HEHO 160186 Pre-proposal Mtg Notes 11.13.19.pdf

PRE-PROPOSAL SITE VISIT MEETING NOTES

for

Restore and Stabilize Hoover Creek for Flood Mitigation

PMIS: HEHO 160186

Solicitation No. 140P2019R0098

Herbert Hoover National Historic Site

(notes prepared 11.15.2019)

The Pre-Proposal Site Visit Meeting for the above referenced project was held on Wednesday November 13, 2019 starting at 9:00 A.M., at the West Branch Fire Department. Those in attendance were asked to place their names & contact information on the sign-in sheets (attached).

National Park Service Project Manager, Daryl Lindeman, from the Denver Service Center (DSC), welcomed attendees. Other National Park Service (NPS) personnel in attendance were introduced including DSC Contract Specialist, Joy Ewalt, DSC Contracting Officer’s Representative, Steven Splitek, and Herbert Hoover NHS Superintendent, Pete Swisher. Mr.

Lindeman indicated that this project is being managed by a team at the NPS Denver Service Center that includes Project Manager Daryl Lindeman, Contracting Officer’s Representative Steven Splitek, Contracting Officer David Thomas, and Contract Specialist Joy Ewalt.

During construction, there will be a Construction Management Representative hired by the NPS, and there will be support by the design firm to assist with submittal reviews, RFIs, and other technical matters. There will be archeological monitoring during construction, and there will be assistance by Herbert Hoover NHS personnel.

Daryl Lindeman described the plan for the pre-proposal meeting: (1) Joy Ewalt will describe the solicitation process; (2) Daryl Lindeman will conduct a project briefing and answer general project questions; (3) A tour of the project’s four work sites will take place to illustrate some key site conditions; (4) Attendees may spend additional time looking at the site, on their own.

Joy Ewalt and Daryl Lindeman covered the following topics:

1. Attendees were reminded to sign-in on the sign-in sheet. Attendees were reminded of the following disclaimer: “Any remarks and/or explanations given at today’s pre-proposal site meeting by government personnel will not qualify the terms of the solicitation unless formally changed by subsequent amendment.” Oral representations at today’s meeting are not binding, unless subsequently included in a written amendment.

2. Steven Splitek will make note of technical questions asked at the meeting in order to start preparing answers, but prospective contractors shall submit all questions in writing to Contracting Specialist Joy Ewalt per the solicitation posted on the FBO website. Questions should reference the specification section and/or the plan sheet relating to the question. Answers to questions will be put in an amendment without identifying who submitted the question. Offerors are reminded to watch the FedBizOpps (FBO) website for all project solicitation information, including amendments.

3. A solicitation amendment is expected to be issued in about a week. It will include the Pre-Proposal Meeting Notes, the list of pre-proposal meeting attendees, the topics covered by Joy Ewalt during the meeting, and responses to questions, received up to that point. The amendment will cover information presented today so that all prospective contractors, whether they attended today’s meeting or not, will have the same information.

4. Attendees were asked to direct today’s questions to Steven Splitek when we’re all together as a group so that all can hear the question & response.

Joy Ewalt covered the solicitation process (see the attached topics).

Daryl Lindeman covered the following project topics:

1. The solicitation (Section L) calls for three hard copies and one electronic copy of the Technical materials (Volume 1).

2. The cut-off date for questions emailed to Joy Ewalt is December 3rd. Proposals are due December 10th. A construction contract award is expected in January, 2020.

The pre-construction meeting with Notice to Proceed is expected to occur in late February, 2020.

3. Refer to the specifications for various time-restricted activities, particularly the summary of some of the milestones under 01 32 16 2.1 B 9. Also refer to the 2-year vegetation maintenance and warranty requirements in 32 92 00. Also refer to weed eradication requirements in 31 11 60.

4. Approximately 100 trees need to be removed before March 31, 2020. Stumps may be removed later. The major construction is to occur between September 14, 2020 and April 5, 2021 - when park visitation is lower, risk of high stream flows is lower, and impacts on flora and fauna are lower. Prior to September 14, 2020 utility work and many other activities may occur, such as removal & salvage of historic retaining wall rock, removal of brush & stumps, construction & approval of required mock-ups (retaining wall & bridge railing), approval & delivery of materials, preparation of access corridors, and full mobilization – so that major construction can truly begin in earnest on September 14, 2020.

5. Refer to construction limits, specific haul road routes, and access corridors.

“Cross-country” short cuts are not permitted. Haul roads are to be within the channel and berm grading limits. Notice the defined staging areas.

6. Earthwork for the project is meant to achieve an on-site balance – without import or export from the project. Refer to spec 31 23 00 3.2 C 4 for instructions on how any shortage or excess is to be accommodated.

7. Generally, 8 inches of topsoil are to be placed on graded areas. Since the design shows finished surfaces, fills will need to be left 8 inches short and cuts will need to be over-excavated by 8 inches to accommodate the placement of topsoil. The bottom of the detention basin requires 24 inches of over-excavation and topsoil placement. Topsoil is also needed for mixing with rock to make the soil rirap mixture. Topsoil shall not be placed outside the designated construction limits, so careful planning and management of earthwork operations will be necessary to minimize moving material multiple times.

8. Debris encountered within the construction limits shall be legally disposed of off-site.

9. Channel restoration involves construction of riffles & pools, soil riprap, and turf reinforcement.

10. Revegetation involves several types and seed mixes (refer to the specs). Specific seed mixes are called for, but if certain seed types are not available or are very scarce, the specs accommodate requests for substitutions. Generally, the seeding types are as follows:

• Lawns (park-like areas)

• Native (stream border)

• Prairie areas, except basin bottom

• Basin Bottom

• Thompson Farm area

• Cover Crop (to be used, prior to permanent seeding)

11. For purposes of pricing the overall project, there are 5 Contract Line Item Numbers (CLINs) in the base Bid, plus one CLIN that is in a bid Option. Refer to spec 01 27 00.

CLIN 1 - Detention Basin

CLIN 2 - Stream Channel (includes 20 trees)

CLIN 3 - Downey Street Bridge (includes protection wall 1)

CLIN 4 - Retaining Wall

CLIN 5 - Wet Utilities

Option A CLIN 6 - 38 additional trees

12. A walking tour of portions of the project work area was conducted by Daryl Lindeman, starting at the 2nd Street bridge and ending at the location of the detention basin.