Prebid Meeting Sign-in w Q A.pdf

United States Department of Agriculture

Forest Service

National Forests in North Carolina Supervisor’s Office

160A Zillicoa Street P.O. Box 2750 Asheville, NC 28802 828-257-4200

Caring for the Land and Serving People Printed on Recycled Paper

Date: May 19, 2010

A pre-bid meeting for Trail Maintenance Package #12, Nantahala Ranger District, Solicitation No. AG-4419-S-10-0583, was held on Friday, May 14, 2010, from 9:00 a.m. until 10:00 a.m. at the Southern Research Station in Asheville, NC.

Erik Crews and Kathryn Moore from the US Forest Service in Asheville conducted the meeting.

After everyone signed in, the meeting began. The Print-In sheet is included at the end of these notes.

Erik began by providing his contact information. The complete information is:

Erik Crews US Forest Service

160 Zillicoa Street, Suite A Asheville, NC 28801

828-257-4807 (office) ecrews@fs.fed.us

Kathryn introduced Contracting Officer’s Representative (COR) Erik Crews; Project Coordinator Jim Kerzwick; and Assessor / Inspector Bruce Lowe.

Erik introduced Nantahala Ranger District representatives; Crystal Powell, Recreation Program Manager and Brian Browning, Trails Manager.

Erik stated that the evaluation criteria is key and that the Forest Service is looking for firms with trails experience. The selection committee will be looking at qualifications and technical proposals. He recommended that bidders pay close attention to the criteria and the specific information that is to be included in the offers.

An overview of the project was provided. Kathryn explained that this is a performance-based, service and maintenance contract. The goal of the project is to make the trails comply with current Forest Service Standard Specifications and Drawings, as referenced in the contract, and the Statement of Work and Design Parameters, included in the contract package.

Kathryn stated that this is a recovery project and there are associated ARRA requirements such as quarterly reporting requirements (e.g., go on-line and report how many jobs have been created and/retained as a result of this project, etc.) Special ARRA requirements are stated in the contract and must be adhered to. She also pointed out that contractors are required to be registered with Central Contractor Registry (CCR) for this contract.

mailto:ecrews@fs.fed.us�

Kathryn asked if there were any problems down-loading the solication. None of those present communicated any problems.

Kathryn discussed Section M, the contract evaluation criteria, and information required to be submitted with offers and how the offers will be rated. She stated that the selection process will be a best value approach. The selection committee will be looking for the most qualified, experienced trail builder who has done similar work in the past and who proposes a competitive price. Price is a factor but it is not the only factor with this type of selection.

Kathryn advised that the stations given in the trail logs are wheeled stations and that they are not staked or flagged on the ground. One must re-wheel the trail, beginning where the assessors did, to find the station locations. The beginning points are given in the trail logs.

Kathryn also advised that trail log work items are provided for general guidance; there may be additional work required to bring trails to standard (for example additional hazardous tree removal) that has not been specifically identified in the trail logs. Attendees were instructed to review the trail in its entirety at their convenience and call Erik with any questions that they may have.

Kathryn talked about the Design Parameters and pointed out that Glen Falls Trail transitions from a Class 3 hiking trail to a Class 4 hiking trail This will effect the work, for example, the maximum clearing width and range of outslope will vary between the two classes. Attendees were instructed that the work will include clearing to the maximum design parameter width and height per trail type/class.

Kathryn noted that all trees, both living and standing dead trees, must be approved by COR or Inspector prior to removal due to potential Indiana Bat habitat.

Kathryn noted that the bids are due on May 21 and that there is a 150-day contract duration specified. Crystal stated that the trail will remain closed through the weekends and the Contractor will be able to work through weekends. Crystal advised not to leave equipment and materials unsecured because the public will be able to go around the barriers.

Erik noted that map shows locations of four proposed viewing platforms and that the drawings include site plans for each, specifying 8’ x8’ pressure treated timbers. On two of the platforms there are remnants of the existing retaining structures and metal railings; the work includes the removal and disposal of these structures and re-construction per the drawings and specifications included in the package.

For the lower platforms, it may be possible to bring materials in from the Blue Valley area at the lower end of the trail. There is a creek crossing there.

Bruce asked if the existing metal railings should be salvaged. Erik and District representatives stated no, they should be removed and properly disposed of.

Bruce stated that there was a foot of snow on the trail when the assessment was done, conditions may have changed since that time. This trail gets a lot of heavy use. Conditions on the ground must be assessed.

Erik noted that there are crib walls called for on the trail itself. Construction methods would be the same as that show in the detailed viewing platform drawings; using timber and the same construction methods.

Erik further stated that terrace steps or boxed crib steps shall typically be constructed of 8’ x8’ rough sawn, pressure treated, timber. However, if there is rock on site (this will not be common) it would be possible to build steps out of on-site rock (with COR/Inspector approval), but the majority will be imported materials.

Bruce asked about access and mentioned that the parking area on the top of the trail is “not large”. Erik stated that there must be a Supervisor Closure Order to close the trail while the work is being done.

Bruce stated that fill materials will have to be imported for for the platforms. Bruce advised that compacted draining gravel should be used for backfill on platforms. Bruce also explained that the timber walls (with tie-backs) design was not produced using a topo survey. The drawings are sufficient so that everyone can bid on the same construciton, however, there field verification will be required and minor changes may be approved by COR/Inspector, post-award.

Erik stated that on the Class 3 portion of the trail, it may be possible to use locust logs for construction of steps (with COR/Inspector approval), if they are available.

It was noted that access point from the lower side (Blue Valley area) is quite a distance from Highlands. The maps were reviewed so that attendees understood how to drive to both the upper and lower access points of the trail. It is possible to get equipment on the trail from this access point. Access may be an issue for certain types of equipment – it is the bidder’s responsibility to walk the trail to understand the work and analyze access points and constraints.

Specific Questions, Answers, and Comments follow:

1. Q: Has the access road been graded since winter time A: Per Brian Browning, not sure about access road, however, in general, roads are in better shape now than last winter.

2. Q: Is the ground contact treatment for pressure treated timber specified in the contract?

A: Yes, it is.

3. Q: Is this project in an Indiana Bat habitat county?

A: Yes, it is, Macon County.

4. Q: Is project in a Inventoried Roadless Area?

A: No

5. Q: How do you access the trail from the bottom?

A: The area is Blue Valley, take 28 south toward SC and turn into Blue Valley area, go to dead end, turn right. Road is FS79, there is a creek crossing. The road is not gated and there are camp sites in the area.

Should you have any questions regarding these notes, or find any errors or ommissions, please advise Erik Crews immediately.