Grand Canyon Shuttle Bus Service Pre-proposal Site Visit Notes 9/30/04 Meeting notes prepared by: John Chaney, Contract Specialist Phone: 303-969-2303, Fax: 303-969-2992, e-mail:
[email protected] The following notes indicate the major topics and issues addressed at the pre-proposal site visit. These notes are not a part of the official solicitation or contract for the project referenced above. Items within the notes that the National Park Service (NPS) believe should be made a part of the solicitation and / or contract will be incorporated into an official amendment at a later date. 1. A copy of the sign-in sheets for the meeting is attached. (3 pages) 2. The National Park Service (NPS) introduced members of the Grand Canyon National Park staff: Nicky Lindig: Grand Canyon Chief of Administration Nick Hardigg: Grand Canyon Chief of Concessions Management Jim Tuck: Grand Canyon Transportation Director 3. The NPS indicated that Roy Navik is the Contracting Officer for this project and John Chaney is the Contracting Specialist. 4. The NPS will publish a copy of the meeting as an "announcement" on www.fedbizopps.gov. Any items addressed in the notes which will require additions, deletions or changes to the solicitation will be issued as an "amendment" on www.fedbizopps.gov. Items indicated during this meeting and / or within the formal meeting notes are not a part of the solicitation and contract unless it is also indicated in a formal amendment. 5. Section C.1, Part 1: The NPS presented a general over-view of the project and a brief description of the history of Shuttle Bus Service at the Grand Canyon National Park. 6. Sections E,F,I,K,L,M: The NPS stated that the solicitation references many clauses by reference. Contractor's may access these clauses electronically at www.arnet.gov/far 7. Section A: The NPS reviewed parts of the SF-33 form which must be completed as part of each offeror's proposal. The NPS indicated the following: a. Box 4: The solicitation is a negotiated RFP. The NPS will award the contract based not just on price but also on other factors. Contractors were instructed to refer to section "M" for a listing of the evaluation factors. b. Box 3: Contractors shall reference the solicitation number, N8214041014, on all attachments to their proposal c. Box 9 & Section L.4: The NPS will only accept proposals electronically. The contractors shall submit their proposals in sufficient time to arrive at the NPS's computer server by 11:59 PM local time on 11/16/04. d. Box 10: Contractor's shall submit all questions my e-mail to
[email protected]. e. Boxes 12 - 18: Offerors must complete boxes 12 -18 of the SF-33 form. Per I.2 of the solicitation and FAR clause 52.204-07, offerors shall indicate their DUNS number in the block with its name and address. f. Box 13: As indicated by Federal Acquisition Regulation (FAR) clause 52.232-8 the NPS will not consider discounts for prompt payment in the evaluation of offers. g. Box 15A: Offerors need not fill in the code and facility reference indicated in box 15A. 8. Section B: The NPS indicated that Offerors shall complete Section "B" by indicting their "Hourly Rate" and "Total Cost" for the base period and each of the option years. The NPS addressed each of the pricing schedule notes. 9. Section B: The NPS noted that the hours indicated in Section "B" are estimated and that actual hours will be utilized as the contract progresses. Pricing schedule note 2 indicates the actual hours will not vary from the estimated hours by more than +/- 15%. 10. Section B: The NPS noted that pricing schedule note 3 indicates that the Contractor will be reimbursed for the cost of parts. Per section "C", Part 4 of the solicitation the Contractor shall not mark-up the cost of parts for overhead and profit. A contractor asked if they can include the cost of shipping in the cost of parts. The NPS stated that they will review this request and if a change is needed it would be indicate in a future amendment. Per section "C", Part 4 of the solicitation the NPS will pay the contractor for parts after they are installed. The contractor shall maintain an adequate inventory of parts to properly maintain the vehicles. The NPS indicated that Offeror's are encouraged to consider purchasing the current contractor's parts stock. The NPS provided Offerors an opportunity to view the current contractor's inventory of parts. 11. Section J & I.1: The NPS indicated that a copy of the Department of Labor's (DOL) wage determination (WD) for the base period is attached to the solicitation. Per Section I.1 of the solicitation and FAR clause 52.222-41 the NPS will provide the contractor a new WD at the being of each option year if the option is accepted. The contractor is required to provide their employees at least the minimum wages and benefits as indicated in the WD when they are working under the this contract. If the contractor employs a person under a category which is not listed in the WD then they must provide to the NPS information regarding the employee's position as indicated in the FAR 52.222-41. The NPS will forward the information to the DOL for a wage determination. The Service Contract Act exempts persons employed in an executive, administrative, or professional capacity from the WD. 12. Section H.2: The NPS currently anticipates that they will address additional insurance coverage requirements in a future amendment. The requirement will address "Umbrella" insurance. The exact limits of the "Umbrella" insurance are not known at this time. 13. Section M.2: The NPS indicated that for the purpose of selecting the offer for award all evaluation factors other than price, when combined are significantly more important than price. 