C._Final_Prebid_Notes.pdf

Caring for the Land and Serving People Printed on Recycled Paper

AfLogo Department Name Agency Organization 1 Organization 2

United States Department of Agriculture

Forest Service

R6 Contracting East Deschutes National Forest Malheur National Forest Ochoco National Forest Umatilla National Forest Wallowa-Whitman National Forest

Wallowa-Whitman National Forest Acquisition Management 1550 Dewey Ave. Suite A Baker City, Or 97814

File Code: 6320 Date: October 10, 2018

Subject:

Attendees:

Mason Dam Boat Ramp Improvement Project Pre-Bid Meeting Notes

Sid Johnson & Co- Mark Johnson Gyllenberg Construction-Ron Forrester HP Civil- Rhett Stanley Suwatok Construction- Joel Zeni Dave Plummer, COR, USFS Richard Mills, Inspector, USFS Bryce Kamerdula, Contracting Officer, USFS

Notes:

Administrative

• Project is 100% set-aside for small business

• Proposals are required (not quotes) o NO fax or emails accepted for submittal of proposals o Project is 100% set-aside for small business

• Price Range is $250,000-$500,000

• Project is designed and funded by Oregon State Marine Board; administered entirely by

USFS

• Bio-based/Bio-preferred material use is highly encouraged o Use may also be documented/recorded in SAM

• Period of Performance: ending December 15, 2018 o Cold Weather/Winter conditions should be expected

• Inspection of Construction: Contractor required to continue working to specification regardless of the absence or presence of the COR

• Submittals are required for contract work, and are described within the solicitation

• Product Substitution: NO substitutions will be accepted until after award

• Government Furnished Material: all mineral/concrete materials are expected from local, commercial sources

• Insurance: general liability, workman’s comp coverage may be submitted with bonding

• Traffic Control: Road to project is a FS road and may be closed for the duration of the project.

• Use of adjacent outhouse: contractor may use, but will be required to pump it out prior to completion of the project.

• No permits are expected to be needed; ACOE/DSL exemptions have been obtained by the FS

• Electronic Systems:

o Contractors required to be registered in SAM to be able to bid on contract o Invoices must be submitted through IPP (review with COR prior to submitting) o Awardee is required to be entered into CPARS

• Any changes involving price or time will be required to go through CO o Minor changes “not” involving time or price will generally be covered under work orders, otherwise, a modification will be required under the “Changes” clause

• Contractors need to be registered and current in SAM

• Bid Guarantee: required with the contractor’s submittal of proposal o Amount of Guarantee = 20% of bid amount o Guarantee will be returned to unsuccessful bidders o Awardee’s guarantee will be kept by the government until the bonds are received

• Performance and Payment bonds are required covering 100% of the contract amount, including all work items

• Payments: progress payments within 14 days, final payment within 30 days (turnaround has been shorter accelerated payments to small business)

• Differing Site Conditions: notify USFS as soon as possible if contractor believes a differing site condition is encountered; contractors should do due-diligence in conducting a thorough site investigation

• This is a Firm, Fixed-Price contract, not time and material

• Buy American Act applies

• Davis-Bacon Act applies o Certified Payrolls are required o Wage determination is in the contract

• Section K: this section should be completed and submitted with the bid proposal (see bidders package)

• Technical Proposal: described on page 53 – contractor should READ carefully and respond thoroughly o Firms need to focus on Section L&M of solicitation for proposal submittal o Include Project Schedule, Logistics Plan, Quality Control Plan, Key Personnel, and Relevant Past Performance o As discussed in meeting emphasis on cold weather approach for concrete o If contractor has no relevant past performance, state so in the proposal

• This contract may be awarded without discussions; if negotiations are needed, they may be pursued.

Technical

• Road to the project site is expected to be closed at the junction of State Highway 7

• Project starts at the end of the lower parking lot. Excavation of the existing ramp should expect approximately 6” gravel with 3” of asphalt (AC)

• Project includes removal of concrete wall, existing AC & gravel ramp o Excavation to be to a 12” depth o Gravel excavated may be used (disposed of by spreading or road access) in the parking lot, if suitable, rather than hauled off site (determined by COR onsite) Suitability of material won’t be determined until excavation begins o Some large boulders may need to be moved to gain full access to site

• Normal sediment control measures are required, in this case – straw wattles

• Access and Placement of Concrete;

o Describe how to get trucks down to the site in contractor’s proposal (i.e., build an adjacent road to ram, build ramp in sections – lowest section 1st, etc) o Access is not restricted to one side or the other

• Reseeding is not required, but will be clarified in an upcoming amendment

• New construction of ramp:

o Design requires 2 different gradations of material, but these may be replaced with one gradation of ¾” minus for the entire depth of sub-base and base (see amendment) o Storm Water Treatment is required to be constructed at the top of the ramp to address runoff from the parking lot

• Rebar Shop Drawings are not required

• Concrete washout site will be designated on site and will depend on the type of access contractors are proposing; this will more than likely require erosion control measures o Do not wash concrete into lake o Some sort of containment system will be required o Large pieces of concrete debris will be required to be removed by contractor off

NF land

• Cold weather concrete procedures should be submitted with the proposal, including admixtures, blanketing, etc.

o Cold weather concreting approach may eliminate the 40 degree restrictions

• Concrete testing is required (ref Section 03360- 4.1 and 4.2)

• Material Certifications from local sources will be required o Concrete mix designs o Gradations for sub-base, base, and riprap rock

Question: Are contactors concerned about the aggressive schedule, cold weather, or anything else?

Answer: Biggest concern is the weather; 15% slope of ramp and snow/ice make for hazardous conditions and serious safety concerns (especially for concrete trucks). Can build access routes to make safe if needed. If unusual circumstances occur, they may be addressed through possible contract modifications, however, this should be covered under site investigation clause.

o Extension of contract may not be possible due to rising water levels of lake.

Question: How open is FS to pouring concrete in frozen conditions?

Answer: As long as gravel was dry and compacted prior to pouring, and no accumulations of ice buildup, then it is OK to pour.

Question: When will Notice to Proceed be issued?

Answer: Depends on the bids and proposals. If no negotiations are required, then a very quick turnaround for starting work is expected due to the aggressive schedule.

Question: Is there a FS pit in the area that can be used for disposal?

Answer: No.

Contracting Officer concluded the meeting stating that an amendment with the results from this meeting would be posted on FBO this week.

A casual discussion of grooving procedures took place:

o OSMB included pictures of their acceptable and unacceptable grooving operations in the design.

o A rough finish should be expected.

o FS COR will determine the acceptable/not acceptable finish during construction.

NOTE: These meeting notes have no contractual authority over the project, see amendment 01 and the solicitation for actual changes to terms and conditions.