Pre-Proposal Minutes N62470-20-R-1004.pdf

PRE-PROPOSAL

TELECONFERENCE

MEETING MINUTES

SOLICITATION NUMBER: N62470-20-R-1004

PROJECT TITLE: CRAFT PORTAL CRANE SLEP II

LOCATION: NORFOLK NAVAL SHIPYARD AND PUGET SOUND

NAVAL SHIPYARD & IMF

DATE: 22 September 2020

1. Welcome/Introductions

The Contract Specialist (Luke Clay) and Project Manager (Russ Williams) opened the meeting at 2:00 PM. Attendance was taken. Luke Clay reminded everyone to register in Sam.gov, and advised that unless the solicitation is amended in writing, it remains unchanged.

Participants:

Navy Crane Center – Luke Clay, Russ Williams, Jim Zinas Crane Technologies Group – Dave Bauss Advanced Crane Technologies – Rich Shultz & Randy Strain Nidec - Barry Wiles

2. Contractual Background

The Contract Specialist gave a brief overview of the solicitation… it was posted on SAM on a restricted basis for small businesses under NAICS 333923 on 28 August 2020...

To the maximum extent possible this is a performance-based contract, which incorporates performance-based and some prescriptive design requirements to modernize up to seven 60/15 ton portal cranes at Norfolk Naval Shipyard (NNSY) and Puget Sound Naval Shipyard & IMF (PSNS), in accordance with Attachment 2 – Specification N62470-20-R-1004.

It is anticipated that the solicitation will result in a single award Indefinite Delivery Indefinite Quantity (IDIQ) type contract. The duration of the contract is for one (1) year from the date of the contract award with four (4) one-year option periods.

The seed project, to be awarded as the first task order along with the basic contract, provides for the modernization of DC-39 at NNSY, Portsmouth, VA. The specification requirements for the seed project are contained as Attachment 2 of this solicitation.

The best value source selection process to be used for this acquisition is the tradeoff analysis process as described in FAR 15.

Award will be based on best value source selection criteria, as contained in Section M of the solicitation. Criteria include Corporate Experience, Past Performance, and Safety as cited in Section M. The contract will be awarded based on the best value to the Government using Source Selection Procedures.

The North American Industry Classification Code (NAICS) for this procurement is 333923 and the corresponding small business size standard is 1,250 employees.

The acceptance period for this solicitation is 120 calendar days. Offerors providing less than the minimum 120 calendar days for Government acceptance after the date offers are due may not be considered.

A task order is intended to be issued with the contract award for the initial seed project, modernization of DC-39 at NNSY, Portsmouth, VA. The period of performance for the initial task order (seed project) shall be 720 calendar days from date of award. If awarded, all other task orders will have a period of performance of 420 calendar days.

No task order, excluding the seed project, will have a period of performance that ends less than 840 calendar days from the award date of the initial seed project task order.

The contract shall include a base ordering period of one year from the date of award, and the option to extend the ordering period for four (4) additional one year ordering periods. Orders may be placed throughout the full ordering period, and performance of work for such orders may extend beyond the ordering period. For example, the seed project (Modernize DC-39 at NNSY) would be ordered from Exhibit A (ELIN A00106), since it would be awarded in the base year.

The basic contract shall incorporate one CLIN:

CLIN 0001 – Craft Portal Crane SLEP II

Contract Line Item Number (CLIN) 0001 is supported by Attachment 1 – ELIN Pricing Schedule: Exhibits A, B, C, D, and E. The total price for Exhibit A represents the estimated total price for the Base Year; Exhibit B represents the estimated total price for Option Year 1; Exhibit C represents the estimated total price for Option Year 2; Exhibit D represents the estimated total price for Option Year 3; and Exhibit E represents the estimated total price for Option Year 4.

Before pricing CLIN 0001, complete each Exhibit of Attachment 1. The spreadsheet contains five tabs of Contract Exhibit Line Items (ELINs). The total price for CLIN 0001 is total price of Exhibits A, B, C, D, and E.

Price will be evaluated based on total price, in accordance with the Basis of Evaluation. Total price includes all cranes and all options for each year of performance.

3. Contract Procedures

The Contract Specialist gave a brief overview of the best value source selection process…

This procurement will be accomplished using Best Value Source Selection tradeoff procedures and will be conducted in accordance with Part 15 of the Federal Acquisition Regulation (FAR).

Award will be made on the basis of Best Value to the Government, price and non-price related factors considered.

The Best Value Source Selection process permits tradeoffs among price and non-price related factors, which allows the Government to accept other than the lowest priced proposal when the perceived benefits of the higher priced proposal merit the additional cost. The tradeoff process is discussed in FAR Part 15.101-1.