14. Section I.1: The NPS stated that funding for this project will come from the Park's base appropriation and from transit fees. In the past there has not been any significant cut in park funding. 15. Section C.1, Part 1: The NPS indicated changes to the Hermits Rest route as indicated in the solicitation will not occur in the base period, however it is anticipated that the changes will occur at some point during the option years. 16. Section C.1, Part 1: The NPS indicated that Offerors ca view general information regarding the Grand Canyon shuttle bus service at www.nps.gov/grca/transit. 17. Section K: The NPS indicated that Offerors shall complete the clauses indicated in section K of the solicitation. 18. Sections L & M: The NPS stated that Offerors are strongly encouraged to address each of the evaluation criteria indicated in sections "L" and "M". 19. Section I.1: A Contractor asked if the current bus drivers are unionized. The NPS indicated that the bus drivers working under the current contract are not unionized. 20. Section I.1: A contractor stated that if a future wage determination results in a significant change in minimum wages it could also affect other employees which are not directly affected by the minimum wages. The contractor requested if they could be compensated for these indirect costs. The NPS indicated that they can only allow modification of the contractor's rates as indicated in FAR clause 52.222-41 and at this time the FAR does not allow for rate adjustments for these types of indirect costs. 21. Section I.1: The NPS stated that per the DOL's definitions for "Bus Drivers" and "Shuttle Bus Drivers" the drivers under this contract shall be classified as "Bus Drivers". 22. Section C.1, Part 3: The NPS noted that the current solicitation indicates the NPS will assign up to 25 trailer sites to the contractor. If additional housing becomes available the NPS will indicate it in an amendment. The current cost for each trailer site is $126 per month plus cost for utilities; however these prices are not fixed and may vary in the future. 23. Section C.1, Part 4: The NPS indicated that the contractor shall provide all tools as needed to properly maintain the vehicles. 24. Section F.2 & Future Amendment: The NPS stated that the full amount indicated for liquated damages was meant to be enforced in the event that the contractor stops all service and the NPS has to temporarily hire another contractor to perform the full services indicated under this solicitation. The NPS will further define the scope and terms for enactment of the liquidated damages in an amendment. Contractors are instructed not to construe liquated damages as a penalty but rather reimbursement of costs that can not be precisely determined at this time. 25. Section C.1, Part 5: The NPS explained that both the NPS and / or the contractor can make the decision to temporarily halt service on a route due to severe weather. 26. Section C.1, Part 3: A Contractor asked if the NPS can provide Offerors with the market value of the government property that is being provided. The contractor also asked if the NPS can provide a loss record for the past 3 years. The NPS responded that they would review this request and if it is feasible and appropriate the requested information would be issued in a future amendment. 27. Section C.1, Part 4: The NPS indicated contractors will not be reimbursed for overtime at other than the standard rates. 28. Section C.1, Part 3: The NPS stated that they will provide for any required major repairs of the buildings being provided under this contract; however the contractor is responsible for minor repairs and normal upkeep of the buildings. 29. Section C1, Part 4: The NPS indicated that the contractor is responsible for plowing of snow within the bus compound. The NPS is responsible for plowing the park roadways. 30. Future Amendment: A contractor asked who was responsible for repair of the pavement within the bus compound. The NPS responded that the NPS is responsible for patching of the pavement if it becomes necessary as determined by the NPS. 31. Section C.1, Part 4: The NPS indicated that the contractor shall provide all vehicle lifts as needed to properly maintain the vehicles. 32. Future Amendment: The NPS indicated the use of tire chains would be an issue for future discussion. 33. Section C.1, Part 4: The NPS noted that the contractor shall insure all Bus Drivers possess a valid class "A" license with air brake and passenger endorsements from the State of Arizona. 34. Section C.1, Part 5: The NPS stated that the Contractor shall only tow vehicles per the regulations of the Arizona Department of Transportation. 