W912J614R0002-Preproposal_Site_Visit_Minutes_22_Jul_14.pdf

ECIP Solar Photovoltaic (PV) Arrays Phase I & II

Project #’s KNMD119002 & 119003 Joint Base Pearl Harbor Hickam (JBPHH)

22 Jul 14

Introductions

• Contracting Personnel

– MAJ Manuel Llanes, Contracting Officer

– Julianne Cooper, CTR, Contract Admin

• Site Visit

– Lt Col Jesus Figueroa, Program Manager

– Capt Nhut Dao, COR

REMINDER THAT ALL QUESTIONS MUST BE SUBMITTED

THROUGH THE APPROPRIATE PROCESS DETAILED IN

SOLICIATION SECTION 00100 PARAGRAPH 3. DO NOT

CONTACT THE INDIVIDUALS LISTED DIRECTLY.

Synopsis

• ECIP Solar Photovoltaic (PV) Arrays Phase I & II, commonly known as ECIP I & II

• Magnitude is $5,000,000 to $10,000,000

• A Firm-Fixed Price Contract will be awarded

Synopsis

• Project is being solicited as a total small business set aside

• The contract will be awarded using Source Selection Tradeoff Procedures

• Evaluation Factors

– Technical

– Past Performance

– Price

Solicitation, Plans & Specs

• On the web – https://www.fbo.gov

• Solicitation

– Exhibits

– Questions & Answers document

– Amendments

• Check regularly & REFRESH the webpage

• Plans & Specs are RESTRICTED ACCESS

• Firms must be registered and have password on

FBO.gov https://www.fbo.gov/

• Export Controlled Materials

– Companies must be certified (via approved DD2345) by the Joint Certification Program (JCP) administered by the DLA Logistic Information Service (DLIS)

– Questions about this program or DD2345 should be addressed to U.S./Canada Joint Certification Office, DLA Logistics Information Services (DLIS), Federal Center, 74 Washington Avenue North, Battle Creek, MI 49017-3084. The Joint Certification Office may be contacted at (800)352- 3572 or email jcp-admin@dla.mil mailto:jcp-admin@dla.mil

• The U.S./Canada Joint Certification Program (JCP) office reported to this office that once a company is certified with the JCP office (normally 7 to 12 business days), the company should contact FBO.gov to have their JCP number to their FBO.gov account. JCP has indicated they are currently experiencing a three (3) week delay in addition to the normal waiting period.

• If your firm has applied to JCP for certification but has not yet received MPIN, documents can be provided to your firm if you provide proof your firm has submitted application to JCO.

– Tracking slip, certified return receipt, sent email message, delivered email message, etc.

• See Contracting Officer after the meeting with your proof and to sign for electronic distribution.

• You will need a valid email address to receive documents in this manner.

Contract Period of Performance

Construction Period is 540 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

Volume 1-Cost/Price Info & Pro Forma Documents

• Offeror portion of SF 1442

• Section 00010-Pricing Info-All Line Items

• Exhibits F and G

• Section 00600-Reps & Certs

– Complete Reps & Certs on the web at https://www.sam.gov/portal/public/SAM/

– Complete & return Reps & Certs in Section 00600

– Include Introductory Page-Section 00110 Para

2.4.1.2 lists required information https://www.sam.gov/portal/public/SAM/

Volume 1-Cost/Price Info & Pro Forma Documents

• Exhibit D completed

• Sealed Envelope Sealed Envelope

– FAR 9.105-1

– Containing letters from financial institutions concerning your firm’s credit worthiness AND capability to bond at a minimum to the price proposed.

