Site Visit Combined Q&A & Info.pdf

DEPARTMENT OF THE AIR FORCE

22D CONTRACTING SQUADRON (AMC)

MCCONNELL AIR FORCE BASE KANSAS

22 ARW…WE ARE A/R!

12 February 2020

MEMORANDUM FOR RECORD

FROM : 22 CONS/PKB

SUBJECT: Meeting Minutes for the Fort Riley/McConnell AFB Sunflower SABER – 2020 Solicitation Site Visit

1. A Pre-Proposal Conference Site Visit was conducted for the Fort Riley/McConnell AFB Sunflower SABER – 2020 Solicitation on 13 February 2020 at 10:00 AM. A list of attendees is attached as Attachment 1 – SABER Site Visit Attendees.

2. All attendees met at the the Visitors Control Center (VCC) at the Fort Riley Henry Gate.

Attendees traveled from the VCC via bus to a room arranged for discussions. The site where the work will be performed is outdoors, and weather conditions were not favorable to stand outside The Project Engineer reviewed the details of the SOW. Questions were asked and answered and then the team proceeded to the actual site where the work would be occuring.

3. On the way to the site, the bus stopped at the location where the contractor can get the millings for use in the project. The millings were located a short drive away from the site location. Upon arrival at the site location, the boundary areas of the lots were highlighted, and the location of certain utilities were pointed out. Questions were then asked and then people were allowed to walk the site. The Fort Riley Utility Contractor, ASUS, joined the site visit at the site location. Once everyone returned to the bus, they were asked to hold their questions until arrival back at the discussion room.

4. Upon return to the discussion room, with the ASUS contractor present, additional questions were asked and responded to. When no more questions or comments were asked by any person present, the meeting ended and the group returned to the VCC via the bus.

Derek Owen Contracting Officer

Pre-Proposal Site Visit Questions

FA4621-12-R-0001 Sunflower SABER

13 February 2020

1. Q: Are there any better drawings that can be provided?

A: AutoCad Drawings will be provided with Amendment 1.

2. Q: Is the contractor to install any taps?

A: No, the seed project only calls for the installation of a line, no taps.

3. Q: Who will determine size of lines?

A: Utility contractor will determine the size, this information will be provided with the ASUS design documentation.

4. Q: How much fence needs to be installed?

A: Fence needs to be installed around the entire perimeter of the two lots where the seed project work is occurring.

5. Q: How many total lots are there?

A: There are a total of 12 lots in the area, Lots A & B are where the contractor is required to clear and grade for the seed project.

6. Q: Are we dealing with ASUS, Fort Riley Utility Company?

A: ASUS, the Fort Riley Utility Company will be one of the awarded offeror’s subcontractors.

ASUS work should be included in the proposal as a Non Pre Priced line item.

7. Q: Are your intentions to just have a rough in?

A: No, it is the awarded contractor’s laydown lot and any future contractors can just tap in.

8. Q: How many lots will the successful contractor receive as a laydown yard/office space?

A: The two Seed project lots will be provided to the contractor as their laydown yard.

9. Q: What will occur with the other fence located on the East side of the two lots?

A: That Fence does not meet the requirements of the contract, and should not be utilized as part of the fence line for this effort. New fence should be provided on all sides.

10. Q: Are electrical lines to be run above or below ground?

A: There is no electrical work associated with the seed project. For information purposes, Electrical lines are to be run above ground.

11. Q: Can pictures be taken of the site on the site visit?

A: Yes as long as there are no Army vehicles/equipment/soldiers included in the pictures.

12. Q: What lot is A and which is B?

A: Clearer CAD drawings that better identify the lots will be provided with Amendment 1.

13. Q: Which road should the lot be accessible from?

A: Either road is acceptable. It was noted that there is already a drive location on the West side.

14. Q: Where do the Water/Plumbing lines terminate at?

A: The Utility contractor will provide this information with the ASUS design.

15. Q: What is required to be put in for the additional lots?

A: Just put in a dead end line.

16. Q: Where is the electrical located for the site?

A: The electrical connection point was indicated on the North East corner of the lot.

17. Q: Where do we dispose of vegetation & debris? How far away is it located?

A: These items can be disposed of at the CD landfill; it is located about 3-5 miles away from the lots.

