AG0120S100002_Preproposal_meeting_notes_22dec09_FNL.docx

AG-0120-S-10-0002

Pre-proposal Meeting Forest Engineering & Road Maintenance 22 December 2009, 10 am

Attendees by phone (907-586-7820):

· Harold Enright, Ketchikan Ready Mix, 907-225-2925

· Wade Enright, Ketchikan Ready Mix

· Kyle Burnett, Burnett Construction, 907-617-0399

· Tammy Carroll, Carroll Construction, 360-832-4751

· John Sommer, Tutka LLC, 907-357-2238 Attendees in person:

· John Light, Western Construction

· Chad Gasaway, Western Construction

· Jim Hanson, NorthStar Paving

· Paul Casey, NorthStar Paving

· Amy Klein, Forest Service Engineer

· Bette Welch, Forest Service Purchasing Agent

· Karen Weidenbaugh, Forest Service Contracting Officer

· Denise Murphy, Forest Service Contracting Officer Denise opened the meeting and handed out agendas. Each agenda item was reviewed. Attendees were free to ask questions / comments as each item was read. There were no questions / comments during the review of the agenda items.

Karen Weidenbaugh stated that the Forest Service currently has about five (5) contractors under the existing IDIQ for each area and that this is a good opportunity for contractors to get in on road maintenance projects, for the next three years, on the Chugach National Forest.

John Sommer, from Tutka, asked:

1. What engineering component will there be, if any?

The Forest Service will provide complete statements of work for each task order. There may be a little bit of engineering on bridge projects but it will be small in nature.

· If outside the standards in the solicitation, we would give a firm scope of work

· The task order will include individual pay items and will be firm fixed price Minimal engineering risk. These projects are on the smaller size

2. Is there no option to go above the price quoted?

The Schedule of Items in Section B and the Description of Work in Section C provide the generic specifications for each line item. The prices submitted in response to this solicitation must include the maximum prices for each line item based upon the information provided in this solicitation document. Prices on the individual task orders may be adjusted if the scope of work exceeds the specifications included in solicitation AG-0120-S-10-0002. For routine road maintenance work, the Forest Service will refer back to the original price schedule when task orders are issued to verify that the prices are not exceeded.

Karen Weidenbaugh stated: Contractors may choose to bid on only brushing and grading and not submit a price for the other line items. Contractors are cautioned to read Section B of the solicitation package – if prices are submitted for 300 and 400 series line items then prices shall be submitted for all series 300 and 400 line items. Remember to provide prices for base period and option 1 and 2 for each line item. Line item prices may be adjusted, on option years, under the economic price adjustment clause for fuel, oil, and lubricants and for any increase to labor rates.

Clarified task order and scope of work, only chance to change price is difference in work.

Part of the evaluation:

· For example: we scope grading at $50/mile, the contractor quote comes in at $5,000/mile that means they either didn’t understand the scope of work or assumed incorrectly.

Submit questions about the solicitation package, in writing, to Denise Murphy. We want to stay close to the closing date. Remember to check the Federal Business Opportunities (FBO) website for any changes. We will not contact you, you must check FBO any updates and email questions to Denise Murphy.

Harold asked if he could get bid tabulations for each line item on the last IDIQ contract. Denise asked him to submit his request in writing so we can try and answer it.