W911TRX-18-B-0003_Site_visit_questions_and_answers_Review_13_March_18.pdf

W911RX-18-B-0003

Maintenance, Repair, & Minor Construction of Roads & Parking Lots

Ft. Riley, Kansas Site Visit Questions and Answers

9 March 2018

Question 1:

Ref. Kansas Wage Determination KS20; Will this wage determination be valid for the Base year and all four Option years of the contract? If not, what process will be used to determine an equitable adjustment for wage rate changes for each unit price?

Answer 1:

The current wage determination is for the base year. Wage Determinations for equitable adjustment for outlying Option Years are updated each fiscal year.

Question 2:

Ref. FAR 52.236-1; what percentage of work will the Contractor be required to perform on the project site with its own organization?

Answer 2:

15%, FAR 36.501 Performance of work by the contractor.

Question 3:

Regarding the deadline for submission of Contractor questions by February 23, 2018; will the Government respond to any follow-up questions to Government responses submitted which occur after the February 23 deadline?

Answer 3:

Yes, the Government will attempt to respond to all questions for the solicitation to the best of its ability.

3-21-2018 will be the last date for follow up questions.

Question 4:

Ref. KDOT Specifications; will KDOT special provisions 15-01008 Fuel Adjustment, 15-01009 Asphalt Price Adjustment, and 15-01010 Emulsified Asphalt Price Adjustment be utilized on this contract?

Answer 4:

No. Amendment pending to add in the economic price adjustment for asphalt materials and construction cost index to the solicitation.

Question 5:

What Economic Adjustment Factors will be applied to the Option Years?

Answer 5:

Amendment pending to add in the economic price adjustment to solicitation.

Question 6:

Bid items #337 (Retaining Wall) and #338 (Landscape Retaining Wall) will require site specific Engineering according to the KDOT Specification. Who is responsible for this Engineering effort?

Answer 6:

KDOT specifications provide the material, testing, and construction requirements for the Contractor.

Site specific engineering in regards to location, drainage, and loading is incorporated into the construction plans provided by DPW.

Question 7:

Reference Bid Items #354-356; Ft. Riley is geographically located in KDOT’s District 2. Is a District 2 seed mix acceptable?

Answer 7:

Yes, will change seeding bid items on bid schedule to District 2 mix.

Question 8:

Reference Bid Items #361 & #362; what are the specific species of tree and height required?

Answer 8:

Will provide tree types bid schedule. Height is too inconsistent for measurements. Amendment pending.

Question 9:

Is a Bid Security required? If so, at what value? On what form?

Answer 9:

1. Yes, for each Task Order. 2. Value of the Task Order. 3. STANDARD FORM 24

SF24-16.pdf

Question 10:

Pg. 30 of the Solicitation, Progress payments, Para e; why no progress payment for any task order under 60 days of performance time when monthly payments are allowed? Para f; Why no payment above 80%.

Answer 10:

A small job of 21 days duration could be completed in the first month, 80% billed during that month, final billing in month 2.

Question 11:

Pg. 36 of the Solicitation, Submittals, Para b; is the Contractor required to prepare the estimated bid items and quantities for each Task Order

Answer 11:

Yes, Recommendation: Field verify then provide primavera construction schedule. 10 days to verify.

Revised Section 01 11 00 1.5.12 Updated construction schedule clause to include software Primavera or Microsoft Project.

Question 12:

Bid Item #64 Commercial HMA; this item appears to have an extended decimal in the estimated quantity. Could it be rounded to a whole number?

Answer 12:

All order quantities are revised to whole numbers. Government will revise bid schedule.

Question 13:

Reference Section I, Clauses Incorporated by Full Text, FAR 52.216-19, a. Minimum Order;

On the last four-year contract, twenty-one of the ninety-four Task Orders were under $7,500. Would the government consider increasing the minimum Task Order amount to $10,000? Or, consider adding a mobilization bid item for small Task Orders under $10,000?

Answer 13:

Will provide a 10% multiplier to small task orders under $10000 for mobilization. Government will amend Section 01 11 00 1.5.22, by adding minimum task order contractor mobilization fee.

