Attachment 5 Caves Rd EWP_Liberty Township_12FPC324B0002_site visit notes and QandA_5-2-24.pdf

Site Visit – EWP – Caves Road, Liberty Township, Jackson County, Ohio

Solicitation 12FPC324B0002

May 2nd, 2024 – 10:00 AM EST

Site Visit began with review of solicitation package, and government contract requirement by Contracting Officer’s Representative – Greg Wells.

Work is being contracted by the Federal government and is being sponsored by Liberty Township Trustees. Although this work will be done through a federal contract with USDA, the Liberty Township Trustees have a cost share arrangement with the government through a project agreement, so this work is being done on their behalf.

Questions regarding the solicitation should be directed to Amber Maestri, Contract Specialist, at amber.maestri@usda.gov or to Laureen (Lauri) Eipp, Contracting Officer, at laureen.eipp@usda.gov, and additional contact information for both can be found in the solicitation. The last day to ask questions about this solicitation is Friday, May 10, 2024 at 2:00

PM EST.

The items discussed at this pre-bid conference/site visit are intended to highlight certain items. Not all items are covered. Those in the solicitation that are not covered are just as important and binding as those that are. Also, any statements that are made during this meeting which conflict with or are not stated in the solicitation are not binding. Any discrepancies between information provided during the site showing and the solicitation should be raised by a prospective bidder to the contracting officer immediately for resolution. Only the contents of the solicitation (including amendments thereto) are binding upon submission of a bid and award of a contract. Any amendments will be made available on SAM.gov.

A Firm Fixed Price Construction Contract (FAR Part 36) will be awarded under Seal Bidding Procedure (FAR Part 14). A bid bond is required to be submitted with the bid in the amount of 20% of the bid price. Bid and bid bond must be received via email – by 2:30 PM EST on Monday, May 20th, 2024 to the address in Section L, page 42, of the solicitation. Instructions for submitting and electronic bid and participate in the virtual bid opening can be found starting on page 42 of the solicitation package.

Please be sure that all required representations and certifications in Section K are completed and submitted with the bid and to keep an eye on the solicitation on SAM.gov all the way through the due date for bids to see if any additional amendments have been issued which may affect the bid.

Bidders must provide a 60-day acceptance period – anything less will render bid non-responsive and it will have to be rejected. Award will be made to the lowest priced, responsive bid, from a responsible bidder. See FAR clauses 52.214-18 and 52.214-19 for more detailed information on the preparation of bids and contract award.

mailto:amber.maestri@usda.gov mailto:laureen.eipp@usda.gov

Must return:

SF1442 – pages 1-2

• Complete Blocks 14-20c. MUST complete enter total bid amount in block 17, acknowledge any amendments in block 19, and enter name and title of authorized representative, their sign and date in block 20a, 20b, 20c. DO NOT complete anything below block 20c.

Bid Schedule – pages 5

• Enter an amount for each line item, unit price, extended price and total quote amount. Do Not round numbers. Check math!

• Enter Name of Company submitting bid and Unique Entity ID.

Section K – pages 31-38

• Be sure to check appropriate option in FAR clause 52.204-8 (page 31) indicating whether paragraph D applies or completing individual certifications; and certification in FAR clause 52.204-24 on page 34; and 52.209-11 on page 32; and 52.209-13 on page 36.

Perspective Awardee MUST be registered in the SAM prior to award and maintain as Active throughout contract performance.

Work is set aside for Small Business - under NAICS Code 237990 - Size Standard is $45 million average annual gross receipts averaged over 3 years.

Magnitude of work is between $100,000 - $250,000.

Department of Labor, Construction Wage Rates Apply – FAR Clause 52.222-6 and must be paid to all employees working under the contract (attachment to solicitation) – Must submit weekly certified payrolls – through COR. Employees will be interviewed to verify wages being paid.

Performance Time is 62 calendar days. This time includes the entire time between the start date which is the date of the notice to proceed and all the way through completion of the work and site cleanup.

Upon contract award, the successful offeror will have 7 calendar days to provide a payment bond (SF-25) and performance bond (SF-25A) – for 100% of the contract price. As well as a construction schedule, safety program and Safety officer, first aid certifications, COI, designation of Superintendent, and Quality Control personnel.

