B09_Amd_03_HAVO_305150_315026__Prebid_Meeting_Notes_5-4-23_0003.docx

Hawaii Volcanoes National Park

HAVO DISASTER RECOVERY

HAVO 305150 Demolish & Replace HIVA Volcano Disaster Damaged Facilities at Uwekahuna Bluff and Jaggar Museum HAVO 315026 Realign Crater Rim Drive at Entrance Station

Preproposal Conference Meeting Notes

Date: May 4, 2023

When: 10:00 am HT

Where: In front of the Kilauea Visitor Center, Hawaii Volcanoes National Park

Attendees:

Patrick Naulty – Contract Specialist (303) 987-6701 Region: See attendance list Contractors: See attendance list

AGENDA ITEMS:

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

2. Introductions for NPS staff present.

3. Thank you all for taking the time to meet with us today. The project is extremely important to the Park and has been in the planning stage since the 2018 eruption. The project will repair or replace critical park infrastructure and visitor facilities damaged in the 2018 eruption addressing the NPS long term operational and visitor use needs. The project scope we will be reviewing today is Phase I. Phase II will be the rehabilitation of the existing Kīlauea Visitor Center (KVC). Phase II is in the design phase, and we anticipate construction to begin the summer of 2024. The Phase I project scope consists of:

· Uēkahuna Bluff Improvements

· Crater Rim Drive Intersection & Realignment

· Replace a portion of the water distribution system

· Replace a portion of the fiber optic line

We will review the project scope in more detail at each of the specific sites.

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

5. Source selection:

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

· Section M describes how the technical proposals will be evaluated.

· Source selection will be best value - see Section M, Part A Basis of Award & Part B Evaluation Process.

· It is imperative that the offerors address the evaluation factors listed in L specifically. Section M describes how the NPS will evaluate the offerors proposals. We are primarily interested in the capabilities and experience of key personnel as it relates to the scope and conditions of this project.

6. Project milestone dates:

· Proposals due 05/31/2023, 10:00 AM HT (via amendment No.2)

· Contractor selection by mid-July 2023

· Construction contract award in early August 2023

· The construction Precon meeting to be held & NTP issued once the DIV I submittal requirements are complete – refer specification section 01 31 00 Part 1.4D for the Preconstruction Meeting submittal requirements.

7. Specification Section 01 11 00 Summary of Work. The following is an overview, please be sure to review this and other specification sections for more detailed requirements.

· Part 1.3A: 548 days to complete construction is incorrect. The Performance Period will be 600 days per the solicitation.

· Part 1.4B: The USGS Field Station will be in construction approximately the same time frame as Phase I of this project. The field station site is near the baseball field adjacent to the Kīlauea Military Camp (KMC)

· Part 1.5 B Government Furnished material:

i. Borrow fill material, see sheet 00-G002 for Park quarry location. Barrow material utilized in the Uēkahuna Bluff area to be sourced from the quarry to the greatest extent possible.

ii. See demolition drawings for stone veneer and stone curbing salvage material.

· Part 1.6E Preservation of Natural Features includes general requirements. See spec section 01 11 40 for more specific requirements.

· Part 1.7 Public Use of the Site:

i. The visitor use areas surrounding the work will remain open to the public. Contractor shall conduct their operations to ensure the least inconvenience to public. There is a solicitation evaluation factor related to this requirement.

ii. There is a bid option to provide limited public access to the Uēkahuna Bluff area during construction.

· Part 1.10 Work Restrictions:

i. Work shall be generally performed during normal business working hours of 7:00 a.m. to 5:00 p.m., Monday through Friday.

ii. Morning and Evening hours: Outdoor work activities shall be restricted to one hour after sunrise until one hour prior to sunset.

8. Specification Section 01 11 40 Resource Protection Work Restrictions. The following is an overview, please be sure to review this and other specification sections for more detailed resource protection requirements.

