MORNHINWEG WRE PROJECT

NOBLE COUNTY, OK

Solicitation: 12FPC326B0009 June 10, 2026 – 10:00 a.m. CT

Pre-Bid Conference Meeting Notes

A pre-bid conference was held on June 10, 2026, at 10:00 a.m. for the construction of the above-mentioned project.

(See sign-in sheet copy for a list of attendees.)

The attendees met at the NRCS Field Office at Perry for a discussion of the contract provisions, drawings and specifications. Afterwards a brief visit to the site was made.

The bid opening is to be determined and will be posted on SAM.gov.

Miss Parnell passed out the sign-in sheet at 10:06 am. After she made sure that everyone at the conference signed in, she began to go over items of importance to the project.

Checklist for Bidders/Overview of Solicitation (Abigail Parnell, NRCS)

Abigail noted that the items that she would cover in the meeting were just to highlight certain items in the solicitation and that the contractors should refer to the solicitation posted on SAM.gov. Abigail highlighted some of the requirements listed in the solicitation:

Solicitation is for a Firm Fixed Price Construction Contract and will be awarded under Sealed Bidding 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 1:00pm ET/ (12:00pm CT Local Time) on June 30th, 2026 to Contract Specialist Mark Domingo at mark.domingo@usda.gov.

Instructions for submitting and electronic bid and participate in the virtual bid opening can be found in the solicitation package.

Bid opening date/time TBD, posted to SAM posting when bid opening information is finalized.

Performance time is 51 calendar days from the date of receipt of the notice to proceed, not including holidays and weather delays.

Work is set aside for Small Business Magnitude of work is between $100,000.00 and $150,000.00 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 – thru COR.

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

Email Bids to Contract Specialist Mark Domingo at mark.domingo@usda.gov o Subject line of Email should include the words “Bid Submission”, the Solicitation Number, and the

Bidder’s name o Due by 1:00 pm ET on June 30, 2026

Bids Must Include o Standard Form (SF) 1442

Make sure to enter total bid amount in block 17 Acknowledge any amendments in block 19 DO NOT complete anything below block 20c.

o Bid Schedule o Enter an amount for each line item, unit price, extended price and total bid amount.

o Do Not round numbers/Check Math o Enter Name of Company submitting bid and SAM UEI# (used to be DUNS#).

Opening of Bids will be via teleconference, date/time to be determined. Those details will be posted on SAM.gov

Upon contract award, the successful offeror will have 10 calendar days to provide a payment bond (SF-25) (or Irrevocable letter of credit (ILC), or Tripartite Escrow Agreement) – 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.

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.).

Mentioned the possibility of needing to submit a VETS4212 report. 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, etc.

o Safety Requirements:

Underground Utilities Safety is #1 priority. OSHA Regulations and in addition NRCS Supplement to OSHA is found in Section H of solicitation. Please review and pay careful attention.

Contractor must demonstrate that they 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.

Possible inspectors include:

o Abigail Parnell o Robert Cambron (not present) o Zeb Cambron o Curtis Washburn

Contractor is responsible for making the necessary Call before you Dig contact.

All equipment will be properly washed and/or sanitized before moving onto/off of the project in an effort to control the spread of fire ants.

Performance time is 51 calendar days from the date of receipt of the notice to proceed, not including holidays and weather delays.

Holidays: New Year’s Day, Independence Day, Thanksgiving and Christmas.

Sanitary toilet facilities shall be provided.

The contractor is to verify and be responsible for ensuring that there are no utilities within the work area.

If previously unidentified archaeological or historic sites are identified, the contractor shall discontinue work and notify the CO immediately.

Davis Bacon wage rates apply to this contract. (Attachment 3 of Solicitation) Contractor must comply with NRCS Supplement to OSHA (in section H of solicitation) o Preconstruction Safety Meeting o First Aid Training o First Aid Kits o Hardhat Area o Construction Area Sign o Rollover Protection Structures

Drawings/Specs/Inspection (Abigail Parnell, NRCS)

Abigail briefly explained the structure of the construction specifications. She explained that there are two parts, the construction details and the items of work. She also explained how payment for subsidiary items are included in other bid items.

CS 2 - Bid Item 2 - Clearing and Grubbing (LS) – for any/all clearing needed. Noted that we’d like to keep clearing to a minimum, but we have this item in case we need it. The units which are most likely impacted are units 2, 4, and 5.

