Attachment__8_-_Site_Visit_Notes_Questions_and_Responses_Additional_Information.pdf

ATTACHMENT 8

(Added as per Amendment 0002)

Site Visit Notes, Questions and Responses, and Additional Information Buffalo National River

WUI Hazardous Wood Fuels Reduction Project Solicitation #: P16PS02342

August 16, 2016

1. The site visit for the Hazardous Wood Fuels Reduction Project was conducted on Tuesday, August 16, 2016 at 10:00 a.m. central time at Buffalo National River, Harrison, Arkansas. Persons in attendance at the site visit are identified on the Attendance Sign-In Sheet, included as Exhibit A in Amendment 0002. Individuals representing the Government were as follows:

a. Tim Baron, Buffalo National River

b. Tim Fondriest, Buffalo National River

c. Kathryn M. Logsdon, MWR Missouri MABO, Contracting Officer (telephonically attended)

2. BRIEFING INTRODUCTION. The Contracting Officer (CO) conducted the briefing telephonically. Prior to the participants examining the locations where the work is to be performed, an introductory meeting was first conducted by the CO who went over the administrative portions of the solicitation and its attachments, and a general recap of the scope of the project. CO stressed that all documents should be reviewed prior to submitting a quote.

3. BRIEFING

a. The solicitation and its attachments are found on www.fedconnect.net website and is advertised on www.fbo.gov. Any amendments posted to the solicitation will also be found on those websites.

b. The documents currently included in the solicitation are: (subject to change based on subsequent amendments issued)

- Attachment 1, Project Document (with location maps)

- Attachment 2, SCA Wage Determination

- Attachment 3, BUFF Contractor I.D. Form

- Attachment 4, Quoter’s Price Schedule

- Attachment 5, Technical Approach Factors

- Attachment 6, Technical and Financial Capability Statement

- Attachment 7, Instructions for Submission of Quotation

- Subsequent Amendments and Attachments

c. This is a single firm-fixed price services contract. Award will be made to only one contractor.

d. This contract is set-aside 100% for Small Business concerns.

e. The NAICS Code assigned to this procurement is 115310 with a small business size standard of

$19.0 million.

http://www.fedconnect.net/ http://www.fbo.gov/

f. Expected range of project is between $50,000 and $150,000.

g. It is anticipated that a contract will be awarded in early- to mid- September 2016, and work commencing in early- to mid- October 2016 with a firm completion date of not later than April 1, 2017.

h. Payment, performance and bid bonds, or alternative payment protection are not required under a resulting contract; however, the contractor awarded the contract will be required to provide a Certificate of Insurance evidencing the coverage in the amounts as required by the Liability Insurance Clause of the contract.

i. The work required under a resulting contract is for tree thinning and fireline construction.

Description of the work to be performed and map locations are found in Attachment 1. There are five locations totaling approximately 251 acres. Their order of priority are listed below.

Verification of the acreage and locations are the responsibility of the Quoter prior to submitting a quote.

(1) Tree Thinning, Unit #1 – Approx. 62 acres

(2) Tree Thinning, Unit #2 – Approx. 72 acres

(3) Tree Thinning, Unit #3 – Approx. 81 acres

(4) Tree Thinning, Unit #4 – Approx. 17 acres

(5) Fireline Construction Ozark Road – Approx. 19 acres

j. On-site work hours will be between 7:00 a.m. and 5:30 p.m., Monday through Friday. No weekend or federal holiday work is contemplated under this contract. Work outside the normal business working days/hours may not be performed without prior approval from the Contracting Officer. Should approval be granted, the work will be performed at no additional cost to the Government.

k. As this is a set-aside for small businesses, payments will be made within 15 calendar days from the date the contractor has entered an approved invoice for work that has been accepted by the Government as satisfactory and complete. Invoices may be submitted once every thirty days, or upon completion of a location; whichever comes first.

l. Evaluation Factors for Award are found in the last section of the Clauses and Provisions. Award will be based on technical and financial capability, past performance, technical approach, and price; with non-price factors, when combined, being significantly more important than price.

