PN-020_Pre-Bid Conf_01-27-10

5005 SW Meadows Road, Suite 100

Lake Oswego, OR 97035

1.503.624.3000 1.503.624.3134 Fax Project Note

Project Note 020

telecon

Participants: (* via phone) -

USDA

Ronda Ford

Tom Moreno

Rebecca Haussmann

Clarice Dixson Howard Zhang (part-time)

Jacobs

Greg Owen

Paul Verbout

Anthony DeSimone

John Westwood

Prospective Bidders

See attached list

ADDITIONAL DISTRIBUTION:

USDA

Ken Cook

Dr. Bill Orts

Dr. Hammond

Bob Matteri

Tara McHugh James Pan

Stanley Green

Jeff VanHouten Carolyn Williams

Sara Hake

Jerry Mayer

David Orong Lone Santacera

Fred Brown

Steve Douglass

Sam Gadzik Jacobs

Bob Patterson

Kathy Scheel

Mike Wang

Thong Tran

Adam Green

Bob Wallace

Tom Goldsmith

Bid Option 1: PGEC balconies

Bid Option 2: Reroof all of FPL and IPL Info

The foregoing conveys our understanding of the conversations and decisions reached during this meeting. We shall assume the above to be a reasonably correct and accurate representation unless written notice to the contrary is received by this office within seven working days of receipt of these meeting minutes.

Attachment:

· List of Prospective Bidders in attendance

· PowerPoint presentations: Ronda Ford, Greg Owen, Eloy Cisneros

EMBED PowerPoint.Show.8

EMBED PowerPoint.Show.8

PROSPECTIVE BIDDERS ATTENDING PRE-BID CONFERENCE (1-27-10):

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Albany, California Facility

Hazardous Materials Work

Presented by: Eloy F. Cisneros, CMC, CAC, CLIA Director of Industrial Hygiene

Notes:

Hazardous Materials:

Asbestos containing materials

Lead containing paints and coatings

Universal wastes

PCB ballasts

Mercury tubes

Albany, CA Facility

Hazardous Materials:

Pre-construction submittals

Work plan

Disposal plan

Certifications/licenses

Asbestos Regulations:

The handling, disturbance, removal and disposal of asbestos is regulated by the EPA and OSHA.

EPA:

BAAQMD – NESHAP Regulation

CAL-EPA DTSC – Hazardous Waste

OSHA

DOSH (Cal-OSHA) – Construction Standard

Asbestos On-Site:

Identified materials:

Textured Flooring

Pipe Insulation Materials 2” to 8” diameter

Wallboard and Joint Compound

TransiteTM Fume Hoods

Cold Room Insulation Coatings (Various)

Autoclave Insulation

Additional suspect materials in un-surveyed/ un-impacted areas

All construction-impacted materials will be removed.

Asbestos Controls:

Strict Specifications and Strict Enforcement

Restricted work areas

Signs

Barriers

Negative-Pressure Containments

Glove-bags

Decontamination units

Asbestos Work Practices:

Challenge tested H.E.P.A. Filtration

Certified Asbestos Workers

Competent Person

Wet Methods (Surfactants)

Prompt Cleanup

Continuous Project Oversight and Air Monitoring

Asbestos Monitoring:

Inspect/Smoke Test Containment

Verify Negative-Pressure Continually

Coordinate with W.R.R.C. Facilities’ Staff

Third-Party Oversight of Procedures

CAC/SST with “Stop-Work Authority”

Daily Perimeter PCM Air Monitoring

On-Site Reading of Perimeter Samples

Visual Inspection and PCM Clearances

Lead Regulations:

The handling, disturbance, removal and disposal of lead is regulated by the EPA and OSHA.

EPA:

DPH – Lead Hazards

CAL-EPA DTSC – Hazardous Waste

OSHA

DOSH (Cal-OSHA) – Construction Standard

Lead On-Site:

All Coatings Tested had Detectable Lead

LBP is > 5000 PPM or >1.0mg/cm2

Paint Chip Samples Ranged 114 ppm to 176,000 ppm

XRF Samples Ranged from below detectable limit to >9.9 mg/cm2

Additional suspect materials in un-surveyed/ un-impacted areas

All construction-impacted coatings will be removed.

