Q_ _A_for_the_Pre-proposal_meeting.docx

MINUTES OF PRE-PROPOSAL MEETING HELD FOR SOLICITATION No. SZA60014R0002 – ACCESS BARRIER INSTALLATION Date Held: January 15, 2014

PRESENT:

Paul Stenseth, Mubanga Chileshe, Wilfred Chomba, Gary Brazeau, Ethel Mwanaumo, Donald Gleason, Contractors from various companies Mr. Stenseth, the Contracting Officer welcomed everyone present and went through the solicitation document highlighting the due date, evaluation criteria, and closing date. He mentioned that bond requirements will only apply to bids that are over $150,000 as clearly stated in the solicitation.

Mr. Stenseth also mentioned that answers to questions raised before and after the pre-proposal meeting would be posted on www.fbo.gov and http://zambia.usembassy.gov/doingbusiness.html.

Mr. Gleason emphasized the need to have proper equipment to break the concrete and that time is of the essence but the work would have to be done correctly. He will monitor and evaluate the work.

The contractors were told that all the information required is in the solicitation and if they had any questions, they were to submit them by email for all interested to see the answers. No questions would be submitted after January 20, 2014.

Mr. Gleason also mentioned that the current barriers are hydraulic and the ones to be installed would be electric. The same conduits for controls may be used. The contractor shall ensure that the drainage is clean.

The contractors were then taken outside to view the current barriers.

Questions and Answers

1. Where will the debris be taken after demolition?

Answer: The solicitation addresses the question and mentions what is to be done with the debris.

1. Will you have space for the containers and offices for the contractor?

Answer: The Contractor may have to bring their own portable container for storage. Rest rooms are available at the gate for the contractor to use.

1. When is the work likely to begin?

Answer: We are targeting the 3rd week of March, depending on clearance of the contractor.

1. Will we have to buy the equipment?

Answer: You will mainly have to provide labor and equipment required to move the barriers and associated containers, and to demolish the existing concrete. The Embassy will provide the barriers and the components that need to be installed.

1. Re. As-built / re-location of other utilities--- is still unclear with potential problem and depth of excavation: Please Advise how to best qualify this possibility to avoid problems during excavation.

Answer: Upon reviewing the as-built drawings, we see no indication of buried utilities that are not related to the existing barrier. The contractor will be responsible to take appropriate preventive actions to ensure that they don’t destroy anything. This includes scanning the ground prior to excavating.

1. Drawings we received show the existing gate control panels being removed and replaced: We are missing instructions or wiring diagram as to cabling and connections involved for the new gate control panels ---- Also there does not appear to be any safety system, loops or IR detectors shown for the secure side gate. Please provide.

Answer: The gate and gate sensors remain unchanged from what is there now (i.e. there is no work on the gate, gate drive, or gate sensors). Wiring of the gate control panel will be done by the technician supplied by the government. We require support/assistant from the contractor.

7. Page 3 3.1.6 Remove Vehicle stop lights Foundation conduits and connections:

a) Confirm that the new Vehicle Stop Lights locations designed will installed in the same exact location

b) Confirm that existing Vehicle Stop Lights will all be reused

Answer: The existing design has two (2) traffic lights mounted on a common support post on the right side of the barrier for each CAC when exiting the compound. The new design has two traffic lights mounted on separate support posts for each CAC, refer to drawing SY2.02 & SY2.03. One is mounted on the right side of the barrier as you are exiting the compound and is facing traffic coming into the compound. The second is mounted to the left of the barrier as you are exiting the compound and faces traffic leaving post. The existing traffic lights, associated wiring, and supports are NOT reused. The traffic lights, wiring, and support post are all new and are provided by the government. In addition new conduit is being provided for the contractor to install.

8. Page 3 3.1.7 , 3.1.8 Remove existing loop detector circuits on secure and non secure side of barrier.

Confirm If the loop on the attack side is also used for the gate. If it is then a solution must be provided.

Answer: Loop detectors are NOT used on the attack side. Photo-electric (IR Detectors) are being installed.

9. Page 3 3.1.9, Provide not to exceed depths and locations of the lines and drains.

Answer: There should be no need for line to be deeper than the depth of the barrier of 24”. The 4” diameter gravity feed drain lines should have a slop of .125” per foot which means that dependant on the length of the run, this line can be as deep as 36” inches. Please note that if there is a minimum depth requirement in Lusaka for water lines, then the drain lines will need to be installed to meet this requirement.

10. Page 6 3.1.11 ,3.1.6.12 Contractor shall move and or reroute all utilities water gas sewer coms etc

a) Advise if as built are available for review before the bid date

b) Will the city of Kiev request a permit? Who will be responsible for handling the Permit?

c) Will Post provide all replacement material if necessary (Duct, TSS cable, etc..)

