2014-0416-PreproposalConfNotes-rev1.pdf

Solicitation No. AG-03R6-S-14-0035 Flathead National Forest, Mechanical Thinning & Fuels Treatment IDIQ

APRIL 16, 2014 PRE-PROPOSAL CONFERENCE NOTES

Attendees of the meeting were as follows:

Name Organization Address Loren Ebner Contracting Officer (406) 329-3858

USFS, Region 1 Western MT AQM Zone

24 Fort Missoula Road Missoula, MT 59804

Mike West Fuels Specialist

USFS, Flathead N.F.

Tally Lake R.D.

650 Wolfpack Way Kalispell, MT 59901

Greg Treible Contract Specialist (406) 329-3889

USFS, Region 1 Western MT AQM Zone

24 Fort Missoula Road Missoula, MT 59804

Rich McAtee Fuels Specialist

USFS, Flathead N.F.

Hungry Horse R.D.

10 Hungry Horse Drive Hungry Horse, MT 59919

Mike Woods Fuels Technician

USFS, Flathead N.F.

Hungry Horse R.D.

10 Hungry Horse Drive Hungry Horse, MT 59919

Karl Anderson Forest Culturist

USFS, Flathead N.F.

Supervisor’s Office

650 Wolfpack Way Kalispell, MT 59901

Matt Valnns Tough Go Logging, Inc. 406-261-4522 Michael Meyer Tough Go Logging, Inc. 406-270-1510 Tony Hulett T & N Enterprises 406-754-2959 Wayne Schlegel Schlegel Enterprises 406-755-7338 Jordan Giles Giles Construction 435-830-0539 Rob Miller Slack Logging 406-261-5150 Doug Hall Hall Wood Processing 406-244-5213 Larry Roberts LTL Forestry Timber Lake

Landworks 406-756-6214 406-253-9368

NOTE: As a result of this pre-proposal meeting, the Government is issuing an amendment to the solicitation which clarifies several contract requirements.

THE MEETING RECORD:

The meeting commenced at 1100 hrs at the Flathead National Forest Supervisor’s Office in Kalispell, Montana. The above individuals were present at the meeting. The Government and Contractors present discussed the following items:

Contracting Officer Loren Ebner reviewed the following items (Note: Italicized text may not have been explicitly covered at the meeting, but is included here as additional remarks):

• This solicitation is set-aside Small Business Concerns.

• Section A (Standard Form 33). Reviewed

• Due Date is May 15, 2014

• Complete Blocks 12-18

• Offer Acceptance: 60 days (See Block 12)

• Amendment Acknowledgements – sign amendments and return, or acknowledge in Block 14

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

• Section B, Schedule of Items. Reviewed:

• Section B on Page 2 is normally the place where there would be a price schedule for Contractor pricing. This solicitation is presented a little differently. In this case, the Government is requesting Contractor pricing for the actual prices for the work required in Task Order No. 01 (See the Attachments: J- 9). As explained in the meeting, the substantial amount of work identified in Task Order No. 01 is representative of a significant proportion of the type of work to be ordered by Task Orders issued under this contract. The prices proposed by Contractors for Task Order 01 are going to be used by the Government to assist in determining the initial “parent contract” contract awards. Of those Contractors who are ultimately selected to receive a

“parent contract” award, the Contractor with the best value on Task Order No. 01 will not only receive a “parent contract” award, but will be the Contractor who receives Task Order No. 01 as well. The other Contractors who receive a “parent contract” award, who do not receive Task Order No. 01, will be the other Contractors eligible to compete for future Task Orders issued under this contract. (Also See L- 5(c) and M- 1(b) and M- 2)

• The Schedule of Items on Page 2 should be returned with the Offeror’s proposal, but there is nothing for the Offerors to fill out on Page 2.

• The Schedule of Items on Page 2 does identify the contract base year and option year periods (Also See Section F)

• Paragraph B- 3. There is a minimum guarantee of $1,000.00 per Contractor per year. It should be noted that Contractors receiving a contract award are not compelled to compete for every Task Order issued by the Government. In other words, the Contractors may choose not to compete for a particular Task Order. Since the Contractor controls their level of participation, a higher minimum guarantee is not warranted.

• Section K, Representations, Certifications…. Reviewed:

• Paragraph K- 2. Offerors must ensure that they complete the appropriate certifications.

Offerors should register in SAM and complete the Contractor certifications through that website. Contractors may request assistance from a Procurement Technical Assistance Center (PTAC). There are several PTAC offices in Montana, including an office in Kalispell and Missoula. Website reference: http://www.aptac-us.org/contracting-assistance/

• Paragraph K- 2(b)(2) – ORCA – Register in ORCA (through SAM). Contracting Officer will retrieve your ORCA report by using your DUNS number. Ensure certification is completed hardcopy (check the appropriate box).

• Paragraphs K- 3 and K- 4. Ensure that these certifications are completed on hard copy. (check the appropriate boxes).

• Paragraphs K- 5. The project is set-aside for Small Businesses. However, in accordance with Federal Acquisition Regulations, certified HUBZone small businesses benefit from an evaluation preference on their pricing. If a certified HUBZone small business wishes to waive this preference they may by checking this box.

• Ensure a completed Section K is returned with your offer.

• 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 – Offerors are encouraged to read this in detail and respond accordingly.

• Paragraph L- 5(a)(1) – Ensure you submit your technical proposal/response and your business

(price proposal). Both of those elements of your offer should be segregated from each other.

