12010918R0003_PrePropMeetingAgendaNotes_fnl.pdf

12010918R0003, Amendment 02, Meeting Agenda/Notes Pre-Proposal Conference Call

12010918R0003 Dangerous River Boat Launch Construction

PreProposal Conference Call 07 March 2018 @ 1000 Alaska Time

This is a request for proposals issued under the authority of FAR 15 and it is a small business set aside under NAICS code 237990 Other Heavy and Civil Engineering Construction.

The small business size standard is $36.5 million. The Prime Contractor must be certified as a small business, in the System for Award Management, and be able to comply with the clause 52.219-14 Limitations on Subcontracting (JAN 2017). This clause requires (in part) that "…(c)(3) General construction. The concern will perform at least 15 percent of the cost of the contract, not including the cost of materials, with its own employees.

Proposals are due by 2 pm Alaska time on 27 March 2018. Proposals may be hand-carried, emailed or mailed (reference page 3 Continuation Sheet attached to the Standard Form SF1442). A bid bond (FAR 52.228-1, Section I) is required and it must be mailed. Emailed copies are not acceptable. The addresses for hand delivery and mailing can be found in page 3, Continuation Sheet attached to the Standard Form

SF1442.

Offerors shall acknowledge all amendments to the solicitation with their proposal. An amendment will be issued documenting this meeting.

What to submit: Reference Section L, 52.215-1 Instructions to Offerors-Competitive Acquisition, Alternate II (Page 23) and 52.236-28 Preparation of Proposals – Construction, Addendum (page 21).

Review all addendum items:

52.215-1. Alternate II (Oct 1997) adds paragraph (c)(9) to the basic clause that states:

(9) Offerors may submit proposals that depart from stated requirements. Such proposals shall clearly identify why the acceptance of the proposal would be advantageous to the Government. Any deviations from the terms and conditions of the solicitation, as well as the comparative advantage to the Government, shall be clearly identified and explicitly defined. The Government reserves the right to amend the solicitation to allow all offerors an opportunity to submit revised proposals based on the revised requirements.

If a contractor chooses to submit a proposal that departs from the stated requirement; they shall also submit a proposal that is based on the stated requirements.

Signed SF1442 – reviewed what needs to be filled out and returned.

Section B – discussed item D and the detail expected in response.

Offeror Representations and Certifications –fill out manually or electronically in the System for Award Management (SAM) Acknowledgement of Solicitation Amendments (if any) – there will be one amendment issued as a result of this meeting.

Bid Guarantee –Original document must be submitted and received by the due date and time for proposals. NOTE: See the Standard Form 1442 continuation sheet for addresses where documents may be mailed.

Discussed the non-price evaluation factors and the documentation expected with proposal in order to allow the Government to evaluate responses.

Experience in Boat Ramp Construction and Working in Remote Locations Project Management and Approach Past Performance Other Written Information

Evaluation Factors for Award: Proposals will be evaluated based on the evaluation factors identified in Section M Evaluation Factors for Award (pages 27 - 28). Non-price factors are listed in order of importance. When combined, the non-price factors are more important than price.

In order to be eligible for award, contractors shall be registered in the System for Award Management as a small business for the NAICS code identified in the solicitation showing in the Representations and Certifications section. The registration must be active.

This project is subject to Construction Wage rates. The wage rate is included with the solicitation package: AK1, Modification 02, dated 09 Feb 2018.

The successful contractor will be required to submit their invoice electronically through the Invoice Processing Platform (IPP). More information can be found at www.ipp.gov.

Standard form 1442 and Section I – 52.228-15 Performance and Payment Bonds—The successful contractor will be expected to provide performance and payment bonds 10 calendar days;

Review General Conditions and Requirements – The successful contract or will be required to submit a written Safety Plan

Section F. Commencement, Prosecution and Completion of Work: The successful contractor will be required to start within 10 days after issuance of notice to proceed. Complete within 365 calendar days.

Correction made after the conference call to 52.211-10, Commencement, Prosecution and Completion of Work, replace wording for item (c) in its entirety with: complete the entire work ready for use not later than 01 Aug 2019. The time stated for completion shall include final cleanup of the premises.

Reviewed Section H and reviewed each requirement.

Discussed the requirement to wash equipment and to use vegetable oil or other biodegradable hydraulic oil when operating in or near water. Government noted that the contractor’s vehicles and construction equipment will be inspected before entering Forest Service land.

Government Provided Materials: logs removed from the site during clearing operation for use in log barriers. Contractor asked if there are enough logs on site for the project? The Government expects there are enough on site. If not available from clearing; they are available close by. Free logs on the beach---all a contractor can use.

Notification of Work Schedule: Government is looking for a schedule that includes start and end dates along with any major milestones. Government utilizes the work schedule to plan site visits and inspections. It is expected that the schedule will be adjusted as the project progresses.

http://www.ipp.gov/

Required Permitting: clause in the contract (reference section I). Discussed the contractor’s responsibilities identified in the contract. The Government has Fish Habitat Concurrence letter from the State. Will provide copy to the successful contractor.

