Pre-proposal_Site_Visit_Minutes_10_-_11_May_2019.pdf

Pre-proposal/Site Visit Minutes 10 May 2019

7:15 – 8:13 – Sign-in/Escort to Conference

8:13 – 9:40

• Introduction

• Agenda

• Administrative Announcements (bathrooms, fire exits, escort required, etc.)

• Introduction of Government Team

• Introduction of Contractor’s

• Review of Request for Proposal (RFP)

• Contract Line Item Numbers (CLINs)/Price Matrix

• Lowest-Price, Technically Acceptable (LPTA) Source Selection

• Instructions to Offerors, Addendum to 52.212-1 o Tiered or Cascading – Contracting Officer (KO) read out loud page 234 of the solicitation, paragraph D.1.b.

o Volume I – Small Business concerns only o KO advised offerors to read the solicitation and ensure proposals conform. KO referenced page 235 of the solicitation, paragraph number 2, General Instructions.

o Volume II – Administrative (all offerors).

KO read paragraph 2.d. on page 236 of the solicitation out loud.

KO advised offerors they can follow Table 1.k. on page 237 of the solicitation and the table on page 240 of the solicitation as an outline of what their proposal should include.

o Volume III – Technical Approach (all offerors).

KO read out loud paragraph b.(1) on page 239 of the solicitation regarding sanitized copies.

KO advised per paragraph b (3) on page 240 of the solicitation that the government will not go in search of information in their proposal, so information shall be included in the appropriate volume and section.

KO advised items such as the Quality Control Plan and Phase-In Plan are to be realistic and not samples.

KO advised offerors of the differences in previous healthcare housekeeping solicitations to this one:

• Only paragraphs 1.6., 1.9., and 1.13. of the PWS are to be addressed in Section A per paragraph (5)(1) on page 240 of the solicitation.

• Only paragraphs 4.3.3. and 4.3.14. of the PWS are to be addressed in Section B per paragraph (2) on page 241 of the solicitation.

KO read out loud paragraph (3), Section C, on page 241 of the solicitation. KO advised per paragraph d. on page 236 of the solicitation, “the proposal shall not simply rephrase or restate the government’s requirements”.

KO advised per paragraph (b) on page 242 of the solicitation, the Staffing Chart shall have labor categories filled out and they must include a narrative. KO advised offerors can manipulate attachment 4 to fit their labor categories.

KO advised only one Amendment has been issued so far, and that amendment added column k. (room size) to Exhibit D.

• Volume IV – Past Performance (all offerors).

• Volume V – Price (all offerors). KO advised pricing information should only be included in this volume (do not place in other volumes).

• Volume VI – Small Business Participation Proposal (all offerors).

• Volume VII – Small Business Subcontracting Plan (other than small business offerors). KO advised offerors to review the DoD checklist for reviewing subcontracting plans included in Attachment 8 of the solicitation.

• Evaluation of Offerors, Addendum to 52.212-2

• Proposal Due Date, 24 Jun 2019 – KO advised proposals will not be picked up at the gate, they must be dropped off or mailed on time.

• Review of FAR Clause 52.222-17, Nondisplacement of Quality Workers

(right of first refusal).

• Collection of questions submitted on index cards.

9:40 – 9:45 BREAK

• KO, Branch Chief, and Chief, Environmental Services answered questions from index cards.

• Branch Chief spoke:

o Chief of Joint Services Branch, where all Healthcare Housekeeping contracts for the Army are procured.

o Brooke Army Medical Center (BAMC) is the premium Army facility.

o Regarding questions on tier/cascade, we want to be fair to all businesses. Our emphasis is to get the best contractor, whether small or large. A lot of thought and consideration was put into the process to ensure fairness.

o We aren’t in the business of fixing proposals, therefore we expect proposals submitted to be a quality product. Follow the instructions/checklists in the solicitation. The Source Selection Evaluation Board (SSEB) is structured, and evaluations are specific to every page, section, etc. A quality product speeds up the procurement process.

o We are still streamlining with each new requirement. We want to tell you as soon as possible if you are the unsuccessful/successful offeror.

o This new requirement for BAMC is performance-based, no longer task and frequency. The government will no longer furnish the supplies and materials on the new contract. When writing this proposal, offerors have to write to what the government is asking for now (performance-based, etc.).

o The Staffing Chart is critical. How do you come up with the FTEs?

The more we understand, the better your proposal. Be pointed and explain the process.

o Answered questions from the submitted on index cards

10:13 – 10:30 BREAK

10:30 – 10:45 Tour of Institute of Surgical Research (ISR), Bldg. 3611.

10:45 – 12:15 LUNCH

12:15 – 12:45 – Load on Bus

12:45 – 1:50 Tour of Medical Treatment Facilities (MTFs) on Fort Sam Houston, Bldgs.

1279, 1278, 1240 (walk-throughs); and, 1179, 2635, 2630, 2375, 2401 (drive-by’s).

1:50 – 2:18 Drive to Schertz Medical Home

2:18 – 3:15 Tour Schertz Medical Home

3:15 – 3:34 Drive to Fort Sam Houston

3:36 END OF DAY

11 May 2019

7:30 – 8:30 – Sign-in/Brief of day ahead

8:30 – 9:55 Tour of BAMC

9:55 – 10:11 BREAK

10:11 – 11:00 Tour of BAMC

11:00 – 12:15 LUNCH

12:15 – 12:25 Gather for tour

12:55 – 1:45 Tour of BAMC

1:45 END OF DAY