Section B C Schedule of items and Statement of Work UPDATED.docx

USDA Forest Service Southern Region

Blanket Purchase Agreement for R8 Contract Inspection Support & Misc. Services

REQUEST FOR QUOTE

R8 Contract Inspection Blanket Purchase Agreement

This Request for Quote (RFQ) is issued to solicit services to provide contract inspection and miscellaneous support services for the Southern Region of the USDA Forest Service, hereafter referred to as “Agency”. If a contractors’ quote is accepted, the government intends to award one or more BPA awards per service area.

The BPA awardees will provide services for a base year with two (2) additional option years. The Request for Quote includes the following sections:

1. Administrative Information

2. Section B Schedule of Items

3. Section C Statement of Work

4. Section F Deliveries and Performance

5. Section G Contract Administration

6. Section H Special Contract Requirements

7. Section I Terms and Conditions

8. Section J Attachments

9. Section L Instructions to Offerors

10. Section M Basis of Award

Quotes must be presented in two parts: (1) a written pricing proposal (see Section 2: Schedule of Items) and (2) a written technical proposal. Written technical proposals shall address, at a minimum: (1) Past Performance; (2) Firm Qualifications; (3) Qualifications of Key Personnel (assigned); (4) Sample Inspector Quality Control Plan; and (5) Personnel by Inspector Type The Forest Service will use the evaluation criteria specified in Section M to evaluate responsive quotes.

One or more BPA awards will be made based on procedures set forth in Section M. The government reserves the right to make partial awards to more than one vendor if deemed necessary. If a vendor would only like to be considered for specific line items they must specify as such in their technical proposal.

The Government’s obligation under this Request for Quote is contingent upon the availability of funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for all or part of the order requirements.

Section B Schedule of Items

B.1 FIXED PRICES – BLANKET PURCHASE AGREEMENT

The fixed rates on the following pages shall apply for the base year and (2) additional option years, for payment purposes. Fully loaded rates for the 5-year BPA for the key personnel/staff/skills are identified in the technical proposal. Fully loaded rates include overhead and profit. All rates should reflect any applicable discounts off of the published rates. Firm Fixed Price BPA Calls (Call Orders) will be issued against this BPA, based upon a combination of weekly rates and other established prices as stated in the schedule.

The individual calls to be issued under this multiple award BPA will be based on performance-based work statements included in each BPA Call. This multiple award BPA will establish agreed upon rate ceilings for various labor categories. Multiple contractors are expected under this multiple award BPA. Consequently, competition of each BPA Call will occur among the multiple awarded BPA holders as established by the BPA ordering procedures in accordance with FAR Part 13.303. Factors such as (but not limited to) price, past performance on prior Call Orders issued outside and under this multiple award BPA (quality of deliverables/services, timeliness, and cost control), socioeconomic status and potential impact on other orders placed with the contractor (e.g. capacity issues) may be considered in determining establishment of individual call orders

B.2. SCHEDULE OF ITEMS

Measurement Terms and Definitions

1. Day - A calendar day beginning and ending at midnight. Round portions of a day up to the full day.

2. Each - One entire unit. Measure the actual number of units completed and accepted.

3. Lump Sum - Do not measure directly. The bid amount is complete payment for all work described in the contract and necessary to complete the work for that pay item. The quantity is designated as "All". Estimated quantities of lump sum work shown in the contract are approximate.

4. Week - Measure portions of a week by prorating based on the total days worked. A week is defined as five 8-hour days, four 10-hour days, or a combination of hours and days (not to exceed a total 40 hours and no more than 11.5 hours in a single day), typically Monday through Friday between the hours of 0600 and 2000 local time. Meal breaks are not included in the total hours.

* The offeror must provide firm fixed price labor rates for all labor categories that they are seeking consideration. Labor Hour rates will be evaluated for the price competition; however, orders must be issued as FFP at all times. Call Orders will be issued as a service task not as a labor/hour contract.

NOTES TO SECTION 2.0:

Labor Rates:

All hourly labor rates are to be fully loaded, inclusive of direct costs, indirect costs, overhead, profit, and incidental materials costs.

Travel:

Travel costs [per diem, meals & incidental expenses (M&IE)] must be identified at the BPA Call level. Travel and M&IE must be limited to rates established in the U.S. General Services Administration (GSA) where work is performed. Refer to GSA link below for per diem rates based on locations where work is performed.

