23R8702_Pre-ProposalConferenceMinutes.pdf

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PRE-PROPOSAL CONFERENCE

MINUTES

SOLICITATION NUMBER: N40084-23-R-8702

PROJECT TITLE: MAINTENANCE AND INSPECTION OF HVAC

SYSTEMS, HANGARS, ABOVEGROUND STORAGE TANKS AND

UNDERGROUND STORAGE TANKS FOR THE U.S. NAVAL AIR FACILITY,

ATSUGI

LOCATION: U.S. NAVAL AIR FACILITY, ATSUGI

DATE: 10 AUGUST 2023

Welcome/Introductions Contracting Officer/ Contract Specialist

Project Overview Project Manager

Contractual Background Contract Specialist

Contract Procedures Contract Specialist

Government Monitoring NAVFAC Field Office

Site Tour Project Manager

Wrap-Up NAVFAC Field Office

NOTICE TO PROSPECTIVE OFFERORS:

Your questions are encouraged. Please use the pre-proposal inquiry form provided to submit your question in writing. Questions will be answered in a form of an amendment.

Minutes of the conference will be posted on the contract opportunities module on the System for Award Management (SAM) website.

The solicitation remains unchanged unless an amendment is issued.

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ATTENDANCE ROSTER

PRE-PROPOSAL CONFERENCE

SOLICITATION NUMBER:

PROJECT TITLE:

LOCATION:

DATE: 10 AUGUST 2023

Name Title Organization Telephone Email ____ Rie Hanazato Contract

Specialist FEAD 264-3487 Rie.hanazato.ln@us.navy.mil

Andre Morgan Project Manager

FEAD 264-3483 Andre.s.morgan.civ@us.navy.mil

Masaki Kojima Engineering Technician

FEAD 264-2634 Masaki.kojima.ln@usnavy.mikl

**See attached**

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AGENDA

1. Welcome/Introductions – Contracting Officer/Contract Specialist

a. Attendance Roster.

Please take a moment to sign the attendance roster. Minutes of the Pre-Proposal Conference minutes will be posted on the “Contract Opportunities” module on SAM.gov.

b. SAM.gov Registration.

Register at https://SAM.gov. –

“Contract Opportunities” is a module on SAM.gov website, which is the official source for government-wide list of notices of proposed contract actions expected to exceed $25,000.

c. Amendments.

Be advised that unless the solicitation is amended in writing, it remains unchanged.

If an amendment is issued, it will be posted on “Contract Opportunities” on the SAM.gov website and normal procedures relating to the acknowledgement and receipt of solicitation amendments shall apply.

2. Project Overview – Project Manager

The work includes, but is not limited to, providing all labor, supervision, management, tools, materials, equipment, to continuously provide “Maintenance and Inspection of HVAC Systems, Hangars, Aboveground Storage Tanks and Underground Storage Tanks for the U.S. Naval Air Facility (NAF), Atsugi, Japan”.

a. Options. Option items will be evaluated together.

b. Period of Performance. The contract resulting from this solicitation will have a 12-month Base Period and seven 1-year option periods.

Period of Performance Base Year 4/1/2024 - 3/31/2025 Option 1 4/1/2025 - 3/31/2026 Option 2 4/1/2026 - 3/31/2027 Option 3 4/1/2027 - 3/31/2028 Option 4 4/1/2028 - 3/31/2029 Option 5 4/1/2029 - 3/31/2030 Option 5 4/1/2030 - 3/31/2031 Option 7 4/1/2031 - 3/31/2032

3. Contractual Background - Contract Specialist

a. The Federal Acquisition Regulation (FAR), https://www.acquisition.gov/

b. The Department of Defense Federal Acquisition Regulation Supplement (DFARS), https://www.acq.osd.mil/dpap/dars/dfarspgi/current/

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c. The Contract.

i) Advertised solicitation – Contract Opportunities on https://SAM.gov

ii) Posted amendments.

iii) The awarded proposal.

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

d. Procurement Integrity Act.

v) Ethics.

vi) Standards of Conduct.

4. Contract Procedures – Contract Specialist

a. The Best Value Source Selection Process.

This solicitation is a Request for Proposals (RFP) soliciting proposals to provide the services detailed in the Performance Work Statement (PWS). The Government will evaluate proposals using LPTA (Lowest Proposal Technically Acceptable) process.

b. The Source Selection Plan (SSP).

