PreProposal Meeting Summary.doc

SUMMARY OF PRE-BID MEETING FOR ROAD 58 SHOULDER REPAIR PROJECT

MEETING DATE:

05/05/10

MEETING LOCATION:

Ochoco National Forest, Supervisor’s Office

GOVERNMENT REPRESENATIVES IN ATTANDENCE:

Steve Pickert (Technical Contact/ C.O.R.)

Bryan Kurtz (Project Engineer)

CONTRACTOR REPRESENATIVES IN ATTANDENCE:

Steven Burns - High Desert Aggregate and Paving

Michael Owen - Robinson and Owen

Kris Karpstein - Hooker Creek Companies

Justin Borden - Taylor Northwest

Mel Davis - SMAF Construction

AGENDA OF MEETING

I) Review and discussion of items from C.O. Dennis Danz (See Attached)

II) Review and discussion of Solicitation

Notes, page 9 Bid Items

`bid will include option item

C-1 Project description

There is no clearing and grubbing required on project

C-4 Note: FHWA Contractor in area producing crushed aggregate and asphalt.

F-2 Note: Contract Time 60 days including option item. Notice to proceed is June 30th.

H-4 Use of premises

No camping in campgrounds

There will be no use of Turnpike Material Source (approximately 1/2 miles from EOP)

Due to noxious weeds.

Staging areas at EOP and 5840/5850 junction

L-12 List of Submission Documents

Question : Why is HUBZone Certification needed ? Are bids accepted only from

HUBZone Contractors?

M-1 Evaluation of Offers

Offers based on price and technical proposal. Make sure you address the technical proposal. This is a best value solicitation; the offers will be rated on both price and technical proposal.

III) Review and discussion of plans and specifications

1) Water Source is Turnpike Well. A 3 phase generator will be required. It is not a high volume well.

The generator will need to run pretty much continually to fill reservoir that you pump out of.

2) Commercial sources for materials will need to be inspected for noxious weeds.

3) Construction staking - Forest Service will provide electronic survey notes for staking.

Staking is method 1, catch points are from the electronic notes.

4) SPS 156.05, Table 156-1 shows a 30 day road closure. This will need to be changed to 60 days to reflect contract days.

QUESTIONS

1) What commercial pit do we use ?

A: Any pit that has specified materials and that Forest Service inspects for noxious weeds.

2) Can we use ODOT state spec rock in lieu of grading D rock ?

A: Will need to look at sieve analysis and compare. Both aggregate base and asphalt will depend on what is commercially available. Estimate of Quantities states "or equal commercial material." Any deviation from what is specified in plans is subject to approval.

7) Are compaction tests required on the base rock.?

A: Compaction tests are not required for compaction method b.

8) Is sampling and testing required on asphalt?

A: Yes.

PRE-PROPOSAL MEETING DISCUSSION ITEMS

FROM C.O. DENNIS DANZ

Road 58 Shoulder Repairs – Ochoco National Forest

Solicitation AG-0489-S-10-0414

American Recovery and Reinvestment Act of 2009 This project is funded thru the President’s economic stimulus plan. The awarded contractor will have to maintain certain records and provide special reports associated with this program. See solicitation section I.

Proposal Submission Documents

Solicitation Section L explains what documents are required in order for a proposal to be considered. If prospective Offerors have not yet registered as shown, they should take affirmative steps to complete this preliminary step.

Competition This project is not restricted to small business concerns. Any size business can submit a proposal.

Government’s Project Needs It is the government’s expectation that offers will not take exceptions to the requirements stated in the solicitation. Offerors proposing alternatives or taking exception could be eliminated without additional consideration. The solicitation includes detailed specifications and plans as well as other requirements [both technical and administrative]. These requirements are to be read “as a whole”.

Performance Period The contract will allow 60 calendar days to complete the work. See section F.

Buy American Act All materials and items incorporated into the work are subject to the Buy American Act.

Bonds

A Bid Guarantee of 20% is required with the Proposal.

The successful Contractor must submit both a Performance Bond and a Payment Bond in the amount of 100% of the awarded contract amount.

Minimum Wage Rates Minimum hourly rates are specified for all on-site employees. Employee earnings are required to be made weekly and the Contractor must submit certified payroll records to demonstrate fulfillment of this requirement.

Payment Monthly progress payments are available for completed acceptable work.

Technical Proposal

There is a Questionnaire included in solicitation section J. This completed Questionnaire will constitute the Technical Proposal portion of the offer. Offerors are requested to use this questionnaire and address each of the questions within the allotted space as much as possible. Answers should be very specific to the question asked and should identify the Offeror’s most recent experience [where applicable] that is most closely related to this project. Offerors should assure that they have provided all the requested information. It is noted that the Government considers the Technical Proposals to be highly important in the overall evaluation.

Confidentiality There is no public bid opening. All proposals are confidential and are not disclosed to the public or even to other FS employees, including managers. The evaluation of proposals is completed in a completely confidential manner. No information can be disclosed until the entire evaluation process is completed and the government prepares an awarded contract.

Technical and Price Proposal Evaluation The Questionnaire responses are evaluated independent of the price proposals. Inadequate proposals may be rejected.

Discussions If necessary the Government may initiate discussions asking for clarifications or adjustments to proposals. It is possible there may be no need for discussions.

Final Evaluation The government intends to make an award to the offer representing the Best Value to the government, considering both technical adequacy and price adequacy/reasonableness. Whereas the technical part of the proposal is highly valued, the price reasonableness for the proposal as presented is also of considerable weight in determining which proposal offers the best overall value.

Solicitation Amendment

The above information does not change the requirements already expressed in the solicitation package. No amendment will be issued to cover these items.

The Q&A portion of the Preproposal Meeting will be documented and posted at the FedBizOps web site.

If significant items are identified during the pre-proposal conference that change the solicitation as written, a formal amendment will be issued addressing those items. This amendment, if any, will be posted at the FedBizOps web site.