S11_40307025_Attach_10_Pre-proposal_Site_Visit_Minutes.docx

P16PS02265 Attachment 10 – Pre-proposal Site Visit Minutes 8

National Park Service Missouri Major Acquisition Buying Office

PRE-PROPOSAL MEETING/SITE VISIT MINUTES

OZAR Asphalt Overlay 11/02/2016, 9:00 am CT

NOTICE: Any remarks or explanations provided by a Government representative during this conference do not change the terms and conditions of the Request for Proposal (RFP). In the event that there is a conflict between the RFP terms and conditions and the information that is disseminated during today’s conference, the RFP terms and conditions shall control. The formal RFP is the only document that should be relied upon in determining the Government’s requirements. Any change to the solicitation will be issued by amendment (SF30).

1. The teleconference portion of the site visit was held from 9:10 am – 9:40 am CT. The attendees at the site visit are annotated in Attachment 11 – Site Visit Sign-in Sheet.

a. Major Acquisition Buying Office (MABO)/Contracting Officer (CO): Terri Dyke, terri_dyke@nps.gov, 314-655-1661

b. Contracting Officer’s Representative (COR) (Primary): Rick Halbert

c. Contracting Officer’s Representative (Alternate): Kevin Young

2. Administrative Matters were reviewed by Terri Dyke.

a. A sign-in sheet was provided to all attendees for completion.

b. The CO notified attendees that photos/measurements were permitted; however, cell phones were not permitted. Attendees were directed to place cell phones in off, silenced, or in vibrate modes.

c. Attendees were not permitted to record the meeting.

d. Some questions were taken during the site visit, and offerors were directed to submit questions in writing via email to the CO at terri_dyke@nps.gov. All questions must be routed through the MABO/Contracting Office to ensure completeness and accuracy. All Contractor questions, when answered, will be posted to the website at fbo.gov under a Solicitation Amendment. If a question arises that will result in a change to the plans or specifications, an official amendment will be issued on the web.

e. Minutes from today’s pre-proposal conference/site walk and the sign-in sheet will be posted as an amendment to the solicitation.

3. The CO reviewed the Solicitation/Contract Information.

a. The solicitation number is P16PS02265. Offerors were directed to use this number when searching fbo.gov for the latest information, amendments, and/or changes to the solicitation.

b. The Project Magnitude, as disclosed IAW FAR 36.204, is between $250,000 and $500,000.

c. This requirement is set aside for Women-Owned Small Businesses under NAICS 237310, which has a size standard of $36.5M. Prime contractor (WOSB) concern will perform at least 25 percent of the cost of the contract with its own employees (not including the cost of materials).

d. The CO and COR reviewed an overview of the specifications

i. Summary of Work

1. 1 ½” overlay of select paved roads and parking areas in the Round Spring area of the park.

2. The Government will mark the area of work prior to onsite work beginning.

3. Attachment 7 identifies the areas, in color, that will be improved upon under this contract as well as the Government’s preferred order of work.

4. Striping plan not included right now in the specifications, but the specifications will be clarified to identify a striping plan as a post award submittal. Contractor is to strip and mark to match existing.

5. The Government has a hard window for onsite construction. The window is Mar – 14 May 2017.

6. Contractor will have to maintain public and Government access to campgrounds and the river during the course of the contract.

7. A Traffic Control Plan will be required as a post-award submittal.

8. Contractor should submit requests to work outside stipulated work hours/days as soon as possible, even identifying these times in their proposed schedule, as part of their proposal.

ii. Specifications are slightly modified Missouri Standard Specifications for Highway Construction (MoDOT). Contact the contracting officer if discrepancies or questions arise so the Government may address them via amendment to the solicitation.

iii. No gray/recycled material permitted under this contract.

iv. Contractors are encouraged to use green/environmentally preferable products to the fullest extent possible. Use to the fullest extent possible. Recycle and salvage as much nonhazardous demolition and construction waste as possible. Divert cardboard, paper, packaging, newsprint, non-hazardous paint/paint cans, beverage containers, and other mixed construction and demolition waste as appropriate.

v. The Government has identified the following products as having green/environmentally preferable offerings; however, the contractor will still be required to meet product requirements as outlined in the specifications, regardless of the listing below.

