CSD_PBL_Preproposal_Conference_Meeting_Minutes.pdf

Constant Speed Drive Performance-Based Logistics Pre-proposal Conference Meeting Minutes

Meeting Subject: Constant Speed Drive (CSD) Performance-Based Logistics (PBL) Pre-proposal

Conference

Location: Rose State Professional Training Center 1720 Hudiburg Drive Midwest City, OK 73110

Date: Tuesday , 17 Feb 2016

Time: 0800 - 1145 hrs

Prepared By:

Purpose Pre-proposal Conference

Contractor Attendees

Name Company Phone

Molly Buckley AAI Textron Systems (443)610-7448

Geoffrey A Camp AAI Textron Systems (904)302-4291

John Greenfield AAI Textron Systems (410)678-5297

Anaizat Hereim AAI Textron Systems (904)521-0989

Mark Hitch AAI Textron Systems (443)682-2851

Jim Moye AAI Textron Systems (410)628-8756

David Franklin Aero Precision (925)784-4144

Colin Lambert Aero Precision (973)722-0029

Tony Schwarz Aero Precision (925)354-9960

Clark Hurrell HPI (314)323-7429

Billie J Hardin Moog (405)202-4540

Government Attendees

Name Organization Phone

Courtney Clark OC-ALC/OBPB (405)739-5050

Wimberly Fresia AFSC/PZAAC (405)736-3657

Van Garmon AFSC/PZCAB (405)734-3815

Bruce Gidding AFSC/PZAAC (405)736-2727

Marcie Gonzales 429 SCMS/GUMB (405)622-7346

Jill Graham AFSC/PZCAB (405)734-3815

Yvonne Hillmon 552 CMMXS (405)736-7581

April Howie 422 SCMS (405)582-5405

Russell Keene 429 SCMS/GUMB (405)622-7326

Joseph McGraw CTR 429 SCMS/GUMB (405)734-3338

Stan McKinney 429 SCMS/GUMB (405)734-4301

Eric Schroeder 429 SCMS/GUMB (405)734-3630

Art Steinhofer DLA/AVA (405)734-0110

Harold Taylor (Harry) AFSC/ PZAAC (405)739-9439

Eddie Vargas 429 SCMS/GUMB (405)622-7354

Angela Weaver 76 CMXG (405)582-4794

Robert Wright 429 SCMS/GUMB (405)622-7339

*John R Johnson DLA/ Richmond

*Participated via teleconference

CONFERENCE START (09:05 CST)

Pre-proposal Conference Notes

Mr. Schroeder welcomed everyone and gave a brief overview of the day’s agenda.

Mr. Harold Taylor informed the attendees the Request for Proposal (RFP) was released and there will not be any more informal communication on the Constant Speed Drive PBL. All questions are to be in writing to the Procuring

Contracting Officer (PCO).

Mr. Schroeder introduced the CSD team and announced Mr. Harold Taylor, Air Force (AF) PCO will no longer be the

PCO, but Mr. Bruce Giddings will be taking over. There was an open phone line for call-ins and Mr. J Johnson from

Defense Logistics Agency (DLA) Richmond joined the meeting.

Mr. Giddings, AF PCO presented Government Disclaimer.

Mr. Schroeder gave an overview of the PBL.

Mr. Giddings stated, United Technologies Aerospace Systems (UTAS) will support engineering and technical services, but will not be providing parts pricing support. UTAS had informed the PCO they have provided a letter to this effect to the interested parties. Mr. Giddings provided an example of the letter.

Mr. Schroeder reviewed the Statement of Work (SOW) and explained in Phase 1 the transition is 24 months. First

90 days from award is for start-up, and then is the Requisitioning Objective (RO) ramp-up with incremental RO requirements. Phase 2 is sustainment, the full support of 85% RO sustainment requirement. The price decrements are listed in the RFP. Phase 3 is the exit phase and the government has implemented an opt-out methodology.

There is a clause which states the contractor is responsible for any unfilled RO. The Government will be compensated by the contractor. The contractor will submit a written request to cannibalize. Also, the contractor is encouraged to identify and fix Technical Orders (TO’s) by submitting suggestions and changes.

Mr. Schroeder emphasized the Foreign Military Sales (FMS) requirements are priced for repair only. The PBL battle-rhythm, RO is constantly changing and will be provided 30 days prior, approximate 150 units out-put.

Mr. Giddings explained the expected contract type: 10 year Firm-Fixed-Price, Non-Commercial, Requirements contract. He gave a brief description of the Contract Line Item Number (CLIN) structure and Source Selection criteria. It will be awarded based on best value and technical assessment is a Pass/ Fail. Assessment will include past performance and price. Past performance will be more important than price.

Mr. Schroeder reviewed each of the Technical Evaluations: Factors, Subfactors and Elements.

Mr. Giddings addressed the Past Performance Evaluation including range of confidence ratings.

