Amendment_0001_-_VI_38(2)_C1.pdf

(x)

DTFH7116B00002

x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

Sterling VA 20166-6511

EFLHD-CO

21400 Ridgetop Circle Construction Office Eastern Federal Lands Highway Div.

Federal Highway Administration

Sterling VA 20166-6511

EFLHD-AC

21400 Ridgetop Circle Acquisitions Office Eastern Federal Lands Highway Div.

Federal Highway Administration

VI 38(2) C110/27/20150001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

09/16/2015

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Project: VI 38(2) Contract 1

The purpose of this Amendment is to:

1) Revise the Special Contract Requirements (J Pages) to remove EEBACS (Engineer’s

Estimating, Bidding, Award, and Construction System) requirements from Sections 101, 108, 109, and 153.

2) Revise the Plans to add a detail for manholes.

3) Provide Pre-Bid Meeting Minutes.

4) Provide a summary of responses to questions/clarifications asked by potential bidders.

5) Reschedule the Bid Opening date to November 5, 2015 at 10:00 a.m local time.

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

Amendment No. 0001

Info Page 1 of 1

U.S. DEPARTMENT OF TRANSPORTATION

FEDERAL HIGHWAY ADMINISTRATION

EASTERN FEDERAL LANDS HIGHWAY DIVISION

Project VI 38(2) C1

Virgin Islands Department of Public Works - St. Thomas Raphune Hill Intersection Improvements

Solicitation: DTFH71-16-B-00002

The purpose of this Amendment is to:

1) Revise the Special Contract Requirements (J Pages) to remove EEBACS (Engineer’s Estimating, Bidding, Award, and Construction System) requirements from Sections 101, 108, 109, and 153.

2) Revise the Plans to add a detail for manholes.

3) Provide Pre-Bid Meeting Minutes.

4) Provide a summary of responses to questions/clarifications asked by potential bidders.

5) Reschedule the Bid Opening date to November 5, 2015 at 10:00 a.m local time.

Special Contract Requirements (J Pages) changes

1. Delete abbreviations “CDR” and “EEBACS” from Subsection 101.03(a) of the Special

Contact Requirements, page J-2.

2. Delete Subsection 101.04 of the Special Contact Requirements, page J-2.

3. Delete Subsection 108.01A of the Special Contact Requirements, page J-8.

4. Delete Subsection 109.01 of the Special Contract Requirements, page J-12.

5. Delete Subsection 109.08(d) of the Special Contract Requirements, page J-12.

6. Delete Section 153 of the Special Contract Requirements, pages J-13 and J-14.

Plans changes

1. Add new Plan Sheet S11A (Manhole No. 3).

Amendment No. 001

Pre-Bid Meeting Minutes Page 1 of 4

Project: VI 38(2) Contract 1 Raphune Hill Intersection Improvements

Solicitation No.: DTFH71-16-B-00002 Pre-Bid Meeting Minutes

Date: September 29, 2015 Time: 10:00 a.m. to 11:30 a.m.

Place: St Thomas Island, USVI

8244 Sub Base, Charlotte Amalie, St. Thomas, VI 00802-5805

Attendees: See attendance list.

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. Contractors were asked if they wanted to visit the project site but they declined.

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 widening and rehabilitating Raphune Hill Road (Route 38), and Centerline and Race Track Roads (Route 313) at the Raphune Hill intersection. The work includes asphalt pavement reconstruction, aggregate base, hot asphalt concrete pavement, concrete sidewalk and curb and gutter, drainage, utility relocation, traffic signal and street lighting replacement, and other miscellaneous work.

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

• http://flh.fhwa.dot.gov/business/ 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://flh.fhwa.dot.gov/business/ https://www.fbo.gov/

Pre-Bid Meeting Minutes Page 2 of 4

The Bid Opening is extended to November 5, 2015. If the Bid Due Date changes, it will be documented in Block 14 of the SF 30 of any future amendment. Bids are due by 10:00 a.m.

local time, and are to be delivered to:

Jomo McClean Design Program Manager Virgin Islands Department of Public Works 8244 Sub Base, Charlotte Amalie St. Thomas, VI 00802-5805

Bidders can send written questions or inquiries for clarification to: eflhd.contracts@dot.gov.