GSA --- https://www.gsa.gov/travel?gsaredirect=per-diem-rates-lookup&action=perdiems_report&state=FL&fiscal_year=2019&zip=&city=tallahassee

B.3. SERVICE AREA

Please indicate which areas of the region you would like to be considered for award. If you would like to consider for all region units, please check all boxes.

Virginia

North Carolina

Tennessee

Florida

Alabama

Georgia

South Carolina

Arkansas

Louisiana

Oklahoma

Texas

Mississippi

Kentucky

Puerto Rico

B.4. OPEN MARKET ITEMS

For administrative convenience, BPA orders may include "open market" items (e.g., items that have not already been priced, evaluated and awarded on the Contractor's BPA schedule of items) as long as the value of "open market" items included in the order do not exceed the applicable micro- purchase threshold as defined in FAR

2.101. The items must also be clearly identified as "open market" items. The Ordering Contracting Officer may authorize you buy non-priced open market items that can be negotiated at the call order level.

SECTION C DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1. SCOPE

The Contract Inspector (CI) shall serve as the Government’s inspector or site representative on construction, services, and other projects to assist with the monitoring of post award contract administration activities. The vendor shall also provide a competent and knowledgeable personnel for additional miscellaneous support services as identified in the Schedule of Items, not limited to HVAC Inspections, Storm Damage Assessments, Material testing etc.

Provide services on USDA Forest Service contracts for the following subject areas and specialties.

Plumbing

HVAC

Roofing

Structural

Fire Alarm & Sprinkler Inspections

Water & Wastewater

Trail bridges

Culverts

Other Engineered Structures

Concrete (incl re-inforced)

Hazardous Cleanup?

Asphalt Paving

Asphalt Surface Treatment

Road Reconstruction (incl drainage)

Trails

Topo Surveying Assistance

Storm Damage Assessment

Compaction

Soil Classification

Cost Estimates

C.2. PERIOD OF PERFORMANCE

The agreement period of performance is from 8/15/2024 to 8/14/2027. The agreement time shall begin with issuance of signed BPA.

C.3. INVOICES AND PAYMENTS

Invoices for final payment must be so identified and submitted. When the order is complete no further charges shall be billed.

Invoice Processing Platform This purchase order shall require all invoices to be submitted digitally through the Department of Treasury’s Invoice Processing Platform (IPP), https://www.ipp.gov. The contractors must follow the instructions on how to register and submit invoices via IPP as prescribed in the communications from USDA Treasury. For more information concerning IPP please visit http://www.fs.fed.us/business and further information will be discussed between the awardees and the Contracting Officer.

C.4. PERSONNEL QUALIFICATIONS

Documented and demonstrated experience/education/training in the individual subject areas is expected. Certifications and/or licensing is not mandated but should be listed for individual subject areas.

Ability to read, write, speak English (All locations).

Ability to read, write and speak technical Spanish (Puerto Rico only).

C.5. GOVERNMENT-FURNISHED PROPERTY

As specified in individual Call Orders.

C.6. GOVERNMENT QUALITY ASSURANCE

Quality assurance will be performed by the Government during the contract at regular intervals. Methods may include visual survey and review of Contractor quality control documents. Deduction for work may include rework at no cost to the Government or Government acceptance with price reduction.

C.7. CONTRACTOR QUALITY CONTROL

The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of this contract. The role of the Government is quality assurance to ensure contract standards are met.

Records of quality inspections must be kept and made available to the Government throughout the performance period and for the period after contract completion until final settlement of any claims under this contract.

A description of the site-specific quality control inspection plan must be provided within thirty (30) days of contract award. The plan must include: (1) contractor surveillance procedures for establishing quality control, (2) control procedures for security of Government-provided items such as keys and lock combinations; (3) location of the inspection documents; (4) corrective or preventive actions that will be taken to meet quality standards; (5) qualified and competent quality control personnel, and (6) a customer comments feedback system.

C.8. GENERAL DUTIES AND RESPONSIBILITIS

Contract Inspector’s primary duties and responsibilities are:

(1) Check the Contractor's performance to ensure compliance with the contract requirements. Inspectors shall notify the Government’s Contracting Officer (C.O.) and Contracting Officer Representative (C.O.R.) for final acceptance and/or approval of contractor’s work or specified items and/or activities that is performed in accordance with the specifications. If deficiencies or unsatisfactory work being, or about to be, performed are observed, the inspector should prevent the action by pointing out the specification requirements to the Contractor and immediately notifying the C.O. and COR. Questionable matters or indications of needed changes or extensive corrective action by the Contractor should be promptly referred to the CO and COR.

