A-7_PreproposalMtgNotes.docx

Two-Mile Meadow Restoration

RFP 12034318R0010

Pre-proposal Meeting Notes 4/16/2018 Prepared by Karen Ruklic 4/19/2015

Government Representatives:

Karen Ruklic, Contracting Officer Anne Connor, Watershed Restoration Program Manager Trish Heekin, Latah Soil and Water Conservation District David Ratliff and Zoltan Kiss, USFS Engineers Dan Kenney, USFS Biologist Susan Firor and Jessica Dzara, Alta Engineering (Project Design Firm)

Industry Attendees:

Ecklund Excavation and Development Pro-Op Co Inc.

Pearson Farm and Fence Hatter Creek Earthworks, LLC Glacier Excavating

Contact information for attendees found on the attached meeting sign-in sheet.

Attendees met at the Gritman Federal Building in Moscow, Idaho on 4/16/2018 at 9:30 AM. Contracting Officer started the meeting by reviewing the following solicitation background information, requirements, clauses and provisions:

Section I-10 FAR 52.228-1 Bid Guarantee Original bid bonds are required.

Section I-3 FAR 52.211-18 Variation of Estimated Quantity Noted the Items that are designated Design Quantities within the Schedule of Items and then referred the group to the clause on page 24 of the solicitation. Drew attention to the language in bold. If a design quantity varies above or below the estimated quantity by more than 15%, the only share of the overrun or underrun subject to a potential equitable adjustment would be that portion that exceeds the 15%. For instance, the estimated quantity is 100 CY, actual quantity ends up being 120 CY, only 5 CY could be subject to an equitable adjust. Once we exceed the 15% threshold, we do not revert to an actual quantity and adjust unit prices for the full 20 CY over the 100 CY design quantity.

Reviewed B-2 Price Proposal Instructions Stressed that the decision to award some or all of Optional Item 27 would be made concurrent with the Base Items 1-26. Max amount of stick berms that would be awarded is 280 LF. Also reviewed Equipment Rental Items 24-26. Hours of fully operated Excavator, Dump Truck or Water Truck time would be ordered on an as needed basis by the project COR. The government does not guarantee that any work will be ordered and will de-obligate funds not utilized at the end of the contract. For a full description on the types of work that can be ordered under these items and the process that would be followed, see clause H-5.

B-5 Additional Wage Classification Required. No excavator operator rate is included in the wage decision applicable to this project. A rate shall be conformed after award. Most recently conformed rate was $28.60/hour with $11.85 fringe (received DOL approval most recently in the fall of 2017).

Reviewed Start Work Date Work may commence in June if meadow conditions allow. If the meadow is too wet during June, the project may commence on July 1, 2018 no matter what. See FAR 52.211-10 Alt 1 for complete clause. All work shall be completed by October 1, 2018. Instream work must occur between July 15 and September 15, 2018.

Reviewed C-9 GFP Project was designed with goal of utilizing on-site material and eliminating the need to haul materials in from off site.

Section C-5 Biobased Product Utilization Discussed agencies goal of increasing the use of biobased materials. As a heavy construction project, the opportunities for using biobased products are less that what you could expect on a building project. Review website provided in this clause along with the example list of biobased products that could be used during performance of this contract. Annual report will required via the SAM website; contractor awarded the project will need to keep track of the dollars spend on biobased products. Fish friendly hydraulic fluid required is a biobased product.

Section H-2 Key Personnel Key personnel identified in the accepted technical proposal shall be made a material part of the contract. Government places great emphasis on having good equipment operators especially when working on stream banks because we recognize the difference that this can make in stream turbidity and the quality of habitat restoration.

H-7 Environmental Protection Fish-Friendly hydraulic fluids is required to be used in the equipment that is working in-stream. Equipment working solely on the floodplain do not need to use this special product. The clause provides brands that meet the required criteria. Government does not endorse any of these specific brands. New brands may now be on the market that are not listed in the solicitation.

Also within this clause is the requirement for spills kits and information regarding required actions to be taken if a spill occurs. Read this clause carefully. Equipment inspections will be held to ensure that the required supplies are on site.

H-8 Noxious Weed Control This is a standard clause that requires inspections prior to mobilizing construction equipment to the project site. However, there is additional requirements within the project permit to limit the spread of noxious weeds and invasive species to the project site. Because of these specific requirements (including sanitizing boots), the full permit will be added to the solicitation via Amendment 1.

