FA8773-10-R-0051 March ARB CA - Preproposal Conference Notes.pdf

PRE-PROPOSAL CONFERENCE

(Taking Paper)

SOLICITATION FA8773-10-R-0051

March ARB, CA

DATE: 23 September 2010

TIME: 09:00 – 14:00

LOCATION: CE Conference Rm, Bldg 2405, 708 Meyers Drive

Type of Meeting: Informational

Welcome/ Introduction:

Briefers / QAP’s

Briefer: Cynthia Dates, Contracting Officer, (405)734-9922

38 CEG/PKL

4079 Hilltop Road Tinker AFB, OK 73145-2713 cynthia.dates@tinker.af.mil

Jackie West, Contract Specialist, (405) 734-9731

38 CEG/PKL

4079 Hilltop Road Tinker AFB, OK 7314502713 jacqueline.west@tinker.af.mil

Attendees: SEE SIGN-IN SHEET

Agenda: Thursday, 23 Sep 10

Meeting, 0900-1130 Lunch 1130-1230 Base Tour 1200-1400 Dismissal for the day

Purpose: Is to ensure incoming personnel understand the contract requirements

Questions: To maintain the integrity of the Preproposal Conference, you should refrain from asking questions. All questions must be submitted electronically (via e-mail) by close of business on 28 Sept 2010 to Jackie West (jacqueline.west@tinker.af.mil)

General Info: • Offerors are reminded that nothing stated, either written or verbal, during the conference shall alter the terms and conditions of the solicitation and specifications.

• Each Offeror is responsible for reading the entire solicitation before submitting their proposal.

Contract Review:

Federal Acquisition Regulation (FAR) Part 15, Non-Commercial Acquisition procedures apply.

This is a Performance Based Service Contract. The intent is for agencies to describe their needs in terms of what is to be achieved, not how it is to be done. These policies have been incorporated in the FAR at Subpart 37.6, Performance Based Contracting.

1. Standard Form 33, block 9, Offer is due 3:00PM CST on 14 Oct 2010 to 38 Cyberspace Engineering Group(CEG)/PKL, 4079 Hilltop Rd, Tinker AFB OK 73145- 2713.

2. Supplies/Services and Prices (P 3-54) This contract was awarded using the Procurement Desktop-Defense (PD2) Standard Procurement System (SPS) contract writing system. Offeror’s are required to provide proposal pricing on the Pricing Table spreadsheet provided as Attachment 1 with the solicitation.

CLIN descriptions remain the same for the base year and all option periods, unless modified.

CLIN numbering is identified as follows:

CLIN 0XXX = Base Year CLIN 1XXX = Option Year 1 CLIN 2XXX = Option Year 2 CLIN 3XXX = Option Year 3 CLIN 4XXX = Option Year 4

3. Inspection and Acceptance Terms (P.55-56) Inspection will be performed at March ARB CA by the assigned Quality Assurance Personnel (QAP).

4. Delivery Information under Section F (P. 60-66).

Base Period 01 Apr 2011 – 30 Sep 2011 Option Period 1 01 Oct 2011 – 30 Sep 2012 Option Period 2 01 Oct 2012 – 30 Sep 2013 Option Period 3 01 Oct 2013 – 30 Sep 2014 Option Period 4 01 Oct 2014 – 30 Sep 2015

5. Clauses

(P 02)A-1. The minimum guarantee for this contract is 2 months of the base year for Operations and Maintenance of the Base Telecommunications System.

A-2. The maximum value for this contract is the total value of the basic period and all exercised options, as modified.

Starting at P. 66 By Reference clauses can be viewed in full text electronically by accessing the following address :

www.farsite.hill.af.mil http://www.farsite.hill.af.mil/�

(P. 78) 52.222-6 through 52.222-11 Davis-Bacon Act Clauses IAW FAR Subpart 22.407 - Contract clauses, the Davis-Bacon Act clauses listed above, are inserted into the solicitation/contract applicable for construction within the United States in excess of $2,000.

