FCLP Phase 9 Pre Bid Site Visit Agenda.pdf

PRE-BID CONFERENCE

DATE: August 11, 2022 at 10:00 AM LOCATION: Sign-in at N-001, Tour of Project Area Following PROJECT TITLE: NASA WFF – Airfield Repair Project, FCLP Phase 9

SOLICITATION: #80GSFC22B0004

1. INTRODUCTIONS: Attendee name, organization, title and role on this project.

GOVERNMENT PERSONNEL:

Contracting Officer (CO) – Maikeyza Brown / 301.286.4473 o The only person who can bind the Government.

o The only person who can make changes to the contract.

o Another CO may sign contract documents in the absence of the above CO.

Contract Specialist – Tiera Greene / 301.286.8003 o The individual who is assigned contractual administration of this project.

Project Manager (PM) / Contracting Officer Technical Representative (COR)

– Nick Shaffer / o. 757.824.1342 / c. 757.709.0233 o The individual who serves as the primary contact for the construction contractor and performs day-to-day project administration.

Inspector (I) – Mike Ballance / 757.824.1248 o The individual who serves as your first contact for day-to-day construction matters.

Construction Admin (CA) – Ginger Lamberson / 757.824.1136 o The individual who serves as your point contact for day-to-day construction admin matters.

2. COMMUNICATIONS:

Prior to Award/NTP Technical and contractual communications between the Government and the contractor shall be conducted through the CO unless directed otherwise.

Requests for Information (RFI): All requests for information shall be in written form and emailed to the CO.

Questions will not be answered during the site visit and shall be submitted in writing to the CO.

All responses from the Government will be provided in writing and emailed back to all contractors. RFIs are no longer accepted after 4:30 PM Monday, August 19, 2022.

Post Award/NTP After contract award and Notice-to-Proceed is issued, technical correspondence shall be submitted to the PM. Contractual communications shall be conducted through the

CO.

3. SECURITY CLEARANCE REQUIREMENTS:

ACCESS TO THE SITE: No contractor, contractor employee or subcontractor employee will be allowed to perform any work under this contract without prior approval from the Government.

DOCUMENTATION REQUIRED: Contractor shall provide list of employees authorized to be on project. The list shall be submitted electronically to Ginger Lamberson at Virginia.l.lamberson@nasa.gov

US-CITIZEN BADGES: Badging of US citizens will take at minimum 48 hours to process to include delivery driver badges. All badges issued during the course of the contract are to be worn at all times while on the Facility. Ginger Lamberson will be the point of contact.

FOREIGN NATIONALS: Badging of non-US citizens can take 30-45 days, therefore, advanced planning on the contractor’s part will be required.

Badges will only be issued for the duration of the contract. If punch list or warranty work is required after the contract completion date, then new badges will have to be issued.

4. SCHEDULE OF VALUES:

Contractor shall provide a schedule of values broken down into each division of work as a minimum. The schedule of values will include as a minimum a listing of the work elements or branch values, the cost of each work element, and the percentage of total project “award” cost that the work element represents. The schedule of values will become the basis for “work elements” of the Bar-Type Construction Schedule.

5. COMMENCEMENT, PROSECUTION, AND COMPLETION OF WORK:

Period of Performance From Notice to Proceed: 270 calendar days.

Anticipated Notice-to-Proceed Received: TBD Completion Date: TBD – 270 days from NTP.

Commencement of Work: TBD Delays and time extensions. The contractor is responsible for the completion of project work within the time designated in the contract. Any failure to meet the schedule subjects them to liquidated damages. Failure of the contractor to pursue the work diligently subjects them to termination for default. Only when delays are justified for the reasons stated in the contract can the contractor secure a time extension. The contractor is responsible for providing immediate notice of delays to the Government and for justifying delays to secure a time extension.

6. WORKING HOURS:

Working hours for this contract will be from 8:00 am to 4:30 pm during the normal work week (Monday – Friday), except for weekends and established government holidays.

Work outside the normal working hours must be requested in writing to the CO and PM, 15 calendar days prior to such work to allow arrangements to be made by the Government for inspecting the work in progress per Spec Section 01 14 00-1.3.3 Work Outside Regular Hours.

For after-hours access to the site and buildings, obtain After Hours Admittance procedures from the PM.

7. PRE-MOBILIZATION REQUIREMENTS:

Payment and Performance Bonds Subcontractor Statement and Acknowledgements (SF 1413) Certificates of Insurance for both Prime and Subcontractors Acknowledgement of Equal Opportunity Clauses.

Badges approved by NASA Protective Services.

Safety & Health Plan approved by NASA Safety.

Approved AHA for mobilization and set up.

Approved Erosion and Sediment Control Plan.

Schedule of Values and Construction Schedule approved by NASA PM.

Approved contractor’s plan for mobilizing on site, including phasing, timing elements, scheduled outages, crane operations, dumpster locations, coordination with local Government entities approved.

