G.01.47_Site_Visit_Minutes_IDIQ_Tree_Maintenance_Beaver_Lake.pdf

CESWL-OP-BV 6 April 2016

MEMORANDUM FOR RECORD

SUBJECT: Pre Quote Meeting Minutes, New 3 Year IDIQ Tree Contract

Attendees: Tammy Chambers USACE, Caleb Young USACE, Dannie Travis USACE, Bill Engels Williams Tree Service, Glen Casberg Williams Tree Service.

Time: 1300-1530

Objective: To discuss the quote submittal requirements of the tree maintenance contract and answer or clarify questions in regards to the scope of work.

Record of Conference:

Contract Specialist Tammy Chambers went over the synopsis for the contract including the following items:

• Contractors should ensure that SAM registration is current and that offerors should be registered in SAM prior to contract award.

• Fbo.gov should be checked regularly throughout the process for amendments and updates.

• Quotes are due on 28 April by 1:00 PM CST and at 1:01 PM they will be considered late.

• Information required on the quote cover page.

• Quote submission procedures and requirements.

• Filling out FAR clause sections and submitting them along with the quote.

• Mrs. Chambers explained that award for this contract will be by lowest price technically acceptable (LPTA) and that the contractor will have to provide documentation and forms included in the contract to show their experience, equipment and past performance.

• 2 hard copies and two CD’s of the technical quotes will be submitted.

• Contents of the technical quotes will be formatted as shown in the table in the PWS.

• Type of experience and equipment requirements were detailed.

• Experience and past performance forms were covered in detail and questions answered about who the past performance forms could be provided to for rating. The answer was both government and non-government entities that the contractor had worked for.

• A maximum of five experience forms can be provided and unlimited past performance forms.

• Experience and past performance must have occurred within the past 8 years.

Once this information was covered Mrs. Chambers reiterated that the prospective bidders need to carefully follow the instructions for technical quote submittals included in the evaluation criteria section to ensure that they include all the information needed to be considered for award of the contract.

No more questions were asked of Mrs. Chambers at this time and she dropped off of the call.

Mr. Young conducted the remainder of the meeting covering the general requirements and specific tasks of the contract in detail including the following:

• The object of the contract is to perform tree maintenance services at the Beaver Lake Project.

• The contractor will furnish all management personnel, materials, supplies, parts, tools, equipment, transportation costs, fuel and vehicles to perform tree maintenance services required in the contract.

• Mr. Young discussed the period of performance of the contract is a base year plus two option years that can be renewed.

• Mr. Young discussed the contractors QC responsibilities and quality control plan requirements for this contract including submission requirements for the QC plan, minimum information that should be included in the plan and daily reports etc. and daily report submission requirements.

• A qualified quality control manager and alternate must be provided to the COR in writing designating individuals with the authority to make decisions related to the contract for the contractor.

• Quality assurance with be performed by the government to make sure that contract standards are being met. QA will be performed in accordance with the QASP included in the contract.

• The contractor will not be required to perform work on recognized holidays except in the event of an emergency service call.

• Hours of operation are 7:00 AM to 5:00 PM Monday through Friday.

• This is an Indefinite Delivery Indefinite Quantity Contract (IDIQ) meaning that the quantities shown in the contract may less or possibly more than what is shown in the contract quantities.

Quantities shown are approximate and are to assist with the contractors quote preparation, they are not guaranteed and the actual quantities may be less than what is shown. The guaranteed minimum for this contract is 3% of the total of the base year and the same for the subsequent option years.

• Keys and key control were discussed. If keys are lost the contractor may be responsible for rekeying.

• Contractor may be required to attend any post award conferences and or meeting to discuss the contract throughout the life of the contract.

• Responsibilities and limitation of the COR were discussed.

• Key personnel section was discussed.

• Identification of contractor employees was discussed in detail. Mr. Young informed the potential bidder that during time of increased security id badges for employees may be required.

