Pre-Bid Meeting Minutes.pdf

PRE-BID MEETING MINUTES

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STORAGE TANKS

On March 3, 2020 a site visit was conducted by Nick Guzenski, Contracting Specialist, at

FCC Allenwood, Pennsylvania. The visit was conducted in an informal forum which consisted of a short meeting between institution staff and the contractors, followed by a guided tour of the work area.

Nick Guzenski opened the meeting by introducing himself as the Administrative

Contracting Officer for this project. The following individuals were present:

Nick Guzenski, FBOP

Jesse Vanderpool, FBOP

Timber Moore, FBOP

Heather Shultz, FBOP

Adam Simmonds, FBOP

Joshua Hummel, FBOP

Rick Brewer, FBOP

Bruce Markey, BEC

Rob Patridge, BEC

Justin Hartz, CEG

Bob Scott, Comstock

Ray Minarovic, Comstock

The site visit meeting began at approximately 830 AM in the FCC Allenwood Facilities Trailer.

Mr. Guzenski introduced himself and welcomed everyone to the Site Meeting.

Mr. Guzenski stated the purpose of the meeting/pre-bid conference is being held to familiarize all bidders with the Federal Bureau of Prisons policies and procedures, which shall be followed during the performance of the work. This conference will establish the preliminary schedules, explain the lines of communication and the operational procedures, develop a mutual understanding concerning administration of the contract, introduce personnel associated with this project and explain their authority, functions and responsibilities. Anything discovered or discussed at this site visit/pre-bid conference shall not change or alter the solicitation, which includes the specifications and drawings. All changes will be issued as a written formal amendment to the solicitation.

Offers shall be submitted electronically to nguzenski@bop.gov by 400 PM EST on March 18th, 2020. Attachment size cannot exceed 14 MB. It is the Offerors responsibility to confirm receipt of their quote.

In addition to the requirements stated in the solicitation, the contractor must be registered at www.sam.gov and completed the Online Representations and Certifications Application

(ORCA) website at http://orca.bpn.gov prior to bid opening. The contractor is responsible for mailto:nguzenski@bop.gov all applicable federal, state and local taxes.

Name of Owner:

FCC Allenwood

Route 15 - 2 Miles North of Allenwood

Allenwood, PA 17810

Identification of Official Representative of Owner, other Agency Officials, Prime

Contractor Personnel will be Nick Guzenski.

Contracting Officer (CO) - the officer with authority to enter into, administer, and/or terminate contractual actions on behalf of the United States, this includes his duly appointed successor.

Contract Administration Office (CAO) - The resulting contract shall be administered by a

Contract Specialist located at the Federal Correctional Complex (FCC) Allenwood, Pennsylvania.

Change Orders/Modification/Correspondence/RFI’s- Change Orders/Modifications can only be authorized by a Contracting Officer or Warranted Contract Specialist. This contract will be administered by the CAO located at FCC Allenwood, Pennsylvania. The Contractor is responsible for all documentation to substantiate all contract changes. If the contractor believes they have been delayed by a differing site condition, the CAO must be notified immediately in writing and prior to proceeding with any corrective actions.

If differing site conditions are noted on the job site, please stop immediate work and confer with the C.O. The Contracting Officer will then determine if a modification to the contract will be required.

Do not do complete work that is not covered within the Statement of Work. Work accomplished outside the scope of the contract will not be paid for by the Government unless authorized by the

Contracting Officer prior to the fact.

A copy of all written correspondence must be sent to all parties.

Request For Information (RFI) – RFI’s are to be used by the Contractor to clarify information on the drawings and in the specifications. The Prime Contractor is responsible for numbering all RFI’s. RFI’s will not be accepted from any subcontractors. The Prime Contractor and all subcontractors must have copies of all contract specifications and plans at the construction site at all times. All questions pertaining to the contract documents shall be thoroughly researched prior to presenting them as RFI’s.

Access to the Site and Working Hours

The project site will be opened to the contractors five (5) days per week, Monday through

Friday, excluding Federal holidays. Working hours are based upon a 40 hour work week, eight

(8) hours per day. The Government assumes no responsibility to the Contractor nor to any of the subcontractors for shorter hours due to emergencies or entry and/or exit of workers at the job site. The COR shall establish the work hour time frames for the duration of the project, subject to the approval of the Contracting Officer. Work hours and work days may be altered only with a

48 hour advanced approval of the Contracting Officer.

Contractor Vehicle Parking

The responsibility for the security and safety of the vehicle is that of the contractor and his/her employee.

Parking will be made available near the construction site.

Construction Material Storage

All materials will be stored at the construction site.The contractor is responsible for site security and storage of all construction materials and equipment.

Institution Code of Conduct

The contractor shall inform his employees that intoxicating beverages, drugs and weapons are strictly prohibited.

Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC-1791

Appropriate clothing must be worn at all times at the site.

No fraternizing with inmates. If you happen to know an inmate personally, you must report it

Immediately to FBOP Staff.

Testing Requirements

Additional testing outside of the Statement Of Work may be called for by the FBOP and paid for by the FBOP. The Contractor must cooperate with the persons and firms engaged in these activities. The Contractor shall notify the FBOP in writing 24 hours in advance of all expected placements, installations or fabrications requiring inspection or tests.

Trash Removal

It is the Contractor’s responsibility for removal of all trash and debris from the job site.

Safety/Sanitation

The Contractor is responsible for the prevention of accidents on the project site. Sanitation, clean up, drainage and other safety precautions will be enforced.

Speed limit of 15 miles per hour will be enforced and violators will not be allowed to continue work on Federal property.

No hiring of employees on the construction site or Federal property.

In case of a safety infraction, the following procedures will apply:

-Immediate notification of FBOP in writing

-Correct all deficiencies within 24 hours of infraction

-If not corrected, OSHA will be notified or a Suspension of Work may be issued.

All chemicals brought onsite must have proper SDS sheets.

Notice of Contractor Personnel Security Requirements.

NCIC will be requested for all employee working onsite.

The Contractor shall be in compliance with the Homeland Security Presidential Directive-12

(HSPD-12) and Federal Information Processing Standard Publication 201 (FIPS 201) entitled

Personal Identification Verification (PIV) for Federal Employees and Contractors as stated in the solicitation.

All Contractors and subcontractors must be NCIC cleared prior to work on the construction site.

The FBOP will clearly explain the process to the contractor, including the amount of time for

FCC Allenwood staff to approve the contractor’s employees and the subcontractor’s employees.

Mr. Guzenski reminded everyone of the deadlines for questions and when the bid closed. As there was no further question, meeting adjourned at 900 AM EST.

Nicholas Guzenski, Contract Specialist