AMD_1_PRE_PROP_AGND.pdf

NPS SOLICITATION 140P2018R0026 VAFO 211497 REHABILITATE VISITOR CENTER

PRE-PROPOSAL CONFERENCE AGENDA AUGUST 1, 2018

Location: The Valley Forge National Historic Site Visitor Center

Meeting time: 9 am local time

Welcome: Welcome everyone and introduce yourself and make sure everyone is there for the VC Pre-proposal meeting.

Agenda for the meeting: Tell them what the agenda for the meeting is: Which is 1st housekeeping, Superintendent welcome, talk about the contractual requirements, then technical, natural and cultural, visitors, other park/project specific requirements, then walk the site.

Housekeeping: Discuss Restrooms.

Sign in sheet: Make sure you sign in. It will be posted in the next amendment.

Superintendent: Speak to the importance of the project.

Introductions: Have everyone introduce themselves and say what company they are with, what their company provides and if they are a subcontractor or prime.

Solicitation Issued: July 13, 2018 and can be found at www.fbo.gov by searching under the solicitation number 140P2018R0026.

Amendments: Have any already been issued? Planned ones? Any major questions or changes to discuss?

Proposal Due Date: Remains August 14, 2018 at 4PM Mountain time. All deliveries from UPS, FedEx and USPS are planned to occur prior to 4PM.

Proposal Questions Due Date: By 8am Mountain Time which is 10am Eastern Time on Wednesday August 8, 2018. The Government will try to answer all the questions and post the questions and answers as an amendment by the end of the day August 9, 2018. Please do not wait until then to submit your questions, submit them as soon as you can so that the Government has the time to research and answer in order to help you prepare your proposals. Any questions received after that date/time there is no guarantee an answer will be provided. This information will be incorporated into the amendment with the sign in sheet for this meeting.

Proposal Question Process: Provide questions by email only to the solicitation primary points of contact, which is myself and Philip Robinson. The questions need to be in writing as a matter of record. So even if you have a question that you believe could be answered over the phone, we need it documented and recorded http://www.fbo.gov/ within the contractor file as a matter of record. It is best to email us both so that the question does not get missed.

Prime POCs contact information: Philip Robinson, Contract Specialist, philip_robinson@nps.gov and Pamela Mault, Contracting Officer, pamela_mault@nps.gov.

Wage Determinations: Make sure all of your subcontractors incorporate the wage determinations into their proposals.

Work Hours: Ensure the work hours identified in Division 1 are considered when developing the proposed schedule.

Self-Performance: Page 122, clause 52.236-1 identifies the prime contractor self-performance requirement, the prime contractor is required to perform on site, with its own organization 12% of the total amount of work to be performed under the contract.

Small Business Subcontracting: Page 147 of the solicitation describes the submission requirements. There is a sample plan attached, best to use that because it contains all of the required information and signatures. The plan does not receive a rating and the award is not made until the subcontracting plan is acceptable. The clauses 52.219-9 and 52.219-16 provide further detail.

The plan is only required to be submitted by large businesses, small businesses prime contract offerors do not need to submit a subcontracting plan.

The plan should demonstrate the contractor’s proposed subcontracting percentages as they relate to the proposed amount and the small business goals identified in the solicitation. If at any point during the performance of the contract it becomes apparent that the goals will not be met, the appropriate supporting documentation shall be provided to demonstrate the good faith effort. The contractor will not be considered in breach of the contract.

Small Business Participation: Page 20 of the solicitation describes this requirement. It requires a minimum of 20% of the total contract value to be performed by small business. If at any point during the performance of the contract it becomes apparent that the goals will not be met a recovery plan will be requested and if upon contract completion the 20% is not obtained it will be appropriately documented in the past performance record.

Key Personnel: For this project the Onsite-Superintendent cannot be responsible for or perform the Quality Control responsibilities. The person responsible for Quality Control can perform other duties such as On-Site Safety Manager and or Environmental for Quality Control and Safety. The persons proposed as key personnel are required to be the persons performing the work as proposed within 180 days.

Proposal Submission Requirements: The submission requirements begin on page 144 and end on page 158 of the solicitation and are part of Section L.

Proposal Evaluation Criteria: The evaluation criteria begins on page 159 and end on page 162 of the solicitation and are part of Section M.

Evaluation/Selection/Award Schedule: Process will likely take 30 days at a minimum. Do not call, your firm will be notified as soon as possible.

Evaluation Process: We first do a responsibility check on the offeror to ensure they are an interested party. Next the technical proposals are reviewed and evaluated by the Technical Panel and consensus ratings are prepared. The Panel presents the finding to the Source Selection Authority and if it is determined the evaluation was consistent and performed only against the solicitation requirements, the prices are revealed and the tradeoff process begins. Trading the benefits against the costs to establish which offeror is the best value to the Government.

Importance/Weights: Discuss the importance and weights identified in section M.

Best Value means – the ultimate decision will be based on an assessment of whether the difference in the technical and management merit of the proposals is worth the difference in the price. Even if technical is significantly more important than price, selection of a lower-proposed price is justified if the SSA determines that the technical and management benefits offered by the higher priced offeror are not worth the higher cost.

Notice to Proceed Date: The Notice to Proceed is expected to be issued as soon as (at minimum) the bonds, insurance and accident prevention plan are received and approved.

Period of Performance: 365 calendar days.

Advice:

• Review ALL solicitation requirements so that you have time to ask questions.

• You will be best served if you ask questions as opposed to making assumptions.

• Do not be generic and provide boiler plate narratives, be specific to this requirement.

• With the project experience, be clear on what you performed, do not try to present work that was not actually performed by your company.

• Ensure references are the actual customer and the contact information is up to date.

• Ensure you review the bid sheet thoroughly and that all identified quantities and measurements seem reasonable for the proposed work.

Now is your opportunity, if you see errors (patent defects), it is your responsibility to identify them now, not after contract award. If you choose to wait until after award, you could be held responsible for the associated costs.

Technical:

1. Site Access

2. Staging and Parking

3. Natural Resources

4. Cultural Resources

5. Visitors

6. Park Specific expectations

7. Project Specific Requirements (walkthrough)

DISCLAIMER:

Any information obtained from today’s meeting shall not be interpreted as additional contract requirements or changes to the contract requirements. All terms and conditions are documented within the solicitation and its amendments. All proposals shall be based upon those documents.