Instructions to Bidders.docx

Ohio Army National Guard FY25 CJAG Culvert Project Solicitation# W91364-25-B-A008 Instructions to Bidders

Description of the Project: The Ohio National Guard intends to issue an Invitation for Bids to award a single firm fixed-price contract for services, non-personal, to provide all plant, labor, transportation, materials, tools, equipment, appliances and supervision necessary for the removal and replacement of existing culverts and the repairs to protect against erosion at the Camp James A. Garfield Joint Military Training Center (CJAG), located at 8451 State Route 5, Ravenna, OH 44266. The project will consist of a base Base Bid with five additional options at the following sites:

BASE BID – DESIGN BUILD

1. Smalley Road Box Culvert

1.1. The existing culvert is a 6’ x 6’ concrete box culvert and is 32’ long. Rock gabion wingwalls have failed resulting in erosion of the roadway embankment. The existing culvert also appears to be undersized based on channel observations. Additionally, there is little clearance between the ends of the culvert and the edge of the pavement at each end, which creates a safety hazard for motorists.

1.2. Perform the necessary site investigations to include geotechnical, site survey, hydraulic analysis, wetland delineation, etc. to develop construction drawings and specifications required for a new box culvert. A prior recommendation for a box culvert with a 6’ rise and 12’ span and length of 40’ to include rock channel protection at inlet and outlet and new guardrail in compliance with design standards was made based on recent bridge inspection survey.

2. Smalley Road – Area 1A Culvert

2.1. The existing culvert is two lines of 48” reinforced concrete pipe connected by a masonry catch inlet with a total approximate length of 162 feet. The existing catch inlet structure is failing and erosion is visible adjacent to the inlet creating a safety hazard to motorists and to mowing operators. Additionally, there is visible separation occurring at the pipe joints.

2.2. Perform the necessary site investigations to include geotechnical, site survey, hydraulic analysis, wetland delineation, etc. to develop construction drawings and specifications required for a new culvert that eliminates the catch inlet and reduces the overall length.

OPTIONS – CONSTRUCTION ONLY

3. OPTION 1: Pre-Construction Notice (PCN)

3.1. A PCN may be required depending on job specifics for Base Bid Tasks A and B. Proposer is to include costs to cover subcontracting with an experienced environmental consultant as well as PCN fees as part of the bid.

4. OPTION 2: Erosion Repairs – Various Sites

4.1. NFR 2.52 – Place appropriately sized dump rock along east abutment to prevent further erosion and scour.

4.2. NFR 1.32 – Place appropriately sized dump rock at eroded areas at northwest and northeast quadrants.

4.3. GLR 2 - Place appropriately sized dump rock at inlet, outlet, and behind wingwalls along approach embankment at all four quadrants to prevent further erosion and eventual undermining of roadway pavement.

4.4. GLR 3 - Place appropriately sized dump rock at inlet, outlet, and behind wingwalls along approach embankment at all four quadrants to prevent further erosion and eventual undermining of roadway pavement.

4.5. Estimate a total of 100 tons of Type C Rip Rap to be distributed between the four sites above.

5. OPTION 3: Road 5C Culverts

5.1. Replace 18” diameter x 40’ long culvert. Install half-height headwalls at each end.

5.2. Replace 12” diameter x 30’ long culvert.

6. OPTION 4: Magazine Road Culverts

6.1. Replace 18” x 38’ culvert. Install flared ends each end. Remove 18” x 34’ culvert and catch basin and replace with swale.

6.2. Replace 18” x 52’ culvert. Install flared ends each end.

6.3. Replace 18” x 38’ culvert. Install flared ends each end. Remove 18” x 34’ culvert and (2) catch basins and replace with swale.

6.4. Replace 42” RCP x 54’ culvert. Remove catch basin and reroute roadside ditches culvert inlet. Install full-height headwalls each end.

