AG0120S120056PrepropMtgAgendaNotesFNL.pdf

Agenda and Meeting Notes

AG-0120-S-12-0056

Forest Engineering & Road Maintenance

25 Oct 2012

Agenda

1. PreProposal conference for the Chugach National Forest, Forest Engineering &

Road Maintenance (FERM). Responses are due to 161 East 1 st Avenue, Door 8

Anchorage, AK 99501 by 2:00pm on 15 Nov 2012. Hard copy responses must be delivered prior to this time and date or they will not be considered for award.

Emailed responses must be received by 2 pm on 15 Nov 2012 or they will not be considered for award. Fax responses will not be accepted.

2. There are two (2) separate areas identified in this solicitation: Glacier / Seward

Ranger Districts and Cordova Ranger District. The FS intends to issue multiple awards for each area. The number of awards made will be dependent on the offers received and the best value analysis process. Our intent is to have a sufficient number of awardees to provide a pool for competition for all items.

3. Period of Performance:

Base Period: 1 Feb 2013 – 31 Jan 2014

First Option: 1 Feb 2014 – 31 Jan 2015

Second Option: 1 Feb 2015 – 31 Jan 2016

4. Offerors must return the following documents with their package (The first three items are contained in a “return package” posted to Federal Business

Opportunities.):

SF 1442 – Blocks 14, 15, 19 (amendments), 20A and signed and dated in block 20B & 20C (2 copies)

Submit prices for base year and all option years for each item to be considered.

Representations & Certifications – pages 63-69.

Review L.11 AGAR 452.215-71 Instructions for the Preparation of

Technical and Business Proposals.

1. Submit 3 copies of technical proposal.

2. Submit 2 copies of the completed, signed offer (sections A – K of the pkg. & acknowledgement of amendments)

Review M-2 Evaluation Criteria:

1. Relevant Past Performance

2. Experience of Firm and Key Personnel

3. Benefit to the local community

5. Failure to provide the information requested in section M will result in removal of being considered for award.

6. Unit/line item prices submitted by an offeror will be the maximum, or ceiling price, the Government will accept. Individual task order announcements will be issued to all contractors selected as a task order contractor for each item. Each task order will be awarded based upon best value – price, availability, past performance, etc.

7. Increases in unit line item prices, due to increases in fuel costs, will not be allowed. Offerors shall consider anticipated changes in fuel costs in their proposed prices for the base and option years.

8. Increases for wage rates will be adjusted upon renewal of each option period.

9. Mobilization shall not be included in the initial contract pricing and should not be figured as incidental to this contract in pricing of individual line items.

Mobilization will be included when individual task orders are issued.

10. Each contractor selected as a multiple award contractor under this IDIQ is guaranteed a minimum award of $500.00 at the end of the base year and two option years, if the contractor has not been awarded any task orders within any area. The government will pay this amount upon receipt of an acceptable invoice if the contractor has responded to and submitted competitive prices on at least fifty percent (50%) of the task order announcements they are eligible to compete.

The Contracting Officer will notify unsuccessful contractors if their prices were considered outside the competitive range based upon the competitive prices received from other IDIQ contractors and the government estimate.

11. This will be your only opportunity for the next three years to be considered for award of any road projects in excess of $3,000.00 if you are selected as a multiple award contractor.

12. See H.3 for Task Order procedures. Each multiple award contractor will be given an opportunity to be considered for their awarded line item(s) for all orders in excess of $3,000.00 unless one of the following conditions apply:

A. The agency need for the services is so urgent that providing such opportunity would result in unacceptable delays;

B. Only one awardee is capable of providing such services required at the level of quality required because the services ordered are unique or highly specialized;

C. The order must be issued on a sole-source basis in the interest of economy and efficiency as a logical follow-on to a task order already issued under the contract, provided that all awardees were given fair opportunity to be considered for the original order.

13. See attachment one (1) for list of work that has been performed in the past under the existing IDIQ contract.

14. Attention is drawn to Section I.1, Clauses Incorporated by Reference, specifically, FAR 52.222-54, Employment Eligibility Verification. Successful contractors will be required to enroll as a Federal Contractor in E-Verify and verify employment eligibility of all new hires. Contractors may view full text version of this clause on line at: https://www.acquisition.gov/far/farqueryframe.html.

15. In order to be eligible for award, a contractor’s registration in the System for

Award Maintenance database shall be active.

16. The response date for proposals is 2pm on 15 Nov 2012. All questions should be provided, in writing, to Denise Murphy at denisemurphy@fs.fed.us. Any questions that are received after 7 Nov 2012 may result in a need to extend the response date. Please submit questions at your earliest convenience.

https://www.acquisition.gov/far/farqueryframe.html

Meeting Notes

Introductions were made and items 1 – 16 on the above agenda were reviewed.

Amy Klein mentioned that all the contractors participating in this call are either current or former contractors for the Forest Engineering and Road Maintenance IDIQ contract and they are familiar with the tasks. The tasks in the new solicitation are basically the same with the exception that the description for Item 404 - Road Bridges was updated to resemble the most likely type of replacement bridge (a pressure treated glued-laminated, longitudinal slab panel bridge). Re-tensioning stressing bars for post-tensioned bridges was added as possible road maintenance work – this work needs to be completed every 3-

5 years. The solicitation package mentions that for Item 405 – Trail Bridges, the bid is based on a pressure treated, glued-laminated stringer bridge but it states that “it is possible that requirements will call for different types of material for bridges.” This winter, we are designing some long span bridges and they will most likely be steel.

Grading and brushing will be needed again. It is hard to know what projects are planned this early in the fiscal year.

Denise mentioned that bonds will be required for construction projects that exceed

$30,000. She also mentioned the prompt pay requirements for Service and Construction contracts. The President has an initiative to pay small businesses within 15 days. The

Forest Service will be transitioning to a new accounting system on 1 Nov 2012. Denise asked that contractors notify her if payments are not processed within 15 days.

Amy highlighted that communication is important on task order awards. The Forest

Service would prefer a 2 – 3 day notice when work is being done so that inspections can be done in a timely manner.