B09_Attach_10_Site_Visit_2021_and_Q_A_0001.pdf

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U.S. DEPARTMENT OF INTERIOR

BUREAU OF LAND MANAGEMENT

SITE INSPECTION CONTINUATION SHEET

2. Contract No.

Sol. #140L1221R0005

3. Report No.

Site Inspection

4. Contract Name Barn Replacement, Electrical, and Fuel Tank

5. Date 05/18/2021

6. Narrative Report (continued)

NOTE: Questions asked at the Site Tour are listed at the end of the narrative report.

09:05 – I arrived on site. No one else is on site. I set up a sign on a barricade directing attendees into the driveway. I called Mark Ackerman of CRP staff and asked if he could come over and unlock the Equipment Shed so contractors could view the inside.

09:32 – Mark arrived and unlocked the Equipment Shed.

09:41 – Attendees began arriving. They walked the site taking photos while waiting for more arrivals.

09:45 – Jed Parker arrived.

10:00 – Started meeting. Only one company on site. They did not download the entire Solicitation and bring it with them. I made introductions including stating that Jed would be taking over as COR later in the contract. I stated that I would be covering most of the solicitation focusing on those items that are key to my management of the contract. I stated that anyone should feel free to stop me at anytime to cover items I may have skipped but were important to the contractor. I also asked them to stop me anytime to ask questions. The following is a summary of the documents and specific pages I covered in the meeting:

Solicitation:

SF1442, Pages 1 – 3: Start work within 3 days after Notice to Proceed. 150 calendar days of on-site performance time. Boxes 17 & 19. Performance time of 10/01/2021 – 09/30/2021 will allow for building, footing, electrical design, and submittals prior to May 01, 2022 commencement of on-site work.

Page 4: All correspondences shall include Solicitation # and Title as shown. Noted key dates.

Page 5: Sections L & M are BOLD for a reason. They are important for instructions on how to submit the proposal and how it will be evaluated.

Page 9: Clause by reference. 150 Calendar days on-site Performance Time.

Page 10: Liquidated Damages = $941/calendar day.

Page 11: Clauses by full text.

Page 12: IPP. BLM does not see IPP on the computer. All issues with IPP should be addressed by the contractor with the IPP Helpdesk. Invoices MUST have billing period on them. Payrolls are due weekly. The COR should receive the by Thursday for the previous week. Work week is Sunday-Saturday.

Page 13: Sam Bon is the CO and will be the one to whom the questions are submitted.

Page 14: Work Schedule developed by the contractor should show working 4 10-hour days or 5 8-hour days. H-4 NEPA has cleared the site but contractor should always be on the lookout for unusual item found especially during excavation work. H-5 Contractor to provide plan within 30 days of award.

Page 15: Went over H-8 communications requirements.

Pages 16 - 18: Pointed out clause by reference especially 52.236-3 & 52.236-6.

Pages 22 - 23:20% Bid Guarantee and Liability Limits.

Page 24: noted list of attachments.

Pages 25 – 29, Section K: I deferred all conversation or questions concerning this section to the CO.

Page 30, Section L: Contract is firm fixed-price contract. Wage rates are attached.

Pages 32 – 35, Section L: I made it clear that these pages are very important, and that the contractor should pay close attention to all instructions.

Pages 36 – 37, Section M, LPTA for award. I made it clear that these pages are very important, and that the contractor should pay close attention to all criteria.

Statement of Work:

I suggested that the contractor read through the SOW in its entirety to note what items are required to be included with their proposal.

Pages 1 - 2: Desmond Road access is not conducive to transport vehicles. Went over Scope of Work and General Provisions.

Pages 3 – 5: Discussed generalities. BLM will provide Certified Elevation Document for benchmark from previous project after award. I pointed to the benchmark location from the site. It was clearly visible.

Pages 5 – 10, Replacement Building Specifications: I noted that the square footage shall be as near to 5,280 sf as possible but no more. I stated that the new building location should be close to the old with the

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best possibility of shifting only a few feet east to ensure foundation does not get to close to the edge of the building pad. I noted 26-gauge minimum roofing and siding. I noted typos in 2.4 that would be corrected in an amendment with a new SOW. I noted no building assembly on concrete prior to passing 28-day compressive strength test. I noted equipment shall be clean before it arrives on site and cleaned on site before it leaves.

Pages 10 – 13, Electrical Specifications: I noted that SMUD and Sacramento County would be the primary agencies permitting the electrical work. I noted that the Sacramento County Floodplain Management Ordinance shall be followed for all electrical component installations.

Pages 13 – 16, Replacement Building Electrical: Noted the electrical needs in 4.5.

Pages 16 – 19, Equipment Shed Electrical Specifications: Noted the electrical needs in 4.5. I noted typos in

4.8 that would be corrected in an amendment with a new SOW.

Pages 19 – 23, Fuel Tank Specifications: I showed them the general location for where it is to be installed.

A conversation developed about the salient features and Brand Name or “Equal”. I stated that I am not current on what is allow to be discussed concerning the research by the Government as from which brand the salient feature were developed, so I suggested that they ask the CO if the brand research by the Government could be divulged.

