Attachment 8 - Site visit notes, photos, and attendee list_0002.pdf

Hurricane Ridge visitor center septic system (PMIS 205653) Olympic NP Attachment 8: Site visit notes

Pre-Proposal Site Visit for Solicitation #140P8320R0003

January 31, 2020

Kerri Cook, Engineer and Contracting Officer’s Representative, thanked the group for their interest in the project and for attending the site visit for rehabilitating the large on-site sewage system that serves the Hurricane Ridge Visitor Center. She stated the following welcome and information:

“I hope you have had a chance to review the solicitation, construction documents and drawings, and additional reports. The purpose of today’s meeting is to show you the existing facilities and site, even though most of the project site is under snow. We do not intend to spend much time reviewing the Scope of Work, but will take limited questions related to the site and the solicitation.

Sarah Welch is the Contracting Officer for this project but is unable to participate today. She is the source selection authority and signatory on the contract. She will be the primary point of contact during the solicitation and award phases.

A few administrative details before I introduce the rest of our team:

• Register on sign-in sheet or provide me with a business card. Indicate if you are a potential prime or sub- contractor.

• Bathrooms are located near the main entrance to the Visitor Center, or on the lower floor at the base of the main stairwell.

• We’ll take a tour first and then reconvene here for additional questions.

I’d like to introduce the rest of our NPS team and briefly describe their roles in the solicitation and contract:

• Brad Metler is an Engineering Technician and member of the source selection team. Brad will be taking notes today and assisting with compilation of all questions and answers for items that are discussed during the site visit. The Q&A and sign-in sheet will be posted as an amendment to the RFP early next week.

• Carl Strunk is the Hurricane Ridge Maintenance Extraordinaire and is more familiar with operations around this area than almost anyone else. Carl will be providing access to different parts of the building today so you can review the existing electrical panel and possible routes for installation of new conduit and wiring. Carl is a wealth of information, so please help ensure that any questions and answers exchanged with Carl get captured in the notes and shared with the group.

• Cody Manzer is another Project Manager currently working on an upcoming major rehabilitation for the Hurricane Ridge Visitor Center. Cody is facilitating evaluation of the existing building electrical capacity to help confirm that there’s adequate ability to support a new pump control panel for this project.”

Ms. Cook then stated:

• Nothing said today changes the terms, conditions, requirements, or specifications of the solicitation and eventual contract. All changes will be formalized and incorporated by formal written amendment(s) to the RFP and posted at beta.SAM.gov.

• Please try to refrain from side conversations during the tour. We’d like everyone to hear the same information.

• We will be taking notes of today’s discussion and will provide them by amendment, which should be posted by February 6.

• We will endeavor to find answers to today’s questions within the solicitation documents and provide a citation in the notes from this visit. If the answer is not in the solicitation, the official response will be provided in the amendment.

• If you have questions after you leave, e-mail them to Sarah Welch as soon as possible, but no later than FIVE calendar days prior to the due date. For efficiency, copy Kerri Cook.

• Remember to review the information in Sections L (Instructions to Offerors) and M (Evaluation) before submitting the proposal. These are in the file named “SOL_140P8320R0003”, which is hyperlinked at beta.SAM.gov. Make sure you are viewing the posting that is of type “solicitation” rather than “synopsis”.

• Due date is Feb. 18 at 2:00 pm PT unless extended by future amendment. We anticipate a very tight project timeline given the design development, review, and approval steps that must occur prior to the start of construction, and the narrow construction window given the environmental conditions at Hurricane Ridge.

• Washington State Department of Health LOSS engineers are scheduled to review the Predesign Report next week. Any substantive feedback or determination generated by their review of this report will be shared via amendment, either in conjunction with the notes from this site visit or separately.

• We have received full funding for this project at the level of the IGCE. As stated in the FAQs associated with this RFP, the estimated magnitude of construction is between $1,000,000 and $2,000,000 per FAR 36.204.

The group then toured the building to inspect Panel A, existing exposed conduit running through the gift shop and café seating area, the attic space above the café seating area (visible via access hatch), and the main electrical meter and panel room. The group then walked around the exterior of the building to review the park’s preferred location for siting the new pump control panel. The group reconvened in the main Visitor Center area for additional questions and answers (Q&A).

The following questions were posed and official answers are provided herein.

Q1: Where will the staging area be located?

A: We expect to designate all of the parking area west of the Visitor Center for support and execution of this project; see graphic below for staging areas in red. Contractors may stage vehicles, equipment and materials in designated parking areas but will need to maintain a clear and accessible route for through traffic to Hurricane Hill, providing traffic control if and when necessary. The NPS COR will work with the Contractor to clearly delineate the extent of staging area needed to support the project.

Q2: Is the location of the new septic and pump tankage finalized?

A: The location of septic and pump tankage shown in the Schematic Design and Predesign Report documents was identified as the best location to maintain gravity flow in the collection system while also being accessible for maintenance pumping of solids by constructing a new access road. National Environmental Policy Act (NEPA) compliance was completed using these assumptions and is included as an appendix in the Predesign Report. There is flexibility in the exact location of tankage to the extent that any new or different proposed location have equal or less impact, as defined under NEPA.

