Preproposal_Conference_Minutes.pdf

PREPROPOSAL CONFERENCE MINUTES

AIR TERMINAL AND GROUND HANDLING SERVICES, ISRAEL

HTC711-12-R-R014

30 Apr 13

A pre-proposal conference was held at Ramstein AB, Germany on 30 Apr 13. A list of attendees is attached.

I opened the conference by welcoming everyone and introducing Government employees, along with identifying their role in the acquisition. I explained that the purpose of the conference was to provide a brief overview of the solicitation and Performance Work Statement (PWS). This is an informal conference and the government representatives will entertain any questions in reference to this procurement. However, the government is here to clarify, not to change, the request for proposal. Any changes will be provided in a forthcoming amendment. I notified everyone that I was recording the conference for the purpose of providing accurate minutes.

I passed out question forms and asked that any questions be written down and submitted at the end of the conference. Questions may be submitted at any time however due to the time required to research a question and provide an answer via an amendment, questions received less than 14 calendar days prior to the due date of offers, may not be answered.

I reviewed the following areas of the solicitation, asking attendees to ensure they read and carefully followed the format described in the RFP under the Instructions for Preparation of

Proposals (Page 33 of 54, Paragraph 3).

1. Proposals are due: Wednesday, 15 May 13 – 1:00 p.m. CDST time, Scott AFB IL

Send proposals to the address in paragraph 1 of the RFP Cover letter. Electronic

Proposals (includes fax or email) will not be accepted. Submit in sufficient time to reach our office by the deadline. I explained that if delivering the proposal by mail, it must be received on base by deadline in order to be accepted.

a. A question was asked regarding the use of a courier for proposal delivery, concerning courier ability to access the installation. I explained that couriers such as FedEx and

UPS do have access to the installation and that proposals delivered by the deadline via courier will be accepted. Offerors should obtain receipt of delivery reflecting the date/time the proposal was delivered, in order to document successful delivery.

2. One amendment (0001 dated 17 Apr 13) has been issued. When issued, offers must acknowledge receipt by signing and returning or by acknowledging receipt in your offer.

3. Completed Past Performance surveys are due to Tamara Schuette at Scott AFB IL NLT 8

May 13. This is only the surveys – not the Contract Information Sheets required in Part

II, Page 35.

4. The following clauses were discussed

a. FAR 52.232-33 – Electronic funds transfer (WAWF)/System for Award

Management (SAM) registration. Joint ventures must be registered as such in SAM, not as separate entities.

i. A question was asked regarding access to WAWF and SAM. It was explained that the instructions are detailed more in the RFP and that registration details can be found by going to the associated websites.

b. Mission Essential Services (Page 30). This is a new requirement to develop a plan for continuing performance of services during a crisis. Plan must be submitted with your proposal (Part IV). The Continuation of Mission Essential Services Plan is not an evaluation factor for award purposes.

5. Instructions to Offerors (page 32)

a. Period of acceptance of offers – offeror agrees to hold prices in its offer firm for 60 calendar days

b. Government intends to evaluate offers and award without discussions – offeror’s initial offer should contain the offeror’s best terms - Government reserves the right to conduct discussions

c. The Government intends to award one contract.

i. Proposal Preparation Instructions (Page 33) - Submit 1 binder with parts 1-4.

Also explained multiple binders are unnecessary, please only send 1.

ii. Part I – Price Proposal/contract documentation, the required information is listed on Page 34.

1. Provide Cover page with contact info for individuals who can obligate/negotiate.

2. SF 1449 - Be sure to complete block 12 – if no discount, list Net 30. If left blank we will have to come back to you for the information.

3. This is a Firm Fixed-price contract:

a. CLIN structure: 0001 – Reimbursable for cost of travel and per diem for contractor personnel to attend familiarization training at Ramstein AB, Germany. We have already included a Not To Exceed Price, no need to complete a price for this CLIN.

b. 1001 - Monthly price for service – please ensure that the extended amount

(unit x unit price = extended price) is exact and not rounded up. The extensions need to be exact or we will have to contact you for correction.

c. 0002 – Reimbursable for repair, we have already included a NTE Price, no need to complete a price for this CLIN. Funds can be added if necessary.