a. Cement and Concrete

b. Concrete and Asphalt Cleaners

c. Erosion Control Materials

d. Low volatile organic compound (VOC), low odor paint products

e. Sealants – low VOC, low odor

vi. The contractor will be required to submit the following reports for this contract:

1. Submit to the CO/COR Material Safety Data Sheets (MSDS) for any/all chemicals used at contract close-out.

2. Report bio-based product usage to sam.gov, copying Contracting Officer.

REF: ATTACHMENT 1 – SPECIFICATIONS – DIVISION 2

FAR 52.223-2 AFFIRMATIVE PROCUREMENT OF BIOBASED PRODUCTS

UNDER SERVICE AND CONSTRUCTION CONTRACTS

FAR 52.223-5 POLLUTION PREVENTION AND RIGHT-TO-KNOW

INFORMATION

FAR 52.223-17 AFFIRMATIVE PROCUREMENT OF EPA-DESIGNATED ITEMS

IN SERVICE AND CONSTRUCTION CONTRACTS

e. Work Restrictions/Contractor Use of Premises

i. Government designated Contractor Hours of Work are 7:30 a.m. and 4:15 p.m. Central Time, excluding Saturdays, Sundays, and federal holidays.

ii. The Government is not requiring that any work be completed outside of these designated hours.

iii. At this time, no more than five (5) contractor vehicles are permitted to be parked on park grounds.

iv. Contractor shall make effort to preserve Government property and vegetation. Damages to property, equipment, or land shall be repaired or replaced to match existing at no additional cost to the Government.

v. Contractor shall use barricades when necessary to protect visitors, Government personnel, and its employees. A traffic control plan is a required post award submittal.

f. Desired Contract Period/Liquidated Damages

i. The solicitation stipulated 107 calendar days to complete work after the notice to proceed; however this is negotiable. The only non-negotiable requirement is the on-site period of construction restricted to 1 March 2017 – 14 May 2017. Period of performance can be longer than 107 calendar days because it includes time to procure materials, approve post-award submittals, and mobilization.

REF: ATTACHMENT 1 - SPECIFICATIONS

FAR 52.211-10 COMMENCEMENT, PROSECUTION AND COMPLETION

OF WORK

g. Notice to Proceed

i. An Interim Notice to Proceed may be issued at the time of award permitting the Contractor to: (1) apply for and obtain security clearances, (2) submit required insurance and bonds, (3) prepare and submit project schedules, shop drawings and material submittals, (4) order materials and equipment, and (5) perform any other off-site work as necessary. Please reference the Specifications for more information regarding submittal times for various documents.

ii. A Full Notice to Proceed will be issued upon verification that the Contractor has submitted all documents required prior to the pre-construction conference, receipt of acceptable insurance and bond coverage, and after Government approval of applicable submittals.

REF: ATTACHMENT 1 - SPECIFICATIONS

FAR 52.211-10 COMMENCEMENT, PROSECUTION AND COMPLETION OF

WORK

h. Security Requirements

i. Although not required by the park, a NAC/LAC Check may be required of all proposed employees at all tiers. NPS law enforcement may take action if an employee is found to have outstanding warrants. Prime contractors are encouraged to vet employees of all tiers.

ii. IAW FAR 52.222-54, the prime contractor is required to use E-verify to verify employment eligibility of employees at all tiers.

REF: 52.222-54 Employment Eligibility Verification

i. Bonds/Insurance

i. Prior to commencing on-site construction work, the contractor will be required to furnish (1) a performance bond in the amount of 100% of the original contract price, (2) a payment bond in the amount of 100% of the contract price, and (3) insurance in the amounts stipulated in the solicitation. Submit original bonds to PO listed in the solicitation. The certificate of insurance shall identify the contract number, the name and address of the Contracting Officer, as well as the insured, the policy number and a brief description of contract services to be performed.

ii. The contractor is also required to submit a bid/proposal guarantee with their proposal. Submit original guarantee to PO Box address in solicitation.

REF: FAR 52.228-1 PROPOSAL GUARANTEE.

