Alico_site_visit_meeting_minutes.pdf

Alico Pre-Bid Site Visit Meeting Minutes

Solicitation Number: AG-2B46-S-17-0013 Project: Alico Wetland Restoration Date and Time: March 3, 2017 9:00 a.m.

Office Location: LaBelle USDA Service Center

NRCS attendees:

Shaukat Syed – Contracting Officer (CO), NRCS-Fort Worth, TX Jessica Robbins – Contracting Officer’s Representative (COR), Agricultural Engineer, NRCS- Okeechobee, FL Felix Colon, Alternate Contracting Officer’s Representative (Alternate COR), Agricultural Engineer, NRCS-Okeechobee, FL

The meeting began at 9:05AM and was opened with Shaukat Syed, (CO) introducing himself, Jessica Robbins (COR) and Felix Colon (Alternate COR). All participants were asked to sign the sign-in sheet.

All Questions be submitted in writing as soon as possible to allow NRCS time to answer the questions.

It was emphasized that the CO is the only person that can award or approve changes to the contract.

The COR is designated in writing by the CO to perform within the scope and limitations as defined by the COR’s appt. letter. Section G of the solicitation was referenced for the list of roles of the CO and COR and their authorities.

The items discussed at this pre-bid site visit are intended to highlight certain items. Not all items are covered. Those in the solicitation that are not covered are just as important and binding as those that are.

Also, any statements that are made during this meeting which conflict with or are not stated in the solicitation are not binding. Any discrepancies between information provided during the site showing and the solicitation should be raised by a prospective bidder to the contracting officer immediately for resolution. Only the contents of the solicitation (including amendments thereto) are binding upon submission of a bid and award of a contract.

This is a Firm-fixed price contract. This solicitation has been set aside exclusively for HUBZone small business concerns with the NAICS code of 237990. The estimated magnitude of this project is between $500K and $1MIL.

The following FAR Provisions and Clauses were highlighted:

FAR 52.219-3 Notice of Total HUBZone Set-Aside or Sole Source Award

FAR 52.204-8, Annual Representations and Certifications to determine your eligibility.

FAR 52.204-7, System for Award Management. Awardee shall be registered (in an “active” status) in the SAM database prior to award, during performance, and through final payment of any contract resulting from this solicitation.

52.211-18 Variation in Estimated Quantity (Apr 1984)

52.214-5 Submission of Bids. NO FAXES OR EMAILS WILL BE ACCEPTED.

52.214-6 Explanation to Prospective Bidders.

52.214-7 Late Submissions, Modifications, and Withdrawals of Bids.

52.214-18 Preparation of Bids—Construction.

52.214-19 Contract Award—Sealed Bidding—Construction.

52.219-3 Notice of HUBZone Set-Aside or Sole Source Award

52.222-6 Construction Wage Rate Requirements. (May 2014)

52.222-11 Subcontracts (Labor Standards). (May 2014)

52.222-55 Minimum Wages Under Executive Order 13658 (Dec 2014)

52.225-10 Notice of Buy American Act Requirement– Construction Materials

52.232-5 Payments under Fixed-Price Construction Contracts. (May 2014)

52.232-27 Prompt Payment for Construction Contracts. (May 2014)

The performance time is estimated to be 120 days and stated on the SF1442 form in Block 11 and also in the solicitation clause 52.211-10, Commencement, Prosecution, and Completion of Work. This time includes the entire time between the start date (usually the date notice to proceed is issued) and all the way through completion of the work and site cleanup. The maximum workweek allowed will be 6 days a week, 10 hours a day, Monday - Saturday.

A 20% Bid Bond to guarantee your offer will be required to be submitted your bid. Performance and Payment bonds for 100% of the total contract price will be required and shall be submitted within 10 days of contract award.

Sealed bidding procedures will be used. The due date for bids is stated on the SF1442 and it is 3:00 p.m.

Central Standard Time on March 20. Sealed bids shall be sent to the following address and a public bid opening will be held at the same location:

USDA-NRCS

501 W. Felix Street, Bldg. 23 Fort Worth, TX 75063 817-509-3781.

Ensure all required representations and certifications in Section K are completed and submitted with a bid. Keep an eye on the solicitation on FBO.gov all the way through the due date for bids to see if any additional amendments have been issued which may affect the bid. Offer shall provide 90 days for bid acceptance. (listed on page 1 of the SF 1442).

COR gave Wetland program background and site description.

COR reviewed construction drawings and safety requirements. COR stated that there was a mistake in specifications. The specifications would be revised to change the compaction requirements for the Structure Removals from 6 inch lifts to 9 inch lifts.

Maps were provided with coordinates to the site. The group toured the site and stopped in sample locations where work is to be completed.