Pre-Bid_Meeting_Summary-Site_Visit_Memo.docx

CESAS-OP-H 30 September 2014

MEMORANDUM FOR: CECT-SAS-E

SUBJECT: On-Site Pre-Bid Conference Summary

1. At 0900 on September 29, 2014 the Pre-Bid Conference for contract W912HN-13-R-0033 commenced at the Hartwell Project Operation’s Manager office in Hartwell Georgia. Attached is the attendance sheet. The meeting opened with a welcoming by Program Manager Kenneth Bedenbaugh and introductions by all attendees. Following introductions, Mark Dotson highlighted the following specific items in section L of the solicitation.

Pg. 315 – Timeliness of submissions. Due date of proposals is 21 October 2014 at 2 p.m. It was stressed that time for processing of submissions needed to be accounted for.

Pg. 315 – Attendees were informed that all questions, clarifications, changes, etc. would be process/recorded through ProjNet. All expressed an understanding of the ProjNet system/process.

Pg. 316/317 – Total maximum pages for each volume of proposal were addressed/highlighted, including statement that proposals that exceeded the total allowable pages would not be evaluated.

Pg. 318 – Section j - Highlighted need for electronic copy of Volume III – Cost

Pg. 318 – Section l – Highlighted that costs were not required for TP-15, Spill Response, but that technical abilities were required. Also explained that cost proposal for TP-14 should be limited to the estimated quantities at Appendix N, TP-14, but that techniques, methods and approaches to all items within TP-14 needed to be addressed under Section L.5.2.1.1. a. (This is specified on Pg. 324, Section L.5.2.3 as a “NOTE:”.

Pg. 319, Section L.5.2.1.1. a. – Provided attendees with Appendix O and a sample section of TP-3. Reiterated that proposals should address all WBS levels of each TP but that details such as how an individual will physically remove trash from a trash can is not required, provided the offeror clearly demonstrates in their technique, approach and method discussions an understanding that trash will be removed from trash cans.

Pg. 319, Section L.5.2.1.1. c. – Clarified that vehicles, equipment, material and quantities needed to be identified for each TP as applicable, and in addition, one comprehensive list of vehicles, standard equipment and tools and specialized equipment and tools needed to be included under TP-2.

Pg. 320 – Section L.5.2.1.1. e. – Explained that a Quality Control approach did not have to be included for each TP, but rather one discussion addressing the methodology by which the CQC mission would be implemented to all TP’s as a whole.

Pg. 320 – Section L.5.2.1.2 b. – Explained that the organizational chart should act as a one-stop shopping for the proposal reviewer to be able to determine total number of “Home Office” Management, On-site Management/Supervisors, Employees and Supervisor to Employee Ratios.

Pg. 320 – Section L.5.2.1.2 d. – Explained that government provided equipment is getting old and it is very likely certain pieces will break down to a point where it is not feasible for the government to repair. Clarified that this section is requiring the offeror to explain how they will ensure equipment is available to complete contract requirements should government furnished equipment no longer be available due to break downs.

Pg. 324, Estimated Quantities – Informed attendees that Appendix N of the solicitation should be used as opposed to the Quantities List in section L due the fact that Appendix N was updated but that the section L list was not. Specified specific changes to TP-10.6, TP-11.2 and TP-13.1.

Pg. 324, Cost Proposal Forms – Reiterated need to use enclosed forms to present cost proposals.

This concluded the proposal format/content overview and attendees were invited to tour the contractor compound facilities, view government furnished property, tour the power plant and visit Singing Pines Recreation area, Richland Creek boat access, Twin Lakes boat access and fishing pier, Twin Lakes campground and the Clemson Pumping Station.

2. During the course of the above tours and site visits, the following questions and/or clarifications were addressed:

b. Clarification – In relation to work in the power plant, work days are currently limited to Monday through Thursday due to power plant employee scheduling.

c. Clarification – Appendix A identifies several access areas for which cleaning and mowing services will be provided by Corps and/or volunteer personnel.

3. The Pre-Bid Conference concluded following a tour of the Clemson Pumping Station.