7. OPTION 5: Randall Road Twin Culvert

7.1. Replace existing twin 30” x 42’ long culvert with half-height headwalls.

8. INSTRUCTION TO BIDDERS:

8.1. You are invited to submit a bid in response to our Invitation for Bids (IFB) entitled W91364-25-B-A008 entitled The FY25 CJAG Culvert Project

8.2. As a result of this solicitation, the Government intends to award a Firm Fixed Price (FFP) contract resulting from this solicitation to the responsible bidder whose bid, conforming to the invitation for bids, will be most advantageous to the Government, considering only price and price related factors.

8.3. This solicitation is set-aside 100% for SERVICE-DISABLED VETERAN OWNED SMALL BUSINESS SET-ASIDE (SDVOSB).

9. EVALUATION FOR AWARD. The award criteria for this requirement will be based on price and price related factors in accordance with (IAW) FAR Part 14.201-8

10. NOTICE OF PRE-BID CONFERENCE AND SITE VISIT:

A pre-bid conference will be conducted on AUGUST 7th 2025 at 11:00am EST, for the purposes of briefing on the bid requirements and answering questions regarding this solicitation. This conference will be held at:

CAMP JAMES A. GARFIELD JOINT MILITARY TRAINING CENTER,

8451 SR 5

Building 1068 Ravenna Ohio, 44266

10. Interested Contractors are highly encouraged to attend the pre-bid conference. The site visit will be held following the conference.

Due to security conditions, all offerors must register to attend this conference and site visit. Email the following information for all attendees to MSG Brian Persing at: brian.w.persing.mil@army.mil

Firm Name and Telephone Number Visitor’s Name and Social Security No.

Drivers License Citizenship

10.1 This information must be provided in advance, 3 business days prior to the meeting, in order to ensure access to the military base and conference site and ensure adequate seating for the conference attendees. Even if you have access to the base you must register to ensure adequate seating. The furnishing of the above information is voluntary; however, your failure to furnish all or part of the requested information may result in the Government’s denial of your access to the pre-bid conference. This information will be provided to the Base Security Forces who will authorize your entrance to the site.

10.2 Visitors must pick up their passes at the Installation’s Main Entry Gate prior to arrival. You will be required to present the following information upon arrival: (1) Vehicle Registration, (2) Valid Drivers License, (3) Proof of Insurance for Vehicle, (4) Safety Inspection and Car Rental agreement if applicable. Any of the above information furnished by you is protected under the Privacy Act and shall not be released unless permitted by law and/or you have consented to such.

10.3 Information provided at this conference or site visit shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply.

10.4 A record of the conference shall be made and furnished to all prospective bidders via posting at www.SAM.gov. The record will include minutes of the meeting, including questions (on a non-attribution basis) and answers.

11. FORMAL COMMUNICATION, OFFEROR EXPLANATIONS:

11.1. Submit all questions in the format shown below by email to the contracting office at the addresses show below. Do NOT contact A-E or Engineering personnel directly. Doing so will only delay your answer. All questions must come through the Contracting Office.

Subject Line: Reference No. SOLICITATION W91364-25-B-A008 Email: Herbert.l.brown24.civ@army.mil and claudia.j.tenaglia.civ@army.mil

PRE-BID INQUIRY FORMAT

Date of Bid Inquiry: _______________

From: ______________________________ Company Name: _____________________________

Address:_____________________________________________________________________

Phone Number: _____________________________

Email address: __________________________________________________________________

Bid Inquiry: (Please clearly state your question) (If sent via an attachment, Word docs are preferred to facilitate posting of answers to the master Q&A document.)

11.2. Any explanation desired by an offeror regarding the meaning or interpretation of the solicitation, or proposals, drawings, specifications, etc. must be requested in writing and with sufficient time allowed for a reply to reach bidders before the submission of their bid.

11.3. All questions and requests for information (RFI) must be received by 4:00pm August 20th 2025. OFFERORS ARE STRONGLY ENCOURAGED TO SUBMIT QUESTIONS EARLY IN THIS PROCESS. A question and answer document for this requirement will be maintained on SAM.gov. It is also strongly encouraged that prospective bidders visit this posting routinely for updates. Please be advised that AI generated questions will not be addressed.

