Pre-Bid MEETING MINUTES Jan 12 2022.pdf

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MEETING AGENDA

PRE-BID MEETING

NAME OF PROJECT: B-Wall Pump Replacement MEETING LOCATION: Project Site DATE & TIME: January 12, 2022 @ 1:00 pm

SOLICITATION #: W9128F22Q0011

A. Introductions & Upfront Items

1. Items in red signify clarifications or items being added to the contract by amendment.

2. Items highlighted in yellow signify critical items already listed in the contract documents.

3. Items in blue are comments discussed during the pre-bid meeting.

B. Contract Items

1. Period of Performance: Contractor will be required to commence work upon receipt of contract award and complete the work 96 calendar days after receipt of Notice to Proceed, this is subject to change after solicitation issuance. The intent is to ensure work is complete prior to the beginning of another critical contract that relies on this B-wall pump, which is scheduled to begin work on May 1st, 2022.

Contractors were asked to think through supply chain issues for specified equipment, lead times, submittal review periods, Buy American standards, etc to ensure they can complete this project as needed.

2. Bonding & Insurance Requirements:

• Insurance - Requirements listed on page 17 of 66 in the solicitation document.

• Bonding – Requirements listed on page 45 and 49 of 66 in the solicitation document.

3. Payment:

• Per page 50-51 of the solicitation document, progress payments can be made if desired.

Pay request invoices shall be in accordance with section 2.2 on page 56 of 66. Supply and installation shall consist of completing all items listed in the subparts of specification 5.0 including provision of the 1 year warranty letter. Progress payments may be allowed if requested once on site installation has begun.

• Payment will be made by Electronic Funds Transfer (EFT)

4. Buy American:

• All materials provided on this contract must comply with the BUY AMERICAN Standards as described starting on page 8 of 66 of the solicitation document. Any problems with

2 | P a g e large lead times or unavailability of materials should be communicated at the earliest possible date, especially if the completion date required in item 1 (above) is at stake.

5. Davis Bacon:

• Davis Bacon Wage Rules will apply while the contractor is performing work on site.

Wages to employees must meet or exceed those listed on the wage determination sheet starting on page 61 of 66 in the solicitation document. During on site work, weekly submission of certified payrolls will be required and labor interviews will be conducted by the government.

6. Contract Drawings and Specifications:

• Upon contract award, the Government will provide to the Contractor, without charge, one set of electronic, official contract documents incorporating any amendments made prior to contract award. This official document will not include publications incorporated into the technical provisions by reference.

7. Contractor Allowed Working Hours:

• The Contractor can work Monday through Friday 7:00am to 4:00pm except during federal holidays.

• USACE will provide a mobile crane and operator to assist lifting a forklift on and off the top of B-wall. All other lifts including but not limited to lowering and raising of existing and new components shall be by contractor.

a. Contractor must provide 1-week advance notice of the need to perform this work and must provide a forklift manual showing recommended rigging plan.

(Manual to be provided at least 2 weeks prior to performance of the lift)

b. USACE crane assistance is only provided Monday through Thursday between

7:30am – 4:00pm.

c. Contractor will be responsible for providing the rigging that USACE will use to perform the lift.

8. Security Requirements:

• Submit a Fort Randall Access Form for review 10 days prior to mobilization. This is simply a list of personnel that are expected to work on site.

• E-Verify – each person that expects to work on site must be pre-screened via the E-

Verify program. (see 2.9.1 on page 57 of 66)

• Personnel Risk Assessment (for unescorted access) – required for supervisors and/or oversight personnel in order to escort their own team while on site. The Personnel Risk

Assessment requirements include:

a. ID Verification upon entering site to escort other non-authorized individuals

b. 7 year Criminal Background Check

i. A minimum of seven days prior to engaging in work submit a criminal background check, completed within the last seven years (assuming

3 | P a g e continuous employment, otherwise a new one must be accomplished), on all Contractor personnel that require authorized unescorted access to the Jobsite. A minimum of a 7-year criminal background check with the state patrol office shall be performed from all states of residence and employment, for the past seven years. The Project Security Officer through the Contracting Officer will approve, disapprove, or revoke authorized unescorted access to the Jobsite as a result of the seven-year background check.

• The following security requirements as listed under the heading “Antiterrorism

(AT)/Operations Security (OPSEC) Provisions” on pages 54 through 55 are NOT applicable to this contract:

a. Part 1 - AT Level 1 Training

b. Part 4 – Suspicious Activity Reporting Training

c. Part 6 – Level 1 OPSEC Training

9. Submittals: See Submittal Register. The contractor shall allow 15 calendar days, beginning on the day of receipt by the Government, to review all submittals. The following list highlights a few items included on the submittal register that are of particular interest:

• Abbreviated Accident Prevention Plan – the provided checklist will serve as a guide for the contractor’s use when creating this document.

