Minutes from PrePro Conf.pdf

PRE-PROPOSAL CONFERENCE / SITE VISIT MINUTES

AERIAL DELIVERY SERVICES

HTC711-12-R-R001

Dyess-9 Jan / Lewis-McChord-11 Jan / Ft Bragg-17 Jan / Charleston-19 Jan

Pre-proposal conferences and site visits for the Aerial Delivery Services solicitation were held at Dyess (9 Jan 12), Lewis-McChord (11 Jan 12), Ft Bragg (17 Jan 12), and

Charleston (19 Jan 12).

9 Jan, Dyess:

Joyce Pavlak opened the conference at Dyess by welcoming attendees. Attendees introduced themselves (a complete list of attendees at all conferences is attached).

Ms. Pavlak stated pre-proposal conferences and site visits would be held at the other three sites during the next 10 days. Even though services are similar at each location, there are some unique requirements at each location and, therefore, there are separate

Performance Work Statements (PWS) for each site.

Ms. Pavlak informed everyone the conference is informal and attendees may ask questions at any point. Attendees were provided forms to record their questions; and were reminded that all questions, whether they were asked during the meeting or not, need to be written on the forms provided and turned in at the end of the conference. If we are able to answer questions during the conference, we will do so. If questions require additional research, we will provide the answer at a later date. It was noted that anything said or questions answered during the conferences do not change the solicitation as it is currently written; and the official answers to all questions will be posted to FedBizOpps.

If any changes to the solicitation are required, they will be made via an amendment to the solicitation. Any required amendments, all answers to questions, and a record of the conferences will be provided by posting the information to FedBizOpps.

Key Areas of the Solicitation

Next, Ms Pavlak reminded all attendees that it is the offeror’s responsibility to read and fully understand the entire solicitation. Highlights of the solicitation will be covered during the conferences, but it is critical for offeror’s to fully read the entire solicitation to ensure a clear understanding of all requirements before submitting an offer. Also, please ensure you read and carefully follow the proposal preparation instructions in Section L.

-- The RFP was posted to FedBizOpps on 28 Dec 2011. This acquisition is full and open competition. Three questions have been received and answered. One question and answer was posted to FedBizOpps on 3 Jan 2012. Two additional questions and answers were posted on 5 Jan 2012. No amendments have been issued.

-- Proposals must be received at Scott AFB IL in TCAQ-R by 10:00 a.m. local time on 6

Feb 12 (the time for receipt will be changed to the afternoon of 6 Feb at the request of one of the potential offerors in attendance). Proposals may be submitted via U.S. Postal

Service or Express delivery. No electronic, facsimile, or E-mail offers will be accepted.

Please submit your questions as early as possible and prepare your proposals in a timely manner so they are received by the deadline. Submit your proposals to the TCAQ-R address included in the RFP cover letter.

-- The term of the contract is a base period of 2 months; 1 Aug through 30 Sep 12. The two-month base period is only for contractor employees to attend rigger training. There is a potential for 4 option years, with performance beginning on 1 Oct 12 and continuing through 30 Sep 16. One contract will be awarded for performance at all four sites.

-- Proposal Preparation. Please follow the proposal preparation instructions under

Section L.

-- Technical proposals are limited to a total of 10 pages. If more than 10 pages are received, they will be removed and not considered.

-- Past Performance Surveys for other efforts performed are due by close of business on 30 Jan 12. Past performance information from the offeror may be submitted with proposals.

-- It is the offeror’s responsibility to disseminate the Past Performance Surveys and the Transmittal Letter found at Attachment 9 of the RFP to Points of Contact (POCs) for the most relevant efforts performed within the last three years from the date of issuance of this solicitation.

-- Offerors may submit up to six surveys (single offeror).

-- For joint ventures and subcontractor relationships, offerors need to provide complete information on the arrangement, including specific details on which requirements of the PWS each party will be performing.

-- Joint ventures and subcontractor relationships have additional criteria as outlined on pages 44 and 45 for the submission of past performance surveys (1-3 for each party).

-- As stated in the solicitation, if more than the stated number of surveys are received, we will only evaluate the first 6 (or 3) that are received.

-- Additionally, undated information or information that is over three years old will not be considered.

-- A word copy of the survey is posted to FedBizOpps for ease in completing.

-- Offerors should accurately and completely fill out Section A of the survey before forwarding to their POCs. Once the surveys are filled out they become source selection sensitive and should be submitted directly to TCAQ-R. They should not be returned to the offeror.

--Vendors should follow-up with their POCs, prior to the deadline for receipt of the Past Performance surveys, to ensure the surveys were submitted.

