SiteTourNotes.docx

Fenn Ranger Station Electrical Distribution System Upgrades

RFQ AG-02RC-S-14-0175

Site Tour Notes 10/14/2014 Prepared by Karen Ruklic

Government Representatives:

Karen Ruklic, Contracting Officer Stephan Frazier, Civil Engineer Susan Graves, Civil Engineer Don Curnutt, Forest Engineering Staff Officer

Industry Attendees:

Steve Gehring Challenger Co. Inc.

Nampa, ID Website: challengercompanies.com 208-461-0608

Kelly Watkins Mike’s Mechanical Services Lewiston, ID 208-743-0776 kellyw@cableone.net

Trampus Caddell

FGM

Spokane, WA 509-979-3278

Rich Franz Live Wire Electric Cottonwood, ID 208-507-0144 or 208-962-3235

Will Welch CMEC Inc.

Post Falls, ID 208-773-5226 will@cmec-inc.com

Steve Price Prices Right Electric Rathdrum, ID 208-661-3073

Attendees met at the Fenn Ranger Station Visitor’s Center on 10/14/14 at 10:00 AM. Contracting Officer started meeting by reviewing the following solicitation background information, requirements, clauses and provisions:

B-1 Schedule of Items One lump sum price shall be quoted for the project. This price must include all costs associated with completing the project. This includes costs associated with securing the required payment protection and modifying the current electric service supplied by Idaho County Light and Power.

B-3 Quotation Submittal details documents that must be submitted.

C-1 Scope of Contract Reviewed general project requirements and need for contractors to coordinate with Idaho County Light and Power to modify existing electrical service.

C-3 Price Range: The Government Cost Estimate, per FAR 36.204, is between $25,000 and $100,000 for this project.

Section C-5 Estimated start work date 11/5/14 with a completion deadline of 12/16/14. The performance period is critical. Must be met in order to supply adequate power for heating the buildings (new heat pump was installed this summer) and eliminate the risk of fire due to system overload. Speedy contract award is planned to meet this deadline. Extending the date for quotation submittal is not planned due to the affect that this would have on the implementation schedule. Please submit any questions to CO, Karen Ruklic, kruklic@fs.fed.us by COB Thursday the 16th.

Section C-7 Standard Specifications detailed in 2014 Edition of National Electric Code apply to this project.

Section E-1 Inspection of Construction Government inspection is for payment verification only. Quality control is the responsibility of the contractor.

Section F-2 FAR 52.211-10 Commencement, Prosecution and Completion of Work Alt I Deadline for completion of project, December 16, 2014 so long as Notice to Proceed issued by 11/5/14. Complete clause was reviewed:

The Contractor shall be required to (a) commence work under this contract within 5-calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use not later than December 16th, 2014. The time stated for completion shall include final cleanup of the premises.

The following work restrictions apply to the prosecution of work:

· An Operating Schedule that includes the days and hours planned for on-site work shall be submitted to the CO at the prework meeting and updated biweekly.

· Power distribution to any or all buildings that is to be interrupted shall be limited as much as possible. Contractor will be required to give 1 week notice of intent to interrupt power to buildings, with a minimum of two days’ notice of exact outage timelines for that particular day and buildings affected. Contractor will be required to limit outages to a building for a maximum of 4 hours as planned. If additional timelines are required, then submit timelines to CO for approval a minimum of 2 business days in advance. If possible, contractor shall conduct major outages on all buildings, except for the bunkhouse building, on Friday-Sunday to reduce the impact on employees working in the office buildings.

· Work on bunkhouse building shall be conducted 8am-5pm, Monday-Friday only due to occupants inhabiting space.

The completion date is based on the assumption that the successful offeror will receive the notice to proceed by November 5, 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 payment bond within the time specified.

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-4 Key Personnel identified in the accepted technical proposal shall be made a material part of the contract. Substitutions will only be made with CO approval. Key personnel to be utilized should be clearly identified in the technical proposal (see Section M for technical proposal requirements). A good description of each individual’s experience and qualifications should be supplied. The government wants to know the skills of the individuals that will be performing the work in order to ensure that it gets a good value.

Section H-5 Emergency Response The Contractor, under the provisions of FAR clause 52.236-9, Protection of Existing Vegetation, Structures, Equipment, Utilities, and Improvements, shall immediately extinguish all fires on the work site other than those fires in use as a part of the work. The Contractor may be held liable for all damages and for all costs incurred by the Government for labor, subsistence, equipment, supplies, and transportation deemed necessary to control or suppress a fire set or caused by the Contractor or the Contractor’s agents or employees.

Section H-6 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- 7 Incidental Payment Items The intent of the contract is to provide for the complete construction of the project described in the contract. Unless otherwise provided, the Contractor shall furnish all labor, materials, equipment, tools, transportation, and supplies and perform all work required to complete the project in accordance with drawings, specifications, and provisions of the contract. Payment for contract work will be made only for and under those pay items included in the Schedule of Items. All other work and materials will be considered as incidental to and included in the payment for items shown.

Section H-10 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-11 Landscape Preservation Do not remove, deface, injure, or destroy trees, shrubs, lawn, natural or constructed features not designated for removal by the contract.

Government stressed that no heavy equipment shall travel over any of the historic flagstone paths. See Special Project Specifications.

Section H-12 Weed free equipment inspections are required.

Section H-13 Invoice Processing Platform Invoices shall be submitted electronically via this on-line application. Sign up is relatively simple.

