PreBid_Notes.docx

August 8, 2013 Pre-Bid Meeting – Tinker Branch Culvert Replacement Cherokee National Forest

Nina Barrow went over the Solicitation and pointed out the following:

· Faxed bids or changes to bids will not be accepted. Emailed bids or changes to bids will not be accepted.

· Hardcopy bids must be delivered to the address shown on the front of the Invitation for Bid in Block 7 by the bid opening date and time stated in Block 13A. (August 22, 2013 @ 2pm)

· Submittal requests may not be made until after award. Bid project as specified.

· Recommended format for bid bonds is the SF-24, attached in Section J. Original bid bond must be submitted with the bid. Scanned or reproduced bid bonds are not acceptable.

· Complete, by checking the correct boxes, the certification statements required in Section K, and submit with your bid.

· A complete bid package includes the Submittal Copy in its entirety: both pages of the SF-1442 (Section A), completed Schedule of Items (Section B), completed Representations and Certifications (Section K), and original Bid Bond.

· 100% Set-Aside for small business

· Bid Guarantee is the full amount of the Bid Price

· Section J – Availability of Funds. Please watch Fed Biz Ops – We may have to pull this project due to lack of funding.

· Section M – Price is the deciding factor for award of this contract. Bid must still be declared as responsive…that all paperwork is there and signed.

Gary Hubbard went over the Schedule of Items highlighting the following:

· CQ – Contract Quantity: Quantity not measured for payment

· AQ – Actual Quantity: Quantity will be measured for payment (gravel tickets will be collected)

· Item 20104 – “a” means to scatter on site, “f” means to remove from site

· Item 20305 – Becomes property of the contractor and needs to be removed from site

· Item 20966 – Method “b” means mechanical tamper w/small roller, no testing for compaction just visual

· Item 30802 – No testing for compaction, just visual

· Item 60101 – Method “b” means to submit design mix for concrete

· Item 62527 – Seed Mix = Annual rye & Millett

· Item 64870 – During excavation, can uses on-sight rock

· Indirect Cost Items that are not included in schedule of items but need to be accounted for in pricing: Mobilization, Temporary Traffic Control No questions over contract part or solicitation.

Gary Hubbard went over:

Notes

· Can use suitable material that is on sight for rip rap

· Closest Quarry is S&S Rock in Old Fort TN. All products should be suitable for this job.

Signs

· Contractor is responsible for installing signs while road is closed Footings

· Elevation is based on the Geo-Technical Report (included in attachments, section J)

Question: To be listed as a bidder of record, do we have to do anything other than register in SAM?

Answer: No.

Question: Soil boring testing required?

Answer: No. We will base everything on the Geo testing results unless something different is found.

Question: Is the contractor responsible for surveying?

Answer: No. The FS will take care of any needed surveying.

Question: Can there be an office trailer at location.

Answer: This will need to be approved by the Ranger. The Ranger will also have to approve if someone would like to camp on site.

Site Visit

· ½ mile on Tinker Branch Road is a gated road for disposing of unsuitable material

· Trees that need to be cut will be marked by the FS. (approx. 10 trees)

· Foreman on job site is responsible for knowing and following the specifications

· There will be FS inspectors and COR that will come by job site

· The Federal Highway Administration Standard Specifications for the Construction of Roads and Bridges on Federal Highway Projects is located online (hyper-link is in section J of solicitation)

· When existing culvert is removed fill in with excavated material & rip rap

· There is no cutoff date for questions to be asked.

· AWRAP Permit is required but the FS will take care of getting.

· Work may start late in the fall.

· There is no cell service at job location.

· No crane is required for placement of culvert

If anyone would like to see a resent culvert replacement contract it is located on Ladd Springs Road. You can call Gary Hubbard for directions.