Offerors were required to consider the impact of the Davis-Bacon Act when proposing on items on the Pricing Table for installation that may fall under the Act. Davis Bacon Act applies on efforts involving construction, alteration, or repair in excess of $2,000. Some of the Subcontract Line Items (SLIN’s)/Product Identification (PIDs) for installation could be both SCA and DBA applicable depending on the specific work action. The DBA level of effort is adequately defined in the Performance Work Statement (PWS), Appendix 5.2 and the Equipment and Installation Performance Specification (EIPS) of the solicitation. By attaching the DBA wage determination, inserting the appropriate DBA clauses into the solicitation, and clearly identifying the DBA level of effort required; offerors responsibility to evaluate work effort and propose the appropriate labor mix for the level of effort required; offerors are able to identify the appropriate SCA/DBA labor mix. It is the offerors responsibility to evaluate work effort and propose the appropriate labor mix for the level of effort required to perform the services described in the PWS and associated appendixes for the Work Orders (CLINs X004-X008) and price allocations for installation SLINs/PIDs in the Pricing Table. The Government will not assume responsibility for an omission.

In Accordance With (IAW) Federal Acquisition Regulation (FAR) Subpart 22.4 – Labor Standards for Contracts Involving Construction, this subpart implements the statutes which prescribe labor standards requirements for contracts in excess of $2,000 for construction, alteration, or repair, including painting and decorating, of public buildings, and public works.

IAW FAR Subpart 22.401 – Definitions, the definition for “Construction, alteration or repair” means all types of work done on a particular building or work at the site thereof, including without limitation, altering, remodeling, installation on the site of the work.

IAW FAR Subpart 22.402 – Applicability, subparagraph (b) Nonconstruction contract involving some construction work, this subpart states:

(1) The requirements of this subpart apply to construction work to be performed as part of nonconstruction contracts (supply, service, research and development, etc.) if -

(i) The construction work is to be performed on a public building or public work;

(ii) The contract contains specific requirements for a substantial amount of construction work exceeding the monetary threshold for application of the Davis- Bacon Act (the word “substantial” relates to the type and quantity of construction work to be performed and not merely to the total value of construction work as compared to the total value of the contract; and

(iii) The construction work is physically or functionally separate from, and is capable of being performed on a segregated basis from, the other work required by the contract.

IAW Defense Federal Acquisition Regulation Supplement (DFARS) 222.402 - Applicability, subparagraph 222.402-70, Installation support contracts, the following guidance is outlined.

(a) Apply both the Service Contract (SCA) and the Davis-Bacon Act (DBA) to installation support contracts if -

(1) The contract is principally for services but also requires a substantial and segregable amount of construction, alteration, renovation, painting, or repair work; and

(2) The aggregate dollar value of such construction work exceeds or is expected to exceed$2,000.

(b) SCA coverage under the contract. Contract installation support requirements, such as plant operation and installation services (i.e., custodial, snow removal, etc) are subject to the SCA. Apply SCA clauses and minimum wage and fringe benefit requirements to all contract service calls or orders for such maintenance and support work.

(c) DBA coverage under the contract. Contract construction, alteration, renovation, painting, and repair requirements (i.e., roof shingling, building structural repair, paving repairs, etc.) are subject to the DBA. Apply DBA clauses and minimum wage requirements to all contract service calls or orders for construction, alteration, renovation, painting, or repairs to building or other works.

(d) Repair versus maintenance. Some contract work may be characterized as either DBA painting/repairs or SCA maintenance. For example, replacing broken windows, spot painting, or minor patching of a wall could be covered by either the DBA or the SCA. In those instances where a contract service call or order requires construction trade skills (i.e., carpenter, plumber, painter, etc.), but it is unclear whether the work required is SCA maintenance or DBA painting/repairs, apply the following rules –

(1) Individual service calls or orders which will require a total of 32 or more work-hours to perform shall be considered to be repair work subject to the DBA.

