SiteTourNotes.docx..docx

Two Mile Meadow Restoration – Phase 2

RFP 12034319R4001

Pre-Bid Tour Notes 6/20/19 Prepared by Karen Ruklic

Government Representatives:

Karen Ruklic, USFS Contracting Officer Jamey Stogsdill, USFS Project COR/Engineer Trish Heekin, Latah Soil and Water Conservation District George Zamora, Latah Soil and Water Conservation District Aven Julye, Latah Soil and Water Conservation District Susan Firor, Alta Engineering (Project Design Firm)

Industry Attendees:

Gabe Guier North Idaho Fire Service

Mark Agee Agee Excavation

Kahneedah Rehbein and Tyler Rehbein Rehbein Enterprises, Inc.

Attendees met at the Exxon Gas Station in Deary, Idaho at the Junction of Hwy 3 and Hwy 8 on 6/19/2019 at approximately 11:00 AM. Contracting Officer started the meeting by reviewing the following solicitation background information, requirements, clauses and provisions:

· Reviewed Objectives and Background of Project - see C-1 and C-2. The Two Mile Meadow Restoration project is being performed in conjunction with the Latah Soil and Water Conservation District in order to restore meadow hydrology to a state that supports healthy native meadow and riparian conditions.

· Phase 1 was completed last year to return the active channel to its historic path through the middle of the upstream section of the meadow. Phase 2 was designed to complete the channel restoration through the downstream section of the meadow. Flooding occurred during the spring of 2019 which damaged the newly construction channel. Re-design was performed to repair this damage and modify the design to better fit the changed site conditions. This work delayed the solicitation issuance.

Project estimate is between $100,000 and $250,000. However due to the fact that the estimate is relatively close to the simplified acquisition threshold of $250,000, the solicitation was issued as an RFP and multiple bonding clauses were included. Contractors are required to submit bid bonds in accordance with the Bonds Statute if the value of the offer exceeds $250,000. For offers valued at or under $250,000, bid bonds are not required. Further, if the awarded contract value exceeds $250,000, payment and performance bonds shall be required in accordance with the Bonds Statute. If the awarded contract value is less than or equal to $250,000, only a payment bond shall be required.

· B-3 Schedule of Items Option for Increased Quantity Item 21 – Ditch Plug. This item must be exercised no later than 9/3/19. It is the government’s unilateral option to award. The decision to award shall be based on funding availability and site/water conditions at the location planned for ditch plug construction. Contractors shall include all costs associated with this work in the item price offered. This would include the costs to access the work location by crossing the newly constructed/watered meadow channel.

· Items 18-20 are for hourly Equipment Rental ordered by the government for work above the estimated quantities (see H-4, Equipment Rental). Hours worked shall be documented by the COR and paid based on the actual number of hours worked. Excess funding shall be de-obligated at the end of the contract. The equipment called for would be of the same type used for the material haul (dump truck), excavation/grading (excavator/bulldozer) and vegetation care (water truck). A special size is not required.

· B-5 Please note this new requirement: For government filing purposes, offerors shall also submit an electronic file containing of all offer documents on a USB drive with its hardcopy offer.

· In- stream work must occur between 7/15/2019 and 9/15/2019. Project completion by 10/15/2019. Please note that wet weather in October may create unsatisfactory operating conditions for heavy equipment within the meadow. Contractors will want to schedule accordingly.

· H-6 Fish Friendly Hydraulic Fluids. The required Fish-Friendly Hydraulic Fluid is required for equipment operating in-stream.

· M-1 EVALUATION CRITERIA Government stressed the requirement for submittal of complete technical proposals that supply all the information requested in this provision; don’t reiterate the specifications. Make sure the client contact information required for reference checks is current and that the key employees are identified for the past work performed. The government requires complete information regarding the technical approach for how/when all the significant work items (see Schedule of Items) will be performed. Be sure to respond with the information requested by the bullets. The government is requiring submission of a specific Meadow Restoration Plan that describes how the work will be perofrmed to maintain the integrity of the meadow, mitigate compaction of meadow soils and accelerate revegetation through careful and meticulous harvest/transplant of native sod. The government is very interested in knowing who will be on site and who will be operating the equipment; we have seen the difference that a high quality operator can make in the quality of the final product. The government stressed experience performing stream restoration and meadow/floodplain enhancement projects and requested detail regarding projects completed that requried salvaging, storing and replanting vegetation and sod, floodplain or site grading, construction of new river channels/instream habitat structures, water and turbidity management and work performed in moist sites requiring dewatering.

The emphasis on meadow preservation stems from the fact that the Latah Soil and Water Conservation District (LSWCD) has expended lots of time, labor and money to buy, plant and promote the growth of vegetation within Two Mile Meadow. In addition, protection/replanting of native sod is much more economical and leads to much faster revegetation than buying commercial sod or utilizing native seed.

Industry attendee pointed out a concern regarding the Buy America Act. The tarps specified for use with the sod harvest and stored are very expensive if they must be procured from an American firm. The government shall research this issue and find an alternative product that is affordable and American-made.

Group caravaned to project site and viewed the project area from several locations within the meadow. After the group exited the vehicles, it was noted that there is limited staging/parking area at the project site. LSWCD will park above the meadow directly off FS 3227. During contract performance, the contractor may want to park personal vehicles on the FS 3227 as well due to the limited staging area down on the meadow.

