FINAL_Tillery_Site_visit_minutes_06-23-2016.pdf

Pre-bid Meeting Minutes

06/23/2016

Pre Bid minutes – WRP – Halifax County, NC – June 23, 2016 – 10:00 am – NRCS SO Raleigh, NC

Terri Ruch, note keeper from 10:00 am – 11:45 am.

Chris Bellamy, note keeper from 10:00 am – 12:37 pm.

Steven Lord, note keeper from 10:00 am – 3:00 pm.

VTC with Scott Crist Project CO, commenced 10:05 am.

10 contractors (9 Companies) in room, all completed sign-in sheet.

• Solicitation is located on FedBizOps.

• Will issue an amendment that contains today’s minutes.

• Potential bidder’s attendance at today’s meeting is not required.

NRCS personnel in room and introduced:

• Jonathan Hinkle, Project Engineer, COR, Goldsboro, NC

• Bill Edwards, Biologist, WRP, Goldsboro, NC

• Steven Lord, CET, Primary Inspector, Goldsboro, NC

• Chris Bellamy, Alternate Project Engineer, Alternate COR, Greenville, NC

• Beth Kuhaneck, Administrative CO, Raleigh, NC

• Steve Alves, Administrative CO, Raleigh, NC

• Terri Ruch, SCE, Raleigh, NC

• Greg Walker, ASTC-Programs, Raleigh, NC

Pre-Construction Summary as follows:

• Steven Lord will capture site visit information in the official Job Diary.

• Minutes will be issued as amendment #3.

Part 1 – Section B – Supplies or Services and Prices

• Bids will be opened at 2:30 pm on July 22, 2016 in Raleigh, NC.

• Bid review process

• CO covered 52.211-18, No adjustment will be made for quantities more than 15%

Section E – Inspection and Acceptance

• COR covered Inspection of Construction sections b, c, d, f, g.

• Bill of Lading

• Inspection

Section F –Deliveries or Performance

• COR covered 52.242-14 Suspension of work

• CO covered 52.211-10 Commencement, Prosecution and Completion of Work

• CO covered 52.211-12 Liquidated Damages – Construction a, b.

• COR covered 52.236-15 Schedules for construction contracts a, b.

o Page 2 of the drawings provides a “Recommended Construction Sequence”, however, contractor must also submit 3 copies of a practicable schedule, as listed in 52.236-15. This is very important as NRCS measures productivity based on the contractor’s approved schedule, and this productivity affects payment determinations, especially those items that are “prorated”.

• COR covered 41-52.249-70 Time Extensions for Unusually Severe Weather a, a1, a2, b, c.

o COR reiterated that time extension requests due to unusually severe weather will only be accepted if the number of actual adverse weather delays exceeds the number anticipated and shown in the table.

o COR explained that adverse weather delays are not effective during mandatory shut-down periods.

• COR covered Maximum Workweek – Construction Schedule

• COR covered Mandatory Shut – Down Days

QUESTION: Will there be an official rain gage?

ANSWER: NRCS will have one on site, it is suggested that the contractor also have one on site. It is suggested that the contractor and the inspector share rainfall data daily, in the event a time extension may be requested.

QUESTION: Can contractor use NOAA data for requesting time extensions?

ANSWER: This data is supplemental only, a request cannot be based upon this data alone.

Section G –Contractor Administration Data

• CO covered Contracting Officer’s Representative 1, 2, 3, 4.

• CO covered Construction Inspector 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, and 11.

• COR covered Contractor’s Project Manger 1, 2, 3, 4, 5, 6, and 7

• CO mentioned “Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice”, Listed items.

• COR covered Meetings:

Section H – Special Contract Requirements

• CO covered 52.222-6 Construction wage rate requirements

• CO covered Construction Wage Rate Requirements entire section o CO covered section H and the Davis Bacon act. Wage for Halifax provided in solicitation. Payroll must be provided in solicitation for payment. Upon award, the bidder must be required to list the wage rates on the board. You will also have to list other languages if needed.

o COR to receive invoices and approve final release of claims

• CO covered 52.236-4 Physical Data entire section

• COR covered 52.236-13 Accident Prevention a, 1,2,3.