The relative order of importance of the non-cost/price evaluation factors is the technical factors (Factors, 1 and 3) are of equal importance to each other and, when combined are equal in importance to the past performance evaluation/performance confidence assessment factor (Factor 2). When the proposal is evaluated as a whole, the technical factors and past performance/performance confidence assessment factor combined (i.e., the non-cost/price evaluation factors) are approximately equal to price.

The importance of price will increase if the Offerors’ non-cost/price proposals are considered essentially equal in terms of overall quality, or if price is so high as to significantly diminish the value of a non-cost/price proposal’s superiority to the Government. Award will be made to the responsible Offeror(s) whose offer conforms to the solicitation and represents the best value to the Government, price and non-price factors considered.

The Contract Specialist touched on the source selection plan and that it is always completed prior to submission of proposals to ensure an unbiased evaluation based on the Navy’s needs.

The Contract Specialist went over each of the evaluation factors for award: Corporate Experience, Past Performance, and Safety.

The Contract Specialist discussed some of the proposal requirements including the proposal due date, submission format, bid bond requirements, Sam.gov, Wide Area Work Flow, and government financing . Debriefing procedures as found in FAR Subpart 15.5 were also discussed.

4. Contractual Questions and Discussion

All questions were requested to be submitted in writing to the contract specialist. The government will post responses inquiries by amendment.

5. Project Overview

The Project Manager gave an overview of the scope of the project:

a. The intent of this specification is to modernize seven 60/15 ton portal cranes at Norfolk Naval Shipyard (NNSY) and Puget Sound Naval Shipyard & IMF (PSNSY). The cranes to be modernized are as follows: six cranes at NNSY (DC 38, DC 39, DC 42, DC 32, DC 33, and DC 34) and one crane at PSNSY (81). The initial seed project that is intended to awarded with the based contract is DC 39 at NNSY.

b. Contract period of performance for the initial task order (seed project) shall be 720 calendar days from date of award. If awarded, all other task orders will have a period of performance of 420 calendar days. No task order, excluding the seed project, will have a period of performance that ends less than 840 calendar days from the award date of the initial seed project task order.

c. Please note that the presented overview is only highlights of the solicitation and is not all inclusive of all solicitation requirements. The issued solicitation contains all the scope of work requirements. Nothing stated today will change the issued solicitation.

d. Please also note that any questions requesting clarification or potential changes to the solicitation will not be answered to today. All questions must be forwarded to the project Contract Specialist, Mr. Luke Clay, for written responses. Should a submitted question contain any clarifying information, the response will be provided to all proposers. Should the response state “bid as specified in the solicitation”, this response would only be returned to the submitter.

1. Statement of Work Overview: Work required to be accomplished to modernize the portal crane will include:

a. The contractor shall provide engineering services, labor, supervision, equipment, quality control, materials, supplies and field services to build, deliver, and test a new portal crane.

b. The General Requirements of the solicitation notes the period of execution for each

CLIN and specifies the LD’s that will be assessed for a late delivery.

c. The government will continue its normal activities during the modernization and testing of the portal crane, contractor shall carry on work with the least possible interference to Government activities. Please see specification section 1.8 for scheduling details and requirements.

2. Overview of the Crane Features: To highlight just some of the details which are stated on the solicitation are as follows:

a. The design of the portal crane shall conform to NFPA 70 and ASME B30.4. All electrical field work shall be accomplished in accordance with NECA (National Electrical Contractors Association).

b. The modernization for all cranes will include replacement of the existing DC drives, modifying the operator’s controls, replacing/modifying the electric control system, replacing the crane’s diesel engine generator set, adding a rail lubrication system (NNSY cranes only), adding new limit switches, replacing of whip hoist wire rope, replacing outdoor conduit, adding a LMI system, and adding a fire suppression system in the engine room. Additionally for the crane at PSNS the addition of a caliper disc brake mounted on the drum and associated caliper disc brake control system will be required on the whip hoist.

c. The existing portal cranes are controlled by five independent DC drive systems; three hoist drives (main hoist, whip hoist, luff hoist), a rotate drive, and a travel drive. These drives are controlled by five master switches located in the operator’s cab. As a part of the hoisting systems, there are primary and secondary electric brakes for all three hoist functions. Additionally for the crane at PSNS, it includes a hydraulic caliper brake installed on the main hoist, which remains open as all times during crane operations unless a broken shaft is detected.

d. The cranes’ capacities are outlined in the table below.

