PRPA18017_Phase_2_Q&A.pdf

PRPA 18017

Phase 2 Pre-Proposal Conference and Site Walk Feb 14, 2019 at 0800 Office of the NPS Liaison to the White House

Government Attendees:

Tom Barna, Doug Denk, Adam Dovens, Steve Paska

NPS DSC Items Addressed at Pre-Proposal Conference:

• This conference and the Site Visit will be held at an UNCLASSIFIED level

• Deadline for Questions is 2/25 @ 1200 ET

• Proposals Due 3/11 @ 1200 ET – must be HAND DELIVERED per instructions in Section L

• Government does not intend to extend the due date, we are behind schedule due to the recent lapse in appropriations

• Price Schedule has been revised to remove “color” references in the Optional CLINs but CLIN structure remains unchanged

• Section J – Attachments has been revised to add all of the Phase 2 attachments o No offerors reported any problems receiving or accessing the provided documents/files

• Sections L & M – no changes to evaluation factors or criteria, Phase 2 responses are expected to be more detailed than Phase 1 and to be based upon what is shown in the Phase 2 attachments and observed during the Phase 2 site visit

• Certain parts of the Phase 1 D-B SOW have been amended and a document showing those changes is attached in Phase 2

• The Government handed out FOUO versions of the Schematic Requirements Drawings site plans (without the drawing key defining the symbols) to all participants for their use during the site visit and for them to keep and take Unclassified notes on (these are simply redacted FOUO versions of the same drawings provided as Phase 2 attachments)

• Offerors were given the opportunity to review the Government provided drawings and to ask any questions in regard to the Solicitation or any of its attachments

• All questions asked are documented below

Offeror Questions and Government Responses during the Phase 2 Pre-Proposal Conference and Site Walk:

1. What should Offerors do if there is another lapse in appropriations (Government shutdown) during the solicitation period?

Response: Continue to follow the directions as stated in the solicitation; submit any/all questions by the deadline for questions as per the instructions in the solicitation, and continue to prepare proposals in accordance with the proposal due date as stated in the solicitation. The Government intends to continue processing this procurement during any future lapse in appropriations. Any changes to the solicitation or instructions therein which may be required due to a lapse in appropriations will be issued formally by the NPS Denver Service Center via solicitation amendment.

2. What is the procedure for submitting CLASSIFIED questions/RFIs during the solicitation question period?

Response: Submit in adherence to all contractual and DOD/NISPOM classified material marking, packaging and handling regulations to Karen La Bouff-Kind, Contracting Officer, at the Denver Service Center address stated in the solicitation and also to the attention of Tom Barna at the following address or via hand delivery: Office of the National Park Service Liaison to the White House, 1849 C Street NW, Room 1426, Washington, DC 20240. Tom’s office phone number is 202-219-0017. Ensure questions are received by the Contracting Officer by the question deadline.

3. Please clarify the security clearance requirements for work on site.

Response: Refer to Phase 1 D-B Scope of Work (Solicitation Attachment D) Parts 1.2, 2.1.7 and

2.1.7.1. In general in regard to subcontractor employees without security clearances, including those who will be performing below grade work (excavation, conduit installation, etc.), but who will NOT be required to handle or access classified information (will NOT need to handle or view classified documents or be told classified information) do NOT need to have security clearances.

In such cases it would be the DBC’s responsibility to properly compartmentalize the information and to direct such subcontractors how and where to perform their work at an unclassified level.

While this will be the case for much of the work, neither this response nor any stipulation in the solicitation shall waive the requirement that any/all employees be required to hold security clearances when the nature of the work will inherently expose them to classified information (such as work inside certain existing structures).

4. Is a subcontractor firm which does not possess a facility security clearance permitted to utilize the DBC or other cleared firm for classified document safeguarding?

Response: Yes. Any employees of such a firm who require access to classified information must still possess appropriate personal security clearances.

5. Is photography permitted during the Site Walk? If not, can the Government provide photos of the work areas?

Response: Photography is prohibited during the Site Walk. No, the Government will not provide photos of the work areas.

6. Can any site investigation work begin before award?

Response: No on-site work or investigations are permitted prior to award. Offerors must structure their proposals based upon the information and site investigation requirements provided in the solicitation.

7. Will trimming/pruning of trees/shrubs/vegetation be permitted in order to accommodate the work and equipment?

Response: The extent of vegetation trimming/pruning required in all cases and locations will be determined on a case-by-case basis as a collaborative part of the design process in coordination with the Government and the DBC’s certified arborist as required by the solicitation documents.

