MeetingSummary_20240321_0003.pdf

MEETING SUMMARY

406-442-0370 ■ 1300 Cedar Street ■ Helena, Montana 59601 ■ www.dowl.com

PROJECT: Colorado River Irrigation Project Lateral 73-36 Check One Replacement

DATE: 3/21/2024

SOLICITATION

NUMBER:

140A1624R0002 TIME: 8:30 a.m.

ORGANIZER: Will McLaughlin SUBJECT

Pre-proposal Conference

On March 21st, 2024 BIA held a pre-proposal meeting for the (Colorado River Irrigation Project) CRIP 73-36 Check One Replacement project. Personnel from the Colorado River Indian Tribes Tribal Employment Rights Office (TERO) and the CRIT Planning Department attended the meeting. The meeting sign-in sheet is included as Attachment 1. The design engineer (DOWL) presented a brief presentation (Attachment 2) outlining key project components and the expected work sequence. The notes annotated with each slide in Attachment 2 provide a summary of topics of discussion but are not intended to provide a complete transcription of meeting discussions. Following the presentation, DOWL led a site walkthrough for prospective Bidders to review the site. The meeting concluded at 11:30 a.m.

Attachment 1: Sign-in Sheet

Virtual Attendees:

William McLaughlin BIA – Contracting Officer william.mcLaughlin@bia.gov

Abri-Gayle Sterlacci BIA - Contract Specialist abri-gayle.sterlacci@bia.gov

Kevin Smith BIA kevinb.smith@bia.gov

Dillon Esquerra CRIT Water Resources dillon.esquerra@crit-nsn.gov

Gabriel Sitapati DOWL gsitapati@dowl.com

Attachment 2: Presentation and Meeting Notes

LATERAL 73-36

CHECK 1

REPLACEMENT

Solicitation: 140A1624R0002

Pre-Bid Meeting

3/21/2024

Introductions, including:

• Will McLaughlin (Contracting Officer)

• Abri Sterlacci (Contracting Specialist)

• Jonathan Cody (Contracting Officer’s Representative)

• Gary Colvin (CRIP Project Manager)

• Jeff Olsson (Engineer of Record)

• Other BIA and Tribe representatives

• Contractors

AGENDA

8:30 – 10:00 Project Overview by BIA/DOWL

Introductions

BIA Opening Remarks

TERO

General Site Overview and Site Map

Expected Work Sequence and Schedule

Key Elements of Construction

10:00 to 10:30 Drive to the Project Site (south of Parker)

10:30 to 12:00 On-site Field Review

This presentation highlights a few key project considerations and includes an expected work sequence / schedule. Following the office presentation, participants will meet on site for a field review.

TRIBAL EMPLOYMENT RIGHTS OFFICE (TERO)

TERO Director Theo De La Rosa Email: theo.delarosa@crit-nsn.gov Phone: (928) 669-1380 Alt.: (928) 669-1390

Address: 26600 Mohave Road Parker, AZ 85344 https://crit-nsn.gov/crittero/

The 3.5% TERO fee applies to this project. Contractors can contact the TERO office to confirm if this fee applies to their firm and obtain the required forms.

73-36 Check 1

73-36-7 Headworks

Temporary Bypass

Check 1 Replacement

SITE

OVERVIEW

3 4

L A

T E

R A

L

-3

J. Olsson presented an introduction to the project site. Key discussion points include:

• The existing long-crested weir checks the upstream water surface elevation for the integral headgate.

• The headgate diverts water to the 73-36-7 sublateral.

• The existing structure is failing due to undermining.

• A 2023 temporary repair using flowable fill stabilized the structure, but its longevity is uncertain.

• Due to the restrictions imposed by the 49-week irrigation season, the permanent check will be constructed a short distance downstream of the existing structure, allowing the existing structure to remain in service while the replacement structure is built.

• During construction, a temporary bypass will route flow in the 73-36 lateral around the work area of the permanent check.

P R O J E C T P U R P O S E

• Project Purpose: replacing infrastructure while minimizing interruptions in irrigation service.

• The new check will be an updated version of the existing long-crested weir, which maintains a relatively consistent upstream water level over a wide range of flow rates.

BACKGROUND INFORMATION

The existing structure is failing. Significant cracking and lopsided platforms are apparent. Temporary repairs by Owner included pumping concrete around the upstream foundation to fill voids under and around the structure; note that this will impact demolition operations, as this material will need to be removed as part of the demolition operations. Owner does not have as-built drawings of the existing structure.

