Attachment 1 - Annapolis Preproposal Conf Agendas.pdf

HDEC03-12-R-0006 AMEND 01

Attachment 01

CONTRACTING PRE-PROPOSAL CONFERENCE AGENDA

HDEC03-12-R-9006

Joint Commissary and Navy Exchange, Annapolis, MD 11 July 2012

9:00 am

INTRODUCTION

A Kimberly Nichols, HQ DeCA Contract Administrator B. Mickey McCartney, HQ DeCA, Program Manager

GENERAL

Attendance Register – Please ensure you sign in on one of the attendance rosters being circulated.

We ask that all questions raised during these proceedings be written down and emailed to kimberly.nichols @deca.mil . The written questions aid us in being able to evaluate and provide a written response to the question. The deadline for the submission of questions is EOD 18 July 12. The questions and answers will be included in an amendment. However, if there is a conflict between a verbal answer received today and a written answer provided by amendment, the written answer prevails.

I will provide information you need for submitting your proposal; Mr.

McCartney will go through technical portions of the project with assistance from The Jenkins Group. At the conclusion of Mr. McCartney presentation we will entertain any questions then adjourn to the project site.

THE SOLICITATION

1. The magnitude of construction for this project is between $25,000,000 and $100,000,000.

2. Section B. There is one bid schedule for this project (AKA Schedule B). This bid schedule consists of nine CLIN’s Commissary Construction, Commissary Site Work, Commissary Equipment, Commissary Décor, LEED Certification Commissary, Building Construction Navy Exchange, Site Work Navy Exchange, LEED Certification Navy Exchange, and Garden Center Option mailto:stephen.peterson@deca.mil

Navy Exchange (see Pages 3 - 7 of the solicitation document) all of which will be awarded as a single contract.

We ask that you be very careful to get the proper work in the proper line item. This is very important- Please ensure that each line item adds up to the total amount and that the money is apportioned correctly. If there is doubt as to whether it should be construction or equipment, please reflect the cost in equipment

Any taxes, permits etc are the contractor’s responsibility. It is your responsibility to identify the tax laws and permitting requirements in this state. If you are required to pay any sort of permits or taxes i.e., state, local, county, city, federal or local these should be included in your total proposal price. Your price must include all costs associated to perform this project. We will not entertain these costs as a separate charge later.

3. Offerors are reminded to submit their best and complete proposal the first time around as we anticipate award without discussions. The date and time set for receipt of offers is 2:00 P.M., 01 August 12 at 2250 Foulois Street, Suite 3, Bldg 8400, Lackland AFB TX 78236-1007. At this time we do not anticipate any extensions for the closing date of proposals and again, we anticipate award without discussions.

4. Proposals received after the time and date specified on the solicitation will be considered late and unacceptable. Proposals should be submitted to ensure they will arrive prior to the closing time and date at Block 13.A. of the SF1442. This also includes any and all proposals sent via express mail services.

5. Minutes of this meeting will be posted in an amendment and will be available via FedBizOpps. Today’s Attendance Register will be included in the amendment. Its contents will include the Minutes of this meeting and Questions and Answers

6. All offerors should read the RFP carefully and thoroughly and submit any questions in writing to Kimberly Nichols no later than EOD 18 July 12.

7. The acceptance period for this solicitation is 120 days.

NOTE: Maryland Department of Environment approval of the Storm Water Drainage and Erosion Control Plans are critical. NTP can not be issued for this project until MDE approval is obtained. Also, MDE will require a designated inspector that is MDE Green Card certified.

8. Section K: Section K should be submitted with your price proposal.

Check and double check that each block is appropriately marked.

9. Offerors are reminded that they must be registered in the Central Contractor Registry to be awarded a contract with the government. Lack of registration will make you ineligible for award.

11. Offerors must submit their Bid Bonds with their proposals to be eligible for award. The bid bond shall be submitted based on the total amount of your proposal; however, after award Performance and Payment Bonds will be required. Performance and payments bonds must be received and approved prior to issuance of the Notice-To-Proceed.

