Ropes Walk Thru Attendance Notes .docx

Addendum #1 Project # DYS-FY18-472SI3-00 1 Grafton “Ropes” Outdoor Challenge Course Department of Youth Services MA State Project No. DYS-FY18-472SI3-00

Contract Number 1 38 Institute Road Grafton, MA 01536 Addendum No. 1 Thursday, September 28, 2017

The attention of Bidders submitting responses for the subject project is called to the following addendum of the contract. The items set forth herein, whether of omission, addition, substitution or clarification are all to be included in and form a part of the response submitted.

DYS , “Ropes” Outdoor Challenge Course Project, Grafton, MA PRE-BID / SITE VISIT Attendance:

The scheduled PRE-BID / SITE VISIT convened at the project site on 9/26/17 at 1:30 PM. The following individuals representing the Awarding Authority and Interested Bidders were present:

Name Representing Contact Information

Joe Belanger Project Adventure jbelanger@pa.org

Derek Wharton Spectrum 774-287-9626

DeMarr Longford Spectrum 774- 502-6369

Greg Conyngham Gienapp Design gconyunghan@gienappdesign.com

Eric Ware DYS eric.b.ware@state.ma.us

Phillip Davis DYS phillip.w.davis@massmail.state.ma.us

Pre-Bid Conference Notes

The Pre-Bid Conference commenced following introductions and a brief statement reviewing the Project scope of work, supplemented with descriptions relating to Project boundaries and topography as presented by individuals representing the Awarding Authority and the consultant. The attendees were invited to request clarifications relating to the RFR and to ask questions based on their on-site observations:

Upon conclusion of the Pre-Bid Conference, the following subject matter and questions were entertained during the site visit / project walk-thru, the below narrative format presents discussion and corresponding responses:

Contract Drawings show detail of “Utility” Pole Foundation encased in concrete, reflecting the Awarding Authority’s understanding of a customary “Utility” industry convention. This is a suggested detail, and it is not essential that Bidders provide the concrete encasement, however a demonstrated, structurally sound pole foundation installation is required.

It was noted that the location and orientation of the proposed “Zip-Line” as shown on the Contract Drawings was diagrammatic. Bidders are encouraged to present a more advantageous “open design” scenario taking into consideration the site’s features and constraints as a part of their proposal.

Readily observed ledge out-cropping in the open field areas was noted. References were also made to existing buried old concrete building foundations and the presence of poison ivy in wooded area.

Multiple Questions directed to regulatory environmental agency and conservation commission concerns are referenced in accompanying amendment documents included with this Addendum to the RFR. They consist of the Survey Plan presenting Existing Topographical Features and Boundaries, relating to the Project Site, and the LEC Wetland Resource Area Analysis Report.

It was noted that the DYS facility’s septic field area is identifiable and is located sufficiently clear of the project site

Acquisition of all necessary permits for the project work execution is the responsibility of the contractor. (Adelle Reynolds is the regional inspector for the Massachusetts Department of Public Safety.)

Apparatus associated with the proposed “Zip-Line”, and similar feature installations, including accessories to assist access to platform, (i.e., ladder rungs and holds) shall be removable to prevent unauthorized use of the specific ropes/challenge course program elements, features.

A suggestion was made, to provide a locked storage container for accessories such as harnesses, hardware and associated safety equipment pertinent to the selection of specific ropes/challenge course program elements, features. Bidders are encouraged to include in their proposal such locked storage container(s).

Recommendation to perform necessary tree removal / shrub clearing operations in two (2) parts; 1st), this fall season to allow wet areas to dry out, then 2nd), next spring to facilitate the work in a more conducive environment are appreciated. Bidders are encouraged to include in their proposal such considerations.

Wood chips resulting from tree and shrub / site clearing operations may be distributed along defined tree lines, and may be incorporated in “landing” areas for select challenge course program elements and features.

Wherever it is feasible, DYS would like contractor to preserve and protect mature healthy trees in order to allow their crowns to provide shade, as appropriate for challenge course program elements, features.

Population and age range of users for the entirety of the installed Grafton “Ropes” Outdoor Challenge Course are DYS youth clients between 12 and 20 years old, male and female, and the DYS specific program operation contractor’s staff. The latter’s staff shall receive formal training by the awarded successful bidder in the use, safe operation and care of the installed specific ropes/challenge course program elements, features.

It is expected that DYS’s Grafton “Ropes” Outdoor Challenge Course and features will be used by DYS program operation contractor’s staff and DYS youth clients for about 2-Hrs on a frequency and schedule that is yet to be determined.

List of elements and their inclusion in the RFR is based upon collaborative research and investigation by DYS and their consultant in order to achieve program objectives employing “Ropes” Outdoor Challenge Course and features. The list of elements included represents DYS’s recommendation for an Outdoor Challenge Course and features in order to quantify the scope of work. Bidders are encouraged to reflect on their experience and their expertise in preparing and submitting their proposal.

DYS’s Procurement Team leader, along with three individuals representing the Awarding Authority, and their consultant will oversee the proposal evaluation process. The evaluation of submitted responses for the DYS Grafton “Ropes” Outdoor Challenge Course is fully described in the RFR and supporting documents.

It was strongly recommended that Bidders include and identify in their submitted proposal’s suggested operations plan, a designated responsible individual, representing the DYS program operation contractor’s staff, for the position of “challenge course manager” as the sole contact for all incidents occurring while under the care and custody of the DYS program operation contractor.

Additional clarification issued for Bidders’ information regarding DYS’s Grafton “Ropes” Outdoor Challenge Course:

Any verbal or written statement regarding the use of the “Ropes” course by anyone other than the staff and youth in the Grafton Oaks C program is incorrect. The Oaks C staff and youth are the only ones who will be using the ropes course.

Further RFR clarifications:

In the event of a conflict between the RFR documents, the DYS RFR (entitled RFR_Ropes_Course_Final 9-14-1.pdf) and related Amendments will take precedence.

End of Addendum #1