EIL PP TEAMS Meeting Minutes 2021.11.16 .pdf

UNITED STATES TRANSPORTATION COMMAND

508 SCOTT DRIVE

SCOTT AIR FORCE BASE, ILLINOIS 62225-5357

16 Nov 2021

MEMORANDUM FOR RECORD FOR HTC711-17-R-CC03

FROM: TCAQ-CL

SUBJECT: Eielson Pre-Proposal Conference Meeting Minutes

1. The Eielson virtual pre-proposal conference took place on November 16, 2021 and convened at 1300 CST on TEAMS. Those registered for the conference include:

Name Company Email Address

Jerry Carnako AMC/A4TS Jerry.carnako@us.af.mil Matthew Prescott AMC/A4TS Matthew.prescott.1@us.af.mil Jennifer Knobeloch USTC/AQ-CL Jennifer.m.knobeloch.civ@mail.mil Ana Fife USTC/AQ-CL Ana.m.fife.civ@mail.mil Marlene Harris USTC/AQ-CL Marlene.a.harris.civ@mail.mil Tristan Tikkanen USTC/AQ-CL Tristan.j.tikkanen.civ@mail.mil Cali Barquin Calex Enterprises Caliantonia@icloud.com David Lovell Louis Berger Services David.lovell@wsp.com Tom Copeland C2G Ltd. Co. Tom.copeland@c2gltd.com Richard Gilmore C2G Ltd. Co. Richard.gilmore@c2gltd.com Aubrey Robertson Hughes Group Aubrey.Robertson@hughesgroup.biz James Priest JP Logistics Jamespriest@jp-logistics.com Patricia Armendariz Midland Airport Services Patricia@midlandas.com Eyal Ben gal Midland Airport Services Eyal@midlandas.com Marichu Relativo Potawatomi Support Services, LLC Marichu.relativo@potawatomi-ss.com Sean A. Connelly ProLog, Inc. Sconnelly@prologsupport.com Joshua D. Houston ProLog, Inc. Jhouston@prologsupport.com Howard H. Haynes RELYANT Global, LLC Hhaynes@relyantglobal.com Fleur G. Smillie RELYANT Global, LLC Fsmillie@relyantglobal.com Alice Brinson D2 Gov’t Solutions alice.brinson@d2-gs.com Patrick Hassler D2 Gov’t Solutions pat.hassler@d2-gs.com

2. Mrs. Fife stated the purpose of the meeting is to provide a brief overview of the procurement for Air Terminal Ground Handling Services at Eielson Air Force Base, AK. The intent is to clarify, not to change, the solicitation. Questions related to this request for proposal (RFP) will be accepted until 29 November 2021 via email. 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. If there are any changes to the RFP, it will be provided in a forthcoming amendment. Minutes of the conference along with all questions and answers will be posted to SAM.Gov.

3. Mrs. Fife went over the key areas of the PowerPoint presentation including the proposal submission, evaluation of proposal, and the requirements overview. No questions were asked.

The anticipated contract award date is on or about 6 July 2022.

4. Mr. Prescott provided a brief overview of the Performance Work Statement (PWS) by reading the language directly from the PWS, focusing on the following areas:

mailto:Jerry.carnako@us.af.mil mailto:Ana.m.fife.civ@mail.mil

1. Description Of Services: The contractor shall provide Air Terminal and Ground Handling Services (ATGHS) on behalf of the Air Mobility Command (AMC) in support of the Defense Transportation System (DTS) to include but not limited to all US Government owned or operated aircraft, US sponsored foreign government or civil aircraft, commercial contract aircraft, commercial tendered aircraft, and allied, coalition, or partner nation aircraft at Eielson AFB, Alaska. The contractor shall facilitate on-time aircraft departures and maintain the ability to provide sustained ATGHS for a Working Maximum on Ground (WMOG) capability of one wide-body aircraft or any combination of narrow-body which equate to one wide body aircraft, as defined in Appendix A. These services are considered to be operationally critical support as defined in DFARS 252.204- 7012.

1.1. Air Terminal Operations Center (ATOC): The contractor shall provide a control function that manages all information and terminal resources required to receive, document, plan, and move passengers, cargo, and mail, ensuring maximum aircraft utilization.

1.1.1.5. Coordinate airlift mission requirements with the mission validator, Installation Deployment Officer (IDO), 353 CTS/ES Logistics Exercise Support (RED FLAG, AK/RF-A), and the deploying/redeploying unit.

