Pre-Bid_Minutes_1282AT19R0001_11022018.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 1282AT19R0001 | SRD Shadow Mountain Village Water System Management Operator IDIQ | Page 1 of 5

File Code: 6320 30 October 2018

MEMORANDUM FOR RECORD

SUBJECT: Pre-Proposal Meeting Minutes – Solicitation No. 1282AT19R0001, SRD Shadow Mountain Village Water System Management Operator IDIQ

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

2. Date, Day: 24 October 2018, Wednesday

3. Time: 0930-1145 HRS, MT. The actual meeting began at 0932 HRS.

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

a. COR/Engineer, Steve Wood

b. Forest Facilities Engineer, Laurie Yeager

c. Recreation Staff Officer, Clayton Cornwell

d. Forest Engineer, Michele White

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

Ernest Espinoza – Hydro-Logical Consulting and Solutions, LLC.

Paul Kraus – Source Water & Waste Water Solutions Jack Zielinski – Stillwater Technical Fritz Spouse- FPM

6. The table below reflects the queries raised during the pre-bid meeting held on 24 October 2018 and any questions asked by potential bidders outside of the meeting up to 31 October 2018.

Sr. Query Raised Reply/Clarification

1. Supplies in regards to bio-based questionnaire? Original Response. None

Edited Response effective 30 Oct 2018. The offeror is not required to have any bio-based products to respond to this solicitation. However, if any solutions are used in the performance of this work, the contractor will be required to use bio-based solutions. The bio-based letter provided in Section J is not a requirement for responsiveness to the solicitation (See Section L) and will not be evaluated (See Section M). However, once on contract, the responsible offeror will complete and submit the letter to the CO and COR as necessary. Work with the COR to determine if/when that time comes.

2. Period of Performance – Clarify Discrepancies.

What is the base year, option year 1, etc.

The base year will be Award (on or about November 13, 2018) through November 30, 2019.The option years will begin 1 December and end 30 November for each respective year exercised. Reference C.4 and F.1 of the solicitation terms.

3. Hours of Operation shown in F.3 of the solicitation.

Are these hours correct?

Yes, these hours are correct except in the case of an emergency visit.

4. There is a conflict between the amount of experience required in the solicitation terms (L.1.2.1.3(a)) and the SF 6300-27. Which is correct?

The form is correct. The solicitation terms have been modified to match using the following language. Using the required Forest Service provided form 6300-27, furnish a list of five (5) projects of similar magnitude completed by the firm within the last three (3) years.

5. Can current client list be used to show experience? Yes, as long as it conforms to the requirements in (L.1.2.1.3(a)) of the solicitation AND is input on the form.

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6. Is the water treatment plant new? Why so many testing requirements?

System installed in 2002, but USFS has failed some reporting requirements which have led to CDPHE imposing more testing requirements.

7. Is there a current monitoring plan? No, the monitoring schedule was included in section J. However, providing required CDPHE documentation such as a current monitoring plan is something we expect the awarded ORC to recommend and complete.

8. Are there testable backflow prevention devices in the system?

No, the Government has no knowledge of testable backflow prevention devices in the system.

9. Are there fire hydrants? Yes, there are fire hydrants, RV sites and picnic sites in the system as well as the residential/warehouse buildings. There are No apartments or multifamily.

10. Are there water meters on the systems? Yes, there is one meter in the system located in the treatment building.

There are no individual meters on the residences.

11. Do you report water use to the Department of Natural Resources?

No, the Forest Service does not currently report water use to the Department of Natural Resources.

12. Where is the storage tank located in reference to the entry point?

The storage tank is after the entry point. There is not a tap after the storage tank. Information has been added to Section C of the solicitation terms.

13. Clarify the size of the storage tank. 15,000 gallons. See Section C of the solicitation terms.

14. How many wells? Do not see a permit number. There is currently one well. The permit number is 232387.

15. If quarterly and comprehensive tank inspections are required by CDPHE who will be responsible?

The ORC will notify the FS of this requirement. The FS will schedule and pay for these inspections. See information added to Section C.2 of the solicitation terms.

16. Who will pay for the water testing? Original Response. The ORC will be in charge of all water testing, reporting and the FS will pay all testing fees Edited Response effective 30 Oct 2018. The ORC will be in charge of all water testing and reporting and payment of all testing fees. , At invoicing, ORC should show the water testing costs on a separate line as applicable for COR verification upon payment.

17. Who will provide the testing equipment if the FS does the weekly chlorine residuals?

The FS will provide its own testing equipment if FS employees test weekly chlorine residuals. See Section C.6 of the solicitation terms.

18. Who will determine the chlorine concentrations for the chlorinator?

ORC shall determine concentrations. See Section C.2 of the solicitation terms.

19. Can you provide any schematics for the treatment building?

Not at this time. Offerors are allowed to visit the site to inspect the buildings. Please contact the COR 24 hours in advance of when site visit is anticipated in accordance with Section L.2 of the solicitation terms.

