Pre-bid_tour_tjs_20210819_0001.pdf

Pine Bar Road Improvements, Coeur d’Alene District August 18, 2021

Solicitation 140L2621Q0054, Pre-bid Tour Meeting Notes

T. Syverson Page 1 of 9

NOTES AND RECOMMENDATIONS

Attendees:

Name and Company Address Phone Number E-mail Address

Thane Syverson, District Engineer, BLM-DOI

3232 W. Nursery Rd, Coeur d’Alene, ID 83815

208-769-5013 tsyverson@blm.gov

Joe O’Neill, Outdoor Recreation Planner, BLM-DOI

2 Butte Drive Cottonwood, ID 83522

208-962-3683 jfoneill@blm.gov

Ron Gibron, Summit Construction

P.O. Box 487, Jerome, ID 83338

208-850-2813 rongibron1@yahoo.com

Chris Render, Valley Paving

P.O. Box 308, Cottonwood, ID 83522

208-962-3314 seubexcr@gmail.com

Shane Riener, Valley Paving

P.O. Box 308, Cottonwood, ID 83522

208-962-3314

Joe Thyne, Cook & Sons

11 Lamb Lane, Grangeville,ID 83530

208-983-1407

Karl Crea Crea Construction

P.O. Box 833, Lewiston, ID 83501

208-746-3072 karl@creaconstruction.net

The meeting started at 10:00 a.m. on site adjacent to the Pine Bar Boat Launch ramp on the Coeur d’Alene District, BLM.

Thane Syverson, the Contracting Officer’s Representative, described the scope of the project and the following items:

Solicitation:

SF 18

Period of Performance: 9/13/21 to 11/15/21

Cover Page, Page 3

Contracting Officer is Patricia Fort.

Contracting Officer’s Representative is Thane Syverson.

Questions Deadline is Monday, 8/23/21, at 10:00 a.m. MDT, 9:00 a.m. PDT

Proposals are due by Tuesday, 9/07/21, at 10:00 a.m. MDT, 9:00 a.m. PDT

The Award Selection Process is Lowest Price

General, Page 4

(h) Respondents must complete the System for Award Management (SAM) at https://sam.gov. The

Government will obtain respondent representations and certifications through this system.

mailto:tsyverson@blm.gov https://sam.gov/

T. Syverson Page 2 of 9

(l) All questions must be emailed directly to the Contracting Officer.

Part I – The Schedule, Section B: Bid Schedule, Page 6

Quotes must be submitted for all schedules listed. No quote will be considered for only a part of the schedule. Schedules are listed in order of priority. Award will be made to the responsible quoter offering the lowest responsive quote for Schedule A, or Schedule A and Schedule B, subject to the availability of funds. Failure to show a unit price for each item may result in rejection of the quote as non-responsive.

Section F: Deliveries or Performance, Page 10

The Contractor shall be required to commence work under this contract within 10 calendar days after the date the Contractor receives the notice to proceed. The notice to proceed is generally issued on the 1st day of the Period of Performance, which is 9/13/21. This doesn’t mean that the

Contractor has to have equipment working on site withing 10 days, just that they are performing work on the contract, e.g. procuring materials, scheduling subcontractors, providing submittals, etc.

The Government recognizes that seasonal climatic conditions may occur that restrict or prohibit normal construction activities. The anticipated length of the seasonal delay for this project is 0 days. If there is a justified seasonal delay, submit a request for an extension to the Contracting

Officer.

Section G: Contract Administration Data, Page 11

Payment requests must be submitted electronically through the U.S. Department of the

Treasury's Internet Payment Platform System (IPP).

Section H: Special Contract Requirements, Page 13

H.1 Work Hours: The performance period established for this contract is based upon all work being conducted during regular working hours between 8:00 am and 5:00 pm, Monday through

Friday, excluding government holidays. If the Contractor desires to carry on work outside regular hours, including Saturdays, Sundays, and government holidays, a request must be submitted to the Contracting Officer in sufficient time to allow satisfactory arrangements to be made by the

Government for access to the work site and inspection.

