Pre-Proposal_Site_Visit_Minutes.pdf

Subject: Old Hickory unit #4 Rehabilitation Site Visit Minutes

1. The meeting was opened by Jamie Davies, Contract Specialist, who discussed items specific to the solicitation

a. Be sure to acknowledge all amendments.

b. This is an Unrestricted, Full and Open solicitation.

c. This contract will require Performance and Payment Bonds: (FAR clause 52.228-15)

100% of original contract price.

d. The bid will require a bid guarantee (FAR clause 52.228-1): 20% of bid price or

$3,000,000 whichever is less.

e. Question submission deadline is June 30th at 2:00 PM CT. If you have questions during the site visit it is ok to ask but the answers are non-binding until they are included in the solicitation via amendment. So, please ensure that your question is written on the flash cards.

f. Proposals are due August 17th by 1:00 PM CT. If you plan to personally bring your proposal be aware that parking is an issue and you will have to go through our security.

g. Clauses to highlight:

i. Be sure to fill in 52.204-8 Annual Representations and Certifications, unless it is available on SAM.gov. (pg 48)

ii. Be sure to fill in 52.209-7 Information Regarding Responsibility Matters. (pg 48)

iii. Be sure to fill in 52.219-28 Post-Award Small Business Program Representation (pg 58).

iv. 52.236-1 Performance of Work By the Contractor: The contractor shall perform on the site, and with its own organization, work equivalent to at least forty percent (40%) of the total work to be performed under the contract.

v. 52.211-12 Liquidated Damages: The LD’s for this work is $3,962 for each calendar day of delay until work is completed or accepted (pg 57).

vi. 52.236-4 Physical Data: shows weather conditions (pg 70).

h. Price Schedule: note the Alternate and As Needed Items. (pg. 12) The Government will require the delivery of one but not both of the numbered sub-CLINS designated as “Alternate”. Notice will be provided as to which alternate is chosen within 60 days from award. The “As needed” items may be requested anytime throughout the contract life or may not be requested for at all.

i. Security Requirements: Be sure to review this section as there is work needed to be compliant with this section (pg 80).

j. Best Value Tradeoff Procurement: Please thoroughly review sections 00100, 00115, & 00130 as they will thoroughly explain the rules of engagement with regard to this source selection.

k. Joint Venture: An offeror must establish a joint venture in order for experience of any other contractor to be considered. If provided, the experience of a subcontractor will not be evaluated.

l. Self-Performed Tasks: For the purpose of this solicitation “self-performed tasks” is defined as tasks that the offeror performed by their own personnel. For example, if the offeror is part of a Joint Venture for a submitted project, the offeror can only submit the tasks they performed under that Joint Venture contract.

m. If by chance anything in this solicitation agenda differs from the actual solicitation the solicitation document will take precedence.

2. Bill Debruyn, Resident Engineer and Administrative Contracting Officer, introduced himself and gave a quick brief of construction. Bill reminded everyone that this is a construction contract which has different clauses than a service contract. The specifications detail the Quality Control, Schedule Analysis, Site Safety, and Quality Control System (QCS) required for the contract.

3. Loren McDonald, Project Manager, covered the following points:

a. Project is funded with customer funded money – not appropriated funds.

b. Removal of asbestos containing material will be performed by others. 01 11 10, Part

1, 1.1

c. Pay special attention to contractors work and staging areas, information about utilities, and government furnished property in 01 10 10.

d. The powerhouse elevator is available for use, when it is available. The government makes no guarantee that it will be functioning throughout the construction duration.

e. Note section 48 13 16.00, Section 1.4.5 regarding additional inspections by the contractor post award.

f. Government is considering increasing the generator capacity to 45 MVA via amendment.

g. Best value trade-off selection method. Read the solicitation carefully. Complete the information required – carefully and completely. This cannot be stressed enough.

h. Do not include clarifications and exceptions in your proposal.

i. Ask questions early so that the government has time to respond and you can clarify if need be.

j. Photographs are allowed everywhere in the powerhouse except the control room.

Photographs taken should be used only for the development of this proposal. Photos should not be released to others or put on a public website.

4. Joe Conatser, Old Hickory Power Plant Superintendent, gave a safety briefing and went over the Area Hazard Analysis for the site visit. The AHA was made available for review.

5. The potential contractors/subcontractors were divided into five groups. Each group was escorted by Corps employees to the following five areas to review for 30 minutes each: 1) Laydown areas (parking lot, assembly bay including pedestal, lifting devices); 2) Generator (including spare generator parts); 3) Thrust Housing and Wheel Pit; 4) Scroll Case; and 5) Turbine – Draft Tube Entry Door.

6. The group gathered for questions prior to lunch. One question was asked regarding if a spare coil could be sliced into pieces and each potential offeror given a slice.

7. It was stated that any offeror that wished to return after lunch would be assigned a Corps employee and they would be allowed to tour any area they wished.

8. After lunch, seven companies returned and were given up to two and half hours to tour any areas they wished, accompanied by government personnel. Slices of stator coil were made available to the contractors who had not already departed. Only one slice of coil was provided per company.

Potential offerors who did not receive a slice of coil can request one via email to Jamie Davies at Jamie.Davies@usace.army.mil. The request should include a name and mailing address to send the coil. Requests should be made no later than June 22nd, 2016.

mailto:Jamie.Davies@usace.army.mil