Q3: Can we bypass the entrance station while working on this project? If not, what can we expect for wait times?

A: Contractors can expect visitor vehicle queues at Heart O’ the Hills entrance station to begin developing as early as 10 am between Memorial Day and Labor Day, even on weekdays. It is in the best interest of the Contractor to have all workers and material/supply deliveries on site as early as possible each day. NPS fee collection staff may route Contractor vehicles or deliveries around the queue to bypass the entrance station fee booth, but this can typically be accomplished safely only to get past the first 4-6 vehicles in the queue. Because there is no dedicated bypass lane, all vehicles must wait in any developed line until directed through the entrance. Note that if the Hurricane Ridge Visitor Center parking lot is full to capacity, vehicles will be held at the entrance station and released in a one-for-one fashion as other vehicles exit the area. We cannot provide an estimated wait time.

Q4: Are there any limitations on what hours the Contractor will be allowed to work?

A: While the contract documents state that, in general, work and deliveries should be limited to weekday daylight hours unless otherwise approved by the Contracting Officer, we intend to be as flexible as possible in approving work and deliveries scheduled to minimize impact to the public and keep project execution on schedule. During the summer, the gate located just beyond the entrance station will remain unlocked barring any unusual or extreme event that impacts safe access to Hurricane Ridge. We will endeavor to approve proposed flexible work schedules that allow NPS to perform contractual oversight, barring any public safety impacts.

Q5: What is the contractor’s responsibility with spoils?

A: Contractors are requested to stockpile and may reuse loamy topsoil from the upper +/- 20” for cover along transport pipe, tanks, and drain field. Stockpiling of topsoil shall be identified and managed in accordance with the NPS-approved Under-An-Acre Pollution Prevention Plan (UPPP). The NPS will retain any stockpiled topsoil not reused onsite for restoration. The preferred location for any stockpiled topsoil not reused onsite is within the parking lot staging area, where it will need to be stored in accordance with the UPPP until onsite work is complete or until the NPS removes it, whichever occurs first. Any material excavated from the dense restrictive layer shall be removed from the site, unless used in the decommissioning process to fill the abandoned manholes or septic tank.

Q6: What type of bedrock conditions should the contractor expect, and what if it becomes an issue at greater depths, e.g. in placement of a large 30,000 gallon septic tank that has a 10’ diameter?

A: During excavation of the soil test pits, the NPS discovered weathered bedrock ranging anywhere from 57” to 78” below ground. Excavation was slower but achievable with a Bobcat E42 mini excavator down to 78”; no attempt was made to excavate beyond this depth. The bedrock formations underlying this area have been defined and mapped as thin, laminated beds of sandstone, siltstone, slate, and shale, as described in Section 7, Soil Mapping, of the Predesign Report; this is consistent with what was found during excavation of soil test pits. If excavation through weathered bedrock is not feasible to accommodate tankage up to 10’ in diameter, adequate coverage may be achieved by mounding fill and soil if placed and restored to mimic natural site contours without negatively impacting natural surface drainage patterns.

Q7: Is the park expecting a curb cut and ADA-compliant curb ramp replacement for the section of existing sidewalk as part of constructing the new septic tank access road?

A: Yes, Americans with Disabilities Act (ADA)-compliant requirements for curb ramps shall apply to maintain an accessible route along the sidewalk for pedestrians at the intersection with the new septic tank access road.

Q8: Is it an option to pull power directly from the existing 100 kVA (7200V/120-240V) transformer for the new pump control panel instead of routing new conduit and wire from Panel A inside the building?

A: Yes, power for the new pump control panel may come directly from the existing transformer, as identified in Attachment 2 – 100% Final Trip Report & Schematic Design Preferred Alternative. Note that the electrical line routes and notes shown on drawing sheet C02 of the Schematic Design are proposed and not existing; details on existing electrical components are captured in Attachment 5 – 2001 Hurricane Ridge Visitor Center As-Built Drawings with Notations. Ownership of the high voltage electrical system transfers from Clallam County PUD to Olympic National Park at the Heart O’ the Hills Entrance Station, so NPS owns the 100 kVA transformer but does not employ high voltage electricians. Contractor would be responsible for utilizing an electrician qualified to access and tie into the existing transformer for primary single-phase electrical power. Contractor would also be responsible for installing electrical submeter to monitor usage; electrical service disconnect; properly sized panelboard; and all necessary appurtenances for fully functioning electrical service. The preferred location for electrical components associated with the new pump control panel remains along the southwest wall and under the eaves of the Hurricane Ridge Visitor Center building to ensure year-round access and protection from winter snow accumulation. The intent to pull power directly from the transformer as an alternative to pulling power from the building should be identified in Contractor’s Technical Proposal and reflected in the Price Proposal.

Q9: How do you want the Contractor to deal with the cultured veneer stone wainscot that surrounds the Hurricane Ridge Visitor Center building if the new pump control panel is wall-mounted? Would you consider installation of a free-standing pedestal in the same location?

