Pre-Bid Meeting Notes.doc

Pre-Bid Conference Notes Vegetation Management Services Chattahoochee-Oconee National Forests This non-mandatory meeting was held November 16, 2009, starting at 1:00 a.m. in the Chattahoochee-Oconee Supervisor’s Office Conference Room in Gainesville, GA.

Nine contractors attended the meeting -- By conference call:

Renewable Resources Forestry, David Ellis and Jill Ellis

Garcia Forest Service, Sammy Garcia

J M Diamond Timber, John Diamond

SWEAT, Don Sweat

Georgia Power Forestry Services Unit, David Thomas and Nathan Zokey

In person:

United Grounds Maintenance Services, Jerry D. Burkholter

Lovin Contracting, George Alexander

Arbortech Services, Inc., George Alexander

Marshfield Forest Service, Inc., Scott Frock

GMS Environmental Forestry, Bill Grant

The following information was covered.

General Information:

Proposals Due: 4:00 p.m.., December 2, 2009. If date is changed, an amendment will be issued.

Location to deliver proposals: USDA Forest Service, Chattahoochee-Oconee National Forests, 1755 Cleveland Highway, Gainesville, GA 30501 Facsimile proposals as responses to this solicitation are acceptable. Facsimile proposals are subject to the same rules as paper proposals. Fax to: 770-297-3031.

Contractor must be registered in CCR and have completed representations and certifications in ORCA.

Advertised as 100% Set Aside for Small Businesses.

This is a Requirements contract. No minimum or maximum amounts are set.

Certain tasks will be funded by the American Recovery and Reinvestment Act (ARRA). Those task orders will be issued from a different office. Contractors have certain reporting responsibilities for ARRA-funded task orders.

QUESTION AND ANSWERS:

Q: In FedBizOpps, it states that one contract is anticipated to be awarded under this solicitation. Does the possibility exist to award more than one contract?

A: The solicitation will be modified to allow award by Contract Line Item.

Q: What about pesticide license?

A: Offerors shall submit a copy of their Pesticide Contractors License (not Applicators License).

Q: Pesticide Licenses - what about state reciprocity?

A: Contractors are responsible for following Georgia’s procedures for licensing based on reciprocity with other states.

Q: Department of Labor – Do HBI temporary workers have to do E-Verify?

A: Consult to Department of Homeland Security USCIS website on the E-Verify System. Also, the Justice Department has a E-Verify Resources Page covering specific immigration related information.

Q: What about Payroll records?

A: The Migrant and Seasonal Agricultural Workers Protection Act (MSPA) requires that “When a farm labor contractor furnishes any migrant or seasonal agricultural worker, and the farm labor contractor is the employer, the farm labor contractor must furnish the agricultural employer, agricultural association or other farm labor contractor to whom the workers are furnished, a copy of all payroll records required under paragraph (a) of this section which the farm labor contractor has made.”

Q: Is there a conflict between MSPA and camping clause?

A: Yes, there is. Follow the more restrictive requirements of MSPA.

Q: Who selects the herbicide?

A: The Forest Service will select the herbicide and application rates. The price for herbicide will be negotiated for each task order individually.

Q: Is there a slash height requirement?

A: No.

Q: On the Fy2010 planting sites on the Oconee district, are any older than 2 growing seasons?

A: No.

Q: Is the 2.75% increase rate negotiable to include a fuel cost increase?

A: No, the 2.75% annual increase is fixed and the contract does not contain any other provision for adjustment due to increased fuel prices. Changes in herbicide costs will be incorporated by negotiation with the task order.

Q: Do subcontractors have the same liability, quality, etc. requirements as contractors?

A: Contractors are responsible for insuring their subcontractors comply with the requirements of the contract. Many clauses “flow down” to subcontractors.