(2) Individual service calls or orders which will require less than 32 work-hours to perform shall be considered to be maintenance subject to the SCA.

(3) Painting work of 200 square feet or more to be performed under an individual service call or order shall be considered to be subject to the DBA regardless of the total work-hours required.

(e) The determination of labor standards application shall be made at the time the solicitation is prepared in those cases where requirements can be identified.

Otherwise, the determination shall be made at the time the service call or order is placed against the contract. The service call or order shall identify the labor standards law and contract wage determination which will apply to the work required.

(f) Contracting officer may not avoid application of the DBA by splitting individual tasks between orders or contracts.

IAW FAR Subpart 22.403-1– Davis Bacon Act, the DBA requires that contracts in excess of $2,000 to which the United States or the District of Columbia is a party for the construction, alteration, or repair of public buildings or public works shall contain a clause (see 52.222-6) setting forth that no laborer or mechanic employed directly upon the site of the work shall receive less than the prevailing wage rates as determined by the Secretary of Labor.

Clauses in Full-text:

(P 75)Clause 52.216-18 -- Ordering Any supplies or services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. The ordering period is stated herein from 01 Apr 2011 through 30 Sep 2015.

(P 75)Clause 52.216-19 – Order Limitations – The ordering limitation is based on the combined value of CLIN’s X001 through X011. The Government will be within the limitations, as long as the Government does not exceed the estimated total contract amount as modified.

(P 76)Clause 52.216-22 – Indefinite Quantity – The Government is not bound to order the quantities specified in the Pricing Table, they are estimates only.

Also, if the Government exceeds those quantities in a given contract period, the prices remain constant. It is recommended Offeror’s propose realistic unit prices in the Pricing Table. As the Government reserves the right to order sufficient quantities to meet the actual requirement.

(P 83)Clause 52.222-30 – Davis-Bacon Act – Price Adjustment (none or Separately Specified Method) Offeror’s will not be able to request equitable adjustments for increase in DBA DOL wage decisions for the outyears.

(P 89)Clause 52.222-43 – Fair Labor Standards Act and Service Contract Act

– Price Adjustment At the beginning of each renewal option period and after receipt of the contract modification incorporating the revised SCA wage determination, if warranted, the contractor will be allowed to request an adjustment to the unit price for Monthly Maintenance only.

(P 97 )Clause 52.252-2 Clauses Incorporated by Reference – Any clause incorporated by reference has the same effect as if it were given in full text. The full text of a clause may be accessed electronically at this address:

http://farsite.hill.af.mil

(P. 93) 52.228-5 Insurance Work on a Government Installation – Contractor shall provide and maintain insurance covering its liabilities in accordance with the clause.

(P 105)Section J - List of Documents, Exhibit and Other Attachment Exhibit/Attachement Table of Contents

Attachments: Attachment 1 Pricing Table

1. Offeror’s are required to provide proposal pricing on the Pricing Table spreadhseet provided with the solicitation

2. ID/IQ contract. Quantities are estimates representing the Government’s good faith projections.

3. The government reserves the right to exceed estimated quantities to meet mission requirements.

4. Pricing Table – 1st Tab (Summary Sheet) – Contains unit and extended prices for the Base period through Option Period 4 for the items or services identified by Product Identification (PID) number at worksheets Tabs 2&3. Formulas are in place for Special Projects and Option to Extend Services. Ensure no blank cells or N/A, None, etc. And do not change formulas – could result in non-responsive proposal and elimination.

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5. Pricing Table – 2nd Tab – Worksheet 2 are PID items for Purchase and Installation: Purchase is noted by an “A” and Installation is noted by a “B” on Attachment1, Pricing Table.

6. Pricing Table – 3rd Tab - Worksheet 3 are PID items for Removal and Relocate : Removal is noted by a “C” and Relocate is noted by a “D” on Attachment1, Pricing Table.

ENSURE that prices reflect mixed rates for DBA/SCA work where the offeror believes such is necessary based upon their technical solution. There maybe DBA efforts on this contract. However, there is not a DBA adjustment due to escalation. You should account for escalation in your PID prices. SCA does get an adjustment if it applies during the course of the contract.

