SiteTourNotes.docx

Fenn Ranger Station Water and Wastewater Systems Replacement

RFP AG-02RC-S-13-0042

Site Tour Notes: 5/10/13

Government Representatives: Karen Ruklic, Contracting Officer and Susan Graves, Civil Engineer and Project Contracting Officer’s Representative Industry Attendees: See attached Attendance List

Attendees met at the Fenn Ranger Station Visitor’s Center. Contracting Officer started meeting by reviewing the following solicitation background information, requirements, clauses and provisions:

Section I-13 FAR 52.232-18 Availability of Funds (Funds are currently not available for this contract. Funding expected to be secured by mid-May).

Section I-1FAR 52.219-3 Notice of Total HUBZone Set-Aside

Offer must be received by date and time shown on page 1 of the SF-1442. Late offers shall not be accepted.

Section I-9 FAR 52.228-1 Bid Guarantee (Original bid bonds that equal 20% of the total offer value required).

Section B-7 Idaho Use Tax (Government anticipates that the value of Government-Furnished aggregate will be subject to Idaho Use Tax. Cost should be incidental to the item(s) of work that require this aggregate. Contact Idaho State Tax Commission if you have questions).

Section C-1 Scope of Work: This project is one of the implementation projects of the Collaborative Forest Landscape Restoration Project (CFLRP). The goal of the CFLRP project is to utilize collaborative, science based ecosystem restoration techniques to improve watershed function while encouraging ecological, economic and social sustainability with an emphasis on providing local employment opportunities. Please note requirement for Workforce Utilization Plan required for submittal in Technical Proposal.

Section C-4 Government-Furnished Property (3/4 inch minus crushed gravel; see also G-3 Government-Furnished Property for location of stockpile).

Section C-5 Estimated start work date 7/15/13

Section F-2 FAR 52.211-10 Commencement, Prosecution and Completion of Work Alt I (Important completion deadlines and work restrictions are detailed in this clause. Please note that the October 15, 2013 delivery deadline for all items in the Base Bid except Item 311100.5 and 321216.1 (A&B) is critical. The Forest is currently subject to a lawsuit. Settling the lawsuit requires that all wastewater improvements be completed prior to November 2013).

Section G-1 AGAR 452.215-73 Post Award Conference (Required)

Section H-2 Utility Services (Electric power and potable water from the existing system is available for use without metering and without payment of use charges. Methods shall be made to conserve and reduce costs related to this use. Connections and extensions shall be the responsibility of the contractor).

Section H-3 52.236-4 Physical Data (This clause details site investigations performed on the site and findings along with common weather conditions and transportation facilities).

Section H-4 Key Personnel (Key personnel identified in the accepted technical proposals shall be made a material part of the contract).

Section H-5 Work Camps, Staging and Storage Areas (Areas for staging operations and storage of materials shall be approved by the CO. The Contractor must request in writing for approval from the CO to stage trailers on site. Overnight camping is commercially available near the project area. Overnight camping on site is prohibited. The contractor must provide toilets and sanitary facilities at each work location for its employees).

Section H-12 Barricades, Warning Signs and Other Devices (The contractor is responsible for the safety of the public and Government employees while work is being done adjacent to offices, maintenance/work facilities, residences and recreation facilities. Barricades, suitable and sufficient lights, danger signals, signs, etc. shall be erected to safeguard the public and Government employees from injury within trenches kept open overnight. Acceptable travel routes should be flagged for residences when normal access is disrupted).

Section H-13 Landscape Preservation (Do not remove, deface, injure, or destroy trees, shrubs, lawn, natural or constructed features not designated for removal by the contract. Government is especially concerned about damage to historic buildings, stone walkways and walls).

Section H-14 Contractor Performance Assessment Reporting System (This contract is subject to on-line performance assessment reporting. Contract awardee shall be registered in this web-based system prior to the prework meeting).

H-15 Contractor Workforce Certification (Contract awardee may be asked to report information linked to employment of local workforce to satisfy requirements of the Collaborative Forest Landscape Restoration Act).

Section H-16 Idaho Worker’s Compensation (Coverage in Idaho is required prior to award).

