Pre-Bid Meeting minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

· 15B21220B00000001 - Fire Hydrant Replacement

FCI Ray Brook - PROJECT 2D4L

DATE: 10:00 a.m., Thursday, May 21, 2020 Place: Staff Development Center

CONTRACTING OFFICER {Mark Allen):

I. INTRODUCTIONS:

The meeting commenced with a round table introduction of all attendees.

II. PURPOSE OF MEETING:

Identified the project (15B21220B00000001), Fire Hydrant Replacement at the Federal Correctional Institution located in Ray Brook, NY. Indicated the purpose of this meeting was to familiarize the contractors with the Bureau of Prisons policies and procedures to be observed during the performance of work and the unique circumstances and requirements surrounding a correctional setting.

Also stated: Nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the Contracting Officer, Mark Allen. Only the Contracting Officer has the authority to enter into, administer, and/or terminate a contractual action on behalf of the United States.

Ill. MINUTES:

Advised minutes will be recorded and uploaded to the solicitation at www.beta.sam.gov.

IV. SITE VISIT INFORMATION:

Advised that at the conclusion of the meeting contractors would be able to visit the selected work site, with some restrictions due to Covid-19 concerns.

V. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

Stated the deadline for submission of bids for this project is June 12, 2020 by 5:00 P.M. EST and that this due date is strictly enforced, so all late bids will be rejected.

VI. GENERAL TOPICS:

The following submission/completion items were addressed:

1. From the solicitation, each bidder SHALL complete and submit the following forms, clauses, and statements with his/her bid. Failure to do so may cause your bid to be considered as non-responsive:

• STANDARD FORM 1442 Pages 1 & 2: Please include DUNS number and Tax ID# and e-mail address where indicated in block 10 and complete blocks 14-20c. If your company has a "doing business as" name reflected in you SAM registration, include this name as well in Block 14.

Ensure the address typed in block 14 matches the address in your SAM registration.

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FCI Ray Brook - PROJECT 2D4L

• REPRESENTATIONS AND CERTIFICATIONS: All contractors submitting a bid must be registered in the System for Award Management (SAM) at www.sam.gov.

2. The following items were also addressed:

• DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. Wage Decision NY190060 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

• LICENSING AND PERMITS: All required licensing and permits are required to be obtained by the contractor who receives contract award.

• MAGNITUDE: The magnitude of the project is between $100,000 and $150,000.

• WORK HOURS: Per FAO-0006, the project schedule is based on a normal forty (40) hour work week, eight (8) hours a day, Monday through Friday excluding federal holidays.

Access to the site will be available during normal working hours except during emergencies.

• COR: The Contracting Officer's Representative (COR) is Kristin Bartlemus, Engineering Technician at FCI Ray Brook.

• PERIOD OF PERFORMANCE: The completion period is 105 calendar days after issuance of Notice to Proceed.

• TIME EXTENSIONS: Time extensions for inclement weather will not be granted unless the weather is unusually severe and abnormal in comparison to prior years.

• LIQUIDATED DAMAGES: Liquidated damages for this project are in the amount of $785.36 per calendar day of delay after scheduled completion.

• PRE-CONSTRUCTION CONFERENCE: A Pre-Construction conference is required after the contract is awarded and will be scheduled accordingly.

• PROGRESS SCHEDULE: A copy of the progress schedule is to be provided to the Contracting Officer and Contracting Officer's Representative as soon as possible. Each time the progress schedule is changed, it must be provided to both the Contracting Officer and COR. It is suggested an updated document be provided by the Prime Contractor at the mandatory monthly progress meeting.

• PROGRESS MEETINGS: Progress meetings are mandatory and will be scheduled monthly.

• PAYMENT REQUESTS: Application for payments are to be submitted on AIA G702 and AIA G703 (Continuation) or the contractor's own form as long as the information is similar to the G702.

Contactors can get these forms from the following website www.aiabookstore.com.

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FCI Ray Brook - PROJECT 2D4L

FACILITIES MANAGER/CCR:

• OVERVIEW OF PROJECT: The Facilities Manager (Glenn Lacroix) provided a summary of the work to be completed under this project and stated drawings and photos were available for viewing by the contractors.

• ACCESS TO SITE/PARKING OF VEHICLES: Work outside of the secure perimeter of the institution will be allowed between the hours of 6:30 a.m. and 4:30 p.m. Parking will be provided for employee vehicles and contractor work vehicles.

