PREBID MEETING.pdf

PREBID MEETING

SOLICITATION

AG-4568-S-12-0022

MULTI-AWARD IDIQ ROAD

MAINTENANCE CONTRACTS

FOR NFNC

March 7, 2012

Known Problems/Inconsistencies

• The Service Wage Rates file is corrupt for the Grandfather District. When offered the chance to recover available information, it appeared that all the information is there.

• The Schedule of Items for the Appalachian District erroneously consists of two pages. Disregard the page that requests pricing for “Spring Additional Bid Items”

• There are two downloadable files that comprise Attachment 3; the files listing all “District Roads.zip” and the “Contract General Specifications.docx”.

Contractural Legal-Beagle Stuff

Government POC s

For the Proposal period:

Karen Welch, Contracting Officer

828-257-4323 karenwelch@fs.fed.us

Cliff Northrop, Technical Representative

828-257-4234 cnorthrop@fs.fed.us mailto:karenwelch@fs.fed.us mailto:cnorthrop@fs.fed.us

QUOTES

• Quotes are due no later than Tuesday, 20 March 2012, at 2:00 PM EST

This procurement is a set aside

100% for Small Business

(Size Standard is $33.5M)

• Quotes can be faxed to 828-257-4876 Attn:

Karen Welch,

• emailed to karenwelch@fs.fed.us,

• Mailed, Fed Ex or UPS to the address in Block 9 of the SF 1449 Attn: Karen Welch.

Attachment 6 Past Performance Questionnaire (PPQ)

• MUST be faxed in by the reference, not the Contractor.

• Any PPQ’s that are received with your quotation package or faxed from your office cannot be evaluated.

• PPQ’s must be received by Karen Welch on or before close of business 13 March 2012.

• Fax # 828-257-4876

QUESTIONS

• All questions must be submitted in writing to the Contracting Officer.

• The technical questions should identify the specifications and or drawings that the question is referring to.

• An amendment will be issued with all the questions and answers on Thursday, March

15. No questions will be answered after March 15 unless it is a minor clarification.

Resultant Contracts

• This Requirement is for the award of Multi Indefinite Delivery Indefinite Quantity Road Maintenance Contracts (IDIQ) on 7 separate Ranger Districts.

• The 7 District locations are referenced on page 5 of the RFQ. Work to be performed under the resulting contract will include all aspects of Road Maintenance work.

Resultant Contracts (cont)

• Potential road maintenance work line items are in Attachment 2.

• In addition, there may be up to $30,000 of construction work that may be ordered on the road maintenance task order.

• No bonds will be required. However, payrolls (WH-347) and SF-1413 (for subcontractors) will be required on the task orders that contain construction work.

Each IDIQ Contract

• Each IDIQ contract will consist of a base year and 4 option years.

• The minimum guarantee is $2,500.00 for each IDIQ contract that is awarded.

• If you are awarded 3 IDIQ contracts you will have a Min Guarantee on each one.

• A Contractor’s performance must be in good standing for the Government to exercise it’s option in future years.

Task Orders

• The minimum amount ordered on any Task Order will be $2,000 and the maximum amount allowed by the contract is $500,000.

Quotation Packages

• Page 50 – 52 of the RFQ explains the items that the contractor needs to submit for each IDIQ contract that you want to be considered for.

• You can submit a complete package on all 7 districts, but 3 separate IDIQ contract awards is the maximum # a contractor can be awarded.

Caution: normal spring and fall grading periods for districts are concurrent and work must be done simultaneously.

Required Documents

• These documents are to be submitted as part of each package:

– SF1449, page 1-3, complete and sign page 1

– Page 4, Contractor information

– Page 1 of ORCA record or Section K, reps & certs, pages 36 – 45

– Attachment 5, Experience Questionnaire. Please limit experience to projects of similar type and scope.

Required Documents (cont)

• Quality Control Plan (pp 12, 52, and General Specifications Section C1.3)

• Attachment 7, Initial Task Order pricing, for each of the 7 Ranger Districts that you want to be considered for award of an IDIQ contract.