11.4. Any changes to the drawings, specifications, etc. will be issued in the form of an amendment. However, any answers that clarify or provide an interpretation to the drawings, specifications, etc. will NOT be posted via amendment but rather as a response to the RFI on SAM.gov at https://www.SAM.gov.

11.5. Receipt by the offeror must be acknowledged in the space provided on the SF 1442 or by returning a signed copy of the amendment by the time set for receipt of bids.

11.6. For security reasons, all technical and engineering data related to this solicitation will be distributed using the Contract Opportunities (SAM.gov) system. Plans and specifications are locked on SAM.gov and require Contractors to request explicit access from the Contracting Officer OR export controlled access through DLA. See complete instructions on SAM.gov. SAM.gov is a web-based dissemination tool designed to safeguard acquisition-related information for all Federal agencies. Interested bidders/offerors must register with SAM.gov before accessing the system.

11.6.1. Amendments, if/when issued will be posted to www.SAM.gov for electronic downloading. This will normally be the only method of distributing amendments prior to closing; therefore, it is the offerors responsibility to check the website periodically for any amendments to the solicitation. Websites are occasionally inaccessible due to various reasons.

12. BID REPOSITORY AND BID OPENING: +

The bid opening will be held on 28 August, 2025 at 11:00. A bid repository will be provided for hand carried bids and will be located at:

Camp James A. Garfield Joint Military Training Center

8451 SR 5

Building 1068, Ravenna Ohio, 44266.

12.1 Hand carried bids must be deposited in the repository by an employee representative of the bidder prior to the time established for opening of bids. Bidders are cautioned that they will be required to sign-in and obtain a visitor’s pass to enter the facility and should allow time to accomplish this. See instructions for obtaining access to the base in the Site Visit instructions. Follow the same instructions for obtaining entry to hand carry bid. Late receipt of bids due to entry delays may not be deemed acceptable. The Contracting Officer may declare the bid “late” in accordance with FAR 14.304.

E-MAIL, FACSIMILES, MAILED OR FED EX DELIVERIES, ETC. WILL NOT BE ACCEPTED.

12.2. The Posting and Offer guide can be accessed electronically at https://pieetraining.eb.mil/wbt/sol/Posting_Offer.pdf. A video demonstration can be found at https://pieetraining.eb.mil/wbt/sol/Posting_Offer.html. Additional PIEE training can be found at https://pieetraining.eb.mil/wbt/.

12.3. Do NOT send bids to e-mail addresses.

12.4. The Government will not be responsible for bid submissions delivered to any location or by any method other that stated above. Offerors are responsible for submitting bids in sufficient time to be received by the Government in accordance with the instructions provided.

12.5. Bids that are considered late will be processed in accordance with FAR 14.304(b)

13. WAGE DETERMINATION:

The Wage Rates for Heavy and Highway Construction in Portage County are applicable to this project as shown in Section 00 73 00.

14. BID PREPARATION EXPENSES AND PRE-CONTRACT COSTS:

This IFB does not commit the Government to pay costs incurred in preparation and submission of bids or for other costs incurred prior to award of a formal contract.

15. CLAUSES:

Clauses and provisions from the Federal Acquisition Regulation (FAR) and supplements thereto are incorporated in this document by reference and in full text. Those incorporated by reference have the same force and effect as if they were given in full text.

16. DISPOSITION OF UNSUCCESSFUL BIDS:

In compliance with FAR Subpart 4.8, the Government will retain one copy of all unsuccessful bids including the bid bond.

17. OFFERORS QUALIFICATIONS:

To establish its responsibility, the apparent low bidder may be requested by the Government prior to award, to submit a statement regarding his previous experience in performing comparable work, his business and technical organization, financial and bonding resources and plant available to be used in performing the work. This action may be requested to determine if the contractor is responsible.