WORK RESTRICTIONS

Irrigation Restrictions and Dry-Up Schedule

Construction Limits

Environmental Restrictions

Construction Limits

• BIA has secured temporary construction easements for the areas depicted in orange and described as the “construction limits” in the plans and specifications.

• The dry-up will be two weeks in January; however, it may take a few days for the canal to drain.

• The farm field south of the 73-36-7 will stay in production until the Contractor begins work. During construction, temporary construction easements (shown in orange) allow a portion of this field to be used for staging, work, and as a borrow source for fill materials required to construct the temporary bypass. Typical best management practices for stockpiling materials will apply.

• After construction, the Contractor will spread the borrowed topsoil over the field. The Contractor is not responsible for laser-leveling and/or reseeding the field; this work is being performed by others after the Contractor’s work is complete.

• The Contractor will berm up the north side of the ditch to allow continued irrigation service to the southern field during construction.

• Restricted access east of the 73-36 lateral due to the shrub/scrub habitat; access east of 73-36 is restricted to previously disturbed areas. No vegetation clearing in this area is allowed.

• Disposal of waste materials (e.g., concrete rubble and miscellaneous metals) is required to be off site. Contractor’s attention is directed to the Project Manual for information such as testing for lead-based paint or asbestos-containing materials. Page 011 of 022

EXISTING FACILITY – CHECK 1

E X P E C T E D W

O R K S E Q U E N C E

Construct Temp. Check & Bypass Channel

Construct Permanent Check Structure

Construct Headworks & Resume Irrigation

1 2 3

The work sequence depicted on this slide is the design intent that the plans are based on. The Engineer believes this expected work sequence is a reasonable approach with a high likelihood of success. The Contractor may propose an alternate work sequence. Certain aspects of the work (e.g., cofferdam type, method, and timing) are the responsibility of the Contractor.

• Phase 1: Construct the temporary bypass and check. Sheet pile walls isolates the construction of a bypass channel parallel to the 73-36 lateral. A bank raise upstream of the new check will be required. Some of the sheets are temporary and are intended to be removed when activating the bypass channel.

• Phase 2: The bypass will be activated during a short (likely a few days) drawdown (i.e., reduced, but not zero flow) in early October. The timing of this drawdown will be requested by the Contractor through the submittal review process well in advance of the work. Details will be provided in a forthcoming addendum. Due to downstream constraints and structures, there will be significant standing water in the ditch downstream of the existing check and in the area where the cofferdams will be installed.

Water deliveries will be maintained into the Lateral 73-36-7 ditch during this drawdown. Once the bypass is activated the area between the cofferdams will be pumped dry by the Contractor, allowing them to proceed with foundation dewatering, foundation improvements and construction of the permanent check.

• Phase 3: Demolish the existing structure and install the new headworks during the 2-week January 2025 dry-up.

EXPECTED TIMELINE

FEBJANDECNOVOCTSEPAUGJULJUNMAYAPRMAREvent

Solicitation

Proposals Submitted

Proposal Review

Award

Contractor’s Initial Submittals

Temporary Check and Bypass Construction

Cofferdam Installation

New Check 1 Construction

Existing Check 1 Demolition and Headworks Construction

Final Site Grading and Cleanup

5/16/2024

4/12/2024

Limited drawdown / irrigation shutoff in Sublateral 73-36 early October Planned two-week irrigation shutoff in Sublateral 73-36 January 2025

Early Oct. 2024

Jan. 2025 Dry-up

Discussion on the expected bidding and award timeline. Irrigation drawdown / shutoff dates will be key milestones for construction sequencing.

• Contractor will propose a Fall 2024 drawdown date in an early submittal. Following BIA approval, farmers will schedule irrigation in anticipation of this date and it will be locked in.

• BIA to finalize dates of 2-week dry-up in January 2025.

• The 73-36 lateral will have an additional 1-week dry up in February 2025.

Substantial completion will likely be defined as the new check structure and headgate fully functional with all safety features. Remaining activities might include installing traffic bollards, road surfacing, and site cleanup.

T

M P O R A R Y C H E C K C O N S T R U C T

IO

N

A Typical Section Bypass Channel

A

J. Olsson describes key considerations for the bypass channel, including sheet pile installation, embankment construction, and topsoil management. One expected challenge is possible seepage from the bypass channel into the dewatered work zone, particularly during foundation improvements. Other seepage points could be through or around the cofferdams, depending on the Contractor’s selected cofferdam methods. Potential mitigation strategies could include lining the bypass channel, dewatering well points along the embankment, secondary cofferdams near the work zone, foundation dewatering sumps, etc. The Contractor will be responsible for the dewatering/cofferdam design.

