Site_Visit_Notes.docx

Natural Resources Conservation Service 101 South Main Street Temple, TX 76501-7601 Chip.Burnette@tx.usda.gov 254 742-9921 (office) 254 742-9929 (FAX)

July 19, 2013

Memorandum to File:

SUBJECT: Site Visit, Solicitation AG-7442-S-13-0040, Construct Pre-Engineered Steel Building, James E “Bud” Smith Plant Materials Center, Knox City, TX.

A site visit for the subject project was held on 19 July, 2013, with Potential Contractors Representatives, and Natural Resources Conservation Service (NRCS) representatives: Randal Kuehler, COR; and Chip Burnette, Contracting Officer. Sign In sheet is attached.

Following are the minutes of the items discussed and/or presented during the site visit.

Role of Contractor’s Personnel:

Program Manager:

Responsible for overall performance of the contract which includes all necessary administrative actions. Also, he will ensure that all necessary measures are taken to ensure compliance with the terms and conditions of the contact. PM will address all financial adjustments pertaining to modifications.

Superintendent:

Responsible for day-to-day operations associated with the prosecution of the work in accordance with the contract requirements. The Superintendent will have the authority to act for the Contractor. He has the responsibility to correcting any safety problems immediately upon discovery. Additionally, he will take necessary measures to correct work deficiencies.

Role of NRCS Personnel:

Contracting Officer’s Technical Representative (COR): Randal Kuehler

Appointed by the Contracting Officer; represents but does not act as an agent of the Contracting Officer. The COR is primarily responsible for the technical adequacy of the work and assists the Contracting Officer in administrative matters arising under the contract, such as acceptance. The COR works under the Plant Material Center Manager with the responsibility to inspect all materials and work for compliance with drawings and specifications. He ensures that the Contractor complies with all terms and conditions of the contract; and sees that accurate records are maintained on the progress of the work.

b. Contracting Officer: Chip Burnette (254) 742-9921 chip.burnette@tx.usda.gov

Has the responsibility for administering the contract. Must perform or have performed the legal and administrative action necessary to assure the satisfactory performance of the contract objectives, terms, and conditions.

Review of selected contract clauses:

1. Review of selected contract clauses - Clauses incorporated by reference have the same force and affect as if given in full text. Full text of these clauses is available at http:/www.arnet.gov/far.

· FAR 52.214-5 Submission of Bids. Bids must be submitted in sealed envelopes to my address (101 South Main Street, Temple, TX 76501) prior to the closing Time & Date. I will not accept incomplete or electronic submissions. Make sure you review the entire solicitation and comply. This is a firm fixed price, sealed bid requirement.

· FAR 52.214-18 Preparation of Bids - Construction. Bids must be submitted on the required form, and must be manually signed. Make sure you acknowledge all amendments to the solicitation with your bid.

· FAR 52.214-19 Contract Award – Sealed Bidding – Construction. The Government will evaluate bids in response to this solicitation and will award a contract to the responsible bidder whose bid, conforming to the solicitation will be most advantageous to the Government. Evaluation will be based on price and price related factors, and will be without discussions.

· FAR 52.214-21 Descriptive Literature. Descriptive literature is required to establish for the purpose of evaluation and award, details of the product offered that are specified elsewhere in the solicitation (such as the SOW). You are required to provide sufficient literature to establish that your approach will meet all requirements of the solicitation, such as materials, design, finish, warranty, etc.

- FAR 52.237-1 Site Visit. Offerors are advised to attend this site meeting, but it is not required. Make sure you have signed in on the attendance sheet. If you are representing more than one company, sign in twice, or list both company names. Make sure your name and the company name are legible.

· FAR 52.204-8 Annual Representations and Certifications. Make sure you have completed your Reps and Certs, either on line (ORCA) or in hard copy, and that they are current.

· FAR 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration (MAY 1999) MAKE SURE YOU ARE CURRENT IN WWW.SAM.GOV !

· FAR 52.222-41, Service Contract Act of 1965, as Amended. NOTE: Wage Determination is attached.

· FAR 52.219-6, Notice of Total Small business Set-Aside. (JUN 2003) NOTE – the NAICS used for this solicitation is 236220, the size standard is $33.5 Million.

· Far 52.219-14, Limitations on Subcontracting. – At least 50% of the cost of contract performance incurred for personnel must be expended for employees of the offeror.

- FAR 52.246-4, Inspection of Services – Fixed-Price.

The Contractor is responsible for the quality of the work. Government quality assurance inspections are for the sole benefit of the government.

Contractor will correct any workmanship found not to conform to the contract requirements without charge.

- Statement Of Work, Period of Performance

The period of performance is estimated to be through 30 Oct, 2013. Performance periods longer than this will be considered, but are less desirable than periods of this length or shorter. Offerors shall specify the period of performance in their proposals. Once awarded, the period of performance will be fixed, and actual damages will be assessed for failure to complete on time. Adjustments will be made for weather and/or Government delay of work. Actual damages will be assessed for failure to complete the work within the allowable performance time. Damages will be based upon the costs incurred by the Government, including but not limited to personnel costs.

- FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts. Contractor shall make maximum use of biobased products in accordance with this clause.

- FAR 52.236-13 Accident Prevention, SUBMITTAL DUE: liability insurance/workman’s compensation insurance. (after award)

The Contracting Officer’s Representative has the delegated authority to suspend work for failure to comply with the Safety Requirements of the contract.

- FAR 52.243-1, Changes.

This clause shall be used to make any changes in contract work. No additional work or changes to the contract requirements will be performed without an approved modification. The NRCS will consider proposed changes from the Contractor under this clause.

- FAR 52.232-33 Payments under Electronic Funds Transfer - Central Contractor Registration.

The Contractor is responsible for all data entered into the CCR data base. This is now a component of the Simplified Award Management website, www.SAM.gov

5. Final Inspection and Acceptance: Final Inspection: When the work has progressed to the point that a completion date can be projected, the COTR will set the final inspection date. In performing the final inspection, a check will be made to determine if the work has been performed in accordance with the contractual requirements and specifications.

6. Site Conditions: The work location was inspected, and the requirements of the Statement of Work were discussed.

7. How to submit a proposal: In order to be considered responsive, offerors must provide one hard copy of each of the following:

NOTE: incomplete bids will not be accepted, please review your proposal before submission. All proposals must be received at 101 South Main Street, Temple, TX before the cutoff of 2:00 p.m., 31 July, 2013. No electronic submissions will be accepted.

8. Comments/Questions: Any changes to the specifications require a request in writing to the Contracting Officer for review and approval. All changes (at a minimum) affecting price, schedule and materials require a written modification to the contract.

Chip Burnette Contracting Officer cc:

Randal Kuehler, COR, James E Bud Smith Plant Materials Center, Knox City, TX image1.png