1.2. Load Planning

1.3. Aircraft Services

1.4. Passenger and Baggage Services

1.5. Commercial Aircraft Aircrew Baggage

1.6. Funds Handling

1.7. Fleet Service

1.7.3.1. Coordinate shipping/receiving activities with 354 FW/LRS and COR to obtain 275 Gallon Totes of BlueJuice Artic Lavatory Fluid from the 732 AMS/TROF.

1.7.5.2. Maintain the international trash disposal program IAW local base policy.

1.8. Exercises, Inspections and Deployments/Redeployments. The contractor shall provide services up to twenty-four (24) hours per day on an extended basis

1.9. Reports, Records, and Electronic Data Interchange.

1.9.1. The contractor shall prepare and submit the following reports within the periods stated IAW the specified publication, policy, message, or memorandum. A copy of reports identified with an * shall be provided to COR Manager and COR.

1.10. Communications Management and Information Systems.

1.10.1.2. Immediately request assistance from HQ AMC/A4TI for software and hardware related problems, notify the COR of software and hardware related problems within 48 hours of the request for assistance, and ensure GATES trouble tickets are submitted to the

GATES HELPDESK as required to ensure unresolved problems identified and tracked until resolution is provided.

1.10.1.3. Establish manual-processing procedures and provide uninterrupted service to the customer when GATES functionality is lost.

1.10.1.3.1. Notify the COR when a loss of GATES functionality occurs and cannot be restored within 30 minutes.

1.11. Materials Handling Equipment (MHE) and Vehicle Operations/Maintenance.

1.12. Mechanized Material Handling Systems (MMHS).

1.13. Custodial Services.

1.14. Ground Maintenance.

1.15. Customer Service.

2. SERVICE DELIVERY SUMMARY. The Service Delivery Summary (SDS) represents the most important contract objectives and includes safety and security requirements, which are interwoven critical aspects of these objectives. The contractor is fully expected to comply with all PWS requirements; however, the Government’s assessment of contractor performance will focus mainly on these objectives.

3. GOVERNMENT-FURNISHED MATERIALS, EQUIPMENT, FACILITIES,

SERVICES AND TRAINING

3.1. Government-Furnished Materials. Government-Furnished Materials (GFM), Appendix C-1 will be provided to the contractor for the duration of the performance period of this contract. The contractor and COR shall jointly inventory the initial stock of GFM not later than five working days prior to the contract performance start date.

3.2. Government-Furnished Equipment. Government-Furnished Equipment (GFE), Appendix C-2 - The contractor and the COR shall jointly determine the working order and condition of all equipment and document their findings on the inventory. The CO shall be provided a copy of the inventory signed and dated by the COR and contractor's representative receipting for all equipment provided by the Government; and, notified in writing when equipment is missing or not in working order. In the event of disagreement between the contractor and the COR on the working order and condition of equipment, the disagreement shall be elevated to the CO.

3.3. Government-Furnished Facilities. Government-Furnished Facilities (GFF), Appendix C-3

3.4. Government-Furnished Services.

3.5. Government-Provided Training.

3.5.1. Government personnel will provide initial familiarization training at Eielson AFB to contractor personnel for the first 15 calendar days of the contract performance period.

3.5.1.1. The Station Manager shall attend a weekly meeting with the COR to review training progress. Training may be terminated in less than 15 days if agreed to in writing by the contractor and Government.

3.5.2. Within 30 calendar days after the Post Award conference, the contractor shall designate in writing to the CO and COR contractor personnel performing as JI, hazardous materials inspectors, and capability forecasters and shall provide the CO and COR a current certificate of completion of the Transportation of Hazardous Materials Preparer’s Course or the Air Transportation of Hazardous Materials Inspector Course.

3.5.3. Contractor personnel shall satisfactorily complete hazardous material handler training IAW AFMAN 24-604 prior to the start of the first contract period.

3.5.4. Within seven calendar days prior to performance start, the contractor shall designate in writing to the CO and COR personnel performing as Aircraft Load Planners.

The Government will provide AMC unique aircraft load planning training during initial familiarization training, IAW AFI 24-605, V5, Chapter 2, Section 2I, paragraphs 2.18.1.3.

through 2.18.2.4.

3.5.5. The contractor shall designate JI personnel in writing to the CO and COR no later than the first day of familiarization training. JI personnel will be provided Government training during the initial familiarization training period and annual training thereafter shall be conducted by the contractor's qualified JI Instructor, reference requirements Appendix C-4, Government Joint Inspector Training Requirements.

3.5.5.1. Within 30 calendar days after the Post Award conference, the contractor shall designate in writing to the CO and COR personnel performing as Instructor(s). The Government will make available, throughout the term of the contract, the Air Transportation Instructors Course (ATIC) to facilitate on-sight management of the program requirements. The course duration is five academic days and is currently held at the Expeditionary Center, JB McGuire-Dix-Lakehurst, NJ or may be provided through a Mobile Training Team at a location within the Pacific Theater.

