Aquarius Water Replacement Pre Bid Tour Notes

Date of Pre-bid Tour: 4-26-11

Time: 1100-1230 PST

Location: Aquarius Camp Ground, Clearwater NF

Attendees for USDA US Forest Service:

1.) Sandra Aiken

2.) Darren M. Zychek

3.) Travis Mechling

4.) Jim Hall

Discussion Points for Amendment Issue:

1.) An error existed within the original specifications as to the specific or definitive width of the “trench line” for the in lay pipe. The original advertised specifications requested a “48 ft” wide trench. The trench should be 24” inches. Mr. Mechling will need to verify this for Sandra Aiken.

2.) The transit piping for water from the holding tank to the campground hydrants will cross a paved road. Contractor requested: “Does the road need to be re-asphalted or paved?”

a. Travis Mechling Response: No. A follow on contract, post 15 June with Waterville Asphalt, will re-asphalt the exposed trenching. Contractor will remain responsible for backfilling the trench to as close to pre-trenching conditions to maintain safety for exposed travelers across the thorough fare.

3.) Bid Close Date Extension Request: Contractor requested additional time for offer build and submission. The original AG-02RC-S-11-0029 solicitation closed on 29 May 2011.

a. Sandra Aiken agreed to provide an additional time extension. The time extension would extend into the Acquisition Teams’ source selection preparation and determination for award time frame and would not directly affect or impact the performance period to the awarded Contractor.

b. The extension of 10 days would be granted in the forthcoming amendment. The 10 additional days would negatively impact the turn around time for the awarded Contractor to secure payment bonding from 20 days to 10 days. Contractors acknowledged understanding of the new planned time frame.

4.) New Hydrant Schedule of Items Clarification Request: Contractor requested clarification as to what existing line item number in Part I –Schedule of Items, to express the offered pricing for the “removal of water hydrants.”

a. Travis Mechling posited the addition of a new line item entitled: “Distribution Sytems.”

b. Additional consideration will be examined to add the pricing to an existing line item within the schedule of items.

i. Travis Mechling and Sandra Aiken will discuss and make final decision and record/post within the Amendment.

5.) Minneapolis Style Valve System: Contractor requested clarification on the “Minneapolis Valve” in the holding tank specifications. Nature of request was specifically focused on the type and or style used in the implementation.

a. Could the awarded Contractor use a new or different style of valve system in lieu of the specification’s Minneapolis Valve?

b. Contractor expressed a cost saving possibility on this issue.

c. Travis Mechling will make this determination.

6.) Holding Tank Emplacement: Contractor requested the expected location for the new holding tank emplacement up the hill.

a. Travis Mechling noted that a spring fed stream intersected below the existing holding tank. The tank will need to be emplaced in the same position or as close to the same position to ensure the conservation and preservation of the existing water flow.

i. Emplacement should not be a hazard or arduous task, based on the excavation hole required to remove the existing tank.

7.) Daylight Drain Reference and Identification to Spring Box System: Contractor requested the type of material composition for a presumed “new daylight drain system” to be emplaced in conjunction with the Spring Box portion of specifications.

a. Travis Mechling explained to the Contractor that an existing Daylight Drain was already on site and flagged with pink tape. Contractor was shown the flagging and the position of the existing drain.

b. No new drain would be required for this project.

8.) Extraneous/Excess Rocks from Tank Excavation and Waterline Emplacement: Contractors requested guidance on what to do with excessive fill rocks from the excavating activities.

a. Travis Mechling identified existing large rocks that had been emplaced in a protective manner around the tank and hydrants. He requested that the larger rocks be used in a similar capacity and that they must be “as natural as possible” in appearance.

b. Rocks were used along the path leading from the Spring Box drain to the lower access road to deter ATV activities.

9.) Bedding Site Location Identification: Contractor requested the access and location of the Government provided “bedding site” for materials.

a. Solicitation identified two possible sites: (1) further down river from the Spring Box location and (2) up the paved access road at mile marker 17.

i. Travis Mechling would provide further clarification on the designated or most preferred site for Contractor to utilize.

10.) Water Trenching Dyke: Contractor requested clarification on the Water Trenching Dyke specification for every thirty feet within the specifications. What should the item be made out of in composition?

a. Travis Mechling ascertained that this requirement would not be needed and removed from the solicitation within the amendment.

11.) Specification Errors Identified: The specifications do not accurately list and identify the correct positioning of all lavatories at the “new campground.”

a. Existing second Day Light Drain exists at the “new campground.” Travis Mechling identified the second existing drain to all present.

12.) Proposed Staking for Line Emplacement: Contractors requested specific guidance on route of new water inline to the “new campground.”

a. Travis Mechling noted the existing staking from the asphalt contract that will be running concurrently with the Aquarius Waterline Replacement. Identified the most logical route to Contractors.

b. Contractors requested a more definitive route.

i. Travis Mechling agreed to “stake out” the expected or most preferred route of the new water line for awarded Contractor.

ii. This guidance will be added to the solicitation via the forthcoming amendment.

13.) Gravel Dump on Campground Road: Contractor requested if the Government would expect new fill gravel to be emplaced on the road in the campground following pipe laying.

a. Travis Mechling identified that this would not be required and that it would be expressed in the amendment.

14.) Plastic Post Manufacturer Request: Contractor requested a supplier for the plastic posts in the solicitation.

a. The solicitation requires plastic posts of a new composition variety. Contractor could not identify an active supplier through normal supply lines.

b. Travis Mechling will identify one or two suppliers and name them in the amendment.