· Part 3.2 Invasive Species Prevention:

i. Vehicles, equipment, and machinery must be thoroughly pressure washed and visibly free of dirt, mud, plant debris, frogs and frog eggs, insects including termites, other vertebrate species such as rats, mice, and reptiles, other debris.

ii. Cutting tools including handsaws, machetes, chainsaws, and loppers must be sanitized to remove visible dirt, contaminants, and potential pathogens prior to entry into the park and when moving to a new project area.

iii. In order to prevent the spread of invasive species within the park and adjacent lands, NPS personnel from the park will perform inspections of vehicles, equipment, machinery, cutting tools, base yards, staging areas, materials, material packaging, material deliveries, material storage, and personal protective equipment (PPE). Please permit safe unfettered access to inspection sites or items being inspected for the NPS inspectors.

iv. For all vehicles, machinery, equipment, and materials entering the park, inspections shall occur outside of the park at the location shown on construction drawings. Refer to sheet 00-G002. The Park will perform visual inspections and bait testing. The bait testing could take 30-60 minutes, depending on number of vehicles at the inspection site. Anything that does not pass inspection is not allowed in the park for 48 hours and must be treated before re-testing.

v. NPS inspectors will perform visual inspections for signs of invasive weeds and plants; invasive pests such coqui frogs and frog eggs, little fire ants (LFA), and insects including termites; other vertebrae species such as rats, mice, and reptiles; and mud and dirt that may carry Rapid ‘Ōhi‘a Death (ROD).

vi. The Park will test for invasive ants by placing chopsticks baited with a dab of peanut butter for 30 minutes to 1 hour throughout the equipment being tested. About 6 chopsticks will be used to test most personal vehicles and trucks, larger vehicles and heavy machinery may require up to 10-20 baits. Baits will be placed in the shade, inside the cab, engine compartment, and truck bed if applicable. Please note baits are only good for detection and do not control ants, and the bait will not be left in the vehicle for over 1 hour as this may attract ants from beyond the area of concern.

vii. Any ants found will be collected, bagged and labelled for identification, and the equipment will not be allowed to enter the park until it is sanitized and re-tested following a minimum 48-hour resting period. Infested vehicles will be sanitized following recommendations by the Hawaii Ant Lab (http://www.littlefireants.com) or other ant control expert and in accordance with all State and Federal laws, and baited with a granular or liquid insecticide bait prior to re-entry to the park. Control records will be required to confirm treatment. Treatment is the responsibility of the equipment or vehicle owner.

viii. All vehicles, equipment, and machinery that do not pass inspection will be turned away. Any invasive pests found in base yards and staging areas are to be removed immediately.

· Part 3.3 Threatened and Endangered Species:

i. Nēnē (Hawaiian goose) - Nēnē are frequently spotted along the roadside at Hawai’i Volcanoes National Park (HAVO) and do not readily move when approached by cars. If there is a Nēnē on the road, drivers must stop and allow the Nēnē to move away on its own.

ii. ‘Ua‘u (Hawaiian petrel) –‘Ua‘u are active at night. No night work will be allowed.

iii. ‘Ōpe‘ape‘a (Hawaiian hoary bat) – The Hawaiian hoary bat is an endangered subspecies of the hoary bat family that is endemic to the Hawaiian Islands. Bat birthing and pupping season typically occurs in trees or vegetation greater than 15 feet high from June 1 until September 15. Trees less than 15 feet high can be cut year-round (unless trees are near caves where bats may also nest). Cutting of trees and vegetation greater than 15 feet high is limited to the period of September 16 to May 31 to avoid affecting hoary bat pups.

iv. Other T&E Plants & Forest Birds – Prior to construction start, the park shall survey the project area for threatened and endangered plants & forest birds (and their nests) and flag a buffer zone for protection. Avoid flagged nest areas during construction activities.

· Part 3.4 Archeological Resources:

i. The Park will provide an archeological monitor during all ground disturbing activities who is authorized to stop work upon discovery of archeological resources. Archeological monitor should be requested by the contractor at least 5 business days in advance. No ground disturbing work may occur unless the archeological monitor is present.

ii. Refer to specification section 01 35 13.22 for additional requirements.

