MandatorySiteVisitNotes.docx

JOE SPRING PIT CRUSHING AND AGGREGATE EXTRACTION

RFQ 12034320Q0001

Mandatory Organized Site Visit 10/15/2019 Notes Prepared by Karen Ruklic

Government Representatives:

Karen Ruklic, Contracting Officer Sean Baldwin, Contracting Officer’s Representative Chris Wolffing, Engineer Paul McCloskey, Inspector

Industry Attendees:

Camas Gravel – Jodi Kaschmitter 208-507-1431; camasgravel@hotmail.com

Seubert Excavators – Chris Rehder 208-962-3314; seubexcr@gmail.com

Pat Henderson Logging – Pat Henderson 208-476-7503

Deatley Crushing – Mike Osburn 509-743-6550; mike@deatleycrushing.com

Ryno Works Blasting Adam Summerfield – 208-643-9507 Tim Shaub - 208-283-5594

Custom Rock Products – Neil Jacobson 435-592-3015; jneil541@aol.com

**Tour began with a briefing given by Karen Ruklic – Contracting Officer at the bridge that crosses the Salmon River at the bottom of Deer Creek Road.

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 previous crushing contractor went off the road while mobilizing to this job site. Damage to the equipment and bodily injury to the driver were sustained that resulted in contract non-performance. To ensure that contractors properly price and plan for the 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 and the Grading F and P aggregate production/stockpiling to be paid by the TON and Rip Rap production/stockpiling to be paid by the CY.

Award shall be made based on what is the best value for the government, price and technical factors considered. The government may award to a higher priced quoter so long as it justifies the value being received for the price premium paid. Past performance references provided don’t have to be restricted to federal government clients.

A critical contract provision was referenced – Addendum to 52.212-1 Instructions to Quoters Tailored on pages 52-55. This provision details the requirements that must be met in order to quote on the solicitation and how the award decision shall be made. This contract was set-aside for small businesses. Contractors should confirm that they are certified in SAM as a small business for NAICS code 212319 – Other Crushed and Broken Stone Mining and Quarrying. Quotes are due on 10/30/2019.

(See excerpts from provision taken directly from the solicitation).

Addendum to 52.212-1 Instructions to Quoters Tailored

“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 a completed Schedule of Supplies/Services (page 2 of solicitation), with unit prices and totals for all line items except those designated as lump sum.

3.) Provide Technical Package addressing the factors detailed in subpart (9) below.

4.) Complete and submit Provision FAR 52.204-24 provided on page 56-57.

5.) Attend the MANDATORY organized site visit that shall be held on Tuesday, October 15, 2019 to tour the access road, the site of work, and the stockpile location. All interested quoters must have a qualified representative in attendance in order to submit a quotation on this solicitation. See the full provision on pages 55-56 for details.”

“(9) 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. Quoters 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.”

**The group travelled to the Joe Springs Pit via Deer Creek Road 493 and NFSR 420 and convened at the bottom of the pit floor.

CO, Karen Ruklic, reviewed the following general project requirements.

Weed free inspection of heavy equipment is required prior to mobilizing to the site.

Approximately 25,000 TONS Grade F, 7200 TONS Grade P and 2000 CY Class 3 Rip Rap shall be crushed and stockpiled above the pit off of road 9339.

Contract period of performance is slated for the summer of 2020. The current completion deadline is 8/31/2020 and is predicated on the government issuing the Notice to Proceed by 6/1/2020. It was also noted that 15,000 TONS of Grading F and 3000 TONS of Grading P must be stockpiled by August 1, 2020 for use on the Center Johnson Timber Sale. Haul and stockpile costs are incidental to the crushing prices quoted. ***Please note that at the meeting, the Grading F quantity required by 8/1/20 may have been misstated at 10,000 TONS. However, FAR 52.211-10 on page 14 of the solicitation clearly states 15,000 TONS by 8/1/20.

Solicitation Attachment 4: Local Forest - Special Conditions was then reviewed.

In particular, see the submittal notification timelines and material tests to be performed (see excerpt below taken directly from the solicitation).

“SUBMITTAL/NOTIFICATION TIMELINES

*** Items to be tested:

1. Gradation (AASHTO T 11)

2. Gradation (AASHTO T 27)

3. Liquid Limit (AASHTO T 89)

4. Plastic Limit (AASHTO T 90)

5. LA Abrasion (AASHTO T 96)

6. Sodium Sulfate Soundness (AASHTO T 104)

7. Durability (AASHTO T 210)

8. Fractured Faces (ASTM D 5821)

9. Specific Gravity and Absorption of Course Aggregate

It was further noted that under the Use of the Premises (camping) contractors may camp on site and exceed the maximum stay limit (approximately 14 days) so long as they get a Camping Permit from the Ranger District in advance. Contractor would need to follow the requirements within the clause regarding keeping a clean camp.

Within this attachment, there is also a clause regarding storage of petroleum products and the requirement to use weed-free equipment. Further, under the Fire Control clause see the requirements for fire tools, power saws, requirement for a Pump and Trailer, etc. Finally, the Local Materials Sources clause was reviewed. Specifically, the following language was highlighted.

“(a) Designated Sources--Sources of local materials will be designated on the drawings. The Government assumes responsibility for the quality and quantity of material in the source. The Contractor shall determine the equipment and work required to produce the specified product.”