CO noted that the full suite of construction clauses are included in the contract including the Differing Site Condition clause. If a contractor wants to claim a differing site condition, written notice must be provided to the CO. In addition, the associated work must be stopped in order to allow the government the opportunity to investigate the site and determine if a differing site condition exists. Then, all parties would confer and determine the best way to move forward and negotiate changes to the contract terms and prices up front. In general, the USFS executes all its contract modifications on a bilateral basis with prices negotiated and agreed to prior to execution of the changed requirement.

There is no current restriction on performing work on the weekend. However, close communication would be required and the types of work planned for the weekend would need to be approved by the COR in advance. This is to ensure that sensitive work is adequately inspected. A detailed construction schedule is required with the technical proposal. This schedule will be updated periodically throughout the contract period.

I-10 Permits and Responsibilities Contractor must meet all Federal, State and municipal laws and regulations applicable to performance of the work.

Wage Decision This project is located in Zone 1 for the Equipment Operator Rates, classification ENGI0370-035. This was confirmed after making a call to the Department of Labor. The 0-45 mile radius is measured from the Lewiston Post Office as the crow flies. Via road, the distance from the Post Office to Helmer, Idaho is 46.5 miles, however, as crow flies would reduce distance to under the 45 mile limit between Zones 1 and 2. Please note that no Zone premium applies to the other trades unless specifically noted (i.e. no zone for a dump truck driver or a water truck driver).

Contractors shall submit a completed Worker’s Compensation form with their offer, CO will submit it to the Idaho Industrial Commission if you are awarded the contract. Then awardee would work with the State to provide the appropriate coverage documentation. NTP would be issued after State approves your coverage and bonds are received.

Offers submitted by corporations must include a completed AD-3030 and AD-3031 to certify no tax delinquency and no felony convictions. This is required by annual budget appropriation language.

L-12 Site Visit A gate key and permit must be acquired from the District to gain access to the project site which is currently under snow. Contractors will probably have to hike/snow shoe a mile to reach the site at present. District Engineer brought some keys to the meeting for this reason. The project designer will provide site photos to the group during her presentation.

M-1 EVALUATION CRITERIA CO stressed the need for submittal of complete technical proposals that supply all the information requested in this provision. The Forest is particularly interested in knowing the identities and the experience of the equipment operators that will be performing the work. We have found that the skills of the individuals building the channel, habitat structures and floodplain are critical to the construction of a high quality final project. We want to see a high degree of care to preserve all that is currently good on the site. Also highlighted all the information requested within the technical approach and schedule. Breaking down the work by pay item one way to ensure that all significant tasks are addressed. Also stressed that while equipment with on-board GPS is not required, a strong plan for onsite elevation control is. Hitting all the right elevations is the contractor’s responsibility. The nursery care plan relates to how the contractor will handle the government supplied willow cuttings and how the contractor shall care for the sod. The sod is very important to the government. Technical factors are approximately equal in importance and overall, the technical factors when combined are more important than price. Also, it is the Government’s intent to award without discussions (give us your most favorable terms).

The following information was added after review of all contractor questions. Please note the order of precedence set forth by the clause found in Section I provided in full text below.

I-12 Order of Precedence - Construction

Any inconsistency in this solicitation or contract shall be resolved by giving precedence in the following order:

(a) The Schedule (excluding the Specifications) (Sections A-H).

(b) The representations and other instructions (Sections K and L).

(c) Contract clauses (Section I).

(d) Special Project Specifications.

(e) General Specifications.

(f) Drawings and Exhibits (Section J).

Amendment may not include correction to quantities in the Technical Specifications or Drawings where the quantities in the Schedule of Items are correct. The order of precedence will be utilized to simplify the amendment and save the government time.

Presentation was then turned over to project designer, Susan Firor with Alta Engineering, for a discussion of the key technical elements of the project. A slide presentation accompanied her discussion and has been uploaded in its entirety with the site notes. Notes will correspond to slide presentation.

It is anticipated at a design inspector will be on site during the project the majority of the time.

This is a collaborative project that requires work in both the upper and lower meadows. Goal of the project is to rehydrate the meadow. It is a very sensitive system and needs a light touch. We want to construct new features and channel is a careful manner in order to preserve all that is currently good in the meadow. Objective of design was to use all on-site material.