9. Specification Section 01 50 00 Temporary Facilities and Controls. The following is an overview, please be sure to review this and other specification sections for more detailed requirements.

· Part 1.3: Water Service: Limited potable water is available in the vicinity of the project sites. Contractors shall be allowed to use up to 4,000 gallons of water per day.

· Part 2.2: Provide a Contracting Officers Field office. Will be used by our full time on-site representative. Costs to be distributed proportionally between the project Base CLINs.

· Part 2.3: Direct Digital Control (DDC) Internet Connection: Furnish, install and maintain a high-speed connection (Digital Subscriber Line (DSL) or similar) between the project’s DDC system and the internet through a Contractor furnished internet service provider. Contractor is responsible for maintenance of this connection and costs associated with internet service provider.

· Part 3.2 Temporary Utilities:

i. Non-potable water for construction is not available within the park boundaries. Contractor shall furnish non-potable water from a source outside park boundary as needed.

ii. Sanitary Facilities: Provide temporary toilets, and wash facilities for use by construction personnel.

iii. Electric Power Service: Contractor to coordinate temporary electrical service with Hawaiian Electric. Electric power service from the NPS will not be provided.

iv. Telephone Service: No telephone service is available on site for Contractor's use. Make arrangements with Telephone Company and pay costs.

10. Specification Section 01 74 19 Construction Waste Management. The following is an overview, please be sure to review this and other specification sections for more detailed requirements.

· There is a solicitation evaluation factor related to this requirement. Technical approach that demonstrates the diversion of higher quantities of material from a landfill will be more favorably rated.

· Part 3.7 Green Waste Management: Recycle green waste into the ecosystem as close to the site of origin as possible. Scatter tree and shrub limbs and stems within or adjacent to the project area, out of view of visitors, in an area previously approved by Contracting Officer. Refer to specifications for specific detailed green waste recycling requirements. Where recycling into the environment by the methods above is not feasible, green waste may be disposed of properly outside of the park. Processed logs greater than 8” resulting from project clearing to be stockpiled in the quarry area.

· The NPS is very interested in the approach taken for the deconstruction of the facilities in the Uēkahuna Bluff area. The successful offeror will need to prepare a Demolition/Deconstruction Plan. Refer to specification sections 02 41 16.13 & 02 42 96 for requirements.

· Specification section 02 41 16.13 includes a list of Local Salvage/Deconstruction Companies and Recycling Receivers and Processors.

· Demolition plans include a list of salvaged equipment in the Uēkahuna Bluff area to be sold by contractor to a local equipment reseller. All proceeds from the reselling of salvaged equipment and material are solely the contractor's (successful offeror):

i. Above ground diesel storage tank

ii. Generator, day tank, transfer switches and annunciator panel

iii. Fire pump and associated control panel

iv. Chiller

v. Boilers

vi. VAV air handling units

· Demolition plans define the material to be salvaged and reused or staged for the NPS. Material primarily consists of stone veneer and stone curbing. Refer to specification sections 02 41 16.13 & 02 42 96 for requirements.

11. Visit Administration Area and Review Project Scope: Note that the site walk is an overview of the project. Refer to the Design Drawings, Specifications, and Product Data for the complete project scope.

· Contract Line Item Number 7: PMIS 196582 - Replace Water Distribution System. This item consists of abandoning in place or removing approximately 4,100 lineal feet of existing 1”, 6” and 8” buried and above ground steel and copper pipe with valves, pipe supports and appurtenances. The existing pipe will be replaced with approximately 4,590 lineal feet of high-density polyethylene (HDPE), ductile iron pipe and fittings, copper pipe and service hose varying in diameter from 1”, 2”, 4”, 6” and 8”, with valves, concrete blocks, restraints, and appurtenances. Approximately 2,525 lineal feet is constructed above ground, and approximately 2,065 lineal feet is buried as shown on the 124-145330 Drawings.

i. The planned new visitor center shows up on utility alignment drawings. The new VC project will no longer be done. Phase II is now going to be a rehabilitation of the existing KVC.