Variation in Estimated Quantities – FAR Clause 52.211-18 in included in this solicitation. For quantities that vary more than 15% more or less than the estimated quantity, the contractor or government can request an equitable adjustment in the contract price upon demand. Otherwise, accepted unit prices will be used to calculate final cost.

Buy American Act-Construction – This solicitation includes the provision 52.225-10 and clause 52.225-9 - all construction materials used by the contractor shall be domestic (U.S.). FAR Clause

52.222-37 requires Bidders of contracts awarded over $150K to submit annually a VETS4212 report. This verification will be required before award will be made.

Preconstruction meeting will be held with contractor prior to issuing notice to proceed to review equipment, permit requirements, and all submittals - safety plan, first aid certifications, construction schedule, contractor’s superintendent, dewatering plan, etc.

Site of Performance

• Safety Requirements, Including Underground Utilities and OUPs call for utilities locate.

o Nearby landowner commented that an underground county water line was located on the East side of Caves Road.

• Safety is #1 priority. OSHA Regulations and in addition NRCS Supplement to OSHA is found in Section H of contract package – beginning on page 14. Please review and pay careful attention.

• Must demonstrate you have a safety program commensurate with the work to be performed. Required to submit written safety plan for approval prior to starting work.

• MUST have on site at all times an employee who has a current first aid certificate from the Red Cross, the Mine Safety & Health Administration or any other state approved organization. Copies of certification must be supplied by successful contractor prior to issuance of Notice to Proceed. A 16-unit first aid kit must be on site at all times.

Greg reviewed hard hat requirements found on page 16 of the solicitation, as well as hard hat signage details.

Greg mentioned that the maximum allowable work week is 60 hours per week at six 10-hour work days Monday through Saturday. The contractor shall not perform work on the federal holidays outlined on page 10 of the contract package. Independence Day (July 4th) will likely occur during the project work period. Other federal holidays during the work period (Memorial Day and Juneteenth) may be permitted for work via a letter of request submitted at least five days in advance to the Contracting Officer from the Contractor.

Clause AGAR 452.236-73 notes that if archaeological or historical artifacts are uncovered during construction, construction is to be paused immediately, and the agency cultural resource contacts should be notified.

There will be an Inspector and/or Alternate Inspector on site at all times during contract performance.

All necessary permits have been obtained. Contractor is responsible only for making the necessary Call before you Dig contact. Work limits of the site as well as the baseline will be flagged in advance by the Government.

Payment under construction contracts will be made within 14 days - upon completion and final inspection/acceptance of work by Government, submission of all weekly certified payrolls and proper invoice. See page 11-12. Greg also mentioned that payments are processed using the Invoice Payment Platform (IPP), and additional information on it is also on page 11.

Work is to begin within 10-days of receipt of the Notice to Proceed. It is anticipated that work will start on or about early June.

Greg reminded the group again that the bids are to be submitted by email to Amber Maestri, and pointed out that the coordinates for dialing in to a public bid opening teleconference at 2:30 PM EST on May 20th, 2024 are given on Page 43 of the solicitation.

Remarks and explanations at this conference SHALL NOT qualify the terms of the solicitation.

Contracting Officer Representative, Greg Wells then reviewed the Construction Specifications pointing out for the group the Items of Work, the Bid Items, and importance of Subsidiary Items.

The costs for work considered subsidiary must be included in the bid item that it is subsidiary to.

Contractors are advised to read through the specifications and pay careful attention to the subsidiary items for each bid item. Details mentioned for specific specifications are listed below:

Greg noted that the project specifications and drawings are posted with the solicitation on SAM.gov.

Spec 4 – Channel Clearing and Shaping

• This item includes the removal of the trees, brush, and other debris of the log jam remnants that are within the construction area as shown in the drawings.

• Tires encountered during construction operations shall be removed.

• Seeding and mulching (Spec 6) are subsidiary o The lawn area within the work limits shall be reestablished

Spec 5 – Pollution Control

• The contractor is required to submit a written Pollution Control Plan for this project, and Greg will review it at the Preconstruction Meeting.

Spec 8 – Mobilization and Demobilization

• Greg mentioned that item 8 requires a portable toilet to be supplied and present on site throughout the duration of the project.

Spec 9 – Traffic Control

• Caves Road is currently and will remain closed during the duration of the project.

