Preproposal Conference Talking Paper - Cannon AFB.pdf

Talking Paper

PRE-PROPOSAL CONFERENCE

Solicitation FA8773-11-R-0029

Cannon AFB, NM

DATE: 18 July 2011

TIME: 0900 - 11:30

LOCATION: Bldg 551, Rm 138

Cannon AFB, NM

Type of

Meeting: INFORMATIONAL

Briefer: Kirsten Hawley, Contract Specialist, (405) 734-9788

38 CEG/PKL

4079 Hilltop Rd

Tinker AFB, OK 73145-2713

Email: kirsten.hawley@tinker.af.mil AND

38CEG.pkl.acq@tinker.af.mil

Correspondence Subject Line: Cannon AFB

Attendees: SEE SIGN-IN LIST, ATTACHED

Agenda: Monday, 18 July 2011

Arrive at Visitors Center, 0900

Meeting, 0930-1130

Site Visit 1130-1230

Dismissal for the day

(Agenda is subject to change)

Introduction/

Welcome: Explain administrative procedures

Opportunity to visit the installation and areas to be maintained

Questions: All questions must be submitted electronically (via e-mail) by close of business on 20 July 2011 to Ms. Kirsten Hawley

(kirsten.hawley@tinker.af.mil) AND 38CEG.pkl.acq@tinker.af.mil (This mailbox will be monitored for this purpose only). Correspondence Subject Line:

Cannon AFB. Questions and Answers will be posted publically on www.fbo.gov.

mailto:kirsten.hawley@tinker.af.mil mailto:38CEG.pkl.acq@tinker.af.mil mailto:kirsten.hawley@tinker.af.mil http://www.fbo.gov/

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.

Note – Amendment 1 to the solicitation (FA8773-11-R-0029) is forthcoming. This amendment will contain minor administrative changes to

Section L-1. And, will contain minor administrative changes to Section M-

1, as well as, provide clarification on Factor 2, Relevancy Evaluation and

Factor 3, Price Evaluation.

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 into the PWS IAW FAR

Subpart 37.6, Performance Based Contracting.

Standard Form 33, block 9, offer is due 1:00 PM CST on 2 August 2011 to

38 Cyberspace Engineering Group (CEG)/PKL, 4079 Hilltop Rd, Tinker

AFB OK 73145-2713.

Changes from previous years: RFP/Contracts were commercial, now back to non-commercial due to policy change. Effect: different front page, different clause numbers (some cases), back to Uniform Contract Format.

Section A – Solicitation/Contract Form

Contract Minimum & Maximum (A-1 & A-2)

FAR 16.504 (a)(1) “The contract must require the Government to order and the contractor to furnish at least a stated minimum quantity of supplies or services. In addition, if ordered, the contractor must furnish any additional quantities, not to exceed the stated maximum. The contracting officer should establish a reasonable maximum quantity based on market research, trends on recent contracts for similar supplies or services, survey of potential users, or any other rational basis”

Section B - Supplies/Services and Prices

This solicitation was written 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 period and all option periods.

Option periods can be identified by changes in CLIN/SLIN numbering as follows:

CLIN 0XXX = Base Period

CLIN 1XXX = Option Period 1

CLIN 2XXX = Option Period 2

CLIN 3XXX = Option Period 3

CLIN 4XXX = Option Period 4

Time and Material CLINs have been removed from the solicitation and

Performance Work Statement (PWS).

Section F - Delivery Information (please note base period is from 1 October

2011 through 30 September 2012 followed by four one year option periods):

Base Period 01 Oct 2011 – 30 Sep 2012

Option Period 1 01 Oct 2012 – 30 Sep 2013

Option Period 2 01 Oct 2013 – 30 Sep 2014

Option Period 3 01 Oct 2014 – 30 Sep 2015

Option Period 4 01 Oct 2015 – 30 Sep 2016

Section I – Contract Clauses:

FAR 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.

FAR 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.

FAR Clause 52.249-14 Excuseable Delays

Except for defaults of subcontractors at any tier, the Contractor shall not be in default because of any failure to perform this contract under its terms if the failure arises from causes beyond the control and without the fault or negligence of the Contractor.

(1) acts of God or of the public enemy,

(2) acts of the Government in either its sovereign or contractual capacity,

(3) fires,

(4) floods,

(5) epidemics,

(6) quarantine restrictions,

(7) strikes,

(8) freight embargoes, and

(9) unusually severe weather.

Section K – Representations, Certifications and Other Statements of

Offerors

Please review DFARS clause 252.204-7007. 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

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

The Government will evaluate proposals using a performance price trade-off (PPT) 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 http://orca.bpn.gov/ http://farsite.hill.af.mil/ best proposal to ensure the contract 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

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.

Attachment 1 – Pricing Table

This will result in a single award ID/IQ contract. Quantities are estimates representing the Government’s good faith projections. The government reserves the right to exceed estimated quantities to meet mission requirements.

st Tab (Summary Sheet), entry of unit prices for O&M, Other Services, and CDRL A001 – prices for CLINs x004 through x008 are automatically carried forward from the other worksheets (tabs).