(2) Maintain an up-to-date and documented contract file. This includes the preparation of a Contract Daily Diary (Attachments -FS 6300-20 and FS 6300-20A) each day on the job to document the facts or occurrences relevant to this contract as they develop. Inspectors should keep one copy of each diary and furnish one copy to the CO & COR.

(3) Maintain relations with the Contractor and his representative that are most beneficial to work progress and the Government's best interests. Official communications relevant to the contract should be directed to the Contractor or his authorized representative, as the inspector has no authority or responsibility to supervise other employees.

Contract Inspector Detailed Responsibilities and Duties A. The CI is responsible for:

1. Verifying that all construction activities comply with contract requirements and work is performed in accordance with good construction practices.

2. Verifying that materials and equipment incorporated into the project meet contract requirements.

3. Monitoring contract labor requirements.

4. Providing adequate and accurate reports.

5. Verifying that applicable construction safety standards are met.

6. Verifying that approved Contractor submittals are available before work is performed.

7. Verifying that actual construction progress agrees with approved progress schedules.

8. Notifying the COR immediately if unanticipated archeological materials are encountered during construction so that appropriate action may be taken to preserve such materials.

9. Monitoring contract compliance with appropriate Federal Acquisition Regulations (FAR).

B. No USFS employee or contract CI may instruct the Contractor, or the Contractor’s employee regarding how or when to perform work required by the contract. The CI and COR are responsible for ensuring that the USFS gets what it contracted for, but are not responsible for directing the work of the Contractor.

C. Only the CO is authorized to modify the contract. Such changes will be accomplished by a written modification from the CO. The CI is responsible for notifying the COR immediately if an unauthorized employee orders a change in the contract. As a means of expediting changes and precluding possible delays, the CO may verbally direct the Contractor to proceed with a change pending issuance of a formal written modification.

Engineering Aid (EA) Responsibilities and Duties A. The EA is responsible for:

1. Assisting the government with minor assigned engineering duties, such as field data collection or as a surveying aid. Surveying aid may consist of holding a surveyor rod while the Government Surveyor records the data.

2. After catastrophic events, the EA may be assigned to assist the Government CO and/or COR with storm damage assessments. Storm assessment may include measuring damages caused by the catastrophic events, sketching the damages, and quickly calculating preliminary repair costs. The Govt. CO and/or COR may provide the EA with records of old cost estimates, RS Means for cost estimating, and/or templates for estimating repair costs.

Schedule/Price Analysis A. The government may request construction schedule preparation or analysis to reasonably determine anticipated project timelines, progress, or other related schedule concerns. Price analysis may be requested to individually assess price reasonableness. Cost estimate preparation may be requested to assist the government with accurate costing models.

Materials Testing A. The government may request independent testing of specific materials such as concrete, materials placed for compaction, soil classification, or other related engineering testing for validating existing conditions or constructed materials performance. Specific tests and applicable specification standards that may apply to those tests will be stated in the specific call order.

C.2. TECHNICAL SPECIFICATIONS & PERFORMANCE STANDARDS

C.2.1. Contract Inspector guidelines, duties, and responsibilities:

A. Thoroughly familiarize yourself with the terms and conditions of the contract and your authority in administering these terms and conditions B. Keep abreast of the Contractor’s work accomplishment as compared with contract time and the approved schedule. Discuss currently with the contractor any phase of the job that may be lagging and needs attention to assure completion on schedule and within the overall time period set in the contract.

C. In connection with compliance with plans and specifications, report to the Contracting Officer’s Representative only questions of fact arising in regard to: quality and acceptability of materials furnished and work performed; acceptability of equipment to be used; manner of performance and rate of progress of the work; interpretation of plans and specifications; acceptable fulfillment of the technical phases of the contract on the part of the Contractor; and disputes and mutual rights between Contractors working on projects in the same area. Avoid arbitrary and capricious action and consider all facts before arriving at recommendations on the foregoing matters.

D. Notify the Contracting Officer’s Representative of recommended minor changes in plans and specifications as authorized by the contract to meet on-the-ground conditions where such changes do not affect the contract time or price.

E. Submit recommendations in advance to the Contracting Officer’s Representative on changes requiring contract amendments and modifications, final acceptance of the completed project, and disputes concerning questions of fact.

F. Notify the Contractor and Contracting Officer’s Representative of any defective materials furnished by the Contractor or any work not properly performed. Rejection of defective materials or work is the responsibility of the Contracting Officer’s Representative and the Contracting Officer.

G. Notify the Contractor of any deviations from the contract specifications and/or provisions. Report to the Contracting Officer’s Representative any refusal or failure by the Contractor to comply with such contract provisions.

