2011-0729-PreQuoteConferenceNotes.doc

Solicitation No. AG-03R6-S-11-0051

Lolo National Forest

Ground-Based Invasive Plant Treatment IDIQ

JULY 29, 2011 PRE-QUOTE CONFERENCE NOTES

Attendees of the meeting were as follows:

Loren Ebner, Contracting Officer

(406) 329-3858 USFS, Region 1

Western MT Acq. Zone Building 24, Fort Missoula Missoula, MT 59804

Missoula, MT 59804

Philipsburg, MT 59858

(406) 544-6945

(707) 621-4601

Seeley Lake, MT 59868

Moyie Springs, ID 83845-5000

(208) 267-1684

THE MEETING RECORD:

The meeting commenced at 1000 hrs at the Lolo National Forest Supervisor’s Office. The above individuals were present at the meeting.

The Government & Contractors present discussed the following items:

Contracting Officer Loren Ebner reviewed the following items:

· SF1449. Proposals due this Monday, August 24, 2009. Ensure you complete Blocks 17a, 17b, 30a, 30b, 30c.

· Schedule of Items. Reviewed structure and organization of the schedule of items. Note 3 years.

· Section V. Reviewed instructions to Offerors (pp. 46-54). Faxes are allowed (see page 51). V-1 Paragraph (k) on page 49 identifies the CCR registration requirement. Contractors not registered in CCR will be ineligible for award. Thoroughly reviewed Section V-2.4 evaluation factors and Section V-3 evaluation. Government will award this contract based on a best-value determination (not necessarily low price). Section V-2.4 instructs interested vendors on what to submit for that evaluation. Section V-3 advises interested vendors in how the Government will evaluate.

· Section VI. Reviewed Offeror Representations and Certifications. All interested vendors should register in the ORCA database. Section V-1 Paragraph (b) on pp 57-58 identifies ORCA website and provides a place for Offeror to indicate if any corrections are needed to their ORCA profile. If ORCA is up to date, then shouldn’t need to complete any of the certifications on 55-68 except for Paragraph (b). In any event, return all pages to the CO with your proposal (pp 55-68) even if the only block you were required to fill out was paragraph (b).

· CCR and ORCA. Offerors are advised to ensure that these databases are current.

· Section III. Reviewed:

· Changes

· CCR

· Contractor Performance Assessment Reporting System

· Ordering

· Minimum and Maximum Contract Amounts

· Order Limitations

· Indefinite Quantity

· Option to Extend the Term of the Contract

· Permits and Responsibilities

· Service Contract Act

· Section IV. Reviewed:

· Scope

· Location – Note the contract will allow, but not mandate, the performance of services on the Bitterroot NF, Flathead NF, and Helena NF.

· Contract Period – Be advised Government may actually issue orders as late as the last day of any period and the contract prices used for the task order will be the prices in effect on the day of the order (even if it is the last day of the period and the rates will change the next day!)

· Commencement, Prosecution and Completion of the Work

· Task Order Performance Period and Estimated Start Work Date – Offerors are advised to review this section in detail to ensure understanding of contract time.

· Weed Free Practices – This is a new clause that is being introduced to reduce threats from contractor passenger vehicles and trailers.

· Safety Plan

· Barricades, Warning Signs, and Other Devices – See Amendment

· Subcontractor Question. One attendee asked about subcontractor restrictions. FAR 52.219-14 Limitations on Subcontracting is included on page 19 of the solicitation. This clause restricts the contractor as follows: “…Services (except construction). At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.” See FAR 52.219-14 for more info. A good FAR website is: http://farsite.hill.af.mil/vffar1.htm Invasive Species Coordinator Karen Stockman reviewed the following items:

· Government Quality Assurance

· Contractor Payment – We discussed how payment to the contractor will consist of two parts: payment for services and payment for chemicals

· Camping – Lolo Food Storage Order (grizzly bears)

· ATVs are OK for contractor to use

· See amendment concerning drafting water – it is important that our contractor does not spread aquatic invasive species. See amendment.

· Barricades, Signs and Warning Devices – see amendment.

· Bagging and Removal may be required of some species – see amendment for any changes to specifications.

The group did not visit any potential project sites together.

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