GILA RIVER INDIAN COMMUNITY GEORGE WEBB VILLAGE SUBDIVISION INFRASTRUCTURE IFB # ADDENDUM NO. 2 September 14, 2011

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Ashlee Bradley
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1 TO: All Bidders From: Gila River Indian Community, Property and Supply Department The following addendum to the George Webb Village Subdivision Infrastructure construction project is made. Acknowledgment of receipt of this Addendum shall be returned immediately upon receipt to Property and Supply and shall also be completed by number in the space provided on the Bid Form. The bid date and time remain the same; Friday September 23, 2011 at 2:00 p.m., M.S.T. The location of the bid remains the same, at the office of the Gila River Indian Community, Property and Supply Department, 315 W. Casa Blanca Road, Sacaton, Arizona The Pre-bid Conference was held on Friday September 9, 2011 at 9:00 a.m. at the Gila River Indian Community, Tribal Projects Department, Thai-Ai Conference Room. The following items were noted in the conference. A. Tribal Projects opened the meeting with a welcome and introductions. B. George Cairo Engineering gave an overview of the project and highlighted the general scope of work. C. Contracts Management advised that the successful bidder must obtain a business license from the Community. The fee is $150. All subcontractors must also obtain a business license at the same fee. Contracts Management also advised that the Community is tax exempt. The Community can provide a tax exemption letter to bidders if needed. D. Property and Supply advised that bids are due on the date and time listed in the Invitation for Bids. Tribal Projects strongly cautioned prospective bidders to insure they are coordinated with Property and Supply s time clock as late bids will not be accepted and Property and Supply s clock will govern. Property and Supply advised prospective bidders to read and follow the directions given in the IFB. Property and Supply reminded prospective bidders that the project is federally funded and Davis-Bacon Wage rates apply. Property and Supply advised that all questions regarding the project are to be Page 1 of 10

2 directed to Randy Allen, Buyer at Property and Supply. Property and Supply is located in Building 4 of the same complex as the Thai-Ai conference room. Bids will be opened and read aloud at approximately 2:30 p.m. on September 23, 2011 in the Thai-Ai Conference Room. F. George Cairo Engineering advised that a list of subcontractors and suppliers is included with the Fee Bid Form / Bid Schedule and is to be submitted with the bids. G. George Cairo Engineering reminded bidders that the project falls under the Buy American Act as described in the Federal Requirements. H. George Cairo Engineering advised that the successful bidder will be required to complete fifty five percent (55%) of the work with his own forces. This was clarified during the site visit and the successful bidder will be required to complete at least 55% of the work with his own labor and equipment. I. Tribal Employment Rights Office advised that the successful bidder will be required to submit a TERO Compliance Plan. The successful bidder must provide employment opportunities to Community Members and other Native Americans outside the successful bidder s core crew. TERO advised that good communication between the Contractor and TERO will help to assure smooth processing. TERO advised that simply having a receipt for a business license is not satisfactory evidence of the contractor s ability to conduct business within the Community. The Contractor must have the actual business license in hand accompanied by current insurance. TERO strongly advised that the successful bidder should submit their documentation early to avoid delays in being able to start the work as a business license is required and it takes time for business licenses to be issued. A question was raised regarding Tribal Members and the cost of the business license. Business Licenses for Tribal Members are $5.00. A second question was raised about subcontractors to a Tribal Member. TERO advised that subcontractors are subject to the $150 fee for a business license. TERO advised it had a few packets available if any prospective bidders wanted Page 2 of 10

