2012-0606-PreProposalNotes.pdf

Solicitation No. AG-03R6-S-12-0050

Flathead National Forest, Spotted Bear Water System

June 14, 2012 PRE-PROPOSAL CONFERENCE NOTES

Attendees of the meeting were as follows:

Name Organization Address

Loren Ebner, Contracting Officer

(406) 329-3858

USFS, Region 1

Western MT AQM Zone

Building 24, Fort Missoula

Missoula, MT 59804

Peter Borgesen, Facilities

Engineer (406) 758-5321

USFS, Region 1

Flathead National Forest

650 Wolfpack Way

Kalispell, MT 59901

Mitch Guenthner, Civil Engineer

(406) 758-5264

USFS, Region 1

Flathead National Forest

650 Wolfpack Way

Kalispell, MT 59901

Richard Sievers

Facilities, Hydro, Weeds

(406) 758-5376

USFS, Region 1

Flathead National Forest

Spotted Bear Ranger Dist.

P.O. Box 190340

Hungry Horse, MT 59919

Andy Nelson

(406) 758-5376

USFS, Region 1

Flathead National Forest

William Oder

Dennis Carver

(406) 253-9291

Mark Sandry

(406) 752-2414

Sandry Construction

Larry Don Stevens

(406) 314-3242

HDD, LLC

Jared Russell

(406) 542-0243

JD Russell Excavating 11371 Rustic Road

Missoula, MT 59802

Mark Vert

(406) 885-6694

Polson Excavating, Inc.

Steve Buenz

(406) 471-0053

E-Corp 175 Hutton Ranch Road, Suite 103

Kalispell, MT 59901

NOTE: As a result of questions received after the pre-proposal meeting, the Government is issuing an amendment to the solicitation.

THE MEETING RECORD:

The meeting commenced at 1:00 P.M. at the Spotted Bear Ranger District Office at Spotted Bear, Montana.

The above individuals were present at the meeting.

The Government & Contractors present discussed the following items:

Contracting Officer Loren Ebner reviewed the following items:

• This solicitation is set-aside for Small Business Concerns.

• Section A (Standard Form 1442). Reviewed

• Due Date is June 18, 2012 at 4:00 P.M.

• Complete blocks 12-19

• Contract requires Performance and Payment Bonds

• An offer guarantee is required (bid bond)

• Offer Acceptance: 30 calendar days.

• Amendment Acknowledgements – sign amendments and return, or acknowledge in block 14

• Ensure Block 14 is completed with DUNS and TIN as well

• Section B, Schedule of Items. Reviewed:

• Categories of Work

• Section K, Representations, Certifications…. Reviewed:

• Offerors shall ensure that they are registered in ORCA and complete and return Section K.

• Paragraph K-1: Small Business Size Standard

• Paragraph K-1 (d): ORCA – Register in ORCA. Contracting Officer will retrieve your

ORCA report by using your DUNS number.

• Paragraph K-2 is a new certification

• Section L, Instructions, Conditions…. Reviewed:

• Section L contains instructions to Offerors on the preparation of their proposals.

• FAXs and Emails are not accepted.

• Paragraph L-3 (2): Rules for alternate proposals are here.

• Paragraph L-3 (4): Submit 1 copy of Sections A, B and K. Submit 3 copies of your response to Section L

• Paragraph L-3: Offerors are encouraged to read this in detail and respond accordingly.

• Paragraph L-3; Non-price evaluation factors include (1) past performance, and (2) experience & qualifications. Offerors are advised to ensure their responses to these two criteria are distinct and clear.

• Section M, Evaluation Factors for Award. Reviewed:

• Section M contains information for Offerors on how the Government will evaluate the responses received from Offerors

• The two non-price factors will be equally considered

• Award will be made to one Contractor on the basis of best-value to the Government

• Evaluation factors other than cost or price, when combined, are approximately equal to cost or price in the award decision.

• Section F, Deliveries or Performance (Contract Time Requirements). Reviewed:

• Estimated Start Work Date was not listed in solicitation, but is now revised to July 12, 2012.

• Paragraph F-2: Contract time is 75 calendar days.

• Paragraph F-4: There are many restrictions on the performance schedule. Offerors are advised to review Paragraphs F-4 and F-5 in detail. Additional restrictions are identified in the Special Project Specifications, Division 1, Section 01040 Coordination and Site

Conditions (See 1.06 Scheduling of Work).

• Section H, Special Contract Requirements. Reviewed:

• Paragraph H-2: Fire Control: Note liability for Contractor-caused fires.

• Paragraph H-5: Local Material Sources. Government furnished pipe bedding is available at the airport pit (See Drawings, Sheet 2 of 16)

• Paragraph H-7: Barricades, Warning Signs

• Paragraph H-8: Weed-free equipment. All construction equipment must be washed.

Government will require inspection of equipment at Hungry Horse prior to transportation into

Spotted Bear.

Section I, Contract Clauses. Reviewed:

• Notice of Total Small Business Set-Aside

• FAR 52.222-4 Contract Work Hours and Safety Standards Act

• FAR 52.222-6 Davis-Bacon Act

• FAR 52.236-9 Protection of Existing Vegetation, Structures, Equipment, Utilities, and

Improvements.

