pre proposal minutes ND MATOC Apr 11.docx

NATIONAL GUARD BUREAU

oFFICE OF THE UNITED STATES PROPERTY AND FISCAL OFFICER, NORTH DAKOTA

PO BOX 5511, BISMARCK, NORTH DAKOTA 58506-5511

MEMO FOR RECORD 27 Apr 2011

MATOC PRE-PROPOSAL CONFERENCE

Meeting Minutes

A Pre-proposal Conference was held 27 Apr 2011 in the CE Classroom for the MATOC project, PN KKGA 112004. Attendees are listed on the attached Attendance Roster.

The following items were discussed:

1. 2 year base period and 3 option years for a total of five (5) years

- 60 day notice required prior to exercising option year

2. Scope of Work

- Optional Design/Build

- Broad range of maintenance, repair and construction services

3. Dollar amount of each contract - $200.00 to $20,000,000.00 Dollar amount of each task order (project) - $200.00 to $5,000,000.00

- Over $5,000,000 in rare cases.

4. Standard Award Goals

- Minimum of 6 awards

- Minimum of two awards will be to 8(a), Hub Zone, Service Disabled Veteran Businesses and Woman Owned Small Business Concerns, provided sufficient qualified proposals are received.

5. All information concerning this solicitation including the prototypical project is available on FBO.Gov. The Prototypical may be awarded with initial submittal

6. Proposal requirements 3 volumes in 2 binders.

- See proposal requirements in solicitation.

7. Section 00800 – 01700 → Special Contract Provisions

8. Proposal submission requirements and instructions explained in Section 00110

9. Proposal Evaluation process and basis for award explained in Section 00120

10. Registration on FBO website, recommended but not required

11. Contractors will be given a fair opportunity to compete for task orders except in the following exceptions.

- Services are unique or highly specialized

- Interest of economy and efficiency

- Urgent or emergency requirements

- Satisfy the minimum guarantee

12. Contractor’s Response Time @ 120 minutes minimum required in emergency situations. Normal response is 2 days for site visit and 3 to 30 days to submit price

13. Current Davis Bacon Wages and required bonding are specific to each project and will be detailed in the “Notice of Proposed Task Order” for each project.

14. Design Build projects threshold is $500,000 or less

15. Today’s meeting was not mandatory in order to submit a proposal but highly recommended.

16. Proposals are due not later than 4:00 pm May 19, 2011

17. AWARD IS CONEMPLATED TO BE MADE WITHOUT DISCUSSIONS – DO NOT ANTICIPATE AN OPPORTUNITY TO MAKE CORRECTIONS OR CHANGES

18. The following additional items were either discussed or are being brought to the attention of all potential offerors:

· Question: If a contractor indicates wanting to be considered for the design-build option and evaluation of the design build and team experience reveals they are not qualified for the design build option, is the contractor still eligible for the basic MATOC contract.

· Answer: yes

· Question: Can the contractor use different subs than is listed in the contractor’s proposal.

· Answer: yes

· Question: Exhibit C, Cover letter example for the “Past Performance Evaluation Questionnaire” indicates a date to arrive at the Government office Not Later Than May 13, 2011, is that correct?

· Answer: No, the date should read May 19, 2011, the same date that proposals are due.

· Exhibit F, Section starting with Binder #2, Past Performance Information – Reminder, it states under Exhibit A, Part 1, to provide Performance Relevancy Questionnaire format for five (5) general construction projects. This is changed to read for six (6) general construction projects. It was stated at the pre-proposal conference that the requirement would be five (5), but Exhibit F is changed to comply with other areas in the solicitation.

· If Offerors choose to hand carry their proposal to Fraine Barracks in Bismarck ND they are cautioned that approval to enter Fraine Barracks must be obtained prior to the closing date for receipt of proposals. Delays should be anticipated at the entry point and should be accommodated for. Late receipt of proposals due to Fraine Barracks entrance delays may not be deemed excusable and the Contracting Officer may declare the proposal late and remove it from consideration. Email dallas.eckholm@us.army.mil or kevin.magstadt@us.army.mil for clearance into Fraine Barracks.

· Please note Section 00110, paragraph, 1.4.4 and 1.4.4.1 and the requirement to submit documentation of adequate financial resources that will be used pursuant to FAR 9.105-1, Determination of Responsibility. This information will be used only if the contractor is selected for a MATOC award.

Questions or comments regarding these conference minutes can be directed to Dallas Eckholm at 701-333-2225 or Kevin Magstadt at 701-333-2224.

Attachment:

1. Attendance Roster image1.png