18. Q: Where do you want the Water and sewer run to end (Start and Stop)

A: ASUS will provide the design information with their proposal

19. Q: Does the driveway need to be connected to the asphalt road in a specific way?

A: The driveway should be millings up to the asphalt.

20. Q: Are the trees located at the lots staying?

A: The trees are located just outside of the two lots and should not affect the seed project.

21. Q: Can we get ASUS design?

A: Yes, ASUS will provide their design and a demarcation point will be provided.

22. Q: Do the concrete pads on the lots need to stay?

A: It is up to the contractor to determine, if they find a use for the concrete pads they can remain.

23. Q: Are utility lines required to be added down both 1st and 2nd Streets for all the lots?

A: That is based on the ASUS design information that will be provided.

24. Q: Is ASUS to be a subcontractor on this project for water & sewer work and how do they price?

A: Yes, ASUS will be the contractor responsible for those utilities on Fort Riley. A quote from them to complete the seed project work will be provided via amendment and all proposals are to include their quote as an NPP item in the eGordian proposal.

25. Q: Who will mark the Utilities

A: The contractor must make a Kansas One call to have the utilities marked.

26. Q: There is an existing laydown yard to the east of the two lots? Is that yard or its fence included in the seed project?

A: That laydown yard is outside of the two lots and is not a part of the seed project. The fence along that laydown yard does not meet the specifications of the seed project, a fence should still be installed along the east edge of the lots.

27. Q: Are you using eGordian on the current contract? Is it successful?

A: Yes, eGordian is being used on the current contract and has been used by DPW for the past

20 plus years. It is easier to use than e4clicks.

28. Q: Since ASUS is doing the work can we get their design?

A: ASUS design will be provided.

29. Q: Does the coefficient include differences in actual pricing versus prices in the task catalog?

A: Yes, the coefficient should account for any perceived differences between the prices in the task catalog compared to actual prices of the market. Contractors are encouraged to thoroughly review the task catalog and it’s pricing when determining a final coefficient.

30. Q: Will Coefficient stay the same all 5 years or can it be changed?

A: The price schedule, which is to be completed and submitted with the contractor’s proposal, this allows the contractor to set coefficients for each year and each SLIN. No changes in these coefficients are expected after award.

31. Q: Is there a Kansas tax-exempt form for task orders on the SABER?

A: A Kansas tax-exempt form will be provided for the SABER contract. All other taxes should be accounted for in the contractor’s coefficient.

32. Q: Does the Kansas tax-exempt only cover Material, i.e. not cover equipment?

A: According to the Kansas Department of Revenue, materials, labor, equipment, machinery, and furnishings which are incorporated into the project are exempt from Kansas sales and compensating taxes when a PEC is utilized.

33. Q: Are design costs a part of the coefficient?

A: The minimal design up to a 35% level is part of the coefficient. This does not mean stamped drawings. If additional design is required, then it will be included in the Statement of Work and captured as a line item in that proposal. The only two exceptions are: 1) It is an item that comes with the engineer/architect stamp as part of the purchase of the item, i.e. metal buildings, and

2) It is included in a specific line item in the CTC, i.e. section 21 13 13 00-0001, where the line specifically states that the engineer stamp is included.

34. Q: Do all Task Orders require a 30% design?

A: Task Orders require a 35% design. A 35% design does not mean stamped drawings. If stamped drawings are required, then it will be included in the SOW and captured as a line item in the proposal. The only two exceptions are: 1) It is an item that comes with the engineer/architect stamp as part of the purchase of the item, i.e. metal buildings, and 2) It is included in a specific line item in the CTC, i.e. section 21 13 13 00-0001, where the line

35. Q: How will those engineer/architect stamp requirements be captured in the proposal?

A: There are Line items for Engineering/architect fees by the hour for use when required by the

SOW.

36. Q: What is the Government’s interpretation of a 35% design?

A: A: 35% Submittal

35% Submittal (At a minimum provide the following. Anything less than the minimum listed below will be considered an incomplete submittal and be rejected until such time that all information as stated below or greater is provided.)

- Cover page

- Site plan(s). This includes a lateral layout of the site including parking I paving, etc.

and proposed grades.

- Code review data I plan showing occupancy types, construction types, building height/area limitations, occupancy loads, egress loads, and fire suppression requirements.