· Contract Line Item Number 8: PMIS 258076 - Replace Fiber Optic Lines. This item consists of replacing approximately 8,710 feet of damaged and vulnerable fiber optic line serving the park’s administrative buildings with new fiber optic line in fiberglass conduit, except as noted. The proposed backbone fiber optic will be aboveground and supported on precast concrete blocks or tube supports, except at roadway and walkway crossings or in public areas where it will be buried and encased concrete. The proposed fiber optic system includes all necessary junction boxes, handholes, patch panels, blackboards and associated appurtenances needed to provide fiber optic service to the park’s administrative buildings. Approximately 4,300 linear feet is buried, and 4,410 linear feet will be installed aboveground, as shown in the 124-175265 Drawings. The existing fiber optic system will be abandoned in place, except as noted.

i. The planned new visitor center shows up on utility alignment drawings. The new VC project will no longer be done. Phase II is now going to be a rehabilitation of the existing KVC. The approximate finish surface shown on the FO utility alignment profile on C14 is no longer accurate. Refer to the updated 305150 drawings provided for accurate grade information.

· Contract Line Item Number 5: PMIS 315026 - Crater Rim Drive Intersection & Realignment. This item consists of removing the existing intersection and constructing a roundabout, realigning the southern section of Crater Rim Drive to the new roundabout, demolishing the vacated section of Crater Rim Drive and restoring the topsoil, widening the entrance road with an administrative bypass lane and a pull-off, relocating the staff parking, and relocating overhead telecom and Spectrum above grade.

· Contract Line Item Number 6: PMIS 254676 - Replace Generator at Park Entrance. This item consists of removing the existing generator, providing and installing a new generator, providing and installing a new electric panel, installing and connecting necessary power and communication lines between the new generator and the entrance station, and providing and installing an emergency stop switch.

· Amendment No. 2 Collocation of HELCO power, telecom, and Spectrum.

i. New drawing issued with above grade realignment of telecom and Spectrum fiber. Revised plan note No. 9 on sheets 02-C101 through 103. Realignment of telecom and Spectrum fiber above ground is now in the base bid. Costs to be included in CLIN No. 5 PMIS 315026 - Crater Rim Drive Intersection & Realignment. See revised description of CLIN in specification section 01 27 00.

ii. New drawing issued with collocated below grade utilities alignment and details.

iii. CLIN 12 Option D - Telecom & Spectrum Fiber Collocation with NPS Fiber Optic Line. Include all costs associated with relocating existing telecom and Spectrum fiber below grade in common trench with the NPS fiber optic line. Contractor will be responsible for additional trenching, additional fill, conduit, handholds, and service fees. Coordinate with service provider. See description of CLIN in specification section 01 27 00. Costs should consider the elimination of the above grade realignment associated with CLIN 5.

iv. CLIN 13 Option E - NPS Funded HELCO Power Collocation with NPS Fiber Optic Line. Include all costs associated with locating power infrastructure below grade in common trench with the NPS fiber optic line. Contractor will be responsible for additional trenching, additional fill, conduit, handholds, and service fees. Coordinate with service provider. See description of CLIN in specification section 01 27 00.

v. CLIN 14 Option F - HELCO Funded HELCO Power Collocation with NPS Fiber Optic Line. Include all costs associated with locating power infrastructure below grade in common trench with the NPS fiber optic line. Contractor will be responsible for additional trenching, additional fill, conduit, handholds, and service fees. Coordinate with service provider. See description of CLIN in specification section 01 27 00.

vi. Coordinate all work and special requirements with utility providers. See sheet 02-C118 for contact information.

vii. Hawaiian Electric inspector must be on site when any concrete related to HELCO utilities is placed, otherwise concrete will be rejected.

