Atch_1_-_Minutes_from_Site_Visit.pdf

Minutes from Pre-Construction Conference/Site visit PNW La Grand Lab – Access Door Control Upgrade

AG-04GG-S-17-0035

July 12, 2017

Attendees:

NAME COMPANY Phone EMAIL Barbara Darling USFS, Contracting Officer 541-233-9625 barbaradarling@fs.fed.us Robert Avila USFS, Engineer/COR 360-891-5217 ravila@fs.fed.us Yvonne Santiago USFS, SSS, LaGrand Lab 541-962-6541 ysantiago@fs.fed.us Mike Volk USFS, Facility Manager Cheryl Hogan C&D Lock & Security 541-525-3574 cheryl@cndlocknsecurity.com David Vadbunker C&D Lock & Security 541-525-3574 sales@cndlocknsecurity.com David Uli Apex (representing SeaBee

Construction) 208-830-5203 duli@apexboise.com

Brian Perren Safeguard 541-426-4787 besecure@safeguardoregon.com

1. Barb Darling, Contracting Officer, opened the meeting by going over the RFP requirements as outlined in the attached PowerPoint slides and highlighted below:

a. Summarized requirements for technical, past performance and price proposals.

b. Best value acquisition, technical and past performance are rated on a scale giving government ability to pay more for better rating, but not required to.

c. “Affordability” will be added to the evaluation criteria in terms of whether the proposed prices are with the government budget of $53,000.

d. Proposals are due by email by Aug 3, 2017 at 2:00 pm. PDT.

2. Robert Avila, COR, pointed out that the most critical specifications are for the Access Control System and the Doors. The basic is to upgrade the 4 existing doors that have access controls.

The four options doors do not have access controls. He is looking for the contractor’s expertise in their proposals on whether those doors can be modified to add access controls or whether they need to be totally replace. He understands that their may be some expense. He said don’t get hung up on the budget. That is why we have Optional Items. The priority is to award the basic items for the four existing doors and if we can, we will award the options for the additional doors. Please submit best technical approach.

3. Before going to tour the site, questions were answered by Barb Darling and Robert Avila as follows:

a. Question: How many badge cards must be provided?

Answer: Answer at the Site Visit was 300. However, later it was determined that Specification 28 13 00, section 2.12 (a) states that the contractor shall provide 200 corporate 1000 cards. 200 cards is the requirement.

mailto:barbaradarling@fs.fed.us mailto:ravila@fs.fed.us

b. Question: It appears the specification have been written around a Lenel System but an

“or equal” appears to be considered. Is that viable given it has to interface with Lenel software.

Answer: An “or equal” must be certified by USDA as an “Enterprise Class Or Equal,” not just for local system. See Specification 28 13 00, paragraph 1.04.C.4. which states “System must communicate and interface with USDA ePACS access control regional server operating Lenel OnGuard software version 7.0 service pack 1 via SQL database.

Connection shall be over Forest Service internal Wide Area Network and building LAN Local Area Network.”

c. Question: The solicitation specifies completion of 120 days. If the Options are exercised at a later time after the original award, will an additional 120 days be granted?

Answer: Clause 52.211-10 on page 9 of the solicitation states that the contractor shall complete the work within 120 days after receiving Notice to Proceed. A subsequent Notice to Proceed would be issued if the Options were exercised at a time after award and the 120 days would start then. This obviously could be renegotiated if necessary.

d. Question: Drawing A1.1 specifies a Mortise Lock, is that required?

Answer: Yes that is required.

e. Question: Drawing E2.0 requires two ATPs. If they can fit it in one, is that acceptable?

Answer: Yes, but that may be difficult.

f. Question: The size of the conduit is not specified. What is the requirement?

Answer: ¾ Inch.

g. Question: Drawing T.02 requires that the existing power circuits are operational. Are there any issues with system now or are there repairs required?

Answer: The only known issue with the front door, but is software related. If it is not clear during the site visit that there are any issues, contractor would not be required to fix unless the contract was modified under the Differing Site Conditions clause.

Barbara K Darling

BARBARA K DARLING

Contracting Officer

Attachments:

1. PowerPoint Slides

Answer: An “or equal” must be certified by USDA as an “Enterprise Class Or Equal,” not just for local system. See Specification 28 13 00, paragraph 1.04.C.4. which states “System must communicate and interface with USDA ePACS access control region...