-- SF 33 – Ensure you double check your offer before submitting it to ensure all applicable blocks on the SF 33 are complete, all requirements under the representations and certifications are filled in, and your math calculations on the B-pages are correct

(quantity x unit price = amount). We frequently see rounding errors that we have to ask to be corrected after we receive offers.

Prices are to be included on pages 2 through 19. There are separate line items for each location. The training and maintenance/repair line items are reimbursable and will be priced by the Government. As indicated in the solicitation, these line items will be priced the same for each offer. Offerors are only required to price the Basic Monthly Service line items.

-- Wage Determinations – There are separate wage determinations included for each location (attachments 5 through 8 of the solicitation). The contractor must comply with the minimum wages for each location. If a revised wage determination is issued during the year, it will be incorporated at the time we exercise the next option period.

Please note Charleston is covered by a Collective Bargaining Agreement (CBA). FAR

Clause 52.222-43, Fair Labor Standards Act and Service Act - Price Adjustment

(Multiple Year and Option), paragraph b, states: “The Contractor warrants that the prices in this contract do not include any allowance for any contingency to cover increased costs for which adjustment is provided under this clause.” Therefore, your proposed price should not include amounts for known or projected increases in wage rates, fringe benefits, or allowable accompanying costs that may become effective after the base period of the contract. This specifically requires exclusion of any CBA increases scheduled to become effective after the end of the base period. Requests for wage adjustments based on increased hourly wages will be negotiated after options are exercised.

-- WAWF – The successful contractor must submit all invoices electronically using

Wide-Area Workflow (WAWF) (reference DFARS 252.232-7003 and page 26 of the solicitation).

-- Source Selection – This will be a Best Value Source Selection. The selection will be an integrated assessment based on four evaluation factors: Factor 1 – Past Performance;

Factor 2 – Staffing; Factor 3 – Implementation; and Factor 4 – Price. Factors 1, 2, & 3

(Past Performance, Staffing, & Implementation) are of equal importance and when combined are significantly more important than Factor 4, price considerations.

-- Award Date – We anticipate award on or about 2 Jul 12 with a two-month base period to allow for rigger training and actual performance starting on 1 Oct 12.

-- Government Training – The Government will provide on-site familiarization training during the first 30 days of the contract period. During this period, the contractor is fully responsible for all requirements in the PWS. The PWSs do not currently state this, but will be amended to add the language.

Common Access Cards (CACs). All employees are required to have a CAC. To obtain a

CAC, individuals must have either a secret clearance or favorable National Agency

Check with Written Inquiries (NACI). NACI paperwork must be on SF85 and FD258

(fingerprint card). It is extremely important to complete all information on the form and be completely honest. If not, it could delay the process or result in an unfavorable determination. This paperwork needs to be started as early as possible as there are long lead times for Office of Personnel Management.

Review of PWS – Ron Smith covered key areas of the Dyess PWS. However, as stated earlier, it is the offeror’s responsibility to fully read and understand all aspects of the

PWS. The following are the paragraphs Mr. Smith addressed. Unless additional comments are included, Mr. Smith read the language directly from the PWS.

1.

1.1.

1.1.1.

1.1.3.

1.2

1.3.

1.4.

1.5.

1.6.

1.7.

1.8.

1.9.

1.10.

1.11.

1.12.

1.13.

1.14.

1.15.

1.15.1.

1.15.2.

2.

3.1

3.2.

3.3.

3.4.

3.4.1. This paragraph will be revised to indicate the contractor is fully responsible for performance of the work during the 30-day familiarization training.

3.5.

4.

4.1.

4.2.

4.3.

4.4.

4.5.

4.6.

4.7.

4.8.

Appendix A Mr. Smith pointed out the definition of “weekend,” which is “A consecutive

Saturday and Sunday. NOTE: If the last day of a month is on Saturday and the first day of the next month is on Sunday, scheduling training on either or both days counts as the weekend worked for both months.”

Appendix B

Appendix C-1

Appendix C-2

Appendix C-3

Appendix D Mr. Smith indicated Appendix D will be revised to delete the sentence regarding estimated annual workload; and the table will be updated to include additional historical workload data.

Appendix E Mr. Smith indicated Appendix E will be updated to add Antelope as a drop zone and the first note will be changed.

After Mr. Smith’s review of the PWS, questions were collected.

Tour of Government-Furnished Facilities – Mr. Adolfo Gutierrez (Contracting Officer

Representative) provided a tour of the facilities.

Wrap-Up. After the tour, we returned to the conference room to provide attendees an opportunity to ask any additional questions. This concluded the pre-proposal conference at Dyess.