· Amendment No. 2 additional CLINs for PMIS 196582 - Replace Water Distribution System unit cost items:

i. Contract Line Item Number 15: Option G – PMIS 196582 Install Additional Insulated Water Pipe. See details on sheet C27 for requirements where the waterline crosses existing steam vents. Bases of cost is 200lf of insulated pipe and appurtenances.

ii. Contract Line Item Number 16: Option H – PMIS 196582 Bollard Type I (Horizontal Movement). See details on sheet C21. Basis of cost is 10 bollards.

iii. Contract Line Item Number 17: Option I – PMIS 196582 Bollard Type II (Low Point). See details on sheet C21. Basis of cost is 10 bollards.

12. Visit Uēkahuna Bluff Area and Review Project Scope: Note that the site walk is an overview of the project. Refer to the Design Drawings, Specifications, and Product Data for the complete project scope.

· Contract Line Item Number 1: PMIS 305150E - Uēkahuna Building Demolition. This item consists of the demolition of the Jaggar Museum, USGS Okamura Building (HVO), and Geochemical Annex Building. This item also includes the earth work to fill the basements of the Okamura and Annex buildings and finish grading.

i. Amendment No. 2 broke CLIN 1 into CLINs 1a and 1b due to internal funding requirements.

ii. CLIN 1a includes all costs associated with the demolition of the Okamura Building (HVO) and Annex.

iii. CLIN 1b includes all costs associated with the demolition of the Jaggar Museum.

· Contract Line Item Number 2: PMIS 318523 - Uēkahuna Comfort Station Repair. This item consists of electric and plumbing utilities for the existing comfort station to be replaced and relocated from other buildings, including the electrical service extension from the existing transformer to the comfort station.

· Contract Line Item Number 3: PMIS 250523 - Uēkahuna Water Tank Demo & Replacement. This item consists of the disconnection and demolition of the existing water tanks, their foundations, and associated valves, the removal and reinstallation of existing fire hydrants, and the removal and abandonment of existing water line as shown on the Drawings. This item also includes installation of a new water tank and associated foundation, new water meter, new water service lines to the existing comfort station, and temporary water service to Nāmakanipaio Campground.

i. See plan note 2 on sheet 01-X101. Temporary water supply is required at Namakanipaio campground during the duration of water tank demolition and installation. Refer to Amendment No. 2, specification section 01 50 00 Parts 2.1 and 3.2 for campground water demand and suggested temporary water tank size of 3000 gallons. The Park will provide the potable water for the tank, coordinate temporary connection to Park water supply with Park staff.

· Contract Line Item Number 4: PMIS 305150A - Uēkahuna Overlook Repair & Improvements. This item consists of repairs to the existing stone perimeter wall, overlook repairs and expansion, new connections from the administrative parking lot to the overlook, site lighting and associated electrical work, and post and cable barrier around the overlook and along the walkways to the parking lots.

· Contract Line Item Number 9: Option A - PMIS 305150A Uēkahuna Bluff Crater-Side Barrier. This item consists of post and cable barrier along the crater rim from the overlook to the existing Crater Rim Trail.

· Contract Line Item Number 10: Option B - PMIS 305150A Uēkahuna Bluff Trail & Inside Barrier. This item consists of a natural surface trail from the overlook to the existing Crater Rim Trail and post & cable barrier along the west side of the trail.

· Contract Line Item Number 11: Option C - PMIS 305150A Uēkahuna Temporary Public Access Facilities. This item consists of the provision and weekly maintenance of portable toilets for public access until the comfort station work is complete (two ADA portable toilets, three standard), repositioning work area barriers once comfort station work is complete, and provision of traffic control whenever equipment is moved through the public access area.

i. This optional CLIN is to provide some public access to the Uēkahuna Bluff area during construction.

ii. See sheet 01-G105. The public access will be limited to the designated parking area, the existing overlook south of the parking area, and the existing comfort station once that facility is ready for public access.