Attachment_24_-_HAVO_305150B_Prebid_Meeting_Notes_7-31-24_0006.pdf

Hawaii Volcanoes National Park

HAVO DISASTER RECOVERY

HAVO 305150 – Phase II, Kīlauea Visitor Center (KVC) Rehabilitation

Preproposal Conference Meeting Notes

Date: July 31, 2024

When: 10:00 am HT

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

Attendees:

HAVO: See attendance list.

DSC: Brian Heitman – Project Manager, brian_heitman@nps.gov

John Fife – Contracting Officer, john_fife@nps.gov Abigail Villareal – Contract Specialist, abigail_villareal@nps.gov

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 II of the 2018 disaster recovery work. The Phase I project is currently in construction, scope of Phase I 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

Phase II of the project includes the rehabilitation of the existing Kīlauea Visitor Center (KVC), the demolition and replacement of the existing comfort station adjacent to the KVC, and the replacement of the existing KVC lanai with an expanded lanai. The KVC is a historic resource that requires protective measures during the rehabilitation process. A submission of a historic preservation plan will be required. We will review the project scope in more detail as we tour the site.

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. Want to emphasize that where it states “project experience demonstrating capability to successfully complete relevant projects of similar scope”, this includes projects with historic preservation and natural resource protection considerations and requirements.

6. Project milestone dates:

• Proposals due 08/12/2024, 12:00 PM MDT

• Contractor selection by late August 2024.

• Construction contract award in late September 2024

• 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: 487 days to complete construction. The Performance Period of 487 days also included in the solicitation.

• Part 1.4B Concurrent work: Phase I work is in process and is approximately 25% complete.

Phase I substantial completion is anticipated in September 2025. Phase I work includes the Park entrance improvements, Uēkahuna Bluff area improvements, replacement of fiber optic and water lines in the Park administration area, and collocated utilities in the administration area in close proximity to the existing KVC. The USGS Field Station is being constructed 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. A portion of the stone veneer for the new Comfort Station shall be sourced from the stone veneer of the existing comfort station. See drawings for stone veneer to be removed and salvaged for reinstallation.

ii. Approximately 400 square feet of additional stone for use on the new Comfort Station or Hālau will be provided by NPS. Contractor shall be responsible for transporting the stone from the stockpile location within the park to the project site.

iii. A portion of the stone curbing shall be sourced from existing stone curbing on site. See drawings for stone curbing to be removed and salvaged for reinstallation.

iv. NPS will provide approximately 3,900 square feet (780 pieces) of roof shingles for the new comfort station. Contractor shall be responsible for transporting the roof material from the stockpile location within the park to the project site.

v. Pavement work for the Hālau will include pouring pavement around foam inserts to provide an inset for future decorative inlay as shown in the Drawings. NPS will provide the foam inserts.

• 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 KVC and adjacent areas shown within construction limits on the drawings will be closed to the public during construction. Certain drives and parking areas in the vicinity to remain open are shown on the drawings.

• 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.

iii. From December 20th to January 3rd, construction traffic shall be limited to before 9:00 a.m. and after 3:00 p.m.

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 G2. 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.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.littlefireants.com%2F&data=05%7C01%7CBrian_Heitman%40nps.gov%7Cb3570e28a38a4d576fc908db453e6367%7C0693b5ba4b184d7b9341f32f400a5494%7C0%7C0%7C638179906500945147%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=zuz0SYKMlHiepnkVpVVaRL61DM8qn0fET2PO9u4xCcU%3D&reserved=0

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. 01 35 91 Historic Preservation Treatment Procedures.

• Historic Preservation Treatment Plan required.

• Offerors team to include a qualified Historic Preservation Treatment Specialist.

10. 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: Electric Power Service: Electric power from existing system is available for use with metering and with payment of use charges. Provide connections and extensions of services as required for construction operations including any additional permit costs. Contractor to coordinate temporary electrical service with Hawaiian Electric.

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

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

iii. Heating and Cooling: Provide temporary heating and cooling required by construction activities for curing or drying of completed installations or for protecting installed construction from adverse effects of low temperatures or high humidity. Select equipment that will not have a harmful effect on completed installations or elements being installed.

iv. Use of permanent heating and cooling system will not be allowed without written authorization from Contracting Officer. When the permanent heating and cooling system is approved for use as temporary heating and cooling, pay costs until final acceptance. Permanent heating and cooling system shall be sufficiently complete, including controls, to permit safe operation.

v. Ventilation and Humidity Control: Provide temporary ventilation required by construction activities for curing or drying of completed installations or for protecting installed construction from adverse effects of high humidity. Select equipment that will not have a harmful effect on completed installations or elements being installed.

