AttachmentJ8_FinalPre-proposalMeetingNotes.docx

Solicitation Attachment J-8

New Supervisor’s Office Construction Nez Perce-Clearwater National Forest

RFP 12034320R0001

Pre-Proposal Meeting Notes 02/20/2020

Government Representatives:

Karen Ruklic, Contract Specialist Susan Graves, Contracting Officer’s Representative/Civil Engineer Corrie Kegel, Region 1 Facilities Program Manager/Engineer Nate McPherson, Region 1 Assistant Facilities Program Manager/Engineer Michael Chan, Project Inspector Steve Rogers, Facilities Operations Specialist Alane Fitzpatrick, Partnership Liaison (meeting note taker)

Nez Perce Tribe – Tribal Employment Rights Office Representatives:

Melvin Wheeler, TERO Director Calvin Allen, TERO Compliance Officer

Industry Attendees (scanned Attendance Sheet with complete details is attached):

TCG, Inc.

Boise, Idaho

Guardian Construction Layton, Utah

Kenaston Corporation Lewiston, Idaho

Idaho Stage Construction Kamiah, Idaho

Ginno Construction Coeur d’ Alene, Idaho

Hicks Quality Homes Construction Kooskia, Idaho

Sanitary Plumbing Systems Kamiah, Idaho

Quality Contractors Deary, Idaho W.R. Jackson Excavating Kooskia, Idaho

Lochsa Electric Kamiah, Idaho

MML Enterprises Kamiah, Idaho

Attendees met at the Kamiah Fire Hall on 02/20/2020 at 10:00 AM. Introductions were made. It was determined that due to the number of attendee, questions would be submitted in writing to the Contract Specialist via email: karen.ruklic@usda.gov. Answers shall be shared in a subsequent solicitation amendment. Contracting Specialist, Karen Ruklic, then reviewed the following solicitation instructions, background information, requirements, clauses and provisions:

· Basic dates/requirements:

· RFP Issued 02/12/2020

· Responses due 03/18/2020

· The Solicitation and all related documents, including Amendments, are/will be posted to https://beta.sam.gov/ (this is a replacement site for www.fbo.gov)

· Search using Solicitation # 12034320R0001

· Original Bid Bond required

· Contractors must be registered in the System for Award Management to be eligible for award

· ID Procurement Technical Assistance Centers (PTAC) offers assistance to Contractors, free of charge

· The project has been set aside for small businesses, Size Standard is $39.5

· Magnitude of Construction: Between $5 Million and $10 Million

· Reviewed B-4 Offer Submittal requirements As a Request for Proposal to be awarded on a best value basis, Technical Proposal are required. Further, due to the need for original bid bonds and concerns regarding large files and email issues, electronic offers are prohibited. To assist with government electronic filing requirements, along with the hardcopy offer, a USB drive with all offers documents shall be mailed with each offer.

Contractors were also notified that signature and return of all material amendments is required in order for the contractor’s offer to be considered.

· Reviewed B-1 Schedule of Items To assist with determination of price reasonableness (are prices too high) and price realism (are prices too low), lump sum prices by Division are required to be submitted for the Base Item (SO Construction and Annex Relocation). Offerors must also submit lump sum prices for alternate items 01A-04A. Offered prices shall be compared to the government estimate and side-by-side. Further, they shall be reviewed in light of the technical proposal information to determine whether the offeror has a full understanding of the work required.

· Reviewed B-3 Alternate Items (Option Items). It is the government’s intent to award all alternate items at the time of award if funding is available and it is in the government’s best interest. If funding is not available to make award concurrent with base item award, it is the government’s intent to use unspent FY20 funding to award alternate items prior to September, 30, 2020. If FY20 funds are not available, the government will try to secure FY21 funds to make award no later than January 31, 2021. Contractors shall price the alternate items in a way that the lump sum amounts are firm through this date. The government tried to choose work items that varied in size to allow for alternate funding scenarios. It also tried to choose work items that were less prone to market price fluctuations. As stated in B-3, “the Government reserves the unilateral right to award/exercise any/all of the alternate(s) by written notice to the Contractor no later than January 31, 2021”. Further, as stated in M-3, Evaluation of Alternate (Option) Items, “the Government will evaluate offers for award purposed by adding the total price for all alternate items to the total price for the basic requirement. Evaluation of alternate items will not obligate the Government to award/exercise any/all alternate items(s)”.