H.2 Communications: All times are listed as the Mountain time zone.

Section J: List of Attachments, Page 36

Attachment 1 – General Decision: Construction Wage Rate Requirements are applicable to this project. Current prevailing wage determinations are included.

T. Syverson Page 3 of 9

Section K: Representations, Certifications and Other Statements of Offerors, Page 41

Review this section for required representations and certifications.

Section L: Instructions, Conditions and Notices to Offerors or Responders, Page 47

See this section for requirements for submitting offers.

L.6 52-225-10 Notice of Buy American Requirement – Construction Materials: All materials must be domestic unless an exception applies.

L.11 Required Documentation:

(b) The Government will select the quote that meets all requirements of the statement of work at the lowest price.

(c) The Government intends to make ONE award based upon evaluation of quotes received.

Award will be made to the responsible contractor whose quote conforms to all solicitation requirements, such as terms and conditions, representations and certifications, technical requirements, and also provides the lowest price responsible offeror.

Specifications:

Section 010000 – General Requirements, Page 010000-1

1.2 Section 011000 – Summary of Work, A. Project Description:

1. The Project consists of the following: Placing a 2-1/2” asphalt lift over an existing Reclaimed Asphalt Pavement (RAP) roadway. The project also includes subgrade/base course preparation and full depth asphalt sections in select areas identified on the project drawings.

B. Contractor Use of Premises:

1. General: During the construction period, the Contractor shall have full use of the premises for construction operations, including use of the site. The

Contractor’s use of the premises is limited by the Government’s ongoing operations.

2. General: Limit use of the premises to construction activities in areas indicated. Allow for Government occupancy and use by the public.

1.4 Section 013000 – Submittal Procedures

B. Submittal Procedures, 1. Coordination, a. Processing, T. Syverson Page 4 of 9

1) Allow 15 calendar days for initial review. Allow additional time if processing must be delayed to permit coordination with subsequent submittals.

Although the 15 days is required, I typically turn the submittals around much faster, usually within a few days.

1.6 Section 015000 – Temporary Facilities

J. Traffic Controls:

1. Provide, erect, and maintain traffic control devices, including traffic cones, delineators, concrete safety barriers, barricades, suitable and sufficient flasher lights, flag persons, danger signals, and signs, as required by State and local authorities having jurisdiction. Take precautions for protection of work and safety of public on roads affected by work during contract period as construction work proceeds. Do not start construction work along public or private roads until proper traffic control devices for warning, channeling, and providing safety for motorists are in place at construction site. Comply with requirements of authorities having jurisdiction.

1.8 Section 017000 – Execution requirements

D. Construction Layout:

1. Verification: Before proceeding to lay out the Work, verify layout information shown on Drawings. If discrepancies are discovered, notify Contracting Officer promptly.

2. Site Improvements: Locate and lay out site improvements, including pavements, grading, fill and topsoil placement.

Section 312000 – Earth Moving

1.1 Summary

A. Section Includes:

1. Excavating and filling for rough grading the Site.

2. Preparing subgrades for pavements.

3. Subbase course and base course for asphalt paving.

3.4 Subgrade Inspection

A. Proof-roll subgrade below pavements with a pneumatic-tired dump truck to identify soft pockets and areas of excess yielding. Do not proof-roll wet or saturated subgrades.

T. Syverson Page 5 of 9

I told the prospective bidders that, where the patch area is too small to proof roll, we will inspect for visible displacement with a suitable piece of compaction equipment.

B. Reconstruct subgrades damaged by freezing temperatures, frost, rain, accumulated water, or construction activities, as directed by Architect, without additional compensation.

3.8 Compaction of Soil Backfills and Fills

A. Place backfill and fill soil materials in layers not more than 8 inches in loose depth for material compacted by heavy compaction equipment and not more than 4 inches in loose depth for material compacted by hand-operated tampers.