The Performance Work Statement (PWS) clearly defines the tasks that are required. It is the government’s responsibility to identify its minimum needs of what is to be done and allow the contractor the flexibility to develop his own work methods and procedures.

Attachment 2 Performance Work Statement (PWS)

1. (P 1)Paragraph 1.1, the contractor shall determine and provide for all personnel, equipment, tools, material, vehicles, supervision and other items and services necessary to perform operations and maintenance of the Base Telecommunication System (BTS) 24 hours per day, 7 days per week.

2. (P 2)Paragraph 1.2.5, the contractor is solely responsbile for ensuring that sufficient personnel are assigned and that all personnel are experienced and qualified to perform the services listed in this PWS.

3. (P 2)Paragraph 1.3, the contractor is responsible to operate and maintain the BTS as described by the maintenance support plan and performed IAW the commercial manufacturer’s recommended procedures, monthly maintenance does not include work orders for pre-priced contract line items. Those will be accomplished under Work Order to include relocates and removals.

4. (P 3)Paragraph 1.3.3, the contractor shall perform Preventive Maintanence Inspection (PMIs) as required on all switching and power systems.

5. (P 7) Paragraph 1.3.12, contractor is required to update work center records within two days after completion of new task or work orders using the locally installed database management system. All records shall be retained and be available for review by the CSO, CO or QAP and other authroized personnel.

6. (P 13) Paragraph 1.4, Work Orders for pre-priced items may be prepared by the QAP or Contractor.

7. (P 14) Paragraph 1.5, Special Projects (CLIN X009 on Pricing Table). Are Firm Fixed Price negotiated requirements. The Government may negotiate a special project into the contract when an effort is needed that is not covered by current line items on the contract. These are one-time efforts that are within scope of the contract.

8. (P 17) Paragraph 2.0 Service Delivery Summary (SDS) – To the full extent practicable the Government has the right to inspect all services called out by the

Service Delivery Summary (SDS). Offerors need to read this entire section and become familiar with the performance objectives.

9. (P19) Paragraph 3.0 Government Furnished Property and Services, Base Support.

10. (P20-21) Paragraph 4.0 General Information – This section addresses some of the areas that go into the Offeror’s Quality Control Plan and Security Plan; local Environmental and Security requirements.

11. (P21)Paragraph 4.4 Overtime. Overtime premiums are not reimbursed by the Government under the terms of the contract as it is included within the prices proposed.

12. Appendix 5.1 Workload Estimates – These estimates are based on previous history and present requirements.

13. Appendix 5.2 Items to be maintained by the contractor – Refer to the Site Specific Appendix. This section identifies the items, equipment, material and facilities to be maintained by the contractor

14. (P A5.2-1) Items depicted at paragraph 5.2.2 are items that do not have Air Force-Provided Logistics Support and will require the contractor to provide replacement parts or to repair the defective items.

under monthly maintenance

15. (P A5.2-3) Items depicted at paragraph 5.2.3 have Air Force Logistics Support and will not require the contractor to provide replacement parts or to repair the defective items.

16. Appendix 5.3 Glossary and Acronyms – Definitions and terms in this appendix are controlling when interpreting the PWS. It also contains terms and acronyms not used in this PWS for reference and/or information.

17. Appendix 5.4 Voice Switching System Sustainment (VS3) – Contractor logistic support for Voice Switching System (VS3) emergency repair and return, maintenance and technical assistance contract for VS3 has been established for those systems identified in PWS 5.2.3.

18. Appendix 5.5 RESERVED.

19. Appendix 5.6 Applicable Documents – The offeror’s are responsible for being aware of the contents of the document and the implementation of the requirements.

Identifies recommended industry guidelines and standards to support daily operation and maintenance of the Switching Systems.

Attachment 3 Equipment and Installation Performance Specification

(EIPS)

This wage determination shows the current wage rates and fringe benefits currently being paid for those SCA occupations identified in this PWS.