Section I-8 FAR 52.225-9 Buy American Act--Construction Materials (All construction materials must be American made).

Section I-10 FAR 52.228-15 Performance and Payment Bonds – Construction (Required in value equal to 100% of awarded contract price).

Section I-12 AGAR 452.228-71 Insurance Coverage Alt I (Bodily injury liability coverage $500,000 per occurrence; property damage liability coverage $1,000,000 per occurrence).

I-14 AGAR 452.236-73 Archaeological or Historic Sites (Previous surveys have not uncovered any artifacts in the vicinity of the Ranger Station. Known heritage site adjacent to current wastewater facility created need for on-site monitoring during demolition. See prosecution of work restriction in F-2).

J-1 General Wage Decision (No excavator operator rate is included in the wage decision. A rate shall be conformed after award. Minimum rate shall meet or exceed Laborer: Landscape rate. Please see Solicitation Amendment 1 for range of hourly rates between which conformed rate is anticipated to fall).

K-3 AGAR 452.209-70 Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction (Deviation 2012-01) (FEB 2012) Alternate I (FEB 2012) (With their offers, contractors need to complete and submit this provision along with provisions K-1 and K-2).

M-1 EVALUATION CRITERIA (Stressed the need for submittal of complete technical proposals that supply all the information requested in this provision. Requested that offerors label their technical proposals consistent with the parts and subpart headings shown in the provision to ease evaluation. Stressed that Production Schedules must comply with FAR 52.211-10 Commencement, Prosecution and Completion of Work Alt I and the work restrictions specified within. Highlighted need for Safety Plan, Heritage Resource Protection Plan and Workforce Utilization Plan (in connection to special funding/goals of the Collaborative Forest Landscape Restoration Act; evaluation preference will be given to firms that employ local labor). Also highlighted that funding for this contract was tight, technical criteria, when combined, are approximately equal to price in the award decision and that it was the Government’s intent to award without discussions (give us your most favorable terms)).

Contractor Questions:

1. Will Public Health inspections be required? Yes, inspection will be required on the wastewater and water systems. Electrical inspection will not be required.

2. Will contractor be required to get wastewater system permit? No, USFS will secure the permit prior to contract award at its expense.

3. Does electrical system need to meet Idaho State code? Current design does not appear to meet code and as currently specified, pumps won’t work. Yes, electrical system should meet code. Please inform Government in writing as to how current system specified does not meet code and why pumps will not function.

Contracting Officer’s Representative then led a site tour of the project area. The following locations were visited and items discussed:

Location #1: Main Drain Field Site - located below historic Fenn Ranger Station building

· Raised helipad will be removed and recontoured

· Stone walls and flagstone walkways were built by the CCC and are historic; must not be disturbed. Design specifically worked around these features. If a line must intersect a walkway, contractor shall bore under. If stone must be disturbed, a photo will be taken prior to disturbance, an Archaeologist shall be consulted/on-site and disturbed section would be reconstructed to match existing condition.

· Asphalt driveways are not historic and can be disturbed and patched.

Location #2: Area of congestion directly above Fenn Ranger Station building

· Construction will be tricky at this location due to large number of trees, stone walls and flagstone paths. Careful attention to landscape preservation and avoiding damage to historic buildings/features shall be required. Trees stay unless specifically flagged for removal.

Location #3: Walked through work compound to location of valve and blow-off connection (adjacent to North Drain field)

· This location is where the water line work under the Base Bid ends. Water lines that extend to the North Home are included in the solicitation as an optional item with a completion deadline of July 15, 2014. Granting an extended deadline for the optional work was done as a way to try and decrease contract price.

· The drain field location by the North Homes was reviewed.

· Discussion regarding exemption from potential fire restrictions was discussed as another method to reduce contractor risk and keep the project on schedule. Fire danger is less in the project area given the irrigation surrounding the compound and proximity to fire suppression resources. See Amendment 1.

Location #4: North Homes

· Contractor asked if Government could amend solicitation to add details regarding the sizes of the various Septic Tanks to be removed. Answer: the sizes of the 2 septic tanks are unknown. See Amendment 1 for the estimated size to be used for bidding purposes.