In coordination with the Government during the design review process, the extent of all such vegetation trimming/pruning will be expected to be minimized and may not be permitted in certain areas or on certain specimen trees. In general, the DBC is expected to locate and utilize existing pathways/breaks in/through vegetation and to consider minimizing impacts to vegetation when planning and designing the work and when formulating their means and methods. The DBC is also required to determine, quantify and specify the type and extent of all vegetation impacts and all resultant mitigation/protection measures as a part of their design documents for Government approval.

8. Will the DBC be required to replace the mulch in an entire mulch bed when a portion of that mulch bed is disturbed?

Response: No. The DBC will only be required to replace mulch as necessary to bring all disturbed areas back to their original appearance and condition. The mulch restoration requirements will be the same as the sod replacement requirements specified in Phase 2 D-B Technical Scope of Work (Solicitation Attachment N), Chapter G20.2, Part E.

9. Is it the DBC’s responsibility to install the devices shown on the Schematic Requirements Drawings?

Response: No. The scope of work under this contract, in general, includes designing, furnishing and installing only empty conduit pathways as necessary to meet the requirements of the solicitation. This generally involves providing conduit stub-ups, handholes, or other similar infrastructure at an indicated existing or future device location or within a specified distance from the indicated device locations. The scope of work under this contract does not include designing, furnishing or installing the devices themselves. The specific requirements are determined by the type of device to be serviced by the new infrastructure and are specified on a case-by-case basis in the solicitation documents. This response is not intended to re-state the full scope of the solicitation requirements, in whole or in part, and shall in no manner be construed to waive or change any requirement as specified in the solicitation or its attachments.

10. The symbol key in the Schematic Requirements Drawings, Base Bid (Solicitation Attachment J) refers to “proposed” devices in many instances. Are such devices to be provided under this contract?

Response: No. All references to “proposed” devices in the symbol key in the Schematic Requirements Drawings, Base Bid (Solicitation Attachment J) shall be interpreted to mean “future” devices to be provided by others and not included in this contract.

11. In locations where a handhole is specified to be provided and installed within a certain distance of a certain type of device, can one handhole serve multiple devices?

Response: Yes, in locations where a handhole is specified to be provided and installed within a certain distance of a certain type of device, one handhole can be utilized to service more than one device as long as the number of conduits provided and the sizing of the conduits and any/all handholes/structures meet all applicable code requirements for the number of devices serviced and the resultant amount of future cabling/wiring which would be required to utilize the pathways. Electrical and telecom pathways, handholes,, etc. must remain separate as specified.

12. There is an outline labelled “Garden Wall” on the FOUO version of the Schematic Requirements Drawings that does not appear to coincide with the actual shape of the garden in the field; what does this “Garden Wall” represent?

Response: The outline in question most likely represents an outdated outline of what the garden shape was in the past, and the garden may have had some sort of landscape “wall” in the past which is no longer present. The outline does not represent anything below grade, since the FOUO versions of the drawings show only surface features. Offerors must refer to the Classified documents provided in order to determine the location of all subsurface features.

13. Is there a limit to the size of the work area the DBC can work in?

Response: Yes. Construction work is required to be performed sequentially in discrete phases.

Refer to Phase 1 D-B Scope of Work (Solicitation Attachment D) Parts 2.1.1.2 and 2.1.1.2.1. As stated therein, “generally, a construction phase shall be a relatively small self-contained area…” along with several other critical requirements as specified therein. As further clarified during the Site Walk, a work phase is generally expected to consist of one stretch of primary ductbank between structures along with an appropriate amount of associated branch lines, or similar, complying with the requirements specified in the referenced sections.

14. Will the work that is required to be performed during the August Work Windows be considered one work phase in order to comply with Phase 1 D-B Scope of Work (Solicitation Attachment D) Part 2.1.1.2?

Response: Depending on the amount of work designed and planned to be performed during each August Work Window, all or a significant proportion of that work will be considered one work phase. The Government will make every effort to allow the work to be performed in the most efficient manner practical while adhering to all solicitation requirements.

15. When is temporary fencing required, and where is the 4-foot and 8-foot fencing required?

Response: In general, all disturbed areas must be fenced to include areas of equipment storage, material stockpiles, etc. Per Phase 1 D-B Scope of Work (Solicitation Attachment D) Part 2.4.2, “construction areas shall be fenced with approved construction barrier fencing, plastic or portable fencing, before any construction activity” and further states that “the fencing shall define the construction area and confine activity to the minimum area required for construction.” This part also requires the Contractor to “fence, barricade, or otherwise block off the immediate work area to prevent unauthorized entry.” Per Phase 2 D-B Technical Scope of Work (Solicitation Attachment N), Chapter G20.1, Part I, pedestrian fencing is required “in areas where construction activity will affect pedestrian traffic and where required by the CO.

