B09_A3_Attach_22_Pre-Proposal_Meeting_Minutes_4-27-22_0003.pdf

YOSE 154910B Ahwahnee Hotel Seismic Upgrades Yosemite National Park

Preproposal Conference Meeting Minutes

Date: 4/27/2022

When: 9:00 am PT

Where: The Ahwahnee Hotel, The Great Lounge

Attendees:

NPS: Randal Corral – Project Manager, Yosemite National Park, Joelle Mascarenas – Contracting Officer, Denver Service Center Brian Heitman – Project Manager, Denver Service Center

Contractors: See attendance list

AGENDA ITEMS/MEETING NOTES:

1. Sign in sheet – to be issued as an amendment to the solicitation along with the pre-bid meeting minutes.

2. Introductions for NPS staff and contractors present.

3. Thank you all for taking the time to meet with us today. The project is extremely important to the Park. The Ahwahnee Hotel is a National Historic Landmark and an architectural crown jewel in the National Park system. The project consists of seismic upgrades and rehabilitation both directly and indirectly related to the seismic upgrades. Most work is concentrated in the hotel kitchen and Dining Room (base/core of the project). One of the primary challenges is accomplishing much of the work while the hotel is in operation. We will have a two-month window in January and February 2023 where the hotel will be closed, and we will try to accomplish as much work as possible during that time. As part of the solicitation, we provided a schedule outline which we can discuss in more detail later.

4. During rehabilitation of the kitchen, the hotel will provide guest food service from an on-site, temporary kitchen facility installed, operated and removed by others under a separate contract.

5. Today we will review a number of agenda items to familiarize you with the selection process and the project. Following the meeting here this morning we walk the facility and site.

6. We would prefer that questions be sent to the CO in writing. Any questions and answers provided today will need to be recorded and issued in an amendment to the solicitation.

7. Source selection:

• Section L outlines the information the NPS would like to see in the proposals.

• Section M describes how the proposals will be evaluated.

• It is imperative that the offerors address the evaluation factors listed in Section M specifically and submit all information required in Section L. We are primarily interested in project experience, as well as the capabilities and experience of key personnel and the project team, as it relates to the scope and conditions of this project.

• Source selection will be best value - see section M Part B. In making the selection, technical evaluation factors are approximately equal to price.

• Note that a proposed construction schedule is part of the evaluation criteria.

• Key personnel include: Project Manager, Job-site Superintendent, Historic Preservation

Specialist, Safety Manager, Quality Control Supervisor

• Key trades include: Historic Rehabilitation Windows, Historic Rehabilitation Masonry, Historic Rehabilitation Woodworking, Historic Rehabilitation Plaster.

• Please refer to Sections L and M for more information on key personnel and individuals holding multiple roles. Specific questions received will be addressed in the forthcoming amendment.

8. Solicitation milestone dates:

• Cut-off date for questions 05/06/2022

• Proposals due 5/13/2022

• An extension is being considered and will be addressed in the forthcoming amendment if granted.

• Contractor selection by late May

• Construction contract award in mid-June

• Precon meeting held/NTP issued once the Div 1 submittal requirements are complete – refer to spec section 01 31 00 Part 1.3D for the submittal requirements.

• Upcoming amendment will include changes to contract line items (CLINs). Some base

CLINs will be changed to options and will be coordinated with temporary kitchen work.

9. Specification Section 01 11 00 Summary of Work. The following are highlights, please be sure to review this and other Division 1 specification sections as well as the drawings for more detailed requirements.

• Concessioner will occupy buildings that will be under construction during the majority of the contract period. Perform the Work so as not to interfere with Government's day-to-day operations. Maintain existing exits, unless otherwise indicated. Maintain access to existing walkways, corridors, and other adjacent occupied or used facilities. Do not close or obstruct walkways, corridors, or other occupied or used facilities without written permission from the CO.

• On-Site Work Hours: Except during the eight-week hotel closure, work shall be generally performed during normal business working hours of 8:30 am to 5:30 pm, Monday through Friday, except when otherwise indicated. If weekend, evening, or early morning hours are needed to complete project on schedule, Contractor shall obtain approval for hours proposed from CO. Hours for drilling or other noisy activities: 9 a.m. to 5:30 pm, Monday through Friday.