CS 6 – Bid Item 12 – Sprigging, Bermudagrass (1.3 Acres). Includes fertilizer and hay mulch. Applied to constructed embankments, and excavated aux spillways.

CS 6 – Bid Item 13 – Seeding (2.2 Acres). Includes fertilizer and hay mulch. Applied to finished spoil areas, other disturbed areas as directed.

CS 7 – Construction Surveys (Subsidiary to Mobilization – Bid Item 1). NRCS will provide initial surveying for quantity computations and reference points. NRCS responsible for staking.

CS 8 - Bid Item 1 - Mobilization – (LS) – Consists of mobilizing and demobilizing construction equipment, constructing and maintaining the ingress/egress route, washing equipment to reduce spread of fire ants, and for securing any bonds or payment protection. It was noted that the ingress/egress route from the north is on a road which is no longer maintained by the county, and includes a bridge over a creek. It was noted that the bridge is not in as good condition as it was when the design and bid schedule was originally put together.

CS 21 Bid Item 7 & 10-11. Excavation, Common (CY) – There are three bid items for excavation and several subsidiary items.

Bid Item 7 (Circle pit, Deep Water Habitat) is paid as a lump sum item.

Bid Item 10, Excavation of Unit 1 is paid by the CY.

Bid Item 11, Wetland Pond is paid by the CY.

Subsidiary items include the excavation needed for the two pipe trenches, and the excavation of the borrow areas as needed. Noted that most earthfill will probably be able to be sourced from the excavation bid items.

Noted that the pipe trench requires full time NRCS inspection.

CS 23 Bid Items 3-6 Earthfill, Embankment (CY) – Measurement and payment shall be by the quantities as staked in the field. Noted that there a couple locations on the drawing which has a design elevation and compaction and slope requirements (in order to plug two low spots), as well as an additional location which just has a max fill height and needs to be compacted well enough to keep it from sloughing back into the excavation.

CS 26 Topsoil – Subsidiary item. Topsoil shall be stripped and stockpiled from all areas where excavation is going to be done, or earthfill is going to be placed. Subsidiary to earthfill and excavation bid items.

CS 32 Concrete – Subsidiary item. Covers the concrete needed for the footings and pads for the water control structures (Bid Items 8 and 9, CS 52). Concrete shall be Class 3000M. It requires full time NRCS inspection.

CS 52 Bid Items 8 & 9, Water Control Structures 1 & 2 (DIFT). These bid items are for installing two water control structures. Full time NRCS inspection required on these bid items and all items subsidiary to these items. Smooth steel pipe required. No coating required. Welding shall be done by a State Certified Welder. The items of work also provide details for the foundation requirements, the backfill and moisture requirements for around the pipe.

CS 94 Contractor Quality Control – Subsidiary item. In section C, Method 1, Contractor is responsible for developing and maintaining a system of quality control. Subsidiary to Mobilization.

Abigail made sure to note that the initial drawings and specifications that were posted on SAM.gov were incorrect and the correct versions of the drawings and specifications were posted on SAM.gov on June 9, 2026.

Abigail asked if there were any questions before going to the site.

Visit Notes

There was a site visit to the worksite.

Site Visit Notes:

1. Stopped at the approximate location of the Circle pit, Deep Water Habitat (Bid Item 7). Noted that this item is paid as a lump sum.

2. Stopped at the approximate location of the Wetland Pond (Bid Item 11) and noted the locations of earthfill for units 4 and 5 and the excavation for the wetland pond on the plan map. Explained the lines on the drawings and that the purpose of the wetland pond excavation is to extend the pool area from unit 4.

3. Stopped at the bridge on the north access route. The existing bridge was measured to be about 20-ft wide by 16-ft long.

4. Stopped at the north end of the easement boundary and discussed the approximate locations of the work (Unit 1 excavation, depositional areas, units 2 and 3). Noted that Units 2 and 3 have pipes in them. While at the site it was noted that there is a t-post marking an old oil field pipe, which is exposed and punctured. The location is approximately 100-ft south and 400-ft east of the NW easement corner.

Site Showing ended at approximately12:00 pm

Questions and Answers:

Q: Is this work on existing units?

A: No, this is new construction.

Q: Why are bid items 12 & 13 optional?

