SiteTourNotes.docx

Weitas Creek Bridge Repairs

RFQ AG-02RC-S-14-0143

Site Tour Notes 8/27/2014 Prepared by Karen Ruklic

Government Representatives:

Karen Ruklic, Contracting Officer (CO) Travis Mechling, Civil Engineer and Contracting Officer’s Representative Jeff Henson, Civil Engineering Technician

Industry Attendee:

Chris Traylor Christraylor5@aol.com 208-464-1313

Participants met at the Weitas Creek Bridge on 8/27/14 at 1:00 pm and waited until approximately 1:15 to begin. Contracting Officer started meeting by reviewing the following solicitation background information, requirements, clauses and provisions:

Reviewed B-4 QUOTATION SUBMITTAL clause:

Section reads: “As your quote, submit a completed and signed SF-18, a completed Schedule of Items (Section B), a Technical Proposal, an original bid bond (required for quotations that exceed $150,000), a completed Section K and a completed Verification of Workers Compensation form. Technical and price proposals are required for evaluation of quotations. See Section L for instructions and Section M for evaluation/award information”.

Reviewed B-5 Award of Alternate Item:

Section reads: “The Government reserves the right to award additive alternate items detailed in Schedule of Items B-1b concurrent with award of the base bid items. Additive alternate items shall be awarded on an all-or-nothing basis. Award of the additive alternate items is contingent upon funding availability”.

Reviewed B-6 IDAHO USE TAX:

Section reads: “Under Clause 52.236-7, Permits and Responsibilities, Contractors shall be responsible for complying with any Federal, State, and municipal laws, codes and regulations applicable to the performance of the work. Questions regarding assessment of Idaho Use Tax on Government Furnished Property should be directed to the Idaho State Tax Commission at (208) 799-3491”.

CO relayed that Government furnished rip rap will be subject to Idaho Use Tax (6% of assessed value). Call the Tax Commission to determine the value of the assessment and be sure to include this cost in your quote.

Rip rap is located at the Garner Point Quarry (see C-2).

Reviewed scope of work (C-1) and sequencing in brief. Pier caps shall be repaired and lateral bracing maintained first. Then the government shall complete exploratory drilling between 7/15/15 and 8/15/15 under an existing contract with an Architect and Engineering firm. Based on the results of this drilling, the government shall decide whether to proceed with the scour mitigation between 8/15/15 and 9/15/15.

Section C-5 Estimated start work date 10/15/14.

Section C-7 Biobased Product Utilization Stressed USDA’s goal of increasing the use of biobased materials. Review website provided in this clause along with the example list biobased products that could be used during performance of this contract. Contractor should then identify the products it intends to use and their value in the technical proposal. Annual reporting is also required on the SAM website. Government could pay more for an offer that utilizes more biobased products; however, Government recognized that opportunities are limited given the nature of this contract.

Reviewed F-2 FAR 52.211-10 Commencement, Prosecution and Completion of Work Alt I:

Section reads: “The Contractor shall be required to (a) commence work under this contract within 10-calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the Base Bid Items no later than July 15, 2015 and the Additive Alternative Items by September 15, 2015. The time stated for completion shall include final cleanup of the premises.

**All work in connection to the Additive Alternative bid items must be completed between August 15, 2015 and September 15, 2015. Commencement of work on this item prior to August 15, 2015 is prohibited due to permitting requirements linked to fish habitat.

The completion date is based on the assumption that the successful offeror will receive the notice to proceed by October 15, 2014. The completion date will be extended by the number of calendar days after the above date that the Contractor receives the notice to proceed, except to the extent that the delay in issuance of the notice to proceed results from the failure of the Contractor to execute the contract and give the required performance and payment bonds within the time specified in the offer”.

*CO explained that the scour mitigation required under the additive alternative item is planned to occur between August 15 and September 15, 2015 so long as the exploratory drilling determines that the need exists for this work. Because of its weight, locating a drill rig on the bridge is prohibited prior to completion of the repair work required under the base bid. This fact, along with the in-stream equipment operation window, resulted in the staggered completion deadlines.

Section H-2. Note the specific requirement for a professional engineer licensed in the State of Idaho for preparation and certifying the Bridge Lifting and Support Plan. Government will bind contract awardee to use the Key personnel proposed in the accepted technical proposal. Substitutions would only be made upon CO approval via a contract modification.

Reviewed H-5 ROAD /BRIDGE CLOSURE:

Section reads: “Currently the bridge is closed and will remain closed throughout the duration of the contract”.

Reviewed H-8 NOXIOUS WEED CONTROL Weed-free equipment inspections shall be required.

Reviewed Section H-15 Invoice Processing Platform (IPP) Section reads: “The Forest Service is utilizing the Invoice Processing Platform (IPP) for the electronic submission and tracking of contracts/purchase orders, invoices, and payment information. IPP is a secure Government-wide, Web-based invoice processing service. Visit http://www.ipp.gov to learn more.

Upon award of a contract, Contractors must enroll at https://www.ipp.gov/vendors/enrollment-vendors.htm. Contractors shall submit all invoices electronically via IPP. Paper copies of invoices will no longer be accepted”.

Reviewed Bonding requirements:

FAR 52.228-1 Bid Guarantee (This clause only applies if the total value of the quotation exceeds $150,000.) **Bid bond would need to equal 20% of total quoted price.

FAR 52.228-13 Alternative Payment Protections (This clause applies when the awarded contract value is less than or equal to $150,000). **Payment bond or irrevocable letter of credit equal to the value of the total contract award would be required.

FAR 52.228-15 Performance and Payment Bonds--Construction (This clause applies when the awarded contract value exceeds $150,000). Payment bond and performance bond would each be required in an amount equaling 100% of the contract award value.

K-2 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) Contractors need to complete and submit this provision along with provisions K-1.

Reviewed FAR 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts (SEPT 2013). ** Awardee will be required to report types and value of biobased products utilized during the performance of this contract via the System for Award Management website.

M-1 EVALUATION CRITERIA Stressed the need for submittal of complete technical proposals that supply all the information requested in this provision: past performance, proposed schedule, experience in similar work and price. Highlighted need for a complete schedule that provides all the information requested, pay particular attention to the items bulleted. Government noted that knowing how the contractor planned to accomplish the rip rap placement required under Item 7: 25101 – Place riprap, would be beneficial (See Amendment 1). Technical factors are approximately equal in importance and overall, price is approximately equal to price. Also, it is the Government’s intent to award without discussions given our limited amount of time to make award before the end of the fiscal year (give us your most favorable terms with your initial offer).

Group then discussed specific contract requirements Reviewed Sheets 2, 5, and 6 of the drawings that describes the pier cap repair work. Government noted than a solicitation amendment might be done to allow awardee to design a bridge lifting system that could accommodate concrete delivery via the bridge versus requiring a concrete pumper truck. System would still need to meet the 12 ton weight limit applicable to the bridge. (See Amendment 1).

Government noted the laborer provide to do work under Item 5:62301 – General Labor, may need to perform work while in a safety harness.

The group then walked to the south side of the bridge. Proceeded to the river’s edge just upstream of the bridge. Noted that this would be a good point for an excavator to enter the river for riprap placement so long as the weight/height of the excavator did not preclude walking across the bridge (12 ton weight limit applies.)