Volume #2 Part I Technical Capability Proposal

NO PRICES/COST IN THIS VOLUME

• Part I- Technical Capability Proposal

• Comprised of four (4) sub factors

1. Experience & Capability

2. USGBC LEED ® Experience

3. Construction Schedule

Technical Capability Proposal

NO PRICES/COST IN THIS VOLUME

• Sub factors 1, 2, & 3 are limited to a total page count of 10 pages

Sub Factor #1

• Experience & Capability

• Demonstrate technical capability to perform a project of this size and complexity & familiarity with construction work associated with the local Hawaiian Island environment & involvement of the local labor workforce

• Discuss at a minimum projects submitted on in Exhibit A’s in Past/Present Performance Volume #2 Part II

• Discuss your firm’s extent of related experience and explain to what degree the offeror has the experience and capability to manage a complex construction project comparable to the work requirements of this solicitation

• Discuss experience and capability in managing a project in the local Hawaiian island environment

• Discuss involvement of the local labor workforce

• Discuss any other previous projects that are similar to this project in terms of scope, size, and complexity

• If no similar experience so state and indicate in detail how you plan to overcome this lack of experience.

• The onus is solely on the offeror to indicate in detail how the offeror plans to overcome this lack of experience.

• Demonstrate, as a minimum, that the following key personnel have experience managing projects/contracts of the same/similar dollar magnitude, size, complexity, and scope, in the capacity which they are proposed:

– Project Manager

– Site Superintendent(s)

– Quality Control Manager(on site)

– Site Engineering personnel

• Demonstrate personnel meet experience & education qualifications included in the contracts requirements.

• If no experience so state, and indicate in detail how you plan to overcome this lack of experience.

• Onus is solely on offeror to indicate in detail the plans to overcome lack of experience.

• Resumes/Cut Sheets limited to 2 pages per person

– If intended person is not currently on staff MUST have signed Exhibit B or

Letter of Intent

Sub Factor #2

• USGBC LEED ® Experience

• Discuss company experience with building to USGBC

LEED® standards. Indicate any previous projects that achieved LEED® certification

• Indicate key construction personnel and demonstrate they have experience and required qualification in assigned roles with building to USGBC LEED® standards.

• If no experience so state, and indicate in detail how you plan to overcome this lack of experience.

• Onus is solely on offeror to indicate in detail the plans to overcome lack of experience.

Sub Factor #3

• Construction Schedule

• Shall include commissioning timeline as well as demonstrate offeror’s understanding of the requirements of the construction schedule and commissioning timeline.

• Must demonstrate a functionally integrated understanding of the project, logically details tasks and timing of the work elements

• Must be realistic for events, accomplishment, and criteria

• Must discuss approach and timeline for commissioning

Volume #2 Part II Past/Present Performance Info

• Exhibit A-Part 1 Performance Relevancy Questionnaires

– Use Provided Format -1 Project Per Exhibit A

– Complete not less than 3 not more than 6 forms for relevant contracts complete or substantially completed (70%) in last 5 years.

• Exhibit A-Part 2 Complete One (1)

• Send questionnaires for Exhibit A’s provided or;

• Include FINAL Performance (CCASS) Eval or;

• Include complete PPQ’s not older than 6 months

• Do this early-Must be to Contracting Officer NLT Closing

Date

Volume #2 Part II Past/Present Performance Info

• If you do not have relevant Past Performance and are using experience of key personnel, predecessor companies, or subcontractors to obtain your Past/Present Performance, ensure you clearly state this in the proposal

• To be considered subcontractor must complete a consent form-Exhibit B must be included in your proposal

Submission Requirements

• Section 00110 Paragraph 2 of the RFP details the required information and format for the proposal

• Two (2) Volumes are required

• Volume #1- One(1) Original Hard Copy & One

(3) CD/DVD Electronic Copies

– Volume 1 MUST also include sealed envelope

• Volume #2-One(1) Original Hard Copy & One (3) CD/DVD Electronic Copies

Important Reminder

The Government intends to award without discussion and there may not be a chance for discussions, corrections, or revised proposals

Proposal Due Dates

• Proposal Due 1000 Hours (10AM) HST on Tuesday 12 Aug 2014

• Hard Copy of Volume I must be signed in original by officer of your company

• No facsimile or electronic mail offers

• Send or deliver to: (instructions in Section 00110)

