Pre-Proposal Conf Notes w-Atch.pdf

NGSD-PFO-PC 10 January 2020

MEMORANDUM FOR RECORD (MFR)

SUBJECT: Preproposal Conference for MATOC Solicitation W912MM-20-R-0001

1. The preproposal conference was held on 7 Jan 2020 at the South Dakota Air National Guard, Joe Foss Field, Sioux Falls, South Dakota (SD). The meeting commenced at 09:05 am (CST). Attendees are identified on the attached sign-in roster.

2. All attendees signed in and were provided a copy of the attached slides “MATOC Preproposal Conference SDNG” with the note format. Government Team members that called in were Ms. Carrie Hancock (Contracting Officer), Mr. Monty Eisenbraun (Chief of Contracting), and Mr. Shane Galles (Contract Specialist).

3. The meeting began with me introducing myself and the government’s team. I conducted the briefing using the slides “MATOC Preproposal Conference SDNG”.

These slides along with this MFR will be posted to Contract Opportunities on beta.SAM.gov.

4. Upon completion of the briefing/slides – I opened the floor up to questions and comments. The question/answers will be incorporated in a separate document that will include all question and answers submitted through the deadline of close of business 13 January 2020.

5. Ms. Kareen Doughtery, from the SD Procurement Technical Assistance Center (PTAC), offered their assistance to any small business, if needed.

6. Ms. Carrie Hancock addressed the group to reiterate that when proposals are submitted, the package needs to be complete and accurate according to the solicitation requirements. She explained the main reasons a contractor is eliminated from evaluation are that proposals are not complete or do not comply with the requirements as stated in the solicitation.

7. 1st Lt Jacob Erpenbach, Deputy Base Civil Engineer, stated he was glad everyone came out and is excited to work with everyone.

8. Upon no further questions or comments, I adjourned the meeting at 9:45 am (CST).

Attachments as TIMOTHY W. ANDERSH Contract Specialist timothy.andersh Highlight timothy.andersh Highlight

Pre-Proposal Conference Date 7 January 2020

South Dakota Army and Air National Guard

Competitive, Multiple Award, Indefinite Delivery, Indefinite Quantity(IDIQ)

Contract

Total Time Period Possible - 5 Years

•Base Period is a 2 Year Period

PLUS

•3 One Year Options •Determination to exercise an option period is based on participation & performance

“SCOPE”

Covers a broad range of maintenance, repair, & construction services which can include design/build services

Choice of 2 Locations:

•Joe Foss Field Air National Guard Base, Sioux Falls, SD

• Potential limited projects include the remaining state of South Dakota, with approval.

• Federal Contracting Officers located at either the South Dakota Army or Air National Guard can award task orders off this MATOC.

• MINIMUM - $2000 per contractor for life of program (Initial task order at time of basic contract award.)

• MAXIMUM - $20,000,000.00 program ceiling over the 5 year life of the program

• Maximum Task Order limit: $5,000,000.00

• Individual projects will be awarded using individually priced task orders with competition amongst those awarded a contract

• Once the program reaches a total of $20 Million the program will expire.

• A Maximum Of Seven (7) or more Small Business Awards anticipated

• A Minimum of Two (2) anticipated

• Task orders may be set-aside individually for socio-economic groups provided two or more MATOC contractors are in the set-aside group:

• HUBZone

• Service-Disabled Veteran Owned Business

• Woman Owned Small Business

• Socially & Economically Disadvantaged Business

• 8(a) Minority Owned, etc.

NOTE:

8(a) Contractors must have approved business plans on file @ SBA South Dakota District Office

The following is a brief overview of the proposal requirements.

Offerors are cautioned to carefully read the requirements of the solicitation and comply accordingly

• Section 00110 and 00120 of the RFP / Solicitation details required information and format

• 2 Volumes in 2 binders are required (Section 00110, 2) One (1) original, three (3) hard copies, and one (1) electronic copy on a CD

• VOLUME 1 – Binder 1 (Section 00110, 2.1 & 3.1)

• Price/Cost, Pro Forma Documents

• Bond & Surety Information

• Financial Institution

• VOLUME 2 – Binder 2 (Section 00110, 2.1)

• Part 1 - Technical Requirements (3.2)

• Part 2 - Past Performance Requirement (3.3)

• Cover Letter (3.1.2)

• SF 1442 – Signed (3.1.3)

• Areas of Consideration (3.1.4 and Section 00010)

• Location and Dollar Values

• Exhibit D (3.1.6)

• Price for Prototypical Project(s)

• Project Schedule

• Reps & Certifications – (3.1.5 and Section 00600)

• Provide one (1) copy in a sealed envelope of documentation of adequate financial resources (3.1.6.2):

Provide letters of reference from financial institution(s) concerning credit worthiness and from bonding companies indicating capability to bond to, at a minimum, the highest level requested in areas of consideration.

• Volume 2 – Part 1 - Technical Capability (3.2)

• Review requirements and limitations

• Address each Subfactor – 5 separate requirements

• Volume 2 – Part 2 - Past Performance Requirements (3.3)

• Address as stated in solicitation

• Exhibit A -Performance Relevancy Form - Complete (3.3.1)

• Part 1 - Complete for 3 to 5 projects (3.3.3)

• Part 2 - Submit one copy

• Exhibit B - Have Subcontractors Complete (3.3.9.1)

• Subcontractor Consent and Information Form

• Exhibit C - Provide a list of clients, including name and phone number, you sent Exhibit C questionnaire to and/or final CPARS forms for the Exhibit A Part 1 projects (Next slide has more details)

No Price Information in Volume 2

• Exhibit C Package - Send questionnaires to your references and include:

• Introduction Letter, Exhibit C and Questionnaire

• References must be received NLT the Closing Date to the

Contracting Officer, not to you (22 January 2020) (Exhibit C updated read 22 January)

• Email provided in Exhibit C and RFP

• Do not include copies of what was sent in the proposal!

