AG-32SD-RFQ-13-MD09_Amendment_01.pdf

Site Visit/ Pre-Bid Conference, July 11, 2013 To replace Heating & Cooling units Meeting called to order at 10:30am by Michael Douglas.

Present at Site Visit: (Time 10:30) Steve Davis Carlos Solis

(9) Contractors

Reading of Agenda (Time 10:40am) Michael Douglas, Contract Specialist (conference call) College Station, Texas

Visit Project site USDA Locations (Time 10:55am) Steve Davis Carlos Solis

(9) Contractors

Questions by Contractors:

Q: What if the coils need to be replaced?

A: The SOW will remain the same for now and will be handled on a case by case basis.

Q: What is the classification of a small business?

A: The business size standard for this requirement is $14 million. See Section K, page 19 of the RFQ.

Q: Will the contractors convert the units to R22?

A: Yes.

Q: Is using RUUD units acceptable?

A: Yes, as long as they meet the minimum specifications in the Statement of Work.

Q: What is SAM?

A: The System for Award Management (SAM) is the Official U.S. Government system that consolidated the capabilities of CCR/FedReg, ORCA, and EPLS. There is NO fee to register for this site. Entities may register at no cost directly at www.sam.gov.

Q: What is a DUNS number?

A: Data Universal Numbering System is required to register in SAM. For more information go to http://www.dnb.com/get-a-duns-number.html.

Q: Is my company required to be registered in SAM, before submitting a Proposal/Bid?

A: Yes, the company is required to be in the system.

http://www.sam.gov/ http://www.dnb.com/get-a-duns-number.html

Q: Will we have a Storage Area to place the supplies to shield from the Elements/Weather conditions?

A: Yes, USDA-ARS will provide a storage area for equipment and supplies.

Q: Will we be able to use the locations bathroom facilities?

A: Yes, the employees will be able to utilize bathroom facilities at the USDA-ARS location.

Q: What time do we open the gates to the USDA-ARS location?

A: The main two gates will be open at 7:30am – 4:30pm.

Q: Are the employees allowed to stay past closing time or work weekends or holidays?

A: No, the employees are not allowed to stay on USDA-ARS location after closing, not permitted to work on weekends, or any federal holiday.

Meeting adjourned at (12:00 Noon)

Site Visit/Pre-Bid Agenda AG-32SD-RFQ-13-MD09

SITE VISIT/PRE-BID CONFERENCE

RFQ No. AG-32SD-RFQ-13-MD09 Date: July 11, 2013 10:30 a.m. (Central Time) Kerrville, Texas

AGENDA

Introductions - All

Bid Requirements - Review of Bidding Procedure

Questions and Answers on Contract

Receive Questions for Answers to be distributed as an Amendment to the Solicitation

Visit Project Site

This meeting is the site visit for Request for Quotation (RFQ) No. AG-32SD-RFQ-13-MD09 to Replace Air Conditioning Units at the USDA, ARS, KBUSLIL in Kerrville, Texas. No oral remarks or explanations made here today will alter or otherwise qualify the written provisions of the RFQ as it now exists. The minutes will be issued as soon as possible, covering the elements known now and those which may be discovered today. Only a written amendment will officially change or clarify the written provisions of the solicitation package. There has been no amendments issued to date. It is not anticipated that an extension to the bid due date will be issued.

1. Introductions:

Representatives from the Location:

SEE ATTACHED SIGNIN SHEET

2. Proposal Requirements:

Bidder is reminded of several important items in preparing bids.

1) You must sign the SF-18 form and acknowledge all amendments to the solicitation.

There is one amendment to date.

2) You have completed Blocks 11, 12, 13, & 16 and signed and dated Blocks 14, and 15 of the SF-18, "Request for Quotation" form and insert DUNS on page 2.

3) NO bid bond is required for this acquisition.

4) In the event the successful bid exceeds $30,000, Alternate payment protection will be required for this contract. See FAR Clause 52.228-13 Alternate Payment Protections.

5) The Davis-Bacon wage rates apply to the contract. They are included as Attachment

II to the solicitation.

6) No exemption is granted for state or local taxes. You should include this expense as part of your bid price.

7) Your Proposal is to be mailed, emailed or faxed to USDA, ARS, WBSC, Michael A.

Douglas, Contract Specialist, 1001 Holleman Drive East, College Station, Texas 77840. Email: Michael.Douglas@ars.usda.gov, Fax: (979) 260-9413.

Your BID is due no later than 4:30 p.m. (Central Time) on July 26, 2013.

8) There are no liquidated damages on this contract.

mailto:Michael.Douglas@ars.usda.gov

9) There will be no retainage withheld unless there has been no performance.

10) Contractor MUST be registered in the System for Award Management (SAM) prior to the submission of proposal/bid. You can register online at www.sam.gov.

3. Utilities:

A reasonable amount of electricity and water, will be provided to the contractor by the Government at no cost. The contractor will be expected to maintain their own work site trailer and/or telephone. Use of restroom facilities by contractor's employees, parking areas, storage areas, etc. will need to be discussed today with representatives from the location.

4. Technical Overview of the Project:

The representatives from the location will provide an overview of the technical aspects of the project.

http://www.sam.gov/