12445121R0016 Bolar Mtn WWTP-PreBid-QuestionMatrix-20210813v04.doc

COMMENTS MATRIX FOR USDA-FS ISSUANCES: 12445121R0016 BOLAR MTN WWRP RENOVATIONS

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1-30

Amendment 0001

See Amendment 0001 for Technical Questions/Answers 1-30 See Amendment 0001 for Revised Drawings Resolution: Posted to Sam.gov on 06-22-2021. ACKNOWLEDGEMENT ON SF1442 IS REQUIRED!

Amendment 0002

See Amendment 0002 for Proposal Submittal Extension

Resolution: Posted to Sam.gov on 07-26-2021. ACKNOWLEDGEMENT ON SF1442 IS REQUIRED!

Amendment 0003

See Amendment 0003 for Solicitation Revisions Resolution: Posted to Sam.gov on 07-29-2021. ACKNOWLEDGEMENT ON SF1442 IS REQUIRED!

Amendment 0004

See Amendment 0004 for State of Virginia Licensing Provisions

Resolution: Posted to Sam.gov on 08-06-2021. ACKNOWLEDGEMENT ON SF1442 IS REQUIRED!

Section L Section M

Bidder Comment: What items are required to submit with the bid? For example bid bonds, etc.

Resolution: Instructions for submission are listed in the solicitation. Section M Evaluation Factors for Award provides additional instructions for proposal submissions that will be evaluated as part of the evaluation. Sections L Instructions, Conditions, and noticed to Offers or Respondents. Updated information provided in Amendment 0003.

Option 1

000001-3

Section B.1 Sec C1.7 B

Bidder Comment: Is video inspection on the gravity sewer line for each phase or option? Or is the video inspection for the entire project? Does that include new line?

Resolution: Video inspection is listed in the schedule of items as Option 001 item 330130-A1. Video inspection consists of cleaning and videoing all existing gravity lines and all fore mains, manholes, septic tanks and lift stations. The requirement is for the entire project. It does not include newly installed line. Additional clarification provided in Amendment 0001 Question 23.

Bidder Comment: What is the intent of the video inspection? Could there be scope deduction?

Resolution: Upon the inspection results of sewer line, manholes, and lift stations the scope of work may be adjusted from total replacement of the wastewater systems in existing recreation facilities to partial replacement of those sections of the existing system that have deficiencies.

Bidder Comment: For areas using the existing sections, what is the scope?

Resolution: It is generally unknown what condition the existing sewer line, manhole, and lift station components are in. Scope of work that may be added to repair deficiencies may include, but are not limited to, potholing and small section line repair, cured in place pipe (CIPP), slip lining, pipe bursting, measures to eliminate infiltration and inflow such as manhole or lift station grouting, and lift station refurbishment including lining, new pumps, piping, floats, controls, and electrical. These items will be addressed through modification if and when encountered.

Bidder Comment: Who is the electric utility company? AEP?

Resolution: Contractor is responsible for locating and preventing damage to known utilities. Onsite walk through on existing meters listed BARC as the electric utility company.

Bidder Comment: Who is responsible for marking the owner owned and operated utilities?

Resolution: Contractor shall be responsible for locating and preventing damage to known utilities. If damage occurs, repair utility at no additional expense to the Government. Contractor shall call 811 prior to excavation. Contractor shall locate other utilities through the use of a private locating service.

Bidder Comment: How are bid proposals to be submitted, through a portal or email?

Resolution: Instructions for submission are listed in the solicitation. Section M Evaluation Factors for Award provides additional instructions for proposal submissions that will be evaluated as part of the evaluation. Sections L Instructions, Conditions, and noticed to Offers or Respondents. Updated information provided in Amendment 0003.

Bidder Comment: How does this system currently operate?

Resolution: The system consists of four (4) camping loops, Sugar Ridge and three (3) camping loops. All systems gravity feed to several pump stations, assumed to be 6” from historical drawings, and pumped via force main, assume 4” from historical drawings to the WWTP located approximately 1.5 miles from Sugar Ridge. The sewage collection system is a combination of raw sewage and effluent. The system was originally built by the USACE in the 1970s, no significant upgrades or repairs to the collection system or treatment plant have been completed since its original construction.

Bidder Comment: Is overnight camping allowed at Sugar Ridge?

Resolution: Overnight camping will be allowed at Sugar Ridge Campground but depending on construction and weather conditions water, and dump station may not be available. Electric is available onsite. If restroom facilities are not available contractor shall be responsible to provide portable toilets. Other possibilities for camping may exist at Mill Hill Campground.