USPFO Hawaii ATTN: CPT Manuel Llanes

91-1179 Enterprise Ave. Bldg. 117 Kapolei, HI 96707

References, PPQ’s, Exhibit C’s

• Reference questionnaires are also due by this time and date

– Send reference questionnaires out as soon as possible

– Return to Contracting Officer via email

• Manuel.llanes.mil@mail.mil

• Julianne.j.cooper.ctr@us.army.mil mailto:Manuel.llanes.mil@mail.mil mailto:Julianne.j.cooper.ctr@us.army.mil

Exhibits

• Exhibit A-Performance Relevancy Questionnaire

– Part 1, no less than 3 no more than 6

– Part 2, submit 1

• Exhibit B-Subcontractor/Teaming Partner/Key Personnel Info & Consent Form (if applicable)

• Exhibit C-Reference Questionnaire Package

• Exhibit D-Option Information Form

• Exhibit E-Proposal Inquiry Form

Exhibits (cont.)

• Exhibit F-Forward Pricing Agreement Rates

• Exhibit G- T-Evaluated Total Offer Calculation

• Exhibit H- Evaluated Total Offer Calculation

SAMPLE

• Exhibit I- Pre Proposal Meeting Access Form

Exhibit G Evaluated Total Offer Calculation

• Evaluation technique which measures the lowest total overall project cost to the Government will be utilized for this solicitation

• Evaluated Total Offer Method

– Considers the total price of ALL CLINS added to the potential remaining value of a contract, plus Home Office Overhead Rate and subcontractor markup.

Exhibit G Evaluated Total Offer Calculation

• ALL offerors must submit completed Exhibits F and G

• Failure to submit Forward Pricing Schedule

(Exhibit F) and a completed Exhibit G may make the offeror non-compliant with the solicitation requirements

Proposal Evaluation

• Process detailed in RFP Section 00120

• Carefully review Section 00120 when preparing your proposal

• Comply with Section 00100 and 00110 requirements

• Failure to furnish a complete proposal may result in elimination from consideration

Best Value

Best Value is defined as an award based on the greatest overall benefit in response to the requirement.

Award is based on price and other no-cost related factors.

Award

• The offeror whose proposal provides the Best Value to the Govt

• Technical and Past/Present Performance are approximately equal to each other and when combined are approximately equal to the Price Factor.

Important Reminders

• Submit a complete proposal IAW instructions

• Use the formats provided

• Submit Forward Pricing Formats

• Prime Contractors are responsible for coordination among the divisions with subcontractors

Important Reminders

• When using a subcontractor to obtain/enhance relevancy provide subcontractor consent form (Exhibit B) or the information will not be considered

• Award in this process does not necessarily mean the lowest price wins

How Questions Will Be Handled

• Questions must be submitted on Exhibit E via electronic mail to: manuel.llanes.mil@mail.mil and to julianne.j.cooper.ctr@us.army.mil

• Submit no later than COB 05 Aug 14

• Questions received after 05 Aug 14 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 AE-this will delay getting an answer mailto:manuel.llanes.mil@mail.mil mailto:julianne.j.cooper.ctr@us.army.mil

Answers to Questions

• All questions, on a non-attribution basis, and the answers will be posted to the website https://www,fbo.gov

• If necessary Addendums, issued by an Amendment will also be posted

• Check website regularly and don’t forget to REFRESH the web page.

https://www,fbo.gov/

Helpful Websites

• https://www.fbo.gov

• https://www.acqusition.gov/

• https://www.sam.gov/portal/public/SAM/

• http://www.wdol.gov/wdol/scafiles/davisbacon/hi.html https://www.fbo.gov/ https://www.acqusition.gov/ https://www.sam.gov/portal/public/SAM/ http://www.wdol.gov/wdol/scafiles/davisbacon/hi.html

Site Visit Safety Briefing

• Important information to know before we begin our site visit on JBPHH.

QUESTIONS