Formulas are in place for Special Projects (x009). Ensure no blank cells or N/A, None, etc are used. Do not change formulas – could result in non-responsive proposal and elimination.

Remaining

Tabs - Unit prices required for every Product Identification

(PID) in the Base Year and all option years. Look for the Dark Yellow highlighted cells; they generally indicate where prices are required.

Contractors may escalate prices as they wish. There is no longer an escalation table/formula within the Pricing Table. Pay close attention to this – this is a Firm Fixed Price (FFP) contract, so when prices go up, there is no price adjustment for this contract.

ENSURE that prices reflect mixed rates for DBA/SCA work where the offeror believes such is necessary based upon their technical solution.

There are 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.

Attachment 2 – Performance Work Statement (PWS)

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

Section 1 – Description of Services overview & Scope. O&M of System

(BTS) 24 hours per day, 7 days per week. Overtime premiums are not paid through the contract. However, contractors are responsible for paying employees according to the applicable labor law. Offerors should factor those costs within the prices proposed. Most work will be during normal duty hours, but there may be times when the contractor is required to stay beyond or work weekends to meet mission requirements.

Section 1.3 covers operation and maintenance responsibilities and is directly related to the price proposed for the same.

O&M (monthly maintenance) does not include work orders for pre-priced contract line items. Those will be accomplished IAW PWS section 1.4 to include relocates and removals. Note that cable outages/cuts can be confusing. Cut cables are considered an outage, covered by section 1.3 O&M. That is the contractor will provide response, troubleshooting and emergency splicing to bring the affected cable back into service. Final cable repair, however, is covered by

Section 1.4 work orders.

Work Center Records – Contractor shall develop and maintain work center records IAW PWS Section 1.3.14. These records shall remain on site and be readily available for review by the Contracting Officer’s

Representative (COR) and CA and other personnel (authorized in writing by the CO).

Section 1.4 covers work orders. Read and understand the process of issuing work orders and the difference between tasks performed under

O&M instead of work orders.

Please note – Section 1.4 has been reduced due to move language to

EIPS. PWS is a description of services to be performed and we felt some of the language in 1.4 originally was more definition/specifications for guidance for performance.

DBA work orders require additional steps. Ensure you understand the law and the process for accomplishing these efforts.

DBA is important to understand as you will need to ensure your accounting system adequately supports segregation of expenses and hours.

Special projects are Firm Fixed Price (FFP) negotiated requirements.

They must be in scope. See PWS 1.5. The CO will request a proposal from the Contractor for special projects. 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 the scope of the contract. Special projects will not cumulatively total more than 25% of the total price of CLINs X004-

X008 for the Base Period and all Option Periods.

Note: PWS section 1.5 details all items to be included in contractor proposals (i.e. identifying CLIN/PID items, direct and indirect costs, etc.) please review.

Appendix 5.2 Items to be maintained by the contractor – This section identifies the items, equipment, material, and facilities to be maintained by the contractor under monthly maintenance and is updated annually by the contractor to include changes occurring as a result of the work order process. Everything listed in 5.2 is contractor’s responsibility. If equipment/items are not listed in 5.2, then the contractor is not responsible.

Appendix 5.3 covers glossary and acronyms. Don’t use your own definitions, use the ones provided. If you don’t understand any – submit the questions to Ms. Kirsten Hawley in writing via e-mail by 20 July

2011. (kirsten.hawley@tinker.af.mil AND mailto:kirsten.hawley@tinker.af.mil

38CEG.pkl.acq@tinker.af.mil). Correspondence Subject Line: Cannon

AFB.

Appendix 5.4 – VSS support information. Covers everything under

Appendix 5.2.3.

Appendix 5.5 – Applicable documents. Make sure you read and understand all guidance in relation to this contract. Understand this list is not all inclusive.

Appendix 5.6 – GPS. Make sure you read and understand.

Attachment 3 – Equipment and Installation Performance Specification

(EIPS)

Defines and provides contractor guidance and instruction related to the purchase and installation of items under this contract. The EIPS contains critical information (full description of job) necessary to properly price the various items on the Pricing Table. Failure to read and understand the EIPS may result in unrealistic, unreasonable, or unbalanced pricing and failure to receive an award.

Attachment 4 & 5 SCA WD/DBA GD

Applicable wage determinations are attached to this solicitation and resulting contract. The wage determinations attached to the solicitation were current as of the solicitation release date.

The Contractor is the responsible party when determining the appropriate labor category for contract tasks and paying the appropriate prevailing wage to their employees. If a need exists for an additional labor category/wage classification, it is the Contractor’s responsibility to file an SF-1444 and follow the Department of Labor (DOL) conformance process outlined in FAR Clause 52.222-6.

Exhibit A – Contract Data Requirement List (CDRL) A001

This CDRL is an USAF manpower reporting requirement. There will be two CDRL submissions in the base period and one submission per year thereafter.

QASP

This is a living document that will be revised thru the course of the contract. Not incorporated as an attachment, but explains team member roles and responsibilities during the course of the contract. Important to contractors, because it explains assessment methods used by the COR.

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 (Talking Paper)

2. Copy of Briefing Slides

3. List of Attendees

Site Visit: Visit areas to be maintained.

http://fbo.gov/