• The Ahwahnee is a national historic landmark of extreme architectural significance.

Work within the building and the surrounding site shall be of the highest quality and shall comply with the requirements of the United States Secretary of the Interior’s Standards for the Treatment of Historic Properties. Contractor shall take care to protect the historic material of the building and site during construction activities. Refer to section 01 35 91 “Historic Preservation Treatment Procedures” for detailed preservation requirements. A Historic Preservation Treatment Plan is a required Div. 1 submittal. The plan will need to be accepted by the NPS prior to initiating on-site activities.

• Two related reports entitled The Ahwahnee Historic Structures Report and The Ahwahnee Cultural Landscape Report, dated January 2011, were provided as reference in the solicitation.

10. Section 01 35 50 Natural, Cultural, and Physical Resource Protection. The following are highlights, please be sure to review this and other Division 1 specification sections as well as the drawings for more detailed requirements.

• An Environment Protection Plan is a required Div. 1 submittal. The plan will need to be accepted by the NPS prior to initiating on-site activities.

• Initial training will be provided by Government staff and coordinated by the Contracting Officer (CO). Subsequent on-going awareness training shall be performed by the Contractor.

• The Park will provide archeological monitoring. Archeological Monitor, and as necessary, Native American Monitor, will observe all ground-disturbing site work. The CO shall be notified a minimum of 1 week prior to initiating ground disturbance activities.

• All equipment must enter the Park free of dirt, dust, mud, seeds, or other potential contaminants. Equipment will be inspected prior to entering the Park, and equipment exhibiting any dirt or other material attached to frame, tires, wheels, or other parts shall be thoroughly cleaned by the Contractor before entering the Park. Contractor will complete and submit a Certification of Cleaning of Equipment, to be provided by CO.

• All food, toiletries, and scented items (i.e., bug spray) shall be placed in bear boxes at the construction site provided by the Contractor. Bear boxes must remain closed and latched at all times, unless items are being retrieved. No food, toiletries, or scented items shall be stored in vehicles or left out. All food waste and food-related waste shall be disposed of in a bear-proof receptacle. No trash, food scraps, food wrappers, or recyclable food containers shall be disposed in any container or any location not identified as a bear-proof receptacle.

• Storage of hazardous or flammable chemicals in the staging area or elsewhere on the site is prohibited except as identified in the Hazardous Material/Waste Plan and Emergency Spill Response as submitted and approved by the CO and NPS fire prevention authority.

• Construction noise shall be minimized through use of best available noise control techniques wherever feasible.

11. Outline project schedule provided with the solicitation. Highlights:

• 8-week hotel closure January and February 2023.

• Concessioner will remove kitchen equipment, approximately 10 days. Once equipment removed, begin kitchen rehabilitation work.

• Permanent kitchen space substantial completion by September 9, 2023, the government takes beneficial occupancy of the kitchen and concessioner begins installing equipment.

The contractor shall have 30 calendar days (September 9, 2023, to October 9, 2023) to finish the punch list work in the kitchen. The contractor must coordinate this work with hotel management as they install kitchen equipment during this same 30-day period.

Once the kitchen equipment installation is complete, the concessionaire estimates an additional 30 days for the kitchen to be fully operational, at which time the temporary kitchen will begin to be dismantled.

• Dining room work to begin immediately at the beginning of the hotel closure. The Great Lounge will turn into the temporary dining room and be used to serve guests until the dining room work is complete. Proposed schedules are to indicate tentative date for the completion of the dining room work.

• Great Lounge work be completed during the closure.

• Concrete Terrace and Maintenance Shed/Entry Walkway work to begin after beneficial occupancy of the hotel kitchen in September 2023.

12. The NPS will have a full time Construction Management Representative (CMR) on site who will facilitate RFIs, submittals, meetings and provide construction oversight. The project team will have weekly OAC meetings facilitated by the CMR.

13. Tour building and site with overview of project scope.

14. Project/site access in January/February

• Roads accessible from El Portal

• May be vehicle size limits

• Valley roads open all year round

• Seasonal roads may be closed

15. Concessioner points of contact for contractor lodging will be provided in the forthcoming amendment.

16. The propane tank in the service yard will be removed prior to contract start.

17. The Ahwahnee Hotel is a steel/concrete structure, but the dining room specifically is a wood structure.