PreBidSiteVisitNotes_5.2.2017.pdf

West Fork Water Distribution System Replacement Pre-Bid Site Visit May 2, 2011, 11:00 AM

Attendees

Chance Ellis, ICS, Dale Malyevac, ICS, Tom Gerhard, GCI, Arvistis McKinnie, BUI, Claude Dostal, J&J Excavating and Trucking, Robert Nicol, Zacha Underground, Dave Zacha, Zacha Underground, Doug DeMoss, WF District FMO Bret Lewis, WF District AFMO Ryan Domsalla, District Ranger Shawn Boelman, COR, 406-363-7107, sboelman@fs.fed.us

Discussions

Solicitation Review

Stated that Tina Kelly is the Contracting Office (CO) responsible for the solicitation and contract, and has all authorities. Some authorities will be delegated to Mr. Boelman as the COR, in administering the contract. Mr. Boelman coordinate’s with the District folks on questions. There is no current contract authority designated to other individuals.

In case of questions, please contact Tina Kelly at 406-329-3845 or tinakelly@fs.fed.us. Mr. Boelman, could also be cc’d on questions at sboelman@fs.fed.us. A question was asked how late questions will be taken. Mr. Boelman stated he does not believe there is a time limit. We would appreciate questions as early as possible, especially if substantive, as they need to be posted on the solicitation, and depending on nature, may extend the solicitation period.

Mr. Boelman gave a brief summary of this project. The WF Water System Replacement Project was original designs as entire project, and approved by MT DEQ as such. Due to funding the project has been implemented in phases. Last year a contract was solicited and awarded which installed a new water supply line from the pump house to the water storage tank. This also included new well pump, pump house piping/appurtenance, and telemetry. Another contract was solicited/awarded that installed a new well and service for house #1025 at the south end of the office compound. This project will replace the existing water distribution system which extends from the water storage tank to the administrative buildings, a bunkhouse, and two residential houses.

Covered that the offers need to be received by the Northern Montana Acquisition Zone by 2:00 PM on May 23, 2017. (Now extended to 2:00 pm, Tuesday, May 30, 2017) No faxes or emails offers will be accepted.

Covered that there is a bid bond required that is 20% of the bid price.

mailto:sboelman@fs.fed.us mailto:tinakelly@fs.fed.us mailto:sboelman@fs.fed.us

Covered that Schedule of Items, Section B-1, must be completely filled out.

Discussed that the award will be based on the best value to the Government. The offer will be comprise of two proposals, the business proposal and technical proposal. These are covered in the contract in Section L and M. The business proposal is the cost or the B-1 Schedule of Items. The technical proposal is used to convey that the contractor understands the requirements of the project and is able to perform the work. The technical proposal must include; (1) Past Performance and Company Experience, (2) Technical Approach and Understanding of the Project, and (3) Project Management: Key Personnel, Subcontractors, and Oversight of the Project. Mr. Boelman stressed that the technical proposal is looked at closely and has equal bearing as the cost. The Government wants to know your proposed schedule, techniques and equipment that will be used, how long you expect facilities to be without water, when they will be without water, how long roads will be closed due to trenching activity, what your safety program includes, etc. Please take time on preparing the technical proposal.

Discussed that the period of performance is September 1, 2017 to October 31, 2017.

District Ranger Ryan Domsalla discussed that the District operations will be ongoing during the construction period. Employees will be present, fire activities may be ongoing, and that the office compound includes three rental residences and a bunkhouse. There will be people present at the office compound at all times. Mr. Domsalla stressed this point. That safety of employees, renters, public, and contractor’s employees is paramount. Due to having residences on the compound, there are kids and dogs present. Also, since there are residences and bunkhouse onsite, water demand is not just during business hours, but 24/7.

Discussed that Mr. Boelman will to the best of his ability capture the site visit discussions and questions/answers. These will be reviewed by the CO and posted on the solicitation for all prospective bidders to see.

In-Office Discussion of the Plans and Specifications

Some of the curb stop valves may be located closer to the buildings than indicated on the drawings.

The grass seed spec for the project will be amended in the solicitation. Mr. Boelman handed out the new seed mix for other general forest areas that are disturbed.

It was asked if licensed surveyor was required. No, a licensed survey is not required. Alignment will be agreed to on the ground.

It was asked if we anticipated any blasting. Mr. Boelman stated that there was no blasting needed in the installation of the water supply line last year. No blasting is anticipated.

It was asked if we were going to require 3rd party compaction testing and results. Mr. Boelman answered yes.

It was asked if there was a different spec for the road. The road has a different backfilling requirement.

It was stated that Federal, State, and local permits are the responsibility of the contractor. The FS will be getting a permit for the stream crossings and contractors can use if they choose. The FS does not have the permit at this time. It is anticipated that the stream will be dry during the construction performance period. If there are flows, the FS will have in their permit that stream flows will be dammed and pumped around the trenching, or will be diverted into a plastic lined channel or plastic/metal pipe to pass around the trenching. The stream channel will be reclaimed to original slope and channel widths. Shrubs will be removed such that they can be re-planted.

