2013-0731-PreproposalConferenceNotes.pdf

Solicitation No. AG-03R6-S-13-0044 Flathead National Forest, Thinning & Fuels Reduction IDIQ

JULY 31, 2013 PRE-PROPOSAL CONFERENCE NOTES

Attendees of the meeting were as follows:

Name Organization Address Loren Ebner Contracting Officer

USFS, Region 1 Western MT AQM Zone

Building 24, Fort Missoula Missoula, MT 59804

(406) 329-3858

Karl Anderson Culturist

USFS, Flathead N.F.

Supervisor’s Office

650 Wolfpack Way Kalispell, MT 59901

Paul Jorgenson Silviculture Crew Leader

USFS, Flathead N.F.

Tally Lake Ranger District

650 Wolfpack Way Kalispell, MT 59901

Barbara Venturini Procurement Technician

USFS, Flathead N.F.

Supervisor’s Office & Western MT AQM Zone

650 Wolfpack Way Kalispell, MT 59901

(406) 758-5318

Donna Crawford Purchasing Agent

USFS, Flathead N.F.

Supervisor’s Office & Western MT AQM Zone

650 Wolfpack Way Kalispell, MT 59901

Wayne Turnipseed Grayback Forestry 6240 Industrial Way Missoula, MT

(406) 721-5358

Guillermo Sanchez RCO Reforesting PO Box 1370 Yreka, CA 96097

Roberto A. Ochoa RCO Reforesting PO Box 1370 Yreka, CA 96097

Perfecto Ledesma Western Processing, Inc. PO Box 520 Ronan, MT 59864

Jerry Luce Western Processing, Inc. PO Box 520 Ronan, MT 59864

NOTE: As a result of this pre-proposal meeting, the Government is issuing an amendment to the solicitation which clarifies several contract requirements. A conformed solicitation containing the changes identified in the amendment will be compiled and uploaded with the amendment.

THE MEETING RECORD:

The meeting commenced at 1000 hrs at the Flathead National Forest Supervisor’s Office in Kalispell, Montana. The above individuals were present at the meeting.

(Continued)…

The Government and Contractors present discussed the following items:

Contracting Officer Loren Ebner reviewed the following items:

• Section A (Standard Form 33). Reviewed

• Due Date is August 8, 2013 (This will be extended by Amendment No. 01)

• Complete Blocks 12-18

• Offer Acceptance: 60 days

• Discount terms - this will not affect evals but may speed up payments

• Amendment Acknowledgements – sign amendments and return, or acknowledge in

Block 14

• Ensure Block 15 is completed with DUNS and TIN as well

• Sign and date in Blocks 17 and 18

• Section B, Schedule of Items. Reviewed:

• Categories of Work

• There is a Schedule of Items for the base year and each option year. We reviewed the notes in Section B and discussed the estimated quantities identified on the schedule. The quantities are estimated, and may vary as allowed by the IDIQ contract clauses. In the last column, the first number is the quantity identified for evaluation purposes.

Contractors were advised that the CO will issue an amendment regarding the quantities to be used for evaluation purposes. See Amendment No. 01 for revised Schedule of Items.

• Minimum guarantee and the maximum contract amounts are identified in Paragraph B. 3.

• Paragraphs B. 5. and B. 6, Capacity and Workforce: CO explained how production rates would be inserted into these Paragraphs.

• Section K, Representations, Certifications…. Reviewed:

• Paragraph K. 2(a) – Small Business Size Standard

• Paragraph K. 2(b)(2) – ORCA – Register in ORCA. Contracting Officer will retrieve your ORCA report by using your DUNS number.

• Offerors are advised to ensure they respond to the additional certifications (beyond

ORCA) that are required in Paragraphs K. 3, K. 4 and K. 5.

• Barb mentioned that the Government may need to update some Section K provisions.

Offerors are advised that Section K was updated with a new provision. Offerors are advised to complete and return the revised Section K issued with Amendment No. 01.

• Section L, Instructions, Conditions…. Reviewed:

• Section L contains instructions to Offerors on the preparation of their proposals.

• Paragraph L. 4 – FAXs and Emails are not accepted.

• Paragraph L. 5, Instructions for the Preparation of Technical and Business Proposals

(SEP 1999) – Offerors are encouraged to read this in detail and respond accordingly.

• Paragraph L. 5 – Non-price evaluation factors include past performance, capacity and workforce, and work methods.

• Paragraph L. 5 – Note the cross-references under the “Capacity and Workforce” evaluation criteria. Elements of Offeror’s proposal will be inserted into the awarded contract.

• Barb mentioned that the Government may need to update some Section L provisions.

Offerors are advised that Section L was updated with a new provision. Offerors are advised to respond to the revised Section L issued with Amendment No. 01.

• Section M, Evaluation Factors for Award. Reviewed:

• Section M contains information for Offerors on how the Government will evaluate.

• Award will be made to one Contractor on the basis of best-value to the Government.

• Section I, Contract Clauses. Reviewed:

• Notice of HUB-Zone Set-Aside. (FAR 52.219-3)

• Limitations on Subcontracting (FAR 52.219-14) - this is a HUBZone set-aside, so there are limitations on the amount of subcontracting.