20. Who provides the chlorine? The ORC will provide chlorine. Section C.2 of the solicitation terms.

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21. On your monitoring schedule It shows that you are required to conduct "Water Quality Parameter" testing and a source water lead and copper submittal. This is usually because you have reached the action level on either lead or copper or both. Section J only has a violation for failure to monitor lead and copper but nothing about reaching the action level of lead or copper. In the end this will probably require you to start adding corrosion control chemicals to your water. This will entail purchasing the chemicals and installing another chemical feed system in the treatment plant and possibly hiring an engineer to design it. Do you have any correspondence from the state (CDPHE) regarding a lead or copper exceedance? It should lay out exactly what you need to do. Item C.2.3.22 states that the ORC shall be required to reconcile any existing outstanding violations within the base period. I do not believe that this can get resolved within a year.

The person currently fulfilling ORC duties started the process and verifying that the latest tests passed the 90% rule and whether or not the Government will be required to start adding corrosion control chemicals to the water. If the Forest Service does have to modify the system, then this would fall into maintenance and repairs of the system, which would be paid for by the FS on a case by case basis. If this requirement would change the annual operating fees, the Forest Service is willing to consider a modification as applicable and appropriate. Added the Action Level Exceedance Copper document to Section J of the solicitation terms.

22. What type and how much insurance is required? See Section C.7.1 and Section J, AGAR Clause 452.228-71 of the solicitation terms.

23. The following 4 questions are in reference to C.2.3.6 of the solicitation.

23a. Will the ORC be required to physically visit the facility weekly, bi-weekly, or monthly? The ORC Services IDIQ – Option Item details weekly visit and testing by ORC.

If the option item is accepted the ORC will be required to visit the site and take chlorine samples weekly.

23b. Will ORC be responsible for collecting other sampling such as (SOCs, VOCs, BACTs, and Nitrates) or other samples required in the Monitoring schedule?

Yes, that is the intent of this contract.

23c. Does the USFS have a specific lab that they contract with? Or will the ORC be able to use its contracting laboratory? (example :Colorado Analytical)

No. The ORC can choose any lab that meets the State Requirements.

23d. Does the ORC have discretions on how to delegate work and tasks according to CDPHE regulations?

The ORC can delegate work to his/her employees as long as they are under the ORC’s Supervision.

24. The following 3 questions are in reference to C.2.3.2 of the solicitation.

24a. Does oversight and supervision involve training of any kind to FS employees (example: water sampling procedures, standard operating procedures, regulation compliance monitoring)?

This refers to the chlorine residual testing. Some minor training in taking samples may be required.

24b. If so, how many employees? One.

24c. Will staff seek a water certification? The Forest Service Staff will not seek certification.

25. The following 2 questions are in reference to C.2.3.10.

25a. With respect to F.3 please define on-call/emergency and or catastrophic events for services. If ORC is not responsible for repairs of water system equipment?

If the water system is not working and residents do not have water. The ORC s not responsible for repairs, but is responsible for identifying problems and notifying the FS.

25b. Who decides such events? ORC or USFS? It is assumed that if there is an after-hours emergency, a number to call will be provided to reach the ORC. The FS will notify the ORC of the problem.

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26. The following 2 questions are in reference to F.2 of the solicitation.

26a. Recognized Holidays – Will the ORC be given or should budget for Holiday pay according to the holidays in the table provided?

The recognized Holidays were only included for reference to the recognized holidays for the FS. This is only letting the bidders know that there will be no FS employees working that day.

26b. Should those dates be considered as overtime pay? No. The ORC is not considered a federal employee.

27. The following 2 questions are in reference to F.3 of the solicitation.

27a. I am unclear on the hours of services 6am to 6pm in section F.3 Hours of Operations. This time frame follows a standard work week. The contract is calling for visits (weekly or other), consulting, regulatory compliance).

The hours of operation are listed as times when the ORC should plan on taking samples etc. The ORC makes their own schedule to take samples etc.

27b. How does this time frame affect the cost and scope of work?

Time does not affect the cost and scope of work. This is for informational purposes only.

28. The following 2 questions are in reference to Limitation of Liability on page 25 of the solicitation.

28a. Please confirm if indemnity will also include protection to the ORC for damages resulting from any others actions. Will the ORC only be responsible for the work(s) of the ORC?

Edited Response Effective 2 November 2018. This Clause relates to an item/work that has been accepted by the FS. After acceptance, the contractor is no longer responsible for failures or deficiencies of any work accepted by the Forest Service under this contract. This clause is standard in every commercial item/service contract. The ORC will only be responsible for work of the ORC unless a subcontractor is hired by the ORC, in which case, as the prime contractor, the ORC will be responsible. Again, once the Forest Service accepts, the ORC is no longer liable.

28b. Will an indemnity clause be added to protect both USFS and ORC’s?

No.

29. Government Comments An amendment to the solicitation is anticipated in conjunction with or following this post. Proposals are still due on 2 November 2018.

Questions should be sent as soon as possible. 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 1044 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 has been updated to Wednesday, 7

November 2018 NLT 1300 MT. All inquiries must include the solicitation number in the subject of the email.

10. Proposals are due by Wednesday, 7 November 2018 NLT 2359 (1159 PM) MT. Tips for

Submittal:

a. Read the solicitation carefully and ensure that proposals include all documents specified in Section L, 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) mailto:klenisewallace@fs.fed.us mailto:sjwood@fs.fed.us

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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 Schofield

Signed\\KW\\11022018