Qatar_PreProposal_Minutes_16Apr15.pdf

Qatar S&RTS HTC711-15-R-R016 Preproposal Conference Minutes – 16 Apr 2015

Attended by:

Ocean Carriers International/ Tommy Kelly GSCS/ Linda Woestendiek Black Pearl/ Andre Annish Kanoo/ Gopi Nair SwiftShips/ John Alexander 595th Trans BDE/ Laura Henzy 831st Trans BTN/ CPT Stephen Wright, Fred Artis, Ken Jones, Pradeep Bhandary TCAQ/ Will Henderson (CO), Bill Seamon (CS), Tom Fee (CS)

Mr. Seamon began the meeting with a review of the Power Point slides, following the agenda outline, both attached. Mr. Seamon made special points of emphasis on:

a. Anything stated during the conference will not alter the solicitation. Any changes to the solicitation or requirements are only effective upon amendment to the solicitation.

Amendments will posted on FedBizOps.

b. Questions must be submitted in writing according to format found in attached information sheet and may not be answered prior to RFP closing date if not submitted on time. Answers will be posted to FedBizOps.

c. Technical Approach is limited to 25 pages. Any pages beyond the 25 pages will not be read.

d. Representations and Certifications can be submitted on SAM.gov. Written reps and certs are counted against the page limit of Technical Approach.

e. Government intends to award without discussions. Lowest Price Technically Acceptable proposal evaluation process explained. Offerors should submit their best terms.

f. Price proposal will be in US Dollars ($). Special emphasis on the fact that award and payment will also be in USD.

Mr. Henderson clarified that while the Technical Proposal will be evaluated as acceptable/unacceptable, the Price Proposal will be analyzed for fairness and reasonableness.

Mr. Fee commented that questions received after 22 Apr 2015 may not be answered prior to the RFP closing date.

Mr. Fee added that proposals should be submitted in three (3) separate emails for each proposal parts (Documentation, Technical & Price). Mr. Henderson reaffirmed that emails should be numbered (e.g. 1 of 3 for Documentation).

Meeting was turned over to Mr. Artis to review the requirements. Mr. Artis stated that most commodity rates were to use the Measurement Ton (M/T) unit of measure and that tariff rates should be applied to be consistent with M/T pricing. Mr. Artis also stated that units of measurement for vehicle commodities were to be Each for Small to Medium vehicles and M/T for Large vehicles. Lastly, he stated the preference that office space be on the port, but should be at least within the vicinity.

Mr. Bhandary added that all commodity and equipment rates should be all-inclusive of cost. Mr.

Seamon clarified equipment should include operator, slings, lubricants, fuel and any other costs of operating that equipment for a period of time. Mr. Bhandary stated commodity rates should similarly account for all costs to move a commodity to include labor, equipment and tariffs.

Ms. Woestendiek asked whether a site visit was authorized. Mr. Seamon confirmed that no site visit was expected.

End of notes.

AGENDA FOR PREPROPOSAL CONFERENCE

STEVEDORING AND RELATED TERMINAL SERVICES

PORT OF MESSAIEED, QATAR

HTC711-15-R-R016

16 APR 14

INTRO

Welcome and thank you for attending

Review question submission format, emailed to all prior to teleconference

Introductions – Name / Government employees role in this acquisition

Mr. Will Henderson, Contracting Officer

Mr. Bill Seamon, Contract Specialist

Mr. Thomas Fee, Contract Specialist

Mr. Fred Artis – 595th Trans BDE, Contracting Officer Representative

GROUND RULES

Purpose of conference is to provide a brief overview of the program and procurement for Stevedoring & Related Terminal Services to include Third Party Logistics (3PL) services at the Port of Messaieed, Qatar.

Conference will be informal and held as an open forum. Our intent is to clarify, not to change, the solicitation. We will accept any questions you may have regarding this procurement. Please hold your questions until the end of each presentation. However, anything said or questions answered during the conference do not change the RFP as it currently reads unless an amendment is issued officially making a change. Any changes to the RFP will be provided in a forthcoming amendment. Questions and answers will be posted to FedBizOps.

Ensure all questions are submitted via email in the format provided, even if the question was asked during the conference. If you prefer not to ask your questions during the conference, just send them to us via email.

Restrict your questions to this solicitation.

SOLICITATION REVIEW

The Request for Proposal (RFP) consists of:

HTC711-15-R-R016 Solicitation

Atch 1 Performance Work Statement(PWS)

Atch 2 Pricing Schedule

Atch 3 Minimum Productivity Rates

Atch 4 Invoicing Instructions

Atch 5 Cyber Security Template

It is your responsibility to read and understand the solicitation. Ensure you read and carefully follow the format described in the RFP under the Proposal Preparation Instructions (Page 5 through 11; Addendum to 52.212-1 Instructions to Offerors and Addendum 52.212-2 Evaluation Commercial Items).

