Site Visit Minutes.pdf

Site Visit Solicitation No. AG-7103-S-09-0009

Channel Clearing and Obstruction Removal, 3 Sites EWP City of Clinton, Van Buren County., Arkansas

March 12, 2009, 10:00 a.m.

1. Introductions were made by Government personnel and contractors. All attendees were asked to sign-in for a record of attendance. Contractors were advised that minutes of the meeting and the sign-in sheet would be posted on FedBizOpps.

2. We will be taking questions that will be recording in the minutes. Questions arising after the meeting must be submitted in writing to the Contracting Officer by March 25, 2009, to ensure that a response can be provided. You can submit them email (janet.holmes@ar.usda.gov), fax (501-301- 3188), or regular mail.

3. Contractors were advised that responses to questions at this meeting will attempt to clarify issues and concerns. Nothing stated verbally or in writing changes the bid/contract requirements unless an amendment is issued. Amendments 0001 and 0002 have already been issued. Copies of the amendments were distributed to those who did not have them.

4. Bids will be publically opened at 2:00 p.m. CST, April 1 2009, at the Federal Office Building in downtown Little Rock, 700 West Capitol Ave., Room 4507. Mailed bids, including Federal Express, UPS, etc., must be addressed to Room 3416. Contractors were warned that bids must arrive at NRCS before the time and date, that late bids will not be considered.

5. Contractors were advised that:

In order to submit a bid, you must:

o be CCR registered in order to receive an award on any Government procurement. To become CCR registered you must have a DUNS number. Information on these systems was provided to the contractors.

o have completed the representations and certifications in ORCA. Registrations are good for one year, so be sure your registration is up to date.

In order to receive payment for work, you must:

o file an Electronic Funds Transfer (EFT) form with the National Finance Center, who makes payment for NRCS.

o Company information that differs from IRS records will delay contractor approval and the IRS can penalize a company for conflicting information.

6. The specifics of the solicitation were discussed.

Standard Form 1442:

o Magnitude of work is between $100,000 and $250,000.

o Procurement is set-aside for businesses residing or primarily doing business in counties declared a disaster area by the President of the United States.

o Providing less than 60 days for Government acceptance will disqualify your offer from being accepted. You can provide more than 60 days wanted.

o Amendments must be acknowledged in Block 19 with the amendment number and date.

o Amendments will be posted on FedBizOpps. It is the contractor’s responsibility to be sure all amendments are acknowledged.

o The bid must be signed in Block 20B and dated in Block 20C.

Bid Schedule submission:

o All line items on the bid schedule must be completed – unit price and total.

o The quantity is for an estimated 42 acres.

o If the contractor sees that the line item will increase more than the amount stated in the bid schedule, the contractor must notify the COR immediately so that additional funding may be obtained to complete the project.

o Only a modification signed by the Contracting Officer can provide additional funding for this contract.

o Only a modification signed by the Contracting Officer can alter or change this contract in any way.

Solicitation Requirements:

o Page 7 of 167, Variation in Estimated Quantity – If the estimated quantity varies more than 15% either plus or minus, then the contractor may request, in writing, an extension of time for consideration by the Contracting Officer.

o Page 11 of 167, Commencement, Prosecution, and Completion of Work – The contractor will have 45 calendar days to complete the work.

o Page 13 of 167, Maximum Workweek – Contractor can work 6 days a week, 10 hour days.

o Page 14 of 167, Unusually Severe Weather – Adverse weather days are included in the completion time.

o Page 15 of 167, Contracting Officer for Contracts – Any NRCS can sign the contract and/or modification.

o Page 15 of 167, Holidays – Contractor will not work on holidays.

o Page 71 of 167, Performance and Payment Bonds are required.

o Page 76 of 167, Prompt Payment clause is included, progress payments over 14 calendar days and final payment over 30 calendar days will have interest.

o Page 105 of 167, this solicitation will result in a firm fixed price contract.

o Page 106 of 167, a bid bond for 20% of bid price is required.

o Page 108 of 167, Insurance Certificate is required for stated amounts.

Davis Bacon Wage Rates apply to this solicitation.

o Wage Determination AR20070044 is included as Attachment 1 to this solicitation.

o Employees may be paid more but not less than the posted rates.

o Labor interviews will be conducted.

The meeting was then turned over to Stanley Mathis to discuss the technical elements of the solicitation. The following issues were noted:

Page 122 of 167 – Debris removal does not include grading and shaping Some areas have all of the timber down, some have living trees. Flagged trees will remain. If you are required to take out a tree, it will be cut smooth to the ground. If a stump is to be removed, then you must fill the hole.

If a tree is broken off up to 10’ high, the contractor will be required to remove the tree. No sediment will be removed by the contract.

At Site 11 debris will be put into wind rows and not burned or hauled. The contractor will be working from the creek.

The City of Clinton will do all seeding. No seeding is required of the contractor.

Mobilization/demobilization should be included in the per acre price.

No erosion control is required, but reasonable measures should be taken.

All three sites are included on one bid schedule. Only one contract will be awarded for all three sites.

At Site 13, the city has used the area for a borrow pit. The contractor will not be required to fill in the borrow pit area.

At Site 13 there are many boat parts for removal.

Site 11 ingress/egress will be from Highway 16.

Site 12 ingress/egress will be from Fayes Forrest Road.

Site 13 ingress/egress will be from Factory Road. If river levels prevent access from Factory Road, alternate access will be determined by the COR.

Questions and Answers

1. Will a bid bond be required if the bid is less than $100,000?

Yes, since the solicitation states that a bid bond is required. Performance and payment bonds will be required on any contract awarded on this solicitation.

2. Is there a fee for dumping?

The City of Clinton is responsible for hauling and dumping. The contractor will not be required to haul or dump any debris.

3. If a stump is gone, will the contractor be required to fill the hole?

Yes.

4. Will whole tree mulching be allowed?

Yes.