Page 24: Contractor is not relieved from self-inspection just because the Government is inspecting as well.

Keys/combinations will be provided, or contractor can install their own lock in-line.

Page 25: I noted Fire Plan, Sanitation and As-builts.

Drawings:

Aerial Map: While standing at the east end of the Rice Barn, I oriented everything listed on the map. I noted that the water source may require a 40-foot drafting hose. BLM will mow pad area prior to site work.

Drawing #LLCAC08000-16000-1: I went over the general layout of the electrical distribution.

Drawing #LLCAC08000-16000-2: I went over the electrical components and their general locations.

Drawing #LLCAC08000-16000-3: I went over the electrical components and their general locations.

SMUD SN31847126 Schematic: I noted that there should be a “comma” after the word “underground” in the text block on the right, or it would read as though the 200-amp panel should be “underground”. This may need to be addressed in the amendment. I noted that SMUD does not want a bunch of calls from bidders.

There is enough information in the drawings and SMUD schematic to prepare a proposal. Contact with SMUD should be made after award.

SMUD Electrical Service Requirements: I noted that these will be required by SMUD.

Price Schedule: I noted the columns to be completed.

Barn Evaluation: I noted this document was provided for information as to what exists to be demolished. It also has wind and seismic information for the site.

2 FEMA Documents: I noted that the building and foundation designs need to consider the requirements incorporated in the documents.

Sacramento Couty Document: This applies mainly but not entirely to the electrical component installations relative to the base flood elevation.

Wage Determination: I noted that some pages will not apply to the project.

10:53 – I finished my presentation and we all walked over to the Equipment Shed to have a look around.

11:14 – We all left the site.

See Attendance Sheet attached to the end of this narrative.

Questions and Answers:

Q1 – Was this site tour mandatory?

A1 – No.

Q2 – Is a full-time NEPA monitor required?

A2 – No.

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Q3 – Is there an existing soil report for the building pad?

A3 – No.

Q4 – Is there any seismic information available?

A4 – I referred them to the Barn Evaluation Report.

X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X

7. Signature

8. Title

COR - BLM

9. Office

Mother Lode FO, LLCAC08000

Solicitation #140L1221R0005 Barn Replacement, with Electrical and Fuel Tank

Q1 - Are there only county permits required for the electrical work?

A1 - Yes. No Federal or State permits are known to be required. SMUD (utility provider) requirements must be followed for all electrical items under their jurisdiction.

Q2 - Will the BLM be supplying foundation, structural and civil inspections?

A2 – Refer to Solicitation Page 9 of 37, Section E: Inspection and Acceptance, Clauses

Incorporated By Reference, 52.246-12.

Inspection of Construction (Aug 1996)

(a) Definition."Work" includes, but is not limited to, materials, workmanship, and manufacture and fabrication of components.

(b) The Contractor shall maintain an adequate inspection system and perform such inspections as will ensure that the work performed under the contract conforms to contract requirements. The Contractor shall maintain complete inspection records and make them available to the Government. All work shall be conducted under the general direction of the

Contracting Officer and is subject to Government inspection and test at all places and at all reasonable times before acceptance to ensure strict compliance with the terms of the contract.

(c) Government inspections and tests are for the sole benefit of the Government and do not-

(1) Relieve the Contractor of responsibility for providing adequate quality control measures;

(2) Relieve the Contractor of responsibility for damage to or loss of the material before acceptance;

(3) Constitute or imply acceptance; or

(4) Affect the continuing rights of the Government after acceptance of the completed work under paragraph (i) of this- section.

(d) The presence or absence of a Government inspector does not relieve the Contractor from any contract requirement, nor is the inspector authorized to change any term or condition of the specification without the Contracting Officer’s written authorization.

(e) The Contractor shall promptly furnish, at no increase in contract price, all facilities, labor, and material reasonably needed for performing such safe and convenient inspections and tests as may be required by the Contracting Officer. The Government may charge to the Contractor any additional cost of inspection or test when work is not ready at the time specified by the

Contractor for inspection or test, or when prior rejection makes reinspection or retest necessary.

The Government shall perform all inspections and tests in a manner that will not unnecessarily delay the work. Special, full size, and performance tests shall be performed as described in the contract.

(f) The Contractor shall, without charge, replace or correct work found by the Government not to conform to contract requirements, unless in the public interest the Government consents to accept the work with an appropriate adjustment in contract price. The Contractor shall promptly segregate and remove rejected material from the premises.

(g) If the Contractor does not promptly replace or correct rejected work, the Government may-

(1) By contract or otherwise, replace or correct the work and charge the cost to the

Contractor; or

(2) Terminate for default the Contractor’s right to proceed.

(h) If, before acceptance of the entire work, the Government decides to examine already completed work by removing it or tearing it out, the Contractor, on request, shall promptly furnish all necessary facilities, labor, and material. If the work is found to be defective or nonconforming in any material respect due to the fault of the Contractor or its subcontractors, the

Contractor shall defray the expenses of the examination and of satisfactory reconstruction.

