Attachment_7_-_Site_Visit_Notes_and_QandAs.pdf

ATTACHMENT 7

(Added as Per Amendment 0001)

LINCOLN HOME NATIONAL HISTORIC SITE

SOLICITATION RFP NO. P15PS00380

BEEDLE HOUSE HVAC REPLACEMENT – GEOTHERMAL PROJECT

SITE VISIT NOTES

QUESTIONS AND RESPONSES

ADDITIONAL INFORMATION

1. The site visit for the Beedle House HVAC Replacement Geothermal Project was conducted on

Wednesday, May 27, 2015 at 9:00 a.m. central time at the Lincoln Home National Historic Site where the work is to be performed; that is, the Beedle House, located at 411 S. 8th Street, Springfield, IL. Participants in attendance at the site visit are identified on the Attendance Sign-In Sheet, included as Exhibit A of this Attachment 7. Individuals representing the Government were as follows:

(a) Robert Trenter, LIHO Facilities Management Maintenance Supervisor

(b) Jenna McPeek, LIHO Facilities Management Administrative Assistant

(c) Jason Taylor, LIHO HVAC Specialist

(d) Sheryle Lindley, LIHO Facilities Management Division Chief

(e) Kathryn Logsdon, Contracting Officer, Missouri MABO

2. BRIEFING INTRODUCTION. Prior to the participants examining the location where the work is to be performed, an introductory meeting was first conducted by the Contracting Officer (CO) who went over the administrative portions of the solicitation and its attachments. Robert Trenter also provided a general summarization of the work which is to be performed under a resultant contract.

3. SITE VISIT BRIEFING:

a. This contract is set-aside 100% for Economically Disadvantaged Women-Owned Small

Businesses (EDWOSB).

b. The NAICS Code assigned to this procurement is 238220. Small Business Size Standard is $15 million. Ensure that NAICS code is listed in the contractor’s System for Award Management

(SAM) profile.

c. Magnitude of project is between $25,000 and $100,000.

d. This is a single firm-fixed price construction contract; thereby, award will be made to only one contractor. Contract may be awarded with or without negotiations. It is expected to be awarded in late June, early July.

e. There is a requirement for a sole source subcontract element of the contract. That is for the direct digital controls which is to be performed by Alpha Controls and Services, LLC, 4104 Charles Street, Rockford, IL 61108. The point of contact for Alpha Controls is addressed in the Additional Information portion of this document.

f. Once contract award has been made, the Contractor shall have ten (10) calendar days to furnish to the Contracting Officer the documents that are identified in Attachment 1 (Project Manual), Section 01310 (Project Meetings), Paragraph 1.1B.

g. Contract Period of Performance (POP): Contractor is to begin performance within seven (7) calendar days from the date the Notice to Proceed is received by the Contractor and work is to be completed within ninety (90) calendar days from that date.

h. Attendees were informed that the 90 calendar days POP includes all elements of the project, to include, but not limited to, the ordering and receipt of necessary equipment/materials. Prior to submitting a proposal, Contractors should verify the equipment/materials can be acquired, the coordination of all resources and elements necessary can be accomplished, and all work can be performed within the 90 calendar days POP. If after they research, they find the 90 calendar day POP is not, in their opinion, feasible, the contractor is to provide that information to the Contracting Officer prior to the solicitation closing date. The Contracting Officer will then assess whether a longer period of performance is necessary.

i. In addition to the SF-1442 form and the solicitation provisions/clauses, there were six (6) attachments that were issued with the solicitation.

(1) Attachment 1 – Project Manual – SOW and Specifications.

(2) Attachment 2 – Site Map

(3) Attachment 3 - Wage Determination; Davis Bacon Prevailing Wages apply.

(4) Attachment 4 – Offeror’s Proposed Price Schedule

(5) Attachment 5 – Financial and Technical Capability Statement

(6) Attachment 6 – Instructions for Submission of Proposal

j. Please ensure the solicitation, its attachments and any forthcoming amendment(s) and additional attachments to the amendments are reviewed in their entirety.

k. Alternative Payment Protection required if awarded the contract; either in the form of a payment bond or Irrevocable Letter of Credit, in an amount equal to 100% of the contract price.

l. There is a minority participation goal of 4.5%, and a female participation goal of 6.9% for this contract. See Clause 52.222-23 in Section K of the Clauses and Provisions. Note: The minority participation goal of 4.57% which is stated in clause 52.222-23 of the solicitation is a typo. It has been corrected to 4.5%.

m. Referred participants to the Evaluation Criteria, Section M. Emphasized the importance of submitting the information and documents for the Government’s evaluation of the contractor’s proposal. Again, see Attachment 6 for Instructions for Submission of Proposal. Failure to follow the instructions contained therein, and not completing the documents and submitting them with proposal, could result in contractor’s proposal not being considered.

n. All prospective contractors are responsible for retrieving and acknowledging all solicitation amendments and additional attachments from the fedbizops or fedconnect e-commerce site and submitting their acknowledgment of the amendments with their proposal.

o. All questions concerning this solicitation are to be addressed to the Contracting Officer, Kathryn Logsdon, Phone: (217) 391-3225, E-mail: kathryn_logsdon@nps.gov.

p. Closing date of solicitation: Proposals must be received by the Contracting Officer no later than 2:00 p.m. central time on Friday, June 19, 2015. Proposals are to be submitted by e-mail. Do not submit offers via the FedConnect e-commerce site due to technical issues that I sometimes experience with not receiving all of the documents uploaded by the contractor into fedconnect. Also, faxed proposals will not be considered.

q. Upon conclusion of the administrative brief, questions from attendees were taken, followed by a walk-thru of the Beedle House basement and well field lot, followed by additional questions.

