4-Meeting_Minutes_dated_6-6-2018.pdf

PRE-PROPOSAL MEETING MINUTES

Park: Fort Vancouver National Historic Site Park acronym: FOVA Project Title: “UTILITY UPGRADES – PHASE 2” NPS Project #: 174966H Area in Park: East and South Barracks County and State: Clark County, WA Date of Meeting: Thursday, May 31, 2018 Time of Meeting: 10:00 a.m. Pacific Time (note that the meeting actually started 10:15 am) Meeting Location: Building 704 Minutes Prepared By: Mike Wichmann

Prior to Meeting Start: All attendees were asked to sign the attendance record. This record is attached to these meeting minutes.

10:15 a.m. Welcome and Background (Mary Hazell)

• Thank you for joining us for the site visit today.

• Fort Vancouver NHS is a park area of significant history ranging from pre-history/tribes, to fur trade to military post/historic structures.

• One of the best ways to preserve historic structures is to have them in active use.

• The FOVA masterplan goals calls for rehabilitating the structures and changes in circulation. Once rehabilitated, NPS will be incorporating tenants, offices, and even retail/restaurant as active uses of the spaces.

• Before we can do any of that, this utility project needs to be accomplished to ready the buildings for occupancy and use.

10:20 a.m. Introduction of NPS personnel assisting with meeting (Mike Wichmann)

Mike introduced himself and the following individuals representing the National Park Service:

Mike Wichmann, Project Manager, NPS-Denver Service Center (leader for this meeting) Dave Thomas, Contracting Officer (participated via phone from the NPS-Denver Service Center) Mary Hazell, Project Manager, NPS-FOVA (provided welcome and background) Alex Patterson, Facility Manager, NPS-FOVA Elaine Dorset, Park Archeologist, NPS-FOVA

10:25 a.m. Purpose of the Pre-proposal Meeting: (Mike Wichmann)

Mike stated the following:

• familiarize prospective contractors with the administrative and technical requirements of the solicitation

• provide an opportunity for contractors to actually see the construction site

• provide an opportunity for contractors to ask and/or submit questions about the solicitation requirements.

10:30 a.m Regarding contractor questions about the solicitation: (Mike)

• NPS encourages contractors to submit any questions they may have as soon as possible following this meeting via e:mail to both Joy Ewalt and Dave Thomas. Joy and Dave’s e:mail addresses are listed on the Solicitation Notice. Please address to both in case one person is absent. The NPS will publish written responses to those questions as soon as possible on www.fbo.gov so that all prospective contractors can read and be on an equal footing for proposal preparation.

• NPS will accept verbal questions during today’s meeting. Those questions shall be directed to Mike Wichmann only. Mike will repeat those questions so that the scribe can record them. The NPS will publish written responses to those questions as soon as possible on www.fbo.gov so that all prospective contractors can read and be on an equal footing for proposal preparation.

• IMPORTANT: Any remarks and/or explanations given at today’s pre-proposal site meeting by government personnel will not qualify or change the terms of the solicitation unless formally changed by subsequent written amendment.

10:35 a.m. Review of Information included on the Solicitation Notice: (Mike and Dave)

• Mike and/or Dave highlighted key information on the solicitation notice posted May 18, 2018. Hard copies of the solicitation notice (as printed from www.fbo.gov) were made available to the meeting participants.

o Proposals due June 27th at 2 pm Mountain time.

o Dave Thomas gave an explanation of the NAICS codes used for this requirement, as were also described in the solicitation notice. The NAICS code for this requirement is 237110 “Water and Sewer Line and Related Structures Construction” with a size standard of $36.5 million. Also 237130 “ Power and Communication Line and Related Structures Construction” o Dave encouraged contractors to register in FedBizOpps site (www.fbo.gov). This will allow access to additional info., such as list of interested vendors, etc.

o Dave encouraged contractors to register in SAM (system for award management) (www.sam.gov) o This solicitation is open to all Small Business contractors.

o Firm Fixed, range $1 to $5 million o Mike: Period of Performance, 270 days after the Notice to Proceed (NTP) is issued. The NTP for this contract won’t be issued until the following permits are in place (ref. spec section 013100):

City of Vancouver (COV) Right-of-Way permit for work on city property State of WA Department of Ecology, Stormwater permit for overall project area

• Review/highlight of key elements of Solicitation itself. (Mike) o Section B – Contract Price Schedule o Section C – Statement of Work

Specs include:

• Division 1 – General Requirements

• Divisions 2- 48 Technical Requirements http://www.fbo.gov/ http://www.fbo.gov/ http://www.fbo.gov/ http://www.fbo.gov/ http://www.sam.gov/

• Appendix A- Geotech Report

• Appendix B- COV Water and Sanitary Sewer Construction

Requirements

• Appendix C – COV Notification of Civil Plan Approval

Plans (75 pages, incl. COV details, prepared by Otak Inc.)

• CO clarified that all questions go to CO not Otak o Section H – COV Right-of-Way Requirements o Section J – List of Attachments o Section L – Instructions to Offerors (very important)

This is a “best value” procurement that considers both the proposed cost and capability. The contractor offering the best value to the gov’t will be selected.

Proposal Submission Instructions Proposal Format

• Volume 1 – Technical (Capability) Proposal

• Volume 2 – Business and Price Proposal o Section M – Evaluation Criteria (very important) Reviewed Evaluation Factors 1-4 o Mike asked if Contractors had any Questions on Administrative Requirements.

(Note: a comprehensive list of questions received and NPS responses follow these minutes)

11:00 a.m. Tour of Construction Site (lead by Alex Patterson) o Alex lead the group on a tour of the entire project site from the north to the south.

o There were a number of questions received from contractors. Those contractor questions and NPS answers are captured and attached to these minutes.

12:15 p.m. Returned to Bldg. 704 for Meeting Closeout (Mike)

• Reminder: Should anyone have any further administrative or technical questions

AFTER the conclusion of today’s pre-proposal site meeting, please e:mail them to BOTH Joy and Dave as soon as possible for written response via www.fbo.gov.

• Pre-proposal Meeting Minutes to be prepared by NPS and posted via Solicitation Amendment at www.fbo.gov asap. Be sure and visit the www.fbo.gov site frequently to look for any amendments to the original solicitation.

12:20 p.m. Meeting Adjourned

Attachments: 1) Questions and Answers (3 pages)

2) List of Attendees (2 pages) http://www.fbo.gov/ http://www.fbo.gov/ http://www.fbo.gov/