MEETING MINUTES.doc

MEETING MINUTES

Pre-Proposal Conference

Mailroom and ASRS Operations

HQ0028-09-R-0014

1.

The pre-proposal conference for solicitation HQ0028-09-R-0014 was conducted at 9:30 AM on 18 Feb 2009 at the DIMOC-Riverside Conference Room, Riverside, CA Leila Miller, contract specialist for the acquisition, made opening remarks. She advised attendees that any remarks or explanations made at the conference are not intended to quality the terms and conditions of the solicitation. Any changes or clarifications need to be made will be done by amendment to the solicitation.

2.

The following Government team were in attendance during the pre-proposal conference:

Lee Nemnich – DIMOC Project Manager

Louise Burgess - DIMOC

Nina Silva - DIMOC

Rose Casto – DIMOC

Leila Miller – DMA Contract Specialist

3.

In referring to the agenda, Ms. Miller informed the attendees to limit their questions to brief, non-complicated questions, and that any questions that are more detailed in nature need to be submitted in writing. She also reminded the attendees that the proposals due date will be 2:00 PM (PST), 6 March 2009, and that if the proposal has to be hand carried it must be handed between 8:00 and 2:00 PM (PST). In order to be eligible for contract award, the successful offeror has to be registered in the Central Contractor Registration (CCR) by the time of award. Ms. Miller also mentioned that whoever will be the successful offeror, a pre-con meeting may be sooner than 30 days from the time the contract is awarded. She also informed the offerors that they must strictly follow the format for proposal submission as indicated in the Addendum to 52.212-1 (Proposal Submission Format); there will be no deviations allowed to the format specifically the price proposal (SF 1449). The offerors must use SF 1449 for their price proposal. Offerors unable to follow the proposal submission format may be rejected. Offerors are only to submit the number copies required as indicated in the solicitation and in two several parts only (price proposal and technical proposal); no loose documents will be allowed in the submission of proposal. Ms. Miller also mentioned that if Amendment is issued to solicitation, the prospective offeror must acknowledge the amendment by signing the amendment form (SF 30) to be submitted with the proposals. The floor was then turned over to Mr. Lee Nemnich, DIMOC Project Manager.

4.

Mr. Nemnich introduced the other members of the Government team who were present for the conference and then gave an overview of the Defense Imagery Management Operations Center and a brief history of the current requirement. Mr. Nemnich also mentioned that the current requirement is being performed by a multi-tasks service contract that was consolidated into one contract.

5.

After the overview, a question and answer session followed:

Question: Does the mailroom serve other facilities besides this one?

Answer: The mailroom serves only this facility.

Question: How are supplies handled?

Answer: There is a line item. The contractor requests the authorization to purchase supplies. There is Government approval. The contractor bills against the line item for reimbursement.

Question: How is overtime handled?

Answer: There is a line item. The contractor requests overtime for as many hours that are needed and at what wage rate. There is Government approval. The contractor bills against the line item for reimbursement.

Question: Does the current CBA expire Oct 09?

Answer: Yes. That is still valid as verified by the DoD Labor Advisor.

Question: In the highlighted area of the CBA wage determination guide, are those all the employees that will be under this contract covered on that one?

Answer: No. The current contract we have is a consolidation of multi-tasks, and the mailroom and storage are two of the tasks. So, basically, those are the categories of employees working on the current contract.

Question: How long has the CBA been in effect?

Answer: The organization went contract in 1983; that’s when the CBA went into effect.

Question: What other organizations are covered by the CBA?

Answer: Just this facility.

Question: What is the value of the incumbent?

Answer: That’s difficult to provide, because it’s a multi-service, multi-task contract.

Question: So we’re bidding on only one portion of the current contract?

Answer: Yes.

Question: How often is the mail picked up?

Answer: Once a day; we have multiple carriers. The mail comes in once a day.

Question: Are employees cross-trained in the two areas—the mailroom and the ASRS?

Answer: That’s up to the individual contractor to cross-train their employees.

5.

Towards the end of the conference, Ms. Miller informed the attendees that written questions, if any, must be submitted not later than 10 business days before the closing date of the solicitation in order to get a response; otherwise if written questions are submitted after the 10 business days has elapsed the Government may not be able to respond to contractor’s questions, and the Government is not liable for any unresolved questions that may delay the contractor in submitting their proposal. Ms. Miller also stated that the meeting minutes, list of attendees, questions and answers, and any amendment to the solicitation will be posted on the FedBizOps website.

LEILA S. MILLER

Contract Specialist