3.5.6. The contractor shall designate MHE and Vehicle drivers in writing to the CO and COR no later than the first day of familiarization training. MHE and Vehicle drivers will be provided Government training during the initial familiarization training period and training thereafter shall be conducted by the contractor's instructors.

3.5.8. The contractor shall designate in writing Load Team Chief personnel to the CO and COR no later than the first day of familiarization training. Load Team Chief personnel will be provided Government training during the initial familiarization training period and annual training thereafter shall be conducted by the contractor's qualified Load Team Chief Instructor, reference requirements Appendix C-5, Government Load Team Chief Training Requirements.

3.5.10. The Government will not charge an attendance fee for the Air Transportation of Hazardous Materials Inspector Course or the ATIC Course.

4. GENERAL INFORMATION

4.1. Contractor Personnel. The contractor shall provide a Station Manager and Alternate Station Manager(s) who shall be responsible for the performance of the work. The Station Manager and Alternate Station Manager (s) shall be U.S. Citizens each with a Secret Security Clearance.

4.1.4. Contractor personnel shall present a neat appearance. Contractor personnel shall wear a commercial airline equivalent uniform (appropriate for the specific functions performed) bearing the name of the company.

4.2. Hours of Operation. The contractor shall staff the ATOC function 24 hours a day, seven days a week. All other functions shall be staffed and services provided 0730-1630 local time Monday through Friday and outside of these established operating hours to meet specific mission requirements. Approximately 40% of the monthly workload will fall outside established hours of operation, 0730-1630 local time Monday through Friday.

4.2.1. The contractor shall provide the COR, CO, Eielson Base Operations/Command Post, and AOC with the means and information needed to contact the Station Manager/Alternate Station Manager(s) around the clock.

4.3. Training. The contractor shall be responsible for all contractor personnel training, certification, licensing, and proficiency, unless otherwise specified in the contract; and, pay all costs incurred for training required by this PWS for the duration of the contract.

4.4. Quality Programs.

4.5. Safety.

4.6. Security.

4.6.1. The contractor shall ensure all contractor personnel employed to perform contract requirements have a successfully completed Tier 1 Investigation or Secret Security Clearance on file and obtain a Common Access Card (CAC).

4.6.2. Upon contract award, the contractor shall submit the full names, Social Security Numbers, dates of births, and places of births of all United States citizen contractor personnel to the USTRANSCOM Trusted Associate Sponsorship System (TASS) Trusted Agent (TA). The TA will use that information to create the CAC application in TASS and forward information to USTRANSCOM Protection and Response (TCCS/PR) office / (transcom.scott.tccs.mbx.protection-services-center@mail.mil) for vetting through Defense Information System for Security (DISS) to ensure investigative and clearance requirements have been satisfied. An Optional Form 306, Declaration for Federal Employment, may be required for some contractor employees. USTRANSCOM TA will notify the contractor’s FSO when an Optional Forms 306 is required. Contractor personnel without the required completed background investigation or security clearance shall be denied the ability to work in support of this PWS. The contractor shall follow these procedures whenever hiring new employees to work under this contract.

4.6.3. Contractor personnel required to access, handle, or transport classified material or equipment must have a Secret Clearance posted in DISS, an interim Secret Clearance is not authorized.

4.7. Publications and Forms. Publications and forms which apply to the PWS are listed in Appendix B.

4.9. Phase-In.

4.10. Phase Out.

4.11. Points of Contact.

APPENDIX A, DEFINITIONS

Working Maximum on Ground (WMOG). The air terminal’s capability to sustain simultaneous servicing (physical activity at the aircraft involving the handling of cargo/mail/passengers/baggage, or associated services en-route to and from the aircraft) of a specific number and types of aircraft.

APPENDIX B, PUBLICATIONS AND FORMS

APPENDIX C-1, GOVERNMENT FURNISHED MATERIALS

APPENDIX C-2, GOVERNMENT-FURNISHED EQUIPMENT

APPENDIX C-3, GOVERNMENT FURNISHED FACILITIES

APPENDIX C-4, GOVERNMENT JOINT INSPECTION PROGRAM REQUIREMENTS

APPENDIX C-5, GOVERNMENT LOAD TEAM CHIEF TRAINING REQUIREMENTS

APPENDIX D-1, AIRCRAFT WORKLOAD DATA

APPENDIX D-2, PASSENGER AND CARGO/MAIL WORKLOAD DATA

APPENDIX D-3, JOINT-INSPECTION WORKLOAD DATA

APPENDIX D-4, EXERCISES AND INSPECTION

Mr. Prescott then presented photographs of the Air Terminal and Passenger Facilities, identifying areas integral to the performance of the contract. No questions were asked during the briefing. Any questions submitted by 29 Nov 2021 will be posted on SAM.Gov.

