Site_Visit_Minutes.pdf

Pre-bid Meeting Minutes 08/23/2016

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

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

Chris Bellamy, note keeper from 10:00 am – 3:00 pm.

VTC (voice only) with Scott Crist Project CO, commenced 10:04 am.

6 Individuals 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

• Shelton Baker, ATAC NRCS, Alternative Inspector, Goldsboro, NC

Pre-Construction Summary as follows:

• Minutes will be issued as amendment #2.

Part 1 – Section B – Supplies or Services and Prices

• Bid review process

• COR covered 52.211-18 o CO discusses bid tab and asterisk covering variation estimations quantity clause

Section E – Inspection and Acceptance

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

• Bill of Lading

• Inspection

Section F –Deliveries or Performance

• COR covered 52.242-14 Suspension of work

• CO Advised contractors that the Inspector reserves the right to stop work for the endangerment of life.

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

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

o CO advised that Liquidated Damages will accrue until work is completed

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

o 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 commented that Days anticipated to have adverse weather (if you have a 10 hrs.

day and you can work 6 hrs. not adverse weather, but if only 4 hrs. could be worked, it is adverse weather day. Discussed weather days based on schedule 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

Section G –Contractor Administration Data

• CO covered Contracting Officer’s Representative

• CO covered Construction Inspector 1.

• CO Advised contractors that the Inspector reserves the right to stop work for the endangerment of life.

• COR covered Contractor’s Project Manger 1, o COR stated, “Items to be read in detail later”

• 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. 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. 37.7 % minority.

o COR commented that NRCS will perform periodic Labor interviews and that the contractor should expect to see NRCS talking with employees.

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

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 1.7 First Aid Training, the requirement to have one trained person per crew o 1.8 Reports 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 2.6 Emergency Listing

Personal Protective Equipment o 4.1 Hardhat Area o 4.2 Signage to read “Construction Area – “Hardhats Required Beyond This Point”

COR noted a typo signage to read “Hardhats Required Beyond This Point” Actually found under 4.3 this page.

o 4.3 Safety Vests o 5.3.1 Road Maintenance

• COR covered Utilities 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 asked contractors to pay attention to 52.219-6 Notice of Total Small Business Set-Aside. (Nov

2011)

• COR asked contractors to pay attention to 52.223-6 – Drug Free Workplace.

• CO asked contractors to pay attention to 52.228-15 Performance and Payment Bond-Construction

• CO asked contractors to pay attention to 52.229-2 North Carolina State and Local Sales and Use

Tax. (Apr 1984)

• CO asked contractors to pay attention to 52.232-5 Payment under Fixed – Price Construction

Contracts

• CO asked contractors to pay attention to 52.232-27 Prompt Payment for Construction Contracts

• CO asked contractors to pay attention to 52.236-2 Differing Site Conditions (Apr 1984) o CO comment to pay close attention to Differing Site Conditions

• COR asked contractors to pay attention to 52.236-3 Site Investigation and Conditions Affecting the work

• COR asked contractors to pay attention to 52.236-5 Material and Workmanship

• COR asked contractors to pay attention to 52.236-6 Superintendence by the Contractor

• COR asked contractors to pay attention to 52.236-7 Permits and Responsibilities

• COR asked contractors to pay attention to 52.236-9 Protection of existing vegetation, structures, equipment, utilities and improvements

• COR asked contractors to pay attention to Cleaning Up

• COR asked contractors to pay attention to Specifications and Drawings for Construction

• COR asked contractors to pay attention to 52.249-10 Default (Fixed – Price Construction)

• CO asked contractors to pay attention to 52.228-1 Bid Guarantee a, b, c, d, e.

o CO comment 20% not to exceed 3 Million o CO if this is not correct or submitted, bid will be rejected o CO advised that the Treasure Dept. web site has resources to find bonding.

o CO summarized this section and advised that it be included with bid.

• CO asked contractors to pay attention to 52.236-26 Preconstruction Conference TBD, CO to advices.

• CO asked contractors to pay attention to AGAR 452.232-70 Reimbursement for Bond Premiums – Fixed Price Construction o Bond reimbursement for premiums taken out of Mob De-Mob.

CO informed the contractors that bids can be sent / emailed to the NRCS State Office C/O Beth K.

[Kuhaneck, Lizabeth - lizabeth.kuhaneck@wdc.usda.gov ].

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 highlighted 52.204-7 System for Award Management o CO stated that SAMs is the old ORCA and that a contractor must be Active in SAMs or they will not get payed.

• CO covered 52.216-1 Type of Contract o This is a firm fixed price contract.

o CO covered 52.222-23 Notice of Requirement for Affirmative Action to Ensure Equal employment Opportunity for Construction o If contractor works outside the area, must apply within covered area

• CO covered 52.225-10 Notice of Buy American Requirement – Construction Materials o Contractor advised that Not Buying American could cause a Delay and Additional Charges.

o Inspectors to insure.

o If contractor works outside the area, must apply within covered area.

