FBO_35_Amendment_003_Attachment_2_Teleconference_Minutes.pdf

Pre-Bid Teleconference Meeting Minutes Solicitation #121A2318B0002

June 5, 2018

Location: 355 Main Street, 3rd floor conference room West Haven, Connecticut

Start time: 10:03 a.m. (EST) Teleconference adjourned at 11:15 a.m. (EST) Site visit commenced at 1:10 pm at #44 Blohm Street

LIST OF ATTENDEES: See Amendment 003

INTRODUCTION.

Refer to Pre-bid Teleconference and Site Visit Agenda, dated 06/05/2018.

Danny Mandell introduced himself as the Contracting Officer (CO) and began going over all aspects of the solicitation and contract clauses. He brought attention to page 7 of the corrected bid schedule and page 28 where an additional attachment has been added to the previous solicitation for lead characterization studies on all 5 houses. Haz-Mat survey reports have been posted as well as a revised statement of work on 6/4/2018.

CHANGES/MODIFICATIONS.

Changes to the contract must be approved by the CO. Proposed changes should be immediately brought to the attention of the Construction Inspector/Contracting Officer’s Representative for approval and recommendation to the contracting officer. A modification to the contract must be fully executed by both the contractor and the Contracting Officer before any cost for the change order item may be incurred. Failure to get an approved and fully executed modification to the contract prior to incurring cost related to the modified item(s) will not be reimbursable to the Contractor.

ACCIDENT PREVENTION

FAR Part 52.236-1 Accident Prevention FAR Part 252-4 Alterations in Contract NRCS Supplement to OSHA Parts 1910 and 1926 Construction Standards Interpretations is included and part of the Accident Prevention Clause.

The Construction Inspectors (CIs) and COR have the delegated authority to stop work due to safety violations. Only the Contracting Officer may approve commencement of work after a stop work has been issued due to safety violations and only once violations have been properly addressed and corrected.

A Red Cross approved 16 unit first aid kit must be accessible on the job site. A 3’x6’ high sign shall be posted at the edges of the work limits that reads “Construction Area, Hard Hats beyond

AMENDMENT 1 ATTACHMENT 2

Teleconference Minutes

Solicitation 121A2318B0002 Abatement, Demoliton, Preliminary Restoration - 5 Residential Easement Properties, West Haven, Connecticut this point”. Other signage requirements can be found in the solicitation package. Safety meetings with construction crew members shall be held at the beginning of each week.

COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK

FAR Part 52.211-10 Commencement, Prosecution, and Completion of Work The Contractor required to commence work within 10 calendar days after receiving the Notice to Proceed and complete the entire work within 60 calendar days to include final clean-up of the area.

Work must commence 10 days within receiving the Notice to Proceed. It shall end within 60 calendar days, by September 15th at the latest.

TIME EXTENSIONS FOR UNUSUALLY SEVERE WEATHER

FAR 52.249-70 Time Extensions for Unusually Severe Weather Coordinate with both the CI and COR, to note down weather days to be used later to request extension to the performance period. Request must be in writing and submitted to the COR, for review and approval.

Extensions may be granted due to adverse conditions. Extension request must be put into writing and directed first to the COR for approval and then to the CO to execute the contract time modification. Extension requests shall clearly justify the need for the extension.

PAYMENTS

FAR Part 52.232-5 Payments under Fixed-Price Construction Contracts FAR Part 52.232-27 Prompt Payment for Construction Contracts FAR Part 52.232-40 Providing Accelerated Payments to Small Business Subcontractors AGAR 4I-52.232.72 Other Invoicing Requirements Under Prompt Payment for Construction Contracts.

Electronic Invoicing and Payment Requirements – Invoice Processing Platform (IPP) Invoices must be submitted electronically through the United States (US) Department of Treasury’s Invoice Processing Platform (IPP)

Contractor must use the IPP website at https://www.ipp.gov, to register, access, and use IPP for submitting invoices. Contractor can call (866) 973-3131 for assistance.

All invoicing shall be done through the Invoice Processing Platform (IPP) system. Registration can be done through the website at IPP.gov. If problems are encountered, you may try calling the IPP registration helpline at (866) 973-3111.

PERFORMANCE OF WORK BY THE CONTRACTOR

FAR Part 52.236-1 Performance of Work by the Contractor

AMENDMENT 1 ATTACHMENT 2

Teleconference Minutes

Solicitation 121A2318B0002 Abatement, Demoliton, Preliminary

Contractor shall perform on the site, and with its own organization, work equivalent to at least 50 percent of the total amount of work to be performed under this contract.

Contractors are required to submit an SF-1413 within 14 days of award of contract if they plan on hiring subcontractor(s) to perform specific portions of the work.