H. As directed, ensure that the “Equal Employment Opportunity” poster is displayed and maintained in a prominent place at the site of work during the life of the contract.

I. Refer all requests by Forest Officers or their representative(s) to the Contracting Officer’s Representative.

J. Maintain the official contract diary for each day you are on the project, covering type of activities number of work shifts, units of major equipment operating, and progress of work in relation to program schedules, physical difficulties encountered, weather conditions, and other matters considered of importance in the execution of the job.

K. Initiate estimates of progress payments as provided for in the contract, and maintain progressive record of payments made.

L. Maintain a contract file of all documents, including the project diary, written orders and other records prepared incident to administration of the contract, for review by the Contracting Officer at the time of final acceptance of the completed job. Prepare for the Contracting Officer’s Representative all orders and correspondence affecting contract administration. All such orders and correspondence will be signed by the Contracting Officer’s Representative over the title “Contracting Officer’s representative”.

M. Where firm assigns assistants to support a task order, organize and supervise the work of such aides assigned to the job.

N. Make certain that the “Wage Rate Information” poster, which has attached to it the minimum wage rate determination, is displayed and maintained in a prominent place at the work site during the life of the contract.

O. Make spot checks of weekly payrolls and periodic checks on the assignments and classifications of the Contractor’s employees to ascertain if all wages and labor requirements of the contract are met by the Contractor. Make sure that payrolls and certifications of Contractor and Subcontractor are submitted weekly.

P. Whenever the Contractor claims that he has encountered a differing site condition, as outlined under the Differing Site Condition Clause (FAR 52.236-2)(APR 1984), immediately instruct the Contractor to contact the Contracting Officer’s Representative and, at the same time, fully inform the Contracting Officer’s Representative as to such conditions together with your recommended action to be taken.

C.2.2. Project Inspector Files A. The CI must maintain a complete set of files on-site during construction for each project. Correspondence should be filed chronologically. Files should be subdivided into sections as follows:

1. Contract (including plans/specifications)

2. Correspondence

3. Payments

4. Change Modifications

5. Daily Logs - Daily Diaries

6. Telephone Logs

7. Submittals/Shop Drawings/Samples (filed in sequence of contract specification divisions)

8. Testing reports B. Prior to the project’s final inspection, the CI should scan all files and remove irrelevant material. The COR should review the material removed and approve its disposal. Remaining files must be turned over to the project manager.

C.2.3. Contract Daily Diary (FS 6300-20 and FS 6300-21) Contract Daily Diary Requirements This report is used more than any other as a record of the job status. It is the basic reference for preparation of the CO’s Final Decision on disputes. Therefore, it must be accurate, verifiable, complete, and concise. This is effectively done by taking notes during inspections rounds. Use of the attached forms (FS-6300-20 and FS-6300-21) is required.

Preparation of Daily Logs:

1. There should be a log entry for each day of on-site inspection from Notice to Proceed to final acceptance including days on which no work is performed.

2. Contract Number: Number of contract inspected. (Note: If there is more than one contract inspected on a given day, use one report for each contract number. Do not report two or more contracts on same log.).

3. Report general weather conditions for the day. (Example: cloud cover, temperature, precipitation and wind.).

4. Materials delivered to job site since last inspection or during the inspection period.

5. Equipment on site, including equipment arriving and departing during the inspection period.

6. Workers on the job site (for example):

XYZ Const.

7. Narrative Report: Concisely note work performed including locations and record events or conditions that could have a bearing on possible claims or disputes. For example:

a. Carpenter-Installed shoring on 40 linear feet of ditch north of office.

b. Backhoe arrived at 8:45 a.m. and Backhoe Operator-Excavated 40 linear feet of ditch, (0+00- 0+40), encountered rock bottom 18 inches from station (0+10 to 0+15).

c. Electricians-Installed 30 linear feet 3-inch PVC conduit and 2 pull boxes in SW corner of building.

d. Visitor, arrived at 11:00 a.m., left at 2 p.m. (Include comments by Visitor)

8. Contract Daily Diaries must be signed and dated.

9. Use the title “Inspector” with signature block.

10. The Contract Daily Diary shall be forwarded to the CO with copies to the COR and project engineer at a minimum on a weekly basis or more frequent where warranted or requested.

C.3. ATTACHMENTS TO STATEMENT OF WORK-SPECIFICATIONS

Call Orders may contain attachments to the Statement of Work-Specifications. Attachments identified within a future Call Order are part of any resultant order.

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