FAR 52.228-5 INSURANCE—WORK ON A GOVERNMENT

INSTALLATION

FAR 52.228-15 PERFORMANCE AND PAYMENT BONDS—

CONSTRUCTION

DIAR 1452.228-70 LIABILITY INSURANCE.

j. Subcontracting

i. Because this is a small business set-aside, no subcontracting plan is required.

ii. It is the policy of the United States that small business concerns, veteran-owned small business concerns, service-disabled veteran-owned small business concerns, HUBZone small business concerns, small disadvantaged business concerns, and women-owned small business concerns shall have the maximum practicable opportunity to participate in performing contracts awarded by any Federal agency, including contracts and subcontracts. It is further the policy of the United States that its prime contractors establish procedures to ensure the timely payment of amounts due pursuant to the terms of their subcontracts.

iii. The Contractor hereby agrees to carry out this policy in the awarding of subcontracts to the fullest extent consistent with efficient contract performance. The Contractor further agrees to cooperate in any studies or surveys as may be conducted by the United States Small Business Administration or the awarding agency of the United States as may be necessary to determine the extent of the Contractor’s compliance with this clause.

iv. The Contractor shall not enter into any subcontract in excess of $30,000 with a Contractor that is debarred, suspended, or proposed for debarment unless there is a compelling reason to do so. The Contractor shall notify the Contracting Officer, in writing, before entering into a subcontract with a party that is debarred, suspended, or proposed for debarment. The CO will conduct a debarment and suspension check on all subcontractors/supplies submitted on an SF1413 post-award.

v. The Contractor shall be responsible to the Government for acts and omissions of his own employees and of subcontractors and their employees. He shall also be responsible for the coordination of the work of the trades, subcontractors and suppliers. The Government will not undertake to settle any differences between or among the Contractor, subcontractors, or suppliers.

REF: FAR 52.219-8 UTILIZATION OF SMALL BUSINESS CONCERNS

REF: FAR 52.219-9 SMALL BUSINESS SUBCONTRACTING PLAN.

REF: FAR 52.209-6 PROTECTING THE GOVERNMENT’S INTEREST WHEN

REF: FAR 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

k. Construction Wage Rate Applicability

i. The prevailing wage determination is: WD MO160001, effective 09/30/2016.

ii. Submission of certified payrolls is required on a weekly basis.

iii. The RFP will be amended immediately prior to closing if the wage determination is updated.

REF: 52.222-6 Construction Wage Rate Requirements REF: 52.222-8 Payrolls and Basic Records

l. Proposal Submission and Contents

i. Part I – Technical Proposal

1. Subfactor 1: Plan for Execution. Each plan shall not exceed ten (10) pages in length. Pages shall be numbered and shall have a header or footer that contains, at minimum, offeror’s name and the solicitation number applicable to this RFP. Written plan includes, at minimum, a narrative detailing their technical and management approach/capabilities demonstrating the construction approach, risk management, logistical requirements, mobilization plan, environmental compliance, safety, quality control, resolution of potential issues and challenges, preparation and cleaning of work surface, how paving will be executed, capabilities of party executing paving, how offeror will ensure new wheel stops match existing, proposed methods to ensure safety of park employees and park visitors, and proposed schedule, with definitive dates, in Gantt (bar) chart format reflecting the non-negotiable on-site period of performance of 1 Mar 2017 – 14 May 2017 and the Government preferred order of execution (Attachment 7).

2. Subfactor 2: Attachment 5, Past Performance Questionnaire. Submit one (1) completed Past Performance Questionnaire (PPQ) (Attachment 5) per reference. Use the Government-provided form; do not alter the form. Pages shall be numbered and shall have a header that contains, at minimum, offeror’s name, DUNS number, and solicitation number. Offerors may provide up to five (5) PPQs (inclusive of prime and subcontractor(s)). If offeror intends or proposes to use an entity other than offeror to fulfill a requirement or a portion thereof (i.e. a sub-contractor, joint-venture, or other teaming partner), provide ALL the requested information for that entity as well in Part 1.B of the PPQ. The Past Performance Questionnaire shall be provided in MS Word or Adobe PDF Format. NOTE: Past Performance submission pages will not be counted as part of the contractor's proposal pages. If the owner/client provides duplicate copies, the pages will not be counted again nor will they be reevaluated.

3. Subfactor 3: Consent. For each Past Performance Questionnaire submission using another entity’s past performance, teaming partner, and/or joint venture partner, authorizing release of adverse past performance information to the offeror so the offeror can respond to such information. A sample consent letter is provided as Attachment 6 to the RFP.