• Meetings bi-weekly, Contractors Project Manager to keep minutes.

• It was mentioned that a file named “Sample contractor invoice – Tillery WRP.xlsx” is available to help with IPP documentation submission.

• Request from the CO any Alternative Language posters needed for labor wage rates, etc.

• CO says HUBzone will have to be submitted within 10 days.

QUESTION: Is this HubZone Set Aside a “Service Contract” where prime/sub split is 51/49 or a “Construction Contract” where prime/sub split is 75/25?

ANSWER: TBD and noted in the amendment.

• COR backs up to wage determination and covers labor interviews and what is on the form. This is weekly or biweekly and confirms Davis-Bacon. The COR and/or inspector will perform “labor interviews” to discuss wages with laborers periodically throughout the work.

QUESTION: Determination of total to be split, does it include labor only or labor plus materials?

ANSWER: Labor only.

• CO covers calling NC One Call for utilities and HUBzone.

QUESTION: Is solicitation is a service contract and what the percentage is based on.

ANSWER: CO indicates that percentage is based on Labor, but CO will clarify percentage in Amendment 3 since there is a lot to the question.

• CO covered Apparent Low Bidder will have 10 days to provide all written materials required prior to award.

• CO, COR Additional information regarding wage rates:

NRCS Supplement to OSHA Part 1910 and 1926 -

• COR covers Natural Resources Conversation Service Supplement to OSHA part 1910 and 1926 o The contractor shall comply statement

General Contractor Requirements o 1.1 Safety Program o 1.3 Joint Safety Policy Committee o 1.4 Safety Personnel o 1.5 Safety Meetings o 1.6 Safety Inspection o 1.7 First Aid Training o 1.8 Reports

First Aid and Medical Facilities o 2.1 First Aid Kits o 2.2 Emergency First Aid o 2.3 Communication and Transportation o 2.4 First Aid and Medical Reports o 1910.266 Logging Operations – Chainsaw Safety o 1926.602 Material Handling – Backup Alarms o 1926.150 Fire Protection – Fire Extinguisher o 1926 Subpart P Excavation – Trenching and Shoring o 2.6 Emergency Listing

Personal Protective Equipment o 4.1 Hardhat Area o 4.3 Safety Vests

Signage to read “Construction Area – Hardhats Required Beyond This Point” o 5.3.1 Road Maintenance o Noted: It shall be the responsibility of the Contractor to adhere to all applicable regulations and follow accepted safety procedures and shall contact all affected utility owners and determine the precise location of all utilities prior to beginning construction.

Utility owners shall be contacted a minimum of seventy-two (72) hours prior to the commencement of operations.

• COR covered Cultural Resources

• COR covered Hazardous Waste

• COR covered Safety Facilities

• COR covered AGAR 452.236-74 Control of Erosion, Sedimentation and Pollution a, b, c.

Part II – Section I –Contract Clauses

• CO covered 52.219-3 Notice of HUB-Zone set aside or sole source award

• COR covered 52.223-6 – Drug Free Workplace.

• CO covered 52.228-15 Performance and Payment Bond-Construction

• CO covered 52.232-5 Payment under Fixed – Price Construction Contracts

• CO covered 52.232-27 Prompt Payment for Construction Contracts

• CO covered 52.236-2 Differing Site Conditions

• COR covered 52.236-3 Site Investigation and Conditions Affecting the work

• COR covered52.236-5 Material and Workmanship

• COR covered 52.236-6 Superintendence by the Contractor

• COR covered 52.236-7 Permits and Responsibilities

• COR covered 52.236-9 Protection of existing vegetation, structures, equipment, utilities and improvements