• STORAGE OF MATERIALS: Storage of materials will be coordinated with the Contracting Officer's Representative.

• ELECTRICAL POWER: Electrical power will be available onsite.

• RESTROOMS: Bathroom access will be provided by the facility.

• INSPECTIONS: "Punch List" items generated by inspections will be corrected and discrepancy items 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.

SAFETY MANAGER:

SAFETY POINTS:

• Safety Manager Daryl Roberts stated that the contractor is .responsible for providing required protective/safety gear to all contractor workers at all times and following all industry-standard laws, rules, and regulations, including OSHA standards.

• Contractor is responsible for the prevention of accidents on the project site. In the event an accident does occur, the facility will provide emergency first aid, but then the contractor is responsible for seeking medical attention at an outside hospital.

• The Contractor will have a Safety Representative on site at all times during the completion of this project.

• While it is not anticipated that any permits are necessary for this project, the contractor would be responsible for obtaining all required permits prior to commencement of work.

• The institutional Safety staff may inspect the project at anytime. If violations are observed and cannot be immediately corrected, work may be stopped until the problem can be remedied.

• Proper storage of any chemicals with SOS present.

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FCI Ray Brook - PROJECT _2D4L

CAPTAIN: Note-The Captain was unable to attend the meeting, so Supervisory Contract Specialist Mark Allen covered the following items:

SECURITY

• ADVERSE WEATHER: Whenever adverse weather conditions or other institution emergency contingencies are in effect, contract workers will not be permitted passage into the secure institution. Should emergency conditions be implemented while contract workers are inside the secure perimeter, they will be required to secure their tools, remove vehicles and equipment, and leave the institution grounds until the emergency situation has been resolved.

Depending upon the nature of the emergency, this normally will not affect any construction outside of the secure perimeter.

• SECURITY CLEARANCES: Contract workers are subject to security investigative procedures.

• EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid ph'oto identification to the institution each day. The identification will be surrendered upon entry to, and returned upon exit from, institution property.

• TOOL ACCOUNTABILITY:. Strict accountability and control of all contractor tools and hazardous materials must be maintained at all times. All contractor tools must be inventoried and accounted for at the conclusion of the work day, and at any time point during the day deemed necessary by institution authorities. Contractor tools may not be stored on-site overnight. The contractor should provide for enough time at the conclusion of the work day for the return and accounting of all tools issued during the work day. Lost or missing tools must be reported to the COR and the Captain immediately.

• ILLEGAL ITEMS ON FEDERAL PROPERTY: Firearms, ammunition, knives, other weapons, drugs, narcotics, and alcoholic beverages are not permitted.inside/outside the secure perim·eter or anywhere else on Federal property at any time. This includes the private vehicles of contract workers. Violators will be subject to criminal prosecution. All persons, vehicles, and equipment are subject to search by institution authorities at any time.

• NO CONTACT WITH INMATES: Contract workers are. not to have any contact with inmates at any time. No photographs may be taken of inmates.

• CONTRACTOR EMPLOYEE WORK DRESS: Green or khaki-colored clothing is not allowed, as inmates wear these colors.

• PHOTOGRAPHS: The institution's Facilities Department maintains a digital camera that will be utilized by FBOP staff to document the project work. The Contractor may request copies of these photos and may request that photos be taken for specific conditions. Cellular telephones equipped with photographic capabilities are prohibited on the project-construction site.

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FCI Ray Brook - PROJECT 2D4L

VIII. ADDITIONAL NOTES:

Upon completion of the meeting, the contractors were escorted by Mr. La Croix and Ms. Bartlemus to the job site. The meeting concluded at 10:30 a.m.

Meeting minutes recorded by:

Mark Allen, Supervisory Contract Specialist FCI Ray Brook

NOTICE:

MEETING MINUTES ARE PROVIDED FOR INFORMATIONAL PURPOSES ONLY. THEY ARE NOT

INTENDED TO CHANGE ANY SPECIFICATIONS, TERMS OR CONDITIONS OF THE

SOLICITATION. ANY AND ALL CHANGES TO THE SOLICITATION SHALL BE ISSUED IN

SUBSEQUENT AMENDMENTS ISSUED BY THE CONTRACTING OFFICER ON A STANDARD

FORM 30 (SF-30).

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