Pre-Proposal_Site_Visit_Minutes.pdf

FLORIDA NATIONAL GUARD

UNITED STATES PROPERTY AND FISCAL OFFICE

189 MARINE STREET – PO BOX 1008

ST. AUGUSTINE FLORIDA 32085-1008

NGFL-PFO-CO-bjw 30 October 2017

MEMORANDUM FOR RECORD

SUBJECT: Minutes of Pre-proposal Conference and Site Visit, Solicitation W911YN- 17-R-0003, Project DBEH143000 Space Control Facility

1. The list of contractors attending the meeting is shown on the attached attendance roster. The following Government representatives attended the subject meeting at 9:00 AM local, 25 October 2017 in the Education Center, Patrick AFB and subsequent site visit at Cape Canaveral Air Force Station:

Name Position MSG Brian Williams Contracting Officer, USPFO for Florida Maj Brandon Pruitt Contracting Officer’s Representative, Base Civil Engineer, 125th CES Ms. Rutha Lawrence Contract Specialist, USPFO for Florida SSgt Christopher Matos Security, 114th SPCS

2. The following items were discussed during the Pre-proposal Conference:

a. This is a request for proposal (RFP) in accordance with Federal Acquisition Regulation (FAR) Part 15, lowest price, technically acceptable (LPTA). Instructions for submitting proposals and technical factors are found in 00110 of the solicitation document. Evaluation methodology is found in 00120 of the solicitation. All factors/subfactors must be deemed “acceptable” in order to be overall acceptable.

b. The solicitation is set-aside 100% for small businesses

c. Interested offerors must be registered in SAM. Go to https://www.sam.gov

d. All solicitation documents are found on www.fbo.gov. Plans and specifications are marked “export controlled” (see FBO vendor guide). Contractors need to be certified with the DLA Joint Certification Program by submitting DD Form 2345.

e. All questions must be submitted in writing via email, especially technical questions, to brian.j.williams9.mil@mail.mil. DO NOT contact the designer of record or military/government members. All questions and answers will be posted with the solicitation on FBO.

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NGFL-PFO-CO-bjw SUBJECT: Minutes of Pre-proposal Conference and Site Visit, Solicitation W911YN- 17-R-0003, Project DBEH143000 Space Control Facility

f. A guarantee is required with proposal, e.g. bond

g. The contract period is 600 days after notice to proceed

h. Solicitation includes clause 52.219-14—Limitations on Subcontracting

i. A secondary organized site visit is being contemplated by the Government.

j. Contractors were advised to check FBO for updates

k. Contractors were advised to contact the Contracting Officer if there are major problems getting interest and pricing from subcontractors.

3. A PowerPoint slideshow presentation was briefed and is attached.

4. Contractors visited the proposed construction site as a group. No photographs were allowed. Contractors were advised to submit all questions in writing as no answers given to any questions are official unless in writing.

5. The pre-bid conference and site visit concluded at approximately 12:00 PM.

Brian J. Williams Contracting Officer

Attachments Attendance Roster Power Point Slides

W911YN‐17‐R‐0003

DBEH14300 Space Control

Facility

PRE‐PROPOSAL CONFERENCE

DATE: 25 October 2017

Location of Project: Cape Canaveral Air Force Station

INTRODUCTION

• Contracting Officer (KO)

• Contracting Specialist

• Contracting Officer Representative (COR)

INTRODUCTION

• Your Name

• Company

• Your Position in Company

• Are you a Prime or a Subcontractor

SYNOPSIS

• Construct Project DBEH143000 (Jacobs)

• Magnitude‐$1,000,000 TO $5,000,000.

• A Firm‐fixed Price Contract Will Be

Awarded.

• 100% Small Business Set‐aside

• The Contract Will Be Awarded Using Source

Selection, Lowest Price Technically Acceptable Procedures

• Evaluation Factors – Price, Technical & Past Performance

SOLICITATION, PLANS

& SPECIFICATIONS

•On The Web ‐ https://www.fbo.gov •Solicitation

•Exhibits •Questions & Answers Document •Amendments

•Check Regularly & Refresh Web Page •Plans & Specifications‐must be registered and have password on FBO to view export controlled documents

SOLICITATION, PLANS

& SPECIFICATIONS

•Export Controlled Material •Company must be certified (via an approved DD Form 2345 by the Joint Certification Program (JCP) administered by the Defense Logistics Information Service (DLIS)

•Questions about this program or DD Form 2345 should be addressed to:

U.S./Canada Joint Certification Office DLA Logistics Information Services Federal Center, 74 Washington Ave., North Battle Creek, MI USA 49037‐3084

Phone: (800) 352‐3572 Email: jcp‐admin@dla.mil

Period of Performance

Period Is 600 Calendar Days After Receiving The Notice To Proceed

DISCLAIMER

The following is a brief overview of the proposal requirements

Offerors Are Strongly Cautioned To Carefully Read The Requirements Of The Solicitation And Comply Accordingly

Important Reminder

The Government Intends To Award Without Discussion And There May Not

Be A Chance For Discussions, Corrections, Or Revised Proposals

WHAT YOU MUST SUBMIT

•Section 00110 Of The RFP Details The Required Information And Format For The Proposal

•2 Volumes Are Required •VOL 1 – Price/Cost

•Pro forma documents (including offer guarantee)

•VOL 2 – Technical and Past Performance

Volume 1‐ Price/Cost

•Introductory page •Offeror portion of SF1442 •Section 00010 – Pricing Info •Offer guarantee (e.g. bond) •Section 00600 – Representations and Certifications (R&C) •Complete R&Cs in SAM on the web •Complete and Return Section 0600 •Joint Venture agreement (if applicable)

Volume 2, Part 1 Technical Capability

•Technical Capability •Comprised of three (3) subfactors:

•1. Experience & Capability •2. Construction Schedule and commissioning approach/timeline

•3. Quality Control

Technical Capability

•Experience and Capability (Subfactor 1) •Demonstrate offeror’s technical experience and capability to perform a project of magnitude and complexity

•Discuss and provide experience of key construction personnel

•Need to specifically discuss offeror’s experience with construction of multi‐room SCIF of at least 2,000 square feet, in accordance with IC Tech spec – for ICD/ICS 705, which have achieved SCIF accreditation or are in process of accreditation

Technical Capability cont.