Question 14:

Reference Exhibit A (Bid Form), Items #57 thru #60;

The bid form references KDOT specification section 602 for these bid items. KDOT section 602 will require the contractor to provide a Super pave QC/QA program. There are substantial fixed costs for QC/QA programs (QC/QA labs, mix design development, & specialized personnel). These fixed costs are manageable if spread out over a large project with > 5,000 of tons. Can the government limit the use of these line items just for large projects? Or, can a QC/QA mobilization bid item be added to establish a price for this cost?

Answer 14:

Yes, will add a Quality control (QC PCCP & HMA) testing line item using KDOT spec 501 and 602.

Amendment pending for government to revise bid schedule.

Question 15:

Reference 01 45 00, 1.2.2 Personnel;

This amended specification now reads “There will be at least one CQC inspector at each work site at all times during the placement of line items that require sampling and testing”. This will now require a CQC inspector present during the placement of all earthwork & aggregate bases, along with the old requirement of concrete & asphalt paving. The new wording will cause a substantial increase in the personnel cost of a QC program. Basically, we will now need one CQC inspector for every open task order. Can the specification be amended to read “There will be at least one CQC inspector at each work site at all times during the sampling & testing of line items that require sampling and testing”?

Answer 15:

No. Will provide language in Section 01 45 00 to encompass multiple task orders simultaneously.

Question 16:

Reference 01 12 00, 1.8 Existing Signs;

The bidder has no way of determining how many conflicting signs may or may not be present on a future Task Order. As such, can a bid item be added to handle the relocation of existing signs?

Answer 16:

Yes, will add line item for removal and reset, amendment pending. Will revise bid schedule.

Question 17:

Reference Section I, Clauses Incorporated by Reference, FAR 52.222-62 Paid Sick Leave Under Executive Order 13706; This executive order requires the contractor, and all subcontractors, to accrue one (1) hour of sick leave for every thirty (30) hours an employee works. How are we to document compliance with this executive order?

Answer 17:

Contractor has the responsibility to show compliance with EO 13706. If not, Complaints may be filed with DOL by any person or entity that believes a violation of the Executive Order or its implementing regulations has occurred. Contracting agencies may withhold funds when a contractor or subcontractor fails to abide by the terms of the EO and/or forward any complaints alleging a contractor’s non-compliance with Executive Order 13706 to DOL.

Question 18:

Reference 01 11 00, 1.10.2 Contractor Administration, Materials, Tools & Equipment Storage Area; will the government require an onsite job trailer for the contractor’s administration, safety, production supervisor, and quality control personnel?

Answer 18:

Not required.

Question 19:

Reference 01 11 00, 1.5.12, Construction Schedule; the contract is envisioned to have a wide variety of issued Task Orders, both in complexity and monetary value. Are there acceptable standards for different types of schedules required (Excel spreadsheet, Primavera, etc.) based on the Task Order cost?

Answer 19:

Submit schedule in Primavera or Microsoft Project. Will revise SOW Section 01 11 00.

Question 20:

Reference Bid Item 14, 15, 16 - Compaction of Earthwork. What V.M.F. can we assume will be used with each of the different Compaction Bid items?

Answer 20:

Will revise Bid Schedule line items to include assumed VMF.

Question 21:

Can the MICC/contracting authority provide an estimated anticipated schedule for each year?

Answer 21:

Task orders are issued throughout the ordering period. Every attempt will be made to provide many task orders before the start of the construction season to allow the contractor time to schedule.

Question 22:

Can the MICC/contracting authority provide maps of the estimated anticipated work as well as latest inspection reports of the structures/pavement that will be anticipated to be replaced or fixed?

Answer 22:

Contractor will not know work until task orders are issued. Inspection reports can be provided if available. Base wide maps are not provided for security purposes.

Question 23:

Will the MICC/contracting authority require cores to be taken per KDOT standards of pavement etc. or just concrete cylinders, slump and air tests?

Answer 23:

Cores are required per KDOT Spec 602 and 501 for pay adjustments.

Cores can be taken for contract compliance at any time per Section 01 45 00 1.8. Will adjust quantity for award or penalty pay adjustments. Will revise SOW Section 01 45 00 to include KDOT QC award or penalty pay adjustments.

Question 24:

It was mentioned that if testing or sampling is occurring we need CQC at site, and the intention of the specification mentioned at site visit meeting is that if material is being tested then QC guy should be on site and Scott with DPW was going to think about this. So, what will actual requirement be and what stipulations will there be?