3 one. TERO also advised that it preferred to handle processing by electronic means via or other paperless processes. Tribal Projects advised that the packets, available electronically, will be posted to the project FTP site. TERO advised that the bulk of the packets consist of Title 12 and Title 13 which are included. J. Contracts Management went over the Contract Documents and advised that the list of Contract Documents was contained on page 5 of 8 of the Form of Agreement. Contracts Management asked if there were any questions. No questions were offered. K. Tribal Projects advised that the contract time is 365 calendar days. L. George Cairo Engineering went over the progress payment process. Cut off for quantities will be the 25 th of each month. Forms for submittal of progress payments will be the AIA G702 with the continuation sheet. Measurement and payment will be based on actual quantities completed. M. George Cairo Engineering advised that the successful bidder is required to submit a project schedule that conforms to the 365 calendar day completion time. The schedule is to be updated monthly and submitted with the monthly progress estimates. N. Contracts Management advised that bonds and insurance are required. It is the Community s preference that Performance and Payment bonds in the amount of 100% of the contract value be submitted by the successful bidder however, the Community will allow alternate bonding as approved by the Community Treasurer. Insurance requirements are included in the Supplemental General Conditions section SC Contracts Management outlined the requirements in general which includes, but is not limited to, general liability, excess liability, workman s compensation, and builders risk. Pollution liability is not required. O. TERO wished to remind the prospective bidders that the project is federally funded and Davis-Bacon wage requirements apply and weekly or bi-weekly certified payrolls are required to be submitted. If a successful bidder already employs Native Americans then provide a copy of the CID card or Tribal ID card. Page 3 of 10

4 P. George Cairo Engineering noted the following items: 1. Construction survey is by the contractor and is a pay item. 2. Materials testing will be by the Community as coordinated by GCE. The Contractor will be required to give adequate notice that he is ready for testing. 3. Shop drawings will be submitted to GCE. Preferred method is electronic. The successful bidder will be required to develop a submittal schedule and submit it to the Engineer. Certain entities may require hard copies of submittals, such as GRIC-UA. 4. There is absolutely no access outside the subdivision boundary. The adjacent lands are allotted lands and there shall be no access for any reason onto these lands. One of the first items of business is for the contractor to erect a rope line barrier around the subdivision. 5. All equipment and materials must be staged within the subdivision. 6. Water supply is the Contractor s responsibility. There are two fire hydrants, one each at each entrance to the subdivision, and these are available for construction water after obtaining a hydrant meter from the Department of Public Works. The Community makes no representation that the fire hydrants are adequate to process the work in a timely manner. The Contractor shall develop alternate sources of water as necessary. 7. As-built drawings are required and are a condition of final payment. 8. The solar street lights are changed from Community furnished and Contractor installed item to a Contractor furnished and installed item. The Special Provisions were modified in Addendum No.1 and a revised set of Solar Street Light Plans has been posted to the FTP site. 9. The Contractor is required to clear the site of mesquite trees and haul them to the District 4 Service Center. The Contractor is responsible for having equipment at District 4 to receive, stack, and compress the mesquite trees in the space available. The trees shall be stacked as high as possible. Refer to the Special Provisions. In the event the receiving area reaches capacity an alternate site near District 4 will be provided. Page 4 of 10

5 Q. The following questions were asked and responded to. 1. Does the Contractor (General Contractor) have to be Native American owned? Tribal Projects Yes. 2. Do subcontractors have to be Native American owned? Tribal Projects No. 3. Will the project plans be available on the FTP site? Tribal Projects Yes, they are there now. 4. Will the project plans be made available on compact disc? Tribal Projects No. R. Property and Supply advised that Native American Enterprises must be 51% Native American Owned. If any prospective bidders are Joint Ventures, then both names must appear on any bonds submitted. 2. The Pre-bid Conference was adjourned and prospective bidders were invited to a Site Visit of the George Webb Village Subdivision and the Wild Horse Pass Lift Station. The following questions were asked at the George Webb Village Subdivision site. A. What is the size of mesquite trees to be removed to the District 4 Service Center? George Cairo Engineering Refer to the Special Provisions. Those trees with a trunk diameter of 3 inches and over shall be removed approximately at ground level and hauled to District 4 Service Center. The stumps shall be grubbed out and hauled to waste off site and off Community. Mesquite trees smaller than 3 inches in trunk diameter shall be removed and hauled to the District 4 service center. For mesquite trees smaller than 3 inches trunk diameter, it is not the intent of this requirement that every sprout, thin, young, or spindly small tree be specifically removed to the District 4 Service Center but those trees with enough reasonably useable wood shall be removed and hauled to the District 4 Service Page 5 of 10

