Attachment_5_-_Pre-Quote_Meeting_Notes_Vulcan_0002.pdf

Pre-Quote Meeting Minutes

BLM-CO Vulcan Reclamation Services 140L1724Q0024

July 10, 2024 1:00 PM

Good afternoon, thank you everyone for taking the time to be on the call

Introductions (Introduce Folks Below)

Roll call (Participants Names and Addresses) o Patrick Frost – BLM Contracting Specialist o Kerry Spetter- BLM Contracting Officer o David Lazorchak - Project Lead

• Description of Project o Mobilization and demobilization of equipment to and from the project area on existing Bureau of Land Management (BLM) roads. The project area is in T. 47 N., R. 1 W., sec.8, New Mexico Principal Meridian.

o All equipment and vehicles used for this project will be thoroughly cleaned before entering public lands. This is necessary to prevent the spread of noxious weeds.

o Equipment that will be used for the contract will be of adequate size and in good operational condition.

o Fueling and maintenance of equipment shall be completed in a safe manner. All spills will be promptly cleaned up and reported as required under the law.

o Travel to and between the seventeen trenches shall be kept to a minimum number of trips to avoid unnecessary compaction of the soil. A logical pathway will be followed to minimize surface disturbance.

o A total of eight thousand (8,000) loose cubic yards of material will be pushed to reclaim the damaged area. No hauling of soil is required as the soil that was removed during trenching is located next to the trenches.

o Each trench shall be:

Backfilled by pushing the lower C horizon soil into the bottom of the trench first. C horizon soil will be compacted before covering and smoothing with the remaining A and B horizon soil.

The A horizon soil will be used as the top layer. It will be differentiated from the B horizon soil layer to the greatest extent possible.

The surface shall be regraded/reshaped to prevent erosion in the event of heavy rainfall on the new surface.

The Government will provide an approved seed mixture that will be applied to the roughened surface of the backfilled trench and the area adjacent where the soil was stockpiled to promote growth and prevent erosion or washout of seed mixture. Seed will either be hand broadcasted or applied using an ATV with a seed spreader attachment.

Seed application will need to occur when there is no wind to a light breeze to prevent drift of the seed.

o Dozer tracks created between trenches will be reseeded as necessary to repair damage to existing vegetation.

o Period of Performance is Expected to be September 3rd, 2024 – October 31st, Requirements to be Eligible, Basis for Award o Vendor Must be in SAM.gov at Time of Offer o Small Business Set-aside o Award will be based on Price and Other Factors

1) Technical Response - the technical response will be evaluated against the specifications and capability of the contractor. The technical response will be rated on a scale of: Does or Does not meet.

2) Past Performance- Price and other factors Past Performance- The government may, at its discretion, base past performance on past knowledge and previous experience with the contractor, supply or service being provided, customer survey or other reasonable basis.

Price - price and price related factors

Invoicing will be via IPP.gov o Vendor Must Upload an Actual Invoice for Work that has been Performed and Accepted

Payment o An invoice can be submitted for payment for the whole project or for individual units after the work has been inspected and accepted by the Contracting Officer’s Representative or Project Inspector

This Contract is Subject to the Service Contract Act Wages and Requirements

Questions

Will the piles be marked as to what they are?

The material that goes into the trench first, is immediately adjacent to the trench opening. The topsoil is in a different location, to the side of the trench. The material that goes in first matches what is deeper in the trench and is fairly rocky. There is a marked difference between that and the topsoil, which goes in last, that has vegetation growing in it.

Anticipating fertilizer or mulch or seeded and raked in?

Seeded and raked in

Any restrictions for Sage grouse etc?

Not during this time of the year, Are there any cultural concerns at the site?

No, it has been culturally cleared

All we have to do is backfill from the soil that is there, no additional soil needed?

Correct

Seed will be provided by BLM?

Yes, special mix that is for Sage grouse habitat

BLM will deliver seed mix to the Site

Can you provide better coordinates for the sites?

Yes, those along with pictures of the trenches will be included with the solicitation amendment when this meeting’s notes are added

How did you measure the 8,000 yards?

Calculated by measuring the amount on the ground and multiplying by a swell factor of 1.2

What is the outlay you are expecting for the contract, pricing?

We cannot provide that information, just ask that vendors give us their best proposal