Site Showing Minutes Sedarski-Yeomans.doc

Site Showing Minutes

Solicitation No. AG-5F48-S-09-0005

Sedarski-Yeomans Wetland Restoration Project

9/2/09 10:00 a.m.

The site showing began at the Yeomans property at 10:00 a.m.

Kim Kidney (Federal Acquisition Consultant) introduced the NRCS staff that were present: Deni Hazel (COTR), Beth Peterson (SE WI area engineer), Eric Krueger (Farm Bill Biologist), and Joe Smedberg (Green Lake County DC). He also explained that Tami Lanier, Madison State office is the Contracting Officer.

Kim stressed some important points of the solicitation:

· Monitor the Fed Biz Opps site for any amendments. It is required that all amendments be acknowledged.

· Page 7 – Work must start within 5 calendar days after receipt of a notice to proceed and completed within 15 calendar days.

· No provisions of liquidated damages, actual damages may be assessed for failure to complete the work within the allowable 15 day performance time.

· Page 7 – Performance of work by contractor must be equivalent to at least 50 percent of the total amount of work to be performed under contract.

· All safety requirements listed in the solicitation will be taken seriously. Must follow applicable OSHA requirements as well as NRCS supplement to OSHA. Some key requirements announced included: first aid facilities, current first aid training certificates, roll-over structures, hard hats, work sit signage, and workers compensation documentation.

· Page 15 – Maximum workweek allowed is ten hours per day, Monday through Friday.

· Page 16 – Contract is subject to the Davis-Bacon Act. A copy of the wage determination can be found as an attachment to the solicitation.

· Page 17 – Contractor must supply domestic/American-made products for the work as required by the Buy American Act.

· Page 20 – Project is estimated at a value less than $100,000. Therefore, Bid, Performance, and Payment bonds are not required. However, the successful contractor must furnish an Alternative Payment Guarantee consisting of a formal payment bond or irrevocable letter of credit.

· Contractor must submit a construction schedule for review and approval by Contracting Officer.

· Work will be less than 30 days so it is anticipated that only one payment will be made for all work completed under contract.

· Successful contractor must be registered in CCR before receiving contract award. Website is www.ccr.gov. Get registered now.

· Read the entire solicitation, clauses referenced are available for review at the NRCS state office in Madison.

Deni discussed some of the important technical aspects of the project.

· A pre-construction meeting will be held with contractor, Deni, other NRCS personnel, and the landowner prior to commencement of construction.

· Underground hazards and utilities must be investigated prior to construction. It is the responsibility of the contractor to contact diggers hotline at least three days prior to construction.

· All work performed must be in accordance with NRCS construction specs.

· NRCS will stake the site only one time. If stakes get moved/destroyed by the contractor during the construction, it is the contractor’s responsibility to re-stake.

Q: Can NRCS provide a cad file to the contractor?

A: Yes, upon request.

· It is the contractor’s responsibility that fill and scrap requirements meet design dimensions. Also, contractor must restore all access areas and driveways to pre-construction conditions after construction is complete.

· A silt fence needs to be installed downstream of work site.

· Rock for spillway must be approved by NRCS rep. prior to placement. Only approved rock may be used. It would be a good idea to indicate your rock source and make rock available prior to moving it to the site.

· No vegetation is allowed in the ditch fill. Scrape vegetation off prior to placing fill.

· Geotextile tags will be collected by NRCS.

Q: Does the scraped vegetation have to be removed from the site?

A: No, spread thinly in upland areas.

Q: Are any extra permits needed?

A: No, they have all been obtained.

Q: Are there any other access routes other than the one shown on the aerial photo?

A: Yes, see attachment to this amendment. (9/2/09)

Q: When can the silt fence be removed?

A: Once work is completed and local flood plain permit requirements are met.

Q: Can contractors come back to the sites to view on their own?

A: Contact NRCS and they will contact the landowner to determine if follow up access is available.

Q: Who determines that it is OK to start work?

A: A Notice to Proceed will be issued by the contracting officer, and that will determine when work can be started.

Q: What is the anticipated timeline of when actual construction work might get started?

A: Hopefully by the end of September, but a number of administrative items, as outlined in the solicitation, must be completed by the contractor.

11:00 a.m. Everybody went to the Sedarski site.

Deni explained that this site includes 8 wetland scrapes, ditch fills, tile breaks, and prairie seeding.

· Disabled tile is to be either buried in the trench or removed from the site.

· All disturbed areas will be seeded according to the seeding sheets in the plan.

Q: Does vegetation need to be stripped prior to placing for ditch fill?

A: Yes

Q: Will the excess fill areas be staked.

A: No, plan shows where excess fill is to be placed.

Eric Krueger briefly described the two different prairie seeding areas. Refer to page 7 of the plan.

Q: Is the schedule of work the same for both sites?

A: Yes

Kim made some closing comments about the solicitation and the site showing.

· There are already two amendments to this solicitation and the notes from the site showing will be the third amendment.

· Any remarks or explanations by NRCS personnel at this site visit does not qualify the terms of this solicitation.