minutes_pre_proposal_confer.pdf

PRE-PROPOSAL CONFERENCE

Minutes

SOLICITATION NUMBER: N40080-13-D-1608

PROJECT TITLE: Facility Support Services ACTIVITY White House Communication and HMX LOCATION: Joint Base Anacostia Bolling, Washington DC

DATE: August 26, 2013

0900-0915 Welcome/Admin/Security Brief FEAD

0915-0930 Safety Brief Gerald Burbidge

0930-1015 RFP Presentation Marcus M. Sims

1015-1100 Questions and Answers Marcus M. Sims

1100-1145 Lunch On Site

1145-1155 Board Buses Bldg 370

1200-1700 Site Tours WHCA/HMX

NOTICE TO PROSPECTIVE OFFERORS:

YOUR QUESTIONS ARE ENCOURAGED. PLEASE USE THE QUESTION SHEETS

PROVIDED TO SUBMIT YOUR QUESTION IN WRITING. QUESTIONS WILL BE

ANSWERED, IF POSSIBLE, DURING THE ALLOTTED QUESTION AND ANSWER

PERIOD.

MINUTES OF THE CONFERENCE, INCLUDING QUESTIONS AND ANSWERS, WILL

BE POSTED ON THE NECO WEBSITE.

THE SOLICITATION REMAINS UNCHANGED UNLESS AN AMENDMENT IS ISSUED.

MINUTES

1. Welcome/Introductions – LCDR Tamanh Duong, Facilities Engineering Acquisition Director, NAFVAC Joint Base Anacostia Bolling, Washington DC

Attendance Roster.

Please take a moment to sign the attendance roster. Minutes of the Pre-Proposal Conference minutes will be posted on the FBO website.

2. Background on JBAB/HMX/WHCA – LCDR Tamanh Duong, Facilities Engineering Acquisition Director, NAFVAC Joint Base Anacostia Bolling, Washington DC

Overview on JBAB transformation and the mission of WCHA and HMX

3. Safety – NAVFAC Field Office Safety Representative

4. Project Overview – Marcus M. Sims

Brief Overview of Section C and J

5. Contractual Background – Marcus M. Sims

a) FBO Registration.

Register at – https://www.fedbizopps.gov

b) The Federal Acquisition Regulation (FAR), http://farsite.hill.af.mil/vffara.htm

The Department of Defense Federal Acquisition Regulation Supplement (DFARS), http://farsite.hill.af.mil/vfdfara.htm

c) The Contract.

i) Advertised solicitation – https://www.fedbizopps.gov

ii) Posted amendments 0001 and 0002

iii) CAUTION – Today’s Q&As are not contractually binding.

6. Contract Procedures – Marcus M. Sims

a. Evaluation Factors

b. Source Selection Procedures

c. Proposal Requirements

d. Request for proposals (RFI) information/clarification questions

e. Points of Contact.

7. Site Tour – FSC Service Manager https://www.fedbizopps.gov/ http://farsite.hill.af.mil/vffara.htm http://farsite.hill.af.mil/vfdfara.htm https://www.fedbizopps.gov/

8. Wrap-up – Contract Specialist

CONTRACT SPECIALIST BRIEF

1. Contract Procedures – Contract Specialist

a. EVALUATION FACTORS.

The Evaluation Factors for this acquisition are:

Factor 1 – Technical/Management Approach Factor 2 – Corporate Experience Factor 3 – Safety Factor 4 – Past Performance on Recent, Relevant Projects

Offerors should respond specifically to the factor submittal requirements as described in the RFP.

Failure to do so or to deviate from the RFP requirements may result in a less than favorable rating and could prevent an opportunity to receive the contract award if discussions are not held.

b. SOURCE SELECTION PROCEDURES

Two panels have been appointed to evaluated proposals.

The technical panel will focus on the technical proposal and the evaluation of past performance.

The price panel will evaluate proposed prices.