Answer 24:

Requirement will remain as detailed in Section 01 45 00 1.2.2. QC inspector shall be on site for inspection purposes during the construction of line items that require sampling and testing referenced in Part V Appendix A and B

Question 25:

Can a third party independent lab be utilized for this position?

Answer 25:

Yes the CQC inspector can be 3rd party per section 01 45 00 1.2.2 directly employed by the prime contractor. Will revise SOW.

Question 26:

Can a third party independent lab be utilized for inspection that Contractor pays for and for quality control?

Answer 26:

Yes the CQC inspector can be 3rd party per Section 01 45 00 1.2.2. Government will revise SOW.

Question 27:

At site visit, it was mentioned that DPW did not want to pay for a batch plant(s) and that it was optional anyways and did not need to have because can bring in materials from outside base from KDOT approved concrete and asphalt plants. So, will the proposal Item No. 0002, 1002, 2002, 3002, 4002 be eliminated or will MICC want to see a “zero Bid” or $0 for those item lines?

Answer 27:

Pending amendment to remove batch plant CLIN to solicitation.

Question 28:

At site visit, it was mentioned about airfield specifications. In the past airfield specifications (Section 32 13 11, also required CRD C130) were handled directly by COE and mixes approved through Omaha District as well as “other areas” (project specific parking lots, roads, entrances, etc.) listed Heavy Duty Pavements that were usually approved at the KC District. These mix designs are significantly different than KDOT and are significantly more expensive with all the testing required. So, for proposal Item #:

0001, 1001, 2001, 3001, 4001, can we clarify the specifications required and the qualifications that will be necessary?

Answer 28:

KDOT specifications, materials, and testing requirements will be utilized on this contract. If for some reason we have to use US Army Corps of Engineers specifications, then we would have to modify the contract and negotiate at a later date.

Question 29:

At site visit, it was mentioned about conflicting specifications and which shall govern. It was mentioned that the “engineer” will be DPW and all/most of the specifications were to follow the 2015 or latest KDOT specifications. It was brought up that there are some KDOT tests that only KDOT has the ability to run and that some of their KT procedures are different then AASHTO and COE etc. and there could be issues of cost when developing mixes, testing on-site, etc. Who will pay for this cost? If there should arise a discrepancy and if reverts back to the “engineer” which will be the DPW will it be their decision or will there be a process to work out the discrepancy or will there be a “referee/third party” that is mentioned in most specifications and who will be the referee/third party”?

Answer 29:

This contract is using KDOT specifications and materials. Site specific material testing for quality control will still need to be performed by the contractor per the scope of work. If a KT method can ONLY be performed by KDOT, then include that in your QC plan per Section 01 45 00 1.1.3. Label that as N/A KDOT only and submit in writing from contractors certified lab that they are unable to perform the specific test. Example Air Void Analyzer KT-71 per Spec. Sec. 501 is KDOT only. Costs are subsidiary per Section 01 11 00 1.5.3. Amendment pending to add Quality control testing line items to bid schedule. If there is a discrepancy between the Engineer and the Contractor, MICC is the referee/third party.

Contract can be modified and negotiated at a later date for unforeseeable circumstances.

Question 30:

When would you see the Portland overlay bridge being done?

Answer 30:

Unknown. Depends on need and funding.

Question 31:

Will the MICC or COR be providing or can provide digital files of current plans/drawings or as-builds of the current structures/paving in place before work commences on the proposed replacement or maintenance of the structures/paving?

Answer 31:

Yes. Prior to issuance of task order, DPW will provide work details and estimate to accomplish the task order. Electronic formats are available.

Question 32:

Is there an overall plan set that shows the project site which details work? Can the MICC or COR or DPW provide this information digitally that has been requested

Answer 32:

Prior to task order issuance, DPW will provide work details to accomplish the task order. Electronic formats are available.

Question 33:

Lines 58-60 Part-V Appendix B references sampling of oils and gives KT-26 which tells you how to sample it but not what tests to run. On a KDOT project the contractor would take the samples to give to KDOT to run the tests. What shall we do for this proposal?

Answer 33:

Test samples in Part V appendix A & B requiring KDOT district labs would be sent to the Contractors testing facility outlined in Section 01 45 00 1.5.2.4. If a KT method can ONLY be performed by KDOT, then include that in your QC plan per Section 01 45 00 1.1.3. Label that as N/A KDOT only and submit in writing from contractors certified lab that they are unable to perform the specific test.