•Construction Schedule and Commissioning Approach/Timeline (Subfactor 2) •Provide a Construction Schedule in a Gantt chart to include all construction activities as well as concurrent activities, and outline the critical path activities showing execution within the period of performance

• Include narrative discussing the scheduling processes and resource allocation

Technical Capability cont.

•Quality Control (Subfactor 3) •Provide narrative that demonstrates that the quality control staff is adequate to meet the contract’s requirements.

•Provide a detailed explanation of how qualities issues are dealt with

•Meetings, Inspections, Submittal Reviews, Correction of Non‐compliant work

Volume 2, Part 2 Past Performance

NO PRICES/COST IN THIS VOLUME

•Exhibit A‐ Part 1‐ Performance Relevancy Questionnaires – Use Exhibit Format!

• Complete not more than three (3) forms for Relevant Contracts Completed Or Substantially Completed (70%) In The Last Five Years

•Exhibit A‐Part 2 – Complete Once and include in Volume

•Final Contractor Performance Assessment Reporting System (CPARS) reports –OR‐ Send Exhibit C, Reference Questionnaires For The Exhibit A Projects to references

• Do This Early – Must Be to KO NLT Closing Date

Volume 2 – Part 2 Past Performance Continued

•If You Do Not Have Relevant Past Performance And Are Using Experience Of Key Personnel, Predecessor Companies Or Subcontractors To Obtain This Ensure You Clearly State This In The Proposal

•To Be Considered Subcontractor Must Complete A Consent Form ‐ Exhibit B

Past Performance References Exhibit C

•Reference Questionnaires Are Also Due By This Time And Date •Send Reference Questionnaires Out As Soon As Possible

•Return to KO E‐mail directly from the client/evaluator

Exhibits

•Exhibit A = Relevancy Questionnaire

• PART 1 (NTE 3) PART 2 (1)

•Exhibit B = Subcontractor Consent Form‐ if applicable

•Exhibit C = Past Performance Letter and Questionnaire (Send out to References if there is no Final CPARS report for the project)

Proposal Due Dates

•Proposal Due: 09 November 2017, 4:00 PM Eastern •Proposal Must Be Signed By Officer Of Your Company •No Facsimile Or Electronic Offers •Send or deliver to:

USPFO for Florida 189 Marine Street St. Augustine, FL 32084

Proposal Evaluation

•Process Is Detailed In RFP Section 00120 •Carefully Review Section 00120 When Preparing Proposal

•Comply With Section 00100 And 00110 Requirements

•Failure To Furnish A Complete Proposal May Result In Elimination From Consideration

Proposal Evaluation (00120)

• The Government intends to award a single contract to a qualified Small Business Offeror deemed responsible in accordance with the Federal Acquisition Regulation (FAR), whose proposal conforms to all the RFP's requirements and is judged to represent the Best Value to the Government in accordance with the evaluation scheme set out in this solicitation.

• The award will be made based on the lowest price, technically acceptable offer IAW the FAR 15.101-2

• Best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price, with appropriate consideration given to the three (3) evaluation factors: Technical, Price, and Past Performance.

Award

The Contractor Whose Proposal Provides:

• The Lowest Price Technically Acceptable Proposal-- Read carefully Section 00120

• In order to be considered awardable, there must be an “acceptable” rating in every non-price factor/subfactor

Important Reminders

•Submit a Complete Proposal In Accordance With Instructions – Use Formats Provided

•Award Without Discussions Is Intended, You May Not Have An Opportunity To Correct Or Revise Proposal

•52.219-14 Limitations on Subcontracting Apply- Small Business must perform 15% of cost of contract, not including the cost of materials, with its own employees

Important Reminders

•When Using A Subcontractor To Obtain/Enhance Relevancy Provide Subcontractor Consent Form, Exhibit B, Or The Information Will Not Be Considered

How Questions Will Be Handled

•Questions Must Be Submitted in the format shown in Exhibit D Via Email To:

brian.j.williams9.mil@mail.mil

•Submit Questions NLT COB 5 business days prior to due date

•Questions Received After Required Date May Be Held And Addressed After RFP Closing With Those Offerors Determined To Be In The Competitive Range If Discussions Are Deemed Necessary

•Do Not Call Technical Personnel Or A&E- This Will Delay Getting An Answer

Answers To Questions

•All Questions, On A Non-Attribution Basis, And The Answers Will Be Posted To The Web Site https://www.fbo.gov/

•If Necessary Addendums, Issued By An Amendment, Will Also Be Posted

•Check Web Site Regularly And Don’t Forget To Refresh Web Page

Websites

•www.fbo.gov (to download RFP, plans and specs)

•www.sam.gov (be sure you are registered)

•http://www.gpo.gov/davisbacon/allstate s.html (for current wage determination)

•www.wdol.gov (for current wage determination)

Questions