II. 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, and any follow-up action or clarification not discussed at the meeting is also included.

1. The bidders were informed that the Engineer’s Estimating, Bidding, Award, and Construction System (EEBACS) specified in the contract will no longer be required by the Contractor. It was also briefly explained that EEBACS is a web-based system used by the Government and the Contractor to prepare Contractor’s Daily Reports (Inspector’s Daily Record of Construction Operations) and measurement notes (pay notes).

Response: EEBACS requirements have been removed by amendment.

2. Is there a designated lay-down yard (Contractor’s staging area) on the project?

Response: The Government will not provide a staging area. The Contractor will be required to obtain their own staging area.

3. Are the DBE forms due at time of bid?

Response: They are due at time of bid, but the successful bidder will have time to revise and/or finalize prior to award.

4. Which FP is being used?

Response: FP-03 (standard specification book) as noted on the Plans (Title Sheet) and Solicitation Booklet cover.

5. What is the design wind speed for traffic signal and streetlight poles?

Response: As specified in Subsections 636.06, 721.02(a)(6), and 721.02(b)(4)(b) of the Special Contract Requirements (J Pages), pages J-42, J-51, and J-52, respectively, the design wind speed is 150 miles per hour for both streetlights and traffic signals.

mailto:eflhd.contracts@dot.gov

Pre-Bid Meeting Minutes Page 3 of 4

6. Will the responses to bidder questions be provided to everyone?

Response: Yes, unless the question relates to proprietary information. Responses to all non-proprietary bidder questions will be made available by including in an amendment.

7. What is the deadline for submitting questions?

Response: There is no specified deadline for submitting questions. Questions can be submitted at any time, but questions submitted within 7 days of the bid opening may not be answered in time for the bidder to properly incorporate the responses into their bids. Questions submitted too close to the bid opening have the potential of not being answered at all.

8. When will bidder questions be answered?

Response: The Government will provide answers to questions as quickly as possible.

The response timeframe for each question will depend on the complexity of the issue.

9. Who is responsible for relocating utilities?

Response: The Contractor will be responsible for performing the utility work shown in the plans.

10. Will there be any waterline work?

Response: As shown in the plans, one fire hydrant will be relocated. No other major waterline work is anticipated.

11. Has the utility work been coordinated with the utility companies?

Response: Yes. The Government has executed utility agreements with all utility companies affected by the project.

12. Will any utility work be required, beyond what is shown in the plans?

Response: No additional utility work is expected. However, the scope of the utility work may be adjusted if conditions change during construction.

13. The plans show that there will be retaining wall work “by others”. Who is responsible for this work?

Response: Wheatley Center is responsible for constructing the retaining wall shown in the plans.

14. When will the retaining wall construction be completed?

Response: It is anticipated that the retaining wall will be constructed before the contract work begins.

Pre-Bid Meeting Minutes Page 4 of 4

15. The plans show that there will be utility work along the service road behind the Wheatley Center, which may disrupt deliveries and other traffic. Has a traffic analysis been performed to evaluate the impact on service road traffic?

Response: No. The Government has not prepared a traffic study or analysis to assess the impacts of the work on service road traffic. The utility work along the service road will be coordinated between the Government, the Contractor, Wheatley Center, and the utility companies during construction in order to minimize impacts on public or commercial traffic.

16. Will weekend work be allowed?

Response: Yes. As specified in Subsection 108.01, work will be permitted on Sundays and National legal holidays.

17. Will night work be allowed?

Response: Yes. As specified in Subsection 156.07, nighttime operations are permitted with the approval of the CO.

