B11_Site_Visit_Minutes.pdf

National Park Service

Missouri Major Acquisition Buying Office

PRE-PROPOSAL MEETING/SITE VISIT MINUTES

BUFF Replace Roofs

06/15/2017, 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. Introduction of Government Personnel. The Contracting Officer introduced

Government personnel and requested that Contractor Representatives introduce themselves.

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

b. Contracting Officer’s Representative: Jared James, not in attendance.

c. Government Representative: Jesse Morris, present at the site walk.

2. Administrative Matters

a. A Sign-in Sheet was passed around the room and is included as Attachment 7 in the solicitation.

b. Photos/measurements were permitted and encouraged.

c. Cell phones were not permitted. Must be off, silenced, or in vibrate modes.

d. Attendees were not permitted to record the meeting/site visit.

e. Questions were permitted during the teleconference portion of the site visit.

Offerors were directed to submit questions in writing via email, especially technical questions to: terri_dyke@nps.gov. DO NOT CONTACT the Contracting

Officer’s Representative or other Government Representatives. All questions shall be routed through the MABO/Contracting Office. 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.

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

3. Solicitation/Contract Information

a. P17PS01077– OZAR Asphalt Overlay

b. Project Magnitude: Per FAR 36.204, the estimated price range of this project is

(select one)

i. Between $100,000 and $250,000.

REF: FAR 36.204(D) DISCLOSURE OF THE MAGNITUDE OF

CONSTRUCTION PROJECTS

c. Women-Owned Small Business Set-Aside

i. 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).

ii. NAICS: 238160- Roofing Contractors

iii. Size Standard: $15M

d. Overview of Specifications

i. Summary of Work

1. Steel Creek: The project is located in the Upper District of Buffalo

National River, specifically at the Steel Creek Campground, approximately 29 miles from Harrison, AR off of Hwy. 74. The contact station and housing units are operated by NPS and are open 7 days a week year around. The facilities are all registered historic properties and all materials used must be compliant with the historic landscape.

Repair/replace approximately 13,400 square feet of existing 3 tab asphalt shingles, 6,000 square feet of aluminum roofing, nails drip edges, roof jacks, and miscellaneous flashing.

2. Historic CC Facilities: The project is located in the Lower District of

Buffalo National River, specifically The Historic CCC Facilities near the Buffalo Point Campground. The facilities are located approximately 45 miles SE of Harrison, AR on Hwy 268 E. The facilities are concession operated rental units that are operated 7 days a week year around. The facilities are registered historic properties and all materials used must be compliant with the historic landscape.

Remove/replace 21,000 square feet of existing 3 tab asphalt shingles, nails drip edges, roof jacks, and miscellaneous flashing.

ii. No gray/recycled material permitted. All materials used in execution of this contract must be new.

iii. Review Green Procurement Requirements

1. The successful contractor will be expected to use green materials to the fullest extent possible. Green products for possible use are identified in the specifications. It is the contractor’s responsibility to verity that materials used in the contract meet material requirements as specified.

2. Contractor shall 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.

3. The following products may be green/environmentally preferable:

a. Roof Coating and Other Products, plastic, BioPreferred (20% biobased content)

b. Adhesive and Mastic Removers, BioPreferred (58% biobased content)

c. Industrial Cleaners, BioPreferred (41% biobased content)

d. Multipurpose Cleaners, BioPreferred (56% biobased content)Review of Contractor Reporting Requirements

4. Safety Data Sheets (SDS) for any/all chemicals used shall be submitted to the Government at contract close-out,

5. Contractor shall report bio-based product usage to sam.gov, copying

Contracting Officer.

6. Contractor shall submit weigh tickets for items disposed at approved disposal/recycling facilities

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

ii. The Government has not specified that any work that must be completed after the close of the park’s official duty day.

iii. The CCC Cabins are an operating vacation rental. The park will develop a schedule according to bookings to determine building order for repairs prior to pre-construction meeting.

iv. Staging area is restricted to parking area.

v. There are no parking restrictions except for the physical limitations at the job site. Offerors are encouraged to field verify parking conditions.

vi. Environmental Impact/Resource Protection: Make effort to preserve

Government property and vegetation. Damages to property, equipment, or land shall be repaired or replaced to match existing.

vii. Impact on Visitors/Park Employees: Use barricades when necessary.

Maintain access to existing walkways, corridors, and other adjacent occupied or used facilities. Do not close or obstruct walkways, corridors, or other occupied or used facilities without written permission from the

CO.

viii. Maintain existing building in a weather tight condition throughout construction period. Repair damage caused by construction operations.