· Reviewed B-6 Tribal Employment Rights Ordinances (TERO). The awarded prime contractor and all subcontractors must comply with TERO requirements. This includes a 3.5 % tax on the contract value and any subsequent modifications and tribal hiring preference. Clauses B-6, H-2 and H-3 were highlighted. A sample Nez Perce Tribe TERO Compliance Plan and Agreement has been provided as an attachment to the solicitation for information only. Contractors shall take into consideration TERO fees to be assessed by the Nez Perce Tribe when preparing their offer as well as administrative costs associated with providing Indian employment perference shall be factored into the offered price.

No separate payment will be made for the TERO tax or associated administrative costs. The contractor shall include these costs in that cost of other items.

The government is not subject to TERO requirements and is not a party to any agreements between the Tribe and Contractor pursuant to the TERO. The Tribe administers the TERO pursuant to its inherent sovereign powers of self-government.

An TERO Compliance Plan and Agreement must be executed prior to commencing construction work on the project.

This project is an excellent opportunity for the USFS to build a beautiful new facility that will be a productive workplace for government employees while also benefitting the Nez Perce Tribe. The government expects the contractor awarded the project to work proactively with TERO officials to make the project successful.

· C-1 Scope of the Contract was reviewed.

“This contract requires construction of the new Nez Perce-Clearwater National Forests Supervisor’s Office along with foundation construction, relocation and connection of utility services to two small buildings in Kamiah, ID. Work shall include site preparation; foundation construction for three buildings; relocation of two small buildings; electrical, telecommunications, and plumbing service to new building location(s); new office construction; construction of an access road from the lower portion of the Kamiah campus to the new office building; highway approach/parking lot construction; sidewalk grading/surfacing and final landscaping. The project will be certified under the “Green Globe” Certification system, Green Globe Level 2.”

The current facilities are substandard and inefficient. Employees are houses in three separate buildings with no adequate conference space. This contract seeks to alleviate this issues while also maximizing future bunkhouse space. The Government Cost Estimate is between 5-10 million for the project.

· Performance Deadlines were review (see F-2 in full text).

Construction work shall be phased with the small building foundations completed in Phase 1. During this period, Annex 1 and 2 will be occupied by government employees.

Small building relocation/utility service connection performed during Phase 2. To minimize the time that government employees are forced to work in an alternate duty location(s), this period shall be limited to 100 calendar days from the date the government employees vacate the small buildings to the date of substantial completion thus allowing the government to take occupancy of these buildings again.

New office and site development comprises Phase 3. The total contract time for all 3 Phases of work shall be 475 days from issuance of the Notice to Proceed. With proper planning and staffing, here may be some overlap between activities (i.e. access road construction or new office foundation construction could commence prior to substantial completion of Phase 2).

It is the government’s intent to issue the NPT directly upon receipt of bonds. This will start the 475 overall performance period. However, the work allowed to commence will only include administrative work and submittal processing. Mobilization and construction work on the site will not be allowed until the TERO Compliance Plan and Agreement in executed. It is in the contractor’s best interest that they are pro-active and work cooperatively with the Nez Perce Tribe in order to shorten the time between issuance of the NTP and ground-breaking activities.

· Reviewed H-4 Key Personnel. The key personnel specified in the Offeror’s Technical Proposal are considered to be essential to the work being performed hereunder. The successful Technical Proposal shall be incorporated as a material part of the awarded contract. Prior to diverting any of the specified individuals to other programs, the Contractor shall notify the Contracting Officer reasonably in advance and shall submit justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the contract.

· Reviewed H-5 Physical Data. A geotechnical evaluation was done as part of the design process. See Appendix to Project Manual, Volume 1.