• If you have a CPARS Final Evaluation for a project stated in Exhibit A

• that may be included in lieu of sending form

• place behind applicable Exhibit A

• Offerors should carefully read Section 01000 - Special Contract Requirements before preparing proposal

• Important basic contract requirements and conditions are contained in these sections

Section 01000 Special Contract Requirements

• Represents projects that may be awarded under this contract

• Measures contractors’ estimating system and capabilities

• And ability to provide a reasonable price to the

Government

• The ability to schedule a project to meet construction timelines

MATOC Award – Best Value and Proposal Evaluation

The Best Value is the most advantageous offer, price and other factors considered, consistent with the Government’s stated importance of evaluation criteria. The awards will be made based on the best overall (i.e. best value) proposals that are determined to be the most be the most beneficial to the Government, with appropriate consideration given to the three (3) evaluation factors: Technical, Present/Past Performance, and Price.

Technical factors are somewhat more important than present/past performance and when Combined however the non-cost factors are approximately equal to Price.

• Detailed in Section 00120 of the RFP / Solicitation

• CAREFULLY review sections 00100, 00110 & 00120 and 01000 - Special Contract Requirements when preparing proposal

• Comply with all requirements

• Inquire in writing if you have questions

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

• Choose your dollar levels carefully

• Consider bonding

• Experience and staff

• These contracts let you grow over time

• If you are not found technically capable for the high of the price range you chose, at the sole discretion of the contracting officer you may be offered an award at a lower price category but this is NOT a guarantee

Task Order Award and Fair Opportunity

Every Contractor who is awarded a MATOC Contract will be given a FAIR OPPORTUNITY to compete for award of task orders/projects unless an exemption applies.

Fair Opportunity Exemptions

• Urgent or emergency requirements

• Services are unique or highly specialized interest of economy and efficiency

• Satisfy the minimum guarantee

NOTE: THIS IS NOT A

REQUIREMENTS CONTRACT

Other Times You May Not be Given An Opportunity To Compete

KO May limit competition or exclude a contractor for the following reasons:

Satisfy Agency Small Business Program Goals Projects may be set-aside for 8(a) MATOC

Contractors and/or HUB Zone and/or SDVOB MATOC Contractors and/or Women Owned Small Business

Failure to prosecute the work diligently on a current Task Order Award

Order outside your areas of consideration

Master Specifications

• The Master Specifications are also referred to as the default specifications.

• Establishes an industrial and/or commercial standards for maintenance and repair of Government Facilities.

• If SOW does not address a specification for an element of work, the master/default specification applies.

Contractor’s Response

• Normal response time is two (2) days for site visit and three (3) days to thirty (30) days for proposal depending on complexity and need.

• Contractors must be able to respond within 120 minutes in the event of an emergency to view a site and possibly provide a price.

Insurance Requirements

• MATOC contractors are required to maintain insurance while under a MATOC contract, not just when a task order is issued.

• You will have access to the base for contract related events determined on response to the event although you may not have a task order in place.

• Insurance must be in place if responding to emergencies.

Davis Bacon Wages and Bonds

• The most current Davis Bacon Wages / Wage Determination Rates apply to each separate Request for Proposal / Task Order (TO).

• The link to the web site (beta.SAM) will be provided.

• Final rates are determined on the date of TO award.

• Performance and Payment Bond requirements are established by each Task Order.

• Payment Bond – Required on TO > $35K

• Payment & Performance Bond - Required on TO > $150K

• Bid Bonds are required on all Task Orders.

Bid Bonds

If a Performance & Payment Bond are required, i.e. projects > $150K will require a bid bond submitted with the proposal

Important Reminders

• Award is contemplated to be made without discussions- Do Not anticipate a chance to make corrections or changes

• Your first proposal will probably be your only proposal!!

• Read the solicitation requirements carefully!!

• Consider using Section 00120 to “rate” yourself before submitting the proposal-is it complete??

Important Reminders

• All Amendments Will On beta.SAM –

Contract Opportunities Web Site

• Check Site Regularly For Changes & Refresh

The Page

• After Closing No Information Will Be

Available Until Award

• Awards Will Be Posted To The Web

• Results should be announced in

Approximately 90+ Days

Questions

• Questions must be submitted in writing via email to the emails provided in the solicitation.

• Submit questions NLT COB 13Jan

• Submit questions To KO/CS Only Do Not Call

Other Government Personnel

• Questions Received Late May Be Held And

Addressed After RFP Closing With Those Who Submitted Offerors

• Questions And Answers Will Be Posted To The Web Site Only

Answers to Questions

• All Questions, on a non-attribution basis, and the answers will be posted to the beta.SAM – Contract Opportunities Web Site

• If necessary addendums, issued by an amendment, will also be posted

• Check web site regularly and don’t forget to refresh web page

• https://www.sam.gov

• https://beta.sam.gov/help/new-to-sam

• New to SAM Learning Center

• https://beta.sam.gov/search?index=wd

• Sioux Falls, SD

• https://beta.sam.gov

• Contract Opportunities https://www.sam.gov/ https://beta.sam.gov/help/new-to-sam https://beta.sam.gov/search?index=wd https://beta.sam.gov/

United States Property & Fiscal Office 2823 West Main Street, Rapid City, SD 57702-8170

Carrie Hancock, (402) 309-8255 carrie.l.hancock2.civ@mail.mil

Tim Andersh, (605) 737-6543 timothy.w.andersh.civ@mail.mil mailto:carrie.l.hancock2.civ@mail.mil mailto:timothy.w.andersh.civ@mail.mil