Expect to award a single IDIQ contract with performance to begin 21 July 2015.

1. Proposals are due: Monday, 4 May – 2:00 p.m. Local time, Scott AFB IL

2. All documents provided by email shall be Adobe PDF files except the pricing proposal which shall be in Microsoft Excel format with an .xlsx file extension.

3. The maximum page limit for each part includes all text pages, tables, graphs, and other types of illustrative material. Cover page and Table of contents does not count against the page limits for the respective parts. Excess pages exceeding the maximum limits will not be read or considered in the evaluation.

a. Technical Approach – 25 pages

b. Information and Cyber Security – 10 pages (Use Atch 5 Template)

4. Proposal shall be submitted via email and named per the following:

A. Contract Documentation

B. Part I – Technical Proposal

C. Part II – Price Proposal

5. Instructions for submitting Contract Documentation (follow addendum to 52.212-1 in the solicitation, pg 6-8)

6. Contract Documentation (Email One Original)

NOTE: Be sure to complete blocks 12, 17a, 30(a,b & c) – if no discount in block 12, list Net 30 (SF 1449)

a. Provide a cover page which contains the name, title, telephone number, and email address of the company/division point of contact regarding decisions made with respect to your proposal and who can obligate your company contractually. Also, identify those individuals authorized to negotiate with the Government.

b. Complete blocks 12, 17a and 30a, b and c of the Master Solicitation SF 1449. In addition include any signed amendments to the Solicitation. In doing so, the offeror accedes to the contract terms and conditions as written in Solicitation, with attachments. Signature by the offeror on the SF 1449 constitutes an offer, which the Government may accept. Block 17b- if remittance address is different, such address must be registered in the System for Award Management (SAM) database.

c. Provide company/division’s street address, county and facility code; CAGE code; DUNS code; and size of business (large or small). (block 17a)

d. Acknowledgement of Solicitation Amendments (if any).

e. Representations and Certifications may be submitted online using SAM at https://www.sam.gov OR may be submitted manually and included in the Technical Proposal.

f. Submit appropriate documentation evidence (i.e. Licensure, written authorization from the Port Authority, or other documentation that the offeror or its intended subcontractor(s) is authorized to perform the required services at the location(s) to include:

1. Proof of current certification of at least two (2) proposed personnel trained and tested in handling Hazardous Materials per the requirements of the Code of Federal Regulation (CFR) Title 49, Section 172.702, and proof of at least two (2) proposed personnel who have completed current basic rigging school that meets or exceeds Occupational Safety and Health Administration (OSHA) qualification standards as specific in Appendix A of the ‘call” specific PWS.

2. Proof of a valid Port License for cargo operations at the Port of Mesaieed

3. Proof of a valid Customs Broker license or Host Nation equivalent

g. Corporate Experience Information. A list of relevant experience performing Stevedoring & Related Terminal Services that are similar or greater in scope, magnitude, and complexity completed during the past three (3) years.

The list shall be limited to three (3) efforts or contracts and shall include:

1. Name of the contracting activity;

2. Total contract value; and

3. Description of work performed, including experience performing Managerial, Planning, Safety and Security functions and Loading, Discharging, Receipt and Disposition of International Maritime Dangerous Goods (IMDG) cargo.

7. Clauses –

a. Clauses incorporated by reference on the Solicitation (page 12-13) need to be read and understood.

b. 52.212-3 Offeror Representations and Certifications on the Solicitation ( page 15 through 42) should be filled in where appropriate or submitted online using SAM at https://www.sam.gov. This should be included in the Technical Proposal.

c. Information has been “filled in” on these clauses 52.216-18(Ordering), 52.216-19 (Order Limitations), 52.216-22 (Indefinite Quantity)

8. Solicitation Requirements Addendum to 52.212-1 (Instructions to Offerors) in Solicitation

a. Period of acceptance of offers – offeror agrees to hold prices in its offer firm for 150 calendar days from the date specified for receipt of offers.