A: The preferred location for wall-mounting the new pump control panel is actually slightly north of the location notated on the as-built drawings; wall mounting should occur on the solid concrete wall immediately south of the gift shop window and not on the shiplap wood siding of the gift shop addition. Cultured veneer stone wainscot may be cleanly cut and removed as needed for installation of conduit; replacement of all wainscot will occur under a separate building rehabilitation contract at a future time. All permanent conduit associated with wall-mounted components should be located outside the profile of the wood rail cap to provide adequate space for future replacement of cultured veneer stone wainscot. Installation of a free-standing pedestal in the same location would be acceptable and even preferable if power is pulled directly from the transformer and not from inside the building. Adequate separation of approximately 12+ inches would be required between the back of the pedestal components and existing building finishes to allow for future maintenance and replacement of building siding and wainscot.

Q10: Could NPS provide more information on the government-furnished metal landing mats available for contractor use to minimize vehicular and equipment impacts and protect meadow vegetation?

A: Unfortunately, the NPS no longer owns the metal landing mats referenced in the contract documents and will not be able to furnish these for Contractor use. Contractors are encouraged to consider alternatives that may help protect sensitive meadow vegetation from impact during construction.

Q11: Are the terms “sod” and “vegetation” synonymous in the contract documents?

A: Yes, for the purposes of this contract, the terms “sod” and “vegetation” both refer to the native meadow grass- and forb-covered surface covering most of the project area.

Q12: What is the contractor’s responsibility once sod is removed from its current location?

A: If sod cannot be replaced or replanted within 8 days, Contractor shall be required to transport cut sod to a dedicated irrigation area established and maintained by the NPS where it will be maintained by NPS until ready to replant. This location will be part of or adjacent to the staging area identified for this project. Contractor shall be responsible for transporting and placing sod back in areas ready for revegetation. Once placed, NPS will maintain via irrigation into September 2020.

Q13: Does NPS have space and capacity to handle sod removal from all 15,000 square feet of drainfield at once?

A: NPS will evaluate capacity and provide additional clarification on this question within the next week in a future amendment.

Q14: Is the Park willing to replant the disturbed construction area in 2021 with plugs/starts in lieu of salvaging, maintaining and moving sod?

A: NPS will weigh costs and benefits, and provide additional clarification on revegetation options within the next week in a future amendment.

Q15: Does the treatment technology need to include provisions for nitrogen reduction?

A: At this time, the Washington State Department of Health (DOH) has not identified nitrogen as a nutrient of concern, and no current or future permit limits for nitrogen are anticipated. This will be discussed with DOH as part of the Predesign Report review and additional clarification will be provided within the next week in a future amendment.

Photos taken by NPS are provided on Pages 8-18.

The list of attendees is on Pages 19 and 20.

140P8320R0003 1/31/2020 Site Visit Photos – Rehab Hurricane Ridge Visitor Center LOSS

Photo 1. Panel A (right) and Panel XA (left) with existing conduit located on lower level of HRVC.

Photo 2. Exposed conduit extending from Panels A & XA (right) into private hallway.

Photo 3. Exposed conduit extending from private hallway through wall opening and into public gift shop.

Photo 4. Exposed conduit extending through public gift shop toward café area with dropped ceiling.

Photo 5. Attic access hatch located in northeast corner of public café area.

Photo 6. Attic space with electrical conduit and other piping located above public café area, looking west from access hatch.

Photo 7. Attic space over vestibule area located between café addition and gift shop addition, looking at southwest corner.

Photo 8. Attic space over vestibule area, looking at northwest corner.

Photo 9. Proposed location of new pump control panel at southwest corner of building.

Photo 10. 100 kVA transformer, access stairs, concrete patio, and proposed control panel location.

Photo 11. Proposed location of new pump control panel at southwest corner of building. Note that preferred location is actually the concrete wall immediately adjacent to the gift shop window and not against the shiplap siding of the gift shop addition, as indicated in the contract documents.

Figure 1. Electrical as-built drawing of Hurricane Ridge Visitor Center lower (ground) level depicting location and direction of photos taken during site visit.

Photo 1

Photo 2

Photo 3

Photo 4

Photo 5

Photo 6 Photo 7 & 8

Photo 9 Photo 10

Photo 11

Photo 12. Soil test pit #4 excavated with a Bobcat E42 mini excavator down to 78”, including through approximately 21” of weathered bedrock at the base (10/25/2019).

Photo 13. Fire hydrant hose house, 100 kVA transformer, meadow vegetation, and access stairs to lower (ground) level of Hurricane Ridge Visitor Center (10/25/2019).

Photo 14. 100 kVA transformer adjacent to hose house, sidewalk, and access stairs (10/25/2019).

Photo 15. Manhole #6 (foreground) to be retained with gravity outlet rerouted (10/25/2019).

Photo 16. View of Hurricane Ridge Visitor Center and lower terrace, looking east (10/25/2019).