Attendees were advised to read the Evaluation Factors for Award and the rating factors in their entirety.

m. Contract award will only be made up to the dollar amount which the government has allocated for this project; therefore, all five locations may or may not be able to be awarded. If funding is not available for all locations, the contract will be funded for areas in the order of the priority listed in 3.i. above. Quotation pricing will be evaluated using the same priority. A detailed explanation is found in the Evaluation Factors for Award of the Clauses and Provisions.

n. Informed attendees that instructions for submitting a quotation are detailed in the revised Instruction for Submission of Quotations, Attachment 7 v2. All documents and information identified in Attachment 7 v2 are to be submitted by Quoter. Your quote cannot be evaluated if all documents and information required for evaluation are not received; if not received, your quote will then be considered nonresponsive. (NOTE: Attachment 7 has been revised to include submission of your Safety/Accident Prevention Plan and Communications Plan with your quote.)

o. Please ensure the solicitation, its attachments and any forthcoming amendment(s) and additional attachments to the amendments are reviewed in their entirety. It is the responsibility of Quoters to check the www.fbo.gov and www.fedconnect.net websites for amendments up to the date and time for submission of quotes in the event of any changes to the solicitation.

p. All amendments are to be acknowledged by the quoter and submitted with his/her quote. If an amendment has been issued and posted after you have already submitted your quote, and if the amendment does not change your quote, you only need to acknowledge and submit the amendment; there is no need to resubmit the entire quotation package. However, if the amendment does change your quote, you will need to email the Contracting Officer and inform her to disregard your previous quote submission; and then resubmit your entire revised quotation package.

q. Closing Date and Time of Solicitation. Quotations must be received by the Contracting Officer no later than 3:00 p.m. central time on Thursday, August 25, 2016. Quotations are to be submitted by e-mail. Do not submit quotations via the FedConnect e-commerce site due to technical issues that are sometimes experienced. In some instances it was found that documents uploaded into FedConnect by Contractors are not always transmitted to the Contracting Officer; thereby resulting in the Contracting Officer’s receipt of an incomplete package. Also, faxed quotations will not be considered.

4. Upon conclusion of the administrative brief, an opportunity for questions was given and the

Contracting Officer then concluded the conference call. The attendees then proceeded to the site locations where work is to be performed.

5. QUESTIONS & RESPONSES, AND ADDITIONAL INFORMATION: The following are the questions asked by prospective Contractors as of the date of this amendment along with the Government’s responses, and any additional information provided by the Government.

(Q = Question R = Government’s Response AI = Additional Information)

Q-1 For Tree Thinning, in Paragraph 7.B.(6) page 4 of Attachment 1, it states that all cut trees are to be mulched. Then in Paragraph 7.B.(7) it states the requirements of piles. Are we supposed to much the slash or pile the slash?

R-1 It is to be piled. There is no machine access to the sites. Paragraph 7.B.(6) is being deleted.

Q-2 Is the Contractor also supposed to burn the piles?

R-2 No. This is the responsibility of the Park.

http://www.fbo.gov/ http://www.fedconnect.net/

AI - 1 The SF-1449 Solicitation Form shows the small business size standard as $7.5 million for

NAICS 115310. This is in error due to a program glitch. The size standard for the Fuels Management Services component of NAICS 115310 that is assigned to this procurement is $19.0 million.

6. In addition to the solicitation documents, attachments and amendment previously issued, the information provided in Amendment 0002 and its attachments, should also be considered in the preparation of Contractor’s quotation. Should any of the information in Amendment 0002 and its attachments, contradict, change, add, or delete any work, specification or requirement described in the original solicitation documents, attachments or previous amendment, the information contained in Amendment 0002 and its attachment is deemed to take precedence and will supersede that specific information found to be contrary to, or lacking from the original solicitation documents, attachments and earlier amendment, except when a subsequent amendment has been issued for clarification or correction. Other exceptions include apparent clerical errors, and minor informalities or irregularities that are merely a matter of form and not of substance.

7. Should there be any information found in this Attachment to be inaccurate, or information or questions erroneously omitted, please report the inaccuracies and omissions to the Contracting Officer as soon as possible and prior to the solicitation closing date and time of Thursday, August 25, 2016 at 3:00 p.m. central time.

Prepared by:

Kathryn M. Logsdon, Contracting Officer MWR Missouri MABO 413 S. 8th Street Springfield, IL 62701 Phone: (217) 391-3225 E-mail: kathryn_logsdon@nps.gov Dated: 8/20/2016 mailto:kathryn_logsdon@nps.gov