AG0120S160024_A003_PreQuoteConfCallNotes.pdf

(x)

AG-0120-S-16-0024

x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

ANCHORAGE AK 99501

161 EAST 1ST AVENUE DOOR 8

CHUGACH NF-SUPERVISORS OFFICE

USDA FOREST SERVICE

06/30/2016000003

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

06/22/2016

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Archaeological and Cultural Resources Services

Amendment written to publish notes and questions and answers from the pre-work meeting held on 29 June. Four (4) pages are attached.

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

DENISE MURPHY

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

AG0120S160024, A003, PreQuote Conference Call Agenda and Notes Page 1 of 4

AG-0120-S-16-0024

Pre-Quote Conference Call

29 June 2016 @ 10am

This solicitation is a request for quotes (RFQ) and it is a small business set aside under North American Industry Classification System (NAICS) code 541990 (All Other Professional, Scientific and Technical Services)— size standard for small business is $15 million.

The intent is to award one fixed price requirements contract for cultural resource services to complete historic context studies and determinations of eligibility for cabin structures on the Tongass National Forest. The initial award will be to complete historic context studies and determinations of eligibility for the seven cabins included in the seed task schedule of items. Future awards will be dependent on availability of funds. The contract will run for five (5) years from date of award.

Responses are due by 2pm Alaska time on 06 July 2016. Quotes may be faxed, emailed, hand-carried or mailed. (Reference the solicitation package posted to Federal Business Opportunities (FBO) for fax, email and physical address information.)

Quoters shall acknowledge all amendments when they submit their quotes. Two amendments have been posted to date. A third amendment will be posted, to FBO, documenting this meeting.

What to submit—Reference FAR 52.212-1 Instructions to Offerors-Commercial Items (OCT 2015) addenda on page 13 of the solicitation package:

• Contract Schedule of Items

• Seed Task Schedule of Items

• Curriculum Vitae/Resume for key personnel

• Past Performance Information/References (May submit on optional past performance information worksheet attached to solicitation.)

• Completion of 52.212-3 -- Offeror Representations and Certifications -- Commercial Items. (Apr

2016) in System for Award Management; 52.219-1 -- Small Business Program Representations (Oct 2014) and Alaska Native or Indian Owned Business

Review minimum qualifications of the Principle Investigator and Field staff on page 13 of the solicitation package.

Review the two schedules of items—contract schedule of items and seed task schedule of items.

Quotes will be evaluated based on the evaluation factors identified in amendment 001.

In order to be eligible for award, contractors shall be registered in the System for Award Management and the certifications and representations must be filled out. The registration must be current/active.

The successful contractor will be required to submit their invoice electronically through the Invoice Processing Platform (IPP). More information can be found at www.ipp.gov.

Review the requirement specifications.

Questions and answers.

http://www.ipp.gov/

AG0120S160024, A003, PreQuote Conference Call Agenda and Notes Page 2 of 4

CONFERENCE CALL NOTES

Meeting started at 10am with roll call.

Forest Service callers: Denise Murphy, Contract Specialist and Theresa Thibault, COR and Tongass National Forest Heritage Program Manager.

Interested vendor callers:

Helena Ruder – North Wind Resource Consultants Tim Whitely and Amanda Welsh – Welsh Whitely Architects, LLC Tracy Krauthoefer – Corvis Culture Nicole Lantz – Independent Contractor Linda Yarborough – Cultural Resource Consultants

Denise went through all the solicitation agenda items above on page one. Asked if there were any questions about the solicitation package.

Question 1 about the Contract Schedule of Items and the line item for Archeological Technician.

Archeological Technician not needed for this kind of work.

FS response: If a labor category is not needed for this kind of work, do not include a price for it. It was noted that the paragraph above the Contract Schedule of items invites contractors to add additional labor categories that are missing.

Question 2: Will contractors be expected to pay to reserve the cabins?

FS response: Reference page 3 of the statement of work about reserving cabins.

Theresa Thibault provided background on the cabins and the need for determinations of eligibility for all cabins that are close to or older than 50 years. Not all cabins are used by the public and the information is needed so that Forest Service can make decisions regarding the future of each cabin.

None of the cabins are on the road system.

Theresa provided a summary of the expected tasks involved:

Review of existing literature available from the Forest Service Look at each cabin Complete determination of eligibility that will go to the State Historic Preservation Office.

Question 3: Does the work include any associated out buildings—sheds or outhouses?

FS response: The cabins may or may not have associated out buildings. If there are outhouses, they were built later—not 50 years old.

Question 4: Regarding the document search request. Is the information at local ranger district offices?

