Pre-proposal Minutes.doc

Preproposal Conference Solicitation No. AG-7103-S-09-0013 Multiple Award, Indefinite Delivery, Indefinite Quantity (IDIQ) Task Order Contracts in support of Natural Resources Conservation Service (NRCS) throughout the State of Arkansas March 24, 2009, 10:00 a.m.

1. Introductions were made by Government personnel and contractors. All attendees were asked to sign-in for a record of attendance. Contractors were advised that the minutes of the meeting will be posted on FedBizOpps.

2. Contractors were advised that questions will be taken from attendees verbally. Participants should speak loudly so that accurate notes can be taken. Questions arising after the meeting must be submitted in writing to the Contracting Officer by April 6, 2009, to ensure that a response can be provided. You can submit questions by email (janet.holmes@ar.usda.gov), fax (501-301-3188), or regular mail.

3. Contractors were advised that responses to questions at this meeting will attempt to clarify issues and concerns. Nothing stated verbally or in writing changes the bid/contract requirements unless an amendment is issued. If you think that you hear a change, but do not see it in an amendment, you should notify the Contracting Officer immediately.

4. Proposal will be received until 2:00 p.m. CST, April 15, 2009, at the Federal Office Building in downtown Little Rock, 700 West Capitol Ave., Room 5202. Mailed bids, including Federal Express, UPS, etc., must be addressed to Room 3416. Contractors were warned that bids must arrive at NRCS before the time and date, and that late bids will not be considered.

5. Required contractor registration and documentation:

· You must have an updated CCR registration in order to receive an award on any Government procurement. To become CCR registered you must have a DUNS number. Information on these systems was provided to the contractors.

· You must have updated representations and certifications in ORCA. ORCA information was distributed to contractors. Registrations are good for one year.

· To receive payment for work, you must file an Electronic Funds Transfer (EFT) form with the National Finance Center, who makes payment for NRCS. This information is checked against IRS information and there may be a penalty for conflicting information.

6. Set aside status for awards:

· Up to 3 awards for HUB-Zone small business firms

· Up to 1 award for service disabled veteran owned small business firm

· Up to 2 awards on an unrestricted basis

· HUB-Zone and SDVOSB contractor selection will be done first, then unselected HUB-Zone and SDVOSB contractors will be included for consideration on an unrestricted basis.

7. Contract information: (SF-1442)

· Program guaranteed minimum $5,000 to be divided equally among each awarded contract IF there are no task orders awarded on any contract.

· Work sites will be within state boundaries of Arkansas.

· Task order will be competed among awarded contractors if estimated award amount exceeds $5,000.

8. Task Order process: (page 14)

· A request for bid (RFB) will be issued to selected/all contractors with scope of work and attachments with a date/time for offer response.

· Contractors may not be invited to compete if determined:

· Not performing or poor performance on current task orders issued on this contract.

· Contract capacity is nearing maximum contract amount.

· Contractor capacity such as bonding, equipment, etc.

· A site visit may be held.

· Bid guarantee (20% of bid price) required for offers greater than $100,000.

· Payment bond (100% of bid price) required for offers between $30,000 and $100,000. (w/n 5 days)

· Performance and payment bonds (100% of bid price) required for offers greater than $100,000. (w/n 5 days)

· Contractors must be ready to submit bids w/n 10 calendar days of being notified of contract award, and be ready to perform work on a task order w/n 30 calendar days of being notified of contract award.

9. Page numbers for each of the attachments listed in Section J (page 105) were given to assist in navigating through the solicitation. Attachment No. 1 – Page 119, No. 2 – Page 123, No. 3 – Page 131, No. 4 – Page 156, No. 5 – Page 177, and No. 6 – Page 179.

10. This procurement is a competitive negotiation. Offerors must submit a technical proposal and a price proposal for a sample project for evaluation.

11. The clauses and provisions contained in this solicitation apply to either the competitive negotiation for selection of successful contractors for award, or to the task orders that will be issued on an awarded contract.

12. Proposal Format (page 115)

· Must be submitted in two (2) separate envelopes. The first envelope is for the technical proposal (original and 3 copies) and the second envelope is for the price proposal (original only) for the sample project.

· Each envelope should be clearly marked with the solicitation number and the type proposal, technical or price.

· Proposal revisions, if any, must be submitted as page replacements with the revised text readily identifiable. Replacement pages must be on colored paper in a different color than the original proposal.

Technical Proposal (page 115)

· Technical evaluation factors are located on page 118 in Section M, and the factors are listed in descending order of importance.

· As stated on page 118 in Section M, the technical evaluation factors when combined are approximately equal to cost or price.

· Weights of technical evaluation factors will not be released.

· Technical offer must contain sufficient information to reflect a thorough understanding of the requirements. Merely stating that you will comply is not sufficient.

· Specific requirements for a technical proposal are explained in more depth on page 115 in Section L. You must address every element listed. The Government will not make assumptions concerning the offeror’s intent, capabilities, facilities, or experiences.

· After award, substitution of subcontractors must be approved by the Contracting Officer and must be at the same level and those evaluated in the proposal.

· Work submitted for past performance and experience should be similar to size and scope of the work required in the solicitation.

· Sample quality and safety plans are included as attachments to the solicitation.

· Environmental Protection Plan is the same as a pollution abatement plan. Discuss how you will meet NPDES requirements with the Arkansas Dept. of Environmental Quality. This should be a generic plan that covers most small jobs. Site specific plans may be required for large task orders. This element is being amended to add this requirement.

Price Proposal (Page 116)

· Page 116, Paragraph L.16, discusses what to include in your price proposal. Amend 0001 will add the words “OF 347” to the requirement.

· In a separate envelope from your technical proposal include completed:

· SF 1442, front and back

· OF 347 with the bidding schedule (pg. 156 and 157)

· signed and dated amendments to the solicitation

· letter from the bonding company stating the company’s bonding capacity.

13. Proposal Submission

· Proposals must be submitted in writing. Faxed or e-mailed proposals will not be accepted.

· You should follow the guidelines of the criteria and submit all information. Information included in a letter or attachment could be overlook and may not be evaluated.

14. Proposal Evaluation Process

· FAR 52.215-1 discusses the process of evaluations. (page 110)

· The Government reserves the right to make an award based on initial offers received without discussion of such offers (page 118).

Questions and Answers:

1. Will there be a site showing for the sample project? A site showing has not been planned. However, there was enough interest at the preproposal meeting that a site visit is now scheduled for Tuesday, March 31st, at 10:00 a.m. Information and directions will be provided by amendment.

2. Clause H.4, Quantity Surveys, states that the Government will be performing the original and final surveys. Who will be performing the site layout? The Government will perform the original and final surveys, but the contractor will perform interim surveys. Normally, the contractor is responsible for the site layout. However, at some of the smaller sites, the Government may perform this task. The scope of work for each task order will address if the contractor or the Government is responsible for this task. The sample project is being amended to clarify this issue.

3. Will surveyors be required to be licensed in Arkansas? No.

4. Clause H.10 states that a certified copy of all payrolls is required. Does this include professional services? Certified payrolls are required for all disciplines that are covered under Davis-Bacon.

5. Will NRCS provide the trees for planting? No, trees must be provided by the contractor.