Bidder Comment: Is Sugar Ridge currently open to the public?

Resolution: Sugar Ridge is not currently open to the public. Sugar Ridge Campground is the designated staging area and staging of materials and housing shall be at locations agreed upon by the CO.

Bidder Comment: What utilities are onsite?

Resolution: The water system is a well-fed gravity system with a tank owned and operated by the USDA FS. The water line location is largely unknown, historical records indicate it may run along the north side of Twin Ridge Road, but may cross at various locations. The wastewater system is a combination gravity and force main system with septic tanks and pump stations owned and operated by the USDA FS. The electric system is owned and operated by a utility company. The phone line is owned and operated by a utility company. Contractor shall be responsible for locating and preventing damage to known utilities.

Bidder Comment: Are we clearing and grubbing the Dripfield/Reserve (Drainfield Area) or the entire Nitrogen Management Area?

Resolution: Drawing Sheet 5/17 notes 5 & 6 state “trees should be removed from the installed drainfield area. Trees with water loving roots (maples) should be removed to at least 10ft+ from the installed drainfield area. Clearing is required for the area identified on Drawing Sheet 1/17 as the “Dripfield/Reserve Area.” Clearing requirements are specified for project in Part 3 of Specification 311000 and are different for non-dripfield and dripfield locations.

Bidder Comment: How are we handling timber? Are we required to grind stumps? Are we required to haul slash?

Resolution: Clearing and grubbing is specified for project in Part 3 of Specification 311000. Timber larger than 4’ shall be cut to firewood length and decked at a location within 3 miles of the construction site in a location designated by the CO; slash shall be chipped.

Non-dripfield locations: All trees, brush, shrubs, stumps, roots, and other vegetative material and debris within the designated clearing limits, shall be cleared, grubbed, removed, and disposed;

Dripfield location: All trees, brush, shrubs, within the designated clearing limits, shall be cleared, removed, and disposed of except the following condition:

Stumps, roots, and other vegetative material and debris shall not be grubbed. Stumps larger than 4-inches in diameter shall be ground to the surface and stumps smaller than 4-inches may be cut to 6 inches or lower than above grade and left in place.

All waste will hauled to a designated location within 3 miles of the construction site in a location designated by the CO. Trees can only be cut down from April 1st to November 14th. Any exemptions outside of this period for any trees identified to be removed would require USDA FS environmental review and approval.

Bidder Comment: Are we required to protect and hand dig tree roots for utility line excavation?

Resolution: Trenches for Water, Sewer, Electrical Lines, and other Underground Utilities - If no reference is made elsewhere, a clearing of 10 feet on each side of centerline will be allowed. There are no additional requirements to regarding tree roots within the clearing limits.

Bidder Comment: What is the intent of the location of the new sewer lines?

Resolution: The intent is to follow the existing sewer lines as much as possible.

010250-2 010250-2 Sec 3.2 A.1 Sec 3.2 A.2

Bidder Comment: There is a significant ravine within the topography of the contract work. How does the new sewer line traverse the ravine?

Resolution: The existing sewer line is shown on the historical drawings as following the ravine, but verified field location is unknown. Sewer line & other utilities, field design by contractor. Sewer line, & other utilities shall be staked at the general locations as shown on the drawings and as approved by the Contracting Officer. Sewer line elevations shall be accurately staked to provide for drainage, grade, and minimum burial depth as indicated on the Drawings. Grade stakes shall be established as necessary to provide the control for the construction work. All survey and layout must be approved by the CO prior to construction.

017320-4 Amd 0001 Sec 3.6 Question 24

Bidder Comment: How are existing tanks, pump stations and manholes to be abandoned?

Resolution: Existing tanks with sewage shall be pumped and disposed in accordance with State of Virginia regulations. Existing concrete manhole and tanks shall be completely removed or broken into pieces less than 2’ in maximum length and buried with no material within 1-foot of the finished grade. Piping to manholes and tanks shall be cut-off and grouted closed. Additional clarification Amendment 0001 clarifies typical is abandon in place with the exception where new infrastructure will be going in the same place as the existing infrastructure that will necessitate complete removal.

010250-2

Drawing Sec 3.2 A.1

Sheet 1/17

Bidder Comment: Does the new sewer line from the Beach Bathhouse to the pump station cross the parking lot?

Resolution: Sewer line, & other utilities shall be staked at the general locations as shown on the drawings and as approved by the Contracting Officer. Drawing indicates new sewer line is outside of asphalt parking lot area.

