Pre-Bid_Minutes_1282AT18R0010,_06152018FE.pdf

United States Department of Agriculture

Forest Service

Rocky Mountain Acquisition Management

2150 Centre Ave., Bldg. E Fort Collins, CO 80526

Pre-Proposal Meeting Minutes 1282AT18R0010 | ARP Facilities/Quick Fix Multi-Year | Page 1 of 3

File Code: 6320 15 June 2018

MEMORANDUM FOR RECORD

SUBJECT: Pre-Proposal Meeting Minutes – Solicitation No. 1282AT18R0010, ARP Facilities/Quick Fix Multi-Year BPA

1. *Venue: **Teleconference No. 1-888-844-9904, Access Code 401-9069#

*Teleconference lines conflicts led to slight modification. Meeting was held at Teleconference line 1-888-844-9904, Access Code 5736149#, from actual start time (No. 3) through 1000 hrs MT. Government Team switched to the solicitation conference line number at 1000 and awaited any contractors that were missed through the meeting end time (No. 7). Contractors that missed the meeting are encouraged to email questions to the Contracting Specialist and COR using the contract information under No. 11 of the Pre-Bid Meeting minutes (Below).

2. Date, Day: 22 May 2018, Tuesday

3. Time: 0900-1100 HRS, MT. The actual meeting began at 0912 HRS.

4. The following were present from the USDA Forest Service:

a. Contracts Specialist, Klenise Wallace

b. COR/Engineer, Steve Wood

c. Engineer, Laurie Yeager

5. Representatives of the following companies attended the Pre-Bid Conference in person or via telephone:

Tyler Walter – HDI, Inc.

Joe Kramer – HDI, Inc.

Andrew Cameron – Bulldog Environmental, Inc.

6. The table below reflects the queries raised during the pre-bid meeting held on 22 May 2018 and any questions asked by potential bidders outside of the meeting up to 13 June 2018.

Sr. Query Raised Reply/Clarification

1. Is it a 5 year BPA together? The Government anticipates a total of 5 years broken down under a

Base period and 4 optional years. Option year exercises are not guaranteed. The Government will notify the applicable contractor of the intent within 60 days of base period or current option year end date.

Refer to 1.1.4 of the solicitation terms.

2. How are the years awarded? To determine if an option year will be exercised, the Government will evaluate need, contractor’s performance and responsiveness. If the Government elects to exercise an option year, the contractor will be notified of the Government’s intent within 60 days of the current period/year end date. Notifications of option to exercise awards are made in writing (typically via email).

3. What does BPA stand for? BPA stands for Blanket Purchase Agreement.

4. If contractors elect not to continue to perform under the BPA and the Government continues the Agreement with those left under it, would the Government re-compete the remaining slots open to back-fill the losses of those contractor positions?

No. Competitive calls would go to the contractor’s remaining under the agreement.

5. Are the projects in the solicitation how the offeror’s proposals are being graded?

In part, yes. For further details on evaluation criteria for this solicitation, refer to Section 10 of the solicitation terms.

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6. Can offeror’s re-bid the proposals submitted for the inclusive projects after the BPA agreement is awarded?

No. The responses and pricing provided upon solicitation close will be used to make the applicable BPA call awards in conjunction with this solicitation.

7. What does project magnitude mean? The project magnitude lets potential offerors know how much the Government anticipates spending on a project, particularly construction.

8. Are all the projects below $25k? It is anticipated that the majority of the projects will be $25k and below. However, project requirements dictate the cost of a project so there may be times where a project or emergency will cost more than $25k.

9. Are there going to be site visits? Yes. Site visits can be arranged on a case by case basis. You will need to contact the COR, Steve Wood via email to make the appropriate arrangements at sjwood@fs.fed.us.

10. How are proposals being evaluated? Refer to Sections 10 and 9 of the Solicitation terms. This response may not be all inclusive but in summary, proposals will be evaluated based on the offeror’s responsiveness and responses to the past performance and 5 scenarios under the technical proposal requirements and price. To be responsive, all elements identified in Section 9 are required on/before the solicitation close date.

11. How many offerors will be awarded this BPA? The Government anticipates a maximum of 5 awards in support of this BPA. Refer to 1.1 of the solicitation terms.

12. When are questions due for this solicitation? Final questions are due 19 June 2018 by 1300. Refer to the pre-solicitation description.

13. Can you please tell me how you would like the proposal layout submission?

Please use the order under 9.6 of the solicitation.