An Asbestos Report was completed. The only asbestos found was within laminate flooring in Annex the kitchens which is sandwiched between tile flooring above and subfloor below. Disturbance of this material is not anticipated.

See Appendix to Project Manual, Volume 1. A Lead Based Paint Report was completed. Lead based paint was found on some door/window frames. See Section J of the solicitation for complete report.

The government has been submitted a Road Approach Permit to the Idaho Transportation Department (ITD) for immediate access to the project site(s) off of Highway 64. The contractor shall coordinate work with the Forest Service and ITD on the construction of these approaches. The contractor shall be responsible for securing a permit from the Idaho Department of Lands for temporary parking/equipment staging.

· Reviewed H-9 Barricades, Warning Signs and Other Devices. Given the fact that government employees will be housed in buildings adjacent to the sites of work, placement of warning signs and necessary barricades to protect employees from harm is of paramount importance.

· Reviewed H-10 Weed-Free Equipment. In order to prevent the potential spread of noxious weeds into the project area, prior to move-in of construction equipment, the Contractor shall make equipment available for inspection. The Contractor shall give the Forest Service at least two business day advance notification.

· Noted the Brand Name or Equal clause in Section I-2. Highlighted the fact that product substitutions would not be approved a prior to award. Contractors should use the product brand highlighted as the Basis-for-Design. Products utilized for bidding purposes must meet all the salient characteristics of the brand noted. A formal process for approving substitutions after award is specified in Project Manual, Volume 1.

· Stressed that due to the project’s estimated value, the specific Buy American clause that applies to this contract is FAR 52.225-11 Buy American – Construction Materials under Trade Agreements Alternate I. Specifically, from the clause, “The Contractor shall use only domestic or designated country construction material in performing this contract”. Also directly from the clause - “Designated country construction material” means a construction material that is a WTO GPA country construction material, an FTA country construction material, a least developed country construction material, or a Caribbean Basin country construction material.

For example Canada, Germany, Japan and Sweden are examples of WTO GPA Countries. Canada, and Mexico are examples of FTA countries. (See clause for listing of all designated countries). Therefore, utilizing a product from Canada or Mexico would meet the Buy American requirement for this contract.

· Reviewed L-5 Instructions for Preparation of Technical Proposals and Business Proposals. This section covers the general requirements. The technical proposal must present sufficient information to reflect a thorough project understanding. Proposals that simply reiterate the project specifications will be considered unacceptable.

· Reviewed Section M-1 in detail. The three technical evaluation criteria are approximately equal in importance.

Criterion 1 – Past Performance was reviewed. Offerors were cautioned to provide all the project information requested. Additionally, a Past Performance Questionnaire has been provided in Section J to be completed by references and submitted directly to Karen Ruklic via email to karen.ruklic@usda.gov. The government will call references, review past performance questionnaires supplied and government past performance records. Past performance will be evaluated in terms of quality of work; timeliness of performance; contract management including paperwork processing and quality control effectiveness; customer satisfaction; cost control; oversight of project resources including subcontractors and suppliers; and compliance with contract requirements, regulatory, labor, and safety standards. Offerors with no history of past performance will not be evaluated favorably or unfavorably for this criterion.

In response to a vendor inquiry, the period for which past performance references may be provided has been expanded. Please see Amendment 1.

Criterion 2 - Technical Approach and Schedule was reviewed. There are 4 key parts to this criterion: 1) 1) Project work plan indicating how you intend to accomplish each significant work element. Key personnel should be identified with roles described, crew size(s) detailed, subcontractors/major suppliers denoted, and equipment described. 2) Proposed schedule shall be submitted. Highlighted need for completion deadlines for each of the three phases of work. 3) Quality Control plan that demonstrates ability to successfully manage the contract to ensure compliance with contract requirements. 4) Safety Plan meeting 4 minimum requirements. Stressed the requirement that one section be specific to safety concerns at this project site.

Overall, the plan should highlight efforts linked to the compliance with TERO requirements and Green Globes certification.