• All amendments issued must be acknowledged by the Contractor by completing and signing the lower left portion of the Standard form 30 and returning it with the quotation package.

CCR

• - CENTRAL CONTRACTOR REGISTRATION

• TO BE CONSIDERED AND AWARDED A

GOVERNMENT CONTRACT A CONTRACTOR

MUST HAVE AN ACTIVE ACCOUNT IN THE CCR

DATA BASE AS OF THE DATE QUOTES ARE DUE.

• NAICS CODE 237310 is required to be listed on your CCR record.

EVALUATION

• Contractors will be evaluated in accordance with FAR.212-2 of the solicitation (page 53).

• Evaluation Factors -

• Technical Ability and

• Price

Evaluation (cont)

• The Pricing and the Technical evaluations are evaluated by 2 different evaluation boards.

• The Technical board will not know the pricing when they do their evaluation.

• The Pricing Board will evaluate the initial task orders the Contractor submits.

Technical Ability

• Based on information provided on the

– Experience Questionnaire

– Past Performance Questionnaire

Contracts will be awarded to the Contractors based on what is the Best Value to the Government using an assessment based on a tradeoff between

Technical Acceptability and Price.

Technical Ability

• Sub Factors:

– Past Performance

– Relevant Experience – Performance of projects of the same size and scope

–Quality of Service/Control

– Timeliness of Performance

– Contract Management

– Geographical Proximity

– Quality Control Plan

Technical Evaluation Guide

• The guide for each element of the Technical Evaluation is on pages 55 - 58

Price

• Price will be evaluated on the submission of the initial task orders in Attachment 7 when compared to the Government Estimate and the other Offerors’ pricing for the same task order.

Award Determination

• After both boards have completed their separate evaluations, they will then meet and do a joint determination of which contractors are technically acceptable and has fair and reasonable pricing on the initial task order(s).

Awards

• The boards will then determine how many contractors to award a contract to for each District. This is based on amount of work anticipated for the district and how many contractors submitted packages for that District.

Initial Task Orders

• One of the IDIQ contractors chosen will be awarded the initial task order. The other IDIQ contractors will be awarded a task order for the minimum guarantee amount of $2,500.

This minimum guarantee task order cannot be invoiced for until a project has been awarded to the contractor, the project modified into that task order, and $2,500 worth of work is acceptably completed.

IDIQ CONTRACTORS

• Once the IDIQ contracts are awarded and in place, all IDIQ Contractors for that Location will be sent a Request for Pricing as new requirements for road maintenance work arise.

• All IDIQ Contractors are required to submit pricing on 100% of the Requests for Pricing the Government issues them for task order projects.

IDIQ CONTRACTORS (cont)

• Failure to submit 100% pricing will result in forfeiture of the minimum guarantee. If a contractor does not submit any pricing on projects the Government may elect not to exercise the next option year on the IDIQ contract to that Contractor.

QUOTATION PACKAGES

• Staple or clip each quotation package together.

• There is no need to send the quotation packages in a binder.

•QUESTIONS?

OK. Now, The Important Stuff.

Service or Construction?

• Maintenance (Service) and “Typical” work will consist of things that are required to use the road and usually are performed on a schedule; e.g.

grading, pulling ditches, and gravel placement.

• Maintenance (Service) may include things such as clearing trees downed by a storm, culvert cleaning, sign replacement, and minor slide removal.

• Construction may include culvert replacement, major fill slope slide repair, and road relocation.

Specifications

• Specifications for maintenance (Service) activities are included as a part of this solicitation. These are PERFORMANCE BASED and are described in Attachment 3, Contract General Specifications.

• Specifications for construction activities are from FP-03, modified by Supplemental Specifications.

• Other requirements or specifications will be included in Requests for Pricing for specific work.

Quality Control

• It is YOUR responsibility to ensure the contract requirements are met.

• Do not rely on the government’s inspections to tell you what needs to be done.

• Refer to the Performance Requirements Summary. These are the items we will use to determine if your work is acceptable.

Safety

• See Section C, Page 15.

• Signage conforming to the MUTCS is required.

