Condensed_minutes,_Q&A,_27Feb18.docx

RFQ# 1232SD18Q0005

Replace Barn Roof, El Reno, OK Remove and Replace Roof to Riding Barn Minutes to First Site Visit, Feb 27, 2018

The pre-bid site visit convened at the USDA ARS Grazinglands Research Laboratory (GRL) in the first floor conference room of the administration building (BD01). Attendees signed in. Wendy Leimbach, Admin. Support Asst., called the meeting to order at 9:05 a.m. CST. Leimbach handed out an agenda.

The following items were addressed:

· GRL staff in attendance included: Clendon Tucker, Wendy Leimbach, and Troy Gibbens. Troy Gibbens will serve as the location site monitor for the project

· Louise Snitz is the contracting officer and is in California which is Pacific Standard Time (2 hours behind Oklahoma). Louise is the only person authorized to make changes to the SOW.

· The SOW/Clauses were briefly reviewed.

· Potential bidders were encouraged to read the SOW and clauses. The clauses will be government construction clauses.

· It was noted this is a Total Small Business set-aside solicitation/contract.

· The government is providing replacement roof panels, ridge caps and hardware.

· The agenda states the “Successful bidder/contractor must provide 192 LF Rake Edge of comparable color” and “Provide manufacturer and color or proposed rake edge with offer. It was noted the agenda should also state that the successful bidder/contractor is required to provide an estimated 500 LF of decking per the SOW.

· Davis Bacon Wage Rates apply

· Weekly certified payrolls are required once work begins.

· Offer requirements were reviewed.

· Due no later than 5:00 p.m. (PST), Friday, Mar. 9, 2018.

· Must be submitted to Louise Snitz at louise.snitz@ars.usda.gov or USDA, ARS, WBSC, ATTN: L.Snitz 800 Buchanan Street Albany, CA

· Attendees proceeded to the site.

Further discussion and Q&As:

· Clendon Tucker pointed out a vent pipe that runs up through the roof. It does not serve a purpose. The vent pipe will need to be cut off and or taken down so that the roof panels cover the entire surface of the roof.

· He also pointed out the NW corner of the barn where an estimated 500 LF of contractor-provided decking will be required.

Q: What if more decking was required?

A: If there is unknown /unseen damage, the contract may be modified, but that Louise Snitz was the only person authorized to modify the contract.

Q: DId any additional decking require removal?.

A: Just the roof was to be removed and replaced. Good decking should be left in place and not removed.

Q: Concerning the area to be covered by the rake edge… A: The rake edge was to cover the fascia board on the East and West sides of the barn.

Q: Did the Government require a particular fastening pattern?

A: The roof should be installed according to industry standards, and that we did not require a particular fastening pattern.

Q: Is lap sealant is required?

A: No