The SSP is a guide as to how the procurement will be conducted, sets forth the rating criteria, and establishes the Source Selection Team comprised of the Source Selection Authority (SSA), Source Selection Evaluation Board (SSEB), Advisors, Cost or Price Experts, Legal Counsel and other subject matter experts. The SSP completed prior to issuing solicitations to ensure an unbiased evaluation.

c. Evaluation Factors and Proposal Requirements.

1. The solicitation requires the evaluation of price and the following non-price factors.

Factor 1 - Corporate Experience Factor 2 - Safety Factor 3 - Past Performance

The distinction between corporate experience and past performance is corporate experience pertains to the types of work and volume of work completed by a contractor that are comparable to the types of work covered by this requirement, in terms of size, scope, and complexity. Past performance pertains to both the relevance of recent efforts and how well a contractor has performed on the contracts.

2. Basis of Evaluation and Submittal Requirements for Each Factor.

Offerors shall complete and submit the price and non-price proposal through the Department of Defense (DoD) Solicitation Module in the Procurement Integrated Enterprise Environment (PIEE) or the DoD Secure Access File Exchanges (SAFE), or Email to Contract Specialist, Ms. Rie Hanazato at rie.hanazato.ln@us.navy.mil and Contracting Officer, Mr. Chito Bong F. Carabeo at chitobong.f.carabeo.civ@us.navy.mil.

The proposal shall include each item specified below.

PRICE

(i) Solicitation Submittal Requirements:

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1. Standard Form (SF) 33, Solicitation, Offer and Award, including price proposal, Part B. All prices shall be in Japanese Yen.

2. Copies of all amendments (if applicable) acknowledged

3. Completed Attachment J-0200000-08, Exhibit Line Item Numbers (ELIN) worksheet in both Microsoft Excel and PDF format to support the amounts specified for each Contract Line Item Number (CLIN) in the solicitation. In the event there is a difference between a unit price and the extended total amount, the unit price will be held to be the intended proposal and the total of the CLIN, the ELIN will be recomputed to take into account the change in the contract ELINs. If the offeror provides a total amount for an ELIN, but fails to enter the unit price, the total amount divided by the ELIN quantity will be held to be the intended unit price.

Although not part of the price evaluation, Offerors should also include the following items if available with their price proposal to assist the Government in validating eligibility to receive an award.

- An informational page that contains following information:

i. Solicitation Number and Title

ii. Prime Contractor Name, address, phone number, point of contact and email address

iii. Unique ID number

iv. CAGE Code

- Completed Representation and Certifications (found in Section K of the Solicitation)

- A copy of a Joint Venture Agreement, Partnership Agreement and / or

Teaming Agreement (if applicable). The JV of Partnership must be registered in the System for Award Management (SAM) database as the JV or Partnership. The SAM website is located at https://sam.gov/.

Failure to submit the Joint Venture Agreement, Partnership Agreement or Teaming Agreement may result in the Offeror’s proposal being rejected as non-responsible.

- Financial Capability

Offerors shall provide evidence of financial capability. In accordance with FAR 9.104-1 responsibility determination, a contractor must have adequate financial resources to perform the contract. Offerors shall provide the latest three years complete fiscal year financial statements of the prime contractor, certified by an independent accounting firm, if practicable or at least by an authorized officer of the organization. In addition to the above, submit evidence of availability of working/operating capital, which will be used for the performance of the resultant contract. For Joint Venture agreements discuss the financial responsibilities among the companies and if the Joint Venture has been

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- Completed IRS Form W-14, Certificate of Foreign Contracting Party

Receiving Federal Procurement Payment, if applicable. If not submitted with the offer, exemption will not be applied to any resulting contract and the government will withhold a full 2 percent of each payment.

(ii) Basis of Evaluation for Price Proposal The Government will evaluate price based on the total price. Total price consists of the basic requirements and all option items (see Section B of the solicitation). The Government intends to evaluate all options and has included provision FAR 52.217-5, Evaluation of Options (JUL 1990) in Section M of the solicitation. In accordance with FAR 52.217-5, Evaluation of Options will not obligate the Government to exercise the option(s). Analysis will be performed by one or more of the following techniques to ensure a fair and reasonable price:

1. Comparison of proposed prices received in response to the solicitations.

2. Comparison of proposed prices received with the Independent Government Estimate.

3. Comparison of proposed prices with available historical information

4. Comparison of market survey results.

NON-PRICE FACTORS

Factor 1: Corporate Experience

(i) Solicitation Submittal Requirements for Corporate Experience Use Experience Project Data Sheet to submit projects for evaluation under Non-Price Proposal. Submit relevant projects performed by the offeror as prime/sub-contractor or Joint Venture that are relevant to work requirements specified in the solicitation, using the attached Experience Project Data Sheet. One project shall be submitted per form. For the purposes of this evaluation, a relevant project is defined as follows:

