PreProposal_Agenda_Heather.pdf

NPS SOLICITATION P17PS00502 NAMA 204959 LINCOLN MEMORIAL

PRE-PROPOSAL CONFERENCE AGENDA JULY 26, 2017

Location: At the Lincoln Memorial, inside the chamber by the facility maintenance office door. If you are looking at Lincoln, the door is on the right.

Meeting time: 8 am local time

Welcome:

Agenda for the meeting: 1st we talk about the contractual requirements, then technical, natural and cultural, visitors, other park/project specific requirements, then walk the site. May do backwards to avoid the heat on the roof, your choice.

Housekeeping: Discuss Restrooms (may need to go now before we go up, should be up there for at least an hour) When you get to the top of the roof, evacuation plan in case there is an emergency.

Sign in sheet: Make sure you sign in. It will be posted in the next amendment.

Introductions: Have everyone introduce themselves and say what company they are with, what their company provides and if they are a subcontractor or prime.

Solicitation Issued: July 13, 2017 and can be found at www.fbo.gov by searching under the solicitation number P17PS00502.

Current Amendments: There are no amendments as of right now.

Proposal Due Date: Remains August 15, 2017 at 4PM Mountain time. All deliveries from UPS, FedEx and USPS are planned to occur prior to 4PM.

Proposal Questions Due Date: By 8am Mountain Time which is 10am Eastern Time on Monday August 7, 2017. The Government will try to answer all the questions and post the questions and answers as an amendment by the end of the day August 10, 2017. Please do not wait until then to submit your questions, submit them as soon as you can so that the Government has the time to research and answer in order to help you prepare your proposals. Any questions received after that date/time there is no guarantee an answer will be provided. This information will be incorporated into the amendment with the sign in sheet for this meeting.

Proposal Question Process: Provide questions by email only to the solicitation primary points of contact, which is myself and Pam Mault. The questions need to be in writing as a matter of record. So even if you have a question that you believe http://www.fbo.gov/ could be answered over the phone, we need it documented and recorded within the contractor file as a matter of record.

Prime POCs contact information: Heather Vogt, Contract Specialist, heather_vogt@nps.gov and Pamela Mault, Contracting Officer, pamela_mault@nps.gov.

Wage Determinations: Make sure all of your subcontractors incorporate the wage determinations into their proposals.

Work Hours: Ensure the work hours identified in Division 1 are considered when developing the proposed schedule.

Set-Aside: This is a total small business set aside. Offers will only be accepted from small businesses. The solicitation states a size determination of $15 million.

In general this means the company annual revenues are below $15M. If you are not sure your business is small, recommend contacting the local small business office for their assistance in the determination, the NPS will utilize the information obtained in SAM, system for award management to verify small business status.

Self-Performance: In accordance with the solicitation clause 52.219-14, Limitation on Subcontracting the Prime contractor is required to perform at least 25% of the cost of the contract not including the cost of materials, with its own employees.

The cost of the contract is the total contract proposed/awarded amount.

Key Personnel: For this project the Onsite-Superintendent may also be responsible for Quality Control and Safety. The persons proposed as key personnel are required to be persons performing the work as proposed within 90 days.

Proposal Submission Requirements: The submission requirements begin on page 141 and end on page 147 of the solicitation and are part of Section L. (Also provided)

Proposal Evaluation Criteria: The evaluation criteria begins on page 159 and end on page 164 of the solicitation and are part of Section M. (Also provided)

Evaluation/Selection/Award Schedule: Process will likely take 30 days at a minimum. Do not call, your firm will be notified as soon as possible.

Evaluation Process: We first do a responsibility check on the offeror to ensure they are an interested party. Next the technical proposals are reviewed and evaluated by the Technical Panel and consensus ratings are prepared. The Panel presents the finding to the Source Selection Authority and if it is determined the evaluation was consistent and performed only against the solicitation requirements, the prices are revealed and the tradeoff process begins. Trading the benefits against the costs to establish which offeror is the best value to the Government.

Importance/Weights: Discuss the importance and weights identified in section M.

Best Value means – the ultimate decision will be based on an assessment of whether the difference in the technical and management merit of the proposals is worth the difference in the price. Even if technical is significantly more important than price, selection of a lower-proposed price is justified if the SSA determines that the technical and management benefits offered by the higher priced offeror are not worth the higher cost.

Notice to Proceed Date: It is estimated the Notice to Proceed will be given within one month of contract award.

Completion Date: 240 calendar days from the NTP.

Advice:

• Review ALL solicitation requirements so that you have time to ask questions.

• You will be best served if you ask questions as opposed to making assumptions.

• Do not be generic and provide boiler plate narratives, be specific to this requirement.

• With the project experience, be clear on what you performed, do not try to present work that was not performed by your company

• Ensure references are the actual customer and the contact information is up to date.

• Ensure you review the bid sheet thoroughly and that all identified quantities and measurements seem reasonable for the proposed work.

Now is your opportunity, if you see errors (patent defects), it is your responsibility to identify them now, not after contract award. If you choose to wait until after award, you could be held responsible for the associated costs.

Technical:

1. Site Access

2. Security

3. Staging and Parking

4. Project Requirements

5. Natural Resources

6. Cultural Resources

7. Visitors

8. Park Specific expectations

DISCLAIMER:

Any information obtained from today’s meeting shall not be interpreted as additional contract requirements or changes to the contract requirements. All terms and conditions are documented within the solicitation and its amendments. All proposals shall be based upon those documents.