MODIFICATION
V -- Minutes, Q&A, Sign-In Sheet
- Notice Date
- 11/15/2011
- Notice Type
- Modification/Amendment
- Contracting Office
- MICC - Joint Base Lewis-McChord, Directorate of Contracting, Building 2015, Box 339500, Fort Lewis, WA 98433-9500
- ZIP Code
- 98433-9500
- Solicitation Number
- W911S811R0013
- Archive Date
- 11/14/2012
- Point of Contact
- Daniel Cotto, 253-966-3532
- E-Mail Address
-
MICC - Joint Base Lewis-McChord
(daniel.cotto@us.army.mil)
- Small Business Set-Aside
- N/A
- Description
- Attachments are posted on https://acquisition.army.mil. DEPARTMENT OF THE ARMY MCO-MICC JBLM W911S8-11-R-0013, Vehicle Towing and Storage JOINT BASE LEWIS-McCHORD, WA 98433 Minutes from Pre-Proposal Meeting held 10:00AM, 7 November 2011 Preproposal Conference Minutes: 1. General Information All attendees completed a sign-in sheet. oGovernment employees present included the Carole Benson - Contracting Officer, Daniel Cotto - Contract Specialist, and other Government personnel. oThe conference was not recorded. 2. The conferees were advised that: Remarks and explanations at the conference would not qualify the terms of the solicitation. All terms and conditions of the solicitation and specifications would remain unchanged unless the solicitation was amended in writing. There is one amendment to date for this solicitation. The due date and time for submission of proposals is not extended. We would accept questions and post answers to the solicitation if submitted to our office by COB 10 November 2011 to allow time for responses. For questions received after that date and time, it may not be possible to include them in the minutes and the Government may not be able to answer them in a timely manner. The minutes would be posted no later than close of business on 11 November 2011. The Contract Specialist would also send a courtesy e-mail of the minutes to the contractors who have provided their e-mail addresses. 3. Purpose The attendees were advised that the purpose of the conference was to eliminate any possible misunderstandings of the terms of the solicitation, improve the understanding of the Government's requirements and the understanding of industry's capabilities, and identify and resolve any concerns and questions. 4. Contract Information: All attendees were told the following information. There will be two (2) contracts resulting from this solicitation. The quantity of 2 in the CLINs is for administrative purposes only, to make it easy at time of award due to software issues. The Awards will be firm-fixed-price contract. The information packet distributed during the conference mistakenly had the word "requirements." The requirement is 100% Set-Aside for Small Businesses. Performance Based - The Government will not tell you how to do the job, we just expect that you meet the stated requirements. Offer acceptance period - The offeror agrees to hold the prices in its offer firm for 90 days from the date specified for receipt of offers. The award will be made using Request For Proposals (RFP) procedures in accordance with (IAW) Federal Acquisition Regulation (FAR) Part 15 - Contracting by Negotiation. Offeror must be registered in the Central Contractor Registration System (CCR) www.ccr.gov with NAICS 488410, Motor Vehicle Towing. Offeror must complete Representations and Certifications, either in the ORCA system or manually complete FAR provisions 52.212-3 and DFAR provisions 252.212-7000 and submit with its offer. Contract Specialist clarified that the highlighted portions of amendment 0001 show text as it now reads. oDeleted the references to sections A through M. oChanged the Technical Capability Factor, Subfactor 1 to reflect the new Washington State Contract from 15 October 2011 to 14 October 2013. oAdded the instructions on how to price a free CLIN. oDeleted the references to FAR Provision 52.209-5 and FAR Provision 52.209-7. This is a competitive acquisition. An award will be made if the offeror is deemed responsible in accordance with the Federal Acquisition Regulation (FAR) 9.104-1; if the offer conforms to the RFP's requirements; and if the offer is determined to be the lowest price technically acceptable proposal with neutral or low risk for Recent and Relevant Past Performance. The Government reserves the right to evaluate the two lowest priced proposals first; and if acceptable, award will be made to those offerors. In the event that any of the lowest priced proposals is not acceptable, then the Government will evaluate the next lowest priced proposal and, if it is acceptable, award will be to that offeror, and so on. The two (2) selected contractors shall alternate months of service. 5. The conferees reviewed the Economic Espionage Act. Making the theft or misappropriation of a trade secret a federal crime. Appropriation of a trade secret. Conspiracy with one or more other persons. Intending or knowing that the offense will injure any owner. Benefiting a foreign power. Copying, duplicating, sketching, drawing, photographing, downloading, uploading, altering, destroying, photocopying, replicating, transmitting, delivering, sending, mailing, communicating, or conveying such information. Receiving, buying, or possessing such information. Fines up to $10 Million and imprisonment up to 20 years. 