3.10 Subbase and Base Courses Under Pavements

B. On prepared subgrade, place subbase course and base course under pavements as follows:

3. Compact subbase course and base course at optimum moisture content to required grades, lines, cross sections, and thickness to not less than 95 percent of maximum dry unit weight according to ASTM D698.

We discussed the practicality of this compaction method, that it won’t work well for this job. I told the group that I’ll change the compaction quality control method to visual inspection of visible displacement. See Proposed

Amendments section below.

Section 321216 – Asphalt Paving

1.1 Summary

A. Section Includes:

1. Hot-mix asphalt paving.

2. Hot-mix asphalt overlay.

3. Hot-mix asphalt patching.

1.5 Quality Assurance

A. Regulatory Requirements: Comply with materials, workmanship, and other applicable requirements of Idaho Transportation Department for asphalt paving work

We don’t have any requirements in this section for minimum road surface and ambient area temperatures to pave. See Proposed Amendments section below.

2.4 Mixes

T. Syverson Page 6 of 9

A. Hot-Mix Asphalt:

1. Provide mixes with a history of satisfactory performance in geographical area where Project is located.

3.1 Patching

A. Asphalt Pavement: Saw cut perimeter of patch and excavate existing pavement section to sound base. Excavate rectangular or trapezoidal patches, extending 12 inches into perimeter of adjacent sound pavement, unless otherwise indicated. Cut excavation faces vertically. Remove excavated material. Recompact existing unbound-aggregate base course to form new subgrade.

B. Tack Coat: Before placing patch material, apply tack coat uniformly to vertical asphalt surfaces abutting the patch.

3.2 Surface Preparation

C. Tack Coat: Apply uniformly to surfaces of existing pavement at a rate of 0.05 to 0.15 gal./sq. yd.

3.3 Hot-Mix Asphalt Placement

A. 3. Spread mix at a minimum temperature of 250 deg F.

3.5 Compaction

A. General

1. Complete compaction before mix temperature cools to 185 deg F.

C. Intermediate Rolling:

No one was familiar with the ASTM D2041 test. I told them I’d change this requirement to nuclear density testing. Upon further review, I left this in and added an option for nuclear density testing. See Proposed Amendments below.

Questions and Answers:

1. Are hot-mix asphalt plants even open in November?

a. Answer: Yes, the HMA plants are typically open in Lewiston until the week of

Thanksgiving. It is usually too cold to pave after the end of October though.

2. Is the Contractor required to submit a Traffic Control Plan?

a. Answer: When asked this during the pre-bid tour, I answered no, I don’t see that this is a requirement in the specifications. I was mistaken. It is a requirement to submit a Traffic Control Plan. This requirement is listed under Section 010000 – General Requirements, Section 015000 – Temporary Facilities, C. Submittals, 3. Traffic Control Plan (Page 010000-10): Submit requirements for specific signs, signals, channelizing and

T. Syverson Page 7 of 9 lighting devices, barricades, and flag persons in accordance with AASHTO Manual on Uniform Traffic Control Devices.

3. Where we are widening the road for turn-out parking, is there a requirement for saw cutting the existing pavement along the matching edge?

a. Answer: No, I don’t see that this is a requirement in the drawings or specifications.

4. Do we want shoulder rock to prevent a drop-off along the edges of the overlaid road and protect the edges?

a. Answer: Yes, we will add this to the contract.

5. What is the purpose of prime coating the compacted aggregate base in patch areas?

a. Answer: When asked this, I said that I don’t see a purpose. I’ll discuss it with the design engineer. After discussing it with the design engineer, we decided to eliminate it.

6. Paving the widened areas 3” deep, adjacent to the 2½” asphalt overlay on the road, will make the paving more difficult and add another pass with the paving machine. Can we change it to a uniform depth of 2½” of asphalt concrete paving everywhere?

a. Answer: Yes, that makes good sense. With the compacted base, the extra ½” of paving is not worth the added expense.

