Attachment 6 - Sherwood Phase 2 Pre-Bid Q and As.pdf

Attachment 6

Lake Sherwood Phase 2 Pre-Bid Q+As

General

Who is the current (as of 2/16/23) COR and CO for this project?

o CO – Christopher Malley Christopher.Malley@usda.gov o COR – Kendre DiPietro Kendre.DiPietro@usda.gov o The CO and COR may change during the contract.

Who do I give questions to?

o Kendre DiPietro and Christopher Malley o Answers will be sent to all bidders.

Timesheet Comment:

o Davis-Bacon Act does apply, and certified timesheets are required as applicable.

Scope o Several main project items listed as Items 1 through 6 on Drawing Sheet No. 5 are the base scope o Option items 1 and 2, Items 7 through 12, on Drawing Sheet No. 5 may or may not be done based on funding available and total cost.

o All items must be bid, See B.2 Schedule Notes c), pg. 6

Equipment brought to site o Equipment must be cleaned and approved by the government before it is unloaded at the site, per contract requirements.

Can the contractor keep possession of demolished materials?

o The demolished materials shall be disposed of in a legal manner.

Was the pre-bid mandatory or optional?

o The pre bid was optional.

What is the deadline on questions?

o Try to get questions in 3 days before the solicitation end date. Questions must be processed by the CO and COR prior to a reply to all bidders.

o Should questions come up past that date, the bidder should still submit the question and if necessary, may request an extension of the solicitation period. Any extension would have to be approved by the CO.

Can site visits be scheduled for those wishing to visit the site prior to the end of the solicitation period?

o The sites are open to public foot traffic, if contractors wish to walk to the buildings from the open roads they are welcome to do so.

o No additional individual site meetings will be held with contractors.

Will the Pre-bid Site Visit sign in sheet be provided?

o Pre-Bid Site Visit sign-in sheet is posted to SAM

Schedule

What is the anticipated work schedule for this project?

o The work is to take place while the campground is closed from Mid-September – March.

See contract documents for requirements.

o There may be flexibility in the Period of Performance due to issues with getting the buildings, issues with access, or weather delays.

o Contractors should not expect to be able to work while the campground is open.

What are work hours?

o Monday-Friday 8am-5pm unless otherwise approved by the COR in writing.

o No work shall occur on Federal holidays or the weekends unless approved by the CO in writing.

How are unusual weather delays handled?

o The CO decides matters with the Period of Performance. Reasonable adjustments may be made for unusual weather-related incidents. These are subject to the approval of the

CO.

Site Related Questions

What are the normal ground conditions in the winter at Lake Sherwood?

o Frozen or Muddy ground conditions are normal in the winter.

Road conditions in winter:

o The road to Lake Sherwood is partially maintained during the winter by the state but can be very icy in the section before the campground and in the campground.

Does Lake Sherwood see a lot of rain and ice in the winter?

o Lake Sherwood is at a higher elevation than the surrounding valleys and gets more ice than the surrounding area. The area receives rain on a normal basis in the winter.

What is the main access in and out of Lake Sherwood?

o There is only one paved road in and out. Plan accordingly for safety and schedule.

Is there cell service at the site?

o There is little to no cell service at Lake Sherwood. One location at the location at Lake

Sherwood may provide a minimal amount of cell service but may not be reliable for any or all carriers.

Will the campground be closed? Will a key be provided for access?

o The campground will be closed during construction. Only 1 set of Forest Service keys will be provided and shall be returned prior to the payment of the final invoice.

Could Combination Locks be used instead?

o There is a possibility of a 2-lock system with 1 Forest Service Lock and 1 combination lock on each necessary gate, subject to the approval of the COR.

How is accessibility to get the precast buildings to the project sites?

o There are load posted bridges on the state routes that held up bringing in the buildings for the Phase 1 project. The contractor is encouraged to see overweight permits well in advance of the delivery date.

o There is potential for temporary roads, subject to contract terms and approval of COR.

o Other issues include tight campground roads which pose access issues for semi-trucks and trailers.

o It is the contractor’s sole responsibility to get all necessary materials and equipment to the site per the contract including the precast buildings.

Utilities o Water and sewer will be off during the construction window.

o The contractor is solely responsible for locating utilities and repairing utilities damaged by the contractor’s operations at no additional cost to the government. All repairs shall return the utility to working condition, subject to the approval of the COR. The government may provide as-builts of the site but makes no warranties of the accuracy of the as-builts. The contractor is also required to notify West Virginia 811 (otherwise known as “Miss Utility of West Virginia”) prior to excavation activities, giving the required notice and allowing for utilities to be marked.

Who is responsible for repairing contractor damage to roads, landscaping, and facilities?

o The contractor is responsible to repair damage resulting from contractor operations that occurred to the site roads, facilities, and landscaping and return these to the condition found immediately prior to the start of contract work.

