Amendment_0001_-_NC_ERFO_FSR_2011-1(1).pdf

Amendment No. 0001

Amendment Info Page 1 of 2

U.S. DEPARTMENT OF TRANSPORTATION

FEDERAL HIGHWAY ADMINISTRATION

EASTERN FEDERAL LANDS HIGHWAY DIVISION

Project NC ERFO FSR 2011-1(1)

Croatan National Forest Solicitation: DTFH71-14-B-00030

The purpose of this Amendment is to:

1) Revise the Special Contract Requirements (J Pages) as follows:

a) Section 201 to revise the tree cutting requirements.

b) Section 203 to add additional work requirements.

c) Section 637 to revise the Government field office location.

2) Revise the Plans to revise the Government field office location and revise the object marker removal requirements.

3) Provide Meeting Minutes of the Pre-Bid Site Visit.

The Bid Opening date remains July 8, 2014, at 2:00 p.m.

Special Contract Requirement changes

1. Delete Subsection 201.06 the Special Contract Requirements, page J-13, and substitute the following:

201.06. Add the following:

Cut trees that have been identified for removal into lengths not to exceed 8 feet. Scatter loose timber into the woods behind the mow line downstream of the existing pipe culverts and bridges, and outside of any delineated wetlands. Do not exceed 4 feet for the height of the scattered timber and vegetation. Do not bury, burn, or remove timber from USFS property.

2. Add the following to Subsection 203.03 of the Special Contract Requirements, page J-14:

Cut existing trees designated for removal only if required for construction or directed by the CO.

Remove existing trees and concrete-filled metal posts currently closing the existing bridge at Site 121-2 as part of the bridge removal. Salvage existing sign panels attached to the metal posts at this site and deliver them to the Work Center by the District Office. Reset the existing fiber optic utility object marker at Middle Little Road (Route 128).

Amendment Info Page 2 of 2

3. Delete Subsection 637.02 of the Special Contract Requirements, page J-21, and substitute the following:

637.02. Add the following:

Locate the Government field office where high-speed Internet access, as described in Subsection 637.03(a)(7), is available. Locate the field office on commercial property within 15 miles of the project site. In remote locations where high-speed Internet service is not available, the field office distance range may be extended or waived by the CO. All field office locations are subject to approval by the CO.

Plan Sheet changes

1. Delete Plan Sheets A3 and D6, and substitute amended Plan Sheets.

Pre-Bid Meeting Minutes

U.S. DEPARTMENT OF TRANSPORTATION

FEDERAL HIGHWAY ADMINISTRATION

EASTERN FEDERAL LANDS HIGHWAY DIVISION

Project NC ERFO FSR 2011-1(1)

Croatan National Forest Solicitation: DTFH71-14-B-00030

Pre-Bid Meeting Minutes

Date: June 17, 2014 Time: 9:00 a.m. to 12:30 p.m.

Place: 141 East Fisher Avenue

New Bern, NC 28560

Attendees: See sign-in sheet.

I. Project Overview. FHWA began the meeting with introductions and a brief project overview was given by the FHWA Contract Specialist. The pre-bid meeting included a question and answer session as well as an on-site field visit.

The following is a description of the project and solicitation for informational purposes discussed directly or indirectly at the meeting.

Project Scope: The project consists of the replacement and stabilization of seven flood damaged bridge and pipe culvert locations within the Croatan National Forest. The work includes replacement of an existing bridge and six pipe culverts with precast reinforced concrete box culverts, structural concrete headwalls and wingwalls, cellular confinement systems, riprap placement, aggregate roadway resurfacing, and other miscellaneous work. The project is expected to fall within the price range of $500,000 to $1,000,000.

Solicitation Information: The Bid Documents [Plans, Special Contract Requirements (SCRs), Specification Book FP-03, Checklist for Bid Submission, etc.,] are available on the following websites:

• http://www.efl.fhwa.dot.gov/contracting/Documents.aspx or

• https://www.fbo.gov/ (at QUICK SEARCH, type "EFLHD" and all available projects will be listed).

Bidders are reminded to check for availability of bid documents and to sign up for automatic email notification for any changes to the bid documents or Solicitation on the FBO website above.

http://www.efl.fhwa.dot.gov/contracting/Documents.aspx https://www.fbo.gov/

The Bid Due Date is currently scheduled for July 8, 2014. Bids are due by 2:00 p.m. local time, and are to be delivered to:

Federal Highway Administration Eastern Federal Lands Highway Division Loudoun Tech Center, Room 105 21400 Ridgetop Circle Sterling, Virginia 20166-6511

Bidders can send written questions or inquiries for clarification to:

eflhd.contracts@dot.gov.

