Lost Lake Camp Pre Bid Meeting Notes-Documents.pdf

ARRA Number: CIM‐0900‐2F‐32‐0913‐02

Solicitation Number: AG‐4419‐S‐10‐0685

LOST LAKE CAMP – CONSTRUCTION

RECORD OF PRE‐BID MEETING

Forest: Chequamegon‐Nicolet Meeting Place: Lost Lake Camp ‐ Recreation Hall

Date: June 10, 2010 1100 hrs

COR: Randy Bacon POC: Jeff Herrett

Attendees: Refer to the sign‐in that has been attached.

Topics Covered:

Jeff Herrett introduced himself and Randy Bacon and our roles in the process. Jeff also read the names of the contracting office contacts. All contractors present at the meeting had signed in.

Herrett read the response date for bids and the synopsis from the FBO solicitation. He reviewed the

“Schedule of Items –Bid Quote Form. Randy Bacon discussed Davis‐Bacon requirements.

CCR/ORCA registration required. Read the Solicitation for what is required.

Bids are submitted hard copy to EROC (not e‐mail or FAX). Two copies required.

Notice to proceed would be issued regarding start date. Contract is 365 days to complete. Looking for

October 1 as tentative start date. Lost Lake Camp will be closed as of October 1 to accommodate contractor.

Questions and answers and updates/amendments will be posted on FBO.

Call Randy with additional questions. Don’t FAX. He will have question and answer posted unless the answer is already provided in the solicitation materials.

Basis for award is “Lowest Price ‐ Technically Acceptable”.

Questions asked by contractors attending pre‐bid:

Access to the Camp. Are the roads snowplowed? Lost Lake Road is a Town Road and is plowed by the local Town jurisdiction. Plowing of the driveway into the Lost Lake Camp, if needed, would be the responsibility of the contractor. Need to discuss with the Forest Service.

Access to the Camp. Load Limits. Town jurisdiction roads are posted each spring.

Access to the Camp. Is there a through road or loop road into and out of the Camp for large truck deliveries? No. There is no loop road system. Delivery trucks will need to turn around and go out the same way.

Can we talk to the contractors who were involved in the design? Contractors should talk to Randy Bacon

(COR) about design questions and Randy will contact the A/E contractor as needed. Randy will post the question and answer on the FBO site so all bidders can see the question and answer.

Is tree removal permitted to accommodate project work? Trees removal will be the exception. Requests to remove trees will be handled at the time on a case by case basis.

Is there a telephone line/FAX connection into the Camp? There is a landline telephone service to the

Camp running into Staff Cabin #3. We can discuss contractor use of telephone line at the time of award.

Are there any “as built” plans for the water system? See attached drawing file from old construction set, contractor will need to verify exact location during construction, but this shows general location of

“as built” poly lines that were installed and will remain in service.

Can the contractor rent a cabin for living on site during the contract? No.

Can the contractor bring a trailer/RV into the Camp for living quarters? Can be discussed at time of award.

Can we bid on parts of the contract? No. Must bid on every work item in the “Schedule of Items” including the optional items.

Storage of supplies and materials. Can we store materials on site. Yes. On‐site location can be discussed at time of award. The driveway into the camp has a gate than can be locked.

Is this bidding or a request for proposals? It is a Negotiated contract (RFP) Request for Proposals