1. The Government reserves the right to eliminate from consideration for award any or all offers at any time prior to award of the contract; to negotiate with offerors in the competitive range;

and to award the contract to the offerors submitting the lowest priced, technically acceptable offer.

2. As stated in the solicitation, the Government intends to evaluate proposals and award a contract without discussions with offerors (except clarifications as described in FAR 15.306(a)). The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. In addition, if the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.”

3. Per NFAS 15.101-2, the number of proposals to be evaluated for technical acceptability may be limited to the five lowest priced offers at the discretion of the contracting officer. If the number of proposals to be evaluated is limited, technical proposals shall be provided to the evaluator(s) without any identification of prices or rank order of prices. If no proposals are found to be technically acceptable within the first group of proposals, then the process described will be conducted again as many times as necessary, until such time as the Government identifies a technically acceptable proposal.

4. The LPTA process is selected as appropriate for this acquisition because the best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price.

5. An overall non-price factors rating must be at least “ACCEPTABLE” in order to be eligible for award. An “UNACCEPTABLE” rating in any factor results in the overall non-price factors proposal being rated “UNACCEPTABLE” unless corrected through discussions. An overall non-price factors rating of “UNACCEPTABLE” makes a proposal ineligible for award.

The evaluation panel will brief the Source Selection Authority (SSA) who will make the final decisions.

c. PROPOSAL REQUIREMENTS.

1. The proposal submitted in response to this solicitation shall be clear, concise, and shall contain sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposals should not simply rephrase or restate the Government’s requirements, but rather should demonstrate convincing rationale to address how the offeror intends to meet these requirements. The offer shall be compliant with the requirements as stated in the RFP.

Nonconformance with the solicitation requirements, specified organization and content may result in elimination or misevaluation of the proposal. All claimed technical capabilities to meet the requirements shall be realistic and are subject to verification by the Government.

Offerors should assume that the Government has no prior knowledge of the offeror’s business and that the Government will base its evaluation on the information contained in the offeror’s proposals.

2. Team Arrangements: FAR 9.6 defines contractor team arrangements. Team arrangements mean: (1) two or more companies form a partnership or joint venture to act as a potential prime contractor or (2) a potential prime contractor agrees with one or more other companies to have them act as its subcontractor under a specified Government contract or acquisition program.

3. All offerors proposing a partnership, joint venture, other teaming arrangement, or resource of a parent company/subsidiary/affiliate shall submit the following information in the front of the technical and price proposals:

a. Provide a listing of the team members’ corporate name (no abbreviations), address, point of contact, phone number, DUNS Number, and CAGE code.

b. Submit a letter of commitment from the team members. The commitment letter shall clearly identify the expected relationship, role, and responsibility of the team member.

d. Proposal Organization and Number of Copies.

1. Volume 1: Technical Proposal - submit one (1) original and four (4) copies in 8-1/2 x 11 format, font size 10. Proposals shall be submitted in three ring binders and tabbed appropriately by major evaluation factor and subfactors. In addition, submit two (2) complete copies of the technical proposal on CDs. The document should be Adobe Acrobat files (pdf format). No pen and ink changes are allowed. Page limit is one hundred twenty five (125) pages (front and back) total for Volume 1: Technical Proposal. Submission over this page limit will NOT be evaluated. The Government will accept 125 sheets of paper, either single sided or double sided.

2. Volume 2: Price Proposal - Submit one (1) original of the price proposal in a three ring binder. Submit on one (1) CD, a complete copy of the price proposal.

Documents should be in Microsoft Word or Excel. Please do not submit Adobe Acrobat files.

3. Staples or other binding shall not be used. Elaborate brochures or documentation, detailed art work, or other embellishments are unnecessary and are not desired.

4. The proposal shall be written to the greatest extent possible on a stand-alone basis so that its content may be evaluated with a minimum of cross-referencing to other volumes of the proposal. Cross-referencing within a proposal volume is permitted where its use would conserve space without impairing clarity. Hyperlinking of cross-references is permissible. Information required for proposal evaluation, but not provided in its designated volume or cross-referenced, is assumed omitted from the proposal.