6. Delivery Instructions: Attendees were told the following Proposals can be submitted in person or by mail type delivery to: MICC-JBLM Attn: Daniel Cotto Building 2015, MS-19, Room 216 Box 339500 JBLM, WA 98433-9500 Include the solicitation number, closing date, and closing time on the outside of the sealed envelope. It is the responsibility of each offeror to ensure that its proposal reaches MCO-MICC-JBLM in a timely manner. The Government requires one (1) paper copy and one (1) digital copy on CD of the proposal. Proposals sent through the United States Postal Service (USPS) via Express or Priority mail require additional time for delivery to the address stated above or in block 9 of the SF1449. The Contract specialist query the attendees to ensure they knew the proposal due date and time. To give you a better picture of the mailing system, UPS and FedEx usually come in late in the morning; if you send it by the Post Office, our mail center usually picks up the mail around 9:00 in the morning and the contractor does not go again until the next day. Give yourself some extra time, we cannot emphasize too much not to cut yourself too short on time! It is your responsibility to get your proposal to us on time. Late is late, and we will not accept it. 7. Awardee The Awardee will be required to attend all post-award meetings as required by the Government. Any and all costs involved in these meetings, if required, shall be at the expense of the contractor. 8. Common proposal problems we encounter: LATE proposals - Why wait until the last minute? You invested time and effort to get the proposal ready so... Submit your proposals early!!! oEarly proposal submissions ARE encouraged; you can change or withdraw your proposal, prior to closing time, if you wish. Incomplete proposals - Suggestion: have more than one person review your proposal and compare it with the RFP. Submitting by electronic means - The Government will NOT accept electronic submissions of any type. Submit your proposals only in person or by mail. Questions and other communications - The Government will answer questions, if they are asked in a timely manner. The preferred method to submit questions is by email. Email provides a record to maintain fair and impartial treatment, so please, submit your questions in a timely manner and by email. Questions received after close-of-business on 10 November 2011 might not be answered. Technically Unacceptable Proposals - Read the Performance Work Statement (PWS) and make sure you address every requirement within the PWS. You may submit more than one proposal since this is a Commercial Acquisition and there might be more than one-way to fulfill the requirements. Each proposal MUST stand on its own; the Government will not make any assumptions from one proposal to another. Reasonable Price - price that a Prudent and Reasonable person would pay. Balanced Price - Price is distributed properly throughout the base and option years. CCR - Ensure your Central Contractor Registration is current; go to the website and search for your company by CAGE code and DUNS. ORCA - Ensure your Representations and Certifications are current; go to the website and search for your company. This office will not open or look at your proposal prior to closing time, so that there is no way to tell if you have done something wrong. 9. Questions and Answers: Do we need to tell you who did we asked for references? oAnswer - Yes, we need to have all the information requested in the solicitation for each reference. How do we interpret the highlighted text in the Amendment? oAnswer - The highlighted text in the amendment shows the area that was changed from the original issued solicitation. The following are questions received after the pre-proposal meeting. I am concerned about getting the correct format PDF or Word program that is going to be compatible and legible for the government to view on a CD that we are to provide with the solicitation. I have noticed on occasion within my own letters sometimes the font changes and or lines are adjusted slightly when I open them on different office programs from different computers. I am wondering if I would be able to bring in my contract prior to the deadline and make sure the government is able to open it ok and view the pages on the CD before it is submitted? oAnswer - First and foremost, the Government has requested a hard copy of your proposal, which will be used in the evaluation. Secondly, when you submit your CD please annotate what program version you're using on the CD label. The Government is not able to accommodate at this time individuals coming in to validate that a CD is viewable. Question about submitting a proposal from 2 separate companies, Owned by same persons. oAnswer - Each company can submit its own proposal, even if owned by the same individual. Each proposal MUST stand on its own; the Government will not make any assumptions from one proposal to another. I would like to clarify on the pricing portion of this solicitation to make sure I fill it out correctly. On the Net Amount at the end of each item do we just carry the (Amount total down?), for example: ITEM NO 2008 let's say we wanted to charge $1.00 per jumpstart would this be the proper way to input it on the solicitation? ITEM NO. Service Quantity Unit Unit Price Amount 2008 Jump Start 2 each $1.00 $2.00 NET AMOUNT $2.00 Is that the correct way to input it? oAnswer - Yes. oAnd would that price still be considered in balance, reasonable & not considered a buy in? The Government can't answer if the above price is balanced, reasonable & not considered a buy-in at this time without further evaluation. When the Government is considering a proposal the following guidance from the Federal Acquisition and other sources are considered. Buy in - The contract price is considered binding. Offer prices you will be able to work with for the contract duration and do not expect adjustments after contract award. Balanced pricing - The offer is balanced when the price is properly distributed throughout the