Am2 AG82AK20R0002 Preproposal Meeting Notes 07172020.pdf

Pre-Proposal Conference Project Title: Rio Grande Supervisor’s Office Hazardous Materials Abatement

PRE-PROPOSAL CONFERENCE

PROJECT TITLE: Rio Grande Supervisor’s Office Hazardous Materials Abatement Project

SOLICITATION #1282AK20R0002

HELD: July 23, 2020, 1400-1600

LOCATION: via Teleconference 1-888-844-9904, Access Code: 293 233 0# / Host Code: 435 5046 #

AGENDA:

1. Introductions of Government Attendees (Team)

2. Introductions of Attendees (Name and Company they represent)- instruction on submitting name to email to confirm attendance

3. General Project Information/Description of Work

4. Instructions for Submission of Questions

5. Solicitation SF Form 1442

6. Solicitation Section B - Schedule of Items

7. Solicitation Sections C thru K

8. Solicitation Sections L and M - Proposal Instructions and Evaluation Factors

9. Amendments

10. Specifications and Attachments

11. Question & Answers Session

NOTE: It is not my intent to review the entire solicitation, rather call attention to clauses or provisions or requirements specific to this solicitation and consequent award. I will stop throughout the review to provide an opportunity to answer any questions Offerors may have.

1. INTRODUCTIONS GOVERNMENT ATTENDEES (TEAM): State name and Job Title

Contracting Officer: Christina Schofield

Government Representatives: Meg Sullivan, Jason Davis, and Todd Michael Observer Chaz Hammond

2. INTRODUCTIONS OF ATTENDEES (NAME AND COMPANY THEY REPRESENT)

All teleconference attendees will be required to send your Name, Company representing, contact number and email address via email to the Contracting Officer at christina.schofield@usda.gov

NOTE: Responses listed from email confirmation, in no particular order

a. Colorado Hazard Control mailto:christina.schofield@usda.gov

Miguel Torres 719-717-0549

b. JKS Industries Jeffrey Knight 303-238-0207

c. Earth Services and Abatement

d. Oak Environmental

e. Acumen Environmental Services

3. GENERAL PROJECT INFORMATION (SUMMARY)

Project Title: Rio Grande Hazardous Materials Abatement Project

Description of Work:

The Rio Grande National Forest has the need for a Hazardous Materials Abatement project for the Del Norte High School, which will be converted thereafter to the Rio Grande Supervisor’ Office. Work for this project requires the contractor to be responsible for supplying all labor, materials, equipment, utilities, miscellaneous items, freight and delivery and all necessary valid licenses and permits to complete the work. Work for this project consists of hazardous material removal from the Del Norte High School building constructed in 1968. After hazardous material removal has been completed, the building will be partially demolished and the remainder of the building will be remodeled for use as an office building. The demolition and remodel work is not part of this contract.

Location of Work:

The new Supervisor’s Office and project site is located at the former Del Norte High School located at 9th and Hermosa, Del Norte, Colorado 81132.

Contract Type: Firm Fixed Price contract

4. SUBMISSION OF QUESTIONS:

All Information from the Pre-Proposal Conference, submitted questions and answers shall be issued as an Amendment approximately by the end of next week.

5. SF FORM 1442 SOLICITATION/CONTRACT AWARD FORM

- An offer guarantee for this project is required for 20% of the cost of the project

- Performance and payment bonds for this project are required within 10 calendar days after award, for 100% of the award amount

- Proposals shall be valid for 60 calendar days.

6. SECTION B - SCHEDULE OF ITEMS

- Section B is included in the solicitation as Attachment 1. This is the section to be completed and submitted for the pricing of this solicitation.

- Bonding cost shall be included under mobilization per FAR clause 52.232-5.

7. SOLICITATION SECTIONS C THRU K

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

- No specific requirements unique to this solicitation. Todd Michaels will be reviewing the project specifications during this meeting.

SECTION D – PACKAGING AND MARKING

Left blank intentionally

SECTION E - INSPECTION AND ACCEPTANCE

- 52.246-12 Inspection of Construction. (APR 1996)

- 452.246-70 INSPECTION AND ACCEPTANCE--ALTERNATE I (FEB 1988)

(a) The Contracting Officer or the Contracting Officer's duly authorized representative will inspect and accept the supplies and/or services to be provided under this contract.

(b) Inspection will be performed at the project site.

SECTION F—DELIVERIES OR PERFORMANCE

- 52.211-10 Commencement, Prosecution, and Completion of Work (Apr 1984) - The Contractor shall be required to (a) commence work under this contract 10 calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use not later than 90 calendar days. The time stated for completion shall include final cleanup of the premises.