Section H-14 Idaho Worker’s Compensation Law Contractors shall provide proof of Workers Compensation coverage for verification by the ID Industrial Commission. Form is provided in Section J and should be submitted with quotation.

Section I General Clauses Davis Bacon minimum wage rates shall be paid to laborers and mechanics employed on the site of work. Certified payroll records required. Wage determination found in Section J. All methods for resolving disputes are provided for in the contract terms and conditions. Differing Site Condition clause is included to provide remedy for unanticipated site conditions.

Section I-3 System for Award Management (SAM) Contractors must be fully certified in this database at the time of quotation submittal. Contractors that don’t meet this requirement shall be eliminated from consideration. The government cannot delay award in order to allow a contractor to remedy problems with their certifications or complete the certification process.

Section I-7 Alternative Payment Protections A payment bond, irrevocable letter of credit or cash equaling 100% of the contract price shall be submitted to the CO within 7 days of contract award.

Section I-9 Insurance Coverage Alt I Coverage for bodily injury liability in the amount of $500,000 per occurrence is required along with property damage liability coverage of $1,000,000 per occurrence.

K-2 Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction) Contractors need to complete and submit this provision along with provision K-1.

M-1 EVALUATION CRITERIA Stressed the need for submittal of complete technical proposals that supply all the information requested in this provision. Overall, the technical factors are approximately equal to price. Emphasized the need for information regarding the experience and qualifications of the firm and key personnel. Provide information that highlights the prime contractor or major subcontractors’ experience installing service lines to buildings and the key personnel’s experience installing service lines to buildings and lineman work experience dealing with sag and line tensions on overhead lines. Provide information on the relevant licenses, certifications and training courses completed. Provide a complete work plan and schedule that describes how you will complete the work by the December 16, 2014 deadline. Address all items requested including the expected power outages required and provide a Safety Plan.

Group then moved outside and viewed the project site.

Walked to location of transformer above the Cookhouse. Noted the presence of numerous historic flagstone retaining walls and paths and the requirement that no heavy equipment travel over or damage these structures.

A buried phone line extending from the Old Ranger Station to the Cookhouse will need to be located.

Discussed the requirement for the contractor to coordinate directly with Idaho County Light and Power (ICL&P) on the electrical service changes required. Kenny Geis is the contact at ICL&P. He is best reached between 7 and 8 am; the phone number for ICL&P is 208-983-1610. Mr. Geis’s email is kgeis@iclp.coop. Mr. Geis was consulted during the design of the project. Solicitation will be amended to supply cost associated with ICL&P service connection fees and related work. A description of work prepared by ICL&P shall be supplied.

Reviewed general project requirements. 1) Upgrade existing 400 amp service to 600 amp and add an additional 400 amp service. 2) All new overhead lines and supplemental grounding at all buildings. 3) Upgraded or new masts and new or upgraded electric services in the buildings. 4) Two new underground service laterals.

All buildings are historic. Match existing wood work. Contracting Officer misspoke regarding requirement for painting – painting is required in some locations and not others. See General Notes for each building. Existing paint should be assumed to contain lead, contractor shall take appropriate precautions. Appertanances to buildings should be as unobtrusive as possible.

Meters shall meet ICL&P specifications. Contractor shall coordinate installation with ICL&P.

Work required at Cookhouse was reviewed. See General Note “B” on the plans. New mast with guying and and upgraded grounding.

Work required at Bunkhouse was reviewed. See General Note “C” on the plans. New mast with guying, rework building entrance conduit, upgrade grounding and replace conductors to basement panel. Furniture within the building shall be moved to facilitate construction work. Match existing ceiling tiles and wood wall paneling within the building. Do not disturb heating ducts; the paper tape surrounding the ductwork contains asbestos.

Work required at Maintenance Office was reviewed. See General Note “D” on the plans. New mast with guying to 225 amp panel, label 225 amp main service panel, upgrade grounding, replace 100 amp panel with 24 circuit panel and rework existing feeder from 225 amp panel to new 100 amp panel (conduit extends through basement). Furniture/fixtures within the building shall be moved to facilitate construction work. Match existing wall treatment within the building (newer sheet rock is present in the attic).

Work required at Summer Kitchen was reviewed. See General Note “E” on the plans. Add mounting straps to existing mast, upgrade grounding and replace load center with new 24 circuit panel and rework existing circuits into new panel, remove welder disconnect and and rework circuit to new panel. Equipment within the building shall be moved to facilitate construction work. Match wood siding within the building. From nail pattern, studs appear to be located two foot on center around existing box.

Work required at Fire Office was reviewed. Original requirements for this building are outlined in General Note “F” on the plans. Discovered that work has been done to this building’s electrical system subsequent to completion of the design. Mainly, a new mast was installed along with a new 200 amp panel. A solicitation amendment shall be issued once the government determines how these new improvements change the current requirement. Installation of new overhead line will be required regardless.

Work required at Fuel House was reviewed. See General Note “H” on the plans. Upon close inspection, it was determined that mast was bent to such a degree that replacement is required. See solicitation amendment. Grounding shall be upgraded, pushmatic load center shall be replaced as specified. Wall shall be repaired with wood but painting is not required.

Work required at Fire Warehouse was reviewed. See General Note “G” on the plans. Repair or replace conduit body, replace mast conductors, remove and replace 200 amp main breaker as specified, label safety switch with “radiant heater” and separate ground and neutral conductors within load center.