Amendment 3 0053.doc

Pre-Proposal Conference Minutes Solicitation GS-07P-08-HHD-0053

May 13, 2008

1 – 2 pm

Room 12B09

1. Project Name, Number and Location:

Indefinite Delivery Indefinite Quantity Construction Services

Department of Homeland Security, Customs and Border Protection

States of Washington, Idaho, Oregon, and Alaska

GS-07P-08-HHD-0053

2. Introduction:

Tony Kemp, GSA, Contracting Officer

Judy Parnell, GSA, Contract Specialist

Sandy Babcock, Contract Specialist (Recorder)

Roll Call of participants – Participants were requested to e-mail to judy.parnell@gsa.gov their names, titles, and name of the firm they represent so that we will have a accurate record for our files of all attendees.

3. Meeting Purpose: This meeting is to brief offerors on the nature of the work, clarify proposal requirements and answer questions submitted by prospective contractors.

No oral statement made by a Government representative during this pre-proposal conference, nor any written record of such oral statements as may be made and furnished to an offeror, will be deemed to have the effect of adding to, modifying, or otherwise varying the issued solicitation. In the event the discussions or questions raised during the pre-proposal conference indicate a need to modify the solicitation, an amendment to the solicitation will be formally issued. Such amendment to the solicitation must be acknowledged in the same manner and under the same conditions as all other written amendments to the solicitation.

4. Amendments Issued:

Pre-solicitation was posted April 1, 2008

Amendment 1 was posted April 7, 2008 to change the issue date of the solicitation from May 22, 2008 to April 22, 2008.

Amendment 2 was posted April 22, 2008 to issue the solicitation with the sample project and plans.

5. The following paragraphs were reviewed for the purposes of pointing out and clarifying the specific requirements:

Solicitation Highlights:

Page #

· Date and Time for Receipt of Proposals

Cover sheet

· Limitation of Competition

Cover sheet

· Description of Work

· Submission of proposal

· Bonds and Insurance Requirements

· Period of Performance

· Guaranteed Minimum

· 8(a) Restriction

· Maximum Order Limitation

· Design Build

· Suitability Determinations of Contract Employees

· Buzzsaw Site

· Technical Evaluation Factors

· Price Proposal

· Document Security Notice

· Bid Sheet for Sample Project

· Sample Project

Page 17: Bonds and Insurance: The contractors’ attention was called to the fact that 8(a) contractors are not required to submit a bid guarantee. In paragraph 2.02, the GSAR reference should read GSAR 552-228-70, Workmen’s Compensation Laws.

Page 23: Paragraph 2.01 is changed to read: Competition for this procurement is limited to eligible 8(a) firms located on Washington, Oregon, Idaho, and Alaska and all other 8(a) participants in good standing serviced by a SBA office outside of Washington, Oregon, Idaho and Alaska, but having a Bona fide branch office in Washington, Oregon, Idaho, and Alaska.

Page 35. The buzzsaw site should read https://projectpoint.buzzsaw.com/gsapbsr7.

The participants were informed that, after the pre-proposal conference, all questions would be formally answered in the form of an amendment to the solicitation. No further questions can be entertained after this conference since we will not have sufficient time after today to get an amendment out before the date for receipt of offers.

6. In addition to the clarifications listed above, the following questions were answered during the teleconference:

1. Q: Is there a page limit on the technical proposal portion? A: There is no size limitation for the proposals.

2. Q: Are there any applicable taxes to this work we need to include on the pricing proposal? A: Exclude all taxes, since the government is exempt from taxes and you will be working on a government project and should also be exempt from taxes.

3. Q: There is another solicitation, the nation wide similar task order IDIQ, is this solicitation going to be competed against the awardees of that solicitation? A: No, the requirements are for two separate solicitations for two separate areas. The other solicitation is a nation wide and is full and open competition. If you want to submit a proposal to that solicitation you are welcome to do so.

4. Q: In this IDIQ are you planning on competing each task order amongst the awardees? A: Yes.

5. Q: How many awardees do you anticipate? A: We can’t reveal the number because it is procurement sensitive, but it will not be many.

6. Q: What would make the determination of which projects were valid for each solicitation say between the national one and this regional one? Would the national overrun the regional or would the regional be kept separate from the national? A: No anything that comes up in the states of Washington, Idaho, and Alaska will be under this contract, unless for some reason none of the successful contractors can perform. This solicitation is totally separate and has been set aside for 8(a).