Bidder Comment: Is the contractor responsible for clearing and grubbing?

Resolution: Yes, the contractor is responsible for clearing and grubbing. Clearing and Grubbing is considered incidental to other items of work shown in the Schedule of Items.

Bidder Comment: Is there a trench detail?

Resolution: Yes, please see Amendment 0001 for Asphalt Pavement Open Cut Trench Detail.

Bidder Comment: What happens if rock is encountered during excavation?

Resolution: Unclassified Excavation: Excavation to subgrade elevations will be considered unclassified as to materials and shall include all materials which are encountered in the required excavation except for rock excavation which is defined below. When rock excavation is encountered this shall be considered a changed condition and pricing for removal will be agreed upon in a modification.

Rock Excavation: Removal and disposal of solid, homogenous, interlocking crystalline material with firmly cemented, laminated, or foliated masses or conglomerate deposits that cannot be excavated with a late-model, track-mounted hydraulic excavator; equipped with a 24-inch wide, short-tip-radius rock bucket; rated at not less than 138 hp flywheel power with bucket-curling force of not less than 28,090 lbf and stick-crowd force of not less than 19,000 lbf; measured according to SAE J-1179 .

Bidder Comment: The solicitation provides a utility crossing detail and asphalt trench detail. Are quantities identified in the solicitation?

Resolution: Utility crossing detail quantities are not identified in the solicitation. Drawing Sheet 1/17 indicates potential road crossings.

Bidder Comment: Is all of the sewer line installation open cut trenching?

Resolution: Yes.

221300-3 000001-3 Sec 1.5 A.3

Sec C 1.7 A

Bidder Comment: Is it the expectation that the existing system will operate concurrently with the installation of the new system?

Resolution: Yes, the existing system is to run concurrently depending on the exercised options. Base bid option is to install the complete wastewater treatment plant system and connect the existing Sugar Ridge Campground loop collection system into the new wastewater treatment facility.

260500-1 260500-2

Amd 0001 Sec 1.2 B Sec 3.1 F

Question 9

Bidder Comment: Is the contractor responsible for installing new electric services?

Resolution: The contractor is responsible for the coordination, design and installation of the electrical system.

Bidder Comment: Who is responsible for the erosion and sediment control plan? Is that a local or state submission requirement?

Resolution: The contractor is responsible for the erosion and sediment control plan including all other local, state and federal permitting required to complete the work.

022220-2 329204-1 Sec 3.2 Sec 3.2 A

Bidder Comment: Commercial topsoil is specified, is that what you want?

Resolution: Commercial topsoil is specified for the designated drip field area. Topsoil removed from excavated areas shall be reused on those areas from which it came after backfilling and embankment construction is complete.

Bidder Comment: No access road is identified on the plans to the new wastewater treatment system. Does the USDA FS want a road?

Resolution: No access road is identified on the drawings. The contractor is responsible to restore disturbed areas to their original conditions.

024100-1 024102-1 Sec 3.2 Sec 3.2 C

Bidder Comment: How is disposal for the WWTP being handled?

Resolution: All demolition materials, garbage, and other refuse generated shall be removed from the project site and legally disposed off Government property in an approved landfill. The contractor is responsible for all costs and permits associated with landfill disposal. The Government is not responsible for waste material upon its departure from the project site.

Concrete wastewater tanks shall be disposed of in accordance with State guidelines including pumping prior to demolition.

Bidder Comment: Is there any known lead or asbestos at the treatment plant?

Resolution: There is no lead or asbestos identified at the wastewater treatment plant. Immediately stop work that affects the potential lead or asbestos containing material and notify the CO. The USDA FS is in the process of obtaining lead and asbestos inspection on structures slated for demolition. The report will be available post award.

Bidder Comment: Is this solicitation Design Bid?

Resolution: No. This acquisition will use FAR Part 15 – Contract by Negotiation, more specifically FAR 15.101-2, Best Value, Lowest Price Technically Acceptable (LPTA) Source Selection process.

Bidder Comment: If nearby onsite electric service is determined to be insufficient or not functional and has to be pulled from another location, who is responsible?

Resolution: This could be considered a changed condition and pricing will be agreed upon in a modification. Do not proceed with any work prior to an agreement on pricing with the Contracting Officer.

Bidder Comment: Why was the bid delayed?

Resolution: The proposal submittal window was extended due to no proposals being received. Additional clarifications were provided in Amendments 0003 and 0004.

Bidder Comment: Is there an expectation to award the contractor before September 30? What is the proposal due date?