REVIEW OF SPECIFICATIONS

Contracting Officer Representative (COR). Kristen Walker, Construction Inspectors (CI). Michael Rosado and Mario Sapia State Conservation Engineer. Arthur Ramthun

Specifications were reviewed by COR, Kristin Walker, State Conservation Engineer, Arthur Ramthun and CI, Mario Sapia. COR stated this project is funded by the floodplain easement program and the goal of this project is to protect people and create floodplain storage from future storm events in an area that was previously impacted by Hurricane Sandy. The project will achieve this goal by removing obstructions and impervious surfaces from the residential lots to improve infiltration, flood storage capacity and get residents out of harm’s way.

Removing all obstructions from the sites is imperative in achieving this result and will be the responsibility of the awarded bidder.

COR explained the roles of the CO, COR and CIs. The CO is responsible for administering the contract and is the person who oversees this project. All questions related to the contract itself and overall administration and payment thereof can be directed to Danny Mandell. Danny is out of Texas. The COR is the local representative for the CO and is responsible for being the technical point of contact. The COR can answer questions about how work should proceed, can approve modification requests for recommendation to the CO, certifies invoices for payment and oversees the overall progression of the project. The Construction inspectors are responsible for being on-site during day-to-day activities. Construction Inspectors will be taking notes, collecting waste manifests, top soil and fill manifests, and will report to the COR or CO if the project specifications are not being met. Construction Inspectors can stop work if safety violations are addressed such as contractors not wearing proper PPE or if safety fencing is not in place or adequate. The CO must grant permission to restart operations once safety violations have been addressed and corrective.

In general, this project is aiming at a particular result and it will be up to the contractor to determine the methods and means to achieve that result, as long as he/she does not violate safety standards and follows the prescribed statement of work and specifications package.

Construction Inspectors may provide suggestions and insight into how to achieve a particular result, but ultimately it will be up to the contractor to complete the work within the set parameters.

COR emphasized safety on the job site, hardhats are required at all times, CIs and COR may shut down the job site for failure to wear hard hat or other PPE including close toed work boots.

Hardhats need to be worn inside construction equipment as well.

AMENDMENT 1 ATTACHMENT 2

Teleconference Minutes

Solicitation 121A2318B0002 Abatement, Demoliton, Preliminary

COR highlighted topsoil and earthfill requirements, that all fill/soil brought onto the job site will need to meet EPA standards for GB groundwater basin and RES-DEC standards and that acquiring a top soil source early on is highly recommended. All earthfill and topsoil brought to the job site will need to be approved by the COR prior to acceptance of delivery and will need to be analyzed according to specification 23, earthfill. Lead characterization studies were recently added to the statement of work and will need to be completed prior to demolition to determine if further lead abatement is needed for each residence.

State Conservation Engineer, Arthur Ramthun, mentioned staying within the work limits of the property lines. The properties are in residential neighborhoods and any disturbance to a neighboring property will need to be repaired immediately. Work limits will be established if they are not already clearly delineated with easement sign posts and/or boundary survey iron pins.

Eileen Krugel, City of West Haven, mentioned that the previous demolition was able to utilize some water from the City of West Haven Water Treatment Plant, but that would have to be arranged with the west haven Municipal Waste Water division.

CI, Mario Sapia brought up the necessity to alert Call Before you Dig (811) to locate all buried utilities and we would need to see the ticket prior to digging. He also mentioned safety fence requirements around basements and other excavated pits. He emphasized compaction effort for the basements, that it would be completed in 8” lifts with appropriate equipment (hand tamper or roller preferred). He also mentioned clean up of track out by construction equipment on streets and sidewalk (daily) and dust control measures will need to be in place.

Erosion protection shall be put in place where needed on bare soils. A safety plan and quality control plan will need to be submitted to the COR for approval prior to commencing construction.

AMENDMENT 1 ATTACHMENT 2

Teleconference Minutes

Solicitation 121A2318B0002 Abatement, Demoliton, Preliminary Restoration - 5 Residential Easement Properties, West Haven, Connecticut

Asbestos Abatement or hazardous material removal is the responsibility of the contractor. Whether you sub this out or not—well, just check the specs that you have what’s needed in order to perform the task yourself or you’ll have to figure out a sub-contractor. I can’t remember if it is done by a licensed asbestos contractor—should be in the statement of work or specs but I would think I put that in there.

There is asbestos in each of the homes to either small or major degree. The reports can shed light on quantities, amounts and locations for you to base your estimate on. I can’t give you a percentage of what will be asbestos/lead paint abatement costs. That’s up to you. In terms of the lead paint potential abatement—this will likely be an optional item based on whether or not the house hits for lead. They all have lead paint in their exteriors and interiors—the report goes over which surfaces have it. You can go ahead and estimate lead paint abatement as an optional bid item and just assume each house will hit for lead to make things simple. It will be a conservative estimate.