Bunker_Pre_bid_notes.docx

Midewin National Tallgrass Prairie Group 811 Bunker Demolition BPA Pre-Bid Meeting Notes August 9, 2106 Attendees: (See Attached) Hosted By:

Robert Hommes, USDA Forest Service Midewin Bill Glass, USDA Forest Service Midewin

We began with a review of the logistics of the site including Midewin security gates, issuance of keys, and coordination with the Prairie View landfill. I then re-iterated that the contractor will be responsible for submitting the proper notification to the Illinois EPA, including asbestos testing results, as required for any demolition within the state. I pointed out that there is not a separate line in the schedule of items for testing and that this cost is to be included in their per bunker cost in line item 1.

It was asked if all 92 bunkers listed in the solicitation are planned to be removed under this contract. I explained that the Forest Service will remove bunkers based on the availability of funds and the needs related to the restoration of tallgrass prairie on the west side of Midewin. I informed the group that Midewin does not anticipate that all 92 bunkers will be removed under this contract based on past history of available funds. The reason for listing all 92 bunkers is for flexibility in choosing which bunkers to remove that best fit the restoration plans for this area and that those needs may change during the life-span of this contract. It was then asked if there was funding for any bunker removals now. I answered that we will fund one bunker removal this year and that the bunker will be bunker 811-16. When asked further about how many bunkers per year to expect I again stated that it will be based on available funds and I cannot predict that now. I added that under the terms of this Blanket Purchase Agreement (BPA) there is no minimum guaranteed award per year as is customary in other types of government contracts.

The group then travelled to the site for the remainder of the meeting. The following items were discussed and clarified:

1. The scope of work includes removal of 500’ of road and rail bed with each bunker. For bunker 811-16, the road must remain for future access so 500’ of only rail bed will be removed in this specific case. We later moved to another location that is typical of the road and rail bed that will be removed on future BPA calls.

2. All the steel rails and wooden ties on the rail beds in group 811 have been previously removed so only the ballast (gravel) remains now. It was asked if all of the ballast must be removed. Prairie restoration requires 2’ of soil over any ballast so if the surrounding grade can be matched by covering some ballast with at least 2’ of soil that is acceptable. The rail bed must not appear as a hump or trough after final grading, surrounding grade is to be matched.

3. Where should excess ballast be moved to? There is a stockpile located at the south edge of group 811 that can be used for excess ballast and gravel only, no concrete. A map is included with the location of this stockpile.

4. Is there any soil available? The bunkers are covered with soil now and this soil is to be used to grade the bunker site and the road and rail sites. There is a small soil stockpile located approximately 1,300 feet north of bunker 811-16 that is available for use as well as a pile adjacent to the ballast stockpile referenced in item 3 above.

5. It was asked if quantities of materials is available from previous bunker removals, answer is no.

6. It was asked what types of asbestos, if any has been encountered on previous removals. The only Asbestos Containing Materials previously found was insulation inside the steel door on the bunker. For bunker 811-16, the door has already been removed.

Q&A’s asked but not answered at pre-bid:

How do we submit our pricing for bunker 811-16 since it doesn’t include the 500’ of road removal? It would be lower than what we would need for our ceiling price on a generic bunker that includes all work items? The Forest Service is amending the BPA solicitation to remove the reference that the first task order will be awarded at the BPA ceiling price. Offerors should submit their ceiling price for a generic bunker including all associated work addressed in the scope of work. The first task order for bunker 811-16 will be competed amongst the BPA awardees immediately after the BPA awards are made.

Q&A’s received by email or phone prior to the meeting:

Is there a physical address you could give me, for google earth search for square footage? No.

Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity?

If not, is this a new requirement? All of the bunker removals completed in the last 7 years have been contracted out by the National Forest Foundation through a partnership agreement. We don’t have the award information since the Forest Service didn’t make the award.

Would you issue a call for only one bunker? How many bunkers might be on each call? One bunker is the minimum order per call. Any number of bunkers can be included on a call as long as the total for the call does not exceed $300,000. When the government issues a call, the BPA holders would have the opportunity to provide a quote on the call or decline to quote.

Must you be preregistered to attend site visit on Wednesday August 10? No you don’t need to be pre-registered.

Is the pre-bid meeting mandatory? No

Could you please advise of bonding requirements? There are no bonding requirements for this project.