Pre-proposal Conference Dam Maintenance Site Visits.docx

Meeting Minutes from Dam Maintenance IDIQ Site Visits

8/5/11 Black Butte Lake A. Monica Walker opened up the meeting by reading the introductory statement

a. Corps Personnel were introduced.

b. Nothing discussed in the meeting will change the scope of work for the IDIQ.

c. Bids due on 30 August.

d. Award Date of 07 Sept.

e. Handouts provided.

B. USACE will provide crane and manpower for setting Bulk Head Gate.

C. Task Order time lines will be coordinated between project staff, COR, and Contractor.

D. Contractors expressed concern over silt in conduit. USACE will not be adding removal of silt as a line item.

E. Epoxy will be 20 mil.

F. Contractors asked if gates could be removed to perform desired work. USACE will not be removing gates.

G. 24 hour days are a possibility but are not preferable for USACE QA personnel.

H. Blocks will be constructed by the contractor in order to prop the gate open for safety.

a. Blocks shall not damage Babbitt seal and shall support the weight of the gate.

b. Manhole covers will also be coated on the bottom to match the surface of the gate liners.

I. Pre-contract meetings will be held before every task order with COR, Park Manager, and contractor.

J. Time Frames will be specified in upcoming solicitation update.

K. Work area was shown to contractors.

8/8/11 Eastman and Hensley Lake A. Monica Walker opened up the meeting by reading the introductory statement

a. Corps Personnel were introduced.

b. Nothing discussed in the meeting will change the scope of work for the IDIQ.

c. Bids due on 30 August.

d. Award Date of 07 Sept.

e. Handouts provided.

B. The contractors asked about water flow around gates. USACE explained the flow is minimal but contractor is required to divert flow to perform work.

C. Contractors had questions about access to the work site.

D. Work area was shown to contractors at both locations.

8/9/11 Pine Flat Lake A. Monica Walker opened up the meeting by reading the introductory statement

a. Corps Personnel were introduced.

b. Nothing discussed in the meeting will change the scope of work for the IDIQ.

c. Bids due on 30 August.

d. Award Date of 07 Sept.

e. Handouts provided.

B. Performance based scope will be provided to contractor. Contractor will make recommendations based upon manufacturer’s specifications.

C. Contractor asked if a “Notice of Intent” is necessary. Follow up required. Unsure of answer.

D. Contractor asked if boat rescue was required upstream. Referred to 385-1-1.

E. Contractor asked if booms would be required downstream to catch debris. Follow up in scope required.

F. Contractor asked if QCS would be used. Yes.

G. Contractor asked if QC person and Safety Office is the same person. If possible, put in scope to keep costs down.

H. PE will most likely be from Valley Resident Office.

I. Work area was shown to contractors.

8/10/11 Martis Creek A. Monica Walker opened up the meeting by reading the introductory statement

a. Corps Personnel were introduced.

b. Nothing discussed in the meeting will change the scope of work for the IDIQ.

c. Bids due on 30 August.

d. Award Date of 07 Sept.

e. Handouts provided.

B. Doug Grothe explained what utilities would be available to contractors.

C. Work area was shown to contractors.

8/11/11 New Hogan A. Monica Walker opened up the meeting by reading the introductory statement

a. Corps Personnel were introduced.

b. Nothing discussed in the meeting will change the scope of work for the IDIQ.

c. Bids due on 30 August.

d. Award Date of 07 Sept.

e. Handouts provided.

B. Project personnel explained that in conduit # 4, half of the gate was not accessible due to the gate being split by a penstock.

C. No bulk head gate, therefore downstream painting only on emergency gate.

D. Bid items should be listed by conduit, i.e. gate in tandem.

a. Gate #’s in line items should correspond with project numbering.

E. QA staff will be confined space certified.

F. Work area was shown to contractors.