1 = SF 1442

2= Reps & Certs 3= Sustainable Procurement Program (Bio-Based Statement Letter) 4= Past Performance 5= Key Personnel/Experience 6= Tech Proposal 7= Price proposal (excel)

14. Is the Past Performance the Experience Questionnaire?

The Experience Questionnaire is the mandatory tool offerors should use to provide the Government relevant past performance experience.

See 9.6.4 of the solicitation Instructions to Offerors.

15. Where should the Bio-Based Sustainable Products statement form be attached?

The Bio-Based statement should be provided as an individual element in accordance with 9.6.3 of the solicitation Instruction to Offerors.

16. I will also need to know where you would like the bid bond?

There is no bond requirement for this BPA or any of the projects you are bidding.

17. Please use the format and element nomenclature used under Section 9 of the solicitation. Just keep in mind that since each element requires a title page and you have to submit the pricing in Excel, you will have to have a title page separate of that since it is the Government’s expectation that the title pages will be in Word or PDF’d.

18. Will a Teaming Agreement (per FAR 9.601-9.603) be accepted for this solicitation?

Yes, the Government will accept a teaming agreement for this solicitation. Offeror’s considering a teaming agreement will need to include a document explaining the teaming arrangement, which can be included as a document under the Offer (Element 9.6.1.) under the solicitation.

19. If a Teaming Agreement will be accepted, can the past performance of both Teaming Partners be accepted to meet the requirements?

Yes, the past performance of both Teaming partners will be accepted.

Please discern between the prime (offeror’s company) and the partner’s past performance. The offeror should be sure to contact and work with its SBA representative regarding the Team Agreement and how to appropriately set it up.

20. I am at the site for the BRD Nederland Work Center Water Heater Replacement project and there are 2 bunk houses, large and small. Which one should I go to?

Go to the large bunk house. The water heater is located outside. Upon approval and confirmation with the COR, you may enter the area where you will find 2 water heaters. The one you should bid on for replacement is the Rudd. An amendment to specify these details for the Nederland project SOW will be made and uploaded to FBO shortly.

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21. Do you want the Experience questionnaire in the #4-

Past performance section or the #5 Key personnel/experience?

Yes, the Questionnaire should be under number 4 and the Designation of Representatives form and resumes will go under number 5.

Reference question/answer to question number 13 contained herein.

22. For the past performance section is the questionnaire enough information for past performance, or do you want actual project pages, along with the questionnaire?

If it truly is just the questionnaire that you request, I guess the questionnaire will go into the Past Performance section? And only that page.

Yes, the information the offeror provides on the questionnaire is all that the Government anticipating in response to the past performance.

It will be used to evaluate the offeror’s past performance as some or all of the references listed on there may be contacted.

23. Government Comments An amendment to the solicitation is anticipated to be sent shortly following this post. Proposals are still due on 22 June 2018.

Questions should be sent as soon as possible.

For those contractors unable to attend a site visit, the Government is including photos of some of the projects to assist with visual presentation. Please contact the Contracts Specialist (klenisewallace@fs.fed.us) AND the COR (sjwood@fs.fed.us) with questions.

7. The meeting ended with the opportunity for contractors to ask any additional questions. No additional contractors came onto the line and there were no questions from the attendees. The meeting was adjourned at approximately 1009 HRS MT.

8. Minutes of the pre-bid conference and any applicable amendments of the solicitation shall be published on the website, FedBizOps (https://www.fbo.gov/). Offerors should regularly visit the FedBizOps website for updates.

9. The cutoff for questions pertaining to the subject solicitation is Tuesday, 19 June 2018 NLT

1300 MT. All inquiries must include the solicitation number in the subject of the email.

10. Proposal are due by Thursday, 21 June 2018 NLT 1300 MT. Tips for Submittal:

a. Read the solicitation carefully and ensure that proposals include all documents specified in Section XI, Instruction to Offerors.

b. All sections are required to have title pages. An example has been provided for offeror reference.

c. Proposal submissions must include the solicitation number in the subject of the email(s) and contractor name. (e.g. Proposal Response: AG-82AT-S-17-0006, ABC Company)

11. Should there be any further information/clarification required, email(s) should be sent to klenisewallace@fs.fed.us and sjwood@fs.fed.us.

Sincerely, Klenise S. Wallace Contracts Specialist cc:

FS Contracting Officer Representative, Steve Wood FS Contracting Officer, Christina Cook

//Signed / 06152018, KSW//