Mr. Giddings addressed the Price Evaluation including methodology for the determination Total Evaluated Price and the elements of reasonableness, realism and balance. Attention was called to the required Pricing Matrix and its relation to Section B of the RFP schedule.

Mr. Schroeder talked about the Tech Data Package provided because it has resulted in a number of questions. The government will keep a small percentage of supply in case the project falls apart requiring us to return to organic support.

Mr. Wright provided an explanation of CSD Material List posted in FedBizOps. The list provided everything in Bill of

Materials (BOM) and everything in the Industrial Prime Vendor (IPV) consumption data. U6800 are considered over and above parts ordered by the shop. There is a Parts Difference List- this list identifies parts that cognizant engineering had approved for use that are different than what are listed on the BOM.

Mr. Schroeder mentioned there is one kit we provide listed in GFM list, E3 upgrade kit. We will continue to provide it to Maintenance (MX).

Mr. Schroeder explained we don’t anticipate any systems issues between the government and the contractor we can use Scheduling and Kitting Inventory List (SKIL). They government no longer uses SKIL but it may be used for the PBL. Mr. Schroeder identified that Ms. Clark ( courtney.clark@us.af.mil / 405-739-5050) is the POC for coordinating Partnerships.

BREAK (10:05 CST)

DLA teaming opportunity: Mr. Art Steinhofer /DLA explained that an Memorandum of Understanding (MOU) will be needed to use DLA storage and distribution Mr. Steinhofer went on to state that a unique DODAAC would have to be established for shipment purposes. Mr. Schroeder stated that there is over 2,000 sq. ft. currently utilized by

DLA. If a contractor decides to team with DLA, they would pay an additional cost recovery rate for draw down.

Mr. Taylor stated that the contractor must identify within their proposal if they intend to team with DLA. Mr.

Taylor went on to state that teaming with DLA is not considered Small Business. Mr. Taylor reminded all attendees that DODAAC must be established prior to contract award.

Mr. Taylor addressed current reject rates and demands. Mr. Taylor stated part usage data is reflective of current production rejects and that the contractor will not be entitled to equitable adjustments if rejects continue at the current rates. Mr. Schroeder reminded the attendees that the Offeror will be proposing on the “as is” state of government TO’s.

Mr. Taylor addressed the CLIN structure and the Flying Hour rates. Mr. Taylor emphasized FMS and other services work will be accomplished on a transactional, with language allowing 180 days to get CSD sold.

Mr. Bruce Giddings read the Disclaimer and briefing concluded.

CONFERENCE ENDED (11:30 CST)

mailto:courtney.clark@us.af.mil

QUESTIONS & RESPONSES

Q1- Please explain how is the Department of Defense Electronic Mall or (DOD EMALL) price derived for the DLA drawdown?

A1- DLA DOD EMALL prices are established based on cost plus all associated carrying cost.

Q2- For the DLA Industry teaming agreement, what is the square footage (sq. ft.) and number of people that will be included?

A2- The DLA area is over 2000 sq. ft. with approximately 8 -10 employees working in the area. What resources would be provided to the contractor would depend on the specific agreement between the contractor and DLA if you choose to team with DLA. If the contractor does not choose to team with DLA, the PBL contract will provide

800 sq. ft. of space within the current DLA area. If you choose to team with DLA you must indicate this within your proposal additionally this teaming effort does not qualify as Small Business consideration. Contact Mr. Stienhofer

(DLA) for information. (Correction from slide #31), the correct phone number is (405) 734-7110.

Q3- When will the government stop ordering parts?

A3- The Air Force will make the decision when to stop DLA parts ordering. Currently DLA has not put any restrictions on buying until notification is received from the AF.

Q4- Will the drawdown quantities listed on Attachment 1 not increase?

A4- Attachment 1 drawdown quantities will not increase, they are static.

Q5- What assistance can be offered on the Original Equipment Manufacturer (OEM) agreement?

A5- The Air Force does not have any influence on the OEM agreement that is worked out between the offeror and

OEM.

Q6- Can we expect an increase in the proposal page count for the Technical area?

A6- No, the 65 page count identified within the RFP is sufficient.

Q7- Is there a timeline between award and start time to allow the contractor to get set up?

A7- In accordance with the SOW, the contractor is allowed 90 days of non-support for contractor start-up.

Q8- In reference to Section L, If the contractor writes to all of the specific paragraphs elements but does not include all paragraph elements, what happens?

A8- The AF cannot respond to the specifics of what would happen only that the Offeror will be evaluated based on what is written in the Request for Proposal.

Pre-proposal conference charts below.

Please note corrections:

Chart #9 - From 21 months to 24 months

Chart #31- Art Steinhofer phone # from (405)736-7038 to (405)734-0110

Discussion

Action Items and/or Follow Up

Item Task POC Status Estimated Completion Date

AI-1

Mr. Schwarz (Aero Precision) identified a parts kit not listed on Item List. Mr. Wright will follow-up and report back.

Bob Wright