Engineer has performed earthwork computations to review the cut/fill balance and believes there is plenty of room and available material within the construction limits to borrow fill materials for use in constructing the temporary embankments needed for the bypass.

TEMPORARY CHECK CONSTRUCTION

Sheet Pile 1

Sheet Pile 2

Sheet Pile 3

A brief discussion on the design intent of the temporary check and bypass. Sheet Pile 1 and Sheet Pile 3 will be removed to activate the bypass channel. Sheet pile 2 is the temporary weir wall check that will stay in place for the duration that the bypass is active. The Contractor could propose an alternate sheet pile or bypass channel configuration.

TEMPORARY CHECK CONSTRUCTION

Sheet Pile 1 Sheet Pile 2

Sheet Pile 2

Sheet Pile 2 manages the upstream water level after the bypass channel is activated. The Contractor can decide how to achieve the specified elevation and length (e.g., overdriving or cutting the sheet pile).

73-36 CHECK 1 CONSTRUCTION

The replacement check is a relatively simple concrete structure, primarily consisting of flatwork and vertical walls with a downstream riprap apron. The Contractor will blend in the canal side slopes with the existing canal.

D

M O E X

IS

T

IN

G C H E C K

A N D C O N S T R U C T N E W H E A D W O R K S

An expected excavation plan is shown on the left and the final grading plan is shown on the right. During the 2-week dry-up, the Contractor will demolish the existing structure and install the pipe, precast headwall, and precast outlet wall. The actual excavation approach will be the Contractor’s decision. Implicit to the design is the idea that the structure can be demolished and the new facility installed during the 2-week drawdown. Bidders are encouraged to review this sequence carefully when preparing their bids.

73-36-7 HEADWORKS CONSTRUCTION

Precast Headworks Fabricated in Three Pieces

B C

A

Embedded Wall Thimble

To improve constructability and allow for installation during the 2-week drawdown, Owner and Engineer selected a precast arrangement for the headwall. The headwall consists of three main precast elements and a concrete cutoff wall. Bidders attention was called to the wall thimble required for the headgate – this will take some coordination. Early development of gate shop drawings and precast design by Contractor and their suppliers is encouraged. The wall thimble is an embedded element requiring coordinated shop drawings and delivery of the wall thimble to the precast manufacturer. The outlet wall (not pictured in this presentation) is a similar precast element without a wall thimble.

KEY TAKEAWAYS

Activating bypass (Cofferdamming and CRIP Coordination)

Foundation dewatering (Isolate Seepage and Active Dewatering)

Demolish existing structure and install headworks (During 2-wk Period)

J. Olsson summarized several key consideration for this project – these are elements of the project that prospective Bidders are encourage to give significant attention to.

• Activating the bypass will be a key project milestone. Consider how and when you plan to complete the cofferdams, what cofferdamming technology to use, when you will want the brief fall drawdown, etc. Consider how standing water in the canal will impact the cofferdamming process and proposed cofferdam technology.

• Effectively managing water will be important (e.g., seepage from the adjacent bypass and foundation dewatering). Consider what mitigation measures you will implement to keep the work area around the permanent check dry during foundation improvements and subsequent concrete construction.

• Consider what measures (e.g., a light plant and temporary power, multiple crews, longer hours, and/or shift work)will be needed to ensure demolition and headworks construction can be completed during the 2-week drawdown.

BIDDING PROCESS

Bid submittal overview (refer to Sections L and M)

1. Price

2. Technical Approach

3. Schedule

Bid addenda process

Anticipated Q&A period

1. Use the Q&A form in the solicitation

2. Questions due March 26

Selection process

• Bidders’ attention is directed to Section L and M of the solicitation – these sections define what is required in Bidders’ proposals and how BIA will review and evaluate them.

In general, Bidders must submit a project narrative including a record of work on similar projects, anticipated work sequence/schedule, and strategy for approaching the anticipated project challenges. Review the Work Restrictions technical specification and make sure your work plan is consistent with the defined restrictions. The BIA will do a technical evaluation of the lowest bid, and if there are grounds to reject it, will move on to the next lowest bid until an acceptable bid is identified.

• Addenda will be posted on SAM.gov.

• Submit questions on the solicitation to BIA using the provided form. Owner and Engineer anticipate posting answers the week of April 1 – 5.

REMINDERS

Verbal Q&A is non-binding

All questions must be submitted in writing to the COR

Leaving promptly from the parking lot to Lateral 73-36 Check 1 site

Field logistics

• Concluding statements and a plan to meet at the project site.

• Safety minute on driving and walking near canal banks.