A08-01a_Preproposal_Notes.docx

USDA Forest Service – San Juan National Forest January 28, 2020; 10:00am

PRE-PROPOSAL CONFERENCE AGENDA

Solicitation Number: 1282CS20Q0010 Project Name: SJNF – Public Lands Office Janitorial

Date and time of Meeting: January 28, 2020 – 10:00 a.m. (Concluded 10:49am) Location: San Juan National Forest Supervisor's Office, 15 Burnett Court, Durango, CO

INTRODUCTIONS:

SOLICITATION INFORMATION:

Due Date: February 14, 2020 Time: 5:00 p.m. MT Place: Emailed responses are preferred at randal.sadler@usda.gov Offerors were cautioned to submit emailed responses at least 24 hours ahead of response date/time as a result of how the Federal Acquisition Regulations (FAR) treats late electronic responses. Hand delivered responses should be delivered no later than 4:30 as the office building closes at that time.

MEETING OBJECTIVES AND AGENDA

The purpose of the pre-proposal meeting is to:

1. Highlight solicitation provisions and contract clauses This is a standard commercial service under simplified acquisition procedures. Please note Termination for Convenience section of the clause 52.212-4. This is highlighted as there is a possibility we will relocate prior to the end of the final option year of this contract.

2. Review technical provisions of the solicitation Reviewed requirements. No significant discussions or deviations from the solicitation package was noted.

3. Walk through the building and warehouse Conducted by Allen McCaw, COR.

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.

No significant questions arose, just clarifications of procedures for approval of supplies after award.

SECTIONS:

All clauses can be found in their entirety at https://www.acquisition.gov/far/

This will be a firm fixed price contract with a base plus up to four option years.

See note above concerning possibility of early termination or possibility of not exercising option years if office is relocated or the lease renegotiated.

A. Solicitation/Contract Form

1. Response date and time in Block 10.

2. SF-30 for any amendments also needs to be returned with offer.

Offerors reminded to return the Solicitation forms with their pricing proposals.

B. Supplies or Services and Prices

1. Review Schedule of items and purpose.

No significant conversations on this topic.

C. Descriptions/Specifications/Work Statement

1. Base plus four option years

2. Details of what is expected No significant conversations on this topic.

D. Packing and Marking – not applicable

E. Inspection and Acceptance

1. Review Quality Control Plan, Inspection, and re-work requirements No significant conversations on this topic.

F. Deliveries or Performance No significant conversations on this topic.

G. Contract Administration Data

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

Payment requests may be rejected if supporting documentation is not attached to the IPP electronic invoice.

2. Post award conference will be held within 10 business days after notification of award.

Intent is to start this contract on March 1, 2020. Timeline for postaward conference may be compressed if necessary.

H. Special Contract Requirements No significant conversations on this topic.

I. Contract Clauses

1. Review and highlight specific clauses No significant conversations on this topic other than as outlined earlier.

J. List of Documents, Exhibits and Other Attachments

1. Four attachments Statement of Work (SOW); Schedule of Items (Return with offer); Experience Questionnaire (Return with offer); Wage Decision.

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 (b) – Page 17 and return it.

No significant conversations on this topic.

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, with a base plus up to four option years See notes above.

3. Performance Based Service acquisition No significant conversations on this topic.

M. Evaluation Factors for Award

1. Refer to 52.212-2 Page 23-14 Correction, pages 13-14.