• Work Plan

a. Review the last paragraph on page 58 of 66. Of particular importance is the requirement for a structural engineer’s stamp if using equipment or techniques that do not have a standard manufacturer’s load rating that can be provided.

• Confined Space Plan

a. The work area is a permit required confined space but can be covered by alternative entry procedures if potential atmospheric hazards are mitigated.

However, if work within the confined space has potential to create a hazardous atmosphere, that space must be considered a permit required confined space. A confined space permit must be submitted to USACE before work can begin.

Continuous air monitoring readings will need to be taken while work is being performed in the space. Contractor is responsible for providing all air quality monitoring equipment, ventilation equipment, and other equipment as may be necessary.

b. Develop a confined space entry plan in accordance with EM 385-1-1, applicable

OSHA standards 29 CFR 1910, 29 CFR 1915, and 29 CFR 1926, OSHA Directive

CPL 2.100, and any other federal, state and local regulatory requirements identified in this contract. Identify the qualified person's name and qualifications, training, and experience. Delineate the qualified person's authority to direct work stoppage in the event of hazardous conditions.

c. Contractors at the site visit were able to view USACE confined space entry methods including continuous air monitoring and documentation used for confined space entry. They were also made aware of USACE forced air ventilation methods which include either forcing air into or drawing air out of an

4 | P a g e identical vault/hatchway to the bottom of the weir within C -Wall, which is located on the opposite side of the stilling basin. (See image below)

• Rescue Plan

a. Provide a Rescue and Evacuation Plan in accordance with EM 385-1-1 Section

21.N and ASSE/SAFE Z359.2. Include a detailed discussion of the following:

methods of rescue; methods of self-rescue; equipment used; training requirement; specialized training for the rescuers; procedures for requesting rescue and medical assistance; and transportation routes to a medical facility.

b. Contractors at the site visit were able to view USACE Rescue equipment which included a trip/winch system, SRL and Drill Powered Winch. Workers entering the vault were required to wear a fall protection harness to enable quick response in the event of an emergency.

• Fall Protection Plan

a. Bidders are encouraged to think through these requirements, especially if your proposed means and methods include removal of the ladder. Plan should be prepared and signed by a fall protection competent person, as described by EM

385-1-1, section 21.C.04.

b. The plan must comply with the requirements of EM 385-1-1, Section 21.D and

ASSE/SAFE Z359.2, be site specific, and address all fall hazards in the work place and during different phases of performance. Address how to protect and prevent workers from falling to lower levels when they are exposed to fall hazards above 6 feet. Include fall protection and prevention systems, equipment and methods employed for every phase of work, roles and responsibilities, training requirements, and monitoring methods. Keep and

5 | P a g e maintain the accepted Fall Protection and Prevention Plan documentation at the job site for the duration of the project.

C. Bid Schedule

This Pricing Schedule is as shown in the image below. The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will provide the best value to the Government. Evaluation criteria can be found on pages 14-15 of 66 of the solicitation document.

D. Miscellaneous Items

1. Government Provisions (Attached to end of this document):

• Form 4025

• Submittal Register

• Abbreviated Accident Prevention Plan Checklist

• Bid Schedule (above and shown on pages 2-4 of 66 on the solicitation document)

2. Government Assistance

• Other than those items specifically mentioned, the Contractor is to be aware that no government tools, equipment, or personnel will be made available for Contractor use or assistance at any time during the project.

3. Power / Raw Water

• Government can provide a 20amp / 120V power service from the unit 8 tunnel terminal.

480V power is also available in this location. The contractor will be responsible for all connections and electrical cords.

4. Portable Toilets

• Toilet facilities will not be available for Contractor's use. The Contractor shall provide and maintain portable toilets for use by the Contractor's staff. (2.7.1 on page 57 of 66)

5. Parking / Staging

• See image 2 & photo 6

6. CDC Guidelines and/or local Federal Requirements regarding COVID will be required

• Fort Randall is currently requiring masks while inside a federal building, regardless of vaccination status. These rules are subject to change.

• There is no COVID vaccination requirement to bid on this project.

2. Waste Disposal

• Contractor is responsible for disposal of all waste materials as a result of this contract.

This includes but is not limited to arranging transportation of solid waste and any costs associated with disposal in compliance with Federal, State, and local requirements for solid waste disposal.

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E. Bid Submission

Submitting Your Quote:

Quotations are due by 2:00PM (Central Time) on January 19th, 2022. Send your completed quotation package to the attention of Tina Keimig at tina.l.keimig@usace.army.mil and Constance Ellard at connie.r.ellard@usace.army.mil. Electronic quotations are preferred over paper responses, unless other arrangements have been made with the individuals identified above. You may submit more than one quote. If you do, we will evaluate each separately.

