PFO_Warehouse_VLM_Pre-Bid_minutes.docx

PRE-BID MINUTES

W912LQ-16-T-0074

PFO Warehouse VLM

A. The contracting officer, Ms. Susan Swanson, opened the meeting at 10:00 a.m. The attendees were taken to the area in the warehouse where the VLM will be located.

B. WO1 Rodriguez pointed out some of the items that will be stored in the VLM. This warehouse is where government property is processed before being turned in as excess. The inventory changes from bolts to computer monitors, uniforms, small generators, etc on a rotating basis. The government cannot define what kinds of stock will be stored. The items stored cannot be heavier than the average person can lift, approximately 50 lbs. Large items are palletized and stored separately.

C. The intent is to maximize vertical space versus horizontal space. The area available for the VLM is a maximum of 45’ wide. The height is not to exceed 17’ as a result of overhead obstructions.

D. The attendees asked questions about desired features, intended use, etc. As a result of the onsite review, the specifications are changed as follows:

1. The maximum access height is 28-30”.

2. The height averages 12” spacing but should be adjustable.

3. The reference to push cart interface, digital weight scale and module payload are removed. Warehouse personnel will not use the push cart interface as was interpreted, a digital weight scale is not needed if the device automatically calculates pan weight to avoid overload.

4. The depth is 32” deep standard, however, pricing for a 34” model is to be submitted as an option for consideration.

E. As the government could not identify the specific space requirements as is industry standard, the procurement will be changed from a lowest priced technically acceptable acquisition to a best value determination. Ms. Swanson informed the attendees that the budget for this requirement is $125,000. It is the government’s intent to obtain as much storage space as possible therefore the contractor is to offer whatever solution will provide maximize space within that budget, be it a single unit with long pans or multiple units with shorter pans.

1. The technical factors for evaluation will be: the largest amount of bins and whether variable weights per pan is available. To provide maximum opportunity and not preclude any vendor from bidding, if a manufacturer does not offer varying pan weights as a capability, the pan payload shall be 1000 lbs minimum. In addition, each pan shall include interchangeable dividers every 36” (2” tall).

F. Minimum maintenance period shall be 24 months. Contractor bid is to include option year pricing for maintenance for years past the initial period.

G. The government is interested in inserts that may be available to customize the solution. Pricing for inserts are to be included as options in the event funding remains and such inserts can be purchased with the unit(s).

H. The attendees then visited the dock area to review access for unloading etc.

I. Ms. Swanson reminded attendees that questions are due Tuesday, 20 September 2016 by 12:00 p.m. and bids are due Wednesday, 21 September 2016 by 12:00 p.m. Bids are to include a product cut sheet as well as three references for the contracting officer to contact for past performance information.

B. A sign in roster was sent around for all attendees to sign. Ms. Swanson closed the walk through at 10:50 a.m.