Prebid_meeting_tjs_20210816_0001.pdf

Huckleberry Campground Electrical Upgrades, Coeur d’Alene District August 16, 2021

Solicitation 140L2621Q0051, Pre-bid Tour Meeting Notes

T. Syverson Page 1 of 4

NOTES AND RECOMMENDATIONS

Attendees:

Name and Company Address Phone Number E-mail Address

Thane Syverson, District Engineer, BLM-DOI

3232 W. Nursery Rd, Coeur d’Alene, ID 83815

208-769-5013 tsyverson@blm.gov

Jake Bachtel, Outdoor Recreation Planner, BLM-DOI

3232 W. Nursery Rd, Coeur d’Alene, ID 83815

208-769-5041 jbachtel@blm.gov

Tim Grubham & Dean Short, Stillwater Electric, Inc.

333 Koshney Road, St. Maries, ID 83861

Tim: 208-582-1760 Dean: 208-582-1920 Desk: 208-245-3871

Dean_short@rocketmail or info@stillwater-e.com

The meeting started at 10:15 a.m. on site at the host site near the pumphouse of Huckleberry

Campground on the Coeur d’Alene District.

Thane Syverson, the Contracting Officer’s Representative, described the scope of the project and the following items:

1. SF 18

a. Item 11.a. Period of Performance: 10/04/2021 to 8/30/2022

2. Cover Page, Page 2

a. Contracting Officer: Pat Fort

b. Contracting Officer’s Representative (COR): Thane Syverson

c. Questions Due Date: Monday, 8/23/21 at 10:00 am MDT (9:00 am PDT)

d. Proposal Due Date: Tuesday, 9/07/21 at 10:00 am MDT (9:00 am PDT)

e. Award Selection Process: Lowest Price

3. Project Description, Page 3

a. General:

b. (a) A single contract award will be made to the offeror that submits a quotation that has been determined to be the lowest price reasonable offeror.

c. (e) If a respondent believes that requirements in these instructions contain an error, omission or are otherwise flawed, the respondent shall immediately notify the

Contracting Officer in writing with supporting rationale by the question deadline specified on the cover page of this document.

d. (h) Respondents must complete the System for Award Management (SAM) at https://sam.gov. The Government will obtain respondent representations and certifications through this system.

4. Part 1 – The schedule, Section B: Bid Schedule, Page 5

a. Estimated Performance Time: 330 Calendar Days plus 21 Calendar Days for each option bid item awarded.

mailto:tsyverson@blm.gov mailto:jbachtel@blm.gov https://sam.gov/

T. Syverson Page 2 of 4

5. Section F: Deliveries or Performance, Page 9

a. F.2 52.211-10 Commencement, Prosecution, and Completion of Work

b. *The Government recognizes that seasonal climatic conditions may occur that restrict or prohibit normal construction activities. The anticipated length of the seasonal delay for this project is 105 days. This number of days has been included in calculating the stated period of performance. Therefore, the contract period of performance will not be extended due to normal seasonal weather delays.

6. Section G: Contract Administration Data, Page 12

a. G.2 Electronic Invoicing and Payment Requirements – Invoice Processing Platform (IPP):

i. The Contractor must use the IPP website to register, access and use IPP for submitting requests for payment.

7. Section H: Special Contract Requirements, Page 13

a. The performance period established for this contract is based upon all work being conducted during regular working hours between 8:00 am and 5:00 pm, Monday through Friday, excluding government holidays.

b. If the Contractor desires to carry on work outside these hours, they must submit a request to the Contracting Officer.

8. Part II – Contract Clauses, Section I: Contract Clauses

a. I.12 52.225-9 Buy American – Construction Materials, Pages 26 to 28

i. Construction materials must be domestic, unless exceptions apply. The

Contractor may apply for exceptions in accordance with this clause.

b. I.20 52.236-7 Permits and Responsibilities, Page 32

i. The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits.

9. Part III – List of Documents, Exhibits, and Other Attachments, Section J: List of Attachments, Attachment 2 – Specifications, Page 36

a. Section 011000 – Summary, Page 011000-2

i. 1.4 Access to Site

1. B. Use of Site: Limit use of project site to Work in areas indicated. Do not disturb portions of Project site beyond areas in which the Work is indicated.

