Minutes_from_site_visit_-_Ponderosa_.pdf

Minutes from Pre-Construction Conference/Site visit Ponderosa Reconstruction

AG-04GG-S-17-0009

Redmond Air Center

February 22, 2017

Attendees:

NAME COMPANY EMAIL

Barbara Darling USFS, Contracting Officer barbaradarling@fs.fed.us Mat Barnett USFS, Civil Engineer mgbarnett@fs.fed.us David Walechi DKW – Chigosi DKWconstruction@yahoo.com rice@chigosi.com Bryan Reinhart RJB Group Inc Bryan@rjbgroupinc.com

1. Barb Darling, Contracting Officer, opened the meeting by going over the RFP requirements as outlined in the attached Site Visit handouts, highlighted below:

a. Funds are NOT presently available.

b. Project site not accessible for structural work until after Sep 16.

c. Explained that there is a Base Requirement to replace the roof along with several optional items which will be awarded based on available funding, but the option items are not guaranteed to be awarded.

d. Summarized requirements for technical, past performance and price proposals.

e. Reiterated wage and benefit requirements from the wage decision.

f. Best value acquisition, technical and past performance are rated on a scale giving government ability to pay more for better rating, but not required to.

g. Proposals are due by email by March 15, 2017 at 2:00 pm. PST.

DUE TO QUESTIONS BELOW THE PROPOSAL DUE DATE IS BEING PUT ON HOLD UNTIL

ASBESTOS AND LEAD-BASED PAINT TESTING CAN BE COMPLETED.

2. Before going to tour the site, questions were answered by Barb Darling and Mat Barnett as follows:

a. Question: Does the contractor have to pull permits since this is a federal project?

Answer: Yes, FAR 52.236-7 - Permits & Responsibilities, which is included in the solicitation by reference, states:

“The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work.

The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor’s fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract.”

mailto:barbaradarling@fs.fed.us mailto:mgbarnett@fs.fed.us mailto:DKWconstruction@yahoo.com mailto:rice@chigosi.com mailto:Bryan@rjbgroupinc.com

b. Question: Has it been confirmed that there is asbestos in all sheetrock?

Answer: No, the asbestos and lead will be tested and the results will be posted in a future amendment, along with the new proposal due date.

c. Question: What is the period work can be performed?

Answer: Since the facility will be occupied up until Sep 16, 2017, no structural work can be done before that. However, the contractor should be able to mobilize around Sept 1st and the site will be available for measurements etc to order materials to be ready to start the structural work after Sep 16.

d. Question: Under Key Personnel, can the Project Manager, Site Superintendent,a nd Quality Control Manager be the same person?

Answer: The Project Manager and Site Superintendent could potentially be the same but the Quality Control Manager needs some degree of independence from the project.

e. Question: Can proposals be emailed?

Answer: Yes. For initial submittal to meet proposal deadline, an electronic copy of the bid guarantee is acceptable, however, the original copy must be received before award can be made.

f. Question: Is the performance period for the option items the same as the Base Period?

Answer: Yes, structural work to start after Sep 16, 2017 and work completed by Dec 1, 2017.

g. Question: If the contractor orders materials in advance can they receive payment for them.

Answer: Material cost would be considered part of the Mobilization Line item. When those costs can be invoiced/paid is outlined Mobilization Specification 01 29 10.

3. During the walk-through, Mat Barnett pointed out a similar dorm that had been renovated last year (Tamarac) with similar requirement. We walked through both the Ponderosa and the Tamarac. Questions during the walk-through are listed below:

a. Question: Will the existing roof deck need replaced?

Answer: No, unless for some reason it is rotted. In that case, we would exercise Optional Bid Item 0008.

b. Question: Can the offerors get the engineering drawings from the Tamarac Project as it may save some time on paperwork?

Answer: Possibility, but the government’s concern is that the buildings may not be identical. In addition there were some issues with Tamarac including the fact that the previous contractor did not realize there was a slight slope to the roof and the trusses they ordered did not accommodate that which caused problems. So relying on the engineering from Tamarac for Ponderosa is probably not a good idea.

c. Question: Do the specifications call out the window requirments.

Answer: Yes.

d. Question: Do window colors need to match the current ones?

Answer: See Specification 072100-2.04

e. Question: There are existing skylights, how will those be addressed.

Answer: They will need to be boarded over in attic space.

Barbara K Darling

BARBARA K DARLING

Contracting Officer

Attachments:

1. Site Visit Handout