1. One (1) to three (3) projects or a combination of projects that demonstrates experience as follows:

a. Providing Maintenance, Inspection and Repair of HVAC Systems;

b. Completed within the past ten (10) years before the date of issuance of this solicitation or more than 50% completed at the time of proposal submission; AND

c. Has an aggregate annual value of Y45,000,000 or more

Any project submitted in excess of three (3) will not be considered. If more than three projects are submitted, only the first three (3) projects shall be considered.

2. One (1) to three (3) projects or a combination of projects that demonstrates experience as follows:

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a. Providing Maintenance, Inspection and Repair of Hangar Doors, Compressed Air Systems and Paint Booth Systems with including Outside Air Unit;

b. Completed within the past ten (10) years before the date of issuance of this

c. Has an aggregate annual value of Y10,000,000 or more

3. One (1) to three (3) projects or a combination of projects that demonstrates experience as follows:

a. Providing Inspection, Testing and Certification of Aboveground Storage Tanks and

Underground Storage Tanks;

b. Completed within the past ten (10) years before the date of issuance of this

c. Has an aggregate annual value of Y10,000,000 or more

If the same contract is being used to demonstrate corporate experience in different projects pursuant to 1 through 3 above, submit a separate Experience Project Data Sheet for each project and specify for which service it is being provided. Except as specifically requested, the government will not consider information submitted in addition to this form. Individual blocks on this form may be expanded; however, total length for each project data sheet should not exceed two (2) pages.

A project is defined as work performed under a single task order or contract. For multiple award and indefinite delivery/indefinite quantity type contracts, the contract as a whole shall not be submitted as a project; rather Offerors shall submit the work performed under a task order as a project.

If the Offeror is a Joint Venture (JV), relevant project experience should be submitted for projects completed by the Joint Venture entity. If the Joint Venture does not have shared experience, projects may be submitted for one of the Joint Venture members.

Offerors are still limited to a total of nine (9) projects.

If the Offeror would like to submit a project it completed or is completing as a subcontractor or member of a JV to show the Offeror’s experience/capability, said project must clearly demonstrate the percentage of work performed by the offeror as subcontractor or each firm in the JV, including the Offeror, and the Offeror must provide a detailed description of the work that it performed under the JV project. Note:

Offerors failing to submit the information requested will be considered to have not met the requirements of Factor 1 and shall be assessed a Deficiency and rated as unacceptable.

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If an Offeror is utilizing experience information of affiliates/ subsidiaries/ parent/ LLC/ LTD member companies, predecessor companies, or subcontractors (i.e. any office(s) of the Offeror other than the one submitting the current proposal as stated on the SF33), the proposal shall clearly demonstrate that the affiliate/subsidiary/parent/predecessor firm or subcontractors will have meaningful involvement in the performance of the contract in order for the experience information of the affiliate/ subsidiary/ parent/ LLC/ LTD/ predecessor member companies or subcontractors to be considered. The proposal shall state specific commitments of technical resources (e.g. personnel, equipment) that the affiliate/ subsidiary/ parent/ LLC/ LTD/ predecessor member companies or subcontractor commit to the performance of this contract. In particular, the proposal will clearly state the specific commitments of resources of the affiliate/ subsidiary/ parent/ LLC/ LTD/ predecessor companies or subcontractor that will be located at the worksites and company offices in the city/area of the contract. The proposal shall also describe specific roles of the affiliate/subsidiary/ parent/ LLC/ LTD/ predecessor member companies or subcontractors in terms of the work it will either self-perform or manage on behalf of the Offeror in performance of the contract. Note: Offerors failing to submit the information requested will be considered to have not met the requirements of Factor 1 and shall be assessed a Deficiency and rated as unacceptable.

(ii) Basis of Evaluation:

The Government is seeking to determine whether the Offeror has demonstrated relevant experience as defined herein.

An Offeror will be rated “Acceptable” if an Offeror’s submittal contains minimum of three (3) relevant projects that meet the definition of a relevant project as defined in the solicitation submittal requirements.

An Offeror will be rated “Unacceptable” if it fails to meet the requirements to be rated acceptable described above.

A proposal receiving an “Unacceptable” evaluation rating for Factor 1 will be ineligible for award.