The government will assess the realism of proposed completion dates, given the resources to be devoted to the work. Particular attention shall be paid to the number of days proposed for completion of Phase 2. This performance period corresponds to the period during which federal employees are displaced from their regular work stations/teams and as such, is of particular importance to the government. **Proposed schedules that detail a realistic plan to shorten this period from the 100 days allowed will result in a higher rating for this criterion, all else being equal.

Criterion 3 – Experience and Qualifications was reviewed. Submit information for the prime and major subcontractors that demonstrates experience in construction of facilities in similar size, scope, and complexity of this project. Specifically highlight experience performing federal building contracts, contracts that required compliance with Tribal Employment Rights Office requirements, and contracts that required certification under the Green Globes process or other similar sustainable building certification standards.

For each of the key personnel identified in the technical approach, describe each individual’s relevant education, licenses, certifications and experience in the type of work to be done under this contract. Ratings for experience and qualifications will improve based on the number of similar, successfully completed projects performed by the prime contracting firm and major subcontractors and the relevant qualifications and experience held by the key personnel.

The technical criteria, when combined, are more important than price in the award decision.

Completion of the Schedule of Items B-1 including all base and alternate/optional items shall suffice for a price proposal. The Government will evaluate offers for award purposes by adding the total price for all alternate items to the total price for the basic requirement.

Award shall be made to the responsible offeror whose technical/price relationship is the most advantageous to the Government. Offer of award may be made to other than the lowest priced offeror.

The meeting was then turned over to Susan Graves, project COR, for an overview of key technical requirements. During the presentation, a small set of Powerpoint slides with construction drawings and project renderings was referenced. The slides have been uploaded as an attachment to the Amendment 1.

· This site visit will be the only formal site visit conducted.

· The new office building was designed to accommodate approximately 80 employees.

· The building was designed to ‘fit’ with the natural surroundings and community.

· Contractors may schedule independent site reviews; see Section L-12 for details.

· Site plan review – there is a substantial amount of earthwork included in the project requirements.

· Construction Phases

· The three phases are not mutually exclusive.

· Site will be occupied by Government employees throughout the period of performance. It will be necessary for Contractor to consider safety, access, traffic control.

· Two new foundations will be constructed adjacent to an existing bunkhouse for relocation of the two Annex Buildings.

· All utilities, communication lines, fire suppression systems, electrical connections to the relocated Annex Buildings must be operational upon completion of Phase 2 when employees return and take occupancy.

· Lead Based Paint and Asbestos reports have been provided.

· To the government’s knowledge, the only asbestos found was contained in laminate flooring in Annex kitchens the material is sandwiched between tile flooring above and subfloor below. Disturbance of this material is not anticipated.

· Lead based paint is present in both Annex Buildings (window & door frames internally & externally, as well as the blue painted siding).

· Legal boundaries – as shown in the drawings, there is an existing easement with Idaho Transportation Department; no issues are anticipated.

· Existing Vegetation – the Contractor is responsible for felling and decking trees necessary to perform work. See Amendment 1 for modified tree removal specifications and merchantable timber specifications. Forest Service plans to sell the harvested timber via a deck sale. The Contractor will remove stumps.

· Government Furnished Rocks (15 total)

· This will be the only Government furnished property.

· The government will deliver the rocks to the site (see G-3) and the Contractor shall move the rocks to final placement locations. Rocks will require special placement under government direction.

· Government inspections may be conducted at any time by the designated project COR or designated inspectors. The Contractor must be aware of third-party testing requirements for items such as concrete, backfill compaction, etc. The Contractor shall hire the required third-party inspectors and have results delivered to the COR directly.

· Floor Plan, New Office Building.

· The new office shall have a large conference room with special design features.

· The Contractor must comply with Elevator State inspection requirements (below/above ground, etc.). The Contractor should pay special attention in the glassed reception area as it also has special design features.

· Contractor should pay close attention to HVAC system requirements.

· Performance based specifications apply to the fire suppression system. The system shall be subject to State inspection.

