J3_COP_Pre-Bid_minutes.docx
DOCX document 14 KB Posted
- Attached to
- VANG COMMON OPERATING PICTURE
- Solicitation number
- W912LQ-16-T-0073
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Minutes from Pre-bid meeting
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Other files
| File | Type | Posted |
|---|---|---|
| J3_COMMON_OPER_PICTURE_PWS.docx | DOCX document | |
| T-0073_Q A_9-6-16.docx | DOCX document | |
| J3_COP_pre-bid_sign_in_roster.docx | DOCX document | |
| VNG_Common_Operating_Picture.pptx | PPTX presentation | |
| J3_VaNG_COP_Pre_bid_Briefing_30AUG16_v2.pptx | PPTX presentation | |
| T-0073_QA_8-31-16_J3_Response_31AUG16.docx | DOCX document | |
| SCA_RATES_Henrico_VA.docx | DOCX document | |
| J3_COMMON_OPER_PICTURE_PWS.docx | DOCX document | |
| W912LQ-16-T-0073_J3_COP_Clauses.docx | DOCX document | |
| COP_Past_Performance_Questionnaire.docx | DOCX document | |
| J3_COP_RFI_form.doc | DOC document |
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PRE-BID MINUTES
W912LQ-16-T-0073
J3 Common Operating Picture
A. The contracting officer, Ms. Susan Swanson, opened the meeting at 10:30 a.m.
1. The customer and technical representatives were introduced as were the state partners and other participants in the project. The contractors attending introduced themselves.
B. The agenda was reviewed and a sign in roster was sent around the room for all attendees to sign.
C. An amendment will be posted to incorporate the pre-bid meeting minutes. In addition, several references on the combined synopsis/solicitation posting on fbo.gov will be removed or corrected, including the addition of an SF 1449, extension of the bid due date, small business set aside and removal of reference to a pricing schedule.
D. Potential bidders were reminded that questions are to be submitted via the Request for Information (RFI) form posted on FBO. The government will formally respond on this form. In addition, questions and answers will be incorporated into the solicitation via amendment. Any changes resulting from questions or answers will be incorporated into the resultant contract. Ms. Swanson is the POC for the acquisition. No correspondence is to be addressed to other government participants.
E. Ms. Swanson briefly reviewed the concept of this contract.
1. This is a new contract. The Virginia National Guard has not previously contracted for these services. There is no incumbent.
2. The government will provide laptops for the contractor employees’ use to gain access to the government networks. In addition, the government will sponsor two CACs for contractor personnel.
3. Workspace will be provided at the Richmond facility for the contractor personnel when they are onsite conducting coordination, training etc.
4. VANG personnel will arrange/facilitate meetings with partners to ensure the contractor is able to gather pertinent data etc.
5. A pre-performance meeting will be conducted to establish a more defined schedule, etc.
6. The base period will consist of primarily “building the system”. Contractor will provide training and maintenance after the implementation of Phase 1. The government will exercise Phase 2 in fiscal year 2017.
F. COL Morgan, J3, Director of Operations briefed on the concept, assumptions and desired end state of the COP (refer to attached slide presentation).
G. The attendees were given an opportunity to ask questions.
| 1. What currently exists? Answer: Currently there are only steady state files with manual input of information. |
| 2. What are the gaps in the steady state? Answer: cold start on analytical |
| 3. Would the government entertain vendor presentations of existing products? Yes. If there are existing products, the VANG will consider using those as a base and expanding upon them. |
H. Returning to the contracting slides, Ms. Swanson continued reviewing the solicitation.
| 1. It is a small business set aside with a NAICS of 541512. Vendor must be registered in the sam.gov database prior to award. | |
| 2. This contract is covered by the Service Contract Act of 1965. A wage determination for Henrico, VA was included in the solicitation however the vendor must pay any employees from their local area that are not in a professional series or covered by overhead expenses the correct SCA rate. | |
| 3. Government will retain ownership of any product developed as a result of this contract. | |
| 4. The VANG has a modular approach to implementation with Phase I being initially awarded with FY16 funds. Phase I will build the base and allow the VANG internal requirements. That is anticipated to take 8 months to complete. After Phase I is implemented, the contractor shall provide training and maintenance. The government anticipates exercising the option for Phase 2 during FY17 to continue expanding on the capabilities. | |
| 5. The government is not defining the pricing schedule. The contractor shall define the line item structure that best ensures the deliverables are achieved while receiving timely payment throughout the period of performance. The contractor should take into consideration factors such as travel, training, maintenance. | |
| a. The government will not entertain a labor hour or time and materials contract. The only labor hour scenario the government will entertain is a line item to address a contingency situation that may arise such as a server change or software update e.g. Windows 10 to Windows 12 after the system is in place. These types of upgrades are typically outside the contractor’s control but will require the contractor to reestablish links etc. | |
| 6. The package submission was reviewed. If the contractor’s sam.gov registration is up to date and includes a completed clause 52.212-3, this does not need to be submitted. Past performance questionnaires are to be submitted directly to Ms. Swanson from the person/agency completing it. | |
| 7. This will be a best value determination in accordance with clause 52.212-2. Technical factors are defined in the solicitation. | |
| 8. The bid due date and time is changed to Friday, 9 September 2016 at 2:00 p.m. ET. |
I. As there were no other questions, the contracting officer closed the meeting at 11:42 a.m.
File details come from the government source that posted it. Updated .