A: Depending on when the construction is completed, if we are outside of the seeding dates, there will need to be a modification to the contract to apply temporary cover instead of seeds or sprigs. But bid as if you are applying both bod items. The two bid items are for two different areas. Bid Item 12, Sprigging, is for all constructed embankment and excavated auxiliary spillways. Bid Item 13, Seeding, is for covering finished spoils or other disturbed areas.

Q: Does the vegetation have to be established and growing before leaving the site?

A: No, just applied.

Clarification/Amendment: Applied and checked out.

Q: Will receipts have to be submitted for the vegetation and concrete?

A: Yes.

Clarification/Amendment: The seeding will meet the mixture as stated and hay mulch as stated within the specifications. The concrete will need the batch tickets submitted. Other items that will require tickets/receipts are required as noted within the specifications.

Q: Can the concrete be mixed on-site?

A: Yes, as long as it is 3000 lb concrete.

Q: Will sampling/testing be required on the concrete?

A: No, just the receipt documenting quantity and that a 3000M mix was used.

Clarification/Amendment: The concrete needs to be placed within the time frame for the concrete, based upon the batch ticket time when the truck leaves the site.

Q: Can the contractor pick a start date?

A: Contractor will work with the CO to confirm the start date.

Clarification/Amendment: The CO is the one who issues the Notice to Proceed which officially sets that start of the construction period. The CO will work with the COR on the determination of that date.

Q: Who’s the landowner?

A: Project is on private property, with the easement owned by NRCS.

Q: How will the quantities be measured on the Circle pit, Deep Water Habitat (Bid Item 7)?

A: Item paid for as a lump sum.

Q: What are the typical quantities for Circle pit, Deep Water Habitat (Bid Item 7)?

A: The estimated quantities of earthwork needed to complete Bid Item 7 are listed on the drawings.

Clarification/Amendment: Quantities listed are 2500 Cubic Yards, based on the dimensions on sheet 9 of the drawings.

Q: Who stakes the construction and who measures the quantities for payment?

A: NRCS.

Q: Are any offset stakes provided?

A: Not typically.

Q: What kind of stamp is needed on the Performance/Bid Bond?

A: Did not have the answer on site but will ask the contracting specialist.

Clarification/Amendment:

Corporate Seal: Both the contractor (Principal) and the surety company historically affix their corporate seals to the Bid Bond - GSA. These can be traditional raised/embossed stamps or printed digital representations.

Power of Attorney Stamp/Seal: The surety must attach a "Power of Attorney" document, which proves that the attorney-in-fact signing on the surety’s behalf has the legal authority to bind the company to the bond. This POA typically bears the surety's seal.

No Notarization or Adhesive Seal Needed: Under modern Federal Acquisition Regulation (FAR) class deviations, electronic and mechanically applied seals are fully acceptable as originals, and the requirement for a notary or an adhesive seal is eliminated.

Q: Would it be possible for the contractors to have access to the Engineer’s Estimate for the project? (in the past, the Bonding Agent has asked to see the Engineer’s Estimate before granting a bond) A: Engineer’s Estimate range is provided in the solicitation, but I can work with the CO if the Engineer’s Estimate could be released.

Clarification/Amendment: No, under FAR guidelines, access to the Independent Government Cost Estimate (IGCE) is strictly limited to authorized Government personnel. Releasing the estimate before the bid closing can unfairly influence bidder pricing. Serious firms should be able to make serious accurate bid without seeing the engineer’s estimate.

Q: Will the contractors be notified if/when amendments are posted on SAM.gov?

A: No, contractors/potential bidders are responsible for keeping an eye on SAM.gov to see when/if any amendments are added, and there is a location on the SF 1442 which requires you to acknowledge amendments. And all Questions/Answers will be shared with those who participated in the site showing.

Clarification/Amendment: Q/A can only be shared with contractors if agreed upon by the CO and with the CO’s review and concurrence prior to posting.

Q: Are there any pipes on units 4 and 5?

A: No.

Q: In order to avoid using the bridge on the north access road, would it be possible to access the north property from the adjacent wheat field?

A: No. Landowner did not grant access.

Q: What if the current bridge is smashed (accessing the north property)?

A: We have to leave the ingress/egress route as good or better than it currently is.

Q: What is the main goal of this project?

A: Wetland Restoration and Wetland Enhancement.

Q: If contractors have questions, who should they contact?

A: Contractors/potential bidders should send all questions to the Contracting Specialist, Mark Domingo at mark.domingo@usda.gov.

Submitted:

Abigail Parnell, Agricultural Engineer