Pre Proposal Conference Meeting-Sitevisit 10-08-20.docx

PRE-PROPOSAL CONFERENCE MEETING MINUTES

Federal Correctional Complex-Butner

15B10620Q200000034, Boiler Retubing

October 08, 2020

On October 08, 2020, a pre-proposal conference was conducted by Davitta Williams, Lead Contract Specialist, at the Federal Correctional Complex (FCC Butner). The conference consisted of a meeting between FCC Butner staff and potential vendors.

The following individuals were present at the meeting:

Davitta Williams, Administrative Contracting Officer, Chairperson Aruthur Johnson, Lead Contract Specialist Pandora Burgess, Contract Specialist Luis Martinez, Safety Manager Atkins, Safety R McNeil, Safety Justine Hall, Engineer Technician Justin Burrough, General Foreman Dennis Walsh, Facilities Manager Chadd Diggs (Contractor) Travis Parker (Contractor) Mike Carela-(Contractor) David Snow-(Contractor

The pre-proposal conference commenced at 9:30 a.m.at FCC Butner Training Room Classroom-C at FCC Butner. Davitta Williams opened the meeting introducing herself as the Administrative Contracting Officer (ACO). The purpose of the meeting was to discuss the statutory labor standards, prevailing wage requirements, submission of the contractor payrolls, subcontractor responsibilities, institution work schedules, local policies, contraband, parking, and storage of vehicles and equipment, as well as other issues. At this time, everyone in attendance introduced themselves and stated their responsibilities and the role they would play on this contract.

The primary points of contact for FCC Butner are Davitta Williams ACO, Arthur Johnson, & Pandora Burgess, Contracting Officer or Justine Burrough Engineer, Dennis Walsh Facility Manager and Justin Hall Engineer Tech.

The roles, responsibilities, and limits of authority are as follows:

1. Administrative Contracting Officer (ACO) – Davitta Williams, who has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States.

2. Contract Administration Office (CAO) – Contracting staff at FCC Butner. This information is contained in item #26 of the Standard Form (SF) 1449. This assignment carries with it the authority to perform all of the contract administration functions listed in FAR 42.302(a) and 42.302(b) to the extent that those functions apply to the contract.

3. Davitta Williams LCS is responsible, as applicable, for: inspecting and accepting services provided in accordance with the terms and conditions of the contract; providing direction to the contractor which clarifies the contractor effort, fills in details or otherwise serves to accomplish the contractual scope of work; evaluating performance; and certifying all invoices/vouchers for acceptance of the services furnished for payment. Mr. George Redford, Architect, Mid Atalntic Regional Office, does not have the authority to alter the contractor’s obligations under the contract, and/or modify any of the expressed terms, conditions, specifications, or cost of the agreement. If, as a result of technical discussions, it is desirable to alter/change contractual obligations or the scope of work, the ACO shall issue such changes.

4 Copies of all official written correspondence must be provided to: ACO, COR, and the Contractor. Submittals and RFI’s generated by the Contractor shall be provided to the All submittal and RFI responses generated by the Government provided to the Contractor and Submittals and RFI’s shall be numbered consecutively and tracked on separate logs. These logs shall be maintained by the COR and will be discussed at each monthly progress meeting. Submittals and/or RFI’s will not be accepted from subcontractors.

5. The Contractor will be escorted at all times while performing this contract. The contractor will submit to the COR/Facility Staff a list of all employees and types of equipment the contractor will utilize on a daily basis. The COR/Facility Staff will coordinate all escorts. Finally, fraternizing with inmates is strictly prohibited.

6. Immediately notify the COR/Contracting Staff if a safety infraction occurs. The Contractor is responsible for the prevention of accidents on the project site. Sanitation, clean up, and other safety precautions will be strictly enforced.

7. The Government shall respond to all submittals and RFI’s within 10 calendar days of receipt.

8. This contract is subject to the Davis Bacon Act (minimum wage guarantee), Equal Opportunity (prevents discrimination), Copeland Act (prevents kickbacks and unlawful payroll deductions), and the Contract Work Hours, and Safety Standards Act (requires overtime pay of one and one-half times the applicable basic hourly wage rate for workers on Government contracts who work more than 40 hours in one work week).

9. The project site is available to the Contractor five (5) days per week, Monday through Friday, excluding Federal holidays. Working hours are based on a 40 hour work week (7:30 am to 4:00 pm). However, actual work time will be decreased as a result of entrance/exit procedures normal to a correctional environment. Entrance/exit procedures will reduce actual work time by approximately one hour each work day. Work hours and work days may only be altered with a 48 hour advance written approval of the COR.

Then, Facility Staff, stated the following:

1. It is the Contractor’s responsibility for removal of all trash and debris each day from the worksite.

2. The laydown area is located FMC Butner Powerhouse, that the contractor can use, during the entire contract, but there is no electricity, or water in the staging area.

3. The Contractor shall make their employees available for processing security related documents, fingerprinting, and photographs at the FCC Butner Human Resource Department. If an employee is denied security clearance, no specific reason will be given. Approved Contractor employees will receive a badge which must be worn at all times while on the worksite.

4. All materials will be stored at the staging area as noted. All tools shall be removed from the facility at the end of each work day. Any tools not removed from the facility will be stored in a locked gang box that will be kept in the facility area. A tool inventory will be maintained at all times and any changes shall be coordinated with the COR/Facilities. The inventory will be verified when entering and exiting the facility each day. The contractor is responsible for site security and storage of all construction materials, equipment, and tools.

Then Safety Staff, stated the following:

1. All OSHA regulations apply on Federal property. Inmates have been known to call OSHA and report unsafe conditions. Ensure your employees obey all applicable laws and rules.

2. All unsafe act or conditions need to be reported and work need to stop immediately.

3. The contractor must seek outside medical treatment if an injury occurs. Immediately notify the COR/Safety/ Contracting staff of injuries.

4. MSDS sheets must be on site for any chemicals utilized.

5. Contractor must have a spill prevention and fall protection plan.

These minutes were recorded by Davitta Williams, Lead Contracting Officer.

I have reviewed the minutes and agree with their content.