Corrected RFQ-AG-7MN1-S-11-AA17 Amendment 01.pdf

Minutes of the site visit/pre-bid conference RFQ No. AG-7MN1-S-11-AA17

August 30, 2011 1:30 pm (mountain time)

USDA-ARS-SWCGRL

Mesilla Park, NM

Present:

Ed Hugh – USDA-ARS-SWCGRL Research Leader Tye Lightfoot – USDA-ARS-SWCGRL Contracting Officer Representative Chris Lloyd – USDA_ARS-SWCGRL Program Assistant Michael Douglas – USDA- ARS- SPA Phil Smith - USDA-ARS-SPA Dennis Jackson – Highland Enterprise, Inc.

John Fruit – Smith & Aguirre Construction Adrian Ramirez – JOBE Materials L.P. (arrived at 1:40/outline & questions reviewed with him) Brian Clouse – Morrow Enterprise Inc. (arrived at 1:45/outline & questions reviewed with him)

Michael Douglas went over each individual agenda item after introductions

1. Bid requirements

2. Utilities

Dennis Jackson asked: What permits are required?

Michael Douglas replied that if any permits are required that it is your responsibility to get them. So you need to confirm if you need them or not.

John Fruit stated that the last two jobs their company did required permits from the CID (Construction Industry Department).

Dennis Jackson asked: Is the money secured for this project?

Michael Douglas replied, yes.

Dennis Jackson: How is it paid?

Michael Douglas response was, progress pay 14 days; final 30 days.

Technical aspects of the project provided to all.

Tour of site by Tye & Ed.

Additional questions asked during tour of site:

1. John Fruit asked about waste material from sweeping pavement area. Tye’s answer is the material belongs to the contractor and they would need to remove from site.

2. Question was asked if they could pour the footing first and then a floating slab so not to disturb existing columns. Answer: yes, we will change the design so that all contractors would know about the change.

3. Question was asked are there going to be control/expansion joints in slab. Answer:

yes, items added to the new footing details and concrete slab drawings.

4. Question was asked if the contractor needed to re-stripe the front parking area after the seal coat had been applied. Answer: No, Laboratory personnel would do the re-striping.

5. Question was asked about who the property that our buildings sit on belong to? Answer: It is US Government Property.

Pre-Bid Agenda AG-7MN1-S-11-AA17

SITE VISIT/PRE-BID CONFERENCE

RFQ No. AG-7MN1-S-11-AA17 August 30, 2011 1:30 p.m. (Mountain Time) Mesilla Park, New Mexico

AGENDA

Introductions - All

Bid Requirements - Review of Bidding Procedure

Questions and Answers on Contract

Receive Questions for Answers to be distributed as an Amendment to the Solicitation

Visit Project Site

This meeting is the pre-bid/site visit for Request for Quotation (RFQ) No. AG-7MN1-S-11-AA17 for the pavement repair and replacement at the USDA, ARS, Southwest Cotton Ginning Research Laboratory in Mesilla Park, New Mexico. No oral remarks or explanations made here today will alter or otherwise qualify the written provisions of the RFQ as it now exists. The minutes will be issued as soon as possible, covering the elements known now and those which may be discovered today. Only a written amendment will officially change or clarify the written provisions of the solicitation package. There have been no amendments issued to date. It is not anticipated that an extension to the bid due date will be issued.

1. Introductions:

Representatives from the Location in Mesilla Park, New Mexico

Ed Hughes, Research Program Representative Tye Lightfoot, Contracting Officers Representative Christine Lloyd, Program Assistant

Representatives from the SPA, Area Office in College Station, Texas:

Michael Douglas, Contracting Officer Philip Smith, Area Asset Manager

2. Bid Requirements:

Bidder is reminded of several important items in preparing bids.

1) You must sign the SF-18 form and acknowledge all amendments to the solicitation.

There are no amendments to date.

2) You have completed Blocks 12, 13, & 16 and signed and dated Blocks 14, and 15 of the SF-18, "Request for Quotation" form.

3) No bid bond is required for this acquisition.

4) In the event the successful bid exceeds $30,000, Alternate payment protection will be required for this contract. See FAR Clause 52.228-13 Alternate Payment Protections.

5) The Davis-Bacon wage rates apply to the contract. They are included as Attachment

II to the solicitation.

6) No exemption is granted for state or local taxes. You should include this expense as part of your bid price.

7) Due to some questions concerning permits for this project I have included the Clause FAR 52.236-7 Permits and Responsibilities in full text which can be found in Section I of the solicitation by reference.

52.236-7 Permits and Responsibilities.

PERMITS AND RESPONSIBILITIES (NOV 1991)

The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work. The Contractor shall also be responsible for all damages to persons or property that occur as a result of the Contractor’s fault or negligence. The Contractor shall also be responsible for all materials delivered and work performed until completion and acceptance of the entire work, except for any completed unit of work which may have been accepted under the contract.

(End of clause)

8) Your Proposal is to be mailed, emailed or faxed to USDA, ARS, SPA, Michael A.

Douglas, Contract Specialist, 1001 Holleman Drive East, College Station, Texas

77840. Email: Michael.Douglas@ars.usda.gov, Fax: (979) 260-9413. Your proposal is due no later than 4:30 p.m. on September 14, 2011.

9) There are no liquidated damages on this contract.

9) There will be no retainage withheld unless there has been no performance.

10) Contractor MUST be registered with the Central Contractor Registration (CCR) before a contract can be awarded. You can register online at www.ccr.gov or call 1- 888-227-2423.

3. Utilities:

A reasonable amount of electricity, water, gas, and sewer will be provided to the contractor by the Government at no cost. The contractor will be expected to maintain their own work site trailer and/or telephone. Use of restroom facilities by contractor's employees, parking areas, storage areas, etc. will need to be discussed today with representatives from the location.

4. Technical Overview of the Project:

The representatives from the location will provide an overview of the technical aspects of the project.

Tye Lightfoot will now take you on a tour of the site and answer any additional questions you might have.

mailto:Michael.Douglas@ars.usda.gov

Footing Change.pdf