6 Center. Small sprouts, thin, young or spindly mesquite trees shall be cleared and grubbed along with other vegetation. B. Are there any legal disposal sites within the Community for offsite haul? Tribal Projects and George Cairo Engineering. No. C. What is required for removal and disposal of other small vegetation? George Cairo Engineering Except for the cacti to be salvaged, nurseried on site, and replanted into the landscaping plan, all other vegetation is to be cleared, removed from the site, and properly and legally disposed of off the Community. There is also some rubbish and trash within the subdivision site that is required to be removed. D. What can be expected for SWPPP requirements? George Cairo Engineering In general an earth containment berm or earth windrow will be required around the perimeter of the site. At such time as the perimeter wall is constructed then the containment berm may be knocked down to proceed with the work in that area. Straw rolls will be needed at any existing drainages that cross the work area. The prospective bidders were reminded that the Contractor is required to obtain an encroachment permit from the Arizona Department of Transportation to extend the GRIC-UA conduits from approximately 30 to 40 feet south of the southeast corner of the subdivision up to the subdivision. Prospective bidders were advised that some traffic control signs along SR-587 will be required. Depending on ADOT requirements, signs might include Construction Entrance Ahead, Truck Crossing, or similar. Power line construction was observed along the west side of SR-587 fronting the George Webb Village Subdivision site. After the site visit GRIC-UA advised that they are in the process of continuing the power lines north from south of the subdivision and will energize the lines upon completion. The Contractor is hereby advised that during construction energized power lines will be in service across the SR-587 frontage to George Webb Village Subdivision. These overhead lines will cross each of the two paved entrances to the subdivision and the Contractor shall maintain safe clearance to these overhead lines in accordance with Federal, State, and Community requirements. The Site Tour continued to the Wild Horse Pass Lift Station. Page 6 of 10

7 No specific questions were offered at Wild Horse Pass Lift Station. A. In general the lift stations at George Webb Village Subdivision are intended to look like the Wild Horse Pass Lift Station except scaled down due to the smaller size. 3. Bidders shall submit with their bid, the attached form indicating the Contractor meets the requirement that 55% of the contract shall be performed by the Contractor with his own labor and equipment. During the course of the project the Community reserves the right to request copies of subcontracts and the Contractor shall provide copies of subcontracts upon such request, written or oral, for the purpose of verification of the amount of work subcontracted and the amount of work completed by the Contractor. Fill out the form as follows: a. Bid # - Same as listed in the bid schedule (eg,1.01, 2.06, 5.10, etc). b. Bid Item Description - Same as listed in the bid schedule, abbreviate as needed. c. Full or Partial Subcontract Is the bid item fully subcontracted or partially subcontracted? d. Name of Subcontractor Enter full name of subcontractor. e. Work to Be Subcontracted Enter the type of work, for example: F&I Handrail, or F&I Electrical. f. Estimated Subcontract Amount Enter the estimated subcontract amount to the nearest dollar. g. If additional sheets are needed copy the first or second sheet provided. h. After all subcontractors are included, fill in the page number and total pages at bottom right of each sheet. i. Total the estimated subcontracted work and compare against the estimated project total. Enter dollar values and percentages as indicated. Page 7 of 10

