Preproposal Meeting Minutes_Wayne_Sperry Fork Causeway.pdf

MINUTES - PREPROPOSAT MEETING FOR SPERRY FORK CAUSEWAY /BRIDGE

solicitation AG-55N9-S-1 2-0004

Date: May 3, 2012 at 10:00 am

Attendees: See attached sign-in sheet

Meeting began with introductions of those present.

Bill Clark Contractino Officer (CO): There will be an amendment posted prior to May 9'" on FBO for this prolect.

The due date of May 24, 2012 will remain the same; offers must be submitted via hard copy to the Contracting Officer, Bill Clark, by the closing date and time.

Chris Wilson, Contracting Officer Technical Representative (COR): Copies of the plans, specifications and bid schedule were provided at the meeting as information purposes only, only official contract documents can be obtained on FBO only.

Bill Clark - CO Review:

Reviewed the solicitation documents.

Project is designated as a small business set aside (determined by a company's income average of $33.5 million per year over a 3 year period)

Offerors must provide a bid bond. lf awarded the contract, a payment and performance bond will also be reouired.

Section B Reviewed: Company must be registered in CCR and ORCA systems in order to submil an offer.

Reviewed the price schedule.

Section C Reviewed: Reviewed the project scope and description. Be sure you review your clauses that are stated within the solicitation. Required to have insurance, the amounts are stated in the solicitation.

Prime must Derform on site at least 15% of the contract work.

Order of Precedence for documents: Price Reoresentations & other Instructions Contract Clauses Other Documents, Exhibits & Attachments SDecifications Drawings

Section J - Attachments to Solicitation: Davis-Bacon Wage Rates Specifications Drawings Maps Geotechnical Report

Reminded everyone that this is a RFP (request for proposals), not a sealed bid

Section M - Award Determination: We will be awarding one ('1 ) firm-fixed contract to the lowest price thal meets acceptable standards. You must price all items in the price schedule in order for your offer to be considered as responsive.

Solicitation Questions:

1) Bluegrass Contracting: The solicitation has the project at $100,000 to $250,000, if the offers exceed $250.000 will the award still move forwarded?

CO Response: There are funding restrictions on this pOect, if additional funds can be made available, then the solicitation will be cancelled.

NO ADDITIONAL QUESTIONS ASKED

Chris Wilson. COR Review: Review of plans, specifications and Schedule of ltems

Main constraint of the project is the 30' Right-of-Way for work limits of the project, location of the farmer's fields and the R/W of SR 522. Access to the site is off of a public highway. In the project field area you must stay inside of the 30' R/w.

Piling is helical piles (may need to subcontract this work)

Site visit will follow this meeting.

Chris Wilson is COR and Cindy Henderson is the FS Inspector

Technical Questions:

Maccabee Inc.: Test drillings don't show any rock in the site area, is this correct?

COR: Work is in a flood plain, no rock was found during test drillings

Diaz Construclion: Will poect be classified as 100% design or design/build?

COR: No - Forest Service designed the project - Contractor will build.

NO ADDITIONAL QUESTIONS ASKED

Meeting adjourned for site visit

Site Visit:

All attendees went on site visit to project area. COR discussed the R^y'i/ access to site and the existing survey staking, creek location, and the existing guardrail that will be affected by the project's access to the causeway bridge.

All attendees walked the project site from the road to the creek to look it over.

Questions: Will OEPA let us cross the creek? Yes Are permits for the project already obtained? Yes

MEETING ADJOURNED

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