2. If more than the Base Bid Items are awarded, the work will be completed in phases. The Contractor will have to complete one phase before beginning the next phase to minimize disturbance of the

Campground occupancy and use. For example, if the Base Bid Items and

Options Bid Items 1 and 2 are awarded, the Contractor must complete the Base Bid work items before beginning the Option 1 work items, and complete the Option 1 work items before beginning the Option 2 work items.

b. Section 012000 – Unit Prices and Schedule of Values, Page 012000-3

i. 3.2 Summary of Bid Items, D. Bid Item 3 – Base Power Utility Improvements.

T. Syverson Page 3 of 4

1. I clarified that the cost for the replacement of the Avista utility transformer is included in this Base Bid Item.

10. Part III – List of Documents, Exhibits, and Other Attachments, Section J: List of Attachments, Attachment 3 – Drawings/Maps, Page 36

a. Thane Syverson went through the Drawing sheets, page by page, discussed the work in general terms and answered questions.

b. He also walked the campground with the prospective bidders and showed them the junction boxes of the existing conduits that will be reused for Options 1 and 2. Thane told Tim and Dean that he has photos of the interiors of the junction boxes and could share them if they’d like them. Tim responded that he’d appreciate that.

11. Part IV – Representations and Instructions, Section L: Instructions, Conditions and Notices to

Offerors or Responders

a. L.11 Required Documentation, Page 51

i. See this section for required documentation to respond to the Request for

Quotation.

b. Basis for Contract Award, Page 52

i. (b) The Government will select the quote that meets all requirements of the statement of work at the lowest price.

ii. (c) The Government intends to make one award based on evaluation of quotes received. Award will be made to the responsible contractor whose quote conforms to all solicitation requirements, such as terms and conditions, representations and certifications, technical requirements, and also provides the lowest price responsible offeror.

Questions and Answers:

1. Is there any work required to the earthen berm transformer pad?

a. Answer: Yes, although the earthen berm transformer pad was constructed under a previous contract, material has been taken from the pad, mainly along the west half of the north edge. The pad shall be repaired with in-kind material to conform to the dimensions shown on Drawing C101, Sheet 2 of 12, Electrical Power Layout Plan. The cost for this work shall be included in Bid Item No. 3 – Base Power Utility Improvements.

2. Do we want to armor the side slopes of the earthen berm transformer pad to prevent erosion from foot traffic, rain and potential floods?

a. Answer: No, not at this time. Since it is constructed from dirty ½” minus aggregate and located within the flood plain, it is a good idea. We’ll consider doing this in the future.

3. It was discovered that the existing underground electrical feeder lines to TF-2 for Sites 1-5, Option 4, Drawing E106, are direct buried without conduit. Is the installation of new conduit required from the new transformer pad to TF-2 for Sites 1-5?

a. Answer: Yes, new 3” HDPE Conduit is required from the transformer pad to TF-2, same as is required from the transformer pad to TF-5 on Drawing E101. New conduit is also

T. Syverson Page 4 of 4 required from the new transformer pad to the existing conduits being reused for

Options 1 and 2.

4. Do we have crazy compaction specifications that require independent, third party testing of every lift of compacted backfill?

a. Answer: I don’t believe so. I’ll check the specifications though. If the compaction specifications are unreasonable, we’ll correct them.

b. Upon further review, compaction of backfill material is not addressed in the specifications. It is only addressed on Drawing E201, Sheet 10 of 12. Drawing E201 only specifies the percent of maximum density required for the different materials and depths. It does not address maximum depths of backfill layers, optimum moisture content, methods of compaction or testing methods. This has been corrected. See the revised plan sheet attached.

5. Do we require that the trenches be excavated across the paved campground roads or would we prefer they be horizontally bored so that the pavement won’t be cut and patched?

a. Answer: Horizontally bored is preferred but either method is acceptable.

6. We have been dealing with shortages and delays in getting electrical materials and equipment.

Will we be given consideration concerning the performance period if this occurs?

a. If this occurs, the Contractor will have to submit a request with rationale for justification. If the Contracting Officer finds the delay to be out of the Contractor’s control, she will give consideration and extend the period of performance as justified.

Proposed Amendments:

Section C: Specifications/Drawings:

Drawing E201, Sheet 10 of 12: See the attached revised drawing sheet for revisions concerning the compaction of trench backfill, aggregate base, asphalt concrete patching requirements, and clarifications regarding the requirements for the concrete transformer pad.

Enclosures:

1 – Revised Drawing E201, Sheet 10 of 12

2 – Site Investigation Photographs