NOTE: We had a vendor ask if the USFS would consider a 120 day performance period for this project. After consideration, it was determined that would be reasonable. Therefore the performance period will be extended to 120 days. This change will be reflected in Amendment Two.

SECTION G – CONTRACT ADMINISTRATION DATA

- Designation of CO and COR: Designation of COR will be completed at the time of award.

- Contractor Key Personnel; Project Manager, Site Superintendent, and Quality Control Manager, Site Safety and Health Officer, and Scheduler. The Government is not defining how many individuals must have this role, rather leaving the Offeror’s to use the discretion how to best meet these requirements in their proposal.

- Payment/IPP/electronic invoice processing system.

- Biobased reporting Requirements

- CPARS reporting over $750,000

SECTION H - SPECIAL CONTRACT REQUIREMENTS

o Key Personnel: Project Manager, Site Superintendent, and Quality Control Manager, Site Safety and Health Officer, and Scheduler.

o CONTRACTOR IDENTIFICATION: To assist in the identification of individuals in lead positions such as site supervisor, project manager, safety or superintend we ask that they wear a badge or other object identifying their name, title and company. This identification should be worn on their clothing or hardhat.

o Insurance requirements; in addition to the standard insurance requirements defined in AGAR 452.228-71 INSURANCE COVERAGE Insurance requirements specific to asbestos are outlined in the project specifications.

o H.6 FIRE CONTROL: Contractor's Responsibility for Contractor-Caused Fires. The Contractor, whether or not directed by the Forest Service, shall immediately extinguish, without expense to the Government, all fires on or in the vicinity of the project which are caused by Contractor's employees, whether set directly or indirectly as a result of Contractor operations. The Contractor may be held liable for all damages and costs of additional labor, subsistence, equipment, supplies, and transportation resulting from fires set or caused by the Contractor's employees or resulting from contract operations. c. Contractor shall comply with all Federal, State, municipal, and local fire restrictions while working on site.

o H.7 TEMPORARY FACILITIES:

o STAGING AREA: Staging areas are defined in C.6. The contractor must be present when any materials are delivered to ensure proper placement in directed location.

The Government will NOT provide any secured storage/staging areas for the Contractor. The Contractor shall be responsible for protecting materials stockpiled against adverse weather, damage, theft, and other risks of loss. The Government assumes no responsibility for material or equipment left in the storage area.

o SANITARY FACILITIES: Reference Specifications Section 010150, Part 5, Section 5.2 Utilities.

o WATER, AND ELECTRICITY: Reference Specifications Section 010150, Part 5, Section 5.2

Utilities.

o TELEPHONE: Reference Specifications Section 010150, Part 5, Section 5.2 Utilities.

SECTION I – CONTRACT CLAUSES

SECTION J - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS LIST OF ATTACHMENTS Attachments

Attachment Number

Attachment Title Number of Pages

01 Schedule of Items 1

02 Specifications 367

03 Construction Contract Wage Rates 12

04 Technical Proposal Submission Aid 13

05 RFP Question and Answer Spreadsheet 1

SECTION K--REPRESENTATIONS, CERTIFICATIONS, and OTHER STATEMENTS OF OFFERORS OR

RESPONDENTS

O NAICS CODE 562910 -- SIZE STANDARD $22M

o Annual Reps and Certs in SAM o Note sections that need to be completed in this Section.

6. SECTIONS L AND M - Instructions for submission of proposals, evaluation factors and evaluation criteria.

- The Government intends to evaluate proposals and award a contract without discussions.

Therefore, the offeror’s initial proposal should contain the offeror’s best terms from a price and technical standpoint.

FAR 52.222-23 Notice of Requirement for Affirmative Action to Ensure Equal Employment Rio Grande – 19% Goals for Female Participation for Each Trade

ALL COUNTIES - 6.9%

- 52.225-10 Notice of Buy American Requirement - Construction Materials. (MAY 2014)

- DISCREPANCIES: If an offeror believes the requirements in this solicitation contain an error, omission, or are otherwise unsound, the offeror shall immediately notify the Contracting Officer

(CO) in writing with supporting rationale. The offeror is reminded that the Government reserves the right to award this effort based on the initial proposal, as received, without discussions.

- SUBMISSION INSTRUCTIONS: Offerors shall submit their proposals to the following email address no later than 12:00 PM Mountain Time on August 10, 2020: Christina.schofield@usda.gov

- PROPOSAL FORMAT: The offer must submit three (3) separate volumes: Volume I – Technical Proposal, and Volume II – Business and Volume III - Price Proposal. Required contents of each volume are detailed in the solicitation.