Pre-construction Conference.

7 day notice to Inspector and PM prior to mobilization.

Key Personnel List with emails and phone numbers to include the 24/7 contact for emergencies.

8. CONTRACTOR USE OF THE PREMISES:

Confine operations to areas authorized: Areas assigned Restroom facilities for Contractor use: Contractor provided Telephones/Fax Machine: Contractor provided Welding and Burning Permits: Coordinate these with the NASA Inspector to be obtained from the Fire Department.

Confined Space Entry: Submit confined space permit to Safety Office and notify

Fire Department prior to confine space entry.

Airfield Access: Coordinate airfield access with Airfield Operations. Coordinate

Airfield Driver Training with Airfield Operations as required. All vehicles must have a flashing amber light mounted to the highest portion of the vehicle. Slow moving equipment must also have the FAA checkered obstruction flag.

9. TEMPORARY FACILITIES:

Temporary Buildings (e.g. storage sheds, trailer) approved by the PM.

o On-site – Coordinate with PM. Contractor provides all materials and labor necessary to feed utilities to temporary buildings. NASA provides point of connection for utilities.

10. DELIVERIES:

Contractor must be onsite to receive and/or sign for any deliveries or pick-ups. Truck driver must present a Bill of Lading indicating all materials/equipment and specific destination and the contact person’s name and contact number. See Badge Procedures (Section 3, “Security Clearance Requirements”). Truck driver must be US

Citizen, no foreign nationals will be allowed on the premises. No firearms or animals allowed in the delivery vehicle.

11. ACCIDENT PREVENTION / SAFETY: NO FOD ON RUNWAY PLEASE.

“Know Safety, No MISHAPS!” – Goal is zero safety violations. SSHO will be removed unilaterally and immediately if non-responsive or irresponsible.

Safeguard personnel and property.

Barricades, warning tape / signs / fencing / FOD barriers.

Protecting existing facilities / preserving existing vegetation In the event of inclement weather, take all necessary precautions to secure the job site and surrounding areas (i.e., materials, tie-down or secure as necessary).

Notification of injuries – dial 911 or cell 757.824.1333. 911 calls go to Security

Dispatch. Non-emergency dial 757.824.1300. Inform the PM immediately if an accident occurs. Submit an accident report to the Government PM no later than 7 calendar days after the accident.

Notification of Fires – dial 911 or cell 757.824.1333, Non-emergency dial 757.824.1300.

Safe work practices – Comply with OSHA Standards 29 CFR 1910 General Standards and 29 CFR 1926 Construction Standards.

Contractor Safety and Health Plan: (to include Job Hazard Analysis and Activity Hazard Analysis): as approved.

Cranes will require lift plans.

Airfield Encroachment Incidents – ANY non-approved encroachments into the controlled movement area will result in the immediate dismissal of the involved personnel. This must be reported to the Inspector, COR, and CO immediately if this occurs. FAA investigation may occur.

12. PERMITS:

May be required for site utility work (i.e., stormwater prevention; hot work; dig permit, etc). Contractor to verify requirements. NASA issued permits such as hot work and confined space permits will be issued daily.

13. HOUSEKEEPING AND CLEAN UP:

Jobsite must be clean and orderly at all times or work will be stopped.

Daily, police and clean-up the work and storage areas. FOD inspection and cleanup is required daily while working on the Airfield.

Final cleaning – leave work area in a neat, clean and orderly condition.

If a weather event is anticipated make sure the work site is secured (i.e., materials are tied down and secured as necessary).

14. UTILITY SERVICE INTERRUPTIONS:

Prior to a service interruption, notify the PM in writing at least 15 calendar days in advance of the day of proposed interruption.

A 2 calendar day notice must be given for the CANCELLATION of an “approved” interruption.

Fire Protection Systems (alarms, sprinkler systems, fire mains) and Security Systems:

o The inspector, PM and local Fire Department shall be notified at least one (1) hour prior to the Contractor de-energizing, de-activating or performing any work that may affect a fire alarm and/or security system. The inspector, PM, and/or the local Fire Department shall be present upon the reactivation of any alarm system to verify its proper function.

o When a Fire Alarm and/or Security System is deactivated, it must be reactivated the same day, before the Contractor leaves the site, to ensure that the systems are functioning properly. If not functioning, the Contractor will restore the systems to working order prior to leaving the site, or he shall provide a round-the-clock fire watch/security protection until the systems are functioning properly. The Contractor shall be responsible for any costs incurred by the Government for providing a fire-watch, security protection and/or repairing the systems.

15. SUBMITTALS:

Processing procedures and quantities: For submittals provide a signed cover sheet and 1 electronic copy to the Ginger Lamberson and the COR/PM.

Review Submittal timeliness classifications: “Initial Submittals”, “Intermediate Submittals”, and “Closeout Submittals”.

NASA has 10 working days to review submittals. The return of disapproved submittals and their resubmission is not a basis for a time extension.

