SPE302-15-R-S004_Minutes_07_Jul_2015.pdf

DEFENSE LOGISTICS AGENCY

TROOP SUPPORT PACIFIC

440 FULLER WAY, BLDG 280

PEARL HARBOR, HAWAII 96860-4967

July 07, 2015

MEMORANDUM FOR RECORD

SUBJECT: Minutes, Pre-Proposal Conference Request for Proposal (RFP) No. SPE302-15-R- S004 Full Line of Grade USDA #1 or Better Fresh Fruit & Vegetables (FF&V) for Department of Defense (DoD) Ship Customers, Oahu, in the State of Hawaii

The purpose of this memorandum is to provide a summary of the pre-proposal conference regarding the subject solicitation. It is not intended to alter the terms and conditions or information contained in the solicitation and its attachments. If there is a conflict between this memorandum and the solicitation, the solicitation takes precedence.

The pre-proposal conference was held on July 7, 2015, 1:30 PM Hawaii Standard Time (HST) at the Military Family Support Center, Training Room 293, located at 5827 Bougainville Drive, Honolulu, HI 96818. See attached list of attendees.

The contracting officer, Paul Cunanan, opened the conference by welcoming everyone and introducing the key Government Personnel for this solicitation. The Defense Logistics Agency (DLA) Troop Support Pacific Commander, CDR David McNutt provided the welcome remarks and thanked everybody including the vendors for attending. CDR McNutt emphasized the importance of the vendor’s contribution in support of DLA’s mission in the Pacific. The contracting officer then went through the purpose of the conference and the respective agenda.

The contract specialist, Amy Wong, proceeded to discuss the overview the solicitation reminding the vendors that the solicitation, including all seven attachments, and any amendment(s) can be downloaded online on www.fbo.gov. She encouraged vendors to monitor this website always for any additional information pertaining to this solicitation. Additionally, she explained that remarks and explanations provided in the conference do not change the terms of this solicitation unless it is amended in writing. Further, she discussed the methodology by which proposals will be evaluated using the Lowest Price Technically Acceptable source selection process.

Ms. Wong continued the rest of the conference by providing the pertinent details of the solicitation to include but not limited to the commercial item format being used, the NAICS code, estimated number of customers, explained the Class Domestic Non-Availability Determination (DNAD) meaning that if domestic US grown FF&V are not available, then it is permissible to obtain the FF&V from foreign sources, and, the term and potential length of the resulting contract.

She explained what Economic Price Adjustment clause means, what the minimum guarantee is for the resulting contract, and that it applies only to the base period. She provided the anticipated timelines for the solicitation reminding everyone that the dates are subject to http://www.fbo.gov/ change. Ms. Wong also explained in detail how the vendor should bid, showing the mandated spreadsheet to use in proposal submission, went over the Delivered Price and Distribution Price and their differences, and the snapshot period of timeframe for bidding/pricing purposes. Vendors were reminded to use only the spreadsheet (Attachment 1) provided to them by the Government, and not to deviate from it, and to email their proposal to the prescribed email addresses.

The Do’s and the Don’ts were also covered in the conference to include reading the entire solicitation, to use the checklist contained in the solicitation, reminder to monitor the FEDBIZOPPS website always, to email proposals (not use mail or faxes), and to submit questions using the format provided in Attachment 7 by the indicated deadline in the solicitation.

Ms. Wong then proceeded to provide a summary of the conference, and thanked everyone for attending.

Written by:

AMY WONG

Contract Specialist

Concur:

PAUL S. CUNANAN

Contracting Officer

Attachments:

Preproposal Conference PowerPoint Slide Presentation Attendance Roster