35. Section C.1, Part 4: A Contractor asked how long it currently takes to fuel each vehicle. A representative of the current contractor indicated it takes them approximately 15 minutes for all types of fuel on average. The NPS indicated the amount of time may vary. 36. Section C.1, Part 5: The NPS noted that the contractor's drivers may experience difficulty with the Hermits Rest route at times due to the width of each lane, the many curves in the roads and the use of the roadway by pedestrians and bicyclists. 37. Section C.1, Part 4: The NPS stated that they will provide training to the drivers on how to deal with visitors. The contractor shall provide training to the drivers regarding the operation of the vehicles. The NPS provided four 40-hour sessions and two 32-hour sessions of training last year. Due to the limited times that the NPS can provide training the contractor shall be allowed to place drivers in-service prior to them obtaining the NPS training. However the drivers must have obtained the required contractor provided training. 38. Section C.1, Part 4: The NPS indicated that the contractor will be allowed to steam clean the vehicles engines as part of the routine vehicle maintenance. The NPS indicated that facilities are provided for steam cleaning the engines; however the contractor should note that the facility provided is not always functional and the contractor may have to make other arrangements to clean the engines. 39. Future Amendment: A contractor asked how long they will be allowed to forward questions regarding this solicitation. The NPS responded that they will indicate a deadline for questions from potential offerors in a future amendment. 40. Section C.1, Part 4: A Contractor asked if they will be required to route each bus through the vehicle wash facility on a daily basis. The NPS responded that due to water conservation issues at the Park the Contractor will not have to clean the exterior of each bus on a daily basis. 41. Section C.1, Part 3 & 4: A Contractor asked if they will be reimbursed for the cost of cleaning materials. A representative of the current contractor indicated that they have not been asked by the vendor of the vehicle washing facility to participate in the cost of cleaning materials. Another Contractor indicated that this may change in the future. The NPS responded they will review the scope regarding payment for cleaning materials. 42. Section A, Box 9: A Contractor asked if there are any plans to change the due date for proposals. The NPS responded that as of now the date and time indicated in the solicitation for receipt of proposals will not be changed. 43. Section C.1, Part 3: A contractor asked if there are any spare vehicles. The NPS responded that there are currently spare buses. 44. Section C.1, Part 5: The NPS indicated Contractors may transport buses to Flagstaff if major repair work is needed that cannot be completed at the provided bus compound. 45. Section C.1, Part 3: A contractor indicated that they had heard that the NPS has been in the process of changing their analog radio systems to a digital system. The Contractor went on to ask if they will be changing the radio system at the Grand Canyon and if this would cost the contractor additional amounts that they should include within their proposal rates. The NPS responded that they are currently in the early stages of changing the radio system to a digital system, however this change over will not cause any additional cost to the contractor. 46. Attachments 3 & 7: A Contractor asked if there were any additional vehicle maintenance records that the NPS can make available to the Offers. The NPS responded that information regarding the status of the vehicles and amounts spent on maintenance parts can be found in the attachments. The NPS also indicated that they do not currently believe they have any additional information they will be making available, however they would verify. 47. Section K.5: A contractor asked if there will be special consideration for small businesses. The NPS indicated that this project is not a set-aside for small business, however they will review the project and determine if additional evaluation criteria would be appropriate. The NPS also stated that the information required to be provided in Section K.5 is needed by the NPS for internal record purposes. 48. Section K.1: A contractor asked who exactly is required to provide a small business subcontracting plan. The NPS indicated they currently believe that such a plan is not required under this solicitation due to the fact that companies engaged in the business of furnishing shuttle bus services as requested in this solicitation do not customarily subcontract work out to other contractors, however the NPS would verify the FAR requirements and if a change is needed they would issue a change by amendment. 49. Section L.1 & 4: The NPS provided the contractors with a tour of the following: a. Bus compound b. Bus maintenance building c. Natural gas fueling station d. Current contractor's job trailer e. Bus routes f. Diesel gas fueling station g. Exterior of the bus cleaning facility