Lead Controls/Work Practices:

Strict Specifications and Strict Enforcement

Restricted work areas

Signs

Barriers

Containments

Decontamination units

Challenge Tested HEPA Filtration

Continuous Project Oversight and Monitoring

Lead Monitoring:

Inspect Containment

Third-Party Oversight of Procedures

DPH I/A or PM with “Stop-Work Authority”

Daily Perimeter Monitoring

Quick Laboratory Turn-Arounds

Visual Inspection and Wipe-Sample Clearances

Thank You !

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Western Regional Research Center

(WRRC)

Major Renovations – South Wing

Pre-Proposal Conference

27 January 2010

Admin Remarks

Silence all Cell phones and pagers

No recording devices allowed

Photographs may be taken during the site visit

Rest Room Facilities

Site Visit Etiquette

This presentation and an attendee list will be posted on the FedBizOps website

AGENDA

0900 Arrival/Sign-In

0915 Admin Remarks/Agenda/Introductions

0930 Project/RFP Overview (Sections A-K)

1000 Program & Technical Overview

1030 Site Visit

1230 Adjourn

Key Personnel

Ronda Ford – Contract Specialist (Beltsville, MD)

Ken Cook – Engineering Project Mgr (Beltsville)

Tom Moreno – Facility Engineer (WRRC – Albany)

Adam Salvadalena – PWA Engineer (Albany)

Dr. Howard Zhang – WRRC Director (Albany)

Greg Jacobs – Jacobs Engineering (A&E Firm)

WRRC Mission

To enhance healthfulness of foods by creating crop plants and food products that promote health, and by developing systems and methods that ensure the safety of the food supply.

To develop new food and industrial products using biotechnology to develop improved, tailored agricultural crops and bioengineering to create new products from agricultural crops and processing co-products.

To protect and enhance the quality of the environment by developing ecologically sound methods for pest control and environmentally sound systems for efficient food and industrial processes.

To ensure the effective transfer of new and innovative technologies by integrating technology transfer into program and project design and developing partnerships with private and public sector clients.

Improve the understanding of the Government’s requirement

Allow potential offerors to judge whether or how they can satisfy the Government’s requirements

Enhance the Government’s ability to obtain quality construction at reasonable prices

Increase efficiency in proposal preparation, proposal evaluation, negotiation and contract award

Purpose of Conference/Site Visit

Questions raised at this conference must be submitting in writing (utilizing the provided form) or via email to kathy.scheel@jacobs.com with a copy to ronda.ford@ars.usda.gov and the solicitation number referenced in the subject line

Deadline for submission of questions is NLT 4 February 2010

All questions will be answered via an amendment to the solicitation and posted on FedBizOps

In order to maintain procurement integrity please avoid one on one conversations with Government/A&E personnel

Questions

Disclaimer

In the event that there is a conflict between the RFP terms and conditions and the information that is disseminated during today’s conference, the RFP terms and conditions takes precedence.

The formal RFP is the only document that should be relied upon in determining the Government’s requirements.

Any changes to the RFP will be with a formal amendment.

Project Overview

Background

The original WRRC structure was constructed in the 1930’s and 1940’s.

The original project modernization design consisted of 6 phases of construction. Phase 1 and 2 construction was completed in May 2004. Phase 3A construction was completed in November 2008.

This project includes the renovation of four floors (45,000 GSF) of the existing south wing, renovations in the existing administrative wing basement, upgrades to an existing exterior steam line, and renovations in the existing overpass building.

Project Overview

The proposed renovations include lead and asbestos abatement, architectural, mechanical, plumbing, electrical, the provision and movement of large, fixed scientific equipment and life safety system for the remaining design phases, known as Phase 3B, 4A, 4B, 5, and 6, in addition to other miscellaneous renovations. In addition, the work includes the re-commissioning of Phases 1, 2, and 3A.

The work shall be conducted in four sequences, numbered 1 thru 4, as indicated in the contract drawings and specifications. Each sequence will be inspected, commissioned, and accepted separately.

The schedule of items will include a base item and 2 optional items. The base item will encompass work primarily associated with sequences 1-3, option item 1 work is primarily associated with sequence 4 and option item 2 includes work to complete a new roofing system for the south wing.