Generally inside the grounds will consist of 4’ high black vinyl coated… Generally shall be 8’ tall where the public is present, black vinyl coated or covered with fabric where required…”. Fabric fencing is required “in areas where restricted view is required due to construction in sensitive locations. Shall be 8’ tall with fabric type and color approved by CO.” In general, the extent and type of temporary construction fencing will be determined during the design phase in accordance with the specified requirements and may also be adjusted on a case-by-case basis during construction via the Construction Work Plan review process in an effort to allow construction efficiencies while still meeting safety and USSS operational and security requirements. In addition, the fencing which is required to be provided and installed around the Construction Staging Area is specified in Phase 1 D-B Scope of Work (Solicitation Attachment D) Part 2.4.1. All protection measures, including temporary construction fencing, shall be clearly specified and depicted in the design drawings and specifications prepared by the Contractor and also in each Construction Work Plan for coordination.

16. Is the Contractor permitted to disturb existing roadways when performing the work? And is the Contractor permitted to disturb existing sidewalk pavers or other hardscape features when performing the work?

Response: In general, no. Refer to Phase 1 D-B Scope of Work (Solicitation Attachment D) Part

2.2.2 Item #13 and Part 2.4.5 and Phase 2 D-B Scope of Work (Solicitation Attachment N) Chapter F10.1 Part 1, A, which only allows open cut of any pavement when specified under special contract requirements and with written permission of the Contracting Officer. Part

2.4.5 of the Phase 1 D-B SOW provides one exception to this restriction and this response hereby clarifies that the work associated with the following work elements will be permitted to use open-cut excavation methods in existing pavements (to include sidewalks, slabs, etc.) in order to install the new infrastructure as required:

a. Per Phase 1 D-B SOW Part 2.4.5: “the construction work under CLIN 5, Option A (Red Infrastructure) [now simply CLIN 5 OPTION A – Design and Construct CLIN 5 Infrastructure per Solicitation Amendment No. 008], if exercised by the Contracting Officer, portions of which would be performed in E Street”; existing pavements are permitted to be open-cut only as necessary to make the tie-ins to the existing structures located within E Street as shown on the Schematic Requirements drawings for this CLIN; extent of pavement cuts shall be minimized to the greatest extent practical.

b. The construction work to be designed under CLIN 2 and to be constructed under CLIN 3, as defined in Phase 1 D-B Scope of Work as Amended 02/07/2019 (Solicitation Attachment O) Part 2.1.1.7.1 and Schematic Requirements Drawings, Base Bid CLINS 1-4 Key Sheet C3, Key Notes entitled “Key to Contract Base Bid- CLINS 2 and 3” is permitted to utilize open-cut excavation methods in the existing pavement of the South Grounds driveway as required to perform the work; extent of pavement cuts shall be minimized to the greatest extent practical.

c. The construction work to be designed under CLIN 1 and to be constructed under CLIN 4 during August Work Windows as defined as “existing critical connection point… direct connections to existing structure” and as shown by a blue circle on Schematic Requirements Drawings, Base Bid CLINS 1-4 Sheet C1 in the immediate South Portico area is permitted to utilize open-cut excavation methods in the existing pavement and curb associated with the sandstone sidewalk immediately adjacent to the existing structure in this location as required to perform the work; extent of pavement cuts shall be minimized to the greatest extent practical and all disturbed landscape pavement materials (flagstone, stone curbing, pavers, etc.) must be salvaged, protected and re-installed in their original locations and condition to the greatest extent practical.

d. The construction work to be designed under CLIN 1 and to be constructed under CLIN 4 during August Work Windows as defined as “critical connection… into existing closet…” and as shown by a solid green circle and a solid orange circle on Schematic Requirements Drawings, Base Bid CLINS 1-4 Sheet C1 in the immediate South Portico area is permitted to utilize open-cut excavation methods in the existing pavements (slabs, sidewalks, curbs, asphalt, etc.) in these locations as required to perform the work; extent of pavement cuts shall be minimized to the greatest extent practical and any/all disturbed landscape pavement materials (flagstone, stone curbing, pavers, etc.) must be salvaged, protected and re-installed in their original locations and condition to the greatest extent practical.