What entity is responsible for the bridges that access Lake Sherwood?

o The West Virginia Department of Transportation.

Are there special bridge permits required for oversize/overweight loads?

o Yes. The contractor should be aware that it took a considerable amount of time to get the permits for the Phase 1 project.

How is access to the Meadow Creek Loop?

o Access is tight. Some semi-trucks have gotten stuck in the gravel loop at the end of the paved road accessing the loop.

Is the water table high at Lake Sherwood?

o In general, groundwater is encountered at a shallow depth throughout the Lake

Sherwood Recreation Area. Any dewatering necessary to complete the scope is the responsibility of the contractor.

Tree Removal

Is tree removal included in the project?

o Yes, tree removal is included in the project. Trees to be removed are subject to COR approval. Some trees can only be cut between November 15th and March.

Which trees can be removed?

o In general, most will be allowed, however approval is required to ensure tree removal is limited to what is necessary

Do stumps need removed?

o Yes, per the requirements on Drawing Sheet No. 4

What do we do with removed trees? Can they be sold?

o The trees and woody debris must be taken to the dump area located within 1 mile of work site on Forest Service property.

o They cannot be sold

Asbestos Removal (Items 2, 8, 11 on Drawing Sheet No. 05)

Comments on Asbestos Line Item:

o Please note that asbestos removal and disposal is in this contract, and the contractor shall be required to comply with all relevant laws and regulations.

o The green or yellow/tan panels in the buildings are the asbestos containing materials.

o ACM Inspection report added as Solicitation Attachment 5.

Upper/Lower Meadow Creek Shower Buildings (Item 3 on Drawing Sheet No. 5)

What buildings need to be used for this project?

o Specific pre-cast buildings are listed in the contract documents. The contractor is encouraged to contact the government and let them know if there are issues with ordering the buildings.

o The buildings shall be installed per manufacturer instructions.

Building Specific Utilities o The contractor is required to disconnect and hookup any utilities from the old structures to the new structures. Any damage caused by this process will be the contractor’s responsibility to repair.

Post Building Hookup Requirements o Please refer to the contract documents for all requirements. Note the following:

o The contractor shall pressure test, disinfect, and flush the water system. Potable water may have to be hauled in for pressure testing, disinfection, and flushing of the water system. The government sewer and water utilities are turned off when the campground is closed.

o The contractor may be required to winterize installed facilities if weather conditions warrant.

Are the existing propane tanks required to be hooked up to the new buildings?

o Yes, if a connection had been to the existing buildings to be demolished.

Elevations o The contractor and COR will work together to set building and walkway final elevations at the beginning of the project as elevations are not indicated in the plans. The building elevations will be similar to what is existing but may be moved up or down a few inches to achieve proper walkway slopes and drainage.

Upper Meadow Parking Area (Item 4 on Drawing Sheet No. 5)

At the site with the new parking area to be constructed by the contractor, could the building be unloaded from the new parking area?

o The contractor may unload from this location but is responsible for fixing damages to the site and damages to the hardscapes this may cause.

Can the shape of the new parking area be changed from the drawing.

o Not significantly but will be at the discretion of the COR.

General Note o There are many large trees in the new parking area that will need to be removed.

New Lift Station Basin – Lower Meadow (Item 5 on Drawing Sheet No. 5)

Difficulty o The new lift station basin is in a tough location. It is inside a fenced area and very close to a propane tank.

o Items nearby can be moved if they are returned to the as found or better condition

Is it ok to replace sections of fence removed for access with new material?

o Yes, if it matches. See note on Drawing Sheet No. 16

Scope o The contractor must remove all sewage from the basin and haul offsite. After sewage is gone, any ground water that accumulates may be pumped out to the nearest drainage ditch.

o The existing basin needs to be completely removed and disposed of.

o The existing internals need to be removed and saved for reinstallation. Any damage to these components will be the responsibility of the contractor to remedy.

o A new basin should be installed per manufacturer instructions.

o The internals need to be reinstalled and verified to be working as found in the existing lift station.

Ground Water o The ground water was seen to be about 1.5 feet below the lid of the lift station when the lift station was open.

o A high ground water level should be expected throughout the site and is the responsibility of the contractor to handle as needed.

What are the lift station dimensions?

o Contractors may measure existing and match or provide 3ft diameter by 10ft depth

(existing is most likely either 8ft or 10ft depth) Regarding the Grinder Pump Lift Station: We will need to know the flow rate and discharge head pressure, Horsepower, voltage, 1 or 3 phase, etc. of the pumps, and the size of the basin, diameter, and depth.

o Per Drawing Sheet 16, the scope related to the lift station includes: Remove existing lift station basin. Set new basin (Equal to Existing Dimension at Existing Elevations) to Grade. Reset Existing Rails, Pumps and Hardware, Reconnect Lift Station. In other words, just the basin itself needs to be supplied by the contractor. The contractor is responsible for removing all internals and reinstalling them to working order. As the lift station internals are currently working, any damage to the internals will be the responsibility of the contract to correct. We can provide access for measuring the dimensions of the existing lift station.