5. The conference concluded at 1:45pm CST.

MARLENE HARRIS

Contracting Specialist

Attch 1 Solicitation PowerPoint

TOGETHER, WE DELIVER.

ATGHS Eielson AFB, AK Pre-Proposal Teleconference

16 Nov 2021

ANA FIFE

Contracting Officer

TCAQ-C

CUI

CUI

Controlled by: USTRANSCOM

Controlled by: Directorate of Acquisition

CUI Category/ies: SSEL

Limited Dissemination Control: FED ONLY

POC: Ana Fife, 618-220-7103

Source Selection Information – See FAR 2.101 and 3.104

CUI

Introductions

Proposal Submission

Evaluation of Proposals

Requirements Overview

TOGETHER, WE DELIVER.

CUI

TELECONFERENCE AGENDA

Provide introductions of all attendees.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

Provide an overview of the acquisition.

AMC Program Management Office

USTRANSCOM Acquisition Team

Other Government Attendees

TOGETHER, WE DELIVER.

CUI

Introductions

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

Part I – Price Proposal/Contract Documentation

All documents requiring signature/completion. Authorized official shall sign the offer and all certifications requiring signature.

SF 1449 Solicitation/Contract Form. Complete blocks 12, 17a, and 30 a, b, c. Signature on SF 1449 constitutes an offer, which the Govt may accept.

Block 17b. If remittance address is different, such address must be registered in the System for Award Management (SAM) database.

Acknowledgement of Solicitation Amendments (if applicable).

Insert proposed unit and extended prices on pages 3-5 for each Contract Line Item Number, including all option periods.

Company/division’s street address, county and facility code; CAGE code; DUNS code; and size of business (large or small).

Complete blocks 6 a through c and 7 a through c of the DD Form 254, DoD Contract Security Classification Specification.

TOGETHER, WE DELIVER.

CUI

Proposal Submission

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

Part I - Price Proposal/Contract Documentation

List of individuals authorized to negotiate/sign on behalf of the company with email addresses.

Fill out Reps and Certs IAW the directions listed in the RFP.

Must be submitted via DoD SAFE.

Business Proposal rated as Acceptable or Unacceptable.

An Acceptable proposal complies with all terms and conditions of the solicitation.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

Part II - Technical Proposal (limit of ten pages)

Subfactor A – PWS Capable Acknowledgement

Signed acknowledgement letter stating the offeror is capable of performing what is required in the PWS.

Subfactor B – Staffing Plan

Plan which demonstrates sufficient management, adequate supervision and staffing to support the performance requirements in the PWS.

Names of specific individuals are not desired and shall not be provided. If names are submitted, they will be removed prior to evaluation.

Subfactor C – Contractor-Furnished Equipment

List of contractor-furnished equipment, intent to lease or procure equipment, to meet PWS performance requirements.

Contain at a minimum, equipment nomenclature/item description and quantity.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

Part II - Technical Proposal

Subfactor D – Continuation of Essential Services Plan.

Written plan describing continuation to perform essential contractor services during period of crisis.

The Technical Proposal is limited to no more than a total of ten (10) pages. (The cover page is excluded from the page limitation).

Part III – Past Performance Proposal

References

Recent: within 3 years of proposal submission.

No more than 3 Past Performance Questionnaires (PPQs) for the offeror.

A Contract Information Sheet must be submitted with your proposal for EACH PPQ.

Offeror’s responsibility to send PPQs and ensure POC info is correct.

Utilizing a Joint Venture provide complete information to the arrangement.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

Part III - Past Performance Proposal

Previous JV with same partner, the offeror shall submit 1-2 questionnaires for the most relevant contracts within the last 3 years with the same partner.

First time JV, each party in the arrangement shall submit 1-2 questionnaires for their most relevant contracts within the last 3 years.

Utilizing a subcontractor performing major/critical aspects of requirement

Provide complete information as to the arrangement.

The offeror shall submit 1-2 questionnaires for the most relevant contracts and 1-2 questionnaires for each subcontractor in the last 3 years

Must have subcontractor consent (if applicable) before submitting past performance information relating to subcontractor.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Past Performance Questionnaire

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Contract Information Sheet

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Source Selection Information – See FAR 2.101 and 3.104

Evaluation of Proposals

Proposals will be checked for compliance IAW the Proposal Preparation Instructions in the Addendum to FAR 52.212-1(b)

Failure to materially comply will result in the proposal being found noncompliant with solicitation.