RFP Overview

RFP OVERVIEW

Section A - Proposal

Standard Form 1442 - Complete blocks 14, 15, 16, 17, 19, 20a, 20b, 20c (Note: Refer to block 13D before completing block 17)

Section B – Schedule of Items

B.2 Identifies the base item and 2 option line items. Prospective offerors must propose on all items (base and option)

B.3 Identifies performance time at 900 calendar days

Section C - Specifications

Attachment in Section J – Identifies work disciplines (mechanical, electrical, etc.) by divisions

Section F - Deliveries or Performance

F.2 Liquidated Damages is $1,250.00 for each calendar day of delay

F.4 Performance of Work by the contractor shall be at lease 15 percent

Section H – Special Contract Requirements

H.25 Key Personnel, insert names of proposed key personnel

Section I – Contract Clauses

I.1 FAR 52.203-15 Whistleblower Protections Under American Recovery and Reinvestment Act

I.1 FAR 52.204-11 American Recovery and Reinvestment Act – Reporting Requirements

I.1 FAR 52.215-2 Audit and Records – Negotiation, Alternate I

I.6 FAR 52.225-23 – Required use of American iron, steel, and other manufactured goods – Buy American Act – Construction

Section J (Attachments)

1 Wage Determination(s), CA 20070029, mod 40, Dated 11/13/2009

2 Bid Bond, SF-24

3 Performance & Payment Bonds, SF-25 & 25a

4 Disclosure of Lobbying Activities, SF-LLL & LLLa

5 Construction Progress and Payment Schedule, ARS-371

6 Contractor’s Request for Payment Transmittal, ARS-372

7 Past Performance Evaluation Form

8 Specifications

9 Drawings

Section K (Representations and Certifications)

Online Representations and Certifications Application (ORCA)

Section L – Instructions, Conditions and Notices to Offerors

L.2 Data Universal Numbering System (DUNS NUMBER) – Enter DUNS number in block 14 of SF 1442 (company name/address)

L.3 Instructions to Offerors – Competitive Acquisition – Provides instructions concerning the procedures relative to this type of procurement

L.10 Bid Guarantee (FAR 52.228-1) – Failure to furnish a bid guarantee in the proper form and amount , by the time set for submission of proposal may be cause for rejection of the proposal.

Section M – Evaluation Factors for Award

M.2 Criteria for Evaluation Proposals – Provides values assessed to specific evaluation factors and sub-factors. When all evaluation factors are combined they are approximately equal to cost or price

M.3 Award will be made to the responsible offeror whose proposal presents the “best value” to the Government, which may not necessarily be the proposal offering the lowest price nor the highest technical score

Overview of

Sections L & M, Evaluation Process

Sections L and M

Understanding and following Section L&M are the keys to developing a good proposal; a mutually beneficial goal for award

Proposal Instructions – Section L of the RFP:

Tells Offerors what to include in the proposal

Evaluation Factors – Section M of the RFP:

Identifies how Offerors will be evaluated

TECHNICAL PROPOSAL

Technical Proposal – evaluate and determine whether a proposal will meet Government requirements, includes;

(1) Relevant Project Experience and Past Performance

(2) Key Personnel

(3) Contract Administration

(4) Schedule and Resources

(5) Small Disadvantaged Participation Program

EXPERIENCE

Prime Contractor experience on 5 projects within the last 5 years of similar size, scope, function, and complexity

Experience with new construction and renovations, ability to manage multiple projects - emphasis on research laboratory type facilities

Government experience is desired but not required.

PAST PERFORMANCE (reference Form SF 1420)

Conformance to specifications and standard of workmanship

Adherence to contract schedules

History of reasonable, cooperative behavior and responsiveness to customer needs

Coordination and management of subcontractors

Note: Government Past Performance databases will also be utilized

KEY PERSONNEL (Staffing Plan)

Identify key construction and management personnel - their level authority - relationship to the company - their roles in recent relevant projects

Distinguish between in-house staff and subcontractors

Identify number of present employees and their roles

Identify number of new hires

KEY PERSONNEL (Personnel Qualifications)

Resumes for;

Project Manager

Site Superintendent

Quality Control Manager

Safety Officer

CONTRACT ADMINISTRATION – Administrative Approach

Administration of contract /subcontract

CPM scheduling

Maintaining records

Administration of quality control program and related inspection

Commissioning

Close out/turn over

Quality Control Plan/Commissioning

Description of the plan and process methodology

Personnel qualifications and reporting requirements

Approach to meeting commissioning requirements

Subcontractor –

Provide names of 1-3 potential contractors specifically for;