4. Subfactor 4: Proposed products. Submit technical product information/cut sheets for proposed pavement products, yellow paint, white paint, glass beads, and manhole lift ring.

ii. Part II – PRICE PROPOSAL

1. Subfactor 1: SF1442/SF30s. Complete blocks 14, 15 16, 18, 19, 20a, 20b, and 20c of the SF1442. Fill in block 17 of the SF1442 with the proposed period of performance, estimated percentage and dollar value of work to be executed by the WOSB prime (excluding the cost of materiala), and the amount for the Lump Sum Price as submitted on Attachment 4 – Construction Cost Estimate Breakdown. Complete lump sum pricing for additional line items as issued on SF30s/Amendments, as applicable. In doing so, the offeror accedes to the contract terms and conditions as written in the solicitation, to include attachments. The solicitation constitutes the model contract. Offerors not completing this subfactor may be deemed ineligible for award

2. Subfactor 2: Representations and Certifications. Complete the necessary fill-ins and certifications in provisions. The provision FAR 52.204-8 shall be updated in SAM at https://www.sam.gov/ or manually in FAR 52.204-8 in the solicitation if it is not available in SAM. Offeror’s Representations and Certifications should reflect the offeror’s business size standard applicable to NAICS 237310, which is applicable to this solicitation. If the offeror wishes to propose use of foreign construction materials, submit information IAW FAR 52.225-10 (b) and FAR 52.225-9(c) Request for determination of inapplicability of the Buy American statute. This subfactor will not be evaluated, but must be completed in order to become eligible for award; register at www.sam.gov. All contractors that do not have previous Government experience or are not registered in www.sam.gov will need to do so as soon as possible. Failure to register in sam.gov may delay award or eliminate the proposal from consideration.

3. Subfactor 3: Attachment 4 – Construction Cost Estimate Breakdown and supporting documentation from both prime and subcontractor costs. Complete Attachment 4 – Construction Cost Estimate Breakdown or a similar form providing the same information. At minimum, fill in the costs per task as specified in the provided attachment, using Government-provided quantities only for the prepopulated tasks. If Government-provided quantities vary from contractor field verified quantities, notify the Contracting Officer immediately so that the discrepancy can be resolved prior to solicitation due date/time. Offerors are permitted to alter the Construction Cost Estimate Breakdown as needed (e.g. add additional rows, tasks). Disclaimer: The instructions for completing the Construction Cost Estimate Breakdown are based on minor modifications to pre-populated fields. Offerors are responsible for correctly completing the sheet and calculating costs, regardless of the extent of its modification for proposal development. No formulas are embedded in Attachment 4 – Construction Cost Estimate Breakdown.

4. Any solicitation amendments to the original solicitation document must be signed and returned by the date specified in the amendment document.

REF: FAR 52.236-28 PREPARATION OF PROPOSALS—CONSTRUCTION

ADDENDA TO 52.215-1

4. Questions:

a. Proposals will be emailed to the contracting officer; no hard copies are required. The bid/proposal guarantee will be mailed to the PO Box in Falls Church in original form.

b. Construction Cost Estimate: Use Government provided quantities only. Notify contracting officer if field-verified quantities

c. All prime subcontractor costs and supporting documentation must be submitted as part of the price proposal. Include supporting documentation to support proposed costs as necessary. Transparency in pricing for price analysis, if required to make an award, is the goal of the proposal.

d. Record drawings/as-builts will required as part of the close-out submittals. Specifications will be clarified to reflect this requirement.

e. Q1: Are we wanting a taper or mill where or when the road dead ends into a parking lot or runs into a concrete curb? A1: The Government would like to have it milled. Specifications will be revised to reflect this clarification.

f. Q2. Will the park mark the lines that will be cracked filled, 1,000 LF? A2. The Government will mark before work starts.

g. Q3. Since we have some road work paving dead heading into a parking lot, will the Government mark the start and stop of the road? A3. Yes, before work starts.

h. Q4: Just to clarify, old wheel stops will be pulled and new ones put back in that place? A4: Yes, specifications will be revised to reflect this clarification.

5. The teleconference concluded, and attendees were dismissed to conduct a Site Walk/Field Verification.

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