· Installation of CAT 6 and electrical systems will require coordination with the local utility company. To accommodate systems furniture installation within the large open space, power and data lines come up from the foundations.

· CLTs: Contractor must work with supplier. Shop drawings depicting the precise installations detailed must be submitted/approved.

· Plumbing locations (lower level) emphasized.

· Roller Shades emphasized.

· Acoustic Treatments emphasized.

· Exterior Finishes (predominantly wood) emphasized.

· Covered outside area (predominantly wood) emphasized.

· Storm water/gutter drains emphasized given the size of the rood and the potential for snow/storm runoff.

· Green Globes Requirements emphasized. The design is currently scored at 61 with project is specified to achieve 2 Globes. Contractor must include Green Globes information with submittals

· Authorities were emphasized. Numerous different government and design personnel may be on-site. Contractors are cautioned against taking direction from anyone other than the CO/COR pertaining to project work. Questions pertaining to time and/or cost adjustments must be elevated to the CO alone.

· Two primary points of contact: Susan Graves (COR) and Karen Ruklic (Contract Specialist).

· RFIs, clarification requests, inspection requests, submittals etc. shall be routed through the COR. The project designer, Mosaic Architecture out of Missoula, MT, will be under contract with the government to provide contract administrative support services. They will be working in an advisory capacity to the government only and will have no authority to make changes to the contract.

· COR will coordinate project, manage meetings, etc.

· Project Inspector will be Michael Chan.

· Contracting Officer for the project is Jeanne Windle. Mrs. Windle is the only government official with authority to approve changes to contract price or delivery deadlines. Her office is located in Helena, MT.

The group then left the Fire Hall and met at the construction site. Susan Graves, project COR, led a tour of the site and the following project details were highlighted.

The current Supervisor’s Office located directly off of Hwy 12 will be an occupied throughout the period of performance and after; no lengthy disruption of services/operations of this facility shall be allowed.

Items/locations shown/detailed during site tour:

· City sewer connection

· New Road Access (stake situated)

· Main Power (lower part of site)

· Staging Area/Log Deck Area

· Location of copper & fiber (under window in current SO Building; extends uphill)

· Cutting & Patching (asphalt) locations

· Current SO Building (interior utilities)

· Copper & Fiber – communication room (50 Pair)

· Conduit between buildings is not empty

· Heritage Site Concerns

· Site has been surveyed during the NEPA process

· No anticipated issues

· Should something be located, Contractor must stop work and report to the COR (See clause I-13 for details)

· Fenced Parking Area (will require earthwork)

· Annex Building locations/general layout

· Basements accessed and reviewed for demo purposes

· Fiber box from Annex 1 to Annex 2 highlighted

· Green flags signify sewer system

· Green flag outside of Annex 2 (manhole) signifies sewer system

· Irrigation system/lines can be torn out (system is not currently operational)

· Communication Lines between Annex Buildings

· Framing – joists with metal beam

· Existing offices – recycling of concrete & other materials is necessary

· The government shall coordinate/move of all materials/supplies out of the Annex Buildings prior to relocation under a separate contract; approximately 28 employees currently use the Annex Buildings

· Annex 1 – electrical panel, HVAC, kitchen vs. computers, lights: additional power was brought in and split within the interior

· Annex 2 – Review HVAC system/electrical panel (power goes to pole)

· Viewed site to which Annexes shall be relocated –

· Basements will be finished, open spaces

· No modular furniture required

· Contractor will be required to coordinate temporary power with the local utility company and pay for service

· City sewer connection between Annex 1 and Annex 2 was viewed

· New foundations were designed with daylight basements

· New access road from Hwy 12 to the new Supervisor’s Office located shall be constructed outside of the current dumpster location and extend uphill as shown on the plans

· Trees to be removed shall be cruised and marked by government personnel prior to harvest

· Trees will be flagged

· Contractor must restrict construction of equipment from operating within the driplines of existing leave trees to protect the root systems

NOTE: Contractor questions must be submitted in writing to Karen Ruklic, Contract Specialist: karen.ruklic@usda.gov.