Maine - MATOC - Pre-Pro Conf - Notes.doc

Request for Proposal: W912JD-11-R-0001 Project Title: Multiple Award Construction Services Task Order Contract for Maine

Meeting Title: Pre-Proposal Conference

Meeting Date: 9 November 2010

Meeting Time: 10:00amEST

Location: Air National Guard, South Portland Station

Attendees – See Attached list

1. Introduction of Key Personnel:

The meeting attendees included MSG Rowland from the USPFO for Maine, who is Contracting Office and Lt Smith from the 101st Civil Engineering Squadron, will provide Technical support for this project.

2. Safety/Security Briefing:

MSgt Somers provided an informal brief regarding proper cell phone use within the facility, where the designated smoking areas are located, the location of the bathrooms, and the traffic flow entering and exiting the Air Guard Station.

3. Agenda for this meeting:

MSG Rowland provided overall agenda for the Pre-Proposal Conference, which included a brief on the procedures for the MATOC proposal, a site-visit of P-9 which is the Protocol Project and then closing remarks.

4. General Proposal Items:

a. MSG Rowland provided an overview of what is a Multiple Award – Indefinite Delivery – Indefinite Quantity Contract. The MATOC contract will be for a total of five years, base year of two years and three option years. In past history, the MATOC has been utilized by the Air National Guard with most of the project located in the Bangor Area. The Bangor area is a required location. The Government made available to all attendees, a list of all individual delivery orders awarded with a brief description of the project and the dollar amount within the past five years

b. The contractor’s maximum aggregate dollar amount is $20 million for the length of the contract with a maximum dollar amount of $3 million per delivery order. This acquisition has been set-aside for small business. The Governments intent is to award a minimum of nine contracts providing sufficient qualified contractors present offers. It is also our intention to award three to Emerging Small business’s (ESB) and two awards to each socio-economic program to include 8(a) and /or HUB Zone and /or Service Disabled Veteran Businesses and /or women owned businesses providing sufficient qualified contractors present offers. Several companies might qualify for multiple categories.

c. Contractors are cautioned to carefully read the solicitation in it’s entirely and comply accordingly. The solicitation is a template and has been designed by the National Guard Bureau and used by all 50 states. We have tailored the solicitation to meet our needs; this process is tried and true. Most of the questions raised can be answered by a thorough reading of the solicitation.

d. What to submit; the Government requires three volumes in two different binders. Located within the solicitation Section 00110 on page 16. Binder 1, Volume I consists of price/cost information. The individual who is authorized to bind the company must sign the SF 1442. Binder 2; consist of Volume II which is Past Performance and Volume III is Technical. A CD is required of all the material covered in Binder 2.

e. Exhibit E and E-1; the price for the prototypical project P-9 and the Self Performance Form. The Government noted a mistake in the formula and has revised this form and issued under Amendment #0001, which can be accessed on the FBO.gov web-page.

f. Areas of Consideration; The location of work, the dollar value and Design/Build. The solicitation stated south of Augusta, north of Augusta and Bangor which is a required location. The solicitation has specific dollar values the contractor must select. The design/build has specific requirements and how to submit under the type of requirement.

g. Volume II; Past Performance Proposal information is located on page 19 of the solicitation. Have subcontractors complete Exhibit B. If requesting a design/build the A&E must complete a SF 330. Under Exhibit C is the questionnaire which must be returned no-later-than 30 November 2010 to the Contracting Officer. Please do not have completed questionnaires forwarded back to the general contractor.

h. Volume III; Technical Proposal; the information is located on Page 21 of the solicitation. Please complete Exhibit D and answer all questions carefully. A reminder, Volume I is the only place where price information is located.

i. Section 00800 – Special Instruction; the information is located on Page 14 of the solicitation. All contractors should read section 000800 thru 01700 before preparing their proposal. The section will provide information that will help describes how the Government will evaluate the proposals and how to present your company in the best light.

j. Prototypical Project; the project is a means by which the Government can evaluate the contractors estimating ability. This prototypical project maybe awarded within 120 days depending on funds. The first page of the SF 1442 states that the proposal must be valid for 120 days. If the Government decides to award the prototypical project and the Davis-Bacon wage rates have change, the Government will address this issue at that time.

k. Proposal Evaluation; the information is described in Section 00120 of the solicitation. Please carefully review all the section in the solicitation prior to preparing your proposal. If you don’t submit a completed package you may be eliminated from consideration. The design/build is a separate option; it is not required to receive a MATOC Contract.

l. Request for Information (RFI’s); the Government has a specific form for all questions. They must be in writing and submitted through MSG Rowland and Mr. McPhail via e-mail. This information is located on the official RFI form. All RFI’s will be answered and issued as amendments and posted on the FBO.gov web-page. The Government has also provided a RFI log which is posted as well on the FBO.gov web-page. This is a tool ensure that contractors do not ask the same questions repeatedly.

m. Best value award; the Government has moved away from always awarding to the lowest quote. The Government wants a quality product at a fair price. This is taxpayer money and we need to be good stewards for the Government.

n. Exemptions; the Government may elect fair opportunity if the agency has an emergency requirement; supplies or services are unique or highly specialized or if it is a follow on order.

o. Specific Small Business Program; the dollar thresholds have increased for ESB’s to thirty thousand. All orders under this threshold are given to only ESB contractors.

p. Default or Master Specifications; they are national specifications which will be given only to the contractors who receive a basic MATOC.

q. Contractor’s location; contractors must be able to respond within 120 minutes in the event of an emergency. This was clarified in amendment 0001 under RFI #001.

r. Davis-Bacon Wages; the Davis-Bacon Wages rates apply and have changed since the solicitation was issued. You can find the latest version at the DOL web-site located within the solicitation. This will be handled in amendment 2 on RFI# 028.

s. FAR Clauses effecting thresholds changed; since the solicitation was issued, several of the FAR clauses have changed. Our system is unable to access the current version. When they become available an amendment will be issue to incorporate the updated FAR versions.

t. Plans and Specifications; once the MATOC contractors have been selected for the basic award, all information will be forwarded via e-mail to include specifications and drawings.

u. Proposal due date; November 30 at 11:00 at the Annex of the main building in Augusta. Award will be made without discussions; the Government does not anticipate revision of proposals for any reason.

v. Award information will be posted on the FBO.gov web-page and approximately 90 days after closing date.

5. Protocol Project:

Lt Smith is the representative for the Base Civil Engineering Office, from the Maine Air National Guard located in Bangor. The protocol project is an addition to P-9 located on this instillation. The P-9 is a pre-engineered building which is the base bid. The work does include a small amount of site-work which consists of sand and clay. Option 1 – will add heat to the building. Option 2 - pre-engineered mezzanine; Option 3 – renovation of the interior administrative offices. All attendees then attend the site and return to the facility.

6. Closing remarks:

I would like to thank you all for your time, it’s nice to see so much interest. Just a reminder, please submit all RFI’s through the proper channels.

With no further questions the meeting adjourned.