life of the contract by base and option years. The Government will question an increase in price not consistent with market conditions (for example inflation, level of competition, and other factors). Reasonable price - represents a price to the government that a prudent person would pay when consideration is given to prices in the competitive market. The Government will follow the guidance of FAR 15.404-1(b) - prices at which the same or similar items have previously been sold and determine if the data is adequate for evaluating the reasonableness of the price. The Government may also use: Comparison of proposed prices to historical prices paid, whether by the Government or other than the Government, for the same or similar items. Use of parametric estimating methods/application of rough yardsticks (such as dollars per pound or per horsepower, or other units) to highlight significant inconsistencies that warrant additional pricing inquiry. Comparison of proposed prices with independent Government cost estimates. Comparison of proposed prices with prices obtained through market research for the same or similar items. Analysis of data other than certified cost or pricing data provided by the offeror. Value analysis. I didn't quite understand the quantity 2 because of 2 contractors were being awarded the contract explanation at the meeting. oAnswer - The quantity of 2 in the CLINs is for administrative purpose, to make it easier at time of award due to software issues. A quantity of 2 is used so that the Government can award 2 separate contracts with the software program used to write the contracts. If we sub-contract out the B and C class tows, will our sub-contractors receive gate passes as well or how does that work? oAnswer - Yes. Refer to Local Terms and Conditions, paragraph 3.4, Identification of contractor employees - RapidGate program. The cost associated with the RapidGate program are also explained in the addendum to Local Instructions 3.4. Do the copies of SF 1449 and SF 30 have to have signatures on them for the electronic copies we submit on CD-ROM or can just the hard copies be signed? oAnswer - The requirement is an original signature with your submitted paper versions of your proposal. A digital signature is desired but not required. We have completed our representations and certifications in ORCA, but I do not see FAR Provision 52.209-7 in the list of provisions. Where do you find this provision and where do I find DFARS Provision 252-212-7000. Neither of these provisions are in our records with ORCA and I was unable to locate where to find these provisions in ORCA or on the BizOpps website? oAnswer - references to FAR Clause 52.209-7 this clause was deleted in amendment 0001. All clauses and provisions can be found at http://farsite.hill.af.mil. Assistance with ORCA website can be found at https://orca.bpn.gov/help/help.aspx. DFAR Clause 252.212-7000 is not covered under ORCA and has to be filled out and submitted with your proposals. What is the "Net Amt" on the proposal - is the amount just carried down to the Net Amt? oAnswer - Yes. Net amount is the total amount Are there Amendments to the Solicitation that requires our signature on the SF30 front page? If so where do I find SF30 (Standard Form 30) to be able to complete the front page? oAnswer - Yes, amendment(s) require a signature. Amendment(s) is/are posted at http://www.lewis.army.mil/doc/SOLIC.htm. Currently, there is one amendment that has been issued/posted to the above website and the FedBizOpps website https://www.fbo.gov. Do we submit Past Performance Information with our proposal or do you contact our References to get the information or both? If we have a reference complete a past performance questionnaire, do we submit this with our proposal or have the questionnaire e-mailed to you? oAnswer - Past Performance information is required to be submitted with your proposal. Please refer to Instructions to Offerors paragraph C-4.3, Past Performance for complete instructions. Where will the questions and answers be posted and when will be able to review these questions and answers? oAnswer - The minutes will be posted on FedBizOpps and the MCO-MICC-JBLM website, http://www.lewis.army.mil/doc no later than close of business on 15 November 2011. We had a question about the pricing. It is my recollection that a statement was made, at the Pre-Conference meeting held Monday November 7th, that in the past, items to be bid were left blank if they were going to be done at no charge. The statement was made to mark those line items with a zero ($0.00) instead of leaving blank. My question: Is it acceptable to bid lines at $0.00 without violating EVALUATION FACTORS FOR AWARD as noted on page 109 of 123 under Basis for Contract Award item 1.2 which states Trade-offs between cost/price and non-cost/price factors are not permitted. The Government will evaluate proposed prices for reasonableness, in accordance with FAR 15.402(a), using price analysis techniques. Unreasonably high, unrealistically low, unbalanced, inaccurate or incomplete price proposals, may be the grounds for eliminating a proposal from competition. My intention is to provide a fair accurate proposal. Obviously I want to submit a competitive bid but do not want to leave myself exposed for a competitor to undercut me because I was unaware I could provide a lower bid in areas that are rarely performed. oThe Government will question a price that deviates significantly from commercial market practices. A price of $0.00 is acceptable if it is a normal business practice to offer the product or service free of charge.
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