8 4. At the bottom of page C-12 of the Fee Bid Form / Bid Schedule, in the last line, delete the word proposer and replace it with bidder. Delete the last acronym RFP and replace it with IFB. 5. At the top of the first page of the Form of Agreement document above the text FORM OF AGREEMENT insert the word SAMPLE. At the top of the first page of the Form of Agreement delete the red text, DRAFT At the top of the first page of the Standard General Conditions of the Construction Contract delete the red text, DRAFT At the top of the first page of the Supplementary Conditions To EJCDC Document C- 700 (2007) delete the red text, DRAFT As discussed in the Pre-bid Conference, the TERO compliance information has been posted to the FTP site. 7. The following is a Bidder question: Question: On the Invitation IFB # for the George Webb Infrastructure, we need to get some clarification on the "License Requirements" that the GRIC has listed on page 9 under section C.3. We are licensed under New Mexico requirements. It states that we need to show evidence that we are qualified to do business in Arizona under a "Class A-General Engineering" Contractors License with evidence by either; A. having a contractors license under this section or B. a Covenant to obtain such qualification prior to award of the contract. The question is will they allow us to show them evidence of our existing qualifications in New Mexico under the same general "Class A-General Engineering" and recognize them in order for us to be; A. qualified to bid. B. Not be disqualified after the fact. Answer: The State of Arizona does not recognize New Mexico Class A General Engineering licenses. There is no reciprocity. In addition, there is going to be a very short time period between the bids and award of the project. It would not appear this short time frame will not reasonably allow for the obtaining of an Arizona Class A General Engineering license in time to receive award. Page 8 of 10

10 immediately return the receipt (this page only) to Gila River Indian Community, Property and Supply, Attention: Randy Allen, Buyer, 291 W. Casa Blanca Road, Sacaton, AZ or after completing, scan and the receipt to Acknowledgement of receipt shall be received at Property and Supply no later than the date and time due for bids. Receipt of this Addendum No.2 shall also be acknowledged on the Fee Bid Form. Received by: Company Name Address: City, State, Zip Code Signature: Printed Name: Title: Page 10 of 10

11 - TRIBAL PROJECTS DEVELOPMENT ESTIMATED SUBCONTRACT UTILIZATION CONTRACTOR NAME AND ADDRESS: Addendum No.2 Project Name: George Webb Village Subdivision Infrastructure BID # ITEM DESCRIPTION (Abbreviate as Needed) FULL OR PARTIAL SUBCONTRACT NAME OF SUBCONTRACTOR TYPE OF WORK TO BE SUBCONTRACTED ESTIMATED SUBCONTRACT AMOUNT PAGE OF _

12 - TRIBAL PROJECTS DEVELOPMENT ESTIMATED SUBCONTRACT UTILIZATION Addendum No.2 Project Name: George Webb Village Subdivision Infrastructure CONTRACTOR NAME AND ADDRESS: BID # BID ITEM DESCRIPTION FULL OR PARTIAL SUBCONTRACT NAME OF SUBCONTRACTOR WORK TO BE SUBCONTRACTED ESTIMATED SUBCONTRACT AMOUNT PAGE OF _

13 - TRIBAL PROJECTS DEVELOPMENT ESTIMATED SUBCONTRACT UTILIZATION Addendum No.2 Project Name: George Webb Village Subdivision Infrastructure CONTRACTOR NAME AND ADDRESS: BID # BID ITEM DESCRIPTION FULL OR PARTIAL SUBCONTRACT NAME OF SUBCONTRACTOR WORK TO BE SUBCONTRACTED ESTIMATED SUBCONTRACT AMOUNT ESTIMATED TOTAL TO BE SUBCONTRACTED - DOLLARS $ ESTIMATED TOTAL TO BE SUBCONTRACTED - PERCENT % ESTIMATED TOTAL TO BE PERFORMED BY CONTRACTOR - DOLLARS $ ESTIMATED TOTAL TO BE PERFORMED BY CONTRACTOR - PERCENT (MINIMUM 55%) % ESTIMATED TOTAL CONTRACT - DOLLARS $ TOTAL CONTRACT PERCENT 100% PAGE OF _

PROJECT MANUAL BID DOCUMENT 95% REVIEW CHECKLIST PROJECT BID NO EPWU PEM. CONSULTANT SUBMITTED ON / / as a 95% (A) original

PROJECT MANUAL BID DOCUMENT 95% REVIEW CHECKLIST PROJECT BID NO EPWU PEM. CONSULTANT SUBMITTED ON / / as a 95% (A) original PROJECT BID NO EPWU PEM CONSULTANT SUBMITTED ON / / as a 95% (A) original RESUBMITTED ON / / as a 95% (B) revision 1.0 FRONT COVER 1.1 1.2 1.3 1.4 Title begins with location key words, otherwise with program/project