SITE_VISIT.docx

SITE VISIT

PRE-BID MEETING Minutes

SOLICITAITTION# 15B2111900000007 IFB

DATE: 11/20/2018

TIME: 9:00 A.M

PLACE: WARDENS MAIN CONFERENCE ROOM/EA

PROJECT: ABATE FLOOR TILE AND MASTIC (EA COMMON AREA)

I. SIGN IN SHEET/INTRODUCTIONS

II. PURPOSE OF MEETING: The pre-bid meeting 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 meeting will establish the preliminary schedules, explain the lines of communication and operational procedures, develop a mutual understanding concerning administration of the contract, introduce key personnel and explain their role and authority. Anything discovered or discussed at this site visit/pre-bid meeting shall not change or alter the solicitation.

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 to the Contracting officer as well as the COR Aaron Churchill at j1bird@bop.gov .The deadline for all questions will be Monday November 26th 2018, no later than 11am EST.

The Deadline for receipt of bid is November 28th 2018 by 11am EST. late bids shall be rejected.

All bids must be sent to Federal Bureau of Prisons 2 Mile Drive Otisville NY, 10963 Attn: Joshua Bird Please note we will be accepting electronic bids, the only acceptable place to send these electronically will be to the contracting officer J. Bird at j1bird@bop.gov.

IV. Officials

1. Contracting Officer (CO) Joshua Bird.

2. Contract Administration Office- FCI Otisville

3. Contracting Officers Representative (COR)- Aaron Churchill

V. General Topics:

· Standard form 1442 (pages 1 and 2) Please include DUNS # and Tax ID # and email address.

· Past Performance Submission- References must be submitted

· SAM- All contractors submitting a bid must be registered in the System for Award Management SAM.gov.

· Bonding, If this project goes 30,000 or over a payment or Irrevocable letter of credit will be required. Not both.

· Davis Bacon Act- All applicable workers must be paid according to the terms of the Wage Determination.

· Licensing and Permits- all licensing and permits are required to be obtained by the awarded contractor.

· Period of performance- 10 days start after notice to proceed, 30 days to finish after work begins

· Liquidated damages- Not included in the contract

· Payment request- one lump payment made at the conclusion of the project after walkthrough and acceptance of work is given.

· Acceptance of work-walkthrough with COR and CO to determine if any punch list items are to be established due to damage caused by the contractor of the surrounding area.

· Progress Meetings- Not formally required due to the short estimated length of this project but open lines of communication will be expected to ensure a smooth running project

Walkthrough Notes:

Grey Tile Corridor is the area that is to be worked on, both the tile and Mastic were found to be “Hot” when tested.

Base Board Roll Covering shall be removed by contractors.

Electric and water utilities are not an issue and are provided by the institution.

Entrance will be through the Rear Gate of the institution where the tool inventory will be conducted. Work truck shall be permitted to drive down the access road to the rear of the unit where the work shall be performed. Personal vehicles may not be driven down and parked behind the unit. All tools shall be removed daily from the unit. A box truck will be allowed to remain in the visitor parking lot with tools locked in secured lock boxes when not in use.

There are three options as to where the Decon unit can go.

Final payment will be in one lump sum after CO and COR do final walk through and after any punch list items have been fixed.