4. Reps and Certs –on pages 38-53 of the RFP. These can be done manually or on line via ORCA, not necessary to do both.

iii. Part II – Past performance (Page 34) – Surveys may be submitted for 1 to 4 of your most relevant contracts. Information must be current (within the last 5 years from the date of issuance of this solicitation). Page 37, paragraph d. of the RFP was read aloud to detail how past performance relevancy will be evaluated.

1. Surveys – you should fill out Section A, General Information, before sending to your Points of Contact. They are responsible for filling out Sections B-D and returning to our office. Surveys, once completed, are considered source selection sensitive and shall not be released to you, the offeror. Surveys shall be sent directly back to the Government. If more than 4 surveys are received, the government will only evaluate the first 4 that are received. I added that offerors should follow-up before the deadline for receipt of other agencies’ past performance information to ensure they have sent the surveys, as many times we never receive the surveys back. It was also stressed that offerors should ensure good contact information for past performance is provided, and that

PWS or pertinent parts should be included with the surveys.

2. Joint Ventures or subcontractors performing major or critical portions of the work – provide complete information including which portion of the work each party will be performing. I explained that the Government will review past performance with an eye to what each party is specifically accomplishing.

3. Subcontractor consent – include letter from subcontractors consenting to release of their past performance information to you, the prime contractor.

4. For Joint Ventures or Subcontractors performing major aspects of the requirement, there is a restriction on the number of past performance surveys for each party.

a. 1-2 surveys for each partner; If more than 2 surveys are received, the

Government will only evaluate the first 2 received.

5. For each past performance survey you expect to be submitted, complete a

Contract Information Sheet (RFP Attachment 3) and submit with your proposal.

6. Part III – page 35 Technical. This part was read aloud to highlight the details of pass/fail evaluation in the area of technical, and explaining the different ways of obtaining the Israel Airport Authority (IAA) concession. It was explained that no other factors will be evaluated if the IAA concession is not passed.

iv. Part IV – Continuation of Mission Essential Services Plan. There is no page limit to this portion. The Government will review only successful offeror’s plan and discuss at post award conference, and while required in the proposal this will not be considered an evaluation factor for award.

6. Best Value Source Selection. The evaluation factors being considered are:

a. Past performance

b. Technical (pass/fail)

c. Price

Past performance will be evaluated on a basis approximately equal to price considerations.

7. Attendees were informed to read and thoroughly understand the proposal evaluation process, located on pages 35 –54 of the RFP.

8. The anticipated award date is on or about 1 Jul 13.

This concluded review of the solicitation, where I again laid out important deadlines for

Government receipt of past performance surveys on 8 May as well as the deadline for submission of proposals on 15 May at 1 PM CDST; all submission due to the contracting office at Scott AFB. Attendees were given an opportunity to write down and submit any questions and a short break was taken prior to Jerry Carnako leading into the Performance Work Statement

(PWS) review.

Mr. Carnako started the review by stating there have been major changes to the performance requirements from the existing contract; one being the removal of electronic data gathering (e.g.

GATES). This will no longer be used due to our inability to provide Common Access Cards to contractor employees for access to Government Computer Systems. Manual processing will now be required.

Paragraphs read/reviewed for emphasis are listed below with comments annotated:

1. Mr. Carnako stated that if there is any question on whether a particular mission is covered under the contract, the contractor should contact the Contracting Officer Representative (COR).

The COR will work with the contractor to determine whether the Government is sponsoring the mission. The Contractor shall sustain a working Maximum on Ground (MOG) capability of one

(1) aircraft. This is a firm fixed price contract with a price for basic monthly service and a price per aircraft type. Appendix A, Definitions, defines the different aircraft types (A-D). Mr.

