Aspring_Bid_Meeting_Minutes_QuestionsandAnswers9_1_16.pdf

Aspring Pre-Bid Meeting Minutes

Solicitation Number: AG-2B46-S-16-0045

September 1, 2016, LaBelle Field Office

NRCS Meeting attendees:

Nancy Harris – Contracting Officer, NRCS-Nashville, TN; Jessica Robbins – Contracting Officer’s Representative, Agricultural Engineer, NRCS-Okeechobee, FL; Lakelle Pritchett, Alternate Contracting Officer’s Representative, Agricultural Engineer, NRCS-Okeechobee, FL; Roney Gutierrez, Assistant State Conservationist NRCS Florida Easement Programs NRCS-Gainesville, FL;

Robert Mullins, Soil Conservation Aid, NRCS- Okeechobee, FL

Bid meeting began at 9:03 AM.

The meeting was opened with introduction of NRCS personnel participating in the Aspring WRP and their respective titles

Safety was reviewed, it was stated that the site viewing would be suspended in the event of lightning strikes

The Contracting Officer (CO) reviewed authorities, emphasizing that only the CO can award contracts or approve changes by signing contract modifications. Section G of the solicitation was referenced for the list of roles of the COR, Alt COR and Construction Inspector

The contract type was identified and general construction and construction of special trade contractors was discussed; additional examples of special trade contractors were provided

The requirements of the HUB Zone contract were outlined and magnitude of the contract was stated. It was emphasized that the prime contractor is required to be HubZone Small business certified.

For acquisitions of supplies or services that have an anticipated dollar value exceeding $150,000 (the simplified acquisition threshold), the contracting officer shall first consider an acquisition for the small business socioeconomic contracting programs (i.e., 8(a), HUBZone, SDVOSB, or WOSB programs) before considering a small business set-aside (see 19.502-2(b)).

Solicitation provision 52.204-8 was provided to attendees for eligibility determination

The procedure for SAM.gov registration was briefly reviewed. A DUNS number is needed for registration in SAM.gov. SAM.gov requires no registration fee. The CO asked if there were any questions about registration in SAM.gov.

Contracting officer pointed out that submission of weekly payroll will be required.

The contractor pointed out that the maximum work week allowed was Monday- Saturday, with 10 hour work days.

The bonding and bidding processes were reviewed. The CO stated that sealed bids must be received by 1pm CST on Thursday, September 15, 2016 to:

USDA-NRCS Nashville State Office Conference Room 675 U.S. Courthouse, 801 Broadway https://www.acquisition.gov/far/html/Subpart%2019_5.html#wp1086841

Nashville, TN 37203

The CO also provided contact phone number.

No faxes or emails will be accepted for bid submissions. The contracting officer will select the lowest bidder.

The CO emphasized to meeting attendees that the solicitation posting and amendments will be posted to FBO.gov. Only the specifications have been amended. Construction drawings have not been amended.

Place an asterisk next to the bid item that applies to variations in estimated quantity.

CO stated the liquidated damage rate of $864.22 per calendar day of delay will apply until acceptance and completion of work

Progress payments will be paid within 14 days and the final all invoice will be paid within 30 days. All payments and invoices are to be submitted online thru the processing system: Invoice Processing Platform

(IPP).

COR gave Wetland program background and site description.

COR reviewed construction drawings and reviewed safety requirements. Hard hats are to be worn on site including in earthmoving equipment and vehicles. Blankets, stretchers, and hard hat sign is required for posting at site entrance.

Section H - NRCS -Safety Plan must be submitted to CO.

COR reviewed construction specifications and emphasized that the Clearing and Grubbing specification only included the removal of trees and debris; foundation stripping is not included in the Clearing and Grubbing specification.

COR stated Contractor is responsible for contacting 811 Sunshine State One Call prior to construction commencement. Contractor is responsible for acquiring NPDES permit and SWPPP. Contractor is also responsible for submitting a Notice of Termination (NOT).

COR stated that the Contractor is responsible for submitting a Dewatering Plan to the CO.

COR stated that the Contractor’s equipment must be clean prior to entering the site.

The site was treated for exotics 11 months ago.

Maps were provided with coordinates to the site.

The meeting was adjourned at 10:24

Questions and Answers

Q: Do prime contractors have to be HubZone certified?

A: Yes

Q: Is there any possibility of extending the 120 day performance time?

A: The contracting officer will consider extending the 120 period of performance period

Q: Has a location been determined for a mine or pit?