Comply with “Submittal” paragraph procedures of the specifications sections.

Submittal transmittals shall include the specification reference number(s).

16. SPECIFICATIONS AND DRAWINGS:

Contractor is responsible for all subcontractors having all amendments and change orders.

Any discrepancies in the plans and specs must be brought to the attention of the CO and PM prior to bidding, ordering equipment, and installation of the work.

17. LIQUIDATED DAMAGES:

If the Contractor fails to complete the work within the time specified in the contract, the Contractor shall pay liquidated damages to the Government in the amount of $4,014.00 for each calendar day of delay until the work is completed or accepted.

18. PROJECT RECORD DOCUMENTS:

Submittals Red line As-Builts

19. MEETINGS / TELECONFERENCES:

Pre-Construction Conference Construction Coordination Meetings: The frequency and location of the meetings will be weekly at the construction trailer. Contractor shall provide the Agenda a full day in advance via email to the COR, Ginger Lamberson, the PM, and the

Inspector. Meetings will include 3-week look ahead schedule and progress updates.

20. PAYMENTS:

Paid upon satisfaction completion of work as determined by NASA.

o All payments must be accompanied by an original contractor’s invoice. A preliminary invoice request should be submitted in advance to the PM for review. Certified Payrolls must be current and mailed along with each invoice request.

PROGRESS PAYMENT REQUESTS – FAR 52.232-5 – PAYMENTS

UNDER FIXED-PRICE CONSTRUCTION CONTRACTS, FAR 52.232-17 –

INTEREST, FAR 52.232-23 – ASSIGNMENT OF CLAIMS, FAR 52.232-27 –

PROMPT PAYMENT FOR CONSTRUCTION CONTRACTS.

o All progress payments must be accompanied by an original contractor’s invoice along with an updated work schedule and submittal log; AIA;

invoice of stored materials, if applicable, and Payment Certification. A preliminary invoice request should be submitted in advance to the COR for review. Certified Payrolls must be current and mailed along with each invoice request. Payments will not be approved unless all Daily QC reports, Daily Safety reports, monthly reports, Safety Self-Evaluation Checklist, certified payrolls, etc. are all submitted for the time period that the invoice is billing for.

Retainage – FAR 52.232-5 – PAYMENTS UNDER FIXED-PRICE

CONSTRUCTION CONTRACTS. If the Contracting Officer finds that satisfactory progress was achieved during any period for which a progress payment is to be made, the CO shall authorize payment to be made in full. However, if satisfactory progress has not been made, the CO may retain a maximum of 10 percent of the amount of the payment until satisfactory progress is achieved. When the work is substantially complete, the CO may retain from previously withheld funds and future progress payments that amount the CO considers adequate for protection of the Government and shall release to the Contractor all the remaining withheld funds. Also, on completion and acceptance of each separate building, public work, or other division of the contract, for which the price is stated separately in the contract, payment shall be made for the completed work without retention of a percentage.

BONDS – FAR 52.232-5 – PAYMENTS UNDER FIXED-

PRICE CONSTRUCTION CONTRACTS:

o Will pay lump sum with first progress payment (will not be prorated throughout the contract).

o Provide proof of bond payment with the first progress payment.

FAR 52.232-27 – PROMPT PAYMENT FOR CONSTRUCTION CONTRACTS.

The Contractor shall pay the subcontracts for satisfactory performance not later than 7 days from receipt of payment from the Government. If payment is not made, notify the CO as to why payment is being withheld. If payments are held without cause, the

Contractor shall pay interest to the subcontractor at the rate established by the Secretary of the Treasury.

21. WARRANTIES AND GUARANTEES

[FAR 52.246-21 – WARRANTY OF CONSTRUCTION]. One year warranty in addition to any other warranties from manufacturers.

22. TESTING, INSPECTION, FINAL INSPECTION, AND FINAL ACCEPTANCE

TESTS: Tests to be performed prior to FINAL INSPECTION:

o As recommended or required by the manufacturer and as outlined in the drawing and specifications.

o Submit hard and electronic copies of all test reports as a formal Submittal and include in the Operations and Maintenance Manuals.

FINAL INSPECTION for certification of SUBSTANTIAL COMPLETION:

o Final Inspection date must be coordinated far enough in advance to allow for correction of deficiencies prior to scheduled Substantial Completion date.

The Final Inspection must be requested in writing to the CO and PM.

o Pre-requisites:

Start-up testing (a.k.a. functional performance testing or commissioning) complete.

Operations and maintenance manuals must be given to the

Government and approved before instructions to government personnel can occur.

Training to Government personnel complete.

Final inspection and re-inspection procedures.

FINAL ACCEPTANCE: All contract requirements completed.

o Pre-requisites:

Deficiencies and Omissions satisfactorily completed.

Final clean-up, warranties, spare parts, all completed.

Final payment with Releases completed. (Release of Claims form) Final Acceptance letter and Beneficial Occupancy letter will be provided by NASA.