Pre-Proposal_Conference_Notes._13_July_2016.pdf

Pre-Proposal Conference: Repointing of the Memorial Column at Perry’s Victory & International Peace Memorial

P16PS00702

July 13, 2016

Meeting Notes

Ms. Barbara Fearon, General Superintendent, NPS, Perry’s Victory & International Peace Memorial

Mr. Rick Rampi, Project Manager, NPS, Denver Service Center

Ms. Monica Divelbess, Contract Specialist, NPS, Denver Service Center

Mr. Rodney Karr, Acting Facility Manager, NPS, Perry’s Victory & International Peace Memorial

Mr. Rampi: introduction and Monument history and repair history

• Past repairs, contract reviews, what to expect when working, what to look for when working

• NPS no longer awards contracts based on lowest bid, but based on technical quality and price

Ms. Fearon: Remember NPS heritage resources, visitors, and safety will influence work environment

Mr. Karr: Review of island, U.S. Canada border, Battle of Lake Erie, Memorial

• Importance of this project

• Limit questions made to park staff, they cannot answer project related questions

Ms. Divelbess: (See slides), Solicitation is best value

• Closing Date may change based on questions

• “best value” award based on technical quality and price

• Discussions may be opened

• Submit a minimum of 3 and no more than 8 relevant projects

• Section K contractors need to submit using SAM System o What is SAM, there is time to register with the system before the bid o Proposed equals=name brands, need to let NPS know substitute brands

• Questions due July 20th, will be released in amendment o NPS will extend deadline if needed based on questions

• Seasonal climate will affect work, for example do paperwork in winter, contractors must exercise time management

• NPS will only accept electronic submissions, submission NEED TO BE ON TIME, allow time for technical difficulties that might occur during file uploading

• File size limit 25mb, multiple submissions allowed

• Contractor will receive a neutral rating if no past performance is submitted

Mr. Rampi: Contractors need to relate experience and past performance to this project

• Please provide contact information for material suppliers from past performances

• NPS likes to partner with contractors, here to work together

• Contactors face seasonal challenge, complete project in one season!

Question: Monument access, will the column be closed?

• Yes, but NPS staff can enter, contractors need to keep public out, and provide safety

Mr. Karr: For security and safety, NPS will coordinate with the responsible party

Ms. Fearon: Park will be open, but Monument structure will be closed

• Expect hundreds of visitors on park grounds daily

• Monument is very important to island businesses/community

• NPS maintenance will need access during project

Question: will construction inspection officer be present during project?

• Yes, quality control, joints need to hold in order to hold the mortar

Mr. Rampi: Any problems receiving specs? No

• Presentation, history of project

• Column’s physical specs

• Plaza, upper plaza load restrictions, concrete in bad condition

• Column has numbered blocks and joints

• Past joint repair: original mortar was used o Then silicon was used which traps water (1982)

• Height challenge, unable to easily maintain or inspect column

• 2011 Phase 1 project was swing stage access

• 2014-2015 studies/investigation: best material for repair o 3 mockups areas and others to test, included winter test on how temperature change affected materials o Original mortar and mixture before project had the best results

• Quality control: A/E experienced with high rise structures and mortar will supervise project

• Contractors will conduct an on-site test mockup and meet those expectations throughout the project

• Contractors need to be aware of joint shrinkage and of the cracks/micro-cracks in 2014-15 mockups

• Contractors need to transport mortar and be aware of time need to do so

• Attention to detail, if contractor only has brick experience the bid will not receive as high as a rating

• Preferred if QC inspectors and supervisors are contractor’s employees

• Swing stage safety: plan needed

• NPS and mason will work together

• QC: an A/E hire will be a conflict of interest because A/E is already working with NPS, use independent, a testing agency that works with mortar will score high

• No issue with bonding: mortar is best material

• Limit on grinding (historical structure), contractor will need to remove silicon

Question: use/inspection of elevator, certificate name?

• Mr. Rampi: contract specifies that elevator is used for personnel not materials, supplies need to be hoisted to upper plaza

• Ms. Fearon: Historic original elevator car, need to protect elevator car

• Mr. Karr: training on elevator operation will be provided, information for service contact will be provided

Mr. Rampi: cleaning system, if training needed it can be done in-house

• Water and power access available

• Restroom access, contractor will clean restrooms or provide portable restrooms

• Basement can be used for project office

• Island has ash plant for sand

• Lodging booked in summer, high rates to stay on island, save on ferry fees

• Mainland cheaper rates

• Rent houses

• hard to find hotel with per diem

Ms. Fearon: extended ferry schedule in summer vs winter’s limited schedule, hard to transport vehicles in summer

Meeting end – participants then toured project site with NPS