Attachment 5_RFI Questions and Answers with Photos.pdf

Questions & Answers for Blue Lake Fence Reconstruction Project

Lincoln National Forest, New Mexico

Solicitation RFQ# 127EAX26Q0012

Question 1: Is there any incumbent/recompete or is this a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

This is a brand-new requirement; there is no incumbent.

Question 2: Can you please confirm whether the provided 6” x 8 ft posts and 4” x 10 ft poles are already cut and ready to install per the project specifications, or if the contractor is expected to perform any cutting or modification prior to installation?

All posts should be and were cut at the correct length, though they may require fitting as the fence is installed. Rails/posts are 10 feet long, so the construction of the u-shaped pass-throughs, as specified in the SOW, will require cutting and fitting. After construction, minor cutting or modifications, such as cutting the tops of posts or rails may be required to ensure the fence maintains aesthetic qualities of the wetland.

Question 3: I wanted to confirm one detail regarding the fence construction. The specifications do not indicate whether posts should be slotted/notched for the rails or if the rails are intended to be surface-mounted using the provided spikes. Can you please clarify the intended installation method?

Surface-mounted is the intended installation method.

Question 4: Regarding the map, exact location, and a proposed site visit to the work site.

There is not and will not be a coordinated site visit to the project work location for this requirement. The Accessibility section of the Statement of Work (SOW) gives detailed instructions on how to navigate to the site and the map included in the solicitation is georeferenced and can be used in an app such as Avenza. Additionally, the site can be identified because fire already cleared most of the dead trees and timber in the immediate area.

The latitude/longitude near the site location is: 33.378473, -105.630191.

Question 5: Fence Layout & Quantities. The SOW indicates an “approximately 2,150 LF” fence length with posts spaced “approximately 9 feet on center.” Could you please confirm if there is a finalized layout, survey, or staking plan that defines exact alignment and quantities, or if the contractor is responsible for field layout based on the provided map?

The contractor will need to layout the fence according to the georeferenced map. It was previously staked out, but that changed once the fuel removal was completed. The Forest Service has purchased material based on the linear foot of the project map and added 30% to account for variation.

Question 6: Soil Conditions / Excavation. Given the project is located in a wet meadow area, can you provide any information regarding expected soil conditions (e.g., soft soil, rock, groundwater presence) that may impact post-hole excavation?

The wet meadow is an ephemeral wetland so soil conditions depend on precipitation. Soils should be easy to dig. Work was done on this wetland 15-20 years ago, so there should not be much rock presence. Because of it being a wetland, the Forest Service decided not to use concrete for the post holes which reduces the life of the posts; however, no concrete makes maintenance and post replacement easier and it does not impact the wetland.

Question 7: Environmental / Wetland Requirements. Are there any specific environmental protection measures, permits, or restrictions that the contractor must comply with while working in the wetland area?

There are no additional permits required because the area is an ephemeral wetland. The contractor needs to fill any gas-powered equipment at the road (approx. 100 yards away) and not adjacent to the wetland. The contractor can use a skid steer to dig the post holes as long as they auger from the outside of the fence. As stated in the SOW, do not drive if the soils are saturated and can cause rutting. The contractor will have to repair/reclaim any rutting. Don’t drive through the wetland area. The conditions can be dry, muddy, or full depending on precipitation. It was really dry for a while, but the area just received some rain; exact conditions will be dependent on weather conditions at the time of and prior to the work being completed.

Question 8: Can the contractor set up a camper on site while work is being completed?

Yes, the contractor can set up a camper near the site. It is a primitive setup, so there will be no hookups nor electricity. The maximum stay limit of this type is 14 days on Forest Service land. However, if setting up a camper is requested by the contractor, we can talk with the Forest Service Law Enforcement Officers and Recreation Specialists to make an exception and extend the 14-day period if necessary. This exception could be written in the contract so that the contractor could stay in a camper through the period of performance while working on the project.

Question 9: Regarding the estimates on hours per line item, what happens if we get the work completed quicker than these hours or if the project takes us more time? Are we to just figure whatever the total for all units is our bid amount?

The hours listed are estimated by the Forest Service to be the amount of time it should take to complete the project. However, the winning contractor will be awarded the contract based on their quote. This is a firm-fixed price contract, and the contractor will be paid the agreed-upon price in the contract, even if the contractor takes less hours or more hours to complete the project. The contract must be completed according to the contract specifications and be accepted as satisfactory by the Contracting Officer’s Representative.

As defined in FAR 16.202-1, in a firm-fixed price (FFP) contract, the price is not subject to any adjustment based on your actual cost experience during performance.

• Performance Hours: If the work is completed in fewer hours than estimated, the Government will still pay the full fixed price. Conversely, if the project takes more time than estimated, the Government will not pay additional funds; the contractor assumes full responsibility for all costs.

• Bid Amount: Offerors should propose a total fixed price for the entire scope of work.

While labor estimates per line item are requested to assist the Government in determining price reasonableness (as outlined in FAR 15.404-1), the final awarded amount will be the firm-fixed-price for all units/deliverables.

Please ensure your bid accounts for all necessary labor, materials, and overhead required to complete the project as specified.

Question 10: When is estimated time to start and end this project?

It is estimated that the project can be completed within two weeks, depending on weather and size of work crew. The Forest Service has scheduled a Period of Performance of 30 days for this project to allow for variances in weather and other circumstances that may arise. Once the contract is awarded, the US Forest Service and the Contractor can discuss details of when the work can begin during a pre-work meeting. The Forest Service will issue a Notice to Proceed based on the agreed upon date, and the Contractor must start work on the project the following day.

Question 11: Are there extra fence posts & supplies, should any fail while installing?

https://www.acquisition.gov/far/subpart-16.2 https://www.acquisition.gov/far/subpart-15.4

The Forest Service has purchased material based on the linear foot of the project map and added 30% to account for variation. Therefore, there will be some extra fence posts and supplies available.

Question 12: Under the government furnished materials, are the 6” x 8’ treated wood posts pointed?

No, the treated wood posts are not pointed.

Question 13: Since no organized site visit is scheduled, can you please confirm whether I may visit the site independently and whether the Blue Lake / Forest Road 120A area is currently open and accessible for that purpose?

There are no road restrictions on Forest Service Road 120A, and you may drive out to visit the site on your own time.

Question 14: Are bobcats allowed at the site for work? Will we be able to utilize a track mounted skid steer for the portion of the project that goes around the wetland?

Yes, skid steers are allowed in the project area if other circumstances are met, i.e. soil is dry enough to prevent rutting. A tracked skid steer is preferred because it reduces surface pressure. The contractor shall avoid pivoting in the tracked vehicle to ensure the soils do not rip or tear. Additionally, if the tracked vehicle is being used to dig post holes, drive around the exterior area of the fence line. Do not drive through or along the edge of the wetland.

Question 15: Are there any recent pictures of the area?

Yes, see the below attached seven (7) photos of the Blue Lake Fence Reconstruction project site.

Photos: Blue Lake Fence Reconstrction site, Lincoln National Forest; RFQ 127EAX26Q0012