Noncompliance may be grounds to eliminate the proposal from evaluation and consideration from contract award.

Technical Proposal – Following closing date, technical proposals will be evaluated at subfactor level on an acceptable/unacceptable basis.

Unacceptable for any subfactor will be considered “unacceptable” for entire proposal.

“Unacceptable” technical rating(s) at subfactor level will not be considered for award.

Price Proposal – Following the technical evaluation, all acceptable offers shall be ranked in order of lowest to highest Total Proposed Price (TPP). The Government will multiply quantities identified in the Schedule by proposed unit price for each CLIN to confirm extended amount for each.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Source Selection Information – See FAR 2.101 and 3.104

Evaluation of Proposals

Price Proposal – Following the technical evaluation, all acceptable offers shall be ranked in order of lowest to highest Total Proposed Price (TPP). The Government will multiply quantities identified in the Schedule by proposed unit price for each CLIN to confirm extended amount for each.

Summation of the extended prices for the base period, all options, and the 6-month extension will constitute the TPP.

6-month extension will be at option period four prices.

Government will then evaluate the TPP to determine the Total Evaluated Price (TEP) by the following:

Completeness: All information required by the solicitation has been submitted and is accurate.

Fair and Reasonable: Price Analysis conducted to determine whether the TEP is fair and reasonable using one or more techniques set forth in FAR 15.404-1(b)(2).

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Source Selection Information – See FAR 2.101 and 3.104

Evaluation of Proposals

Past Performance Proposal – First, the Government will evaluate the lowest priced technically acceptable offeror’s past performance.

Past Performance questionnaires; information obtained from Government or commercial sources; interviews with Program Managers, CORs, COs.

Evaluation begins by first determining recency and then relevancy of each past performance effort.

After Government has determined recency, relevancy, and quality of each past performance effort being evaluated, one of the overall Past Performance Confidence Assessment ratings will be assigned to each offeror: Substantial Confidence, Satisfactory Confidence, Neutral Confidence, Limited Confidence, and No Confidence

In evaluating past performance, the Government will give greater consideration to information on those contracts deemed most relevant to the effort described in the RFP.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

Best Value Source Selection

Performance Price Trade Off

Past Performance evaluated significantly more important than price

Award Criteria

Responsible IAW FAR Part 9

Acceptable Business Proposal, Technical Proposal

Represents best value to the Govt considering past performance and price

TOGETHER, WE DELIVER.

CUI

Source Selection

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

Event Date

RFP Release Date 8 Nov 21

Pre-proposal Conference 16 Nov 21

Proposal Due Date 8 Dec 21

Award Date 6 Jul 22

Milestones

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CUI

Source Selection Information – See FAR 2.101 and 3.104

Requirements Overview

Review of the Air Terminal and Ground Handling Services on behalf of Air Mobility Command at Eielson AFB, Alaska, PWS performance requirements.

Air Terminal Facilities

Air Terminal Areas

Passenger Terminal

Air Terminal Work Areas

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CUI

Air Terminal Facilities

Passenger Terminal with short term parking lot and long-term parking.

Air Terminal Operations Center, Air Freight (shared facility with 354th LRS) and cargo grid yard..

Ammo Processing Facility (APF); 5,488 Sq Ft available for warm storage during winter months.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Air Terminal Facilities

Contractor side of JMC (ATOC and Air Freight Entrance)

Shared cargo grid yard with 354th LRS (Non-flightline side)

Warehouse

Security Cage

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CUI

Air Terminal Areas

MHE Summertime Parking Area

Shared cargo grid yard with 354th LRS (Flightline side)

Regulated Garbage Burning Area

Ammo Processing Facility (APF)

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Passenger Terminal

Hallway from Air Freight to Passenger Terminal

Front of Passenger Terminal

Entrance Security

Children’s Room

Outbound Passenger Holding Area

PSA Counters

Inbound Passenger Area/COVID Screening Area

Clean Fleet Area

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Air Terminal Work Areas

KEY/Distance from JMC

Main Gate/4 miles

Joint Mobility Complex (JMC)

Dirty Fleet Dump Site/1.5 miles

Red Flag Hanger/2 miles

Alternate Fleet Dump Site/5 miles

South Ramp/1 mile

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

CUI

Questions

Thank you for your time! This concludes the Pre-proposal Conference.

Remind attendees that this briefing contains source selection information and validate that all in attendance have signed nondisclosure certificates on record.

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