• ANSI Class II vests are required.

Work Periods

• Section C, Page 16

• At least weekly: Advise the Inspector or COTR of your work schedule.

• Work hours are generally weekdays between dawn and dusk.

Work by the Prime

• Section I, Page 33

• The Prime Contractor must perform at least 30% of the work.

• Special camps or camping is not allowed. If public camping is allowed, then the contractor may camp, following the rules and regulations governing those camping areas.

Erosion, Sediments, Pollution

• Section I, Page 33

• Minimize erosion and sedimentation

• No controllable pollution is allowed.

• Protect water courses.

• More information about seeding a little later in the show.

Emergency Response

• Section I, Page 34

• Extinguish fires.

• You are liable for fires you cause.

• Notify the Government of any fires sighted around the work area.

• Government may use your equipment and employees for fire fighting. (not free)

Buy American Act

• Section L, Page 48

• Applies to Construction Materials

Pre-Proposal Conference

• Info is conveniently located on pages 49-50

• Submit questions in writing to CO 5 days prior

• Confirm verbal questions in writing

• Questions, answers, attendance list will be posted as an amendment. This powerpoint presentation will be posted.

• Verbal statements and/or responses don’t count.

Response Time

• Available within an hour during normal work hours

• Available within 2 hours after hours.

Quality Control Plan

• Attachment 3, Section C1.3 and C1.5

• Key control

• Inspection System-includes written documentation

• Methods to Identify and prevent defects

• Records to be Maintained On-site

• Reference each “Quality Standard” and the PRS

• Reference the PRS

• Reference the PRS

Meetings

• Typically occur after a day or two on the job.

• Make sure work is satisfactory prior to getting too far along with substandard work.

• As necessary, thereafter.

Access to Locked Roads

• Most if not all roads are open

• Speak to the District Representative or District Office about exceptions prior to making the trip.

• Obtain necessary key from District Office.

Government Furnished Gravel

• The ONLY thing we will think about providing as a part of this contract, unless otherwise stated in future task orders.

• If we supply gravel, the responsibility is ours to provide it in time and to tailgate spread it in front of grading operations.

• Contractor then grades the road per the contract without a cost change.

C-5.1 Grading Roads

• See Quality Standard (5.1.1) and the PRS

• Road drains completely

• Intersections are smoothly blended

• Ruts and potholes are ripped

• Rocks > 3” are gone

• No debris, trash unsuitable material exists

• Leaves and pine needles generated from work are spread over traveled way unless otherwise directed by the COTR.

C-5.2 Ditchwork

• See Quality Standard (5.2.1) and the PRS

• 1’ Deep plus 20’ Culvert Transitions.

• No Standing Water (except maybe on the

Croatan).

• Culvert Inlets are Clean.

• Road Prism is Uncut.

• Foreslope and Backslope are Clear.

• Silt Traps are Cleaned to Original Dimensions.

• Lead off Ditches Completely Drain.

• Wattles are Installed.

C-5.5 ABC or ABC(M)

• See Quality Standard (5.5.1) and the PRS

• Roadbed is Firm, Smooth, Finished, Including Turnouts.

• Compacted? It must be Firm.

• Road drains completely

• Intersections are smoothly blended

• Ruts and potholes are ripped

• Rocks > 3” are gone

• No debris, trash unsuitable material exists

• Leaves and pine needles generated from work are spread over traveled way unless otherwise directed by the COTR.

C-5.7 Equipment Rental

• The ONLY Specification that Requires Equipment Size or Capacity. These Equipment Descriptions are NOT Required for the Performance of Work Covered by Other Sections.

C-6 Task Overview

• Requirements of the Contract but Do Not Fit the “Performance Based” Template.

• Includes Requirements that WILL Affect Cost.

• Includes ABC Material Specification.

• Includes Requirement for Erosion Control and/or

Seeding Certain Conditions.

• Includes Road Grading Requirements and an Exception to Smoothness Requirements.

• Includes Additional Information for Ditching, Culvert

Cleaning, and Tail Ditch Cleaning

• IS A “MUST READ” Section.