Along with electronic copy, one (1) hard copy of the Bid Guarantee, and any forms that require original signatures must also be submitted prior to closing date and time. The instructions are detailed in the solicitation.

- Evaluation criteria are detailed in the solicitation.

Section M

- Basis for award, Trade off, or best value award

- This section includes details of the Evaluation Process, Evaluation Factors, and evaluation Method

- RELATIVE IMPORTANCE OF EVALUATION FACTORS - Non-price evaluation factors, when combined, are moderately more an important than price.

10. PROJECT SPECIFICATIONS AND ATTACHMENTS; TODD MICHAEL

- Reviewed the history of the project. Part of the facility will be torn down, and the remainder added onto. Through investigation, found the hazardous materials that would need to be removed prior to the construction project.

- Specifications cover the general requirements, asbestos abatement, lead based material removal and the removal of regulated materials.

- 15 items on the schedule broken down for payment. Work does not need to be completed in sequential format. It is broken down for allowing payment be made for progress completion.

- Asbestos abatement; friable, non-friable, and ACM. List included as well as a quantification.

- Requirement to provide 3rd party testing with project proposal.

- Asbestos abatement provides the procedures in removal. Follow CO state regulations. Procedures are up to the Contractors for asbestos removal.

- Lead material removal; lead-based paint materials and lead containing paint materials. Procedures for removal are determined by awarded contractor.

- Light ballast lamps and other regulated materials- listing for estimated quantity and indication for where materials can be found in project.

- Inspection standard specification procedures.

- Photographs of materials are included to see where samples were taken and the results of the test.

- Attachment two is the report where tests and screenings took place, along with the results of the tests.

mailto:Christina.schofield@usda.gov

QUESTION & ANSWERS SESSION (Vendors - all questions asked shall be submitted via email)

1. (ASKED PRIOR TO THE MEETING) Would the USFS consider a time extension to 120 days?

Answer: Yes, the USFS has the ability to consider this time extension to allow for additional time for this project. This change in contract time will be made in the amendment detailing the preproposal meeting information.

2. Auditorium ceiling- assumed asbestos. Is there ability to have that tested prior to the contract work?

Answer: The USFS will provide the information on how to remove the presumed ACMs via amendment.

3. Any questions that are not answered during this conference can they be answered?

Answer: Yes. USFS will provide a timeline for questions in Amendment Two.

4. This project, because of the scale, will require a project manager- do we have the ability to waive the project management requirements?

Background: The requirement is required by the state, but can be waived by the building owner.

The Government would have to waive the requirement. Waived when there are no notices of violation in the last two years. Standard form used on large scale projects for this waiver, but reduces project cost.

Answer: The USFS will provide an answer in writing.

5. Part of the building is a demolition contract. Part of the building will remain attached for reconstruction. Some of the demo materials are non-asbestos containing materials. Can they be left on site for the demolition contractor or should the abatement contractor remove those materials to the landfill. Example of types of materials ceiling, lights, bleachers, couches in the auditorium.

Answer: USFS will provide an answer in writing.

6. When is this project anticipated being awarded and begun?

Answer: Award this FY and begin work in the October timeframe.

7. Schedule of Items only pricing?

Answer: Yes

8. Prevailing wage determinations and wage classifications. Question on use of asbestos abatement frost protector. Should the offeror use the laborer category and apply to demolition work and removal?

Answer: If the listed wage rates are in question, please submit specific wage rate questions to the Government for submission to DOL for verification.

9. Submission of questions prior to amendment?

Answer: Submit questions now. The amendment will include a closing date for questions to be considered/asked.

10. Can the Contractor call the building inspector directly and have contact with this individual before submission of bid?

Answer: Submit to the USFS and the Government will ask Landmark and obtain an answer.

11. Can non-friable material stay in place? This is done if there is a demolition working occurring afterwards and that is agreed upon by the demolition contractor in writing.

Answer: Submit question in writing so the USFS can work with Landmark to answer.

12. Question for Building Inspector- on type of the bat insulation- and cavities in insulation.

13. There is no mention of 9x9 tiles in the inspection report- but they are in wall cavities and underneath walls. Example: Water cooler holes and labs have “dummy walls” – those tiles are intact and walls and Underneath full sized lockers. Need to be addressed now or as a change order?

Answer: The USFS will provide an answer in writing.

14. Auditorium is calling out ceiling tile and auditorium ceiling tiles are gypsum board

15. Curtains on stage not sampled, will need to be sampled to know how to deal with these.

16. Site condition of the building as it is today, will it be in the same condition when we start abatement.

Answer: Not anticipating any additional removal of items. Not on the interior, modular buildings out doors will be removed.