Site_Visit_Mtg_Notes.pdf

Welcome!

Introductions of all and contract

– Solicitation W91237-19-T-0060 – Maintenance Services at

Bolivar Dam and Beach City Lake. This procurement is a 100%

Small Business Set-Aside.

No amendments to solicitation at this time. Meeting Notes

(questions and answers) will be added as amendment to the solicitation.

Any questions following this meeting must be submitted in writing by Friday, October 11th to be addressed and be incorporated into the meeting notes amendment to the solicitation. Questions can be submitted to Jennifer Dennison via email at jennifer.d.dennison@usace.army.mil

Contractors must acknowledge all amendments by either:

1. Signing and returning with quote; or

2. Acknowledge on Form 33 in Block 14.

Failure to acknowledge amendments could deem you as non-responsive, thus not be considered for award.

Currently, the due date is 11:00am eastern, October, 21st, 2019.

This contract will be a fixed price, indefinite delivery, indefinite quantity contract. This is a negotiated fixed price procurement.

All costs, including administrative, associated with this contract need to be figured in the line items.

mailto:jennifer.d.dennison@usace.army.mil

The quantities listed in the Price Breakout Schedule are approximate and are provided as information only to assist in preparation of quotes. They are not guaranteed and the actual quantities may be more or less than shown. Variation in these estimated quantities shall not be justification for modification of the contract or request for additional payment.

The Government reserves the right to place order for items or combinations of items not in excess of $1,300,000.00 during the entire contract period. The Government guarantees to order

$3,428.00 against the entire contract period including the base period and all option periods exercised. There is no additional guaranteed minimum for the option periods, if exercised.

The contractor needs to be on-site on a regular basis or have responsible contractor representative to direct the work.

Invoices will be submitted monthly for work performed. It is possible that the contractor who is awarded this contract will not receive their first payment for up to 60 days from the first day of work on the project.

The period of service will begin approximately 1 January 2020 through 31 December 2020, with four one year option periods.

These option periods are at the Government’s option, not the contractor’s. The contractor will be notified 60 days before the beginning of the option period as to whether the government plans to execute the Option.

Option years are enacted by modifications. These modifications will include wage determination for that option year. If the wage rate determination has been revised, the contractor will be given the opportunity to increase their unit prices only by the increase in wages, benefits, and any associated taxes.

Effective September 26, 2018 and in accordance with FAR Clause

52.204-7, “an Offeror is required to be registered in SAM when submitting an offer or quotation, and shall continue to be registered until time of award, during performance, and through final payment of any contract resulting from this solicitation.” Vendors are highly encouraged to check their registration status and plan accordingly prior to submitting an offer. Vendors can check whether an account is active by performing a query by their CAGE or Unique Entity Identifier (known as DUNS). Vendors are highly encouraged to begin registering as soon as possible in order to be considered for contract awards. Remember, there is no cost to use

SAM. To find out additional information about the changes of the

SAM registration process, contractors should visit the Frequently

Asked Questions (FAQ) link located at the top of the SAM homepage (www.sam.gov).

Contractor is required to procure and maintain insurance as stated in Special Contract Requirements section of the solicitation.

Wage Rate Determinations are included in the Special Contract

Requirements also. These determinations are the rates that you shall be required to pay your employees while performing under this contract. The majority of the work falls under Laborer –

Grounds Maintenance. Any additional questions on wage rates can be directed to the Department of Labor.

Also, as a reminder overtime will not be paid on this contract. You must understand wage rates and all the benefits that have to be paid. Please keep this in mind when you develop your price quotes.

We request that all price quotes be good for 60 days. This will keep us from having to go back out and ask for revised quotes.

This should not be a problem with this solicitation because it has http://www.sam.gov/ top priority. If all goes well, we hope to award by first of

December 2019.

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforms to the solicitation and will be most advantageous to the Government, price and other factors considered. Factors A and B are of equal importance. The remaining factors (C, D, E, and F) are listed in descending order of importance with Factors A and B being significantly more important than factors C, D, E, and F.

Notwithstanding any other provisions of these specifications concerning the method of award, the best value tradeoff process will be used in this acquisition with award made, as a whole, to the offeror whose quote conforms to the solicitation and has been evaluated as most advantageous to the Government with appropriate consideration given to the evaluation factors:

Personnel, Quality Control Plan, Experience, Equipment, Safety

Program, and Past Performance. Offerors will be cautioned that the award may not necessarily be made to the lowest price offered.

All non-priced factors, when combined, are more important than price. Thus, price is not expected to be the controlling factor in the selection of the Contractor for this solicitation. However, as the evaluated merit of competing technical offers becomes more equal, total price and other price factors will become more important in the selection. Total price and other price factors could become the deciding factor for selection, depending upon whether the most acceptable technical offer is determined to be worth the cost differential, if any.

The evaluation approach for all technical factors is as follows: The offer will be evaluated to determine the extent to which each requirement has been addressed in accordance with the terms and conditions listed in this solicitation.

Technical quotes consist of six main parts –

1. Personnel

2. Quality Control Program

3. Experience

4. Equipment

5. Safety Program

6. Past Performance

Each factor is defined in the Instructions for Offerors section of the solicitation.

The Government will evaluate all offerors technical quotes first and determine ratings for each contractor. Analysis will then be performed on the price quotes. A decision will then be made as to the best overall value to the Government.

The lowest price will NOT guarantee an award. If you fail to send a technical quote you will not be considered for award.

The Government requires quality work, so if an offeror’s quote indicates quality work, we may decide that better management is worth the price difference.

As technical quotes become more equal, then price becomes more important.

Accident Prevention and Quality Control plans are required.

Examples of Accident Prevention and Quality Control plans can be found in the Exhibit section of the solicitation.

The contractor performs Quality Control and the Government performs Quality Assurance to make sure that the Quality Control is working. Most CDRs are issued due to contractor failure to perform Quality Control. A CDR is a Contract Discrepancy

Report and will be issued when there problems with Contractor’s performance. A CDR will effect your Past Performance.

If additional details or clarification is needed after reading solicitation, please call the office and I will help.

Site visits are strongly encouraged this way you can see exactly what work is involved and view the layouts of all areas. Site visits will be available after this meeting. If unable to stay for this visit.

Additional visits should be made with Project personnel.

If there is a discrepancy between what is said here today and what is written in the contract, the contract governs.

Project personnel is there any known changes or clarifications you would like to note at this time?

Contractor Questions?