It is anticipated that contractor will be working the in the dry when building the channel and bank structures, alluvium available on site. Alluvium in current channel may be used after de-fishing complete. The system is very “flashy” and past high flows have created dry point bars that may be harvested from within the abandoned channel reach.

Contractor shall re-route the stream into the historic channel, enhance off-channel habitat, remove the berm that cuts off upland water from the meadow, install stream treatments, harvest/place sod and harvest/store sod (this list my not be all inclusive). Harvest and placement of sod should be done in close succession to increase survival. Sod storage is very important to the government and has been specified in detail.

Government wants brush fascines to look natural; will use live willow stakes (government requires 2 weeks notice to prepare the stakes properly; close communication with the contractor will be important). DVSL – reviewed process for install (see photos). Willows will not require trimming.

Dan Kenney with the USFS will work closely with the contractor on water management during de-fishing activities. Contractor is required to provide 10-day notice for de-fishing; optimal scenario, contractor gives notice on Friday and starts diversion on the following second Monday. In-stream work may be delayed up to 5 days due to de-fishing; contractor may work on other pay items while we are de-fishing. Contractor assistance on lowering water levels is required by the contract.

Alluvium may be harvested on site for the bulk bags. The material needs to meet the specification provided to a degree which ensures the bags will properly function while not create turbidity. During design preparation, test pits were dug in the meadow which indicated that alluvium is present in the meadow but at a depth of 4-5 feet. Some sorting of alluvium will be required but screening on-site was not planned. Upper end of bern is anticipated to contain large rock. Please note that Sheet C10 was provided merely as a means of depicting where a portion of alluvium may be harvested from. The work depicted on this sheet is planned for a future construction phase.

Please note that the temporary diversion may have to extend up to 70 feet to cover low floodplain areas within the current point bar (see graph - provided for estimation purposes only). Water level of 10 CFS is ideal, and may be expected during performance period based on historic flow data (see hydrograph provided for estimation purposes only); however, water level are dynamic and as stated previously, can be flashy in the meadow during rain events.

Clump planting during ditch plug work is required to utilize existing brush. Contractor shall construct ditch plugs carefully with the objective of saving as much existing brush as possible.

Access route has some steep sections that will need to be improved/constructed; however, permanent structures such as metal/plastic culverts will not be required. Government will utilize the access route for future phases of construction therefore, route will not be decommissioned at the end of the contract. Government would like to have waterbars constructed upon demobilization along the steep sections to minimize erosion. See Amendment 1.

Government will consider whether to supply LiDAR data on the access route via Amendment 1 Movement of construction equipment throughout project area is anticipated to occur on the compacted berm to protect the meadow from damage.

Selection of trees to harvest will be done collaboratively (contractor with government inspectors); government will not be marking trees for harvest. Large trees are available on site.

Fencing stays currently specified as untreated wood 2X2s will be changed to 2” X 2” (approximate) Cedar stays. See Amendment 1. No active grazing is planned within the project area during the performance period; howver, random cows may be seen within the project site during the performance period. Government will ask the Range program folks about a clearing specification for the fenceline section that extends through the heavily wooded area. Also, it appears that there may be a discrepancy between the fencing quantity in the Schedule of Items and the plans. See Amendment 1 for corrections, clarifications and/or potential changes to the fencing requirements.

Persuasion channel to be constructed in Lower Meadow is very small; designed as a means of encouraging water to flow in this direction/location.

Lower meadow access will require tree removal. The logs removed may be used in the Lower Meadow for floodplain roughness.Government stressed that the project is very collaborative in nature and there will be multiple different crews on the site of work during the project (i.e. weed treatment crew in June, mussel salvage before dewatering (large crew), USFS crews for fish salvage (12+ people), revegetation crew). Americor, Youth Conversation Corp, LSWCD employees and USFS employees will all be utilized. Government will give ample notice and stay out of the contractor’s way.

The following questions were posed in writing by contractors and answered by the government (in red).

General Questions:

· What portions of work are expected to require an excavator with the Fish Friendly Hydraulic fluid?

Fish-Friendly Hydraulic fluid will be required in equipment that is used for in-stream work only.

· How much dewatering of the existing channel will be needed to harvest the alluvium? Or, can the stream alluvium be harvest from the live channel?