• COR covered Cleaning Up

• COR covered Specifications and Drawings for Construction

• COR covered 52.249-10 Default (Fixed – Price Construction)

• CO covered 52.228-1 Bid Guarantee

• CO covered 52.236-26 Preconstruction Conference

• CO covered AGAR 452.232-70 Reimbursement for Bond Premiums – Fixed Price Construction

Part III – Section J – List of Attachments – No Comments

Section K – Reps and Certs – Must be provided with Bid as required in Section M

• CO covered this section

Section L – instructions, Conditions, and Notice to Bidders

• CO stated that a contractor’s bid will be rejected if he/she/it does not have a SAMs account (System for Award Management). SAM data feeds into IPP.

• Change to page 44, 52.236-27 Site Visit, Phase II of the site visit will be performed by the Administrative CO: Steve Alves will be conducting today’s phase II in place of Beth Kuhaneck.

• CO covered 52.204-7 System for Award Management

• CO covered 52.216-1 Type of Contract

• CO covered 52.222-23 Notice of Requirement for Affirmative Action to Ensure Equal

Employment Opportunity for Construction

• CO covered 52.225-10 Notice of Buy American Requirement – Construction Materials

• CO covered 52.236-27 Site Visit (Construction)

Section M – Evaluation Factors for Award

• COR covers Bid Submission Instructions

Construction Specifications:

COR, Jonathan Hinkle covered portions of the following sections within the construction specifications

CS 2 – Clearing and Grubbing – BI #8

• 1. Scope

• 2. Protection of Existing Vegetation

• 5. Disposal

• 6. Measurement and payment

• 7.A.4 Discussed clearing and grubbing requirement tables, pointed out that there’re are 2 different types of clearing on this project the first is accordance with section 4 of this specification and the second is mulching.

• 7.A.5

• 7.A.8

• 7.A.9

CS 3 – Structural Removal – BI #9

• 1. Scope

• 7. A.2-5

CS 5 – Pollution Control – BI #3-7

• 1. Scope

• 3. Erosion and sediment control measures and works

• 4. Chemical Pollution

• 5. Air Pollution

• 6. Maintenance, removal, and restoration

• 8.A.1-4

• 8.B.1 & 7

• 8.C.1 & 6

• 8.D.1, 2, & 6

• 8.E.1 & 5

• 8.F.1, 2, 5, & 7

• COR discussed Contractor’s construction schedule is very important here, as the payment will be prorated based on submitted/actual schedule.

CS 6 – Seeding – BI 29 & 30

• 1. Scope

• 2. Materials

• Nurse crops shall NOT be included in “natives” bag or containers, as CS 6 Tables 3-6, show a

“Seeding Mix” and a “Nurse Crop”. These are separate “types” of seed, and Section 2, 3rd paragraph states “Each type of seed shall be delivered in separate sealed containers and fully tagged…”.

• 4. Seedbed preparation and treatment

• 5. Seeding, sprigging, fertilizing mulching, and stabilizing

• 6. Measurement and payment

• 7. Delivery Tickets

• 7.A.1, 2, 4, & 5

• 7.B.1 – 8, 10, & 12

QUESTION: Permanent Seeding cannot be hand applied?

ANSWER: COR Correct, hydro seeding is required.

CS 7 – Construction Surveys – BI #2

• 1. Scope

• 2. Equipment and material

• 3. Quality of work

• 4. Primary control

• 5. Construction Surveys

• 7. Records

• 9.A.1 – 7, 9, & 11

QUESTION: Format of As-Builts ANSWER: From CS 7, 9. A. 9) All drawings shall be submitted in DWG, DWF, and PDF formats.

CS 8 – Mobilization and Demobilization – BI #1

• 2. Equipment and material

• 4.A.2

• 4.A.3 a, c, d, & e

• There is a “For Sale” sign and a property showing may occur, therefore barricades and fencing will be required for safety purposes.