Regarding Division 1-General Requirements section 1.1 item B subpart d. “New lift station basin” Is it acceptable to present an option to re-line the existing lift station basin?

o Bid the replacement basin as described in the specifications. Re-lining the existing lift station will not be considered.

Concrete Walkways (Items 6, 9, and 12 on Drawing Sheet No. 5)

Where is the information on concrete requirements contained?

o See plans, general notes on plans, and contract specifications.

ADA Compliance o All walkways need to be ADA compliant in slope and cross slope

Is the concrete required to be tested?

o The government has the right to test the concrete, but the contractor is not responsible for testing the concrete.

Option 1 Cales Knoll Flush Toilet (Item 7 on Drawing Sheet No. 5)

What buildings need to be used for this project?

o Specific pre-cast buildings are listed in the contract documents. The contractor is encouraged to contact the government and let them know if there are issues with ordering the buildings.

o The buildings shall be installed per manufacturer instructions Building Specific Utilities o The contractor is required to disconnect and hookup any utilities from the old structures to the new structures. Any damage caused by this process will be the contractor’s responsibility to repair.

Post Building Hookup Requirements o Please refer to the contract documents for all requirements. Note the following:

o The contractor shall pressure test and disinfect the water system. Potable water may have to be hauled in for pressure testing, disinfection, and flushing of the water system.

The government sewer and water utilities are turned off when the campground is closed.

o The contractor may be required to winterize installed facilities if weather conditions warrant.

Elevations o The contractor and COR will work together to set building and walkway final elevations at the beginning of the project as elevations are not indicated in the plans. The building elevations will be similar to what is existing but may be moved up or down a few inches to achieve proper walkway slopes and drainage.

For Optional Item #1, what are some things to be aware of?

o The site is hard to access. The road has steep grades and sharp turns.

Option 2 Cales Knoll Flush Toilet (Item 10 on Drawing Sheet No. 5)

What buildings need to be used for this project?

o Specific pre-cast buildings are listed in the contract documents. The contractor is encouraged to contact the government and let them know if there are issues with ordering the buildings.

o The buildings shall be installed per manufacturer instructions Building Specific Utilities o The contractor is required to disconnect and hookup any utilities from the old structures to the new structures. Any damage caused by this process will be the contractor’s responsibility to repair.

Post Building Hookup Requirements o Please refer to the contract documents for all requirements. Note the following:

o The contractor shall pressure test and disinfect the water system. Potable water may have to be hauled in for pressure testing, disinfection, and flushing of the water system.

The government sewer and water utilities are turned off when the campground is closed.

o The contractor may be required to winterize installed facilities if weather conditions warrant.

For Optional Item #2, what are some things to be aware of?

o There is a new concrete walkway and culvert replacement item.

The old asphalt walkway and old culvert are to be removed and a new ADA compliant concrete walkway and new culvert are to be installed. Other contract requirements may apply to this walkway.

o There is an overhead electrical line near the building site and the site is hard to access from the road. A temporary road may be necessary.

o There is a wet area, a ditch, that the walkway crosses, dewatering by the contractor may be required. This is not considered a wetland.

Elevations o The contractor and COR will work together to set building and walkway final elevations at the beginning of the project as elevations are not indicated in the plans. The building elevations will be similar to what is existing but may be moved up or down a few inches to achieve proper walkway slopes and drainage.

Questions related to Phase 1 Experience:

How was the experience with getting the precast buildings to the site for phase 1?

o There were delays and issues with getting buildings to the site, including with delivery.

Are the precast buildings installed for the Phase 1 project heated?

o No.

How were the buildings brought in for the Phase 1 project?

o A special self-propelled trailer was used for most of the buildings, as some of the semi drivers could not or would not drive into the campground loops. The crane contractor had a staging area with a crane and a crane at the building site to set the precast building or building section.

When were the buildings set for the Phase 1 Project?

o Most were set in December 2022.

What was the scope of the Phase 1 Project?

o See below (may not be all inclusive)

Replacement of 1 toilet building Replacement of 1 shower building Replacement of 2 vault toilets Replacement of 1 lift station basin Demo and removal of old structures including asbestos removal for some.

Removal of a well house and RV pedestal installation

How was the sewage removed from the old lift station for Phase 1?

o A septage hauler with a vacuum truck was brought in by the contractor.

How was the water removed from other excavations?

o A regular water pump.

How big was the Crane used on the Phase 1 project?

o Crane sizing is the responsibility of the crane company.

Who did the crane work for the Phase 1 project?

o A contractor hired by CXT.