Contractor asked if a Corps of Engineers permit is required for this project? Who is responsible? *The Forest Service will follow up regarding the Corps of Engineers permit. Contractor noted that it takes both parties to get the NPDES Storm-water Permit. The successful contractor will prepare the NPDES Storm-water permit as part of the submittal process. The Government works with the contractor.

Correction to Section H, Required Permitting: An NPDES Storm-water Permit is not required due to the size of the site.

Forest Service noted the National Marine Fisheries Service (NMFS): Forest Service received a standalone Essential Fish Habitat (EFH) consultation from NMFS, which gave us clearance to proceed.

*Post Conference Call Follow up Regarding the Corps of Engineers permit: The dimensions of the boat launch meet the qualifications for the Army Corps nationwide permit, and the Forest Service does not need a specific Pre-Construction Notification (PCN). The Forest Service is cleared to proceed, with this project, from a Corps standpoint.

Section I 52.236-8 Other Contracts – There are no other Forest Service contracts planned for this area. Unsure if there are State of Alaska contracts for projects in the vicinity of this project. The State maintains the road and may do grading.

52.236-7 Permits and Responsibilities –

Review Questions Emailed Prior to Meeting:

Question emailed prior to the meeting: The fish timing is shown as two different dates in the bid packet – 6/15 to 6/15 and 6/1 to 7/15 Forest Service Response: The Fisheries window for this project is 1 June – 15 July. The majority of commercial fishing starts on 15 June. NOTE: reference notes from the meeting for additional information regarding this topic.

Question emailed prior to the meeting: Are there any photos available of the site or area? Since it’s wintertime it’ll be difficult to visit the site.

Forest Service Response: Photos will be attached to the amendment.

Question emailed prior to the meeting: Is the river clear or muddy? What kind of material is at the boat launch site where dewatering will take place? (muddy silt, sandy gravel?)

Forest Service Response: River is glacially fed, so silted colored. Generally a gravel river bottom, this can also be seen in the photos.

Question emailed prior to the meeting: Are there material sources or rock pits nearby owned by the USFS or State DOT?

FS Response: There are a couple of DOT pits along the road. Coordinate with Robert Lekanof, 907-784- 3293 or Robert.lekanof@alaska.gov.

Conference Call Notes

Forest Service Attendees: Logan Wild; Danielle Snyder; Reuben Glaves; Denise Murphy and Teresa Swanson

Contractor Attendees:

Jeff Mills and Wayne Wong, Chumley Corp.

Shaye Meskill, Maris Inc.

Mitch Martin, Tutka Estimating Jon DeHart; Mark Ferrell and Michael Brinkmeyer, SMNC Properties Harold Enright, Ketchikan Ready Mix and Quarry

Meeting started a few minutes after 10am with introductions. After introductions, the agenda items on the previous pages were reviewed. The questions emailed prior to the meeting were answered during the call.

Summary of the questions asked during the meeting provided below with responses.

New questions asked during the meeting:

Question: Regarding instream work. If a dry area is established, will the Government allow the contractor to continue working beyond the window if the dry area is maintained?

FS Response during the call: Will follow up and respond in amendment that includes conference call notes.

Post Conference Call Response: No. Instream work is work that occurs between the banks and must be completed before the end of the fish timing window. The greatest pulse of sediment often occurs right after the dewatering system is removed.

Question: Are there any hydrology reports available for this time period considering run off?

Forest Service Response: Not much USGS data available for this area. Government observation is that August – Oct has the highest flow rates. Lower levels earlier due to ice melt.

Question: what this the depth of the water measurement where the ramp will end?

FS Response during the call: The Government did measurements; but no large scale measurements. Data dependent.

Post Conference Call Response: The Forest Service does not know the river bottom profile at the end of the ramp. Contractor is responsible to acquire information needed to construct the boat launch.

Question: Any knowledge of tidal change, swing in depth?

FS Response: The water levels change seasonally. Not tidally influenced.

Question: Do we expect ice in the June period?

FS Response: The Government has observed that ice flows year around; but it sticks to the center of the river. In general, ice does not get in the area where the boat ramp will be located. Bridge abutments protect the area.

Question: Will the two fish timing dates be clarified in an amendment? The fish timing window is a challenge. Will work flow to second season?

Forest Service response during the call: Will follow up and respond in amendment that includes conference call notes.

Correction to Section H, Landscape Preservation, replace the dates in item (f) to 01 June – 15 July.

Question: Is dewatering mandatory? What is plan B if unable to dewater?

FS Response during the conference call: Dewatering is not required. Need certain compaction levels for subgrade for in-water subgrade preparation. The Government does not want to box in contractors on how to do the work.

Post Conference Call FS response: The Government does not know of a way to meet the boat launch installation requirements without dewatering. Those installation requirements include conformance with dimensions, lines, and grades; compaction; and proper riprap placement. If an offeror proposes a method other than dewatering, and that method allows for quality control and quality assurance of the requirements, then that proposal shall clearly identify why the acceptance of the proposal would be advantageous to the Government. Any deviations from the terms and conditions of the solicitation, as well as the comparative advantage to the Government, shall be clearly identified and explicitly defined.

