Amendment_0002_Pre-proposal_mtg_notes.pdf

PRE-PROPOSAL SITE VISIT MEETING NOTES

for

Hurricane Sandy Repair Park Telecommunications Damaged By Hurricane Sandy Solicitation No. GATE 201049B

(notes prepared 8/06/15)

Gateway National Recreation Area, Sandy Hook Unit

The Pre-Proposal Site Visit Meeting for the above referenced project was held on Tuesday July 28, 2015, starting at 1:30 P.M., at the Chapel at Sandy Hook. Those in attendance were asked to place their names & contact information on the sign-in sheets (attached).

National Park Service Project Specialist Ken Fischer, from the Denver Service Center, welcomed attendees. Other NPS personnel in attendance were introduced including DSC Contracting Officer(CO), John Chaney; Hurricane Sandy Recovery Construction Control Representative, Michael Crooks; Northeast Region Telecommunications Manager, Joe Daidone; and Sandy Hook’s Facility Manager, William Bickerstaff. Mr. Fischer described the plan for the pre-proposal meeting. He and John Chaney (CO) would conduct a project briefing at the start of the meeting and then answer questions. Michael Crooks also provided a detailed discussion of the site as it pertained to the project and the concerns of protection the habitats of the Piping Plovers and the Osprey. Afterward, attendees were invited to tour Beach Center D with NPS staff and would be able to tour the site included in the RFP package on their own.

Mr. Chaney reminded attendees of the following disclaimer:

DISCLAIMER: “Any remarks and/or explanations given at today’s pre-proposal site meeting by government personnel will not qualify the terms of the solicitation unless formally changed by subsequent amendment.”

Mr. Fischer provided a project briefing, noting that the majority of the work is re-establishing outside plant telecommunication connectivity capabilities. The work also includes, but is not limited to, the following components: the outside plant telecommunication services include providing exterior conduit and ductbank infrastructure, OSP fiber optic cabling, manholes, handholes, new and existing ductbacks and configurations, building terminations inside existing buildings, and ground surface and roadway repairs. It was noted that telecom wiring inside the buildings is not included in the scope of work. Mr. Fischer advised the contractors that a portion of the work includes design that shall include the final recommendations for the installation of new direct buried ductbacks; installation of new handholes; penetration of existing buildings (coordinated with NPS’s staff), existing manholes, existing handholes, and new handholes; installation of new fiber optic cables; and all supporting work required to create a complete design.

Construction Documents (CDs) will need to be submitted to NPS for review and acceptance. It was also noted that the aerial and line drawings duplicated themselves for the purpose of clarity.

Mr. Fischer described the need for caution for various reasons discussed below:

• There needs to be an “Unexploded Ordnance Survey” and Monitoring at Sandy Hook Unit.

• It was noted that due to radioactive waste and other materials present at Great Kills Park, the successful contractor and subcontractors shall be required to attend a safety and awareness briefing by the designated NPS staff.

• Due to bird habitat, work dates are limited at Parking Lot D at Sandy Hook and also near Buildings 3 and Building 10.

• Cultural resource protection is also an important aspect of the project, to be covered at all stages of construction.

The contractors were made aware that work shall be performed during the weekday hours of 7:00 a.m. to 5:00 p.m. Any deviations must be approved by the Contracting Officer.

The estimated contract amount (including bid options) is estimated to be between $2 and $3 million dollars.

Some coordination with park staff will be necessary in order to complete all of the work by the stated deadlines.

Mr. Fischer suggested that offerors carefully review the project requirements. He noted that all documents makes up the complete scope of work; all work items shown in these documents shall be the contractor’s responsibility. A solicitation amendment would be issued soon after the close of the question period. It will include the Pre-Proposal Meeting Notes, the list of attendees, and responses to questions.

Mr. Chaney presented the approximate schedule for the solicitation:

Pre-proposal Meeting 7/28/2015 Questions due (to John Chaney) 7/31/2015 (11:00am MDT) Proposals due 8/14/2015 (11:00am MDT) (revised date)

Expected Contract Award Approx. September 9,2015

Contract Duration 530 Calendar Days

Mr. Chaney noted construction must be complete by the end of the 530-day performance period. Mr. Chaney noted that Liquidated Damages will apply to both milestone dates in the amount of $1,482/day.

Prior to the start of construction, an on-site preconstruction meeting will be held. During construction, weekly progress meetings will be conducted via teleconference.

Mr. Chaney asked that all questions be submitted in writing to the Contracting Specialist, Robin Fochs, via email (robin_fochs@nps.gov) by 11:00 a.m., MDT July 31, 2015. Questions should reference the specification section and/or the plan sheet relating to the question. If questions came in later, they would be evaluated on a case by case basis and may be answered depending on the level of importance. Answers to questions will be put in an amendment without identifying who submitted the question. All were told that the meeting notes and attendees list from this meeting would be posted electronically at fedbizopps.gov in an amendment.

Mr. Chaney noted that offerors must be certified as small business. It was noted that this is a Design-Bid-Build contract. Proposals will be evaluated for “best value” - a trade-off of technical qualifications and price. Bid Options may be awarded with the base bid and/or up to 60 days following the initial contract award. The proposal evaluation will be based on base bid including options. Davis- Bacon wages do apply.

Mr. Fischer commented on the importance of noting the percentage of telecommunication installation to be completed using trenchless technology versus open trenching due to the impacts on the ground, trees, shrubs, and other vegetation.

Mr. Crooks discussed the details and layout of the outside plant telecommunication connectivity and areas needing attention during construction (e.g. bird habitat, unexploded ordnances.

It was also noted that the Park’s multiuse path shall not be disturbed.

At the close of the informational portion of the meeting, the attendees were encouraged to meet at Beach Center D and individually tour the remainder of site to become familiar with the project. At Beach Center D, Mr. Crooks pointed out the location of handholes and proposed building penetrations.