11 Jan, McChord:

The pre-proposal conference and site visit for McChord was held on 11 Jan 12. Ms.

Pavlak started the conference by introducing new attendees and providing forms to record questions. Ms. Pavlak stated the solicitation information she covered in Dyess remains the same, therefore, it will not be reviewed again unless attendees have specific questions. Any questions asked by attendees are included in the record of questions and answers posted to FedBizOpps.

Review of PWS – Ron Smith covered key areas of the McChord PWS. The following are the paragraphs Mr. Smith addressed. Unless additional comments are included, Mr.

Smith read the language directly from the PWS.

1.1.1.

1.1.2.

1.4.

1.4.1.

1.4.2.

1.5.

1.6.

1.8.

1.10.1.

2.

3.1.

3.2.

3.3.

3.4.

3.4.1. This paragraph will be revised to indicate the contractor is fully responsible for performance of the work during the 30-day familiarization training.

3.5.

4.

4.2.

4.2.4.1. This paragraph will be revised to provide more specific information.

Appendix A

Appendix B

Appendix C-1

Appendix C-2 Mr. Smith pointed out that the items identified with a “$” will be provided, but not repair or replaced should they become damaged or inoperable.

Appendix C-3

Appendix D Mr. Smith indicated Appendix D will be revised to delete the sentence regarding estimated annual workload; and the table will be updated to include additional historical workload data.

Appendix E This appendix will be revised to provide more specific information regarding Rodeo events.

Tour of Government-Furnished Facilities – Mr. Kevin Gagnon (Contracting Officer at McChord.

17 Jan, Ft Bragg:

The pre-proposal conference and site visit for Ft Bragg was held on 17 Jan 12. Ms.

questions. Ms. Pavlak stated the solicitation information she covered in Dyess remains the same, therefore, it will not be reviewed again unless attendees have specific questions. Any questions asked are included in the record of questions and answers posted to FedBizOpps.

Review of PWS – Ron Smith covered key areas of the Ft Bragg PWS. The following are the paragraphs Mr. Smith addressed. Unless additional comments are included, Mr.

1.1.1.

1.1.3.

1.2.

1.3.

1.3.1.

1.4.

1.4.1.1.

1.5.

1.6.

1.6.3.

1.6.3.1.

1.6.3.2.

1.6.3.3.

1.6.5.1.

1.7.

1.8.1.

1.9.

1.9.1.

1.10.

2.

3.1.

3.1.2.

3.2.

3.3.

3.4.

3.4.1. This paragraph will be revised to indicate the contractor is fully responsible for performance of the work during the 30-day familiarization training.

3.4.1.

3.5.

4.

4.1.

4.2.

4.2.1.

4.2.3.

4.3.

4.4.

4.5.

4.5.1.

4.5.1.1.

4.5.10.

4.5.10.1

4.7.

Appendix A

Appendix B

Appendix C-1

Appendix C-2

Appendix C-3

Appendix D Mr. Smith indicated Appendix D will be revised to delete the sentence regarding estimated annual workload; and the table will be updated to include additional historical workload data.

Appendix E

Tour of Government-Furnished Facilities – MSgt Jonathan Baber (Contracting Officer at Ft Bragg.

19 Jan, Charleston:

The pre-proposal conference and site visit for Charleston was held on 19 Jan 12. Ms.

questions. Ms. Pavlak stated the solicitation information she covered in Dyess remains the same, therefore, it will not be reviewed again unless attendees have specific questions. Any questions asked are included in the record of questions and answers posted to FedBizOpps.

Review of PWS – Ron Smith covered key areas of the Charleston PWS. The following are the paragraphs Mr. Smith addressed. Unless additional comments are included, Mr.

1.2.

1.2.4.

1.3.

1.3.1.

1.5.

1.5.1.

1.5.2.

1.6.

1.6.1.

1.6.3.

1.6.3.1.

1.6.3.2.

2.

3.1.

3.2.

3.3.

3.4.1.

3.4.2.

3.5.

4.

4.2.

4.3.

4.4.

4.5.

Appendix B

Appendix C-1

Appendix C-2

Appendix C-3 This appendix will be revised to add room 178.

Appendix D Mr. Smith indicated Appendix D will be revised to delete the sentence regarding estimated annual workload; and the table will be updated to include additional historical workload data.

Appendix E Mr. Smith indicated Appendix E will be revised to delete the Shaw AFB drop zones.

Tour of Government-Furnished Facilities – Mr. Kevin Fitchko (Contracting Officer at Charleston.