Spec 11 – Removal of Water

• Greg pointed out that a written dewatering plan is required and will be reviewed/discussed at the preconstruction meeting.

Spec 21 – Excavation

• Greg mentioned that excavation payment is subsidiary to Bid Item 1 – Channel Clearing and Shaping.

• The NRCS Engineer (Greg Wells) will inspect the subgrade upon excavation and prior to the placement of drainfill or gabion baskets.

• Waste or spoil materials shall be disposed of offsite in an environmentally friendly manner at the contractor’s discretion.

Spec 23 – Earthfill

• Earthfill shall be placed in 12” lifts and compacted with Class “C” Earthfill method spec as described in the specification.

o Class C Compaction requires the entire surface of each lift shall be traversed with 2 passes of the placing and spreading equipment.

Spec 61 – Rock Riprap

• Greg discussed the ODOT Type D riprap (Bid Item 4) which is to be installed on the bank slope above the gabion baskets as shown on the drawings.

• The riprap must be supplied by current ODOT certified suppliers.

• #57 drainfill under this riprap is a subsidiary item.

• Greg highlighted that the ODOT Type C riprap (Bid Item 5) for the transition/blend areas at the beginning and end of the gabion baskets will be paid by the ton.

Spec 64 – Gabions

• Gabions shall conform to ASTM A975. Twisted wire shall be Zinc-coated and coated with PVC (ASTM A975 Style 3).

• Gabions and gabion mattresses shall be assembled on the construction site or at a location approved in writing by the contracting officer.

• Greg highlighted viable fasteners for tying and joining baskets.

• Stacking of stone by hand for facing of the baskets is required.

• Cross tie wires shall be installed on front facing cells.

• As per the drawings, 1” rebar pins shall be installed if bedrock is encountered within 6” of the bottom of the gabion baskets.

• Greg reiterated that NRCS will aid in staking out the front face and start and end of the gabion baskets.

Greg mentioned that the contract shall identify an individual on site for quality control.

Contracting Officer Representative, Greg Wells asked for any questions, but received no questions at this time. Greg Wells proceeded with reviewing the construction drawings mentioning the details below:

Sheet 1

• Greg mentioned the OUPS call will need to be made by the contractor, and in the NRCS design call, a water line was identified.

Sheet 2

• Greg reiterated that NRCS will aid in laying out the baseline.

• Greg pointed out that there are several trees marked on this sheet for removal by the contractor. It should be noted (and can be observed on site) that these trees have already been removed due to Indiana bat endangered species regulations and dates of allowable removal. Those trees have been cut, removed from the channel, and are now piled within the work limits on Caves Rd north of the area of work. The contractor will need to process and remove these trees from the site as part of the work to be completed.

Sheet 3

• Greg pointed out the work limits are identified on the drawings.

• With Caves Road being closed, the road north of the paved section can be used for staging of material and equipment. Greg also noted the proposed stream ingress and egress location on the drawings.

Sheet 4

• Greg noted the typical gabion cross section drawings and made mention of the pinned versus unpinned gabion cross sections.

• Greg noted that bedrock may be encountered within 6 inches of the bottom of the baskets in some portions of the stream. Pinning the baskets with rebar will be required in these locations.

Sheet 5

• Greg noted the typical sections of 18” thick ODOT Type C riprap transition/blend and gabion tie-back details.

Sheet 6

• Actual cross sections at base line stations are provided with the regions of compacted earthfill noted.

At this time, Greg and the contractors walked the site for viewing, and some questions were asked by the contractors. Contracting Officer Greg Wells provided the responses.

QUESTIONS:

Q: How far into the stream is the face of the gabion baskets?

A: Front face of the proposed gabion wall will vary throughout the job in distance from the current toe/bank of the stream. At the location we are standing (about Sta. 3+00), I estimate the front face of the gabions to be several feet in front of the short vertical bench in the bank. Sheets 2 and 3 of the construction drawings provide offset distances from the baseline. NRCS personnel will assist with the initial marking and layout of the front face of the gabions upon the start of construction.

Q: Is material excavated during the construction allowed to be used to construct a cofferdam, equipment access, or road for construction? Are excavated rocks from the stream allowed to be used to construct a cofferdam, equipment access, or road for construction?

A: Yes. Materials that will be excavated as part of the construction process are allowed to be used to create improved access or to develop a cofferdam along the streambank. Sourcing additional fill material from the banks or stream outside of the required project excavation is not permitted.