FS response: A combination of sources will have information: Supervisor’s Office, District office and Sitka Office. May be a little complicated to get the information. The successful contractor will be provided with contact information for district personnel.

AG0120S160024, A003, PreQuote Conference Call Agenda and Notes Page 3 of 4

Question 5: About document search and formulating pricing. Is information available electronically or available at the Supervisor’s Office to conduct research thee?

FS response: an answer will be provided in the amendment published after the meeting.

Question 6: Transportation for those coming from outside of Alaska. Should the transportation cost be broken down on the seed task seven ways? Is there a specific format for the break down FS response: There is no specific format for break down. Can share the transportation cost to Alaska among all seven tasks.

Question 7: Permits and licenses are the responsibility of the successful contractor. Does the Forest Service anticipate permits will be needed from the ranger districts?

FS response: The Forest Service is not expecting permits from the ranger district. Permits are not needed from the State Historic Preservation Office (SHPO) for this kind of work. The Forest Service is responsible for sending documents to the SHPO.

Question 8: The publication Everyone’s Cabin in the Woods: Historic Context for Public Recreation Cabins in the Alaska Region 1960-1971 states that a determination of eligibility has already been made for the Salmon Lake Cabin. What is the expectation for the Seed Task?

FS Response: Forest Service will need to follow up. The list of cabins was provided by the district.

Question 9: What is expected for the pre-work after award? Will the meeting be in Anchorage?

FS Response: It is expected that the pre-work after award will be conducted by conference call. Noted that contractors should anticipate up to two conference calls to discuss draft report.

Reviewed AGAR 452.237-74 Key Personnel clause in the contract. There were no questions from the group.

Closing Comments and Questions:—Attendees were asked if they had any closing comments or questions:

Theresa commented that the intent is to do all the cabins on the list provided in amendment 02. If the Salmon Bay cabin already had a determination of eligibility; another Thorne Bay cabin will replace it on the schedule.

Question 10: The statement of work notes that field work will be conducted during the months of June, July and August. Will that be adjusted? Need time to complete the field work.

FS response: Yes, the schedule will be adjusted. The cabins are closed in September. Normally, weather does not permit travel to the cabins during winter months.

Question 11: About the timeline on page 5 of the statement of work. It states that field work will take 30 days.

FS response: Clarified that what is mentioned on page 5 of the statement of work is that the contractor must submit their report within 30 days of completing the field work.

Question 12: Regarding qualifications of key personnel noted on page 13 of the solicitation. Will graduate degrees in Architectural History or Historic Preservation be acceptable?

FS response: Yes, those graduate degrees meet the requirements of the Alaska State Historic Preservation Officer (SHPO) for a person functioning as a Principal Investigator.

AG0120S160024, A003, PreQuote Conference Call Agenda and Notes Page 4 of 4

The meeting ended at 10:45 am.

The information provided below was not discussed during the pre-quote conference call.

Additional information for question 4: It is anticipated that the Forest Service can provide recreation cabin records that document the history of each structure’s maintenance. Those records reside with the cabins and special use permit administrators. It is the intent of the Forest Service to make the records available, either digitally, or via mail without the need for a special trip to the districts first.

Additional information for question 8: For the question regarding Salmon Lake Cabin. The caller was correct, this cabin has already been determined eligible and does not need to be on the list. The Seed Task Schedule of Items has been replaced in its entirety to replace Salmon Lake Cabin, Thorne Bay, with Control Lake Cabin, also in Thorne Bay.

Question submitted, via email, after the pre-quote conference call asking if historic architects have the necessary education background to be the Principle Investigator.

FS response: The minimum qualifications for the Principle Investigator require clarification. The Principal Investigator minimum qualifications, on page 13 of the solicitation package, are replaced with the qualifications listed below.

a. Principal Investigator: The minimum professional qualifications for the Principal Investigator are:

1. A graduate degree in anthropology with an archaeology emphasis and a minimum of 2 ½ years of professional experience; or a bachelor’s degree in Architectural History and four years of professional experience; or as a Historic Architect, a State Government-recognized license to practice Architecture, plus a minimum of two year’s professional experience that enables professional judgement regarding the evaluation, documentation and treatment of historic structures.

2. One year of full-time professional experience in archaeological or historic preservation administration, research or management relevant to Southeast Alaska history and archaeology;

3. Supervisory field and analytical experience; and

4. Meet any current requirements of the Alaska State Historic Preservation Officer

(SHPO) for a person functioning as a Principal Investigator;

5. Historic Architect must be licensed to practice in the State of Alaska.