The plans identify two areas where the water line crosses two stream culverts. The specifications require that the water line remain 18” above the stream culverts. At approximately Station 6+00, there is one of these culvert stream crossings. Mr. Boelman stated that the water line alignment will be adjusted to maintain as much cover over the new water line while maintaining this requirement. At station approximately 16+78 a tee in installed in the main water distribution line and the lateral water line that heads to the garage and fire cache. This lateral line will need to be placed under the existing 18” culvert to a depth of 6 ft.

It was discussed that this water system is categorized as a public water system by MT DEQ, and as such follows the State’s applicable public water system requirements. These specific plans were approved by MT DEQ. Proposed changes will need to go through the designer and DEQ for approval.

With regards to minimizing the down time each building would be without water, it was asked how that is done with having to pressure test the system and disinfect. Mr. Boelman stated that only the new components need to be pressure tested and disinfected. All of the new pipe and in-line appurtenances can be tested and disinfected prior to connection to the water tank and each building. After these tests are completed and accepted, the new lines can then be connected to the water tank and each building.

It is at this time buildings will be without water.

It was asked if drain rock around curb stops will be required. Yes.

Mr. Boelman stated that all trees that require clearing will be felled and limbed by the FS. Prior to trench excavation, the contractor and FS will agree to alignment and which trees will be felled. The FS will then cut and limb the trees. The contractor will be required to fulfill the remaining requirements outlined in the specifications (Section 311000 Site Clearing).

The contractor will not be performing any burning on NFS lands. Natural vegetative material from clearing and grubbing activities may stacked in the burn pile (approx. ½ miles from project location).

This material shall be free of dirt and rocks. Clean stumps may also be placed in the burn pile. No materials restricted by the State of Montana shall be placed in the burn pile.

The old water system shall be abandoned in-place as specified. It not anticipated that the contractor will be removing much of the old water lines other than minor pieces where service connections are made.

It was asked if the FS has a geotechnical investigation. The FS has not performed a geotechnical investigation for this project. Mr. Boelman stated that during the trenching activities performed last year as part of the supply line installation, there was nothing uncovered that was a surprise. Common material excavated. To the best of our knowledge, there should be no surprises. Mr. Boelman stated he would post copies of any geotechnical information that might be included in the compaction testing (performed by Strata) from last year’s contract.

From approximately Station 0+00 to 8+50, the water line follows a FS road. This road will be closed to traffic during trenching and pipe installation activities. All other roads are to remain open for use unless agree to.

Field Visit Discussion of Plans and Specifications

On sheet G-2 of the plans, it was confusing to some that the water line from the water tank to the pump house was bolded. This portion of the water line was replaced last year. The water line that heads east from the water tank is not part of this project. Mr. Boelman will post a new sheet G-2, removing the bold highlight for the water supply line that is not part of this project.

Hazard trees that are along the road prism that are identified as hazard trees will be cut and limbed by FS personnel and removed under the Clearing specification by the contractor.

It was asked if the FS knew the depth of the sewer line in and around the garage, office, cookhouse and house #1012. Looking at old drawings, these sewer lines may be buried anywhere from 3- 6 ft. Exact depths are unknown. Care must be taken when excavating to locate and protect these lines.

The propane tank to the cook house is located NW of the cook house, near the employee parking area.

The unmarked buried propane line shall be protected.

The actual location of the existing service line into house #1012 is on the west corner of the building, not the NE side. A new drawing will be posted.

Approximately 75 ft east/northeast of house #1012 there is an existing non-potable water line (mostly exposed on the ground surface) that has a spigot and drain. This shall be protected.

It was asked if there is water available to fill water trucks for assisting in compaction efforts or dust abatement. Yes there is a water tender fill station (non-potable water) on the south end of the office compound that will be available.

Will likely also come across other abandoned water and/or sewer lines during excavation. Especially in the lawn area around the Office building, cook house and house #1012.

There are two green valve boxes in the driveway to house #1015. These are for the sewer line for the house. This sewer line is to be protected.

Mr. Boelman again stated that this solicitation is for the best value to the Government. If you have different ideas or proposals, please include them in your offer. The FS is interested in evaluating alternate ideas and look to contractor’s to apply their ingenuity to provide the best product to the Government at a competitive price. If a contractor is going to provide an alternate proposal, please follow the solicitation for this process. The contractor should still bid the project as solicited, but add in the technical proposal a detailed description of the proposed alternative with associated costs.

Mr. Boelman stated that the information and answers he gave to questions today were the best to his knowledge at the time. That the CO will review the notes of today’s site visit and correct any statements as needed (Section L). So please check the solicitation for these notes to be posted as some information may change.