MandatorySiteVisitNotes.docx

BURPEE MTN ROCK CRUSHING/STOCKPILING

RFQ 12034319Q0045

Mandatory Organized Site Visit 7/31/2019 Notes Prepared by Karen Ruklic

Government Representatives:

Karen Ruklic, Contracting Officer Sean Baldwin, Contracting Officer’s Representative Paul McCloskey, Inspector Jacob Vanderwall, Engineering Intern

Industry Attendees:

Camas Gravel – Tim Kaschmitter 208-983-0800; camasgravel@hotmail.com

Seubert Excavators – Nick Seubert 208-962-3314; nseu@connectwireless.us

Perco Rock – Gerald Barlow 435-616-2584; gerald@percorock.com

Deatley Crushing – Mike Osburn 509-727-6562; mike@deatleycrushing.com

Altas Sand and Rock – Tim Jasper 509-727-6562; time@altassandandrock.com

Tour began with a briefing given by Karen Ruklic – Contracting Officer at the junction of Hwy 14 and Forest Road 222.

CO noted that the project is a commercial “service” contract for rock crushing and stockpiling. As a service project, no bonding is required. Service Contract Act Wages apply. See Wage Determination provided as an attachment to the solicitation.

The work was described by supplementing Federal Hwy FP-03 construction specifications due to ease of use. However, this in no way infers that the basic project requirements are “construction” in nature as defined by the Department of Labor or Federal Acquisition Regulations.

The site visit for this contract was made mandatory due to problems that arose last year when a crushing contractor went off the road while mobilizing to a different job site on a narrow forest road with tight corners. Damage to the equipment and bodily injury to the driver were extreme and resulted in contract non-performance. To ensure that contractors properly price and plan for the Burpee Mtn project, it was determined that making a site visit with government officials would be required in order to submit price quotes.

The items included in the Schedule of Items were reviewed briefly, with mobilization, seeding and temporary traffic control to be paid as lump sum items, the 5.55 miles of road reconditioning as a contract quantity (the Variation in Estimated Quantities clause is included in the contract) and the aggregate production items (3, 4, and 5) as actual quantity items. It was also noted that ½ of each aggregate quantity to be crushed would be hauled and stockpiled at Dixie Summit. Haul and stockpile costs are incidental to the crushing prices quoted. The small road reconditioning item of work is to be completed prior to demobilization to return the haul route between Burpee Mountain pit and the Dixie Summit stockpile to a good condition.

Contract period of performance is slated for the summer of 2020. The completion deadline is 10/15/2020 and is predicated on the government issuing the Notice to Proceed by 6/15/2020.

There is a Biobased Product Utilization clause in the contract. The contractor awarded the project will be required to report the total value of biobased products utilized during the contract. A list of potential biobased product types is on page 6.

A critical contract provision was then reviewed – Addendum to 52.212-1 Instructions to Quoters Tailored on pages 39-43. This provision details the requirements that must be met in order to quote on the solicitation and how the award decision shall be made.

“To be considered for offer of award Quoters must at a minimum:

1.) Be registered “active” in the System for Award Management (www.SAM.gov).

2.) Provide Technical Package addressing the factors detailed below.

3.) Provide a completed Schedule of Items, with a unit prices and totals for all line items except those designated as lump sum.

4.) A MANDATORY organized site visit will be held on Wednesday, July 31, 2019 at 1:00 PM PST to tour the site of work, haul route and stockpile location. All potential quoters must have a qualified representative in attendance in order to submit a quotation on this solicitation. See the full provision on page 43 for details.”

It was also stressed that the award decision would be made based on what is the best value for the government with technical factors and price considered. The following technical information is required for evaluation along with a completed Schedule of Items.

“Technical package addressing the following factors is required. Quoters shall submit this information in order to be considered for award.

1. Past Performance. List all contracts of similar scope and size that have been awarded to your firm and major subcontractors in the past three years.

For each project include:

1. Location of the project

1. Type of work performed

1. Size of the project (including dollar value)

1. Supervisor, lead employees/equipment operators and other key personnel

1. Customer contacts (include current telephone numbers).

1. If problems were encountered, describe them and any corrective actions taken to prevent a recurrence.

Past performance will be evaluated in terms of quality of services; timeliness of performance; management and business relations with previous customers; customer satisfaction; cost control; oversight of project including subcontractors, and suppliers; and compliance with contract requirements, labor, and safety standards. Offerors with no history of past performance will not be evaluated favorably or unfavorably for this criterion.

2. Work Plan/Proposed Schedule. Describe all significant work tasks, the sequence in which they are to be performed, and the workers and equipment to be assigned. Include both the overall time frame and the proposed timeframes devoted to each task.