7. Q: There will be no competing of the projects? A:No- just among the 8(a) contractors. The contractors on the nation wide contract will not be given an opportunity to compete on the projects in the States of Washington, Idaho and Alaska unless the 8(a) contractors on this resultant contract are overwhelmed with work and can’t meet the requirements, then we have the option of going to the nation wide contract.

8. Q: Is there going to be any earned value management systems requirements in this solicitation? A:No.

9. Q: I understand a few of these sites are already done, do you anticipate how many sites are left in these three states? A: We know the number, but that is not releasable at this time. You are referring to the Radiation Portal Monitor installations that are going on right now. These projects are just part of DHS’s program. There is a lot that is not RPM work. Some of the upcoming work may not be on a border station, it could be on any federal facility in that area and not restricted to the borders.

10. Q: On page 1, it talks about a bona fide office in Washington. Do you have to have a bona fide office in Washington? A: No, a firm with a bona fide office in any one of those four states is eligible to submit on this solicitation. Page 23 will be modified in this amendment to match the first page.

11.Q: Page 42, under 4.2 Factor 2, it talks about the description of knowledge, education and expertise of key individuals. What is the difference between and onsite superintendent and a construction supervisor is – could you explain? A: Page 42. Paragraph 4.2 description change the second sentence to read: “Key personnel may include such job classifications as: Project Manager or Coordinator, On-Site superintendent; Construction Supervisor; Chief, Designers (Architect, Mechanical, Electrical, and Structural).”

12. Q: On the sample task, are there any limitations to site access? Parking areas, staging areas, etc? A: Assume that there is not.

13. Q: How close can we stage equipment and materials to the work? Is there sufficient area there? A:The contractors shall assume that access, storage and staging areas are typical for a Border Station. This is an unidentified site, so we can’t be site specific for you.

14. Q: There were four disciplines that you felt would be a requirement to place in our proposals regarding our key personnel; what we are saying is that we can propose key personnel and not utilize those four categories? A: That was not to be inclusive, it was meant to be samples.

15. Q: Regarding sample project, are we to price this assuming a particular state that it will occur in the state we pick? You can’t price it if you don’t know what state it is in. A: Contractors shall assume that the sample project is taking place in Spokane County, Washington, for purposes of Department of Labor Wage Determinations.

16. Q: Could you provide them with the GFE installation instructions, specifically the RPM portal monitor installation manual? A: No, that is a totally different organization and the contractor will not get that until they are ready to install. We don’t even have that information, it is handled by another government agency and there is no design guide available. The contractor will get that information when the construction is ready to be performed.

17. Q: What is the extent of the final termination of the GFE? What are we responsible for providing in the way of testing? A: You will only be responsible for installation and the other contractor will be responsible for the testing, certification, etc.

18. Q: Do we assume that these sites will have substantial power? A: The contractors shall assume that all electrical service is adequate for the installation.

19. Q: About certifying that you have seen the site and have seen the risks – we haven’t seen any of the sites. A: For purposes of the sample project, since it is not site specific, the assumption will be that you have seen the site and risks. There will be pre-proposal conferences and site visits for the contractors for any task orders issued, so you will have ample time to actually visit the site, look it over, see what is there and what needs to be done. That will be forthcoming under contract award.

20. Q: Are we staying with the due date of May 21, 2009 at 3:00 PM, CST? A:

Yes we are. We will issue amendment number three either today or tomorrow and have it posted so you will all have the same information with the corrections we have talked about today.

21. Q: RPM installation – do we need to meet DOE standard 4.14 standard for the proposed work? A: No, disregard that for this particular sample project. We are just trying to determine price reasonableness.

22. Q: In providing past performance, is it more important to provide projects that are over 10,000 square feet or that are over $100,000. A: Both. You have to meet both of those requirements in the solicitation.

23. Q: Regarding past performance surveys, are we supposed to get those completed by clients or just speak to that in our project descriptions? A: Provide just contact name, correct phone number and email address. Make sure that the information is current and correct.

24. Q: Will questions that were submitted in regards to the solicitation be posted as part of the amendment, those prior to this call. A: No, we didn’t have anyquestions submitted prior to today except general clarifications.

25. Additional note provided by the Contracting Officer: Offerors shall assume that all work is during normal duty hours.