However, if the work is found to meet contract requirements, the Contracting Officer shall make an equitable adjustment for the additional services involved in the examination and reconstruction, including, if completion of the work was thereby delayed, an extension of time.

(i) Unless otherwise specified in the contract, the Government shall accept, as promptly as practicable after completion and inspection, all work required by the contract or that portion of the work the Contracting Officer determines can be accepted separately. Acceptance shall be final and conclusive except for latent defects, fraud, gross mistakes amounting to fraud, or the

Government’s rights under any warranty or guarantee.

(End of clause)

Q3 - Is the contractor responsible for payment to a third-party inspector for concrete, compaction, and high strength bolt testing? Or will the BLM supply this?

A3 – Refer to A2 above. Refer to SOW, Pages 4, 5, 9, & 10 for testing requirements. Contractor is responsible for assuring that all components and processes submitted in proposal meet the required design and testing requirements stated in the proposal (building, subgrade preparation, concrete, electrical components, etc.).

Q4 - May we put the required number of skylights on the roof in the standard 3’ X 10’ building skylight material?

A4 – Yes. Minimum Sky Light dimension is 2’ x 4’. See SOW Page 8 of 25.

Q5 - If we cannot begin work until 05/01/2022, will the Government pay steel increases that affect this project between 09/08/2021 and the actual start date 05/01/2022?

A5 –Proposals are now due 06/22/2021 (Page 4 of 37 of Solicitation). Quotes are required to be valid for 90 days, (Page 33 of 37 of Solicitation). Award should be prior to the 90 days of quote expiration, and therefore, the Government anticipates that the awardee will be in the process of ordering building from supplier without increases to steel prices.

Q6 - The RFP bid documents does not specify any heating or cooling requirements. Please confirm that no heating or cooling is required for this project.

A6 – There are no heating/cooling requirements.

Q7 - Who is the basis of design for the PEMB and Fuel Tank System? Please advise.

A7 –BLM requires the brand or equal to “FIREGUARD” a Steel Tank Institute (STI) Licensed

Manufacture. www.steeltank.com. All the salient features were developed from FIREGUARD.

Q8 - Are there any as-built drawings, soils report, or topo drawing available? If so, is it possible for the contractor to get copies?

A8 – No as-builts drawing, soils reports, or topo drawings are available. Refer to SOW Pages 4, 6, 11, 21, & 22 for circumstances relating to controlling elevations of all installations.

Q9 - Is there a hazardous materials survey report? If so, is it possible for the contractor to get a copy? Are there any known hazardous materials?

A9 – There is no hazardous materials report for the site and there are no known hazardous materials on site.

Q10 - Due to the amount of information required with the proposal, our subcontractors are requesting that the proposal due date be extended. MX Construction, Inc. is requesting the proposal due date be extended from June 8, 2021 to June 22, 2021. Please advise if this is feasible.

A10 – Proposal due date has been extending in the Amendment 0001 to 06/22/2021 at 6:00 PM

PDT

Q11 - Per the Sacramento County flood plain ordinance, minimum finished floor height will need to be 23.5’. Is the BLM willing to sign a hold harmless agreement so the floor height can be 22.5’?

A11 – BLM will sign a “hold harmless” letter for a floor elevation noted in the SOW, Page 4 of

25, 2.4: “within 0.1’ of the existing building pad”. The current floor elevation of the existing barn is at the pad elevation. BLM does not intend to “ramp/step up” to the replacement building equipment/man doors or finished floor.

Q12 - Because of current steel market volatility may the Contractor supply identical building quotes from 09/08/21 & 05/01/2022 for the BLM to pay the material increase difference?

A12 – See A5.

Q13 - May a commercial grade coiling service door be installed in place of the two sliding/rolling doors?

Q13 - No

Q14 - Does the BLM require minimum 18’ clearance under the haunch connections, or under the perlins?

http://www.steeltank.com/

A14 – Refer to SOW, Page 7 of 25, 2.6. Haunch connections. As the haunch is part of the rafter/ceiling support, the lowest portion of the haunch would need to be 18 feet above finished floor.

Q15 - Next to the southeast corner of the existing rice barn, there used to be a deep concrete elevator pit. Does that still exist and if it does, can the BLM describe the concrete depth of those existing walls to be removed? If the walls have to be removed, may we leave the concrete floor since it could be 6 – 7’ deep?

A15 – Yes it exists. Depth of walls is unknown. Refer to amended SOW, Page 3 of 25, 3.3.

Q16 - Does the concrete auger walls and floor have to be removed south of the barn footprint?

A16 – Remove walls to full depth. See A15.

Q17 - What is the anticipated date to receive answers to the questions submitted? We are hoping for a quick turnaround due to the detailed documentation required for this project and the potential for additional questions to surface from subcontractors/vendors.

A17 – Tuesday, 06/01/2021 amendment has been posted.

Q18 - Additionally, please advise if the project submission date will be postponed by two weeks.

A18 - See A10.