“Should the designated source, due to causes beyond the control of the Contractor, contain insufficient suitable material, the Government will provide another source with an equitable adjustment in accordance with the Differing Site Conditions and Changes clauses.”

This language was pertinent to the following contractor questions received prior to the site visit. The questions and answers below was shared with the group.

Question 1: Because this is a designated source, if this source does not have enough natural P.I., are we required to bring in Bentonite to achieve the desired result?

Answer 1: The pit development is in a basalt rock material; it is anticipated that the natural PI should be acceptable. The material shall be developed as is. The addition of bentonite or import of other outside material to the crushed material is not required as part of the firm fixed price contract being solicited.

Question 2: We do not know how the source will shoot. If the resulting shot rock is too small to meet the size requirement for the Riprap item, or if there is not enough available in the shot to meet the quantity specified, are we held to the quantity stated?

Answer 2: The planners for this pit development saw sufficient rock to meet the planned stockpile of riprap. If the pit does not develop as planned then we have a differing sites clause available for mitigating the matter.

Meeting was then turned over to the government engineers. They highlighted the following project requirements.

All work shall conform to the Mine Safety and Health (MSHA) Standards.

Material shall be developed to meet the gradations defined within the FSSS, Attachment 2.

No vertical walls. Cut and fill slopes required for development and/or restoration shall not be constructed steeper than 2H:1V.

The contractor shall stake boundaries for development prior to commencement of work. These boundaries shall be approved by the government. Clearing limits shall be 15 feet beyond the excavation limits. Merchantable timber shall be harvested and stockpiled for government sale/use at a later date. It was noted that the current technical specifications fail to provide guidance on the size standard of merchantable timber and guidance for harvesting and stockpiling the material. See Amendment 1 for Merchantable Timber Specification. Clearing and grubbing is incidental to the aggregate unit prices quoted.

Contractor shall grade floor of the pit to drain prior to de-mobilization. The government does not want water to pond. Access routes within the pit shall be water barred as necessary to prevent erosion. Disturbed soil shall be seeded using the seed mix specified in the FSSS, Attachment 2.

The contractor may position its crusher on the pit floor or on the bench above the pit. Developing access route(s) through the pit, bench for crusher and stockpile(s) and reconstruction of Road 9339 are incidental to the aggregate development/stockpile prices.

Overburden, topsoil and reject material shall be stockpiled in areas designated by the government; at the conclusion of operations, this material shall be spread within the development perimeter per the specifications.

**Group then drove up Road 9339 to view the haul route, stockpile site and potential crushing locations.

Viewed potential crushing area shown on Sheet 4 of the plans. Contractors were concerned about having enough room to locate a mobile crushing unit. As this site is on the margin of the pit and at the edge of the meadow, it may be leveled and developed for placement of a mobile crushing unit so long as it is restored in a like manner to the pit floor; graded to drain, edges of the excavation sloped back, spread with topsoil and seeded. If developing the crushing site at this location requires blasting, that would be acceptable. Contractors are not limited to utilizing the precise location/orientation shown on Sheet 4 but must stay on the margin of the pit. Contractors may also position a mobile crushing unit within the pit. To minimize effects to the Broadfruit Mariposa, a USFS sensitive plant species, contractors will not be allowed to set up in the center of the meadow. See Amendment 1.

Group discussed method required for harvesting the merchantable timber; can the trees be pushed over or must they be cut from the stump. It is important that the merchantable timber not be damaged through the contractor’s actions and decked in a manner so that it can be sold. This need will be balanced with the contractor’s pricing concerns in determining the language for the final Merchantable Timber Specifications included in Amendment 1.

Briefly discussed the slash disposal requirement. The government will stay with the current specification that slash will be disposed of by scattering or placing in windrow areas on the fill slope of the pit floor.

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 will do a visual inspection on the rip rap to determine size class. A 6-inch aggregate floor is required for any stockpile site created. Stockpile sites do not need to be level and trees can be removed/harvested in order to create adequate space.

**Group then moved to view the stockpile site shown on sheet 4 of the plans. In addition to this site, 2nd stockpile location was reviewed and found to be acceptable just uphill and to the left. The key thing will be to keep roads in the vicinity open for use/reconstruction for future timber sale activities. See new Attachment 5 in Amendment 1 that displays this new option for stockpiling along with the roads that must be left free of construction debris or stockpiled material.

***Group then left the site via Roads 420 and 672 and stopped along the way to view the location at which the accident occurred in 2019. It was recognized that the road narrows in several locations and traffic will need to be delayed during mobilization/demobilization. Under FSSS Section 156 Public Traffic, it was stated that road segments may be closed temporarily for items such as blasting. Further, FAR 52.211-10 Alt I on page 14 of the solicitation states the following:

· Public Traffic shall be maintained around the site for the duration of construction activities. Upon written request the Contractor will be allowed limited full road closures up to a maximum period of four (4) hours. Request for road closures must be submitted to the CO at least two weeks prior to the closure. Post construction signs and traffic control devices in conformance with the Manual on Uniform Traffic Control Devices (MUTCD). All required signs will be in place and approved prior to beginning work on the project.

See Amendment 1 for additional language regarding road closures during mobilization and demobilization from the site of work as well as coordination with the Deer Creek Highway District.