Attachment 4 Service Contract Act (SCA) Wage Determination

This wage decision shows current Davis-Bacon wages. Offeror’s need to make sure they use prevailing rates in determining the installation price for items that will be installed under Davis Bacon.

Attachment 5 Davis-Bacon Act (DBA)General Decision

Attachment 6 Contract Data Requirements List (CDRL) Item A001

Attachment 7 Performance Plan

Contract Manpower Reporting (CMR).

The performance plan implements the requirements of the Air Force Instruction (AFI) 63-124, Performance Based Service Acquisition (PBSA), with respect to the Government’s quality assurance requirements. The plan was developed to provide an effective and systematic method to evaluate the Contractor provided services.

Section K – Representations, Certifications and Other Statements of Offerors (P. 106)

Offerors are required to complete Reps and Certs using ORCA (on line) at http://orca.bpn.gov.

Section L – Instructions, Conditions and Notice to Bidders ( P. 113) Some Solicitation Provisions are incorporated by Reference – Any solicitation provision by reference has the same effect as if it were given in full text. The full text of a clause may be accessed electronically at this address: http://farsite.hill.af.mil

L-1 Proposal Preparation Instructions

Offerors shall submit their proposal in accordance with the instructions in Section L to include all data and information required by this solicitation.

Proposals shall be submitted in one binder (multiple copies); various factors identify specific requirements for those areas.

Page limitations are mandatory. Do not exceed them, as excess pages will not be evaluated and will be destroyed.

Remember that L correlates to Section M. Review both to ensure full understanding of submission requirements.

Section M – Evaluation Factors for Award (P. 129) The Government will evaluate proposals using a price performance trade-off basis and the final selection will be based on the best value to the Government.

The Government reserves the right to award without discussions. Best proposal should be submitted up front, as there may be no need to clarify, or otherwise negotiate with Offerors

Offerors should understand, however, that “gold plating” or grossly overstating a requirement may result in elimination from the competitive range, or failure to receive an award. Proposals of this nature DO NOT represent the best value to the government and often result in an unaffordable price. Offerors should seek a balance between offering the best proposal to ensure the contracts requirements are met (as a minimum) and still provide the best overall price. BEST VALUE DOES NOT ALWAYS MEAN LOWEST

PRICED OFFER.

Proposals that are unrealistic in terms of cost or reflect a lack of comprehension of the complexity and risk may be rejected.

Discussion of Factors

Factor 1, Technical http://orca.bpn.gov/� http://farsite.hill.af.mil/�

See individual sub-factor requirements. This is not the place to state how you’ve performed someplace else. This is how you intend meet THIS base’s mission.

Factor 2, Past Performance

This is where you discuss how you’ve performed someplace else. Ensure you adequately convey recent and relevant past performance. The assigned confidence rating is a direct result of demonstration of required experience in Operating and Maintaining the equipment specified in PWS appendix 5.2.

Factor 3, Price

Submittal of prices is only on the Excel spreadsheet attached to the RFP document. Failure to use this specific document or it’s formally changed revision may render your proposal non-responsive. The Government uses electronic and manual tools to verify tampering with formulas contained in the spreadsheet.

See Sections L&M for a full discussion on how to properly propose prices.

ADDITIONALLY, and perhaps one of the most important is to review the PWS, all appendices, and especially the EIPS to ensure your prices are adequately covered. For example, several instances have occurred where an offeror failed to understand that prices for manhole installation include more than just the labor to set the manhole. SEE THE EIPS FOR DESCRIPTIONS of what is included.

Amendments: Any/all changes to the solicitation shall be identified via formal amendment.

Closing: Posting to Federal Business Opportunity – Electronic Posting System (EPS) website http://fbo.gov

1. Copy of Minutes & Agenda

2. List of Attendees

3. Questions & Answers

Base Tour: Visit areas to be maintained. Base Telecommunications Switching System (BTS)

Administrative Questions:

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