II. Other. The FHWA Highway Design Manager highlighted certain elements of the project.

The Forest Service (FS) representative made some opening remarks and briefed the Contractors about the intent of several specifications on the project.

1. During the site visit, FS explained that they closed the existing bridge at Middle Little Road, Site 121-2, Milepost 3.517, by using tree trunks placed on the ground and 4 metal posts filled with concrete installed at each end of the bridge. FS clarified that they want the tree trunks and the metal posts removed and disposed by the Contractor, and they want the sign panels stating site closure salvaged and returned to the Forest. See changes to the SCRs and Plans issued as part of this Amendment to clarify this work.

2. Subsection 201.06 of the SCRs (page J-13) states directions for the removed tree disposal on the FS property. During the site visit, FS clarified that they want the cut timber disposed downstream of the culverts at each site. FHWA clarified that the trees shown to be removed in the Plans will need to be removed only if needed for construction. See changes to the SCRs and Plans issued as part of this Amendment to clarify this work.

3. On sheet D6 of the Plans, note 2 states that the object marker salvaged and removed by the Contractor needs to be delivered to the FS Work Center. During the site visit, it was noted that one object marker at the site is a utility company object marker and will need to be reset by the Contractor. See changes to the SCRs and Plans issued as part of this Amendment to correct and clarify this work.

4. FHWA discussed that there will be a deer hunting season from mid-October 2014 thru January 2015, and work will be required to proceed during the hunting season.

5. FHWA stated that according to Subsection 156.03 of the SCRs (page J-12), the Contractor can close the roads or impacted sections of the roads at project sites during construction; however, they will need to notify the CO and the FS 30 days in advance of any road closure, except for work at Petiford Road, which is currently closed to traffic at the project site.

mailto:eflhd.contracts@dot.gov

6. FHWA stated that according to Subsection 108.01 of the SCRs (page J-8), there can be no work until July 31, 2014, at four out of seven sites due to environmental restrictions;

however, all work will need to end before April 1, 2015, which should not be a problem due to projected construction schedule for this project.

7. FHWA discussed that the CO will contact the FS during the work at Middle Little Road [Milepost (MP) 3.52] and at Black Swamp Road (MP 0.63), and the FS will have an archaeologist present to observe excavation at these two sites.

8. Subsection 156.06(d) of the SCRs (page J-13) lists three possible staging areas. FS confirmed that all three sites are still available for staging, and pre-bid meeting participants visited the third listed site.

9. Subsection 203.05(a) of the SCRs (page J-14) lists three possible disposal areas. FS confirmed that all three sites are still allowed as disposal sites, and pre-bid meeting participants visited the first two of the listed sites.

10. FHWA emphasized that according to Subsection 602.03 of the SCRs (page J-18), a licensed professional engineer will need to design concrete box culverts including wing walls/cutoff walls, and concrete pipe headwalls (endwalls). In addition, the inlet headwalls of the box culverts located at Black Swamp Road will need to include “zee channels” for water control as shown on sheets K1, K2, and S18 of the Plans.

11. FHWA emphasized that the Contractor can bid a maximum of 120 calendar days and a minimum of 90 calendar days for this project as shown in the Solicitation SF 1442 Continuation page, Block 11. Electronic bidding is not allowed, and the bids will be due at 2:00 p.m. on the bid due date.

III. Questions/Clarifications. The following questions and issues were either asked or discussed by potential bidders at the Pre-Bid Meeting; the Government response or clarification is provided. The questions/clarifications are not a transcript of actual words spoken; they have been edited to provide a clearer representation of the actual issues discussed; any follow-up action or clarification not discussed at the meeting is also included.

1. Potential bidders inquired where the Government field engineer’s office should be located.

Response: The FS stated that the FHWA’s field office can no longer be placed at the locations stated in the Plans and SCRs. The FHWA field office will now need to be located on commercial property. See changes to the SCRs and Plans issued as part of this Amendment to correct and clarify this work.

2. Contractors asked about a projected start time for the project.

Response: The Government has 90 days to award the project after the bids are opened, as indicated in Block 13 of the SF 1442. The award of a contract is dependent on several items including receipt of an acceptable bid and approval of the bidder’s other required documentation (bid bonds, small business plan, etc.); see the Solicitation’s Checklist for Bid Submission. Once the contract is awarded, the Contractor must submit performance and payment bonds within 14 days of contract award (as stated in Block 12). The CO will schedule a Pre-Construction Meeting after the performance and payment bonds are approved. The start date for construction activities will be determined at the Pre-Construction Meeting.