CS 10 – Water for Construction

• 1. Scope

• 3. Dust abatement and haul road maintenance

• 4. Earthfill, drainfill, and rockfill

• 8.A.2

CS 11 – Removal of Water

• 1. Scope

• 8.A.2-3

CS 21 – Excavation BI #10 -12

• 10

• 10 - Amendment forthcoming to define survey grade machine control as 3D survey grade

(conventional or RTK) machine grade control.

• 10.A.1, 3 – 6

• 10.B.6

• 10.C.3

• 10.D.4

CS 23 – Earthfill – BI #13 – 16

• 2. Material

• 4. Placement

• 5. Control of moisture

• 6. Compaction

• 8. Testing

• 10

• 10 – Amendment forthcoming to define survey grade machine control as 3D survey grade

(conventional or RTK) machine grade control.

• 10.A.1 – 4

• 10.B.3

• 10.C.3

CS 44 – Corrugated Polyethylene Pipe BI #17 – 19

• 2. Material

• 9.A.2 – 4

CS 61 – Rock Riprap

• 2. Material

• 8.A.2

• 8.B. 1 – 3

• 8.C.1

CS 95 – Geotextile

• 7.A.3

CS 96 – Field Office

• 1. Scope

• 2. Logistics

• 3. Materials and furnishings

• 5

• 5.A.5

QUESTION: Is the field office to be used explicitly by the government.

ANSWER: COR says we’ll come back to that in the amendment and that there may be some flexibility.

Notes that there is significant documentation on the size and details of FO.

[Post meeting providing the proposed office meets construction specifications paying attention to 96.5.A.3, NRCS does not have issues with a “shared” trailer.]

CS 400 – Tree Planting – BI #33

• 1. Scope

• 2. Materials

• 3. Construction Methods

• 4. Guarantee

• 6.A – Amendment forthcoming, contractor shall follow NC Forest Service guide for Riparian and

Wetland Tree Planting 3rd Edition.

CS 401 – Precast Concrete Structures – BI #20

• 1. Scope

• 2. Materials

• 4. Plan Requirements

• 5.A.1 – 3

• Discrepancy here, Spec 61 states perm weir, contract will use top of riser for top of slope protection elevation.

• Note, that this contract has a dewatering board

CS 402 – Live stakes – BI #31

• 2. Materials

• 3. Construction Methods

• 4. Guarantee

• Note a typo here word seedling shall be replaced with words “live stake”.

• 6.A.3

CS 403 – Wetland Plugs – BI #32

• 2. Materials

• 3. Construction Methods

• 4. Guarantee

• Note a typo here word seedling shall be replaced with words “wetland plugs”.

CS 404 – Erosion Control Matting – BI #28

• 3. Construction Methods

• 5.A.2 – 3

CS 405 – Log In-stream Structures – BI #21 – 25 & #27.

• 2. Materials

• COR discussed diameter shown on drawings are not DBH, but are 5 measurements averaged.

• 5.A.2 – 4

• 405-1 Log In-stream structures (notes diameter shown on drawings are not DBH, but are 5 measurements averaged)

Review of Construction Specifications ended at 12:15 p.m. EST

Construction Drawings

Key points mentioned by the COR Sheet – 2: Tolerances (take plot of cross section and take absolute value of deviations within tenth, move down and look at another cross section, etc. Average them all and determine if they are in or out tolerance). CO asked about field office question and COR said will handle in addendum. COR points out construction schedule.

Sheet – 3: Overall and covers entrance, and outparcel.

Sheet 4 Erosion and Sediment Sheet – 50: Add additional 3” min Top Soil for capping organic, clayey sand (SC) OR Silty Sand (SM) Soil

Material on Extended Ditch Plug 01. Arrow head pointing to elevation profile sheets that is for underneath and additional 3” cap). Additional arrows points to 3” cap.