The Government reserves the right to amend the solicitation to allow all offerors an opportunity to submit revised proposals based on the revised requirements.

Question: What is the river’s velocity at bridge abutment at boat launch site?

FS Response: One measurement of velocity was taken and that information will be shared in an amendment. It should be noted that the boat ramp area is a back eddy area.

Post Conference Call FS response: Government unable to locate the measurement at the time of posting this amendment. It is not expect that the measurement will be representative of the project site. If additional information is identified, it will be posted in a separate amendment.

Question: Need additional information on the soils and river bottom at the site where the ramp enters the water.

FS Response: Small cobble; rounded gravel substance encountered during survey. Not much silt. Photos will show more.

Question: Regarding mobilization is camping and equipment and material staging/storage allowed in the adjacent area?

FS Response: Camping is addressed in submittals section of specifications. Regarding equipment and material staging/storage, there is no designated area. There is a State of Alaska pit in the area. The successful contractor would be responsible for requesting authorization to use the State’s pit. In general, equipment and materials may be stored on site so long as they do not block the public’s access to existing boat ramp and the State’s access to their land.

Question: Does the Government have a contact for the DOT rock pit?

FS response: Robert Lekanof, 907-784-3293 and Robert.lekanof@alaska.gov

Question: Salvage of organic material. Where will excess material be stockpiled and maintained for FS use? How will it be stabilized? Forest Service takes ownership of organics from the job.

FS Response: Clarification will be provided in an amendment. Organic material referenced in Section 312300, part 2.3: Store material in the State DOT pit area that is about 1000ft from the bridge. 50 CY maximum, focus on root masses of alder/willow cleared from the site, not fine materials. Forest Service resource specialist will be available to onsite assist Contracting Officer with selection and storage of “on-site organic material. Stabilize material per State DOT requirements.

Question: How much traffic can a contractor expect to deal with?

FS Response: There is not a lot of traffic in the area. Project area is at the end of a road. A traffic count is not available; estimate maximum 10 cars. There are trails at the end of the road. The DOT drives it.

Question: Are there rock pits or gravel pits? This question is related to the requirement for shotrock (sheet 9).

FS Response: not bedrock that will be drill and shoot. Gravel deposits. The design team did not expect all material to be on hand in Yakutat (aware of at time of design). There are two known sources in Yakutat: Kwaan (Broken Oar Construction) 907-784-3335 and Pate Construction 907-784-3227. There may be other material sources in Yakutat. The Government makes no implied source suggestions.

Contractors responsible for locating material sources.

Question: Is there a barge ramp or place to land with a barge with a ramp? Bulkhead?

FS Response: Contractor may be able to use Forest Service log dump. Must request permit from Ranger District Office. City of Yakutat may also have options. Contractors responsible for requesting permission.

Question: What is the complete footprint of this project? How many acres are involved? This is related to storm water permit—the provision regarding the number of acres recently changed. May not be as critical.

FS Response: Will post the estimated number of acres in an amendment. Approximately 1 acre.

Question: This question is related to excavation operations. Understand there is no geotech for this project. Looking for information what the soils are like. Are there any as-builts about class 4 rock?

FS Response: The Forest Service has photos of the project area will help answer these questions. The FS took photos of test-holes that were dug for this project. (The test-hole photos are not included with the notes because they were not taken to be representative of the entire area – they were for exploring specific areas during design.) No geotechnical report or data is available for the project area. Yakutat has a lot of glacial river deposits--uniform material laid out.

Post Conference Call response: Attachment 01 to this amendment includes photographs of the area.

Videos showing the project site may also be accessed by accessing the CloudVault link below. The link should provide access to a zip folder containing three (3) videos that can be downloaded. It is a large download (270MB). https://www.cloudvault.usda.gov/index.php/s/Od0qv5CsCRFWvxy

Meeting ended at approximately 11:15am.

Questions submitted after the Conference Call:

Question: Are there any estimated quantities for rip rap and gravel?

FS Response: No. The Forest Service does not have estimated quantities for rip rap and gravel.

Question: Please provide plank tie-in details, as we saw 1/2" cable rope mentioned in the spec and could not find it on the drawings.

FS Response: According to the specifications section 034000 precast concrete planks, Part 2.1 F, the tie in detail is in accordance with the Alaska Department of Natural Resources Design & Construction Standard Drawing W-1-Concrete boat ramp or equivalent.

Question: Is there any reinforcing rebar in the planks, if so, we need size, spacing, type or grade of the bar and if needs epoxy coating or dipped galvanized?

FS Response: Review requirements for pre-cast concrete planks section 034000 part 1.5 and 2.1, design of planks to meet stated requirements.

Question: Will we be able to reuse any of the gravel from the old boat ramp area?

FS Response: The old boat ramp area is river bank gravel, the old site is just an exposed access point to the river. The “old boat ramp” is not a constructed boat ramp, but an area graded so that people can launch boats there.

https://www.cloudvault.usda.gov/index.php/s/Od0qv5CsCRFWvxy