2018.12.12_CaSA_Conf_Meeting_Minutes.pdf

PRE-PROPOSAL CONFERENCE MINUTES

AIR TERMINAL & GROUND HANDLING SERVICES, CASA

HTC711-19-Q-C001

A pre-proposal conference was held at Scott Air Force Base (AFB) on Thursday, 6 Dec 18.

The conference was chaired by Ms. Meggan DeBrobander, Contracting Officer (CO). It started with a welcome and the introduction of Government participants and their roles in the acquisition. A list of attendees is:

Ms. Meggan DeBrobander, Contracting Officer – USTRANSCOM/Scott AFB Mr. Jerry Carnako, Program Manager – HQ AMC/Scott AFB

Mr. Matthew Prescott, Program Manager – HQ AMC/Scott AFB Ms. Anne Marshall, Maytag Mr. Roy Shaposhnik, RSLS Mr. James Saldana, ProCharter Mr. Steven Day, ProCharter Mr. Julio Miselem, Mapiex International Mr. Tom Copeland, C2G Mr. Ken Gilmore, C2G Mr. Jorge Godoy Hernandez, GMSS

Attendees were asked to sign the attendance sheet and question forms were distributed. Ms.

DeBrobander reviewed the ground rules of the conference as follows:

The purpose of the conference provided a brief overview of the program and procurement for Air Terminal and Ground Handling Services in Central & South America (4 sites – Bogota, Caracas, Kingston, and Panama City).

The intent was to clarify, not to change, the solicitation. We accepted any questions regarding this procurement. However, anything said or questions answered during the conference do not change the RFQ as it currently reads unless an amendment is issued officially making a change.

Any changes to the RFQ will be provided in a forthcoming amendment. Minutes of the conference along with all questions and answers will be posted to FedBizOpps.

Ensure all questions are recorded on the forms provided, even if the question was asked during the conference. If you prefer not to ask questions during the conference, record them on the forms provided. We will collect them at the conclusion of the meeting.

SOLICITATION REVIEW

It is your responsibility to read and understand the solicitation. Ensure you read and carefully follow the format described in the RFQ under the Instructions for Preparation of Quotes (Page 65 of 86).

1. Quotations are due: Thursday, 3 Jan 19 – 8:00 a.m. CST time, Scott AFB IL

Send quotations to Meggan DeBrobander and Wanda Huber via email as indicated in FAR 52.212-1(b). ONLY Electronic Proposals will be accepted. TCAQ will confirm receipt of all emails received.

2. To date, three amendments have been issued. Offerors must acknowledge receipt of the amendments by either signing and returning with the offer or by acknowledging receipt in the offer.

3. Clauses –

a. Clauses incorporated by reference (page 41 of 73) need to be read and understood.

b. DFARS 252.237-7023 Continuation of Essential Contractor Services (Page 62) – Requirement to develop a plan for continuing performance of services during a crisis.

Plan must be submitted with the quote (Part III). The Continuation of Mission Essential Services Plan is not an evaluation factor for award purposes.

4. Solicitation Requirements (page 64)

a. Period of acceptance of offers – offeror agrees to hold prices in its offer firm for 120 calendar days from the date specified for receipt of offers.

b. Government intends to award without requesting or accepting revised offers.

Offeror’s initial offer should contain the offeror’s best terms.

c. Government intends to award one contract.

5. Proposal Preparation Instructions (starts on Page 65):

a. Part I – Price and Contract documentation - required information is listed on Page 65 –

1) Provide Cover page with contact info – 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 information.

3) This is a Firm Fixed-price contract: CLIN structure:

CLIN 0001 – Cost of travel and per diem for contractor personnel to attend familiarization training at Joint Base Charleston SC. We have already included a Not to Exceed (NTE) Price – no need to complete. Funds can be added if necessary.

Page 1, “Total Award Amount”. This figure should be the total of all CLINs.

4) Reps and Certs –pages 69-85 If offeror is registered in SAM, complete only paragraph (b) of 52.212-3 If offeror is not registered in SAM, the offeror shall complete only paragraphs (c) through (u) of this provision.

Offeror is required to be registered in SAM prior to award.

b. Part II – Technical (Page 66) – PWS Capable Acknowledgement and documentation proving the offeror is capable of operating at all locations listed in PWS(s).

1) PWS Capable Acknowledgement. The offeror shall submit an acknowledgement that the offeror is capable of performing what is required in the PWS(s).

2) Documentation proving the offeror is capable of operating at all locations listed in the PWS(s). The offeror must provide one of the following:

a. Proof of ability to access all airport locations

b. A Subcontracting Plan with a firm(s) able to access all airport locations

c. A plan with detailed assurances that access can be granted prior to contract start.

c. Part III – Continuation of Mission Essential Services Plan (Page 66)

The Government will review the successful offeror’s plan and discuss at the post award conference. The Continuation of Mission Essential Services Plan is not an evaluation factor for award purposes.

7. Evaluation Factors for Award –

Technical: (Acceptable/Unacceptable). To be rated Acceptable, the offeror must provide a Technical Approach which clearly proves the offeror can operate at all locations and can provide ATGHS as required by the PWS(s).

The proposal evaluation process is detailed on pages 67-68. Basis for award: The Government intends to award a single contract resulting from this RFQ. This acquisition will be conducted utilizing the lowest price technically acceptable (LPTA) procedures.

This acquisition is being conducted under Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition Procedures, Subpart 13.5 and Part 12, Acquisition of Commercial Items of the FAR.

8. The anticipated contract award date is on or about 1 Mar 19.

9. AMC went over the key areas of the PWS(s) for all locations.