Site_Visit-_Switchgear-signed.pdf

SITE VISIT

PRE-BID CONFERENCE AGENDA

SOLICITATION # 15B20318B00000002

Date: 08/14/2018

Time: 9:00 a.m.

Place: A.W.’s Conference Room FCI Danbury

33 ½ Pembroke Rd Danbury, CT 06811

Project: Automatic Switchgear Installation

I. Sign-in Sheet/Introductions (CONTRACTING OFFICER)

II. Purpose of Meeting: This 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 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. Questions will not be answered at the site visit.

Nothing said at this conference shall be interpreted as modifying the provisions or requirements of the solicitation. Any revisions or changes to the solicitation will be issued as a formal amendment by the Contracting Officer.

III. Solicitation Review: All pre-bid questions must be submitted by the contractor in writing to Jeff

Kercheval at jkercheval@bop.gov The deadline for receipt of written questions is Friday, August 17, 2018 at 9:00 am CST. Only questions prior to the deadline will be answered and will be posted to www.fbo.gov The deadline for receipt of bids is August 23, 2018 at 2:00 pm CST. Late bids will be rejected.

All bids must be sent to:

Federal Bureau of Prisons, Field Acquisition Office 346 Marine Forces Drive, Grand Prairie, TX 75051

Attn: Jeffrey kercheval, Contract Officer

IV. Identify and Authority of Official Representatives:

1. Contracting Officer (CO) – Jeffrey Kercheval. 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.

2. Contract Administration Office (CAO) – Donnie Lui. The resulting contract shall be administered by the Contract Specialist located at the Federal Correctional Institution (FCI) Danbury, Connecticut.

3. Contracting Officers Representative (COR) – Bose George. A representative of the Federal

Bureau of Prisons, located at the construction site, who has the overall responsibility (except for contractual matters) for the administration of operation and activity at the project site.

V. Bid Offer Notice: In an effort to ensure bids are not accidently opened in the mail room, each bidder is requested to submit the following in accordance with the instructions printed on the form:

*This label (see below) shall be completed and used on the envelope containing the offer. This envelope shall be placed inside of shipping boxes or envelopes supplied by couriers such as Fedex. Complete the information on the label and cut and paste or transfer it to the LOWER left corner of the envelope containing your offer (not on the courier envelope/packaging). Print or type your name and address on the upper left corner of the envelope containing your offer/bid.

BID OFFER

SOLICITATION NUMBER: ___________________________________

DATE FOR RECEIPT OF OFFERS/BIDS ________________________

TIME FOR RECEIPT OF OFFERS/BIDS ________________________

OFFICE DESIGNATED TO RECEIVE OFFERS/BIDS ______________

CONTRACT OFFICER ______________________________________

VI. General Topics: The following must be completed and submitted from the solicitation.

• Standard Form 1442 (Pages 1 and 2)

• Past Performance Submission (References and Banking submissions must be submitted in advance to bid opening.

• Bid Guarantee. A bid bond must be submitted in original with solicitation. Penal sum of the bond must be at least 20% of the bid price, not to exceed $3 million, whichever is less. Bid bond must be from a Gov’t approved surety.

• Representations and Certifications. All contractors submitting a bid must be registered in SAM.

• FAR PROVISION 52.204-8. Pursuant to the section (b) (1) of this provision, provision 52.204-7 is included in this solicitation. Bidders should not mark either of the two options under this section (b) (2). Leave these options unmarked.

• Amendments. Must be acknowledged and submitted with the bid by one of the methods described in item 11 in SF-30.

VII. General Items of Discussion:

• Davis Bacon Act. All applicable workers must be paid according to the terms of the wage decision.

• Hiring Goals. 10.2% for minorities and 6.9% for females- a “good faith” effort should be put forth by contractor to achieve these goals.

• Licensing and Permits. All licensing and permits are required to be obtained by awarded contractor.

• Magnitude and Period of Performance. Between $500,000 and $1,000,000. 180 calendar days after issuance of notice to proceed.

• Time Extensions. Will not be granted unless the weather is unusually severe and abnormal in comparison to prior years.

• Liquidated Damages. $1,004.56 per calendar day of delay after scheduled completion.

• Pre-construction Conference. Required after the contract is awarded and will be scheduled accordingly.

• Progress Schedule. Will be provided to the C/O and COR as soon as possible. Each time a progress schedule is changed, it must be provided to both the C/O and COR.

• Progress Meetings. Mandatory and will be scheduled monthly.

• Payment Requests. Application for payments are to be submitted on AIA G702, or a form similar to

G702.

Facilities: (COR- Bose George)

A. Access to the Site and Working Hours

1. 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. Actual on-site work will be approximately 35 hours per week. 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. All materials, supplies and lunches must be brought inside the secured institution for the entire day.

B. Security Clearance Requirements

1. Upon notification of contract award, contact Mr. Bose George (COR) immediately to start the clearance process. In order for your employees to work on the job site they have to be cleared in accordance with HSPD-12. The Warden makes the final determination on all individuals allowed to work on Institutional grounds. If an employee is denied, no specific reason will be given for denial. Denial does not mean the individual has a criminal history. A security clearance denial could result from a multitude of issues (i.e. Relative in Institution). All Contractors and subcontractors must be NCIC cleared prior to work on the construction site.

C. Contractor Vehicle Parking

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

2. Parking will be made available near the construction site.

D. Inclement Weather and Institution Emergencies

1. No contract workers will be allowed on site during inclement weather. During an Institution “lock down”, contractor entry will be at the Warden’s discretion and determined on a case by case basis.

E. Institution Gate/Tool Policy

A tool inventory will be maintained at all times and any changes shall be coordinated with the COR.

F. Construction Material Storage

1. All materials will be stored at the construction site, unless prior approval is granted by the COR.

2. The contractor is responsible for site security and storage of all construction materials and equipment.

G. Institution Code of Conduct

1. The contractor shall inform his employees that intoxicating beverages, drugs, cameras, and weapons are strictly prohibited. Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC-1791.

2. Appropriate clothing must be worn at all times at the site. No green uniforms, khakis, or shorts may be worn by the contractors.

3. No fraternizing with inmates. If you happen to know an inmate personally, you must report it immediately to the escorting officer.

H. Tool Storage

Tools will be stored in a lock gang box or removed nightly from the construction site. Copies of any keys to these locks will be given to the COR or Locksmith.

I. Testing Requirements

Testing of materials may be called for by the CM 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.

J. Trash Removal

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

2. An open top container will be provided by the Contractor at a location coordinated with the COR.

K. Utilities Furnished

The Contractor is authorized to tap into both water and electric at the Contractor’s sole expense;

however, any temporary taps must be removed by the Contractor prior to completion of the project.

L. Safety/Sanitation

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

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

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

4. 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.

5. OSHA requirements will be adhered to.

M. Escorting Procedures

The Contractor will be escorted while performing under this contract. The contractor will submit to the Facilities Manager a list of all employees and types of equipment the contractor will be utilizing on a daily basis. The Facilities Manager will coordinate all escorts.

N. Inspections

“Punch list” items generated by inspections will be corrected and discrepancy item’s re-inspected and approved before contract closure takes place. Should any work be covered without proper notification, the contractor shall uncover that work for inspection at his own expense.

Meeting minutes recorded by: ___________________________________________ Donnie Lui, Contract Specialist, FCI Danbury