Pre-Bid_Minutes_AG82ATS170014.pdf

United States Department of Agriculture

Forest Service

Rocky Mountain Acquisition Management

2150 Centre Ave., Bldg. E Fort Collins, CO 80526

Pre Bid Meeting Minutes AG-82AT-S-17-0014 | CCRD Clear Lake & Clear Creek Campground Construction/Re-Construction | Page 1 of 3

File Code: 6320 August 11, 2017

MEMORANDUM FOR RECORD

SUBJECT: Pre-Bid Meeting Minutes – Solicitation No. AG-82AT-S-17-0014, CCRD Clear Lake & Clear Creek Campground Construction/Re-Construction

1. Venue: Clear Creek Ranger District Office

Address: 101 Highway 103, Idaho Springs, Colorado 80452, Clear Creek County

**All parties in attendance were afforded the opportunity to forward locate to the project location for a site visit.

2. Date, Day: 3 August 2017, Thursday

3. Time: 1000 HRS, MT

4. The following were present from the USDA Forest Service:

a. COR, Karen Mighell

5. Representatives of the following companies attended the Pre-Bid Conference in person:

Preston Mease – Colorado West Contracting Tyler Walter – HDI Brady Powers – HDI Travis Moore – HDI

6. There were no attendees for the original pre-bid meeting held 13 July 2017. An additional optional meeting was held on 3 August 2017. The queries raised by the bidders during the pre-bid meeting held on 3 August 2017 and any addressed since then can be found below.

Sr. Query Raised Reply/Clarification

1. My question is on the bid schedule page

7 line item 16 . no quantities are given, also line item 21 page 10 no quantities are given.

The page 7 line item 16 has no quantities- the 586 linear feet trail is a continuation of the line 15.

It should read “Aggregate Trails, 3’-0” Wide. Granite Crusher Fines, 586 linear feet trail. A.Q. 59 Tons

Page 10, Line 20 was to be a continuation of line 19 , it should read Aggregate Trails, 3”-0” Wide, Granite Crusher Fines 125 + 240 linear foot trail, AQ 37 tons.

The errors you pointed out have been addressed and will be reflected as amendment one (1) to the solicitation. *These changes affect the number of line items and the line item order so please be aware that the schedule provided under amendment 1 is what must be used and submitted.

*To make this easier since there are a number of line items on the SOI, an Excel, fillable (unit and total line items ONLY) version has been included with Amendment 1 to be used by all offerors.

Pre Bid Meeting Minutes AG-82AT-S-17-0014 | CCRD Clear Lake & Clear Creek Campground Construction/Re-Construction | Page 2 of 3

Sr. Query Raised Reply/Clarification

2. Will a scanned version of the bid bond be ok with the submission of proposal electronically;

Or will you require the bid bonds be delivered prior to bid day in original form?

For the purpose of a timely proposal package, you may send it electronically with the proposal package. However, we will require the original prior to actual award so I would recommend popping it in the mail after you have scanned and/or obtained a copy of it.

3.

We would like to visit the site outside of the pre-bid meetings. Is that permitted?

Original Response:

Yes, interested contractors have the freedom to preview the grounds on their own. Any questions you have, please email them to me and Ms. Karen Mighell (included).

Updated Response:

*There will not be any additional formal site visits/pre-bid meetings but all interested contractors are encouraged to visit the grounds at your leisure and email any questions to myself and Ms. Mighell through 16 August 2017 NLT 1500.

4. Sheet G2 Note 1 states the contractor is to provide all required permits for the project. Are there permits required on this project?

*There are no permits for this project so we will remove the language from attachment J.5, General Notes, item 1, which will be reflected in Amendment 1 of this solicitation.

*Please note that Forest Service does not have any stated permit requirements. However, the town of Georgetown does require a permit if the bridge weight limit is exceeded for the hauling of the vault toilet. Any permits accountable to the county or town are not tracked by the FS but the contractor is expected to have them taken care of as necessary to avoid work delays.

5. The solicitation states the performance period is 150 days. Sheet G2 Note 21 states “construction season is limited due to early spring/fall snowfalls and cold weather”. Is the performance period of 150 days inclusive of construction shutdown during the fall/winter/early spring?

The solicitation period is 150 calendar days. See our answers to questions 6 and 7 for further explanation.

6. Sheet G2 Note 26 states contract time=120 calendar days. The SF 1442 states 150. Please advise.

The correct number of days is 150. Section J, item J.5, note 26 will be updated in Amendment 1 to reflect this change.

7. Is the project anticipated to begin in 2017?

Yes, we are hoping to get as much started as possible before weather prohibiting conditions affect the sites. FS will send a suspend work order to the awarded contractor to stop the clock for weather and will send a resume work order to restart the clock once conditions are deemed safe in the work area. It is anticipated that this could affect mobilization costs so all offerors are to plan for this in their proposal.

8. We would like to request for the bid date to be extended in order to accurately price the project once the revised questions and answers are posted.

Yes. The proposal due date is extended to 18 August 2017, which is reflected on Amendment 1 of the solicitation. The last day/time for questions relating to this solicitation is also updated to 16 August 2017 NLT 1500 MT.

Pre Bid Meeting Minutes AG-82AT-S-17-0014 | CCRD Clear Lake & Clear Creek Campground Construction/Re-Construction | Page 3 of 3

7. The meeting ended with clarification regarding proposal submissions. The meeting was adjourned at approximately 1330 HRS MT.

8. Minutes of the pre-bid conference and any applicable amendments of the solicitation shall be published on the website, FedBizOps (https://www.fbo.gov/). Oferrors should regularly visit the FedBizOps website for updates.

9. The cutoff for questions pertaining to the subject solicitation is 1500 MT, 16 August 2017. All inquiries must include the solicitation number in the subject of the email.

10. Proposal are due by 1500 MT, 18 August 2017. Tips for Submittal:

a. Read the solicitation carefully and ensure that proposals include all documents specified in Section L.

b. All sections are required to have title pages. An example has been provided for offeror reference.

c. Proposal submissions must include the solicitation number in the subject of the email(s) and contractor name. (e.g. Proposal Response: AG-82AT-S-17-0006, ABC Company)

11. Should there be any further information/clarification required, email(s) should be sent to klenisewallace@fs.fed.us and kmighell@fs.fed.us.

Sincerely, Klenise S. Wallace Contract Specialist cc:

FS Contracting Officer Representative, Karen Mighell FS Contracting Officer, Christina Cook