• CO covered 52.236-27 Site Visit (Construction) o Phase II of the site visit no CO will be present.

mailto:lizabeth.kuhaneck@wdc.usda.gov o Minutes will be posted o Sign in sheet will be posted o Likely will do a pre bid conference.

• CO covered Bid Submission Instructions.

o CO Advised contractors to Review Addendum #1 for additional information and details o CO Review the 7 requirements of Amendment 1 Document “additional amendment one detail”.

o COR you must submit education requirements to NRCS and we will review classes from information about course. We will not accept conferences. Reviewed various courses that are acceptable. Submit training within 2 days of this site visit.

o CO advised that all documents requiring signature would need to be signed and included within the submitted bid package.

QUESTION: Is the design complete, sealed, and approved?

ANSWER: COR explained that the design was complete and approved: however NRCS reserved the right to change via an addenda prior to bid or a modification post award.

Construction Specifications:

COR, Jonathan Hinkle covered this 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.3, 4 o Pay attention to tables 1, 2, 3.

• 7.A.5

• 7.A.8

• 7.A.9

QUESTION: None ANSWER: None

CS 3 – Structural Removal – BI #9

• 1. Scope

• 7. A.3, 4

CS 5 – Pollution Control – BI #3-7

• 4. Chemical Pollution

• 5. Air Pollution

• 6. Maintenance, removal, and restoration

• 8.A.1-3

• 8.B.1 & 7

• 8.C.1 & 6

• 8.D.1, 2c, & 6

• 8.E.1 & 5

• 8.F.1, 2, & 7 o 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

• 2. Materials

• 4. Seedbed preparation and treatment

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

• 6. Measurement and payment

• 7.

• 7.A.1, 2, 3, 4, & 5

• 7.B.1 – 8, 10, & 12 o Plant according to tables provided.

CS 7 – Construction Surveys – BI #2

• 2. Equipment and material

• 3. Quality of work

• 4. Primary control

• 7. Records

• 9.A.1 –9 & 11

CS 8 – Mobilization and Demobilization – BI #1

• 2. Equipment and Material

• 4.A.2

• 4.A.3 a, c, e, f, h, I o There is a “For Sale” sign and a property showing may occur, therefore barricades and fencing will be required for safety purposes.

• 4.A.7

CS 10 – Water for Construction

• 2. Facilities and Equipment

• 3. Dust abatement and haul road maintenance

• 4. Earthfill, drainfill, and rockfill

• 8.A.2

CS 11 – Removal of Water

• 8.A.2-3

CS 21 – Excavation BI #10 -12

• 10

• 10.A.1, 3, 6

• 10.B.1, 6

• 10.C.1, 3

• 10.D.1, 4

• 10.E.1

CS 23 – Earthfill – BI #13 – 16

• 4. Placement

• 5. Control of moisture

• 6. Compaction

• 8. Testing

• 10

• 10.A.1 – 4

• 10.B.1, 3

• 10.C.1, 3

CS 44 – Corrugated Polyethylene Pipe BI #17 – 19

• 2. Material

• 9.A.1, 2a

CS 61 – Rock Riprap

• 2. Material

• 8.A.1 - 3

• 8.B. 1 - 3

• 8.C.1 - 3

CS 95 – Geotextile

• 7.A.3

CS 96 – Field Office

• 2. Logistics

• 3. Materials and furnishings

• 5.

• 5.A.10

CS 400 – Tree Planting – BI #33

• 2. Materials

• 3. Construction Methods

• 4. Guarantee

• 6.A.4

CS 401 – Precast Concrete Structures – BI #20

• 2. Materials

• 4. Plan Requirements

• 5.A.1, 3– 5

CS 402 – Live stakes – BI #31

• 2. Materials

• 3. Construction Methods

• 6.A.3

CS 403 – Wetland Plugs – BI #32

• 2. Materials

• 3. Construction Methods

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

• 5.A.2 – 4

Review of Construction Specifications ended at 12:10 p.m. EST

Construction Drawings

COR, Jonathan Hinkle covered this portions of the review the construction Drawings.

Sheet – 3: COR reviewed and stated that amendment 1 had significant changes to original set and advised the contractors to download the current set. Then pointed out locations of bid items and control points.

Sheet – 54 COR reviewed note number 4. of the Stream Diversion pump around detail.

QUESTION: Is there any post monitoring requirements or opportunities.

ANSWER: COR: Post monitoring is performed by NRCS in-house there is no requirement within this contract nor do I currently see an opportunity in the future, typically done in-house.

CLARIFICATION: COR Explained the NRCS Job Approval Authority and not having to seal this set.