Q: Why are there so many tires in the stream?

A: A portion of the streambank upstream used to be built up and protected by the tires. Over time the tire wall failed and the tires have been washed downstream. This is not a tire removal job, but any tires that are encountered during construction, such as by traveling or working equipment or during excavation, shall be removed from the site. Tires encountered shall not be relocated and dumped on site.

Q: How will the location of the face of the gabion baskets be marked?

A: NRCS will aid in the initial layout of the construction site. The face of the gabion baskets will likely be marked using a total station and flags. At the preconstruction meeting, the preferences of layout will be discussed with the contractor.

Q: Do the logs need removed?

A: There were two initial log jams located on the site. Most of the log jams have cleared or been removed by the landowner. There are remnants of the log jam approximately at the start and end of the proposed gabion baskets that will need removed from the stream as part of the contract.

Q: Are bids due on a Monday? This really shortens the amount of time to compute bid amounts, as you’d really need to have your bid complete by the late in the previous week in order to allow time to obtain the bond prior to submittal.

A: Yes. Bids are due Monday, May 20th, 2024 by 2:30 PM EST.

Q: Does access to the driveway located at approximately Station 3+70 need to be kept available?

A: During non-work hours, unrestricted access to the driveway for a truck and trailer must be kept available. During non-work hours in the evenings, overnight, and on the weekends, the paved portion of Caves Road should be kept clear of construction equipment, debris, and materials.

During these times, equipment, debris, and materials should be parked or staged north of the driveway on the gravel portion of Caves Road or in the grass area within the work limits at Station 1+50. The landowner here is very cooperative, but we should try to not limit his access to his property at all times.

Q: After the site showing a question was received by email, which follows: Can you tell us the name of the gabion basket supplier in Columbus, Ohio?

A: There may be more than one supplier in Columbus, Ohio, but the one I’m aware of is Hanes Geo-Components (614-866-0452). A couple of other Ohio or nearby suppliers we’ve seen used previously are: Firelands Supply Co. (Norwalk, OH 419-668-1802); ACF Environmental (St.

Albans, WV 304-722-9100); Foster Supply (Scott Depot, WV 304-755-8241).

Q: Will there be a lane closure allowed for this work? If so, who will be responsible for obtaining applicable permits?

A: Caves Rd is already closed throughout the work area and will remain closed during the duration of the construction contract. Therefore, no lane closure will be needed. Areas of the roadway within the work limits, as shown in the drawings, may be used as a staging and parking area. The neighboring landowner shall be allowed free access to this property during construction via driveways and existing access points. If road usage outside of the work limits will be affected by construction with temporary blockages, etc., the contractor shall coordinate details with the Liberty Twp Trustees. These items are described in the Traffic Control specification, on page 9-3 of the specification package.

Q: Are there any special SWPPP measures for the stream? There was no details in the provided drawings.

A: A pollution control plan shall be submitted by the contractor at the preconstruction meeting, which will be discussed and agreed upon with the engineer. This is described in the items of work for Specification 5 – Pollution Control. A written dewatering plan is also required as described in Specification 11 – Removal of Water. We realize that excavation within the stream will be occurring, and these plans will be used to demonstrate measures to be taken to limit sedimentation and off site degradation. Pollution control plans for work of this nature typically identify a cofferdam constructed of excavated material to allow dewatering and construction along the streambank. In addition, the pollution control plan shall identify other BMP’s to be used to limit sedimentation and reduce off-side runoff.

Q: Will there be any fabric or moisture barrier between the class “C” earth fill and rip rap slope?

A: There is no planned geotextile fabric or moisture barrier between the earth fill or existing ground face and the riprap. Instead of a fabric layer, there is a layer of drainfill consisting of 6” of AASHTO M43 #57 limestone planned for this location, to provide a filter between the soil surface and riprap. This layer of drainfill is shown in the drawings and described in the Specification 24

- Drainfill. This drainfill is subsidiary to each respective riprap bid item (Bid Item 4 and Bid Item 5).

Greg stated that any additional questions should be emailed to Amber Maestri.

The site visit concluded at 10:45 AM EST.

A sign-in sheet was passed around for record of attendance.

Notes were taken by Logan Veley and Greg Wells with NRCS.