· A Health and Safety Plan is required. Consider how emergency medical service would be sought in case of an emergency. Cell service is limited down at the meadow. Per solicitation, CB channel 5 should be used for communication while traveling narrow roads accessing the site. Include information regarding personal protection equipment, first aid supplies, operation of heavy equipment in and around government personnel, firefighting equipment, etc.

· No current fire restrictions are in place. Review Fire Control clause in Section H. No separate pump and trailer is required due to use of a water truck and proximity to water. If Hoot Owl conditions/area fire closures are enacted this summer, the CO will work with Forest officials to exempt the site from the restrictions.

· Contractor may camp on site. District camping permit required.

· Walked down to meadow, viewed and proceeded to walk down the main access route. Slash on the road may be removed but will be pulled back upon demobilization. Viewed a railroad berm slated for removal. Material excavated shall be used within fill areas specified. Excess material would be relocated to the toe of the hill to the west of the meadow.

· Sod Harvest and Store – sod shall be stored adjacent to the access route or a temporary travel way.

· Group walked northeast along the access route and then crossed over the creek to reach the location at which river was diverted during Phase 1 (very upstream end of the project area).

· The group noted that a good crossing is just downstream from the Phase 1 diversion site due to hardened soil in close proximity that would be better compromised by equipment travel that other more pristine meadow locations. CO will ask fish biologist whether a ford out of woody debris (corduroy) and/or rock could be constructed rather than a bridge during the fish window.

· The dam constructed is still in place but during high spring flows, the water cut a new channel just below the dam to access the ditch left in place after Phase 1 of the project.

· It is anticipated that the general sequence of events will proceed as follows. The contractor shall work with the government to defish the meadow channel and then divert the water into the ditch. (The contractor will provide fish salvage support by managing the water levels and turbidity, but is not required to help salvage aquatic species). Once the meadow channel is dry and/or no flowing water remains, the contractor shall repair/fill the channel section built last summer and damaged by high flows this spring. Contractor shall also construct the new Phase 2 channel and log structures in the dry. Log and wood structures shall then be constructed at the Phase 1 diversion site and just south of this location within the ditch. This work shall be done either in the dry after the water is moved out of the ditch and back into the newly constructed meadow channel or in the wet but isolated from active flows if full diversion into the meadow channel is not possible. If the ditch plug option is exercised, it would occur after the meadow channel is re-watered thus necessitating the construction of an equipment crossing site.

· Keeping turbidity levels below the 50 NTU limit is a requirement of the contract.

· A turbidity meter will be set up below the mixing zone by the government to provide real-time levels. The contractor should have a clear plan and various options for water management; adequate storm water protection equipment should be stored on site.

· Government furnished materials include 4’ X 8’ ground protection mats. 80 of these are available for use.

· Group walked from the Phase 1 diversion dam downstream to the site damaged during spring flooding and slated for repair. Viewed the channel section to be filled with material from the adjacent new channel excavation (Fill Area 9), the location of Channel Diversion Structure 2 and the areas to be regraded. Government will survey the channel section to be filled prior to commencement of this work activity. Post survey will be done to calculate quantity. It is anticipated that the material in Fill Area 9 will taper from the top of Channel Diversion Structure 2 down to Rock and Wood Structure 3.

· Group then walked to the location of Ditch Plug 7 (optional Item). CO will evaluate the site with the project COR upon commencement of work and if funding is available, the item shall be exercised as early in the performance period as possible. Much of the clump planting specified under Item 6 (to be paid based on an actual quantity) would be done in this ditch plug.

· Throughout the tour, the group noted fence sections to be built, repaired and moved. If an existing fence section is within an area slated for railroad berm removal, the government will flag the excavation boundary within the currently fenced area to eliminate the need for fence removal and reconstruction wherever feasible. Contractors may salvage material from fencing sections to be relocated and re-use it elsewhere. LSWCD employees noted that contractors may want to build the fence sections early in the contract period and create gates for equipment access. Cows will be grazing in and around the project area during the performance period. If the cows are not fenced out with either temporary or permanent fencing, they will do damage to the project site that the contractor would be required to repair prior to final inspection.

· Throughout the tour, the group discussed the use of on-site materials. Timber for log structures may be harvested from the valley slope adjacent and northwest of the project area. Harvesting trees closer to the riparian area would have to be approved by the CO/COR in advance after assistance from District specialists. Rock for fill areas will come from adjacent channel excavation sites or railroad berm removal site. Alluvium for new channel ripples may be gleaned from within the damaged channel to be filled at Fill Area 9 or from point bars within the ditch that can be accessed without disturbing active channel flows. There also appeared to be piles of potential alluvium near adjacent to the equipment staging area at the bottom of the access route directly below FS 3227. Large boulders will be salvaged from excavation onsite or imported from along the 3227 road. Approximately 80 CY 18”- 36” material will be needed for habitat structures, and rock and wood structures. Boulder material taken from along the 3227 road must be reached from the road and shall not destabilize the banks. Additional sources shall be approved by CO prior to material salvage.

· There is one gate on FS 3227 for which contractors would need a key for future access. Options for viewing the site are as follows. 1) Get a key and gate permit from the Palouse Ranger District. 2) Contact Trish Heekin at 208-874-7880 (theekin@latahswcd.org) or George Zamora at 208-874-7982 (gzamora@latahswcd.org) with the LSWCD. Restoration crew employees are on site Mon-Thursday performing restoration work. Call one of these individuals in advance to ensure that the date/time coincides with their work activities; they will leave the gate open (dummy locked) for interested vendor access with advance notice.