Pre-Proposal_Site-Visit_Agenda.pdf

AG-0116-S-14-0021

CO-LOCATED SITKA OFFICE RENOVATION

PRE-PROPOSAL CONFERENCE AGENDA

Introductions:

Michael Johnson – Contracting Officer (CO)

David Morton – Tongass NF Facilities Engineer (TFE)

Perry Edwards – Tongass NF Sitka District Ranger

Others?

Preproposal Conference: (CO)

A preproposal conference and site visit is for informational purposes only. It may answer some offeror questions; we will post all written questions and answers via amendment on the Federal Business Opportunities website.

Statements or representations made during this conference and the site-visit are not legally binding. Changes resulting from the conference and site visit are official only if issued through an amendment to the RFP.

We aren’t always successful capturing everyone’s verbal questions during the conferences and site visits. We will capture as much as we can and provide them in an amendment. To guarantee your question is captured and answered, it is recommended you write your questions on paper and provide them to the Contracting Officer at the end of the conference and site visit before you depart.

Sign-In: (CO)

Sign in sheet in the back of the room. Please make sure you sign in.

Brief introduction of the project: (CO)

Shared the intent of the final product, moving personnel from a leased facility by converting forest service owned facility into a workplace that represents the forest service and what we do.

LEED Certification Reminder:

TFE provided an overview of the LEED development and that the A-E firm that designed the project remains on contract with the Forest Service through the construction.

The CO reminded the group of the note on the schedule page of the solicitation that the final payment will not be paid until successful completion of the LEED certification process. The contract is not complete until this action is accomplished.

Bid Schedule:

TFE provided a brief review of the base items and each option.

The CO provided the following:

Lump Sum process – Post award – The contractor and the government will create percent complete milestones to be mutually agreed upon.

Mobilization – Separate item in Base? Contractors to email the CO directly with their thoughts. Open to revising prior to proposal due date. (NOTE: at the completion of the meeting and the site visit the CO determined it would be in the best interest of the contractors and the

Government to add a Mobilization line item.)

Furniture – Reminder contractors to source and procure required cubicle panels and furniture. In accordance with contract clause

52.232-5(b)(2) the government will pay for any of these materials that are delivered and secured on-site.

SCHEDULE: (CO)

Description Start/Option Exercise Complete

Base – Site Work NTP + 10 days July 30 2015

Base – Wood Shop NTP + 10 days Mar 30 2015

Opt 1 – Existing Shell Mar 30 2015 Sept 30 2015

Opt 2 – New Addition Mar 30 2015 Oct 30 2015

Opt 3 – Interior 1 Jun 30 2015 Oct 15 2016

Opt 4 – Interior 2 June 30 2015 Oct 15 2016

Opt 5 – Furniture Dec 30 2015 Nov 15 2016

Opt 6 – Lights/Flagpoles May 30 2016 Dec 30 2016

Opt 7 – Radio Tower May 30 2016 Oct 30 2016

Site: (CO)

Bunkhouse – As a reminder the bunkhouse will be occupied during the performance of this contract. Contractors are required to ensure access and utilities remain available to residents. Site visit will provide more clarity.

Ranger House – It is up to the successful contractor in regards to dismantling, demolishing or just removing the building. There apparently are some parties in Sitka interested in the structure. There may be an opportunity to sell. It is the contractor’s sole discretion and responsibility.

Contents – During the site visit you will see various equipment and materials in the buildings. We are working with a contractor to assist with the removal and transfer of the contents. The materials will be gone by the time the contractor receives the Notice to Proceed.

Site Visit – Please stay together in a group as we go through the site. Please refrain from having side discussions and conversations as it can be distracting for others. Do not handle or disturb any of the equipment or materials that are currently on the site or within the buildings we will be visiting. If there are workers in the buildings, refrain from engaging them in conversation.

Evaluation Criteria: (CO)

Questionnaire Submittal – Directly from the contractor’s project reference to the FS

Technical Forms – Forms and letters of intent from subcontractors.

Bonding Company Letter – Acceptable Surety in accordance with Department of Treasury Circular 570; 2014 Revision.

Submittal of Evaluation Documents – Will be revised in next amendment to show 5 weekdays PRIOR to the established due date of the RFP.

Reminder: (CO)

Preproposal conference and site visit is for informational purposes only.

Statements or representations made during this conference and the site-visit are not legally binding. Changes resulting from the conference and site visit are official only if issued through an amendment to the RFP.

Adjourn Conference – Meet at the site, Wood/Auto Shop, for the Site Visit.

Questions: The following are some of the questions that were asked and answered are readily available at the time of this amendment. Questions that were asked and not yet answered will be addressed in a future amendment.

For generation of the materials on site – is blasting required?

o It is not a mandatory method.

Is there any thought to adding an Economic Price Adjustment clause since this project runs a long period of time?

o Not feasible at this time on this project.

When are hardcopy bid bonds due?

o If e-mail proposal – scanned copy of bid bond with proposal. Hard Copy may be received after the solicitation due date and time with your hard copy original documents.

o If faxing proposal – faxed copy of bid bond with your proposal. Hard

Copy may be received after the solicitation due date and time with your hard copy original documents.