Protect building and its occupants during construction period.

f. Desired Contract Period/Liquidated Damages

i. Number of Calendar Days to complete work after Notice to Proceed.

Desired period of performance is 45 calendar days; this is negotiable.

ii. Onsite construction dates are not restricted other than the CCC cabins, were rentals/visitors must be accommodated during construction.

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. NAC/LAC Check may be required of all proposed employees at all tiers.

ii. LE Action if outstanding warrants, etc. It is the prime contractor’s responsibility to verify that employees at all tiers are eligible to work on federal property.

i. Bonds/Insurance

i. Prior to commencing on-site construction work, the contractor will be required to furnish (1) a payment bond in the amount of 100% of the contract price and (2) insurance in the amounts stipulated in the solicitation. No performance bond is required under this contract. 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.

REF: FAR 52.228-5 INSURANCE—WORK ON A GOVERNMENT

INSTALLATION

REF: FAR 52.228-12 PROSPECTIVE SUBCONTRACTOR REQUESTS FOR

BONDS.

REF: FAR 52.228-14 IRREVOCABLE LETTER OF CREDIT

REF: DIAR 1452.228-70 LIABILITY INSURANCE.

j. Subcontracting

i. 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.

ii. 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.

iii. 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.

iv. 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 52.219-9 SMALL BUSINESS SUBCONTRACTING PLAN.

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

SUBCONTRACTING WITH CONTRACTORS DEBARRED,

SUSPENDED, OR PROPOSED FOR DEBARMENT

REF: FAR 52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL

BUSINESS SUBCONTRACTORS

k. Construction Wage Rate Applicability

i. The prevailing wage determinations are: AR219, effective 01/06/2017 and

AR221, effective 01/06/2017.

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

REF: 52.222-6 Construction Wage Rate Requirements

REF: 52.222-8 Payrolls and Basic Records

4. Proposal Submission and Contents

a. Solicitation under FAR parts 13 and 36. Award will be made to the lowest-priced, technically acceptable offeror. Please see pages 17-20 of the solicitation for instructions and evaluation criteria.

b. Current Due Date/Time as of the site visit: 22 June 2017, 8:00 am CT. Submit proposals via email to the Contracting Officer.

c. Amendment 02 will be issued to post SF30, correct typos, add brand name provision, and provide minutes/sign in sheet from site visit.

d. Part I – Technical Proposal

i. Subfactor 1: Technical data/cut sheets of proposed asphalt shingles. The requirement is met when the offer proposes a product that meets the following minimum specifications:

1. UL Listed for Class A Fire Resistance: UL 790/ASTM E 108, Class A

2. UL Classified for Wind Resistance: ASTM D 7158, Class H and ASTM

D 3161, Class F

3. Minimum 30 year limited warranty

4. Color is similar to TAMKO Weathered Wood color in daylight

ii. Subfactor 2: Technical data/cut sheets of proposed aluminum sheet roofing materials.

The requirement is met when the offer proposes a product that meets the following minimum specifications:

1. UL2218 UL Approval, Impact Resistance, Class 4

2. UL580 UL Approval, Uplift Resistance, Class 90

3. UL790 UL Approval, Fire Resistance, Class A

4. Minimum 40 year paint adhesion Warranty

5. Color is gray.

iii. Subfactor 3: CSI/Construction Specifications for proposed asphalt shingles, aluminum sheet roofing materials, and roof and deck insulation

The requirement is met when specifications are submitted and edited for proposed products.

iv. Subfactor 4: Technical Approach Narrative

The requirement is met when the offer includes narrative detailing an effective approach to include:

1. A management approach that demonstrates industry best practices to accomplish the requirements identified in the solicitation to include: risk management, safety, quality control, and resolution of potential issues and challenges.

2. A construction approach that provides evidence of a thorough understanding of the construction effort required; adequately addresses protection of the historic structure and its surrounding materials and structures during operation; and adequately addresses protection of visitors, contractor employees, and park personnel as detailed in the solicitation and its attachments.

e. Part II – PRICE PROPOSAL

i. Subfactor 1: SF1442/SF30s. Complete fill-ins in the solicitation. 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

ii. 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 238160, 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 tab 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.

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

REF: INSTRUCTIONS TO OFFERORS

5. Offerors were dismissed to conduct the Site Walk/Field Verification.

https://www.sam.gov/