Site_Visit_Documents.pdf

Site Visit Agenda

NATR—140P5218R0008

28 June 2018/9:00 am CST

• Sign in………..…………………………..…..…….………………………All Attendees

• Introductions…………………………..…...…….Contracting Officer, Laurie Sherrod

• Opening Remarks………………………………….……………..….COR, Barry Boyd

• Pre-Tour Comments……………………............Contracting Officer, Laurie Sherrod o Firm-Fixed Price Service o Evaluation Factors: Price and Past Performance o Complete Proposal Consists of: Provide a proposal IAW FAR 52.212-1(b) o Incomplete proposals are not acceptable and will render the offeror non-responsive o Significant Due Dates:

Questions Due: 12:00 pm CST, June 29, 2018 Proposals Due: 12:00 pm EST, July 6, 2018

• Tour Description……………………………….………………..……COR, Barry Boyd o Notes from site visit:

1. Safety Plan will be required. Manual on Uniform Traffic Control Devices (MUTCD) can be used for reference

2. Task 1 includes all ramps to other highways, i.e. I-20, I-55, US82 etc. It does not include pull outs such as Cyprus Swamp or Witch Dance.

3. Task 2, second line, change “hazardous limbs overhanging...” to “hazardous trees overhanging…”

4. Task 3 covers milepost 181-222

5. Stumps that have already been cut are not required to be ground

6. Work hours are daylight hours

7. Chips can be blown back into the woods but not piled more than

3 inches

8. General statement: Primarily, the intent for Task 2 is to remove dead trees. There are some large hardwoods but mostly this is pines that have been killed by beetles. But there will also be some trees that have blown over to the point their root balls have been exposed.

• Final Remarks………….………………………………...…………..COR, Barry Boyd

• Site Visit Ends http://rds.yahoo.com/_ylt=A0WTb_lDxflJYmkBpLmjzbkF/SIG=12tv581vq/EXP=1241192131/**http:/www.eoearth.org/media/approved/b/be/National_Park_Service_logo.jpg

52.212-1 Instructions to Offerors—Commercial Items.

As prescribed in 12.301(b)(1), insert the following provision:

INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JAN 2017)

(a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in its own name, but which proposes to furnish an item which it did not itself manufacture, is 500 employees.

(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR

52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2012_3.html#wp1084399 https://www.acquisition.gov/sites/default/files/current/far/html/FormsStandard67.html#wp1189284 https://www.acquisition.gov/sites/default/files/current/far/html/FormsStandard67.html#wp1189284 https://www.acquisition.gov/sites/default/files/current/far/html/52_212_213.html#wp1179194 https://www.acquisition.gov/sites/default/files/current/far/html/52_212_213.html#wp1179194 https://www.acquisition.gov/sites/default/files/current/far/html/FormsStandard67.html#wp1189284 these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with subpart 4.10 of the Federal Acquisition Regulation), or alternative commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint.

However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

(i) Availability of requirements documents cited in the solicitation.

(1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item

Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to—

GSA Federal Supply Service Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407

Telephone (202) 619-8925 Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following ASSIST websites:

(i) ASSIST (https://assist.dla.mil/online/start/).

https://assist.dla.mil/online/start/

(ii) Quick Search (http://quicksearch.dla.mil/).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single Stock Point (DoDSSP) by—

(i) Using the ASSIST Shopping Wizard (https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600

EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Unique entity identifier. (Applies to all offers exceeding $3,500, and offers of $3,500 or less if the solicitation requires the Contractor to be registered in the System for Award Management (SAM) database.) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation “Unique Entity Identifier” followed by the unique entity identifier that identifies the Offeror’s name and address. The Offeror also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Offeror to establish additional SAM records for identifying alternative EFT accounts (see subpart 32.11) for the same entity. If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Offeror should indicate that it is an offeror for a Government contract when contacting the entity designated at www.sam.gov for establishing the unique entity identifier.

(k) System for Award Management. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror.

Offerors may obtain information on registration and annual confirmation requirements via the SAM database accessed through https://www.acquisition.gov.

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

http://quicksearch.dla.mil/ http://assistdocs.com/ https://assist.dla.mil/wizard/index.cfm https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2032_11.html#wp1043964 https://www.acquisition.gov/sites/default/files/current/far/html/www.sam.gov https://www.acquisition.gov/sites/default/files/current/far/html/www.sam.gov https://www.acquisition.gov/

(4) A summary of the rationale for award;

(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of provision)

Questions and Answers

Below are the questions that have been asked prior to, during, and after the site visit and the answers to each of the questions.