Carnako reviewed each type aircraft definition emphasizing that an aircraft, for pricing purposes, includes both the arrival and departure (invoiced as one aircraft, not two). A sample of a Type A aircraft would be: An aircraft which requires fuel and servicing; no cargo, passengers which are handled by the Embassy (e.g. contractor not required to manifest), may include handling passenger baggage.

1.1. Air Terminal Operations Center (ATOC)

1.1.1. Need to become familiar with references listed as they include specific performance requirements.

1.1.1.1.

1.1.1.1.1. Embassy will be heavily involved.

1.1.1.3.

1.1.1.4.

1.1.1.5.

1.1.1.6.

1.1.1.6.1.

1.1.1.7. One of the more important elements of the Air Terminal Operations Center. The airlift is planned/scheduled into Tel Aviv based on what’s in the backlog at Ramstein and based on what’s in the backlog at Tel Aviv. Portraying that backlog back to TACC and 721 st so they know what you have on hand is very, very important. If a mission is scheduled but TACC doesn’t see cargo sitting there to pick up, they will probably cancel the mission.

1.1.1.8.

1.1.1.9. Currently there are no explosives or hazmat shipments to Tel Aviv. These procedures are included in case of one-time policy changes. Typically explosives and hazmat go to Ovda.

1.1.1.9.1

1.1.1.9.2.

1.2. Load Planning

1.2.1. You are not accomplishing weight and balance and sequencing/load.

1.2.2.

1.2.3.

1.2.3.1.

1.2.4.

1.3. Aircraft Services.

References include great detail on the processes for recording movement of cargo and mail, cargo processing, special handling, and aircraft loading and unloading.

1.3.2.

1.3.2.1. Ensure you have the proper documentation.

1.3.3.

1.3.4. There is no Contract Line Item Number (CLIN) for reimbursement of storage fees. For any kind of storage that is required, the price should be included in the firm fixed monthly price.

Any associated cost for storing cargo, whether incoming or outgoing, must be included in the fixed price.

1.3.4.1. Work with your customer to limit the amount of cargo in storage.

1.3.4.1.1.

1.3.4.2.

1.3.4.3.

1.3.4.4.

1.3.5.

1.3.5.1.

1.3.5.2.

1.3.5.3.

1.3.5.4.

1.3.5.5.

1.3.5.5.1.

1.3.5.5.1.1.

1.3.5.6.

1.3.5.7. Contact the COR if terminating shipments are not picked up in a reasonable amount of time.

1.3.6.

1.3.6.1.

1.3.6.2. It is important to note that you are still responsible for safeguarding the shipment and keeping it secure.

1.3.6.3.

1.3.7.

1.4. Passenger and Baggage Services.

1.4.2. One of the things you will do most often.

1.4.2.1.

1.4.2.2. These are passengers that are not being met plane-side and must be escorted into the

Terminal.

1.4.2.2.1.

1.4.3.

1.4.3.1.

1.4.3.2. The Government is not aware of any charges for the use of the Masada Lounge however we will research whether there is a charge to the contractor and amend the PWS if necessary.

1.5. Arranged Services. Reference definition of arranged services in Appendix A. Arranged services will not be paid for under this contract.

1.5.1. Only initial servicing is provided for/included in the cost of the contract (reference PWS paragraph 1.10.7). Additional requests for servicing are arranged services and will be paid for by the aircrew.

1.5.2.

1.5.3. Fuel is always an arranged service – not paid for under the contract.

1.5.3.1.

1.5.4.

1.5.5.

1.5.5.1.

1.6. Ovda Air Base, Site Specific Requirements.

1.6.1.

1.6.2.

1.6.2.1.

1.6.3.

1.6.4.

1.6.5. Reimbursable CLIN for Ovda requirements. The contractor will also be reimbursed wages paid to employees incurred during travel time and as a result of aircraft delays. This does not include labor to work the mission which should be included in the firm fixed monthly price.

1.7. Manual Manifest Cargo/Mail and Passenger/Baggage. We will not be using GATES to manifest cargo/mail and passenger/baggage. During initial familiarization training, the

Government will provide training on the manual process.

1.7.1.

