A-7_SiteTourNotes.docx

Revegetation of Newsome Creek Stream Reach 2

RFQ 12034318Q0098

Pre-Bid Tour Notes 6/4/2018 Prepared by Karen Ruklic 6/8/2018

Government Representatives:

Karen Ruklic, Contracting Officer Bob Vermey, Contracting Officer’s Representative Stephanie Bransford, Nez Perce Tribe Watershed Division Project Lead and Project Inspector Jarrod Crow, Project Inspector

Industry Attendees:

Brooks Priest 406-531-7186 Elizabeth James 724-977-8451 Watershed Restoration Group ejames@Watershed-Resotration.com

Attendees met at the junction of Hwy 14 and Newsome Road FS 1858 in the pull-out across the highway from the road junction at approximately 10:00 AM.

Contracting Officer started the meeting by reviewing the following solicitation information:

· Reviewed Scope of Work. The revegetation project is being performed in conjunction with the Nez Perce Tribe and the Bonneville Power Administration in order to restore fish habitat. The multi-phase project has been funded by the Nez Perce Tribe; last year a large section of new channel was built in Reach 2 of the stream and the revegetation work required this year is the last phase of the project.

· B-6 Idaho Use Tax (see clause page 4). The Nez Perce Tribe has purchased and the government will supply all the plants for this project. The value of these plants have not been taxed by the State of Idaho (Nez Perce Tribe and Federal Government are tax-exempt) and thus is it believed that a 6% use tax will be assessed. The total value of the plants purchased is $129,997.50. See Government Furnished Material clause page 6. The native topsoil that was locally sourced/stockpiled should be exempt from Use Tax. Any additional questions should be directed to the Idaho Tax Commission.

· Group discussed the nursery stock to be supplied, 1, 2, 3, 5, and 8 gallon plants. Relayed to the attendee that the plant supplier, Denny Dawes with Wildlife Habitat Nursery, is not interested in making deliveries. CO, Karen Ruklic, showed the contractor photos of how plant material has been packaged and delivered to the site during past projects. See Amendment 1 for photos and details.

· Project completion is required by 10/15/2018. Notice to Proceed will be issued by 8/15/2018 so that the contractor may start organizing for the commencement of work. However, ideally, planting won’t commence until early September when cooler temperatures set in.

The group then caravanned up Road 1858. Group stopped at pullout at far end of Newsome Townsite just below where Road 284 takes off to the left. This has historically been the location at which plants have been delivered/off-loaded. Group then continued up to the access route and walked up to the area in which contractors have staged materials/fuel in the past.

· Stephanie Bransford pointed out the old wood bridges/eco-blocks that are stored at this location. This material may be utilized/re-configured by the contractor for this year’s contract. See Amendment 1 to Government Furnished Materials clause. This location may also be utilized to store fuel is necessary. CO pointed out the Environmental Protection clause on Page 41 that includes requirements for fuel storage, spill kits/containment structures and equipment fueling sites. See also Technical Specifications Part 1 - Subpart 13), page 31. Stephanie Bransford also noted that Jacob’s Oil and CHS Primeland, both companies out of Grangeville, ID, have delivered fuel to the staging area during past projects.

It was also noted that appropriate signage will be required for traffic safety when off-loading plants and/or if necessary when supplies/plant materials are mobilized to the site (both at pull-out in Newsome Townsite and at entrance to access route). See page 39 Barricades, Warning Sign clause.

Group walked down the access route to just above the project site and veiwed the center portion of the work site from above.

· Reviewed the drawings Sheets 4-6. Noted that the planting units are located based on aerial photos of the newly reconstructed channel as of the Fall of 2017. The group noted that the valley bottom is currently inundated with high flows and the channel may shift position from what was originally constructed last fall. CO, Karen Ruklic, advised the attendee to price the work as it is shown in the drawing. If necessary, a contract modification will be executed if the final location of the channel results in a material change to the work required.

· Plants (both single hole and trench planting) shall be field fit based on site conditions with plants grouped in the areas that have optimal soil/site condiitons. A consistent plant spacing is not expected or desirable. The total number of plants installed per planting unit shall be maintained. See Attachment 2 - Technical Specifications, Subpart 2 – Execution, 1)(c), page 32.

· Group recognized that a lot of woody debris is present on the site. It is expected that the contractor will move the material or walk over it with mechanized equipment and then return the material back to its original position (approximate) upon unit completion. Cutting the woody debris with chainsaws to create openings is prohibited. Limited exceptions may be made with COR approval in special situations. See Amendment 1.

Group walked upstream to the top of the project area just past the soil stockpile location

· CO confirmed that Item 3 Access Maintenance and Improvements should be priced to include work needed to reopen and make necessary improvements from the access route where it takes off from Road 1858 at the gate, past the staging area, down the access route and as it follows Newsome Creek upstream to the soil stockpile site. Any additional work required to access planting units/sites shall be priced under item 8 Floodplain Temp Access Routes.

· CO drew attendees’ attention to Attachment 3 - Government Surveillance Plan. Inspection by the government is for payment purposes only. Quality Control is the responsibility of the contractor. The project COR will take plots within planting units and perform visual inspections in accordance with this clause.

· Attendee asked if water for plant care/installation can be pumped from the river. CO confirmed that this would be acceptable so long as the water intake is screened to prevent fish mortality. The group reviewed Attachment 2, Technical Specifications, Part 2, subpart (e). The word “slurry” is used. Stephanie Bransford clarified that no special mix of water/soil was required. Slurry simply refers to water. See Amendment 1 within which the word “slurry” is struck.

Group walked downstream through the center of the project site to view the bottom of the project area.

· Compared to the center area, which is composed of lots of sand, the bottom section of the project area is characterized by more cobble. As of last fall, this section of floodplain had larger openings with less woody debris. Group viewed the anticipated stream crossing site shown on the plans. The group noted that the final channel location here was questionable given the dynamic nature of the stream and the current high flows. It will be incumbent on the contractor awarded the project to revisit the site in early August during low flows to strategize/finalize exact routes across the floodplain.

Group exited the project site and headed back to where the vehicles were parked.

· CO highlighted the importance of the provision entitled Addendum to 52.212-1 Instructions to Quoters Tailored pages 48-52. Contractors need to review this entire provision closely and provide all the information required. In particular, it is critical to submit a detailed technical package addressing the three evaluation factors detailed Subpart (10). As a commercial service being procured using simplified procedures, the importance of technical factors vs. price is not defined nor are any weights assigned to the evaluation factors. However, it was noted that the solicitation will be awarded to the contractor that the combination of price and technical merit that is found to be the best value to the government (see Subpart (g)) and that given the complexity of the project, the high value of the plants and the sensitive nature of the riparian/fish habitat, technical merit is highly valued.

During review of the complete provision, CO noted that Subpart (h) referenced “multiple” purchase orders. This is an error. One contract shall be issued as a result of this solicitation. In addition, quantities awarded will be those provided in the Schedule of Items. See Amendment 1.

· Bio-based Product Utilization page 7. No specific bio-based materials are required under this contract. However, contractor should review the web-site within the clause and utilize bio-based supplies if feasible. A report will be required by the awardee within SAM declaring the total dollar value of bio-based materials used.