MFR_-_PPC_and_SV_Meeting_Minutes_-_14_May_2015.pdf

14 May 2015

MEMORANDUM FOR RECORD

SUBJECT: Meeting Minutes – Pre-Proposal Conference and Site Visit

REFERENCES: 1) Re-Roof West Half of DMEA Building 1, Statement of Work No. 15-5C2

2) Solicitation No. HQ0727-15-R-0008

1. The subject Pre-Proposal Conference convened at the Defense Microelectronics Activity (DMEA), Building 1, located at 4234 54th Street, McClellan, CA, 95652-2100, on 12 May 2015.

2. The Conference was scheduled to begin at 1400 (2:00 p.m.) to discuss the referenced requirement and solicitation contents. In order to allow for security processing of attendees, the Conference began at 1405 (2:05 p.m.).

3. The following were in attendance:

Company Name Attendee Name Duro-Last Michael Krug MCM Roofing Company Martin Jenkins MCM Roofing Company William Komar RMC Construction & Roofing Collin Dalgarn Southwest Construction Samuel Avitia Sika Corporation Roofing (Sarnafil) Bob Baccala Sierra Single Ply, Inc. Jeff Allison Cool Roofing Systems, Inc. Alfonso Lopez DMEA, MEDA Scott Ryan DMEA, MEEC Nickie Cruthirds

4. The Contract Specialist (CS), Ms. Cruthirds, opened the Conference by inviting the attendees to introduce themselves.

5. The Contracting Officer’s Technical Representative (COTR), Mr. Ryan, provided a briefing regarding safety and security for the facility, in case an emergency occurred while visitors were on-site.

6. The CS synopsized the contents of the FedBizOpps Posting, including an overview of the procurement requirement, the solicitation terms, evaluation criteria, and proposal submittal requirements.

DEFENSE MICROELECTRONICS ACTIVITY

4234 54TH STREET

MCCLELLAN, CALIFORNIA 95652-2100

a. The CS explained proper price proposal generation, including how Offerors must provide prices on SF 1442 pages 3 and 4, that Offerors must provide separate price breakouts for CLINs 0001 and 0002, that the Construction Cost Estimate Breakout (CCEB) is the preferred format, but Contractor forms may be used if all the same information of the CCEB is contained in the Contractor format, and that Offerors must provide a hypothetical estimate for replacing 1,000 square feet of insulation for evaluation purposes of CLIN 0002, in addition to providing unit prices in the CCEB and noting any available price reductions due to quantity buys.

b. The CS explained that the Government will contact past performance references by phone or e-mail to ask general performance-related questions, such as the Contractor’s quality of work, and if the Contractor complied with the work schedule and safety or other regulatory compliances.

c. The CS stressed the importance of providing material specification sheets for all proposed materials, especially if the Offeror is proposing use of product that is equal to the brand name requested in the solicitation.

d. The CS reminded Offerors that all proposal documents are limited to fifty (50) pages.

The CS told Offerors that if they believe this is too restrictive, that they should request in writing that additional pages be allowed and the solicitation may be amended. The CS also pointed out that while there was no font size restriction stated in the solicitation, that Offerors should be cautioned that information that cannot be read by the naked eye cannot be evaluated.

7. The CS highlighted important procurement dates and submittal instructions, as posted in the solicitation:

a. Requests for Information (RFIs) are due from Offerors not later than 1500 (3:00 p.m.)

PST, Thursday, 14 May 2015.

i. Submit by e-mail to the CS and COTR.

b. Government response to RFIs is expected to be provided by 1500 (3:00 p.m.) PST on Tuesday, 19 May 2015.

i. All questions and answers will be compiled and provided by e-mail to those that submitted questions, as well as being posted on FBO.

c. Proposals are due by 0900 (9:00 a.m.) PST, Tuesday, 26 May 2015 (the day after Labor Day).

i. Proposals may be submitted to the CS by e-mail (preferred method) or mail, at the addresses listed in the solicitation Instructions to Offerors.

8. The CS asked if there were any questions regarding the solicitation terms, evaluation criteria, proposal submittal requirements, or any of the attachments; no questions were asked.

9. The CS reiterated from the solicitation that the Successful Offeror / Contractor should expect to meet all contract requirements, including:

a. Electronic invoice submittal through WAWF.

b. Provide payment certification IAW FAR 52.232-5, Payments Under Fixed-Price

Construction Contracts, if requesting partial payments.

c. Complete Contractor labor hour reporting through eCMRA.

d. Adhere to security processes (all employees must be US Citizens).

10. One attendee asked if all employees would be required to submit to the same inspections that they endured in attending the meeting (bringing a passport, leaving cell phones at the front gate going through a metal detector) upon entering the facility.

11. The COTR informed attendees that, once a Contractor is selected for award, the company must submit a list of employees that will be working on the project two (2) weeks prior to beginning work on-site. All employees will have a Department of Justice background check performed and will be fingerprinted at DMEA before being allowed to begin work on-site. Once the background check is approved, employees will be issued a temporary badge that they must pick up and drop off daily at the lobby security desk. Employees are required to leave cell phones outside the building, or at the security desk, and will go through the metal detector when entering the facility. Work trucks and tools will be inspected at the center lot security gate before being allowed into the complex.

12. The CS asked if there were any additional questions regarding the solicitation, Statement of Work, or any of the solicitation attachments, as already posted on FBO, that could be answered before proceeding to the site visit; none were asked.

13. The CS gave the following rules of engagement for the site visit:

a. Please stay within line of sight of the CS or COTR.

b. Please write down all questions to submit as stated in the solicitation.

c. No photos may be taken of the roof.

d. No coring samples may be taken.

14. The Pre-Proposal Conference adjourned for the site visit.

15. At the site visit, attendees were escorted to the roof to view the location of work to be performed so that they could inspect the existing site conditions, equipment in place on top of the roof, and area surrounding the roof. Attendees were allowed to take measurements of the site.

16. The site visit adjourned at approximately 1500 (3:00 p.m.).

17. Attendees returned to the conference room.

18. The CS asked again if there were any additional questions regarding the solicitation, Statement of Work, or any of the solicitation attachments, as already posted on FBO, that could be answered before adjourning; none were asked.

19. The Pre-Proposal Conference and Site Visit adjourned and all attendees departed at 1506 (3:06 p.m.).

NICKIE CRUTHIRDS

Contract Specialist

Enclosure:

Pre-Proposal Conference / Project Site Visit Sign-In Sheet – 1 page

NAME (PRINT)

DEFENSE MICROELECTRONICS ACTIVITY

4234 54TH STREET

MCCLELLAN, CALIFORNIA 95652-2100

MEETING SIGN-IN SIIEET

Pre-Proposal Conference / Project Site Visit

Re-Roof West Half of Defense Microelectronics Activity (DMEA) Building 1

Solicitation No. HQ0727-15-R-0008 / SOW No. l5-5C2 12May 2015 - 1400 (2:00 p.m.)

ATTENDEES

COMPANY / OF'F'ICE SYMBOL PHONE NUMBER

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