Answer:

a) Upon reviewing the as-built drawings, we see no indication of buried utilities that are not related to the existing barrier. The contractor will be responsible to take appropriate preventive actions to ensure that they don’t destroy anything. This includes scanning the ground prior to excavating.

b) The installation will be done in Lusaka not Kiev. The contractor is responsible for all work permits

c) Materials for the installation of the barriers is provided. However, materials which will be needed to reroute or repair utilities will need to be provided by the contractor.

11. Page 7 3.2.6 The contractor shall install all rack mount equipment, FIBER , electrical, wire, FIBER FITTINGS, etc

a) Confirm if Post will provide a Fiber Technician to complete rack mount.

b) If not, advise if technician will need to have a Clearance and will need to be badged to access Post 1.

Answer: All fiber terminations will be done by the Government. The contractor will need to provide manpower to pull the fiber, control wire, and cables from the equipment to the control rack.

12. Page 8 3.2.10 The contractor shall install the drainage to the nearest water drainage or sewer Provide Depth to estimate accurate excavation cost and time.

Answer: 24” depth to start down to a maximum depth of 36” inches unless there is a minimum depth requirement, greater than 24inches, for water lines in Lusaka

13. Page 10 5.6, 5.7 The contractor shall provide all materials for moving rerouting utilities Confirm there are no utilities (cables, ducts, pipes, etc) to be replaced with new material and that the contractor only need to move existing material to the required location.

Answer: Post as-built drawings do not indicate any Embassy utilities at the barrier locations. Contractor shall verify with municipality authorities that no local utilities are present at this location. Contractor shall survey location in field to verify.

14. Page 11 5.1.3, The contractor shall provide well covers as required with a 25 ton capacity.

a) Provide Exact specs of the covers

b) Provide requirements of the wells OR confirm if these are existing wells.

Answer: No well covers are specified in the design. This requirement is identified just in case the contractor decides that they need to install a manhole or wells to facilitate their install work. If the contractor does decide they need a manhole or wells to facilitate their tasks then the cover for that system must have a 25 ton load capacity.

15. Page 11 5.1.4 Vehicle blocking barrier Confirm type of temporary protection required: jersey barrier, chain link fence, etc…

Answer: The blocking barrier must be capable of preventing a speeding vehicle from entering the compound during construction. Jersey barriers, or vehicles (i.e. trucks, heavy duty construction vehicles, etc.) parked at the entrance have been used in the past. This temporary barrier system must protect the compound 24hours per day/7 days per week until the new barrier is in place and must be approved by the RSO office at post.

10- Page 13 6.20 thru 6.23 The contractor shall be responsible For Utilities--- Advise if the AS BUILTS are available for review before bid date?

Answer: Upon reviewing the as-built drawings, we see no indication of buried utilities that are not related to the existing barrier. The contractor will be responsible to take appropriate preventive actions to ensure that they don’t destroy anything. This includes scanning the ground prior to excavating.

11- How many weeks will it take to receive entry badges and clear staff/workers once the awarded GC submits a plan to the Regional Security Officer (RSO)?

Answer: This will depend on the time the contractor takes to provide the required information, and the time it will take for RSO to clear the contractor. It could take up to a month.

12- Advise if Workers will need to have a clearance.

Answer: Yes

13- Are you using Projnet to post Q&A for this Solicitation? Is there a site visit report posted available for our review?

Answer: www.fbo.gov and http://zambia.usembassy.gov/doingbusiness.html

14--There are 3 Models RSSI Barriers available for the RSS-2000 with 4, 5 and 6 Poles. Please advise which one will be provided by the USG?

Answer: Please refer to the Scope of work

15- Are we allowed to send an electronic copy of our offer via email of our proposal on the due date and Fedex an original copy to your attention?

Answer: Send copies of the offer by courier to the address stated in the solicitation for the attention of the Contracting Officer.

16. How many weeks will it take to receive entry badges and clear staff/workers once the awarded GC submits a plan to the Regional Security Officer (RSO)?

Answer: : This will depend on the time the contractor takes to provide the required information, and the time it will take for RSO to clear the contractor. It could take up to a month after the RSO receives the information from the contractor.

17. What type of temporary barriers or fence type shall be required during the removal and installation of the wedge barrier to secure the entry point: Jersey Barrier, chain link fence, etc… Answer: The contractor is required to provide two (2) types of temporary barriers. The first type is for security and requires the contractor to block access to the post compound during construction, refer to Section 5.14. On other projects, this was accomplished by using jersey barriers, post parking one of their vehicles in the entrance, or parking a heavy construction vehicle in the entrance. The second type of barrier is for personnel protection from accident, refer to Section 5.15, and is only needed if post is going to permit pedestrian traffic through the gate area during construction. This can be accomplished by using temporary fencing, roping off the area and providing appropriate signage, etc. This type of barrier is strictly to warn people away from the construction zones. Any temporary barrier system set up to secure post must be approved by the RSO office.

18. Are we allowed to email you the proposal and Fedex an original copy to your attention?

Answer: Same as question 15 above