· Due to location of connections to residences (5 feet or greater), journeyman plumber is not required.

· Notification of any Differing Site Conditions found shall be made to the CO. Prompt notification and efficient price negotiation will be required in order to keep the project moving forward and avoid long delays.

· COR noted that sod and miscellaneous earthen material may be disposed of by piling at the O’Hara pit (location of Gov’t-Furnished aggregate). Brush and woody vegetation can be piled within the project area at a location designated by the CO. See Amendment 1.

· Contractor noted that the 2 ½ inch HDPE pipe specified doesn’t appear to be available in the commercial marketplace. Requested that we ask Design firm to provide source information or possibly change the size specified. If the size is changed, pump size or pump reconfiguration would be required. Answer: The sewer drainfield forcemain lines are clearly designated as 2 ½ inch PVC. The forcemain line from the lift station (Cedar Flats) to the dosing manhole should be designated 2 ½ inch glued PVC pipe. Drawing Sheet 41 of 60 was mislabeled as HDPE. See Amendment 1.

· Contractor noted that standard chamber for pumps are 4 foot; 6 foot chambers are currently specified. Could specifications be changed to required 4 foot chambers to decrease costs? Answer: 4 foot or 6 foot chambers will be accepted. See Amendment 1.

· Contractor noted that specifications regarding HDPE pipe are confusing. Contractor will address questions in an email following the site tour. See Questions and Answers and Amendment 1.

Location #5: Cedar Flats Dump Station and Maintenance Station

· Location for new holding tank was reviewed.

· Location for Cedar Flats drain field and lift station were reviewed. Old building footers and sidewalks in this location are not historic and can be disturbed/removed.

· Location for storage of equipment and materials was reviewed (old tennis courts and USFS heavy equipment parking area)

· Government highlighted requirement to provide temporary potable water source while reservoir was drained, valves fixed and coating applied. Contractor requested water usage rates during peak season. See Amendment 1.

· Question: If we demolish old manhole at Cedar Flats, how do we bypass? Answer: Manholes are not to be demolished until after the new septic tank/drainfield system is installed, tested and approved by the Government.

Location #6: Current Wastewater Treatment Facility Site

· Reviewed current wastewater treatment facility location. Noted that a Native American heritage site is located in the general vicinity. On-site monitoring by an archaeologist will be required during construction activities to satisfy requirements of the State Historic Preservation Office. Refer to work restriction in F- 2 FAR 52.211-10 Commencement, Prosecution, and Completion of Work (APR 1984) Alternate I (APR 1984).

· Reviewed items of Government Property that should be salvaged and returned to the Government. See Special Project Specifications Division 01, Section 011113 Work Covered by the Contract, Part 3: Execution, Subpart 3.1 Materials to be Returned to the Government. All other pieces of equipment and building materials will be disposed of at the contractor’s expense. Concrete may be broken up and used to fill the oxidation ditch. Drawing Sheet 7 of 60 notes 2.A and 2.C indicate the items that can be broken up and buried.

· Question: Can sludge be disposed of on-site? Answer: No – dispose of at a certified/permitted landfill. If lab testing is completed and if the sludge can be shown to be safe with the approval of PHD and DEQ it may be disposed of at the site.

· Question: What is the volume of oxidation ditch? Answer: the volume of the oxidation ditch (is a trapezoid) is +/- 137 CY.

· Question: Is hydrant at Fish Hatchery facility specified for removal? Answer: Yes, see Drawing Sheet 12 of 60 (two fire hydrants).

Location #6: Mobile Home Site

· All sites at this location require new water and sewer lines under the Base Bid.

· Contractor will need to carefully sign/light/barricade trenches left open overnight in this area and provide alternate access routes for the residents.

· Identified the trailer to be moved; it is located on the new drain field site.

· Questions: To which empty site should the trailer be relocated given that District just moved another trailer into the currently designated site? Also, what are the contractor requirements in regards to removing/demolishing/saving the snow shed that is currently covering the trailer to be moved? Is there any way to simplify this requirement to save the contractor time and money? See Amendment 1.