Factor 2: Safety

(i) Solicitation Submittal Requirements:

The Offeror shall submit a narrative no more than two (2) pages that demonstrates its commitment to safely accomplishing the requirements identified in the Performance Work Statement and will properly manage and implement safety procedures and accident prevention methods. The narrative should address each of the following topics:

1. The Offeror’s method for selecting a subcontractor with a safe performance record.

2. The Offeror’s safety management system that they will use to oversee the safety compliance and performance of self-performed and subcontractor performed work.

3. The Offeror’s methodology to execute an effective program that facilitates accident prevention techniques and processes, and employee reporting of unsafe conditions and unsafe activities.

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(ii) Basis of Evaluation:

The Government is seeking to determine whether the information contained in the Offeror’s proposal demonstrates a commitment to safety and that the Offeror plans to properly manage and implement safety procedures and accident prevention methods for itself and its subcontractors.

An Offeror will be rated “Acceptable,” if it demonstrates a commitment to safety and that the Offeror plans to properly manage and implement safety procedures and accident prevention methods for itself and its subcontractors.

An Offeror will be rated “Unacceptable” if it fails to meet the requirements to be rated acceptable described above.

A proposal receiving an “Unacceptable” evaluation rating for Factor 2 will be ineligible for award.

Factor 3: Past Performance

(i) Solicitation Submittal Requirements:

Offerors shall clearly demonstrate a history of performance on contracts/projects that demonstrates experience in performing work similar to that described in the definition of a relevant project shown above. The Offeror shall submit past performance information for each project included in its proposal for Factor 1, Corporate Experience. If a completed Contractor Performance Assessment Reporting System (CPARS) evaluation is available, it shall be submitted with the proposal. If there is not a completed CPARS evaluation, the Past Performance Questionnaire (PPQ) included in the solicitation is provided for the Offeror or its team members to submit to the client for each project the Offeror includes in its proposal for Factor 1, Corporate Experience. An Offeror should not submit a PPQ when a completed CPARS evaluation is available. Ensure correct phone numbers and email addresses are provided for the client point of contact on the

PPQ.

Completed PPQs should be submitted with your proposal. If the Offeror is unable to obtain a completed PPQ from a client for a project(s) before proposal closing date, the Offeror should complete and submit with the proposal the first page of the PPQ, which will provide contract and client information for the respective project(s). Offerors should follow-up with clients/references to ensure timely submittal of questionnaires. If the client requests, questionnaires may be submitted directly to the Government's point of contact, Ms. Rie Hanazato, via email at Rie.Hanazato.LN@us.navy.mil prior to proposal closing date. Offeror’s shall not incorporate by reference into their proposal PPQs or CPARS previously submitted for other RFPs. However, this does not preclude the Government from utilizing previously submitted PPQ information in the past performance evaluation.

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Offerors may provide any information on problems encountered and the corrective actions taken on projects submitted under Factor 1 – Corporate Experience. Offerors may also address any adverse past performance issues. Explanations shall not exceed two (2) pages in total.

Performance recognition/award(s) or additional similar information submitted will not be considered.

In addition to the above, the Government may review any other sources of information for evaluating past performance. Other sources may include, but are not limited to, past performance information retrieved through the Past Performance Information Retrieval System (PPIRS) using all CAGE/DUNS numbers of team members (partnership, joint venture, teaming arrangement, or parent company/subsidiary/affiliate) identified in the Offeror’s proposal, inquiries of owner representative(s), Responsibility/Qualification (RQ, former Federal Awardee Performance and Integrity Information System (FAPIIS)), Electronic Subcontract Reporting System (eSRS), and any other known sources not provided by the Offeror.

While the Government may elect to consider data from other sources, the burden of providing detailed, current, accurate and complete past performance information rests with the Offeror.

(ii) Basis of Evaluation:

The Government is seeking to determine if the Offeror has recent and relevant past performance information that pertain to the requirement outlined in the solicitation. The past performance evaluation results in an assessment of the Offerors probability of meeting the solicitation requirements. The evaluation will consider how well the Offeror performed relevant projects submitted under Factor 1 and may also consider past performance on other projects currently documented in known sources.

For the purposes of this evaluation, a relevant project is defined as follows:

1. A project that demonstrates experience as follows:

a. Providing Maintenance, Inspection or Repair of HVAC Systems;

b. Completed within the past ten (10) years before the date of issuance of this solicitation or more than 50% completed at the time of proposal submission;

AND

c. Has an annual value of Y15,000,000 or more

Any project submitted in excess of three (3) will not be considered. If more than three projects are submitted, only the first three (3) projects shall be considered.