COR finished going through the Drawings at 12:17 p.m. EST. Meeting adjourned until all those interested could meet at the job site. Jonathan Hinkle COR 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 – Aug. 23, 2016 – 2:09 pm

6 Individuals arrive at 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

• Shelton Baker, ATAC NRCS, Alternative Inspector, Goldsboro, NC

Site Visit Summary as follows:

2:09 pm: All Contractors arrived at the Project site for inspection and questions. The construction Documents were laid out on the truck tailgate for the contractor’s inspection.

2:10 pm: COR presented the sign in sheet for the contractors

2:15 pm: COR Presented the site to the contractors for inspection. Informed the contractors that the question and answer period would be at 2:45 pm with no objections. 4 Contractors proceeded onto the site for closer investigation. The remaining contractors stayed at the entry point until 2:45 pm.

2:20 COR requested that all questions be held until 2:45 pm so they could be recorded and answered to all contractors.

2:45 pm contractors returned to starting location for Q&A period.

2:46 pm COR re-introduced the NRCS Staff on site and began entertaining questions. The COR also informed the contractors that the control point (PK Nail) in the road adjacent to the site had been covered with at least ½” inch of surface course material.

QUESTION AND ANSWER SECTION

QUESTION: What is the project budget?

ANSWER: COR responded that according to FEDBIZOPs the project range was between 1 – 5 million.

QUESTION: Was there available soil sample and water table data?

ANSWER: COR informed the contractor that on page 52 of the set had test holes and soil information on

it. These were soil borings only for material classification not water table test wells.

QUESTION: Would there be CAD files available?

ANSWER: COR informed the contractors that DWG and XML files where placed on the FEDBIZOPs site already.

QUESTION: Would it be permitted to use a sub-contractors training and credentials if the Prime contractor did not have them?

ANSWER: COR informed the contractor that he would have to speak with the CO and would reply to this question as soon as he could get a response from the CO.

Information Provided Later: Amendment 1 Additional Details Page shall be changed to read:

- At least one of the Prime Contractor’s on site personnel (Site Superintendent, Foreman, or Equipment Operator) shall have completed a minimum of four (4) weeks training in Natural Stream Restoration, Natural Channel Design, or Fluvial Geomorphology as approved by North Carolina NRCS. Conferences shall not count towards this four weeks. This employee shall be on the prime contractor’s payroll and have decision making responsibility for the prime contractor.

- At least one of the Prime Contractor’s employees (site superintendent, foreman, operator, project engineer, manager, etc.) directly involved with the project shall have completed a minimum of six (6) weeks training in Natural Stream Restoration, Natural Channel Design, or Fluvial Geomorphology as approved by North Carolina NRCS. Conferences shall not count towards this six weeks. This employee shall be on the prime contractor’s payroll and have decision making responsibility for the prime contractor.

QUESTION: What is the time frame for experience requirements, is 10 to 15 years too long?

ANSWER: COR informed the contractor that he would have to speak with the CO and would reply to this question as soon as he could get a response from the CO.

Information Provided Later: No timeframe will be imposed; however, Amendment 1 Additional Details Page shall be changed to read:

- Company must have completed 20,000 linear feet of natural channel design (restoring: plan, pattern, profile, and banks) stream restoration utilizing in-stream natural channel stabilization structures (i.e. cross vanes, j-hooks, log vanes, root wads, bioengineering).

- Contractor must have completed at least one significant natural channel design (restoring: plan, pattern, profile, and banks) stream restoration project exceeding $1,000,000 in contract price.

- Contractor shall have an operator on site at all times who has completed at least one natural channel design (restoring: plan, pattern, profile, and banks) project of at least 5,000 linear feet in length.

COMMENT: Shelton Baker NRCS posed the question in reference to the contractors being able to re-

Visit the site after the Site Visit was closed.

ANSWER: COR: Responded that previously working with the CO that it was not allowed this was the allotted period to view the site and the site was private property, therefore they would need NRCS with them. Then stated that he was not a law enforcement official but since it was private property and they did not have permission to be there, he cautioned the trespassing laws will apply.

COMMENT: Bill Edwards NRCS commented that he thought the site had a hunting lease and the land owner wouldn’t appreciate the contractors traveling the site anytime they pleased.

QUESTION: Could NRCS provide a list of participants from this morning and afternoon site visit out to the contractors

ANSWER: COR responded that in fact it would be part of the meeting minutes.

QUESTION: What and where were the next two projects?

ANSWER: COR, suggested checking FEDBIZOPs, other contractors in the group offered answers.

QUESTION: What is the time frame for submitting the bids and the duration of the contract?

ANSWER: COR, Suggested that the contractors review the information in the solicitation and keep checking with FEDBIZOPs, other contractors in the group offered answers.

QUESTION: The contractor was wondering if they had the most recent set of specifications.

ANSWER: COR informed the contractors that the most current revision of the specifications had been added to FEDBIZOPS this morning.

COR checked the Sign in sheet to confirm all had signed in, he informed the contractors that we would hold the site visit open until 3:30 if anyone wanted to re-enter the site, no one did.

Site Visit Closed at 3:30 pm