2010_0721_pre-proposal_conf_notes_loren.pdf

Solicitation No. AG-03R6-S-10-0051 Lolo National Forest

South Fork Fish Creek Stewardship IRSC

JULY 21, 2010 PRE-PROPOSAL CONFERENCE NOTES

Attendees of the meeting were as follows:

Name Organization Contact Info Loren Ebner, Contracting Officer (Acquisition)

USFS, Region One (Western MT Acquisition Zone)

Building 24, Fort Missoula Missoula, MT 59804

(406) 329-3858

Chad Benson, District Ranger USFS, Lolo NF, Ninemile Ranger District

(406) 626-5408

Rod Blessing, Engineering USFS, Lolo NF (406) 329-1003 Jim Innes, Timber USFS, Lolo NF (406) 329-3790 Laura Ward, Fuels USFS, Lolo NF (406) 329-1089 Sheryl Meekin, Silviculture USFS, Lolo NF (406) 626-5416 Dewey Arnold, Fuels USFS, Lolo NF (406) 626-5422 Jeff Hayes, Fuels USFS, Lolo NF (406) 626-5421 Bill Vigue Gary B Logging (406) 822-3041 George Regan Natural Assets (406) 544-1803 Willy Peck Tricon Timber (406) 822-2536 Bryan Wheelock Grayback Forestry (406) 721-5358 Craig Blubaugh Johnson Bros Forest

Resources

(406) 239-0034

Joe Fraser Salmon River Wood, Inc. 10947 Sixty Six Lane Missoula, MT 59808

(406) 363-8675 Joe.fraser@rocketmail.com

Scott Kuehn Tricon 4375 Old Marshall Grade Missoula, MT 59802

(406) 546-9304?

MontanaForester@yahoo.com

THE MEETING RECORD: The meeting commenced at 0900 hrs at the Ninemile Ranger District Office.

The Government and Contractors present discussed the following items:

• Contracting Officer (CO) Ebner gave an overview of roles of Government employees:

o Contracting Officer Bill Hodges (Acquisition) will be the Contracting Officer for this project who will sign the contract and have full authority on all final decisions related to this contract. CO Ebner will act as his Administrative Contracting Officer during contract administration.

o Contracting Officer Jim McCormack (Timber) is the Timber Contracting Officer for the Lolo and Bitterroot National Forests. CO McCormack has been integrally involved in creation of the contract. CO Hodges and Ebner will consult with CO McCormack on all issues regarding the removal of timber from the National Forest.

o Jim Innes (Timber), Sheryl Meekin (Silviculture), Laura Ward (Fuels) and Rod Blessing (Engineering) are the program personnel who created this project and have been integrally involved in creation of the contract.

o The COR for this contract has not yet been selected and will be designated by the Contracting Officer at the time of contract award.

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• Proposals are due by 4:00 P.M. on August 11, 2010 at Building 24 – Fort Missoula, unless the solicitation is amended to extend the due date.

• Acknowledge all Amendments by signing and returning the amendment with your proposal and/or acknowledging on the SF33 form.

• Reviewed how the Schedule of Items is presented, including the cross-referencing and Notes.

• CO reviewed Sections C-I of the contract. Including the following topics:

o Section E: Requirement for Contractor Quality Control.

o Section F: Section F which deals with contract time, was reviewed in detail. Be advised of opportunities to propose alternate dates (See Sections F, L and M).

o Section F, Contract Time for Optional Units (Government Option): Be advised of the unique nature of Paragraph F. 3 in particular, which specifies how contract time will be granted for Optional units exercised by the Government (at the Government’s option) (Also See Amendment 01 for changes).

o Section F: There were questions about F. 6. (See Amendment 01).

o Section G: The Contracting Officer reviewed the process for earning and establishing stewardship credits. Offerors are advised that the intent of the Government is that stewardship credits will be earned by the Contractor and that any cash payments to the Contractor will be made after the exchanges of credits have been made for timber removed.

In accordance with Forest Service Handbook policy, at the time of contract award, “Contracting Officers shall clearly state in the award document which line items are being paid with appropriated funds and which line items will be paid with stewardship credits or retained receipts.” (FSH 6309.32, Chapter 4G37). The Contracting Officer informed the Contractors that the Government will make payment for the Road Construction only using cash (no credits). There were questions about how much financing must be done. Since both the fuels reduction work AND the timber removal work are being accomplished simultaneously, and the Government is paying Contractors for services by the acre, and obtaining payment for timber by the ton in advance, the Government does not anticipate any problem in making payments to Contractors on a unit by unit basis, as Contractors complete work in individual units and the Government accepts the work. If Offerors have any questions, please contact ACO Loren Ebner (406) 329-3858 to discuss.

o Section G: We reviewed the requirement for either cash deposits, credits or bonds on hand to cover value of timber to be removed in 60 days.

o Section G: We reviewed Section G, including the earning of stewardship credits.

Contractors are advised that stewardship credits are requested by the Contractor and established once per month.

o Section H: Paragraph H. 5 - Key Personnel was reviewed.

o Section H: Paragraph H.19 - Fire Precautions and Control was reviewed. Pumper req’d.

o Section H: Paragraph H.21 was reviewed. (See Amendment 01) o Section I. CO identified that there are many clauses incorporated by reference. Offerors may obtain full text from the internet website provided.

o Section I: Paragraph I. 3. CCR – ensure CCR profile is active.

o Section I: Paragraph I. 5. Options may be exercised at the Government’s option.

o Section I: Paragraph I. 7. Price evaluation preference for HUBZone.

o Section I: Paragraph I.12 - Performance and Payment Bonds – applicable to Appendix D.

• Section L outlines the elements that Offerors are to address and submit as part of their proposal.

Paragraph L. 7 was reviewed. It is important that Offerors submit their proposals as outlined. Note that “Section A” is one of the first pages of the solicitation (Standard Form 33). Sections B and K are labeled as such in the solicitation package.

• Section M outlines how the Government will evaluate the offers received. Section M was reviewed.

In addition:

o Be advised that the technical proposal identified in paragraph M. 1(a)(2) contains several different elements, all of which are to be addressed. The table in this paragraph is only intended to give some additional explanation to Offerors on SOME of the elements of this evaluation criteria.

o Be advised to review the companion contract requirements for all of the evaluation criteria.

Cross references are provided in the text.

o Offerors asked why no Local Preference was utilized on this solicitation and the CO explained the Government’s decision in that regard. An important consideration for the Government was this project’s proximity to Missoula, a community which is a significant source of labor, but which does not meet the definition of “rural community”.

• Section K: Complete certifications in ORCA and in solicitation as necessary.

• Appendix A-1 and Appendix B. See Amendment 01 for changes.

• Appendices A-2 through A-5. See Amendment 01 for changes to A-2 and A-3.

• Appendix C. Road Maintenance. There are basic road maintenance requirements which are outlined here. This is a lump sum item.

• Appendix D. Road Construction. Rod Blessing reviewed some elements of Appendix D. There is some Government-Furnished Property for Appendix D work. (See Amendment 01).

• Site Visit. The group proceeded to the project site and walked or drove in several units, including

Units 7, 12, 13, 14 and 26. There was discussion about the Trailhead and new evidence that there may be a new mining claim in Unit 7. The District Ranger is investigating the situation regarding the asserted mining claim.

• See AMENDMENT 01 FOR CHANGES TO THE SOLICITATION.

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