• Paragraph L- 5(a)(4) - Very important. Return all the documents outlined here with your proposal. Regarding Section B (Schedule of Items): Note the two separate and distinct forms that must be submitted. Offerors shall ensure that they return both the Section B on Page 2, as well as responding with their prices on the Schedule of Items incorporated into Task Order No. 01 located in the attachments.

• Paragraph L- 5(b) – Non-price evaluation factors include past performance and company experience, equipment, and project management.

• Section M, Evaluation Factors for Award. Reviewed:

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

• Paragraph M- 1(a). The 3 non-price factors will be equally considered. An unacceptable rating will preclude contract award.

• Paragraphs M- 1(a)(1), (a)(2) and (a)(3) were reviewed in detail. The evaluation criteria have been written to allow the Government to consider the overall composition of the Offeror’s responses to these evaluation criteria. Government is taking a snapshot of Offeror’s businesses http://www.aptac-us.org/contracting-assistance/ at this point in time. The Government understands that the Contractors may buy and sell equipment during contract performance, etc. Contractors are not bound to have the same exact equipment available at all times throughout the contract. The Government’s evaluation will look at the “big picture” of each Offeror’s response. It is important to note that the Government is evaluating the Offeror who is proposing. If an Offeror has used subcontractors in the past and has been successful, that will presumably be reflected in an Offeror’s past performance record that is positive for the Offeror. At the same time, proposing the use of subcontractors represents a potential risk to the Government. If Offeror’s have business arrangements with subcontractors they may provide that information for Government consideration.

• Paragraph M- 2. Up to 5 “parent contract” awards will be made. (See Amendment No. 01)

• Section I, Contract Clauses. Reviewed:

• Paragraph I- 3. System for Award Management. It is critical that interested Offerors be registered and current in this system.

• Paragraph I- 7. Order Limitations. The intent of this clause is to restrict how many task orders the Government can give a Contractor within particular parameters. However, since Contractors under this contract can choose to compete or not compete for Task Order awards, the clause is of little benefit since the risk-reduction it affords Contractors is exceeded by the control Contractors have over whether to compete or not.

• Paragraph I-10. Notice of Price Evaluation Preference for HUBZone Small Business Concerns.

• Section C, Description/Specifications/Statement of Work. Reviewed:

• Paragraph C- 1. Scope of Contract.

• Paragraph C- 4. Technical Specifications. The specifications outlined in this paragraph are applicable to Task Orders unless the Task Order changes the specification, in which case that will be clearly displayed in the Task Order. The CO reviewed Paragraph C- 4 in detail at the meeting since there are many important requirements contained in this paragraph.

• Section E, Inspection and Acceptance. Reviewed:

• Paragraph E- 2. Contractor Quality Control. The Government emphasized the importance of

Contractor Quality Control. It was noted at the meeting that there is a requirement in E- 2 for Offerors to submit a QC plan with their proposals but that requirement is not included in the instructions in Section L. (See Amendment No. 01)

• Paragraph E- 3. Contractor Quality Control Methodology. Note the different contract requirements that the Contractor must comply with for thinning work vs. other work under the contract. The Government has specified the QC for thinning work in more detail.

• Paragraphs E- 5 and E- 6 were reviewed.

• 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 was reviewed.

• Paragraph F- 3(d). Minimum required rate of Progress. (See Amendment No. 01)

• Section G, Contract Administration. Reviewed:

• Paragraph G- 2 Ordering Procedure. Note that the Government is not required to compete Task

Orders under $3,000.00. Also note that there are situations under which the Government is not required to compete Task Orders. The intent of the Government is to compete Task Orders whenever practical.

• Paragraph G- 3 Ordering Procedure: Issuing Task Orders.

• Paragraph G- 4(c) and (d). Contract language for basis of payment is different for thinning and for other work activities.

• Section H, Special Contract Requirements. Reviewed:

• Paragraph H- 3 Fire Control. Note that a pump and trailer is required.

Mike West reviewed the following items:

• Soil Protection is very important in thinning and other stands. We need to protect soils by having experienced operators and the appropriate machine for different types of work. This is one of the reasons the Government reserves the right to decide the equipment to be utilized for Task Orders.

• Contractors should consider using the Equipment Evaluation Form provided in the attachments.

• An example of a frequently utilized piece of equipment under this contract would be an excavator/feller buncher based masticator.

• Mastication of standing trees >7” diameter at breast height would be uncommon because those trees are generally considered merchantable. Mastication of >7” trees may be required for natural fuels.

• Examples of work other than mastication include whole tree removal; slash piling etc. reference C- 1 Scope of

Contract.

• Minimum production rates were based on past experience and market research. (See Amendment 01)

The Government representatives (Loren Ebner and Mike West) and the Contractors present proceeded to the field to visit two of the three areas for Task Order #01:

Flathead National Forest Mechanical Thinning & Fuels Reduction Contract 2014 Pre-Bid Site Visit:

Group field visit first location: Task Order #01 Unit 1-3 near Star Meadow (Road Nos. 313 & 2848) in approximately the center of the Tally Lake Ranger District. Group was provided with 1/20th acre example plots. Mike West addressed the following: the importance of operator experience in tree selection and soil disturbance working around closely spaced trees, changing the prescription to min 160, max 240, average 200 trees per acre for 1-2 & 1-3, offered to review the plot inspection form, offered to visit unit 1-2 mentioned that it is similar stand to 1-3.

Group field visit second location: Task Order #01 Unit 1-1 near Star Meadow (Road No. 539) in approximately the center of the Tally Lake Ranger District. Mike West addressed the following: importance of leave tree selection, species preference from the prescription, stand densities are only an estimate from past records, stands may vary.

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