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

c. Govt intends to award one IDIQ contract

9. Part I – Technical Proposal (Email one original)

a. Be clear and concise

b. Proposals should not simply rephrase or restate the Government’s requirements, but rather shall provide convincing rationale to address how the offeror intends to meet the requirements of the PWS.

c. Technical Subfactor 1 – Technical Approach: Describe the approach for achieving the objectives of the PWS Paragraphs 5.0 contractor General Requirements and 6.0 Terminal specific Requirements (25 pages Max/ single side is considered one page)

d. Technical Subfactor 2 - Information Assurance & Cyber Security (10 pages Max/ single side is considered one page)

10. Part II – Price Proposal

a. Input unit pricing using Excel provided Pricing Schedule (Atch 2) spreadsheet (.xlsx)

b. Offeror intends to offer a service at no charge, $0 shall be inserted in the applicable cell

c. Prices shall include the following information

1. Basis for the proposed labor rates

2. Applied discounts, overheads or escalation factors

3. If applicable, information for subcontracted joint ventures pricing

d. All prices shall be entered to the nearest cent

11. Evaluation Factors for Award –

A. Technical (Acceptable/Unacceptable)

(1) Subfactor 1 – Technical Approach

(2) Subfactor 2 – Information Assurance & Cyber Security

B. Price

The proposal evaluation process is detailed on pages 8 – 11 of the solicitation, addendum to 52.212-2 Evaluation – Commercial Items.

12. The anticipated contract award date is on or about 26 Jun 15.

Performance start date 21 Jul 15

Preproposal Conference Information

Qatar S&RTS (HTC711-15-R-R016) Preproposal Teleconference

Date: 16 April 2015

Time: 7:00 – 9:00 AM Central Standard Time (CST);

4:00 – 6:00 PM Arabia Time Zone (Qatar)

Call-In #: COMM (618) 256-4429;

DSN 576-4429

Prospective Offerors must submit the Name and Position of attendees no later than 14 April 2015, 2:00 PM CST to Thomas Fee at thomas.m.fee2.civ@mail.mil and William Henderson at william.r.henderson12.civ@mail.mil. Please limit attendance to two representatives.

Questions must be submitted in writing in accordance with the template format below. Please include “ Qatar S&RTS HTC711-15-R-R016 Solicitation Question” in the subject line of your email. Questions submitted later than 13 April 2015 for the purpose of the Preproposal conference may not be answered at the conference. All questions related to this solicitation must be submitted no later than 22 April 2015 to receive an answer. Any questions received later than 22 April 2015 may not be answered prior to the solicitation closing date.

Answers will be provided in writing and posted to FedBizOpps. Any answer provided that has a material effect on the solicitation will not become effective until an amendment to the solicitation is made.

Preproposal Conference/Solicitation Questions Template

Name:__________________________________________________________________

Company:_______________________________________________________________

Telephone Number:_______________________________________________________

Email:__________________________________________________________________

RFP Reference:

Section:__________ Page:__________ Paragraph:__________

Pre-Proposal Conference

Stevedoring and Related Terminal Services

Qatar (Port of Mesaieed)

16 April 2015

TCAQ-R

UNCLASSIFIED

Current as of 8 April 2015

Together, we deliver.

Welcome

Verify attendees

Introductions

Contracting Officer

Contract Specialist

Contracting Officer Representative (COR)

Introduction

Qatar HTC711-15-R-R016

Proposals due: Monday, 4 May 2015 – NLT 2:00 pm local time, Scott AFB, IL

Result in a Single Award IDIQ Contract

$2,500 Minimum Guarantee (Base Year)

$100 Minimum Order

$10M Ceiling

21 July 2015 Performance Start Date

Solicitation Review

Request for Proposal (RFP)

Performance Work Statement (to be reviewed by Mr. Fred Artis)

Pricing Schedule

Minimum Productivity Rates

Invoicing Instructions

Information Awareness & Cyber Security

Submission Requirements

Contract Documentation

Valid Port License for Cargo Operations at Port of Mesaieed

Valid Customs Broker License

Corporate Experience Information

Part I , Technical Proposal

Technical Approach

Information Assurance and Cyber Security

Part 2, Price Proposal

Proposals, award, and payment will be in US Dollars ($)

Submit via email to thomas.m.fee2.civ@mail.mil and william.r.henderson12.civ@mail.mil

Technical Subfactors

Technical Approach (25 Pg Limit)

Information Assurance & Cyber Security (10 pg Limit)

Evaluation

Lowest Price Technically Acceptable (LPTA)

Evaluation Factors

Technical (Acceptable/Unacceptable)

Evaluated at Subfactor Level

All Technical Subfactors must be rated “Acceptable” for the Technical Factor to receive an overall “Acceptable” rating

Price

Basis for Award

Intend to Award without Discussions, but Reserve the Right to Open Discussions

Reserve Right to Award No Contract at All

Questions for Mr. Henderson

Questions image1.jpeg image2.gif image3.gif image4.gif image5.jpeg image6.jpeg