1.7.2. You have to have the capability to scan and email documents back to the United States.

1.7.3.

1.8. Records and Reports

1.8.1. Active records will be transitioned from the current contractor to the successful offeror.

1.8.2.

1.8.2.1.

1.8.2.1.1.1.

1.8.2.2. Probably most important report. The Capability Forecasting Office wants to monitor what you are getting so they can schedule the right size airframe in based on what they have sitting at Ramstein and what you have to go out.

1.8.2.9. New reporting requirement added via Amendment 0001.

1.9. Government Furnished Material Handling Equipment and Aerospace Ground Equipment, Operation, Maintenance, and Repair. We expect you to maintain the government-furnished equipment provided in accordance with applicable instructions.

1.9.2.

1.9.2.1.

1.9.3.

1.9.3.1.

1.9.4.1.

1.9.5. Day-to-day maintenance actions are to be covered under the basic monthly service CLIN.

1.9.5.1. Encourage you to work with the COR.

1.9.6.

1.9.6.1.

1.9.7.

1.9.8.

1.10. Aircraft Ground Services

1.10.1.

1.10.2. The Government will review this requirement based on information provided by one of the attendees stating that the airport authority provides marshaling into parking spots.

1.10.3.

1.10.4.

1.10.5.

1.10.6.

1.10.7.

1.11. Transportation

1.11.1.

1.11.2.

1.11.3.

1.11.4.

2. Service Delivery Summary. Represents the most important contract objectives however contractor must comply with all PWS requirements. This is the general outline of what the

Government will use to develop its Quality Assurance Program.

3. Government furnished materials, equipment, and training.

3.1. Required inventory

3.2. Required inventory (initial and annual thereafter)

3.2.1.

3.3. At the post award conference the Government will sit down with the successful contractor and discuss training requirements.

3.3.1.

3.3.2.

3.3.3.

3.3.5.

4. General Information. It is important to note that if the PWS does not list/identify materials, equipment, or training as government furnished then there is no expectation that the Government is going to provide.

4.1.

4.1.3.1.

4.1.4.

4.2. Hours of Operation

4.3. Training

4.3.1.

4.3.1.1.

4.3.2.

4.4. Safety

4.4.2.

4.4.2.1.

4.5. Security

4.5.1.

4.6. Quality Programs

4.6.1. The Government will have its own quality assurance plan to ensure we receive services requested.

4.7. Publications and Forms

4.7.1.

4.8. Insurance

4.9. Phase-In/Out. The incumbent contractor is responsible for the transition of GFM/GFE to the successor Contractor.

4.10.

Appendix A – already discussed arranged services, and types of aircraft.

Appendix B

Appendix C-1

Appendix C-2

Appendix C-3. The charge for office space shall be included in the basic monthly service price.

The charge for communications (fax, phone, internet) is a reimbursable item.

Appendix D, Workload Data. Last paragraph regarding four off-site inspections is in reference to PWS paragraph 1.1.1.9.2.).

This concluded the review of the PWS. Attendees were reminded that no technical proposal other than proof of an Israeli Airport Authority concession (as specified in the RFP) is required.

For past performance, offerors are only required to submit the Contract Information Sheets. No past performance narrative is requested/required and if submitted will be removed from the proposals and not evaluated.

Attendees were asked to turn in any questions written during the conference. A revised PWS with all changes will be provided via amendment to the solicitation and will be posted to

FedBizOps along with any Questions and Answers and minutes of this meeting as soon as practicable. All changes to the PWS will be annotated with a line in the right hand margin. A line may indicate new wording, revised wording, paragraph renumbering, or deletion of wording.

This concluded our conference. There were no further questions. I thanked the attendees for their interest in this solicitation. I reiterated that nothing said at the conference constitutes a change to the solicitation. Changes will be formally provided via a solicitation amendment.

Meeting was concluded and the attendees were escorted off the base.

//signed//

JAMES E. THOMPSON III, Capt USAF

Administrative Contracting Officer

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ATGHS ISRAEL

RFP HTC7!1-12-R-R014

30 APR 13

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