4. QUESTIONS & RESPONSES, AND ADDITIONAL INFORMATION: The following are the questions asked and issues raised by potential offerors as of the date of this amendment, along with the Government’s responses. The cutoff date for questions is Thursday, June 11th at 4:30 p.m. central time. Additional questions received by that date and time will be answered via solicitation amendment. The Government has also provided additional information relevant to the solicitation/contract and work to be performed.

(Q = Question R = Government’s Response AI – Additional Information )

Q-1 One of the attendees seemed to recollect he read something about a 7-ton unit being required, not a 5-ton unit. He requested clarification.

R-1 The contract specifies a 5-ton unit.

Q-2 What happens to the old unit being removed?

R-2 The Park has revisited this question since the site visit and a response will be provided via a follow-on amendment once the Park has made a decision.

Q-3 Will parking be provided?

R-3 When Contractor is on site, Contractor will be provided with two (2) parking spaces in the Bus

Parking Lot which is located to the south of Grace Lutheran Church, west of the Beedle House lot, and north of the Visitors Center. See Attachment 2.

Q-4 Does the drilling rig and support trailers also need to be removed from the site each day?

R-4 The drilling rig and any trailers/equipment which support the operation of the rig need not be removed each day; they may remain in the lot where drilling is being performed. However, the rig and support trailers/equipment must be safely secured when not in use to prevent theft and unauthorized use. The Government shall not be liable for any damage, loss, or theft to properties of the Contractor or its subcontractors in the performance of this contract.

The drilling rig and its support equipment must be removed from the site within one day of completion of drilling operations.

Q-5 In Section 01310 of the Project Manual, paragraph 1.1 B.4. it states the we should utilize

October 1, 2014 as the date the Contractor receives the Notice to Proceed when preparing the Proposed Construction Progress Schedule. This is obviously an error. What date should that be?

R-5 Use the date of July 15, 2015 as the Notice to Proceed date. This is the target date and may vary by a few days.

Q-6 Where are the wells for the Beedle House to be located? Where were the wells placed for the

Lyon House?

R-6 Bob will get with the Park’s Curator to acquire a map designating the area where the well field for the Beedle House geothermal should be located. Since the site visit occurred, a Site Imagery Map has been acquired and is added as Attachment 8 and included with this Amendment.

- Beedle House: The map annotates the parameters of where the well field for the Beedle

House should be located. The Park will mark the boundaries with flags, paint, or some other recognizable markings.

- Lyon House: The well field for the Lyon House is located in the area to the immediate west of where the Beedle House well field is to be located.

AI-1 The point of contact at Alpha Controls and Services is:

Pat Capranica, Sales Engineer 2865 Via Verde Drive Springfield, IL 62703 Cell: (217) 299-1592 E-Fax: (309) 417-0385 E-mail: patc@alphaacs.com

AI-2 The scaffolding that is currently erected at the Beedle House will more than likely still be up during the performance of this contract. If the scaffolding impedes the Contractor’s ability to access the Beedle House, the Park may remove a portion(s) of the scaffolding to accommodate the Contractor.

AI-3 The Beedle House and grounds where boring/trenching will occur are historic sites and extreme care should be taken to only disturb the areas that have already been examined by the archeologist. Map has been added as Attachment 8 of the solicitation.

AI-4 Contractor is not to remove any of the fencing which surrounds the area where the well field is be placed. The Park will be responsible for the removal of the fence sections needed for Contractor to access the Beedle House Well Field. The Park will also be responsible for reinstallation of the fence sections upon completion of drilling operations.

AI-5 System for Award Management (SAM) and Online Representations and Certifications: All offerors are to have a Dun & Bradstreet number, be registered and active in the System for Award Management (SAM), have a NAICS Code of 238220 listed in their SAM profile, and have completed their Online Representations and Certifications in order to be awarded a contract;

therefore, if you have not yet completed these requirements, it is strongly advised that you do so at this time. Failure on the part of the successful offeror to have these requirements fulfilled by the time the Contracting Officer makes award may result in award of the contract being made to the next otherwise successful offeror. Access to the System for Award Management (SAM) website can be made at https://www.sam.govContractors.

https://www.sam.govcontractors/

A1-6 Ensure Contractor is registered as an EDWOSB and is incompliance with the Program’s requirements. https://www.sba.gov/content/women-owned-small-business-program

AI-7 Contractors can contact Bob Trenter (217) 391-3242 to walk through the site to take measurements, photos, and to further examine the site where work will be performed. Any questions however, must be e-mailed to the Contracting Officer at kathryn_logsdon@nps.gov.

5. In addition to the solicitation documents previously issued and posted, the information provided in this Amendment 0001, including any attachments, should be considered in the preparation of Contractor’s proposal. Should any of the information in Amendment 0001 and its attachments, contradict, change, add, or delete any work or specification described in the original solicitation, the information contained in Amendment 0001 and its attachments is deemed to take precedence and will supersede that specific information found to be contrary to, or lacking from the original solicitation, except when a subsequent amendment has been issued for clarification or correction.

Other exceptions include apparent clerical errors, and minor informalities or irregularities that are merely a matter of form and not of substance.

6. Should there be any information found in this Attachment to be inaccurate, or information or questions erroneously omitted, please report the inaccuracies and omissions to the Contracting Officer as soon as possible and prior to 2:00 p.m. central time on Friday, June 12, 2015. Additional questions will be entertained prior to that time.

Prepared by:

Kathryn M. Logsdon, Contracting Officer MWR Missouri MABO 413 S. 8th Street Springfield, IL 62701 Phone: (217) 391-3225 E-mail: kathryn_logsdon@nps.gov

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mailto:kathryn_logsdon@nps.gov