A: It will be left up to the contractor to find source for riprap; earthfill will be used from areas on-site

Q: Do borrow areas need to be constructed to detail shown on drawings or excavate as needed?

A: Excavate as needed.

Q: Will staging areas be placed or do we restore them back when done?

A: Staging areas identified on drawings need to be restored post construction

Q: Does riprap need to be FDOT specified or certified?

A: FDOT Riprap certification will be required, the specification will be revised to reflect that.

Q: Will there be a variance on the riprap specified, typical unit weight is 150 pounds/ cubic ft, NRCS specific gravity requirement may be difficult to find?

A: NRCS will check and provide a response.

Q: If we clear and grub, are we able to isolate an area with silt fence for stabilization and seed and mulch later?

A: NRCS likes to have disturbed areas vegetated as soon as item of work is completed.

If a plan is submitted, NRCS will review

Q: Is there a variety of mulching material that can be used?

A: Specification 440, Vegetative Measures lists the types of mulch

Q: There are several invasive mentioned, how will the contractor quantify the amount that should be treated?

A: The list mentions some of the invasive species. Please reference the FLEPPC list for exotic species

Q: What will be expected for exotic invasive species plant treatment?

A: Construction Specification 441, will be revised to require the contractor to take measures to control spread of exotic species on site.

Q: Should photo evidence of the on-site roads be taken?

A: Yes, photo documentation should be taken of on-site roads

Q: Will the travel time to the site from the concrete plant be a problem?

A: NRCS has no foreseeable problem with plant location.

Q: Construction specification 21 states that a pull-type scraper with pusher tractor is listed, are we looking to have a low ground pressure equipment on site to avoid rutting?

A: Pull type scraper is included in the list of other types of allowable equipment.

Q. Is geotextile and bedding stone required beneath the proposed riprap basins?

A: The detail on Sheet C520 of the drawings is for all riprap on site and does include bedding stone.

Q: Will there be access to the site after today’s site showing?

A: NRCS does not advise accessing the site without notifying and receiving approval from NRCS staff first. NRCS can arrange an additional site visit if needed.

Q: On plan sheet drawing C520, Typical Borrow Area Detail, note 6, it gives details on types of plants desired in wetland area. What are the required sizes, quantities and spacing required as well as the number of acres for each type of plant?

A: On sheet C520 of the drawings, Typical Borrow Area Detail, note 6 will be removed. The borrow area will be seeded and mulched the same way as the rest of the site.

Q: Is this project tax exempt? Will the government provide the tax exempt certificate

A: Contractors are not agents of the government and can't claim immunity from sales tax.

They should bid the job based on price to be paid including any applicable sales tax

Q: Will there be a laydown area for equipment and Materials stored?

A: Proposed staging areas are located in the construction drawings.

Q:. Is there a specific location for a dumpster?

A: Proposed staging areas are located in the construction drawings.

Q: What special procedures will be required for receiving deliveries to the site?

A: No requirements other than to use the designated access point/road and staging areas.

Q: Will the Government be requiring a Debris Inventory for recycled products?

A: No.

Q: Where will the designated parking area be for workers accessing the construction site?

A:Proposed staging areas are located in the construction drawings.

Q: Will the Government provide comprehensive written badging requirements for the project if badging is required? Security check/background check required?

A: No

Q: Will we be allowed to pump discharge water into the canal? If not, where?

A: In Construction Specification 11 Removal of water Section 8.a.(3) the contractor must meet the requirements which include no discharge offsite. If the dewatering of the site does not comply with the conditions listed in that section the Contractor is responsible for obtaining a permit for dewatering from the South Florida Water Management District. The method of dewatering will be determined by the contractor and submitted in the dewatering plan to the Contracting Officer.

Q: In order to hold ground level water to a minimum of 2' below excavation and subgrade level, will we be allowed to dig a sump pump hole to draw water down or will we need to install well point or sock pipe to maintain required level?

A: The method of dewatering will be determined by the contractor and submitted in the dewatering plan to the Contracting Officer.

Q: Will the ditch block need to be dewatered before fill?

A: The ditch blocks will require dewatering to eliminate any surface water.

Q: Does all areas where riprap is placed require 6" bedding stone & cloth?

A: Sheet C417, berm modification #1 does not show bedding stone. Yes all areas where riprap is placed require bedding stone and geotextile. Berm modification #1 no longer requires riprap. See amendment 1.

Q:. Are the existing pumps for a well or irrigation? Will any concrete fill be required or pipe caps?

A: Removal of the four pumps will be eliminated from the items of work.