Site_showing_Notes_and_List_of_Attendees.pdf

June 3, 2014

Site Showing Meeting Minutes Solicitation AG-2C31-S-14-0005 – Town of Nichols – Sackett Creek/Dandy Mart Site

Solicitation AG-2C31-14-0006 – Town of Barton – Foster Road Site Solicitation AG-2C31-S-14-0007 – Town of Tioga – Frost Hollow Site

NRCS Attendees - Lauri Eipp, Contracting Officer, USDA-NRCS, Tim Terry, NRCS Engineering Technician; David Walowsky, NRCS State Design Engineer; Benjamin Peak, NRCS Student Intern.

Work is being performed under the Emergency Watershed Protection Program under an agreement with the local Towns whereby the Federal Government (NRCS) and the local Towns cost share for the work.

Resulting contracts will be federal contracts and NRCS will be paying the selected contractor(s) in full. Davis Bacon Wage Rates apply. Government’s tax exempt status, however, is not transferred to contractor. All quotes should include applicable sales tax.

All permits have been acquired.

These are all firm fixed price, sealed bid contracts. A formal bid opening will be held at the NRCS Office in Waverly – see block 6 of the SF1442. A bid bond – 20% of bid – is required with bid. Bid openings are scheduled 10 minutes apart. Be sure to bid on only those sites you are capable of working simultaneously. If you are the low bidder on more than one site and cannot perform work simultaneously, your bid bond WILL be used to secure the difference between your bid and the next low bid. You may submit bid or withdraw bid up until time announced for bid opening for the specific site.

Work is expected to begin on July 16, 2014 and to be completed within the time specified for each site. Weather delays and any delay due to site conditions will be addressed on a case by case basis.

In order to be eligible for award, low bidder MUST be registered in the System for Award Management (SAM). Information sheet handed out - if you are not already registered, it is strongly suggested that this be started as soon as possible as the process of registration can take time. NRCS is expecting to award within 5 days of receiving bids. Successful offeror will then have 5 days to get in payment and performance bonds in. An offeror that is not already in registered and active in SAM and eligible for award will be rejected – this to will affect your bid bond.

Registration in the SAM database is required and it is free.

Please pay special attention to Section H- Safety. OSHA standards are to be followed. The selected Contractor will need to submit a safety plan, commensurate with the work for review. It is required that a person certified in first aid be on site at all times. A preconstruction meeting will be held for each site to review safety plan, equipment, first aid certification, erosion and sediment control plan and dewatering plan.

Unless successful offeror can present a hardship, new contract requirements are that invoices be submitted electronically. This clause was inadvertently left out of each of the contract packages and will be provided with an amendment.

Also inadvertently left out is the clause regarding affirmative procurement of biobased products.

This too will be provided with an amendment.

VETS100 validation is required by any contractor who is awarded a contract over $150,000.

Handout provided.

A question was asked about minimum insurance requirements. In accordance with FAR Part 28, Subpart 28.307-2, Contractors are required to comply with applicable Federal and State workers compensation and occupation disease statues. Employers liability coverage of at least $100,000 shall be required, except in states with exclusive or monopolistic funds that do not permit workers’ compensation to be written by private carriers. General Liability – bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. Automobile Liability – policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurred for property damage.

Group then traveled to review each site.

Frost Hollow

450 ft of stacked rock wall and 5 sills that will be weaved into the wall plus an additional 150 ft of stack rock a little further upstream.

3 ft in-ground and 9 ft above ground.

There is a Verizon line on the stream side that needs careful attention.

Note that road provides no room for turn around – will likely need to continue to oak Hill road and turn right to Ellis Creek road which takes you back to Halsey Valley Road.

Spoil will be used on site.

Trees must be removed from site – landowner is willing to take – which could save some trucking costs – this would have to be worked out by contractor with landowner – nothing the Government would get involved with.

Site will be staked and construction limits set in advance by NRCS.

If bedrock is discovered in the first 3ft then rock will have to be pinned.

Carefully review Construction Specifications to include Items of Work and Construction details to see what is included in a bid item and the method of payment.

Foster Road

The access will need to be cleared and the bank filled in. Large trees removed. Large rocks (> 40 ft³) to be placed at entrance once construction is completed to limit access by general public.

Streambarb around bend further upstream.

5 ft sloped rock riprap. Two cross vanes and a stream barb to be constructed with sloped rock riprap. Behind and above riprap the area to be filled with ~ 4500 yds³ on a 2:1 (H:V) slope up to the existing ground (road shoulder). This area to be seeded and mulched with turf reinforcing mat (TRM).

Carefully review Construction Specifications to include Items of Work and Construction details to see what is included in a bid item and the method of payment.

Dandy Mart

540 feet of toe rock and riprap to match up with existing riprap downstream. Toe rock is 3’ x 3’ x 4’ (~3 tons) but does not need to be stackable.

Access will be thru the repair shop on the other side of the stream from the Dandy Mart. All work is on that side of stream. All spoil will go behind wall and graded off.

Sand piles there are not within construction limits – are the landowners.

Carefully review Construction Specifications to include Items of Work and Construction details to see what is included in a bid item and the method of payment.