There is some alluvium available on point bars that can be harvested any time. Alluvium to fill bulk bags may be harvested from the live stream after it has been isolated and de-fished by the Government as long as turbidity requirements are met.

· Will slash be placed in Off-Channel Habitat Areas?

Our expectation is for off-channel habitat areas to be completely covered with harvested sod. If there is any shortage of sod, and bare ground remains exposed, those small areas will require slash.

Questions about Drawings:

· Where does the rock for the Cattle Ramps come from? No quantity for this item in Sheet C6 or Page 10 of the Special Provisions (Project Materials List).

Alluvium harvest on-site may be used for livestock ramps. Quantity estimate is 50 CY. Information added to solicitation via Amendment 1.

• Drawings Sheet C2 - Indicates decommission road. Is that part of this contract?

No. This is an error on Drawing C2. There is no road decommissioning in this contract. See Amendment 1.

• Drawings Sheet C3 - Harvest alluvium from dry sites. Could you indicate where the dry sites are and estimated volume?

We do not have this information. It will depend on water level at the time of construction.

• Drawings Sheet C6 - Does not give volumes for Constructed Channel l.

Excavated Volume for Constructed Channel 1 is 60 CY. Add information via Amendment 1.

• Drawings Sheet C6 - Could you give an example of the accounting volume for the Channel Diversion Structure. It looks like 105 CY of alluvium will be generated from this location. To build the structure will require 100 CY topsoil, 300, CY rock/soil, and 50 CY alluvium. The specs mention that these numbers do not account for alluvium removal? Do we need to import an additional 105 CY of fill to account for the 105 CY of alluvium removed?

No. After the keyway is excavated, a total of 300 CY rock/soil and 100 CY Topsoil will be needed to construct the CDS. The 50 CY alluvium is for toe armoring.

• Drawings Sheet C6 - Fill Material Generated is 3630 CY, topsoil required is 2060 CY, and rock/soil required is 1070 for the upper meadow. This gives an excess of 500 CY of material. Where is this material going?

Contractor only needs to remove enough berm material to construct project elements. If more is needed they can (with approval) extend the berm removal length. If less fill material is needed, more berm can remain in place.

• Drawings Sheet C11- The total fence footage does not match the quantity in the Schedule of Items.

5350 LF is correct. This includes temporary fence, removable sections, and gates.

Total in Upper Meadow is about 3,600 LF.

Total Lower Meadow is about 1,750 LF.

Drawing correction will be made via Amendment 1.

Questions from Special Provisions

· Section on Fish-Friendly Hydraulic fluids (page 17) references Technical Specification 01505. Where is this section located?

This reference is in error. Section should refer to Special Provisions Bid Item 1 – Mobilization. See Amendment 1.

• Page 10 - Logs with and without root wads, 200 EA - Are you looking for 400 logs total or 200?

200 logs total

• Page 10 - Indicates 12,000 sq ft of tarps needed, but 0.3 acres (13,068 sq ft) of sod to be removed and stored. Which quantity is correct?

This is an Actual Quantity item. Our estimate of the quantity is 12,000 sq ft and about 100 tarps (10’ X 12’).

• Page 10 -14 -18"+ boulders. Where are the boulders located? Access to boulders?

They can be picked out of the river. There might be some in the berm closest to the Upper Meadow Access Route.

• Page 11- 2"x2"x18" wood stakes. Will 1.5" be acceptable? 2" would drive up costs considerably.

1.5 Inches is acceptable.

• Page 11- 4"x3' posts. Will 3.5" be acceptable?

Yes. 3.5” is acceptable.

• Page 16 - Contractor shall fill water shuttles ... What are the water shuttles? How many are there and how big are they? Where will they be located?

We anticipate as many as 24 shuttles, which are 250 gal each, and one 3000-gallon pool. The pool will probably only need to be filled once, and will be used to soak willow cuttings. The shuttles will be stages along the access route.

• Page 16 - Water management. Could you give more specific for the channel dimensions at the point of diversion? Width and depth at typical summer flows.

See slide from presentation for approximate channel and point bar cross-section. The water depth in the river tends to be 1-2’ in the summer.

• Page 17 - Gives very specific gradation for filling bulk bags. What is the reasoning behind this? If bags are lined to prevent leakage does this gradation still apply?

This gradation is to ensure bags work to divert water and don’t leak sediment into the stream. If these criteria are met, gradation will not be strictly enforced.