18. When will the work begin?

Response: It is anticipated that the contract will be awarded in late November, however as indicated in Block 13 of the SF-1442, the Government has up to 90 days after the bid opening to award the contract. This time is need for the review of all the successful bidder's information (i.e., DBE submittals as mentioned in the question above) and various approvals required by the Government. The actual date for proceeding with work is determined by the CO after contract award and is provided in the Notice to Proceed (NTP) letter. The NTP letter is given by the CO approximately 30 days after contract award and approval of the Contractor’s Performance and Payment Bonds.

19. Will the work begin on the entire project at the same time?

Response: Once the Notice to Proceed has been issued, the entire project will be available for work. However, the actual construction limits as the work progresses will be established by the Contractor.

20. Is there a required sequence of construction?

Response: No. There is a proposed sequence of construction in the plans, which may be modified as necessary to meet field conditions. Also, as specified in Subsection 156.03, the Contractor may submit alternate traffic control proposals to the CO for approval.

Bidders Questions Page 1 of 2

Questions / Clarifications

The following questions and issues were submitted via email at eflhd.contracts@dot.gov. The Government response or clarification is provided. Due to the repetitive nature of several questions and issues, the wording of the questions may have been revised and some questions have not been included. The Government’s direct response to the sender may also have been updated below for better clarity.

1. Can the locally produced "crusher run" be used instead of the "aggregate base"? The "crusher run" has been used for several years as an alternate but does not meet the specifications of aggregate base. The difference in price is nearly double.

Response: No. Locally produced crusher run material is not an acceptable substitute for graded aggregate base.

2. Can 4000 psi concrete be used instead of the 611 mix design?

Response: The question isn’t clear, because there is no concrete mix design specific to Section 611 (Water Systems) and whether the question is related to Section 611 or Section 601 (Minor Concrete Structures). If Section 601 was intended, then providing 4,000 pounds per square inch (psi) concrete is an acceptable substitute for the mix design specified in Section 601.

3. Can the foundation for the new Traffic Light Pole be modified to a footing and pier that is less than 18 ft. deep?

This detail was adapted from the Florida DOT which may assume construction in sand or other material. The material in St. Thomas will more than likely be in rock. Has a geotech study with a boring been performed to determine the reasonable depth of footing to meet the design parameters?

Response: The Contractor has the option to propose a different solution, subject to the approval of the CO. Any proposed changes will not be considered during advertisement -any alternative proposal can be submitted to the CO for approval during construction.

No. There isn’t any geotechnical information to assist in the traffic signal foundation design. The Contractor is responsible for providing the design, which includes obtaining whatever information they need to prepare and document the design. Please be aware that while the detail shown was adapted from FDOT, this in no way signifies that the original design assumes a foundation in sandy soil. Florida also has rock (limestone) in many areas of the state.

4. We wish to hand deliver our bid on 10.29.15 by 10 am. Where in the Public Works Building should we deliver the bid?

Response: Please see Block 8 of the SF-1442 in the solicitation book.

Bidders Questions Page 2 of 2

5. The solicitation sheet states we should submit an original and ___copies. Copies number is blank. Does that mean no copies, only one original?

Response: Yes, only one original copy is required.

6. Item A0710 Pay Item 64501-0000 LOCATE UTILITIES provides a Lump Sum Value (LPSM). It is impossible to price this until the actual evaluation is done in the field. We suggest to assign an “ALLOWANCE” value for this particular line item considering the above mentioned reasons.

Response: The plans show the existing utility information. The Contractor is responsible for pricing the Pay Item 64501-000 (Locate Utilities) based on the information provided in contract documents.

7. Is there a cistern under the existing building to be demolished?

Response: No, there is no cistern under the building to be demolished.

8. Are there existing utilities to be disconnected? If so who is responsible for doing so?

Response: There are existing utilities currently serving the existing building. The Contractor is responsible for disconnecting these utilities. The Contractor is also responsible for coordinating with the utility owners prior to disconnecting these utilities.