Site_Visit_Documentation-Solicitation_W9127S18Q0002.pdf

Site Visit Minutes IDIQ Maintenance, Nimrod-Blue Mountain Lakes Combo Synopsis Solicitation W9127S-18-Q-0002

Nimrod Project Office 7 December 2017, 10:00 a.m.

Attendance: 16 total; 9 Prospective Bidders, 7 USACE employees including Contract Specialist Tammy Chambers who co-chaired the meeting via telephone conference.

1) Introductions:

a) Informal introductions prior to entering into the meeting

b) Each individual present signed the Attendance Roster.

2) Purpose of the Site Visit/Pre-Proposal Conference: (Ms. Chambers)

a) Explained of the purpose of the meeting citing FAR Part 15.201

b) Stated there would be a chance to pose any questions to her and/or Nimrod Project employees present.

c) Presented the Statement of Need IAW FAR Clause 52.212.1

d) Explained contract would be Firm Fixed Price, Indefinite Delivery, Indefinite Quantity

e) Gave overview of Contract Terms/Conditions FAR Clause 52.212-4 and 52.212-5

f) Quote submission instructions were presented

g) Explained governments intent of evaluating offers; IAW FAR 52.212-1, Instructions to Offerors – Commercial

h) Gave an overview of typical quote shortfalls

g) Presented contract scheduling dates for Solicitation release, site-visit conference, quote submission and anticipated award

i) Provided contact information for contract specialist and contracting officer

Ms. Chambers concluded her presentation by providing contact information for assistance with SAM registration and updates: Mary Love (501-671-2390, mlove@uaex.edu); Max Franks (501-650-6180, mfranks@uaex.edu) and ended the telephone conference portion of site visit.

The contract specifications were presented and discussed by Mr. Dennis Pistole who will serve as the Contracting Officer’s Representative.

3) Performance Work Statement (PWS): An overview of the PWS was presented to include:

a) Project office hours of operation

b) Licensing

c) Contract requirement for:

1) A named Safety Officer

2) Activity Hazard Analyses

3) Security and background checks for employees mailto:mlove@uaex.edu mailto:mfranks@uaex.edu

d) Paint specifications; new line item requirement for “above 12’ requirements”

e) New line item added for motor grader, ditching, utility road crossing

f) Overview of ‘callouts’

g) Discussed the projects changing to frost-free hydrants when the need for replacement arises

h) There will be a pre-season electrical check line item to include parks AND offices

i) New requirement for buoys (explained in detail in PWS)

4) Bid sheets: Provided by the government; quotes filled out and returned by interested parties.

Each contract line item must be quoted on or quote will be disqualified.

The floor was opened to a question and answer session; Q&A’s cited below:

Q1 – Do you (Corps of Engineers) require masters (i.e. electricians/plumbers) to be on site?

A1 – If contractor is working under the requirements of the State of Arkansas, then our requirements are met.

Q2 – According to the contract solicitation, some of the contract line items (CLINS) call for a UNIT of TM (ton miles); is that correct?

A2 – All CLINS that have a unit of issue as TM should be quoted as TONS.

Q3 – How will you schedule projects?

A3 – Work requirements will be issued on a delivery order, and from that delivery order the contractor will receive a work order which will state scheduled need dates. No work will begin until that is received by the contractor.

Q4 – How many electrical facilities do you have?

A4 – RV pedestals, control panels, transformers. No major electric facilities.

Q5 – Does the contract require true limestone?

A5 – No, the equivalent supplied by quarries in this area is sufficient. The only true limestone quarry is in North Arkansas; a similar stone used here is accepted.

Q6 – In the solicitation there is a requirement for roof repair/replace. Should our quote include removal of roof as well?

Q6 – Your quote should include all costs involved to complete requirement.

Q7 – Will the 8-hour minimum apply to the Motor grader requirement since a mileage is stated?

A7 – Yes, it will apply; however, we will pay by the mile.

Q8 – Is this contract a set-aside?

A8 – This contract is a SMALL BUSINESS (SB) set-aside.

Q9 – Is there a requirement for an equipment plan listing all equipment to be used throughout contract?

A9 – Not required.

Q10 – On the buoy requirements, will this be a per lake trip?

A10 – No, a retrieval, placement or an adjustment per work order.

Q11 – Do you currently us a barge to accomplish this requirement?

A11 – Yes

Q12 – When a buoy is located, is the anchor still attached?

