B02_Preproposal_Agenda_And_Conf_Minutes.docx

USDA Forest Service – San Juan National Forest May 2, 2018 – 1:00 p.m.

PRE-PROPOSAL CONFERENCE AGENDA

Solicitation Number: 1282CS18R0001 Project Name: SJNF – Weed Treatment and Inventory Indefinite Delivery Indefinite Quantity (IDIQ) Contract

Date and time of Meeting: May 2, 2018 – 1:00 p.m.

Location: San Juan National Forest Supervisor's Office, 15 Burnett Court, Durango, CO

INTRODUCTIONS:

SOLICITATION INFORMATION:

Due Date: May 11, 2018 Time: 5:00 p.m. MT Place: Emailed responses are preferred at randalsadler@fs.fed.us.

MEETING OBJECTIVES AND AGENDA

The purpose of the pre-proposal meeting is to:

1. Highlight solicitation provisions and contract clauses

2. Review technical provisions of the solicitation

3. Review the GIS requirements of the solicitation

4. Provide an opportunity for clarification questions to be asked and answered This meeting is NOT intended to re-define the terms and conditions of the original solicitation.

SECTIONS:

All clauses can be found in their entirety at https://www.acquisition.gov/far/ Reviewed and highlighted purposes of some of the specific clauses throughout the solicitation and accepted questions related to any of the clauses/provisions.

This will be a firm fixed price multiple award IDIQ contract.

A. Solicitation/Contract Form

1. Response date and time in Block 9.

An extension will not be made with the pre-proposal conference documentation amendment.

B. Supplies or Services and Prices

1. Review Schedule of items and purpose Offerors were instructed to complete the table as is. If providing multiple offers under 52.204-22 please complete the schedule as is for at least one of those offers. Clarified that CLINS 0001A,B and 0002A,B refer to non-wilderness areas while CLINS 0003A,B and 0004A,B are for wilderness areas. Also clarified that Motorized Area – Linear (ie. Trails) also refers to roads.

C. Descriptions/Specifications/Work Statement

1. Base plus two option years

2. Details what is expected Reviewed scope and data requirements. Offerors were reminded to include their time for data requirements into their per acre/mile rates as this is not a separately billable item on each task order. All offerors receiving an award will be required to submit electronic data after one week of their initial task order begin date to ensure conformance and compatibility with systems. From then on data will be submitted as often as possible (weekly preferred) but all data must be submitted prior to 9/1 of each year for reporting purposes.

D. Packing and Marking – not applicable Not required. Electronic GIS data will be submitted via email to the Task Order COR.

E. Inspection and Acceptance

1. Review Quality Control Plan, Inspection, and re-work requirements Reviewed Quality Control requirements and inspection/rejection clauses.

F. Deliveries or Performance Reviewed deliverables for this contract and the Performance Summary.

G. Contract Administration Data

1. Invoices must be submitted through IPP (MOD) Copies of invoices should be attached in IPP.

2. Post award conference will be held within 10 business days after notification of award Described post award conference plans and invoicing requirements through IPP.gov.

H. Special Contract Requirements

1. Prework conference for each task may be required. Dependent at task order level.

Each contractor will be required to participate in rework conferences before beginning any work on an individual task order to ensure full understanding of the requirement. As working relations are developed these will be abbreviated as tie and performance progresses.

I. Contract Clauses

1. Review and highlight specific clauses Reviewed specific clauses and provisions in the solicitation.

J. List of Documents, Exhibits and Other Attachments (P27)

1. Four attachments Reviewed attachments to ensure all in attendance had been able to retrieve from FBO. One attachment is added as a result of the conference. The Fire Management Officer discussed the current fire restrictions on the forest and provided a document for all in attendance. Also the electronic data files were emailed directly to those in attendance. These files are available to any potential offeror upon request.

K. Representations and Certifications

1. This portion must be returned with your proposal, please review and complete the applicable portions.

2. If certifications have been done in SAM initial (d) – Page 25 and return it.

Reminded interested parties to ensure SAM profile has the Reps/Certs portion completed and that NAICS code 115310 is in SAM otherwise, offerors must complete Section K and return with their offer.

L. Instructions, Conditions and Notices to Offerors

1. 452.215-71 Important, please read and understand or call with any questions

2. Type of Contract – Firm Fixed Price Reviewed instructions to offerors. Emailed responses are preferred with the four separate attachments in one email. Hand delivered offers will also be accepted (see block 7 for address) but must be in a sealed envelope with the solicitation number on the outside of the envelope.

M. Evaluation Factors for Award

1. Refer to section M. Page 29-30 Reviewed evaluation criteria.

ELECTRONIC DATA REQUIREMENTS OVERVIEW

A copy of the current data dictionary was emailed to all attendees and is available upon request to interested parties.

Other questions received from parties unable to attend the conference.

What is the location of the work?

All work will be performed on the San Juan National Forest in Southwestern Colorado on the various Ranger Districts included in the schedule. For general locations see the Forest website at: https://www.fs.usda.gov/sanjuan

Is this for a mechanical or chemical treatment?

Chemical, See section C

How many option years are anticipated?

The solicitation is for one base year plus up to two option years.

Can you provide a price range of the previous contracts?

Estimated magnitude is not released for service type contracts. The total value of all task orders issued on the previous contracts was approximately $250,000 for the base and all option years.

Are emailed responses acceptable?

Yes. Emailed responses are preferred.

Do you have pictures or maps of the areas covered by this requirement?

Refer to the San Juan NF website given above.