Applicable Clauses and Provisions Attachment 4, Technical Capability Questionnaire Attachment 5, EMS Flyer

Period of Performance

Base Period: 01 Oct 2018 – 31 May 2019

1st Option Period: 01 Jun 2019 – 31 May 2020

2nd Option Period: 01 Jun 2020 – 31 May 2021

3rd Option Period: 01 Jun 2021 – 31 May 2022

4th Option Period: 01 Jun 2022 – 31 May 2023

Instructions to Offerors

Attachment 3, Applicable Clauses and Provisions The offeror shall submit documentation as follows:

1. Price

2. Technical Capability

a. Past Experience

b. Quality Control Plan

3. Craftsman Cards (Handwerkskarte)

Instructions to Offerors, cont’d

1. Price:

Completed Attachment 1, Pricing Schedule:

Offerors shall insert the unit and extended price for each Contract Line Item Number (CLIN) , in the base period, and all corresponding CLINs in the option periods.

Offerors shall insert the totals for the base and all option periods, and the grand total as required in the pricing schedule.

*** Total amounts requested for each period and the overall grand total amount shall be inclusive the amounts for Parts for Repair***

Only EURO currency offers will be accepted.

2. Technical Capability:

Past Experience:

Evidence of at least 1 year of contract performance during the previous 3 years from the issuance date of the solicitation, where the offerors are/were responsible for:

Performing maintenance services in Germany on power driven windows, doors, and gates as defined in BGR 232, same or similar to the workload data identified in the PWS.

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

Similar in Scope: The work must have been maintenance and repair of Overhead and Automatic Opening Doors

Similar in Magnitude: Services similar to the workload described in the PWS must have been performed for a minimum of 12 months (one year) within the past three years from the date of release of the solicitation.

- Technical Capability Questionnaire, Attachment 4:

- Offerors to fill out sections A. and B.

- Offerors to ensure that the Technical Capability Questionnaire is submitted with the proposal.

Quality Control Plan Shall ensure that services are performed in accordance with the PWS and commercial practices.

Shall implement procedures to identify, prevent, and ensure non-recurrence of defective services At a minimum, shall have quality control procedures addressing the areas identified in the PWS.

3. Craftsman Cards (Handwerkskarte) Metal Construction (Metallbau) or Electrical Engineering (Elektrotechnik) or Precision Engineering (Feinwerkmechanik) or Acceptance of any other craft is dependent on the evidence of past experience.

Offerors who fail to submit a craftsman card are not eligible for award, regardless of price, and technical evaluation IAW FAR 52.212-2, Evaluation

– Commercial Items.

Evaluation Factors

Attachment 3, Applicable Clauses and Provisions

FACTOR 1 – Technical Capability

FACTOR 2 – Price

Evaluation Factors, cont’d

Factor 1 – Technical Capability:

RATING: “Acceptable” or “Unacceptable”

Subfactor 1: Past Experience

Subfactor 2: Quality Control Plan

Subfactor 1: Past Experience:

Evidence of at least 1 year of contract performance during the previous 3 years from the issuance date of the solicitation, where the offerors are/were responsible for:

Performing maintenance services in Germany on power driven windows, doors, and gates as defined in BGR 232, same or similar to the workload data identified in the PWS.

Subfactor 2: Quality Control Plan Addresses adequately that services are performed in accordance with the PWS and commercial practices.

Addresses how procedures will be implemented to identify, prevent, and ensure non-recurrence of defective services Addresses as a minimum, quality control procedures in the areas identified in the PWS.

Factor 2 – Price (Attachment 1, Pricing Schedule) Evaluated on the GRAND TOTAL price resulting from the total amounts of all CLINs X001* through X007, for the base period and all option periods.

Inclusive of the prefilled CLINs 0007, 1007, 2007, 3007 and 4007 for replacement parts

Only EURO currency offers will be accepted.

*CLIN 0001 is intentionally omitted on the pricing schedule. The annual preventive maintenance and safety inspections will be performed before this contract begins.

Award Process

Contract award will be made to the lowest priced, technically acceptable offeror.

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

(2) TECHNICAL/PAST EXPERIENCE

- Evaluation beginning with the lowest price offerors.

- All proposals will be evaluated.

The lowest priced responsible offeror determined to be technically acceptable will be selected for award.

OPTIONS –

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

Discussions may be held at any point during the evaluation. The Government reserves the right to award without discussions.

Offeror Registration Requirements

DUNS

NCAGE

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

Remember: Include your Company Name, DUNS and CAGE/NCAGE code in your proposal. The proposal must be signed and dated.

PROPOSALS SHOULD STATE THEY ARE VALID FOR

AT LEAST 90 DAYS FROM THE DATE OF SUBMISSION.

https://www.sam.gov/

Summary

Offer due date is 11 June 2018, 14:00 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, paragraph (2)(i)(B). (B).

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

Summary, cont’d

Offerors shall provide the following with the proposal:

1. Completed Pricing Schedule

2. Evidence of Technical Capability

3. Craftsman Cards (Handwerkskarte)

Remember: Include your Company Name, DUNS and CAGE/NCAGE code in your proposal. The proposal must be signed and dated.

PROPOSALS SHOULD STATE THEY ARE VALID FOR AT

LEAST 90 DAYS FROM THE DATE OF SUBMISSION.

QUESTIONS?