site_visit_minutes.pdf

Solicitation No. 15B21318B00000001

INSTALL ABOVE GROUND STORAGE TANKS

UNITED STATES DEPARTMENT OF JUSTICE

FEDERAL BUREAU OF PRISONS

FEDERAL CORRECTIONAL INSTITUTION SCHUYLKILL

Pre-Bid Site Visit Meeting Minutes

Pre-Bid Site Visit Date: Wednesday, January 17, 2018

Pre-Bid Site Visit conducted and minutes issued by:

Lori Rarig, Supervisory Contract Specialist

Federal Bureau of Prisons FCI Schuylkill

A pre-bid meeting and site visit for 15B21318B00000001 was held on Wednesday, January 17, 2018. The meeting was called to order by Lori Rarig, Supervisory Contract Specialist, at approximately 9:10 AM (Local Time). The following individuals participated in the meeting and site visit:

Name Organization Represented

Lori Rarig, Supervisory Contract Specialist Federal Bureau of Prisons, FCI Schuylkill

Mike Miller, Captain Federal Bureau of Prisons, FCI Schuylkill

Bill Stafford TTI Environmental Inc.

Chris Hall TTI Environmental Inc.

JL Masclans General Civil Co

Lloyd Wilcox B&F Petroleum

Andy Richards B&F Petroleum

Derin Long SPR Const. Corp

Ms. Rarig thanked everyone for participating in today’s pre-bid site visit and advised that meeting minutes would be prepared and posted on the Federal Business Opportunities website.

Ms. Rarig then identified the project as 15B21318B00000001, Install Above Ground Storage Tanks at the Federal Correctional Institution Schuylkill located in Minersville, Pennsylvania.

The North American Industrial Classification (NAICS) code for this project is 237120, with a small business size standard of $36.5 million. This is a 100% small business set-aside. For more information with regard to determining your firm’s eligibility to compete as a small business you can visit the Small Business Administration’s website at www.sba.gov.

She informed the contractors that this site visit is being held to familiarize the bidders with the Bureau of Prisons policies and procedures to be observed during the performance of the work;

establish preliminary schedules, lines of communication and operational procedures; develop mutual understanding concerning administration of the contract; and introduce personnel associated with this project, their authority, functions, and responsibilities. Ms. Rarig presented Mike Miller, Captain, to go over the security while working at this facility. He reminded the contractors they were at a Federal Prison Facility, and would have camp inmates around them while here, they should not engage in conversation with the inmates and if they should have any problems to please report it to the Contacting Officer Representative right away. He then went into the control of all tools, while on the job, tool lock boxes could be used. Ms. Rarig mentioned there would be a place for a conex box if one would be needed. Mr. Miller mentions fog conditions happen often here but that should not shut down the work at any time.

Ms. Rarig stated that “Nothing said at this conference shall be interpreted as modifying the provisions or requirements of the solicitation, and that any revisions or changes to the solicitation will be issued as formal amendment by the Contracting Officer.”

Ms. Rarig also noted that written questions must be submitted to Bobby Addison at baddison@bop.gov. The deadline for receipt of written questions is Friday, January 19, 2018 at 1:00 PM Eastern. Only questions received prior to the deadline will be answered. Questions and

Answers will be posted to the Federal Business Opportunities website at www.fbo.gov.

The site visit was conducted and contractors were allowed to tour the institution and were granted access to see all areas associated with project.

Identity and Authority of Official Representatives:

Contracting Officer – Mr. Bobby Addison. Mr. Addison is the singular point of contact for ALL pre-bid inquiries. ALL pre-bid inquiries must be submitted in writing to Bobby Addison at baddison@bop.gov. As a matter of record, the Contracting Officer has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States.

Contract Administration Office – Following award, contract administration will be handled by the FCI Schuylkill contracting office.

COR – Contracting Officer’s Representative - Mr. Corey Zanolini. The COR is the technical representative for the Federal Bureau of Prisons who has overall responsibility (except for contractual matters) for the administration of operational activities at the project site.

Access to the site- The project site will be opened to the contractors 5 days per week, Monday through Friday, excluding Federal Holidays.

Working Hours- The contractor will check in for work at 7:00 am and receive their ID badge prior to commencement of work. Work hours are 7:00 am to 4:00 pm, Monday through Friday, except Federal Holidays. In order to accommodate for the daily security clearance process, the contractor should allow a total of 1 hour a day for inventorying tools at the beginning and end of each work day. Work hours and work days may be altered only with a 48 hour advance approval of the Contracting Officer Representative. During an emergency situation, no work will be allowed. When leaving the site, all tools must be inventoried. The selected contractor shall plan to supply a port-o-let for the contract workers. Also, contract workers shall plan bring their lunch to the job site and remove consumable debris daily.

Inclement Weather and Institution Emergencies- No time extensions will be granted to the contractor unless the weather is unusually severe for the period of time in question. It is incumbent upon the contractor to demonstrate that any weather issue(s) are unusually severe for Minersville, Pennsylvania for the particular period of time in question and that it actually delayed the project. During an Institution “lock–down,” contractor entry will be at the Warden’s discretion and determined on a case by case basis.

Construction Material Storage – Ms. Rarig indicated there would be sufficient space for the construction material storage on institutional grounds. The successful contractor will be familiarized with the storage site at the pre-construction conference. The contractor is responsible for receiving their own products/supplies/equipment, site security and proper storage of all construction materials and equipment.

Tool Control – A locked tool box (job box) containing class B tools will be allowed on the jobsite.

Tools will need to be inventoried at the beginning and end of each work day and whenever contractors leave the site. An accurate master inventory sheet will be kept inside the job box at all times. If a tool is broken on the jobsite, report it to the Escort Officer and remove all pieces from the jobsite at the end of the work day. Make sure the tool is taken off the master inventory kept in the job box. If a tool is lost on the jobsite, report it to the Escort Officer immediately.