12. Amendments can be acknowledged by filling in Block 19 of SF 1442, or by signing and returning each amendment with your proposal.

13. Required clauses in this contract include:

Davis Bacon Act Buy American Act, NAFTA, Free Trade Agreements

Miller Act – Bid, Performance and Payment Bonds Value Engineering (55/45 split)

Liquidated Damages in the sum of $2461.00 will be assessed for each day of delay. (Section I page 17 of 45)

Payments Under Fixed Price Construction Contracts – For the Commissary portion of the contract, payments are made through Wide Area Workflow based on percentage of work completed as designated by the government’s technical inspector. It is not our policy to pay for stored material or material not yet installed/completed.

For the Exchange portion of the contract, manual payment instructions will be provided in the contract.

Also – the Prompt Payment for Construction Contracts – Monthly progress payments payment should be made within 14 days after receipt of a proper invoice; 30 days for final invoice.

15. Section L, Atch 4 entitled Instructions to Offerors - Proposal

Preparation Addendum to FAR 52.215-1. This section tells you what you need to know regarding preparation and submission of your proposal. Please follow the instructions very closely and carefully.

To be considered, a complete proposal package must be received not later than the date and time specified. Fax or e-mail proposal packages will not be considered.

This Section provides instructions for submission of the Preliminary Summary Project Schedule, Project Organizational Chart, Personnel Qualification Narratives, Resumes, Past Experience and Management Plan and this Section requires submission of the following documents:

SF 1442 – Original and 1 copy Bid Bond – Original and 1 copy Schedule B (Price Proposal) – Original and 1 copy Technical Proposal – Original and 3 copies Past Performance - Original and 3 copies

This list may not be inclusive of all required documents, please comply, in full, with the Section L of the solicitation to ensure your proposal package is complete.

Section M, Atch 5 entitled Evaluation Factors For Award

This section addresses and defines the acceptable and unacceptable ratings for your technical proposals and past performance. This Section contains 3 pages consisting of Technical Evaluation and Past Performance evaluation factors. These factors reflect the minimum standards required to receive acceptable ratings. You must receive an acceptable rating for every factor to be considered for award.

Note Page 2 Section M – Unknown shall be considered acceptable

A select number of the lowest priced proposals will be provided to the Technical and Past Performance evaluation panels for them to determine acceptability. The number of proposals selected will be dependent on the total number and quality of proposals received. If an acceptable proposal is not found in the first group submitted, then more proposals will be forwarded.

Based on this process, some of the proposals may not be evaluated beyond the price ranking stage. Note: The technical and past performance evaluation panels may be the same personnel

Award decision will be made on an all or none basis to the Lowest Price Technically Acceptable offer. This will represent an integrated assessment of the evaluated offerors considering price, technical, and past performance.

One last thing: Don’t forget

SF 1442

Bid Bond Representations and Certifications Price Proposal Technical Proposal Past Performance

TECHNICAL TEAM REMARKS

Mickey McCartney Edward Snoble

QUESTIONS

SITE VISIT

NEW COMMISSARY AND NAVY EXCHANGE

NSA ANNAPOLIS MD

PROJECT MANAGER PRE-PROPOSAL CONFERENCE AGENDA

11 JULY 2012

1. General Overview – DeCA Project Manager, Mickey McCartney, DeCA Design and

Construction Division, San Antonio TX

a. Attendance Sign-in Sheet.

b. The project is to Construct a new, approximately 51,000 SF Commissary and approximately 98,000 SF Navy Exchange, including all associated site work, parking, and utilities, at NSA Annapolis MD.

c. The project is a joint project between the Defense Commissary Agency

(DeCA) and the Navy Exchange Service Command (NEXCOM), with DeCA the lead agency for Contracting.

d. The project will be LEED Silver Certified and has already been registered with

USGBC. Specific responsibilities related to LEED are identified in Specification Section 01115 SUSTAINABLE DESIGN REQUIREMENTS.

e. Period of Performance – Not to exceed 607 calendar days

f. Comply with all host Installation requirements with regard to safety, security, permits, etc.

g. It is very important for prices to strictly comply with the Schedule B Contract