Specifically address:

· Proposed starting and completion dates

· Type and size of equipment to be used

· Foreman and workers to be on site

· Erosion control methods

· Safety measures planned

· Traffic control plan

· Provide a list of subcontractors to be used for all testing required under this project

The government will assess the realism of proposed completion dates, given the resources to be devoted to the work. Acceptable proposals will show ability to complete the project within the time frames specified, or sooner. In addition, the government will assess the strengths, weaknesses and risks of the plan as it relates to meeting the project specifications, minimizing erosion, managing public traffic, and meeting the performance deadlines.

3. Experience and Qualifications: Describe the experience of the prime contracting firm, and any major subcontractors, performing similar work. Specifically highlight and rock crushing and stockpiling projects performed under contract.

Identify the supervisor and lead employees to be assigned to the project and for each, list their relevant licenses and certifications and describe the individual’s experience performing the type of work to be done under this contract. Specifically highlight rock crushing and stockpiling projects performed under contract.

Ratings for experience and qualifications will improve based on the number of similar, successfully completed projects performed by the prime contractor as well as major subcontractors along with the type of education/knowledge/skills held by the key personnel. If no previous rock crushing and stockpiling projects have been performed, list similar projects and briefly explain how the experience relates to the type of work to be done under this contract.”

Two specific contractor questions were then answered. See Amendment 1 for formal clarification.

Question 1) Page 37 of 43 of the bid documents states "The Government assumes responsibility for the quality and quantity of material in the source." The Burpee Mtn. Quarry is a granite type of source which generally indicates that it is non-plastic in nature. Can we therefore ignore the references to the Plastic Index referenced in Section 703.0S(b) and Table 703-3?

Answer: Even though the Government assumes responsibility for the quality and quantity of material in the source, the Contractor is still responsible for testing the material as required by the specification in the FP-03 Section 703 AGGREGATE which includes the Plastic Index and Gradations. The government will not require the contractor to haul clay from off-site or import bentonite into the source to meet the plasticity requirement and will waive just this portion of the requirement if necessary.

2) Bid Item No. 5 - Riprap (Class 3) calls for a total of 5,000 C.Y. Generally, when granite sources are drilled and blasted, they tend to break smaller than the Class 3 size with some boulders. What would be the Government's position if there is not enough suitable material to get the 5,000 C. Y. of Riprap?

Answer: If we can’t meet the Class 3 size standard, we will substitute rock of a smaller size. The government believes that a substantial amount of Class 3 material may be found by gleaning through the existing pit material.

Group then drove to the Burpee Mountain Pit where Paul McCloskey discussed the following project requirements.

The government would like to start crushing the two wings of material to the left and right of the access road.

If you follow Road 1188 just past the pit, there is a small creek that the government does not want to encroach upon.

The government would like to reduce the vertical slopes currently existing in the pit and requires that no developed slopes be left at an angle steeper than 2:1.

The contractor may position its crusher and stockpile in areas of their choosing, the government simply requires the contractor to restrict operations to the pit side of Road 1188.

½ of each aggregate type crushed shall be hauled and stockpiled at Dixie Summit.

Clearing and grubbing is incidental to the aggregate unit prices quoted.

During crushing operations, overburden, topsoil and reject material may be stockpiled off to the side(s) of the pit upon approval of the government; at the conclusion of operations, this material shall be spread within the development perimeter per the specifications.

The pit shall be left in a condition so that water will drain and not accumulate/pond within the pit.

Separate surface course stockpiles shall be located close to the road for ease of government loading/hauling.

Hazard tress may be felled for safety reasons. There is no merchantable timber specification within the contract. Felled timber shall be decked adjacent to the stockpile or at locations agreed to by the COR.

The contractor shall mark the boundaries of where they will operate for approval prior to the commencement of crushing operations.

Per FSSS specification 156 – Public Traffic, during hauling operations, traffic on Road 1188 may be delayed no longer than 60 minutes at any one time followed by an open period of no less than 10 minutes. Traffic is not expected to be heavy on this road and alternative routes are available for public traffic.

Camping permits for a camping site(s) in the general project vicinity will be issued by the Red River Ranger District so that contractor employees may exceed the maximum stay limits.

Group then drove to the Dixie Stockpile site where Paul McCloskey discussed the following project requirements.

Approximately ½ of the surface course and base course material currently stockpiled at this site shall be hauled for government project work prior to commencement of this contract’s crushing operations which will leave adequate room for the material stockpile planned.

Aggregate base course and surface course shall be measured by the ton using a certified scale. The rip rap is measured by CY in-place at the stockpile locations. The government do a visual inspection on the rip rap to determine size class.

The contractor shall leave the Dixie Summit stockpile in a condition so water will drain and not accumulate/pond within the site.

If necessary, the government may close the pit/stockpile sites to public use. The government will do a press release prior to the commencement of work to warn the public of crushing/hauling/stockpiling activities.

The government may add language to the solicitation regarding award based on unit prices up to the amount of funding availability. This would ensure that award could be made simply if prices come in over estimate. A formal amendment would be issued to make this type of change.