F. Questions

• Technical inquiries and questions relating to technical requirements, quote procedures or bonds are to be submitted via email to tina.l.keimig@usace.army.mil and evan.j.schmitz@usace.army.mil. Questions must be received prior to close of business on Thursday, January 13th to allow answers to be posted before bids are due.

1. Is the contractor responsible for disposal of the old pump and motor?

a. Yes (see section 2.8)

2. Spec page 55 – 1.0 Scope of Work - there is a sentence that reads “all parts and materials are to be hot dipped galvanized unless otherwise specified” Does this apply to the pump and motor?

A motor cannot be hot dipped galvanized. There are some components of a vertical turbine pump that cannot be hot dipped galvanized.

a. Pump and Pump components – See updated Specifications as posted by amendment to the solicitation.

b. Pipe – Pipe shall be hot dip galvanized.

c. Motor and internal components – See updated Specifications as posted by amendment to the solicitation.

d. Fasteners, screw anchors, mounting brackets and hardware shall be hot dipped galvanized.

3. Is the USACE open to an alternate to galvanizing, such as a 2 part Tnemec epoxy on interior and exterior of entire pump? Or fusion bonded epoxy coating as another alternative?

a. Proposed coatings and component materials will be a required part of the product data submittal “Pump, Motor, and Pipe”. The submittal reviewer will verify that the proposed coatings/materials are suited for the environment they will be subjected to (either submerged in river water or located in a wet/humid environment) and are in accordance with updated contract specifications as posted by amendment to the solicitation.

4. I do not see a substantial completion date listed in the written specifications?

a. Page 32 of 66 states “The Contractor shall be required to (a) commence work under this contract within

10 calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use not later than 96 Days after NTP. The time stated for completion shall include final cleanup of the premises.

5. Spec page 60 – 10. Attachments I do not see these attachments – where do we find them?

a. Attached with Amendment mailto:connie.r.ellard@usace.army.mil mailto:evan.j.schmitz@usace.army.mil

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6. The motor is mounted to a soleplate. Is the soleplate scheduled for replacement, or should it be re-used.

a. See updated Specifications as posted by amendment to the solicitation.

7. The existing pipe column has threaded connections. Can flanged connections be used on the proposed pipe?

a. Due to space limitations, USACE is not confident there is enough room for flanged connections.

Contractor shall use threaded connections for new pipe.

8. The existing pipe column is braced to the vault wall with brackets. Can these brackets be re-used?

a. At the contractor’s option, these brackets and hardware can be reused as long as they fit with the proposed materials. If new brackets or new hardware are to be used, all components and anchors shall be hot dip galvanized. Existing or new brackets of similar number and type must be installed to match the existing arrangement.

9. It looks like a payment bond is required, but that a bid bond is not required. Is that correct?

a. Payment bonds are required for construction over $35K. Bid bonds are not required.

10. The spec recommends placing an electric winch on a forklift. So far we have not been able to find a lifting device for a forklift that meets the LHE requirements of EM385. We will continue to look for options. I am assuming if we find a different way to get materials into and out of the shaft that meets EM385 we could use something other than a forklift?

a. The idea of using an electric winch on a forklift was just one potential means/methods that a contractor could work through. Contractors are free to propose their own means/methods, but must be able to perform safely and in accordance with EM385 regulations.

11. We’ve contacted a few pump suppliers. The supplier that we have heard back from so far has said to allow 10 weeks to receive the new pump from the time the order is approved. Given submittal review times and volatile lead times the specified 96 day contract duration may not be enough time. If the lead times become an issue, would USACE extend the duration? We want to meet the required timeline but also want to be up front this might be an issue.

a. As mentioned in part ‘B-1’ of this document, failure to complete this project by the intended completion date will have an unwanted affect on a following, critical contract. USACE is soliciting this contract with the intent of having this contract completed by the intended completion date. Bidders must be confident they can meet the requirement.

12. The pump supplier suggested refurbishment of the pump may make more sense than providing new. They thought this would take closer to five weeks. I’m not sure if this is a viable option for USACE but thought I’d mention it.

a. Due to a leak in the pipe and problems with the motor, USACE is committed to complete replacement of the system as specified.

13. Contractors to be aware of ‘bend’ in B-wall alignment which should be considered when planning they type of equipment that may need to access the hatch/vault. (See image below)

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14. The current contract duration isn’t long enough to get the equipment due to lead times. Can an additional 60 calendar days be added to the contract duration?

a. The contract duration will remain unchanged.

15. Can more photos be provided?

a. See the following, additional photos

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Figure 1 - Image taken at bottom of ladder. Pipe and bracket shown at left of image.

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Figure 2 - Looking up along pipe from bottom of ladder

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Figure 3 - closeup of pipe bracket

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Figure 4 - closeup of pipe bracket from different angle

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Figure 5 - Image taken while standing on B-wall. Ladder cage can be seen below the removable mezzanine

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Figure 6 - looking down at strainer basket