2. A project that demonstrates experience as follows:

a. Providing Maintenance, Inspection and Repair of Hangar Doors, Compressed

Air Systems or Paint Booth Systems with including Outside Air Unit;

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b. Completed within the past ten (10) years before the date of issuance of this solicitation or more than 50% completed at the time of proposal submission;

AND

c. Has an annual value of Y3,500,000 or more

3. A project that demonstrates experience as follows:

a. Providing Inspection, Testing and Certification of Aboveground Storage Tanks or Underground Storage Tanks;

b. Completed within the past ten (10) years before the date of issuance of this solicitation or more than 50% completed at the time of proposal submission;

AND

c. Has an annual value of Y3,500,000 or more

The Government will consider the recency and relevancy of the information, the source of the information, context of the data, and general trends in the Offeror’s performance.

This evaluation is separate and distinct from the Offeror’s responsibility determination.

The assessment of the Offeror’s past performance will be used as a means of evaluating the Offeror’s probability to successfully meet the requirements of the solicitation.

The Government will evaluate the degree to which past performance evaluations and all other past performance information reviewed by the Government (e.g., PPIRS, Federal Awardee Performance and Integrity Information System (FAPIIS), Electronic Subcontract Reporting System (eSRS), and information obtained from any other source) reflect a trend of satisfactory performance record in terms of quality, schedule and management.

An Offeror will be rated “Acceptable” if, based on the Offeror’s performance record, the Government has a reasonable expectation that the Offeror will successfully perform the required effort, or the Offeror’s performance records is unknown.

An Offeror will be rated “Unacceptable” if, based on the Offeror’s performance record, the Government does not have a reasonable expectation that the Offeror will be able to successfully perform the required effort.

In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available or is so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the Offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, “unknown” shall be considered “Acceptable.”.

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A proposal receiving an “Unacceptable” evaluation rating for Factor 3 will be ineligible for award.

d. Debriefing Procedures.

Debriefing procedures are discussed in FAR Subpart 15.5.

A debriefing is a meeting between Government personnel and successful or unsuccessful offerors to explain the rationale for the contract award decision, explain to unsuccessful offerors why they were not selected for award, instill confidence in offerors that they were treated fairly, assure offerors their proposals were evaluated in accordance with the solicitation and applicable laws and regulations, identify weaknesses in offeror’s proposals so they can prepare better proposals in the future, reduce misunderstandings, instill confidence in the Source Selection process, and avoid the cost to both parties and the potential impact to the Navy’s mission of protests.

A debriefing is not a point-by-point comparison of one offeror’s proposal to another’s proposal. Only the successful offeror’s overall cost or price can be disclosed in the debriefing process. A debriefing is also not a debate over the award decision or evaluation results.

Debriefings can be done orally or in writing. It is our preference to have oral debriefings so that information can be fully understood through an open dialogue. Due to the administrative burden of duplicating debriefings, an offeror will be afforded only one type of debriefing, written or oral.

Debriefings may take place before contract award (Pre-Award Debriefing) if an offeror is being eliminated from the competitive range or after contract award (Post-Award Debriefing). Offerors should review and understand their rights as they pertain to requesting debriefings and the limitations on information that can be released during a Pre-Award Debriefing versus a Post-Award Debriefing.

Preaward notifications are given to offerors who proposals fall outside the competitive range to inform them that a decision has been made not to further consider their proposals for award and to prevent them from spending more time, money, and resources pursuing the acquisition from which they are being eliminated.

Within 3 days after award, the Government is required to notify in writing all unsuccessful offerors whose proposals were in the competitive range. The notice must include the number of offerors solicited, the number of proposals received, the name and address of each offeror receiving an award, the items, quantities, and any stated unit prices of each award. If the quantity of items or other factors makes listing unit prices impracticable, only the total contract price need be furnished. The items, quantities and any stated unit prices for each award must be made publicly available upon request. An offeror may request a debriefing within writing 3 days of being notified that it is being excluded from the competitive range, or that contract award has been made.

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e. Points of Contact.

Your points of contact for this solicitation are:

Procuring Contracting Officer: Mr. Chito Carabeo Contract Specialist: Ms. Rie Hanazato

8. Site Tour – Project Manager

9. Wrap-up – Contract Specialist An amendment will be issued to incorporate the changes to Evaluation Factors for Award, provide reference drawings, and extend pre-proposal inquiries due date until 21 August 2023 at 10:00.

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