A12 – We rarely find anchors still attached to the retrieved buoys.

Q13 – Is there any special training required for requirements on the water?

A13 – If you are meeting state requirements, you are meeting ours.

Q14 – Are there any special insurance requirements for on the water?

A14 – Again, if you are meeting state requirements, you are meeting ours.

Q15 – Is your requirement for topsoil in ton miles for tons?

A15 – Tons, refer to Q/A2.

Q16 – You stated there is a guaranteed minimum 3% on this IDIQ contract. What is the amount for a normal year?

A16 – I’m unable to give the specifics on this question; however, it was much greater than 3% of total contract.

Q17 – On your CLINs for general services materials cost, is that for reimbursement only for the amount of the invoice submitted? Will you reimburse for time and travel for picking up materials?

A17 – Amount of invoice will be reimbursed. Any time/travel incurred to pick up materials will be negotiated with labor hour reimbursement.

Q18 – Will there be an amendment issues to change your unit requirement from TM (ton miles) to TN (tons)?

A18 – We will check with the contract specialist on that. If one is required, it will be posted on fbo.gov. ANY amendment(s) posted will have to be signed and submitted along with your quote. If you fail to submit signed amendments, it could result in your quote being disqualified.

Q19 – Can we, as vendors, be given a copy of this site-visit roster?

Q19 – If allowed, it will be posted on fbo.gov.

US Army Corps of Engineers

BUILDING STRONG®

Pre-Proposal Conference:

Solicitation NO: W9127S-18-Q-0002

Project Name: IDIQ Maintenance Services, Nimrod & Blue Mountain Lakes

Nimrod Project Office, Plainview, AR

Tammy Chambers Contract Specialist

Little Rock District

December 07, 2017

BUILDING STRONG®2

Agenda Introductions

Purpose of Site Visit/Pre-Proposal Conference

Contract Terms & Conditions

Quote Submission Requirements

BUILDING STRONG®3

Purpose of Site Visit Pre-Proposal Conference

FAR Part 15.201 – A pre-proposal conference is a technique used to promote the early exchange of information.

Exchanges of information among all interested parties, from the earliest identification of a requirement through receipt of proposals, are encouraged. Any exchange of information must be consistent with procurement integrity requirements.

The purpose of exchanging information is to improve the understanding of Government requirements and industry capabilities, thereby allowing potential offerors to judge whether or how they can satisfy the Government’s requirements, and enhancing the Government’s ability to obtain quality supplies and services at reasonable prices, and increase efficiency in proposal preparation, proposal evaluation, negotiation, and contract award.

BUILDING STRONG®4

Ground Rules There will be questions at this conference, to allow for fair and even access to all information pertaining to this project.

Should you have further questions after this conference, please contact myself or the Project Office.

Statement of Need IAW with the Government FAR clause 52.212-1, Instructions to

Offerors, Commercial Items, the Government intends to evaluate offers and award a contract without discussions with offerors.

However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

Contract Type

Firm Fixed Price Contract IDIQ (Indefinite Delivery, Indefinite Quantity)

Contract Terms & Conditions

FAR Clause 52.212-4

FAR Clause 52.212-5

Quote Submission Instructions

The Clause Section of the Combined Synopsis/Solicitation, includes quote submission instructions (Pages 03-77).

Presenter Presentation Notes

Discussions DISCUSSIONS. IAW FAR 52.212-1, Instructions to Offers –

Commercial Items. The Government intends to evaluate offers and award a contract without discussions with offeors. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

Typical Quote Shortfalls Quote instructions not followed.

Statements in the quote aren’t well supported.

Quotes aren’t well organized, and makes the evaluator hunt for the information.

Deficiencies preclude award. Quote is non-compliant to the requirements.

Not acknowledging amendments (if any).

Not signing quote.

Schedule of Events Solicitation release date November 22, 2017

Pre-proposal conference December 07, 2017

Deadline for submission of quotes December 22, 2017

1:00 PM CST

Anticipated date of award January 08, 2018

Follow-on Communications All follow-on communications shall be coordinated via the Contracting Officer and/or Contract Specialist listed below:

Contracting Officer Jonathan Sawrie Telephone Number: (501) 340-1045 Email: jonathan.j.sawrie@usace.army.mil

Contract Specialist Tammy Chambers Telephone Number: (501) 340-1259 Email: tammy.d.chambers@usace.army.mil