PreProposal_Site_Visit_Agenda_CUVA_RR_Tie.pdf

April 29, 2015

INTRODUCTIONS:

- Welcome – Katherine Bernard

-- Appreciate everyone attending this Pre-Proposal Conference and Site Visit for the Railroad Tie Replacement Project, at Cuyahoga Valley National Park, Brecksville, OH

--Terri Tharp, Contracting Officer -- Katherine Bernard, Contract Specialist -- Gary Stanberry/ Jon Sherba, Contracting Officer Representative (COR)

**THERE IS A SIGN-IN SHEET, BE SURE TO SIGN IT

1- AGENDA HANDOUT / MEETING MINUTES / NEXT AMENDMENT

-- Minutes, Q&A, RFIs (if applicable), and roster of attendees will be included in next Amendment that is issued.

-- Written Information in the solicitation takes precedence over spoken in this meeting -- All questions will be faxed or emailed in or handed to us at the site visit and will be posted in the form of an Amendment(s) to FedConnect and FedBizOps.

2-PROJECT OVERIVEW

-- The project will be for the Cuyahoga Valley Scenic Railroad Tie Replacement, at Cuyahoga Valley National Park, Brecksville, OH. The work of this contract consists of the general construction of the replacement of railroad ties within approximately 26.3 miles of single track mainline railroad.

3- CONTRACTUAL OVERVIEW

-- Contract Type

---The project is being advertised as Set Aside for Small Business. The NAICS code is 237990- Other Heavy and Civil Engineering Construction. Davis Bacon Wage Determinations do apply to this project. We’re using the Uniform Contract Format in the Table of Content, which is Section A through M. The most important sections being L and M. Section L requesting specific information from the contractor and Section M stating how we plan to evaluate that documentation.

--- This project is for a Firm Fixed Price Contract with Best Value Evaluation which will produce one Award of one Contract to one Prime Contractor

IN REPLY REFER TO:

P15PS00755

United States Department of the Interior

NATIONAL PARK SERVICE

MIDWEST REGION

OHIO MABO

1113 W. Aurora Rd.

Sagamore Hills, Ohio 44067

--- IAW FAR Clause 36.204 Disclosure of the Magnitude of Construction Projects, the magnitude for this project is between $250,000 and $350,000. THIS IS NOT THE

GOVERNMENT ESTIMATE

-- Solicitation - Request for Proposals (i.e. best value)

--- Request For Proposal (RFP) means we can negotiate and ask for revised proposal’s; however, our intention is to award without discussions. Make your proposal as accurate as possible. Ask your questions before submitting your proposal.

--- RFP differs from sealed bidding in that we don't have to take the low bid --- We also consider qualifications, past performance, schedule, and small business issues.

--- The total values of factors other than cost or price, when combined, are significantly more important than cost/price.

-- Proposal Format

-- Consist of Two Volumes (two binders)

Volume I: Administrative Package (provide 1 copy marked “Original”)

Volume I, Tab 1. Cover letter Volume I, Tab 2. Standard Form 1442, "Solicitation, Offer and Award" and completed Pricing Schedule (Section B) Volume I, Tab 3. Representations and Certifications (Section K) or the System for Award Management (SAM) Sam.gov. Print out (www.sam.gov) (YOU have to be in SAM.gov to receive an Award) Volume I, Tab 4. Bid Guarantee (e.g., Standard Form 24, "Bid Bond" with 20% of the proposal value)

Volume II: Technical Package (provide 1 copy marked Original and 1 Electronic CD marked ‘‘COPY” and both Volume materials on 1 CD)

Volume II, Tab 1 Technical and Past Performance, Construction Volume II, Tab 2 Qualifications of Construction Personnel Volume II, Tab 3 Project Management Plan

-- Proposal must contain these tabs and be organized accordingly or it will be REJECTED (considered nonresponsive) -- Late proposal rules apply as per FAR 15.208 (b) (1) -- No public opening – no disclosure of firms who apply - all confidential

4- AFTER SUBMITTING PROPOSALS

-- All contact with the National Park Service on this project must be through Contracting (Katherine Bernard – Contracting Specialist) park personnel can't divulge any info and will refer you to Contracting

-- Contracting personnel will review each proposal for general conformance with the RFP -- All proposals deemed RESPONSIVE will move into the evaluation phase http://www.sam.gov/

5- SOURCE SELECTION AND AWARD

-- Source Selection Evaluation Board (SSEB) - Confidential --- Comprised of competent engineering and technical staff

--- Source Selection Evaluation Board will convene to evaluate the proposals --- Will evaluate each proposal against the RFP criteria - objective

-- The Source Selection Board will NOT see Volume I and that includes the Price– only Contracting. The source selection board will not know the price until after the evaluation of the proposals, and a competitive range has been reached.

-- Evaluation Criteria: The solicitation requests specific information, as stated in Section L & M, which must be furnished with the proposal and identifies evaluation criteria that will be used in evaluating proposals received.

-- Board will assess an adjectival rating for each of the 3 tabs in Volume II

--- Adjectival ratings: Ratings will consist of words (adjectival method) used in conjunction with narratives

--- Adjectival ratings will consist of: Exceptional, Above Average, Average, Marginal, Acceptable, Unacceptable, and of course Neutral which applies when no past performance records are available

-- SSEB will come to a competitive range -- Source Selection Authority (SSA) will review the documentation from the board -- Clarifications or Discussions could take place if deemed necessary -- SSEB will request the Pricing so they can work toward a consensus -- Chairman will present documentation to the SSA for their independent review of the proposals -- Prepare for the Award of the Contract

6- AWARD OF CONTRACT

The proposal that conforms to the solicitation and represents the best value to the Government, price and other factors considered, will be awarded this contract.

7- CONTRACT TERMS

-- Firm fixed-price Contract- The term firm fixed price contract refers specifically to a type or variety of fixed price contract where the buyer or purchaser pays the seller or provider a fixed amount, and that this particular set amount will not waver or vary under any circumstances whatsoever, such as in instances in which unexpected costs suddenly arise and the provider may have to expend additional resources.

-- Construction Duration: the time to complete this project after issuance of Notice to Proceed (180 Days) -- Performance and Payment bonds – required for this project @ 100% of contract price.

-- Source Selection Authority (SSA): The SSA is responsible for the proper and efficient conduct of the entire source selection process encompassing proposal solicitation, evaluation, selection, and contract award.

-- Source Selection Evaluation Board (SSEB): The SSEB is responsible for evaluating the proposals based on the given criteria in the solicitation. The board shall be composed of personnel representing the various functional and technical disciplines relevant to the acquisition. The grade level of the Chairperson and members will normally be at a level commensurate with the complexity of the acquisition.

8- CONTRACT MANAGEMENT

Contact Information:

Katherine Bernard, Contracting Specialist National Park Service MWR Ohio Major Acquisition Buying Office 1113 W. Aurora Rd Sagamore Hills, OH 44067

(330) 468-2500 ext. 301 Fax No: (330) 468-2507 Email: Katherine_Bernard@nps.gov

THIS CONCLUDES OUR ADMINISTRATIVE PORTION OF THE CONFERENCE

Thank you for coming.

Again if you have questions fax or email them to me or hand them to us while here for the visit.

mailto:Katherine_Bernard@nps.gov