Coordinate ventilation requirements to produce ambient condition required and minimize energy consumption.

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

11. 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: Rehabilitate Kīlauea Visitor Center. This item consists of

Rehabilitation of the KVC for visitor use including upgrade of electric service to three phase, replacement of PV system inverters, accessibility improvements to walkway, restriping parking, redesign of interior exhibits and lobby area, conversion of a portion of office area to visitor use, removal of interior staff restrooms, new staff restrooms in office area, removal and replacement of interior stairway access to basement, improvements to theater and basement, upgraded mechanical system, new fire sprinkler and alarm system, new security system.

i. The site electrical work will need to be coordinated with the Phase I site work and Hawaii Electric. Refer to sheet E7 as well as the Phase I Collocated Utility plan provided for reference with supplemental reports.

• Contract Line Item Number 2: Replace Generator. This item consists of removing and disposing of existing generator, expanding existing generator building, providing and installing new generator, installing and connecting necessary power and communication lines to connect generator to KVC.

• Contract Line Item Number 3: Replace Comfort Station. This item consists of deconstructing/demolishing existing comfort station, building new comfort station, removing existing septic tanks, abandoning existing seepage pit and cesspool, installing new septic tanks, installing new septic absorption bed under existing parking lot and repaving/restriping parking lot.

• Contract Line Item Number 4: Replace Lanai. This item consists of deconstructing/demolishing existing lanai, building new hālau structure next to KVC.

Pavement work in halau will include coordination with the Exhibit Design Contractor, referenced in 1.4 C, to provide an inset for future decorative inlay as shown in the Drawings

• Contract Line Item Number 5: OPTION A, Expand PV System. This item consists of providing and installing a new PV system on the Lanai roof and connecting to the existing PV system.

• Contract Line Item Number 6: OPTION B, Replace Existing PV System. This item consists of replacing the existing PV system on the KVC Garage except for the replacement of the inverters. Scope and cost to replace the inverters is included on Contract Line Item Number 1.

HAVO Pre-Bid Site Visit Notes

07/31/2024

12. Notes taken during site walk on 7/31/24:

• Danielle: Construction vehicles include anyone coming to work on-site with personal vehicles.

• Solicitation says noon local time, does this mean Mountain or Hawaii time.

o Appropriate time will be clarified in an upcoming amendment.

• Brian: In the theater, retaining the ceiling grid but replacing the ceiling tiles should be the basis of the proposals.

• Theater wall figure removals/replacement are not included in the scope.

• Some interpretation material will be salvaged. Refer to demo plans.

• Basement scope includes:

o Conventional waterproofing at the new stairwell.

o Inside walls getting topical waterproofing, see structural drawings and specifications.

o Fire sprinklers: Basement to be a pre-action dry system. Upstairs areas use a wet system.

• A portion of the parking lot will be made available to the public during construction until the KTR needs to apply striping.

• Questions:

Q: Are both door frames and doors being salvaged?

A: Salvage doors only.

Q: Regarding archaeology, is there a system or process if anything is found during construction? I.E. historical items.

A: NPS would likely follow usual procedures for handling any discovered items. Usually there is someone on site that would deal with items of interest unless things such as human remains were discovered.

Q: The drawings don’t show area for the sump pump to drain if it overflows. If the sump pump overflows, the basement may flood. Does this need to be added to the drawings?

A: Answer not provided during site walk; Contractor must submit in writing.

Q: There’s only a note for the demo of the existing fire system in the basement. Does this need to be elaborated on?

A: Answer not provided during site walk; Contractor must submit in writing.

Q: Is the staircase going up into the hallway in the opposite direction?

A: Yes, 90 degrees from the current stairwell.

Q: HELCO is not always responsive. If they do not get a price by the bid date, how do Contractors proceed?

A: If HELCO does not respond, there will be an allowance that Contractors can base their bids off.

Q: Will existing shop PVP be removed?

A: This is described in the solicitation drawings and CLINS. It is a bid option.

Q: Is the park responsible for removing trees, shrubs, etc.?

A: On the demo plan, there are trees marked for removal, protection, salvage.