-Floor plan(s)

- Exterior Elevations of all walls showing materials to be used and elevation markers

- General Wall Section

-Structural Framing layout

- Mechanical system layout

- Plumbing system layout

- Electrical system layout

- Specification outline/ table of contents

- All documents have been marked and/or watermarked as "NOT FOR

CONSTRUCTION"

"35% SUBMITTAL".

37. Q: How does the eGordian proposal need to be submitted?

A: Contractor should provide the proposal in a .pdf format from eGordian as a full report displaying every single line item and not as a summary report. It is important that proposals contain all line items when submitted.

38. Q: Will you have to include quantities in the proposal?

A: Yes, the proposal should include quantities in each of the line items.

39. Q: For the utilities proposal from ASUS, should it be multiple line items or one custom line item?

A: The ASUS proposal should be captured in a single Non-Prepriced line item.

40. Q: Is there an electric company that the contractor’s need to be in contact with?

A: There is no electrical work in the seed project. Electrical work should be captured in the contractor’s mobilization costs.

41. Q: Can yard lights be put up?

A: Yes, yard lights may be put up, but it should come off the contractor’s line/meter.

42. Q: Can the millings go over the gas line on the easement along the lot or does it have to be clear of the gas line?

A: The millings can cover the gas line, but it should be understood that the gas line may need to be accessed at any time upon request. Millings may be removed if necessary to access the gas line.

43. Q: Does the ASUS contractor address the Storm Water lines as well?

A: ASUS work will be for Sanitary and Water lines, it will not cover Storm Water lines.

44. Q: Is a Storm Water Prevention Plan (SWPP) required on the lot?

A: If a SWPP is required for environmental purposes, the contractor should include it as a line item in the project estimate.

45. Q: What role will ASUS play in the seed project?

A: ASUS will be a subcontractor on the seed project.

46. Q: Section L.3.1.6.2. of the RFP states Joint Ventures must be approved by the SBA. Do you require a letter from the SBA stating the JV has been approved prior to award?

A: Yes, contractors must submit documentation indicating the Joint Venture has been approved by the SBA.

47. Q: At the site visit, it was stated that any engineering that may be required beyond 35% will be billed using a pre-priced line item. Please confirm whether this is correct.

A: The minimal design up to a 35% level is part of the coefficient. This does not mean stamped drawings. If additional design is required, then it will be included in the Statement of Work and captured as a line item in that proposal. The only two exceptions are: 1) It is an item that comes with the engineer/architect stamp as part of the purchase of the item, i.e. metal buildings, and

2) It is included in a specific line item in the CTC, i.e. section 21 13 13 00-0001, where the line

48. Q: Shall the new chain link fence along the northeast boundary of the new laydown yard replace the existing fence? Or, shall it be constructed adjacent to the existing fence?

A: The project should include new fence adjacent to the existing fence.

49. Q: If constructed adjacent to the existing fence, what spacing shall be maintained between fences and on which side of the new posts shall the fabric be placed?

A: Leave 1’ of space between the existing fence and the new fence.

50. Q: Will you please provide the location of the landfill that is to receive the grubbed vegetation and soil? Also, will you please confirm whether that landfill is on Ft. Riley?

A: The landfill is on Fort Riley. It is located on Campbell Hill Rd south of Vinton School Rd.

51. Q: At the site visit, it was stated that soil and vegetation, to be disposed of, was to be segregated and disposed of in two different areas. Are both areas within the same landfill? If not, please provide the location of each of the areas.

A: Soil and vegetation can be disposed of in different areas of the same landfill.

52. Q: How do we get access to Ft. Riley Gordian software program for pricing licenses and bidding the SEED project?

A: Per L.2.2.2, the offeror is to contact Mr Neil Tuck of the Gordian Group at n.tuck@gordian.com to obtain the trial version of the software for proposal development.

53. Q: Will the CADD drawings being provided;

8a. show the existing utilities?

8b. Show the new utility water/sewer work?

8c. Identify Lots A & B?

8d. Clarify Ft. Riley Utilities Services SOW?

A: All the information identified above will be addressed in the Drawings provided by the Government or the design information from the Fort Riley Utility Service contractor (ASUS).

54. Q: For the work to be provided by ASUS, will it be turn-key? If not, what portion of their task will the contractor be responsible for?

A: ASUS work will be a subcontract effort that the contractor will be fully responsible for.

mailto:n.tuck@gordian.com

Site Visit Questions and Answers.docx