Line Items:

1) CLIN0001 – Commissary Building Construction

2) CLIN0002 – Site Work – Commissary

3) CLIN0003 – Commissary Equipment

4) CLIN0004 – Commissary Décor

5) CLIN0005 – LEED Certification Commissary

6) CLIN0006 – Navy Exchange Building Construction

7) CLIN0007 – Site Work Navy Exchange

8) CLIN0008 – LEED Certification Navy Exchange

9) CLIN0009 – Navy Exchange Garden Center – Option Item 10)

h. There will be two full time Inspectors on-site, one for the Commissary and one for the Navy Exchange.

i. Contracting Officer is John Bandy.

j. Contract Specialist is Kim Nichols.

k. Deviations from the Bid documents will not be allowed prior to award. Do not indicate deviations in your bid proposal. All Offers will be evaluated based on strict compliance with the Bid documents.

l. Submit all questions in writing to Mr. Bandy and Ms. Nichols by not later than the time and date designated in the solicitation, including any amendments.

Only questions submitted in writing to Mr. Bandy and Ms. Nichols will be officially answered.

m. Any contractors wishing to visit the site can do so by coordinating directly with

Dave Holtzman of NSA Annapolis Public Works Department, office tel: 410- 293-1297, cell: 443-871-2769.

2. NEXCOM Representatives:

a. Alan Groffman

b. Demetrios Malefakis

3. Installation Issues

4. Review of Bid Documents by Design A-E.

a. Site Overview

b. MDE approval process.

c. Building Overview

d. New UFC requirements are not applicable to this project because it was designed prior to issuance of the new criteria and is exempted.

5. Questions and Answers.

6. Tour of the Project Site.

11 JUL 2012

DESIGN PRE-PROPOSAL CONFERENCE AGENDA

New Commissary & Navy Exchange NSA Annapolis, Maryland

MEETING PRESENTATION AND DISCUSSION NOTES

The project is a New Commissary of approximately 51,000 SF and Navy Exchange of approximately 98,000 SF (exact areas indicated in drawings).

Brief overview of Commissary & Navy Exchange facilities, including description of general construction requirements for both facilities.

Construction Classification: Type IIB Unprotected Non-Combustible, Unlimited Area Building

Exterior wall construction consists of 4” face brick, air space, 3” rigid cavity insulation, water resistive coating, and 12” CMU.

Roof System is a 60 mil white single-ply Thermoplastic Membrane Roofing (TPO) with membrane underlayment, on R-30 rigid insulation, on steel roof deck, on structural steel roof framing that is sloped at ¼” per foot minimum to interior roof drains. Project design was completed prior to issuance of UFC 3-110-03 ROOFING (01 MAY 2012) and is exempt from new requirements (i.e., 1/2” per foot roof slope, no TPO, and 90 mil white EPDM roofing membrane).

Project design was also completed prior to issuance of UFC 4-010-01 DoD MINIMUM ANTITERRORISM STANDARDS FOR BUILDINGS (09 FEB 2012) and is exempt from new requirements (i.e., new vestibule blast resistant configuration).

Do not deviate from that shown and indicated in the Contract Documents. Compliance with functional and operational layout indicated in mandatory.

This project has been registered with the United States Green Building Council (USGBC) and is attempting LEED Silver Certification using LEED version 2009 for New Construction Rating System. The Project is attempting 53 Credits. A minimum of 50 Credits are required to achieve LEED Silver Certification. A Government LEED Coordinator will work with the Government, Contractor, and Government Commissioning Agent to achieve this Goal. Refer to Specification Section 01115 SUSTAINABLE DESIGN REQUIREMENTS for additional information Project Team Responsibilities.

Discuss Installation Access Requirements and Work Restrictions identified in Section 01140 WORK RESTRICTIONS, including submission of Form I-9 “Employment Eligibility Verification”.

Some minor corrections to the drawings and specifications will be included in an upcoming Amendment. These are all minor coordination items and will be clearly identified in the Amendment.

END OF PRESENTATION AND DISCUSSION NOTES