Resolution: Yes, proposal due date was extended to August 20, 2021 at 1300hrs ET per Amendment 0003.

Amd 0001

Amd 0001 Question 16

Question 26

Bidder Comment: Are there any manholes being installed?

Resolution: No, cleanouts are required within 5ft of the building and at every change of direction between the building and septic tank. In general, the connections are to be made within 5ft of the existing buildings and infrastructure. The Contracting Officer may allow connections that are farther away depending on certain conditions such as wanting to keep a manhole in line or for ease of connection.

Bidder Comment: The lower toilet building is slated for demolition. Is the pump station being relocated? Is the building demolition in the contract?

Resolution: Yes, the lower pump station will be field relocated closer to the Sugar Ridge Shower/Restroom as approved by the CO. The building demolition is not including in this solicitation.

260500-1

260500-2

Sec 1.2 B

Sec 3.1 F

Bidder Comment: Can the government please provide any information regarding the existing electrical systems near the existing pumping stations.

Resolution: USDA FS does not have any information on the existing electrical systems near the pump stations. The Drawings do not provide any detail on how the new loads are to be connected to the existing electrical service, or new service, if required. Contractor shall be responsible for the electrical system design and installation of that design.

There appear to be high voltage electrical pad mounted transformers and BARC electric meters typically within a maximum 100lf for all pump stations and 300lf for the wastewater treatment plant locations. Photos of pad transformers and meters near existing equipment included.

Bidder Comment: Please confirm that the government would like the contractors to include costs for the design of Erosion and Sediment control as well as Storm Water Prevention Plan that are to be submitted to VA DEQ.

Resolution:Yes

Bidder Comment: Can the government please provide any existing permits that may be currently on file with VA DEQ for the Bolar Mountain Recreation Area as well as the George Washington/Jefferson National Forest.

Resolution: Permits are attached to the solicitation in sam.gov

13300-3 Sched B Sec F Sec 2.1 D

Bidder Comment: Due to the nature of this project, the contractor will be responsible for the design and submission of multiple permits with VA DEQ and therefore could experience schedule durations outside of normal construction activities. Can the government please confirm that the PoP for onsite construction work does not include the currently unknown time associated with permitting this project.

Resolution: The design and submission of all permits is included in the 310 calendar days period of performance. Contractor should provide a construction schedule for approval by the CO. Any changes, impacts or delays to the contract schedule should be submitted in writing for approval by the CO.

Bidder Comment: During the site walk it was discussed that there is the potential for multiple crossings of existing utilities. To keep all bids consistent and fair, it is requested that the government provide the number of crossings that can be assumed for the bid.

Resolution: Utility crossing detail quantities are not identified in the solicitation. Historical records indicate potential multiple utility crossings. Potentially a minimum of 12 water/sewer, all others unknown.

Drawing Sheet 1/17 indicates potential road crossings, a minimum of 11, Road crossings under Twin Ridge Drive must be sleeved similar to bid item 221300-11.

Bidder Comment: Please confirm which of the listed Key Personnel are required to be on site daily.

Resolution: Contractor must provide at a minimum Contractor’s Representative onsite that has complete authority to act on behalf of Contractor on all matters pertaining to the work including giving instructions and making changes in the work and any licensed individuals in performance of the work as required by the Commonwealth of VA.

Professionals (WWWOOSSP Board) licensed Onsite Sewage System Installer

Site Superintendent (can also serve as the Contractor’s Representative) All other persons identified in the solicitation as key personnel shall be assigned to this contract and must be available and responsive to government requests and satisfying the requirements of the contract including but not limited to meetings, site visits, phone calls, safety, etc.

Section 3.6 A

Bidder Comment: Please confirm the government’s intent for the As-Builts in regards to final product. Since the current IFC’s do not contain profiles or layout table is it the contractor’s responsibility to create as part of the As-Built Submission.

Resolution: The contractor will maintain a set of onsite contract drawings depicting as built conditions regularly maintained and available for review by the government.

At the completion of the contract work, the contractor shall submit a complete set of electronic AutoCAD drawings incorporating the as-built information and survey referenced conditions of the newly constructed and items abandoned in place. Profiles or a layout table are not required, but As-Built and Record Drawings should include at a minim depths, sizes, layout and other pertinent information for record for future maintenance, operation and construction activities.

Section 3.6 A

Bidder Comment: Spec Section 014100-3.6 Record Drawings states that AutoCAD drawings of As-Builts are to be submitted at completion. Please confirm if these As-Builts are to be stamped by a license engineer.