• Page 20 - Construction Access. Can we assume the location for the access route indicated on the drawings will be approved?

Approximately, yes.

• Page 20 - Construction Access. Indicates road surfacing may be required. How to price? Extent of surfacing needed? Materials needed?

Access routes only need to be “surfaced” to the extent required for safe and efficient construction traffic.

• Page 23 - Tree and Slash Removal. Could you indicate where the trees and slash are expected to be harvested from (besides the access route)? Which side of the stream? Dump truck access?

There are 2 piles of slash left over from road reconstruction last year. They are located at pullouts along Rd 3227. They are approximately 10’ wide x 8’ tall.

All additional harvesting will be from the woods on the west side of the meadow. Contractor may prepare a route for a dump truck, where slopes are favorable, but must reclaim it when done.

• Page 25 - Floodplain Shrub Removal and Planting - Contractor shall trim branches prior to transplant. What extent of trimming is expected?

Only to the extent needed to transplant it without breaking branches.

Page 25 - Contractor shall prepare a hole ... at the Government approved planting site. Will every transplant need to be overseen? Does the Government intend to have a representative on-site at all times?

A representative will be on-site whenever work is being conducted in the riparian area, which is where the shrubs will originate in the upper meadow. In the lower meadow, shrubs may be marked for removal from Fill Area 9. Government will discuss appropriate placement of these shrubs with Contractor if representative will not be on site.

• Page 26 - Need staking detail for burlap.

Stake burlap enough to keep it from blowing away.

• Page 27 - Sod Harvest and Replant - Payment for actual acreage. How to order square footage of burlap if quantity is going to vary?

This is also true for Sod Harvest and Store. Plan for the estimated quantities.

• Page 27 - Sod Harvest and Store - What happens to tarp/burlap after use? Who is responsible for removal from site?

Government (Latah SWCD Crew) will remove from site.

• Page 27 - Sod Harvest and Store - Could you develop a drawing showing where sod harvest is expected on the project? Could you also indicate where it will be stored? One location? Multiple locations throughout project?

Sod may be harvested almost anywhere excavation or disturbance is planned. Sod will be stored close to the excavation area – if we can find a suitable place within swing length, we’ll use it. Ideal locations are in the shade, but that isn’t always possible. Aside from shade, a suitable site is one that is accessible by the Latah SWCD crew and not in the way of the Contractor.

• Page 29 - Railroad Berm Removal- Unsuitable material (if any) shall be disposed on Site at a Government Approved location. How to price? Expected volume? Where disposed of?

We really don’t anticipate much unsuitable material. If we do have some, it will go up gradient in the areas where timber was harvested for project use.

• Page 30 - Railroad Berm Removal- Payment for Bid Item 9 - Railroad Berm Removal Will be based on the unit price bid per bank CY as shown on the Bid Form. The Bid Form indicates this item is paid by the LF.

These will be paid by LF as indicated on the Schedule of Items.

• Page 33 - Ditch Plugs – Contractor shall excavate existing ground 12". Is this material removed or just thoroughly disturbed?

It is removed, but can be cast aside in the channel between ditch plugs if not needed elsewhere.

• Page 33 - Ditch Plugs – Will track compaction be allowed.

No. Contractor must use vibratory compactor on Ditch Plugs.

• Page 43 - Double Vegetated Soil Lift - Contractor shall constructed rock toe armoring ... if directed by the Government. How to price? Should we assume all soil lifts will require a rock toe?

Rock toe will only be requested if, after excavation of the trench, the toe doesn’t have any integrity. On other sites this has amounted to about half the total length of DVSL.

• Page 49 - Floodplain Logs - Measurement for Bid Item 20 - Floodplain Logs will be by the actual number of logs installed as determined by the Government. The Schedule of Items indicates this item is paid by lump sum.

This will be paid by Lump Sum as indicated on the Schedule of Items

• Page 49 - Floodplain Logs - On the drawings some areas do not get logs. How will this be indicated on the ground?

It will be staked, flagged, or painted by Government.

• Page 51- Fencing - Vertical stays shall be 4 foot tall, 2-inch by 2-inch. Will 1.5" be acceptable?

Yes. See Amendment 1.

• Page 51- Fencing - Drawing Sheet (11 gives a total of 5,465' of fence. Schedule of Items asks for 5,350'. Which is correct?

5350 LF is correct. This includes removable sections and gates.