• FAR 52.236-15 Schedules for Construction Contracts - - - A detailed schedule will be required from the awarded contractor.

• FAR 52.236-13 Accident Prevention, Alternate 1 - - - A Safety Plan will be required from the awarded contractor.

• Paragraph I-2. Offerors must be registered in Central Contractor Registration (CCR).

• Paragraphs I-8 and I-9 address bonding.

• Paragraph I-11 addresses insurance.

Peter Borgesen reviewed the following items:

• Contract performance schedule: Coordination between the Contractor and the Government will be very important. Government restrictions on performance are outlined in contract. Additional comments:

o Campgrounds - Recreational use of campgrounds decreases after Labor Day. Contractor may disrupt water service to campground after Labor Day.

o Residences – Communication about Contractor schedule is important for the residents who live at

Spotted Bear. There are already limited utilities. Contract restrictions are intended to minimize the disruption of service, but contractor communication will help greatly alleviate resident concerns.

• Noxious Weeds - - It is important that Contractor equipment come to the site clean so Contractor operations do not introduce any new noxious weeds to this isolated location.

• Traffic Control and Trench Safety:

o Advance signing is important, and signing/barricades etc. for ditches are important. There are many residents and public visitors on site.

• Landscape Preservation - - Contractor responsible for minimizing impacts to landscape and repairing damage to property.

• Camping and Food Storage Order – Camping will be authorized but not in campground. Likely site near or at the airport pit. Food Storage Order is in effect (grizzly and black bears) contractor will need to keep a clean camp site.

• Submittals Pay attention to submittal requirements, be sure to demonstrate compliance with Buy

American Act requirement on submittals.

• Blueprints - - redlines for changes.

• Utilities – Contractor will need to locate existing utilities. No other entity will locate them for Contractor.

Government has limited information regarding existing locations.

o The existing water line is cast iron pipe, galvanized and PVC. Many above-ground locations are identifiable but underground routes not always known.

o Waterline depth varies from approximately 3 feet to 6 feet deep, and is generally placed to drain, but there are some low spots.

o Existing above surface water line elements such as valves, hydrants, etc are to be removed..

o System was put in in the 1970s but some components may be as old as the early 1960s.

o Excess gravel and soil material goes to airport pit.

o Shading and bedding for pipe is from the airport pit. Road material is Contractor-furnished.

o Contractor terminates the pump control cable.

o One test per 100’ o RV dump station slabs.

o Backflow Preventers o Permitted by DEQ for construction as shown on drawings.

o Storm-water Permit? Not required.

The Government representatives and the Contractors present proceeded to tour the site, observing relevant locations, including climbing the hill to the water tank.

Contractor questions received after the meeting:

1. Is compaction testing required on pipe bedding and backfill?

Specification 02221, 1.03, A,1 says: Quality assurance field density testing shall be performed on each successive lift above the bedding course at intervals of 200 linear feet.

2. Does the state have proctors for the materials at the Airport pit, or are we required to supply them?

No proctors are available.

3. Where is acceptable water access for dust control and compaction prep.?

The nearest reasonable site for construction water is located on the South Fork Flathead River approximately 1.5 miles North of the Ranger Station. Contractor is responsible for any permits required.

4. is there a designated area to stockpile materials and our equipment?

Yes, The contractor will be able to stockpile materials and store equipment on the far south end of the

Ranger Station compound.

5. When is the approx. start date of the project after the bid opening if awarded the contract?

July 12, 2012

6. Bid item 222 is for CY of gravel, is that not supplied at the Airport pit?

NO

7. And what size of crushed gravel is required?

1 inch minus as stated in specification 02235, E, 1.

8. A question was received concerning Type A and Type B compaction. Government comments:

The question regarding type A vs type B compaction is covered in Specification 02221, section

C, 2, a&b. In a nutshell, type A is under roadways and parking areas, type B is all other areas outside of roads and parking areas.

The compaction testing discrepancy needs clarification for everyone, so that would be an amendment. My suggestion is the following:

Delete the paragraph in specification 01400, section 3.01, A, 2 that begins with "In-Place Soil

Backfill -" and replace it with: Trench backfill field density testing requirements shall meet the requirements of specification 02221, 1.03, A, 1.

9. The plans state that there be a min. cover over the pipe of 3’, but I thought in the

MPWSS that min. is 6’, anything less requires insulation. I don’t see a bid item for insulation for this project.

There is no insulation to be installed on this project.

10. Does the Forest Service have a source for the 4x4 and 4x6 plastic posts that are to be used on the Campground Hydrants and Host Site Water Hydrant?

The Government is posting some source information with these notes. Other sources may be available.

11. The grade going from the road to the existing storage tank is so steep that it is a challenge to walk up, let alone get any equipment up. Did the engineer have any idea how they wanted that done?

The Government is not suggesting specifics on how this work is done.

12. From a surveying perspective is the Government going to provide a more detailed layout for the Waterline project other than what is just on the plans?

There is no more detail. The staking is rather simple and described in the solicitation. The staking should take place after utilities are identified by the contractor to limit impacts.

13. There were several requests concerning the Planholders List.

See above list for contractors who attended the meeting. In addition, other Offerors may have made their interest known on the FedBizOpps website for this project under the link to the List of

Interested Vendors.

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