7. Can they pump water from the river to use to water backfill aggregate to achieve optimum moisture content for compaction?

a. Answer: Joe will get us an answer from the Field Office. According to the Field Office Manager, we will not prohibit the contractor from drawing a few truck loads of water from the river.

8. This RFI came in shortly after the Pre-bid Tour ended. If only Schedule A is awarded, is there a possibility of Schedule B getting awarded at a later date? If so, to save funds would you want the ramps from Schedule A that are in the Schedule B area built up to transition into a resurfaced Schedule B at a later date or left at the current height and tied in with the possibility of having to resurface these items again later to tie into the new level?

a. Answer: Yes, if only Schedule A is awarded, there is a good possibility that the work in Schedule B will be awarded at a later date. In response to this question, we have moved paving of driveways and patches in the Schedule B overlay road segment, locations 6, 7, 8 and 9, from the Schedule A part of the Bid Schedule into Schedule B part of the Bid Schedule.

Proposed Amendments:

Section B: Bid Schedule

Schedule A

Added item for Shoulder Rock.

Schedule B

Added items for Earth Moving and Shoulder Rock.

Section F: Deliveries or Performance

F.2 52.211-10 Commencement, Prosecution, and Completion of Work

T. Syverson Page 8 of 9

Period of Performance remains 9/13/2021 to 11/15/2021 but paving must be completed by 10/29/21.

Section C: Specifications (changes highlighted in gray)

Section 312000 – Earth Moving

Added requirement for preparation of embankment over natural ground. See revisions.

Changed compaction quality control method for subbase and base from testing to visual inspection with minimum number of passes and until visible displacement ceases. See revisions.

Section 321216 – Asphalt Paving

Added requirement for minimum surface temperature of road and air temperature to pave. See revisions.

Added option for compaction testing of asphalt concrete by nuclear density method.

See revisions.

Section C: Drawings:

Replace drawings in their entirety. See revised drawings.

Drawing C1, Sheet 2 of 7:

1. Asphalt Section, A/C1:

a. Eliminated prime coat on aggregate base.

b. Changed depth of asphalt concrete on aggregate base in patched and widened areas from 3” to 2½”.

2. Added Shoulder Rock Section, B/C1.

3. Added Campground Spur Longitudinal Section, C/C1.

4. Added Schedule A to B Transition Section, D/C1.

Drawing C2, Sheet 3 of 7:

1. Labelled locations in Quantities table by Schedule A or Schedule B.

2. Moved paving of driveways and patches in Schedule B overlay road segment into Schedule

B, locations 6, 7, 8 and 9.

3. Eliminated 2100 LF of crack sealing for road to be overlaid in Schedule A. Replaced with 300

LF of crack sealing along Schedule B road segment to be included in Schedule A pay items, and to be performed only if Schedule B is not awarded.

4. Added requirement for installation of shoulder rock along road for segments of awarded schedules.

5. Added requirement for installing additional rock to camping spurs if Schedule B is awarded.

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6. Added note regarding taper at end of Schedule A road segment transition.

7. Added note to avoid, preserve and protect existing traffic counter box.

Drawing C3, Sheet 4 of 7:

1. Added note to remove sidewalks in front of vault toilet at boat ramp and pave across face of building with asphalt concrete.

2. Added note to construct ditch along widened segments of road in Locations 1 and 2.

Drawing C6, Sheet 7 of 7:

1. Added note to cut sidewalks back 3’ from edge of road at all 3 vault toilets and add flared asphalt patch to widen and taper into sidewalks.

Thane Syverson

Contracting Officer’s Representative

Enclosures:

1 – Bid Schedule, revised

2 – Specification Section 312000, revised

3 – Specification Section 321216, revised

4 – Drawings, revised