Pre-Bid Meeting Notes.pdf

Biological Surveys AG-4756-S-11-0010 Pre-Bid Teleconference

February 17, 2011 @ 10:00 am

Attendees: Forest Service Nina Barrow – Contracting Officer Donna Price – Procurement Technician Mark Pistrang – Botanist Mary Miller – Wildlife Biologist

Contractors Sean Peffer – Atwell Group Kendell Cochran – Tide Waters Environmental Jeremy Schewe – Falcon Engineering Chris Leftwich – Copperhead

Nina Barrow opened the teleconference by explaining that a quote package should consist of the following items completed and returned to us by March 09, 2011 by 4:30 pm: SF-18, Section B – Schedule of Items, Section K – Representation & Certification, and response to evaluation factors in Section M.

The length of this contract is April 1, 2011 thru March 31, 2011.

Mark Pistrang explained that even though this is a year-long contract, there will be a task order issued early on in April and then most others will be issued in June and July, during the growing season. He then opened the conference up to questions.

Question – Jeremy: Will the Government Furnished Bryophyte Packets contain 1 specimen per packet?

Answer – Mark: Pg 9 of RFQ – Any specimens collected by the government and sent to the contractor for identification will be subject to the same collection standards as described for the contractor to collect.

Question – Jeremy: When identifying bryophyte, are we recording all species common and rare?

Answer – Mark: Contractor will need to capture the best representation of bryophyte diversity within a stand. The methodology for doing this is described in the RFQ but basically requires selecting collection points within major habitat types found within each survey area and collecting from all available substrates (i.e. soil, rock, wood, etc).

Even though the protocol specifies attempting to collect only one species per packet, diminutive species will be found intermingled, thus when identifying, some packets may have 3-4 species. All species identified need to be recorded.

Question – Sean: When task orders are issued, will there be one task order for mollusk surveys and one task order for botanical surveys?

Answer – Mary: One task order could consist of (for example) botanical, snail, and bat surveys. There could be multi-disciplinary orders running concurrently in separate locations. Mark: One task order ordering Botanical & Snail Surveys for a 30 calendar day contract time means 30 days total for both. Not 30 days for botanical and another 30 for snails = 60 days.

Question – Rick: If there are 1115 Acres to be surveyed and only 30 bags being collected for mollusk, is there a mistake in the calculation of number of bags needed?

Answer – Mary: No. There will be select areas within stands for mollusk surveys. Some stands do not require mollusk surveys.

Question – Jeremy: Will mist-netting be allowed due to the white-nose syndrome within the bat population?

Answer – Mary: Yes. I have checked with Fish & Wildlife and we have been cleared for mist-netting. This is subject to change. We must follow current protocol and guidelines issued by Fish & Wildlife.

Question – Sean: There is an estimate quantity of 1115 acres to be surveyed. Is this the maximum amount that could be ordered?

Answer – Nina/Mark: No. The estimate is based on history and current need. The total quantity ordered could be more than 1115 acres or considerably less. Page 5 of RFQ states – The government guarantees that, over the course of the contract term (12 months), unit priced work totaling $20,000 will be offered to the Contractor by issuance of Task Orders.

Question – Sean: How many acres comprise the Cherokee National Forest?

Answer – Mark: There are 650,000 acres. We have 2 Ranger Districts on the North-end and 2 Ranger Districts on the South-end of our forest. The Great Smoky Mountains is in the middle. We are looking for a contractor that can accomplish multi-disciplinary orders running concurrently in separate locations.

Question – Sean: In what form is the deliverable data presented?

Answer – Mark: Page 6 – 17 of the RFQ explains the methodology of surveying and reporting. Reporting will be on spreadsheets, survey forms, maps, lat/long, photographs, etc. Mark will provide a spreadsheet template for bryophyte reporting.

Mary has an ongoing spreadsheet for bat data to be entered into. We will provide forms and templates for certain items that require a specific format.

Nina Barrow explained payment. Pg 18 of the RFQ explains the basis of payment.

Payment for 80% of the order may be made upon receipt and approval of the draft report by the COR. The final 20% balance will be paid upon receipt and approval of the final report by the COR.

Question – Jeremy: Is there any ARRA Reporting required on this contract?

Answer – Nina: There is No ARRA work associated with this contract.

Question – Kendell: For mollusk surveys, how long will the leaf litter bags be held before delivered for processing and identification?

Answer – Mary: We will deliver as soon as possible and it will be collections from this year. Collections will be made in the same manner as required by the contractor. Note:

After the conference call there was discussion that there may be instances where older collections may need to be identified.

Question – Sean: How will you do quality assurance / quality control?

Answer – Mark: In some cases we have very specific data requirements as described in the RFQ. We expect the contractor to understand what is needed on data reporting and to provide adequate levels of QA/QC. The draft report gives us an opportunity to review and seek any revisions/corrections.

Question: – Is there a new process reporting?

Answer – Mark: We make slight changes to the contract each year with an attempt to improve reporting to meet our needs and requirements. As an example: We have a specific form for element of occurrence to be filed with the report where found in stand. We are now also requiring a separate CD with just element of occurrence data to facilitate sharing data as we are required to do.

Minutes will be published on FBO by close of business February 21, 2011.