• Contract Work Hours and Safety Standards Act. (FAR 52.222-4)

• Service Contract Act (FAR 52.222-41)

• Paragraph I. 3 Central Contractor Registration – Offerors must be registered or a contract award cannot be made to that Offeror. Barb mentioned that the Government may need to update this clause. Offerors are advised that Section I was updated with a new clause (see Amendment No. 01).

• Paragraph I. 6 Ordering

• Paragraph I. 7 Order Limitations – Contracting Officer gave a detailed explanation of how these order limitations would function, and how the clause is written liberally to the benefit of the Government

• Paragraph I. 8 Indefinite Quantity.

• Paragraph I. 9 Option to Extend the Term of the Contract.

• Section H, Special Contract Requirements. Reviewed:

• Paragraph H. 2 - Key Personnel.

• Paragraphs H. 3 and H. 4 – Fire: Contracting Officer discussed liability, briefly identified other requirements. No pump and trailer required.

• Paragraph H. 5 – Eligible Workers

• Paragraph H. 6 – Migrant and Seasonal Agricultural Workers: CO identified requirements in sub-paragraphs (c) Registration, (d)(2) Wage and Payroll Standards, (d)(3) Motor Vehicle Safety, (d)(4) Housing, and (d)(5) Field Sanitation.

• Paragraph H.10 - Safety, this clause is new and is in addition to the other contract requirements for Safety.

• Paragraph H.14 - Weed Free Practices: This is a requirement for cleaning non-construction equipment and vehicles. Note the Government may order several additional cleanings if the CO/COR determines it necessary.

• Paragraph H.16 - Contractor Performance Assessment Reporting System: Database being used by Forest Service to track Contractor past performance.

• Section F, Deliveries or Performance. Reviewed:

• Paragraph F. 2 - Contract Period: Be advised that the prices to be paid on Task Orders will be the prices in effect on the date the Task Order is issued. The Government may issue Task Orders up to the very last day of the base or any option year periods, even if the pricing would change the following day.

• Paragraph F. 3 - Contract Time Required Rate of Progress: Offerors are encouraged to read this section in detail in order to understand contract time for Task Orders. The successful Offeror’s responses regarding production rates, capacity, etc., will be directly inserted into the contract.

Karl Anderson reviewed the following items:

• Sections B and C.

• Thinning Densities (tree thinning) and Tree Improvement (test thinning). Desirable leave tree characteristics. – “Best Tree Selection Criteria”.

• Girdling.

• Pruning and Daylight Thinning. All live limbs up to 8 feet (C. 4.4.2).

• Browse Release.

• Hand-Piling.

• Section E, Inspection and Acceptance. Reviewed:

• Tree thinning inspection form – appendices.

• Quality Control - Contractor, Quality Assurance-Government. Contractor will be held responsible for performing and properly documenting their own quality control.

• Section G, Contract Administration. Reviewed:

• There was some discussion about measuring the payment for hand piling by the acre when hand piling is required in a unit, but not the entire unit. When the Government orders hand piling there will be many instances when the Government may only order hand piling along a road corridor for a defined distance from the road. The actual area of the hand piling is what will be measured and paid.

• Sections B, L, M and F – regarding maximum crew size. There was discussion about the Government’s stated maximum crew size. The Government’s primary concern is that Contractor performed Quality Control is maintained, but this element also affects the Government’s Quality Assurance workforce planning. The Government is removing the restriction on crew sizes, however Offerors are advised to ensure that they clearly explain their proposed maximum crew sizes, workforce configurations and Quality Control to the Government when responding to the evaluation criteria. See Amendment No. 01.

The Government representatives and the Contractors present proceeded to the field to visit some relevant areas of similar work on the National Forest. Sites visited were on the western portion of the Swan Lake Ranger District, southwest of Kalispell. Some topics discussed. The group visited a ~4700 stems per acre unit and a ~2000 stems per acre unit.

• A Contractor commented that the stems per acre ranges on the Schedule of Items are broad.

Karl indicated that the Government thoroughly considered those ranges and the Government does not intend to adjust/divide the categories further.

• Pruning – all live and dead limbs must be pruned when pruning is specified. Even dead limbs must be pruned. Objective is to reduce humidity around bole to prevent blister rust.

• Walk-In. The Government does not anticipate much of a need for walk-ins on work ordered under this contract. Note the small quantity on the Schedule of Items. However, there may be cases where walk-in will be required. The Government is adding a clause related to Walk-ins. See Amendment No. 01.

• Steep slopes. There was discussion about an allowance for steep slopes (generally defined as >60%). The Government has elected not to introduce any additional pay item for steep slopes. There may be steep slopes on work ordered, but no special allowance. Large quantities of steep slopes are not anticipated. A large number of the units on the Flathead NF are anticipated to fall in the 10%-40% range although there may be steeper units or portions of units.

• Karl discussed the species preference and used field units to illustrate possible examples of desired tree selection.

• If large trees are to be ignored, it will be outlined in the prescription attached to the Task Order.

• White Pine pruning – all WP ordered pruned will be pruned even if trees are right next to each other.

• Pile Covering. There was a question on material to be used for covering piles. The Government is electing to require kraft paper. See Amendment No. 01.

*End of Text*