Sheet – 52: Soil borings Sheet – 53: Mentioned planting notes

Sheet – 54: Under Notes: The Contractor shall not disturb more area than can be established in One (1) work week. A maximum of 1000 feet may be disturbed at any one time.

Sheet – 56: Sheet was missing from original set of Construction Drawings posted on Fedbizops and will be included in the forthcoming amendment to the solicitation.

Questions:

QUESTION: Contractor asked about getting CAD files for earthwork calculation.

Answer: COR does not have a problem, but FEDBIZOPS doesn’t allow more than 10MB and would have to split up. CO asked for clarification and contractor clarifies why he would need this before bid. CO says he doesn’t have a problem with if COR can split up. COR stated the contract requires the contractor/bidder to submit the electronic file discloser statement if this document is not included within submitted bid package it will disqualify the contractor.

COR clarifies he will include: existing ground, proposed, planting zones, LOD, alignments.

COR will try to load these files in a LandXML file.

QUESTION: Contractor asked about Dropbox and if government could utilize.

Answer: COR says no sir, documents would be placed on FEDBIZOPS.

QUESTION: Contractor asked about 3” cap and that this is in addition to the contours shown?

Answer: COR says that is correct, capping is in addition to proposed contours.

COR has nothing further. CO says to confirm all contractors signed in and how many.

QUESTION: Contractor question if that would be posted.

Answer: CO said it will be part of meeting minuets.

COR said 1.5 hr drive and asks if need 30 more min…no one wants addition. CO points out Steven Alves will be running questions and answers at the site visit. Steven Alves requires you to write questions down and hand in at end to cover together. Discuss directions to site and coordinates on sheet. No additional site visits.

COR finished going through the Drawings at 12:30 p.m. EST. Meeting adjourned until all those interested could meet at the job site. Mr. Steven Alves ran the CO’s portion of the on-site – Phase II part of the Site Visit. Notes provided below.

Site Visit – WRP – Tillary Project site Halifax County, NC – June 23, 2016 – 2:28 pm

Site Visit begins – 2:28 pm

6 contractors arrived on site, all completed sign-in sheet.

NRCS personnel on site:

• Jonathan Hinkle, Project Engineer, COR, Goldsboro, NC

• Bill Edwards, Biologist, WRP, Goldsboro, NC

• Steven Lord, CET, Primary Inspector, Goldsboro, NC

• Chris Bellamy, Alternate Project Engineer, Alternate COR, Greenville, NC

• Steve Alves, Administrative CO, Raleigh, NC

Site Visit Summary as follows:

2:28 pm: All but one of the contractors arrived at the Project site for inspection and questions. The Acting CO and one contractor was missing. The construction Documents were laid out on the truck tailgate for the contractor’s inspection.

2:30 pm: COR presented the sign in sheet for the contractors

2:35 pm: COR Presented the site to the contractors for inspection. Informed the contractors that the question and answer period would still be at 3:00 pm with no objections. Contractors followed COR onto the site.

2:40 pm: Acting CO arrived on site.

3:00 pm contractors returned to starting location for Q&A period.

QUESTION: Can trees needed for in-stream structures come from the site?

ANSWER: COR we can walk to that area and take a look, and contractor can make that determination.

(None of the contractors wanted to investigate).

QUESTION: What was the amount of rain fall in the past 24 hour’s?

ANSWER: COR according to State Climate Office approximately 0.10’

QUESTION: What is the depth of the water table?

Answer: COR responded that he didn’t know, contractor said they would look it up.

COR addressed additional issues as follows:

• Sheet 56 was missing from the original set and would be replaced in the up and coming addendum.

• There would be a revision to sheet 3 in that additional control points would be added.

Site Visit Closed at 3:10 pm

Note: Team Henry Contractor showed up to the site 10 minutes after the site visit closed at 3:10 pm, contractor stood around and spoke to other contractors. NRCS allowed contractor to sign the sign-in sheet.

NRCS departed site at 3:35 pm