Ques 1: On the subject bid/request, number 11. refers to "the quantities shown in the document are estimates"... and "may be smaller" than actual; however I don't see any quantities anywhere (except for miles) are there estimated quantities of trees to be removed for the solicitation, if so can you tell me where I can find that?

Ans 1: Attached is an estimated quantity for the number of trees and mileage for the prism clearing. The number of trees is an estimate and may be adjusted up or down (Ref the price schedule in the solicitation; pg 5 of the solicitation or pg 2 of the clauses).

Ques 2: It says for task b "Removal of Hazardous Trees" will be designated by the COR, does this mean they will be marked in advance or the COR will be the crews daily to identify them?

Ans 2: They will be marked in advance of bidding.

Ques 3: It looks like this project has 3 tasks and they are each to be priced as lump sum, is that correct? If yes, that means unit price and total price should be the same number? If yes, the lump sum is for all three Projects together?

Ans 3: The price schedule shows the breakouts (Ref page 5 of the solicitation or page 2 of the clauses).

Ques 4: If yes, since it is 120 day contract, will periodic payments be paid, if so, how will they be calculated/verified?

Ans 4: The contractor can submit invoicing for periodic payments based off the break out of the price schedule. The COR will verify work has been completed prior to payment being processed.

Ques 5: Is the certificate of liability insurance to be sent in with the proposal or will that be sent at later time only by the award winning company?

Ans 5: Certificate of Liability Insurance does not need to be part of the proposal; once the apparent successful low offeror is determined the CO will notify them that they are the successful offeror and ask them to provide it at that time.

Ques 6: I want to make sure I have everything required to be considered in the “responsive” folder. Other than the 11 items listed below, what other criteria/requirements are you looking for?

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

Ans 6: If you follow the list below and submit everything below you should not have any problem being found responsive. Remember we'll be submitting an amendment on Monday and during the site visit the technical rep discussed that they wanted to see the safety plan with the proposals and the list of subcontractors and their past performance so those submittals will be added to amend 0001 on Monday so you'll need to make sure and include any requirements set out in the amendments as well which is why you are required to acknowledge receipt of the amendments.

(1) The solicitation number; This will be on the SF18 when you print, sign, and include in your proposal

(2) The time specified in the solicitation for receipt of offers; This will be on the SF18 when you print, sign, and include in your proposal

(3) The name, address, and telephone number of the offeror; You can write this right on the SF18 in blocks 8a through 8f, blocks 13a through 13f, 14, 15, and 16a through 16c.

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; This is commonly missing; we just need to know how you plan to do the job within the requirements of the SOW.

(5) Terms of any express warranty;

(6) Price and any discount terms; This can be shown in blocks 12a through 12d on the SF18;

National Park Service automatically does accellerated payments for small businesses though

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); This is provided via your SAM registration; you don't have to submit this with your proposal in writing you just need to ensure your SAM registration is current and has all your certs and reps completed and accurate.

(9) Acknowledgment of Solicitation Amendments; Print them, sign them, and include a signed copy with your proposal

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and This is another thing that is commonly not provided. Even if you don't have gov't contracts you can use open market contracts you have completed. Make note that it says "recent and relevant" recent is usually within the past 5 years. A lot of times people include gov't contracts that have nothing to do with the work they are competing for, for example if you included HVAC installation you've done or roof repairs you've done; this has nothing to do with cutting down trees and removing them.

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. The National Park Service doesn't use a SF1449 for simplified service solicitations; we use a SF18 so change out the SF1449 and put in SF18; if you provide the signed SF18 then this won't be applicable. If for some reason you weren't submitting the SF18 in your proposal then this would apply.

Ques 7: Do you know if a temporary DMS (Debris Management Site) will be provided to the contractor for temporary storage of the removed trees and limbs or do they need to be removed from the Parkway Daily?

Ans 7: The debris is to be removed daily. A DMS will not be provided.

Ques 8: Do you have an estimated Project magnitude and images?

Ans 8: This is not solicited as a construction contract; therefore, there is no magnitude of construction. It is solicited as a commercial service contract. Images are not available.

Questions and Answers