Hoist Capacity (tons) Hook Radius (ft-in) Hook Travel (ft-in) Hook Speed (ft/min) Main 60 NNSY: 90-0 (max) 48-0 (min)

PSNS: 80-0 (max) 48-0 (min) 172-0 (long boom

157-0 (short boom)

Whip 15 Long Boom:

160-0 (max) 65-0 (min)

Short Boom:

126-0 (max) 52-0 (min)

230-6 (long boom) 170-0 (short boom)

e. All new components installed (i.e. drives, caliper disc brake control, diesel generator, etc.) shall duplicate the functionality of the existing crane except where otherwise specified.

f. The crane is cab controlled, and designed to operate in an EPA and OSHA compliant onboard diesel engine-power system. The crane shall also be designed to operate on Shore Power without the use of an onboard diesel engine. The crane shall also be configured for hotel power.

g. The crane’s electrical power distribution system shall be 480VAC and utilize 60 Hertz

3 phase. The crane shall be designed to operate with the on-board diesel engine-generator set or shore power. The crane shall also be configured to have limited functionality with hotel power.

h. The Government will provide the test weights and rigging for the acceptance testing phase. Two week notice to the government is required prior to the planned test date in order to coordinate availability.

3. Submittal Details

a. This contract will require design submissions to be submitted via an electronic submittal system. Contractors are expected to use without cost the DoD SAFE system.

b. NCC will use Dr. Checks at ProjNet.org for major submittal review comment communications. The Government will annotate comments in Dr. Checks and use this tool to track comment resolution, the Contractor will be required to provide responses to all Government comments in ProjNet.

c. All submittals should be submitted electronically unless the Government specifies otherwise.

d. The contractor shall submit for approval drawings as specified in SD-02. Submittal drawings shall bear a complete title block with a permanent drawing number and a registered professional engineer’s original seal with a dated signature. Subsequent submittals shall bear a new revision number and engineer’s seal with a dated signature for each sheet that has been modified

e. The solicitation required submittals are discussed in the specification and submission requirements are presented in Exhibits A and B.

4. Lift Plan Overview

a. The Lifting and Rigging Plan requirements are provided in specification section SD

08.2, and have become an integral part of the Navy Crane Center’s safety program.

For your insight, this plan is intended to make the install phase a planned event so it executed smoothly and avoids technical decision making and calculation by field personnel. This plan is required regardless of the Contractor equipment used.

5. Inspection Discussions

a. The modernized crane will be inspected in two phases, during the Shop Test and during the Field/Acceptance Test.

b. Both inspection periods require the Contractor to successfully complete a “SELF TEST” of the crane prior to Government engagement.

c. Prior to equipment shipment to the site, a shop test and inspection will be conducted to verify the new portal crane drives conform to the Government approved final crane design drawings. All discrepancies observed between the drawings and equipment will be recorded on a shop test discrepancy list. During this visit, the equipment will be operated under no-load conditions to demonstrate many contract specified operational characteristics and features.

d. Appropriate corrective action for each identified deficiency will be required for each item prior to shipment. The solicitation requires the Contractor to receive the Contracting Officer’s approval to ship to the site. This permission request will require addressing all corrective actions for any items identified during the shop test. This effort is planned to reduce the field time for the Contractor and the Government by requiring most identified issues to be resolved in the Contractor shop prior shipping in lieu of in the field impacting the receiving Commands.

e. After equipment delivery, installation, and the successful completion of the

Contractor’s Self-Test, the acceptance phase inspection and field testing will occur.

f. The solicitation notes the Government has a 5 regular work day window to accomplish the pre-load test inspection. The acceptance test will demonstrate all contract specified operational and safety features.

6. Section H

a. The solicitation includes Section H that provides the site specific details for mobilizing at the shipyards.

b. Section H requirements addresses several issues such as work hours, holidays, badging requirements, rules for cameras or cell phones with cameras and mobilization notification requirements. Please see Section H for more details.

c. Section H addresses the required submittals related to mobile crane entry (if used) and information for defined critical lifts should they become necessary.

7. Mobilization

a. The contract requires a Government accepted accident prevention plan prior to mobilization. Details of the plan required content is provided in Appendix H of the solicitation.

b. The solicitation does specify the Contractor will have an employee on the job site when mobilized at the government’s facility.

8. Warranty

a. The solicitation does require a warranty period of 456 days for the provided equipment. See Section I for warranty information.

9. General Information

The closing date for the submission of proposals is 2 PM on Wednesday, November 4, 2020.

Any questions or request for information regarding the solicitation and shipyard specific inquiries should be forwarded to the Contract Specialist Mr. Luke Clay. Any responses containing information will be posted as an amendment therefore shared with all potential bidders. The NCC Project Manager, Technical Lead, or SC representative will not directly respond to any Contractor communications prior to award.