NOTICE TO OFFERORS:

a. Proposal Organization and Number of Copies.

Your acquisition points of contact for this project are Contract Specialist Marcus Sims at 202-685-8262, or email marcus.sims@navy.mil and Contracting Officer James Waite at 202- 685-3141, or email james.h.waite@navy.mil.

The proposals and all copies shall be sent via Mail or hand-carried to the address and

POC shown below:

NAVFAC Washington Attn: Marcus Sims 1314 Harwood Street SE, Bldg 212, First Floor Mail Room Washington Navy Yard Washington, DC 20374

Proposals must be received no later than 16 September 2013, 2:00 P.M local time (EST).

If hand-delivering, please deliver to the first floor mailroom of BLDG 212 at the Washington

Navy Yard. Visitors will first need to obtain a visitor’s pass at the Visitor Office by entering the O St, SE and 11th St, SE gate.

mailto:marcus.sims@navy.mil mailto:james.h.waite@navy.mil

Facsimile copies and email copies will NOT be accepted.

Please allow SUFFICIENT TIME for your proposal to be received prior to the proposed closing time.

Technical and Price proposals shall be submitted in sealed envelopes/boxes marked in the bottom right corner “Solicitation N40080-13-R-1608, DO NOT OPEN IN MAILROOM.”

**All proposals must be received prior to the due date and time. Any proposals submitted after the time set for receipt will be stamped with the date and hour of receipt and held unopened until after award. The file shall be documented in accordance with FAR 14.304-4.

d. REQUEST FOR PROPOSALS (RFP) INFORMATION/CLARIFICATION

QUESTIONS.

All questions from offerors concerning any aspect of this request for proposal (RFP) must be submitted in writing. Prospective offerors are requested to submit written questions specifying the section paragraph of the specification for which clarification is desired. All inquiries will be answered in writing. Telephone questions will not be entertained. Offerors are specifically cautioned that verbal discussions and replies to question shall not have the effect of changing the provisions of the written RFP.

Prospective offerors are required to review the entire solicitation package before submitting questions. Requests for Information (RFI’s) during the proposal preparation period shall be submitted by email to marcus.sims@navy.mil and james.h.waite@navy.mil. RFI’s must be submitted in a WORD document and submitted by the Prime Contractor only.

Subcontractors with questions must submit them through the Prime Contractor.

THE RFI CUT-OFF DATE IS COB 3 Sept 2013.

e. POINTS OF CONTACT.

Your points of contact for this solicitation are:

Contract Specialist: Marcus M. Sims Telephone: 202-685-8262

Procuring Contracting Officer: James Waite Telephone: 202-685-3141

Bathroom Break

Welcome back by the FEAD of JBAB

History or JBAB presented by the FEAD of JBAB mailto:marcus.sims@navy.mil mailto:james.h.waite@navy.mil

JBAB was born October 1, 2010. Navy took over operations of the former Bolling Air Force and now the base is called Joint Base Anacostia Bolling.

Security procedures presented by MSgt. Jackson-HMX1 MSgt. Jackson talked about what to expect once the bus arrives at HMX1. He explained what the escorts were going to show the group and the importance to keep with the group.

Final Words by Marcus Sims, Contract Specialist, Notified the group of a pending Amendment that will breakout “Key Personnel” and the type of security clearance needed by the bidder to be considered as a valid proposal.

Questions and Answers:

1. Contractor: Pertaining Section K (Reps and Certs) can I use the new SAM website to upload my Reps and Certs instead of the ORCA website?

Government: Yes

2. Contractor When is the proposal cutoff date:?

Government: September 3, 2013

3. Contractor: Can I submit information on an 11 ½ x 15 sheet of paper and count that as two pages?

Government: The Government will only accept and consider proposals described in the Solicitation which the requirements state; Proposals are to be 8 ½ x 11.

4. Contractor: Will the Government count my table of contents towards my 125 page limit?

Government: Yes