Mechanical Controls Test and Balance

Plumbing Electrical

Fire Alarm Hazardous Abatement

Stucco Window

Roofing Concrete

Structural Steel Scientific Equipment Vendors

Subcontractor (cont’d) –

- address subcontractor management with respect to work schedule, change order requests, quality of work, adherence of labor standards

- methods to select subcontractors/number of prior projects with each

Note: For any resultant contract, subcontractors utilized shall be those presented in the offer

Schedule –

Define project scheduling capabilities

Provide schedule for proposed project (50-100 activities)

Identify significant work segments and critical path items, including material & equipment

Work Plan Approach –

Narrative of approach, identifying assumptions made to develop schedule

- Describe understanding of construction sequencing

Describe alternate strategies to mitigate schedule problems

Resources -

Facility information

Technological information

Office automation capabilities

Software capabilities (must be compatible with gov’t)

Manufacturers -

Provide names of 1-3 potential manufactures for;

growth chambers growth rooms cold rooms proctor dryer chiller roofing system direct digital control system fire detection & alarm system

Note: For any resultant contract, equipment shall be provided from the manufacturers presented in the offer

Cost Proposal –

Shall be submitted separate from the Technical Proposal in order for the Technical Proposal to be evaluated solely upon the basis of technical merit, independent of dollars values

Each Offeror’s cost proposal shall be evaluated to determine if it is complete, consistent and reasonable with the Offeror’s technical approach, reflects a clear understanding of the solicitation requirements and contains no material imbalances.

Supporting Documentation – Cost Proposal shall list all required tasks, labor categories and fully burdened hourly rates; a breakdown of all direct costs, or any other indirect cost; travel and material costs; and contractor’s overhead and profit

COST /BUSINESS PROPOSAL

Section M - Evaluation Criteria Value

1. RELEVENT PROJECTEXPERIENCE AND PAST PERFORMANCE 40

a. Experience (20)

b. Past performance (20)

KEY PERSONNEL 20

a. Staffing Plan (10)

b. Personnel Qualifications (10)

3. CONTRACT ADMINISTRATION 15

a. Administrative Approach (5)

b. Quality Control/Commissioning Plan (5)

c. Subcontractor (5)

SCHEDULE AND RESOURCES 20

a. Schedule (5)

b. Work Plan Approach (5)

c. Resources (5)

d. Manufacturers (5)

5. SMALL DISADVANTAGED BUSINESS PARTICIPATION PROGRAM 5

TOTAL POSSIBLE TECHNICAL POINTS 100

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Major Renovations – South Wing Pre-Proposal Conference

USDA WRRC, Albany, CA

January 27, 2010

Project Team

Greg Owen Project Manager

Anthony DeSimone Mechanical Engineer

John Westwood Electrical Engineer

Paul Verbout Architect

Tom Goldsmith Telecommunications

Mike Wang Structural Engineer

Thong Tran Life Safety

Adam Green I & C

Kathy Scheel Project Coordinator

Project Scope

Project Scope

Construction Sequence

High Level Definition of Scope and Construction Sequence Shown on:

G004

G005

Sequence broken into four definable parts

Base Bid + Two Bid Options

Contractor to provide there Construction Sequencing Approach for the Project

Sequence 1

Sequence 2

Sequence 3

Bid Option 2

Sequence 4

Bid Option 1

Design Hot Topics

Research Equipment

Growth Chambers and Rooms

Autoclaves

Cold Laboratories

Tray Dryer

Construction Sequence Dependent

Start-up and Commissioning of Research Equipment

Commissioning

As Defined in Specs and Drawings

Re-Commissioning of Phase 1, 2 and 3A Required as Defined in Sequence 1 (re G004)

Anthony DeSimone will Support Commissioning / Re-Commissioning at the Site

Project Coordination

Working Facility

Coordination with Center Personnel

After Hours Work

Section 01040

Project Schedule

CPM Baseline Schedule

Bi-Weekly Updates to Progress Schedule

Schedule indicated percentage complete

Section 01310

Submittals

Submittal Schedule

Timeliness

Section 01330

Web Based Construction Management

Sharepoint Web Site

Section 01322

Hazardous Materials

“H” Drawings in Base Bid and Optional Items

Section 13281 - Asbestos

Section 13283 - Lead Containing Paint

Section 13286 – PCB’s and Mercury

Hazardous Material Consultant

Eloy Cisneros ,ATC Associates, Inc

Keys for Success

Work Sequence and Scheduling

Coordination with Site

Follow Specs and Drawings

Questions