• Daily communication with the government is required between 0800 and 0900 Monday through

Friday while work is being performed and may be by text or phone call, email or in person.

• Contractor employees must be identified by shirts, caps etc. with the company name and or logo.

• Mr. Young discussed employee conduct and that work will at most time be performed around members of the public. Contractor must ensure that employees present themselves in a professional manner while on government property.

• EM 385-1-1 Safety and Health Requirements manual was discussed in detail. Contractor was made aware of the mobile app for the manual. Special emphasis was placed on the submission of the accident prevention plan and proper ppe for equipment and workers. Accident reporting was discussed.

• Mr. Young went over the payment section of the PWS.

• Mr. Young made the potential bidders aware of the minimum insurance requirements for the contract.

• The contractor will be required to obtain any permits required to perform the work in this contract at their own expense.

• Mr. Young explained the other contracts section of the PWS and how it might affect the contractor.

• Contractor will be required to abide by Title 36 Rules and Regulation with a special emphasis on the operation of vehicles on federal lands.

• Mr. Young explained that work will only be issued in the form of a written delivery order for work order and only the KO has the authority to issue a delivery order.

• Potential bidders should be familiar with the definitions section of the PWS as a reference.

• The only government furnished items under this contract are water and electricity when it is available where they are working. Contractor will do their best to conserve these resources while using them.

• Mr. Young re-iterated what the contractor furnished items and responsibilities are under this contract.

• Mr. Young went over the Specific tasks section of the contract in detail letting the potential bidder know what the critical and non-critical elements on the contract are and how it is determined if there is a deficiency.

• There was a question on the requirements for a normal and emergency service call. Mr. Engels was concerned that the requirement was too vague to accurately bid on. His concern was that sentence stating that the contractor provide a maximum of two hours of labor and equipment on site was difficult to bid as you do not know what exactly you will be working on and how many laborers or what type of equipment will be required to perform the service call. The description doesn’t say how many workers at a minimum need to be provided or what equipment needs to be provided which leaves this CLIN fairly subjective as far as what a potential bidder might estimate for their quote. Mr. Young stated that he would speak with the KO and get clarification in the form of an amendment for the question.

• Mr. Young discussed tree removals, stump grindings, bucket truck hours and general tree maintenance hours in detail. Mr. Young explained the method that would be used to measuring and marking trees and stumps for removal. Mr. Young also informed the contractor that if a contractor disagrees with the size of a stump or tree the issue must be resolved prior to the work commencing not after work has begun. Contractors must do their due diligence and look at the required work to determine if they agree with the sizes.

• Bucket Lift hours will not be used in conjunction with other line items for the same task, in other words you cannot add bucket truck hours to remove a tree along with a tree removal CLIN.

Bucket truck or other equipment required for tree removals must be included in the line item price for a tree removal.

• The same goes for general tree maintenance hours. Equipment and overhead such as chainsaws poles saws, ppe, chippers etc. will be figured into the hourly rate quoted for this line item.

• The PRS was discussed in detail including the deduction percentages for non-compliant work.

• Mr. Young went over the deliverables schedule explaining the required post award documents that the potential contractor will have to provide if awarded the contract.

• Mr. Young discussed the QASP and how it is used along with the forms and checklists included in it to inspect the contractors work.

• Mr. Young went over the payment computation examples and explained how deductions are made.

• Mr. Young discussed the security and background investigation requirements and process let the potential bidders know about the $20 processing fee for the SSCI and the additional training and documentation required for employees performing work under this contract.

• Me. Young informed the potential bidder of the sample invoice, sample QC plan outline, mileage chart and link to the Beaver Lake Project map located in the back of the solicitation for reference purposes.

At this time Mr. Young asked if anyone had any further questions or needed to add anything from the USACE side. The answer was not at this time and the pre proposal conference ended.

Caleb J. Young Civil Engineering Technician Beaver Lake Project Office