Question 34:

Lines 106-167 pavement marking only refers to the spec section which only testing requires only retroreflective testing performed by the pavement marking contractor.

Answer 34:

Spec 806.2 & 807.2 require materials that comply with division 2200. Division 2200 requires material certifications which may require testing to receive a certification.

Question 35:

Would these tests fall under owner, contractor QC, or neither? Several lines reference Appendix A and B under verification samples and that test samples should be sent to KDOT or Sent to KDOT MRC (materials and research). How should we handle specific KDOT testing of their own Lab for this proposal?

Answer 35:

See Section 01 11 00 1.5.3. Test samples in Part V appendix A & B requiring KDOT district labs would be sent to the Contractors testing facility outlined in Section 01 45 00 1.5.2.4. If a KT method can ONLY be performed by KDOT, then include that in your QC plan per Section 01 45 00 1.1.3. Label that as N/A KDOT only and submit in writing from contractors certified lab that they are unable to perform the specific test.

Question 36:

There is no commitment on the Government’s part to perform a minimum dollar amount per year.

There is no bid items to put administrative costs in to. Therefore, administration cost must be added to the unit price bid items. I understand the amount of work is dependent on funding from year to year.

However, if the Government only does $50,000 in task orders, it’s hard to mark-up the bid items to cover administration. Obviously the mark-up will be different if the Government does $5,000,000 per year versus $50,000 per year. Can we get the number of task orders and dollar amount per year for the last 4 or 5 years to have something to guess at the amount of work to be performed? Or if another bid item could be added to cover administrative costs.

Answer 36:

Contract historical data will be provided by MICC.

Question 37:

There are Item No setup for a Batch Plant. Assuming everything will be brought in from existing facilities located off the Ft. Riley reservation, I assume this item will be underrun and not used?

Answer 37:

Amendment pending to remove the batch plant CLIN. Batch plant is optional.

Question 38:

Will there be any engineering required? If so, how will it be paid?

Answer 38:

No. DPW will provide site specific engineering.

Question 39:

Please clarify what testing the Contractor is responsible for

Answer 39:

All testing requirements are in KDOT Spec and Part V outlined in Section 01 11 00 1.5.3.

Question 40:

Line Item 4 REMOVAL OF EXISTING STRUCTURES (RCB, Manholes, and Area Inlets) is bid by the cubic yard. How will the cubic yards be figured? Outside dimensions or volume of concrete?

Answer 40:

Volume of Concrete, will revise SOW section 02 41 00.

Question 41:

If saw cutting of existing pavement is required, how will it be paid?

Answer 41:

Saw cuts are included in some line item description and construction requirements. Will revise SOW section 02 41 00 to remove most subsidiary saw cuts and pay per LNFT verses pavement depth for certain KDOT specifications. Will revise bid schedule.

Question 42:

Verify removal of sidewalks, curbs and pavement will be paid as Common Excavation and Rock Excavation.

Answer 42:

Pavement less than 6” thick are paid as common excavation. Pavement greater than 6” is rock excavation.

Question 43:

Line Item 185 INLET (TYPE 22 CURB) (5.5'x5.5'x5.5') (KDOT Std. RD 646) pricing is based on an inlet 5.5’x5.5’x5.5’. How will the price be adjusted if the inlet is a different size or depth? The same question for Line 188 MANHOLE (TYPE II) (D=6') (H=6.5') (KDOT Std. RD 629).

Answer 43:

Structures of different size can be priced under the non-pre-priced items Section 01 11 00 1.10.8. Minor structure adjustments can be made under material line items Conc. 4.0, Class 3 Ex., and Reinforcing Steel.

Question 44:

For the Base Year, there is a quantity of 1000 KSQFT setup for Clear & Grub – Trees up to 6” Diameter.

Assuming the unit is per 1000 sq ft, that equates to 23 Acres. There is only 100 KSQFT of seeding setup.

The Clear and Grub Quantity seems excessive. Please verify this quantity for the base period and Years 1-4 is correct.

Answer 44:

Quantities are estimated. Will revise bid schedule.

Question 45:

Do we have any way of knowing how big the trees over 6” go up to?

Answer 44:

No. Check with Kansas Forest Service for data.

15% , FAR 36.501 Performance of work by the contractor.