Resolution: Asbuilts and Record Drawing are not required to be stamped required to be stamped by a licensed engineer.

Drawing

221300-16 Sheet 5/17

Sec 3.15 A

Bidder Comment: Please confirm if any coordination with Engineer John Burleson is to be through the government or if the intent is to enlist (hire) John Burleson as the licensed engineer for the completion of the project.

Resolution: Contractor shall provide inspection oversight by a Professional Engineer(PE)/or Onsite Soil Evaluator (OSE) approved by the State of Virginia and approved by Virginia Department of Health. This individual shall provide a final inspection report and completion statement to the State ensuring that the system may become operational.

John Burleson is the engineer of record/designer of the system. The contractor may choose to work with the engineer of record, but is not required.

Bidder Comment: Based on the proposal requirements, it is requested that the government extend the bid due date by at least 2 weeks based on the requirements for proposals and the technical writing associated with this submission.

Resolution: Yes. The new Deadline will be 8/31/2021

INSTRUCTIONS FOR COMPLETING SD FORM 818

Coordinating OSD Component: Use this form to provide consolidated critical and substantive comments to the OSD Component that originated the issuance. Complete the classification header and footer, columns 1 through 5, and the first two entries in column 6. REVIEW THE COMMENTS, resolve any conflicting views, AND CONFIRM THAT THE COMPLETED MATRIX ACCURATELY REPRESENTS YOUR COMPONENT’S POSITIOn. Upload the form to the DoD Directives Program Portal in microsoft word format, with a scanned copy of the sign SD Form 106, “DoD Directives Program Coordination Record,” or coordination memorandum.

Originating OSD Component: Use this form to consolidate comments from all coordinators and to record adjudication of the comments. (To add comments from an SD 818 submitted by a coordinator, use the “Copy” and “Paste” tools on the Microsoft Word Standard Toolbar.) When consolidating comments, place them in the order of the pages/paragraphs they apply to (e.g., all comments from all coordinators that apply to page 1, paragraph 1.a., should be grouped together as the initial entries; all comments that apply to page 1, paragraph 1.b., should be grouped together next, and so on). Complete column 7 and the third entry in column 6. Adjust the classification header and footer and columns 1 and 2 as appropriate.

Classification – Enter the highest classification of the comments. If all are unclassified, mark the header and footer accordingly and ignore the column.

Column 1 – Enter the number of the comment. Enter comments in the order of the pages/paragraphs they apply to.

Column 2 – Enter the classification of the comment. If all comments are unclassified, mark the header and footer accordingly and ignore the column.

Column 3 – Enter the appropriate information.

Column 4 – Enter the appropriate information.

Column 5 – Enter the appropriate information.

Column 6 – Enter the comment type. Place only one comment per row. Do not include administrative comments concerning non-substantive aspects of an issuance, such as dates of references, organizational symbols, and/or grammatical errors.

(C) Critical: When a Component has one or more critical comments, that Component’s coordination shall reflect a nonconcur. THE JUSTIFICATION FOR CRITICAL COMMENTS MUST IDENTIFY:

– Violations of the law or contradictions of Executive Branch policy or of policy established in DoD issuances. The GC, DoD, or his or her representative shall identify legal objections as critical comments.

– Unnecessary risks to safety, life, limb, or DoD materiel; waste or abuse of DoD appropriations; or imposition of an unreasonable burden on a Component’s resources.

(S) Substantive: Substantive comments are made when a section in the issuance appears to be or is potentially unnecessary, incorrect, misleading, confusing, or inconsistent with other sections, or when a Component disagrees with the proposed responsibilities, requirements, and/or procedures. A substantive comment is usually not sufficient justification for a Component to nonconcur on an issuance. Several substantive comments when taken together may be grounds for a nonconcurrence.

Column 7 – Coordinating Component: Enter the comment in the area provided. Enter your justification for the comment and your requested or recommended changes in the area provided. YOU MUST PROVIDE CONVINCING SUPPORT FOR CRITICAL COMMENTS IN THE JUSTIFICATION.

– Originating Component: Enter your justification for disposition of the comment in the area provided. Include any related communications with the coordinating Component. You must provide convincing support for rejecting critical comments.

Column 8 – Enter whether you accepted (A), rejected (R), or partially accepted (P) the comment. Your justification for disposition of the comment in column 6 must be consistent with this entry.

PAGE

SD FORM 818, JAN 09

PREVIOUS EDITION IS OBSOLETE