Turkey Fork Lake Spillway Project Pre-Bid Notes.pdf

Turkey Fork Lake Spillway Project – Solicitation # 12444221Q0014

On Wednesday, April 14, 2021 a pre-bid meeting was conducted on site at Turkey Fork Lake Recreation Area at 1000. Approximately 7 contractors were in attendance. Due to impending weather the meeting was conducted quickly. Contractors were informed that the purpose of the Pre-Bid meeting was to make sure everyone saw the site in person and did not rely solely on photographs for bidding purposes. The floor was open for questions. Questions were not recorded word for word, but the responses are recorded below in no particular order.

• The new deadline for offer submission is APRIL 19, 2021 by 3:00pm CDT. A contractor at the meeting spoke that the deadline was April 30th.

• Offer submission will consist of a technical proposal as well as your bid pricing. The original solicitation, amendments, and additional documents included one the solicitation website should be signed and returned as part of your bid package. Solicitation documents should be read thoroughly and sections requiring boxes to be checked or initialed should be completed as well. Submission packages should be sent to Cynthia Granderson

• Pricing submission for this solicitation is the Schedule of Items table located on page 3 of the solicitation. Contractors should be aware that quantities listed are not accurate but will be used for price evaluation. Pricing for this project is NOT lump sum.

• It was requested that if a contractor had an estimate of updated quantities needed for the project to put them as part of the technical proposal. Including information on additional quantities is not required but will help with securing additional funding for the contract in a timely fashion.

• Definitions for AQ and CQ were defined as Actual Quantities and Contract Quantities. Actual Quantities will be paid for fill material and rip rap. Gravel tickets and weight tickets will be collected for those line items. Contract Quantities will be paid by the quantity shown in the Schedule of Items. More information on Unit of Measurement can be found in Section 109 of the FP-14 Spec Book.

• Project will be completed utilizing the FP-14 Standard Specifications for Construction of Roads and Bridges on Federal Highway Projects, the Forest Service Supplemental Specifications and any requirements outlined in the USACOE Permit for this project.

• An online copy of the FP-14 Specifications can be found at https://highways.dot.gov/federal-lands/specs

• Forest Service Supplemental Specifications included on the solicitation website supersedes the

FP-14.

• Line items listed on the Schedule of Items corresponds to a section of the FP-14 Spec Book.

Completion of those line items should be completed in accordance with those specifications as well as the FS Supplementals and USACOE Permit.

• Storage of materials and equipment is allowed at the boat ramp parking lot. The COR will designate an area when work begins. Materials can also be stored at the project site if room is available. COR should approve any stock-piled site prior to delivery.

https://highways.dot.gov/federal-lands/specs https://highways.dot.gov/federal-lands/specs

• NOTE: Not addressed at the meeting – stock-piled materials are not available for payment until they are placed in their final location in accordance with the drawings. The government is not responsible for stock-piled material.

• Contractors are to use caution when off-loading equipment onto the asphalt road. Non-wheeled equipment shall not be operated on the asphalt.

• Seeding requirement are on page 4 of the solicitation. Mulching is not required.

Seeding/Fertilizing is required. Areas of ground disturbance by equipment shall also be seeded.

• Cutting of trees will be permitted AFTER a qualified person from the FS timber department has went out and evaluated and marked trees that can be cut. No timber is to be removed. Cut trees can be placed in the wooded area adjacent to the project area.

• Solicitation mentions the Period of Performance is June to July 2021. Due to lake conditions and water flowing out of the spillway this project will not begin until around late August. Once the contract has been awarded the FS will start to lower the lake so that by August conditions will be favorable for work to begin.

• The Contractor may choose to assign one or more contractor representative for the project. This person will have the authority to act and answer questions on the behalf of the Contractor. The Contractor Rep is not required to be on-site at all times, but should be able to be reached by phone or in person within a reasonable amount of time.

• NOTE: Not mentioned at the meeting – Performance Payment Bonds FAR clause is highlighted in the solicitation documents. Questions regarding FAR clauses should be directed to the CO, Cynthia Granderson.

Contractors are encouraged to email any additional questions and an answer will be sent to Cynthia Granderson for disbursement.

Turkey Fork Lake Spillway Project – Solicitation # 12444221Q0014