Pre-Bid_Conference_Meeting_Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B21519B00000001 – REPLACE BOILER #2 AND BOILER #3

USP CANAAN – PROJECT 2D2Y

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DATE: 9:00 am, Tuesday, July 30, 2019 Place:

CONTRACTING OFFICER (Joshua Bird):

I. INTRODUCTIONS:

Round table introduction of all attendee’s. 3 Contractors were present as well as USP Canaan Contracting Staff, Facilities and Safety staff. 1 NERO staff present. All attendees signed in.

II. PURPOSE OF MEETING:

(15B21519B00000001), Replace Boiler #2 and Boiler #3 at the United States Penitentiary located in Waymart, PA 18472. Indicate the purpose of this meeting is to familiarize the contractor 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. This meeting is also to explain the solicitation, as issued, and not to furnish additional information.

Questions will NOT be answered at the site visit. Only written questions will be accepted and answered.

Written questions must be submitted to Jeff Kercheval at jkercheval@bop.gov. The deadline for receipt of written questions is Friday, August 2, 2019 at 9:00a.m. Central Standard Time.

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

III. MINUTES:

Advised minutes will be recorded and distributed via FedBizopps at www.fbo.gov.

IV. SITE VISIT INFORMATION:

The site visit will take place at the close of this meeting and all contractors will be afforded time to gather the information they require.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Note the instructions for submitting quotes are detailed in the “Instruction to Bidders” section in the Solicitation and all bids sent by mail shall be addressed to:

FEDERAL BUREAU OF PRISONS

U.S. ARMED FORCES RESERVE COMPLEX

ATTN: JEFF KERCHEVAL

346 MARINE FORCES DRIVE

GRAND PRAIRIE, TX 75051

mailto:jkercheval@bop.gov http://www.fbo.gov/

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VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is August 20, 2019 by 2:00 P.M. CST. This due date is strictly enforced. Late bids will be rejected.

Contractors questioned when the anticipated date of award is they were directed to inquire with Mr.

Kercheval.

VII. GENERAL TOPICS:

The following submission/completion items will be 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.

• PAST PERFORMANCE SUBMISSION: Please ensure the “Instruction to Bidders” is reviewed and complied with its entirety. References and banking submissions must be submitted in advance to the bid opening directly to Mr. Kercheval via email.

• BID GUARANTEE: See Page 5 of the solicitation. A bid bond must be submitted in original (ink signatures) with your solicitation. The penal sum of the bond must be at least 20% of the bid price, not to exceed $3 million, whichever is less. A blank bid bond was included in the solicitation. The bid bond must be from a Government approved surety. A list of approved sureties can be located on the Department of Treasury, Bureau of the Fiscal Service website.

• REPRESENTATIONS AND CERTIFICATIONS: All contractors submitting a bid must be registered in the System for Award Management (SAM) at www.sam.gov with the North American Industry Classification Standard code (NAICS) 238220 which is applicable to this acquisition.

• 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 section (b) (2).

Leave these options unmarked.

• FAR PROVISION 52.209-7: Bidders should check the correct box under section (b).

• FAR PROVISION 52.209-13: Bidders should check either (1) or (2) under section (b).

• AMENDMENTS: Amendments (if any) must be acknowledged and submitted with the bid by one

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2. Other general items to be addressed:

• DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. Wage Decision

PA20190072 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

• HIRING GOALS: Hiring goals for this project are .5% for minorities and 6.9% for females – A

“Good Faith” effort should be put forth by the contractor to achieve these goals.

• 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 $500,000.00 and $1,000,000.00.

• WORK HOURS: Per FAO-0006 (page 6 of the solicitation) 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 Brian Filbert, Engineering

Technician at USP Canaan.

• PERIOD OF PERFORMANCE: The completion period is 93 calendar days after issuance of notice to proceed.

Contractors posed a concern that this time frame is unrealistic as it takes upward of 12 weeks just to secure the boilers. Contractors were instructed to pose this question to Mr. Kercheval for further review.

• 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 $1,216.28 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

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

• PAYMENT REQUESTS: Application for payments are to be submitted on AIA G702 and AIAG703(Continuation) or the contractors own form as long as the information is similar to the G702. Contactors can get these forms from the following website www.aiabookstore.com. The contractor will also be required to submit a Contractor Certification (FAR 52.232-5(c)), and a Progress Payments – Subcontractor Itemization with all application for payments.

• QUESTIONS: All questions will be posed to Mr. Kercheval no later than Friday, August 02, 2019, 9:00 a.m. CST.

FACILITIES MANAGER/COR:

• OVERVIEW OF PROJECT: The Facilities Manager shall provide a summary of the work to be completed under this project. (Show drawings)

• 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.

• CONTRACTOR TEMPORARY OFFICE: No temporary office space will be provided.

• 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:

3. SAFETY POINTS:

• The contractor is responsible for providing required protective gear to all contractor workers, should it be required. Contractor will ensure that all workers have proper safety gear at all times.

• Contractor is responsible for the prevention of accidents on the project site and has spill kit onsite and containment procedures. OSHA requirements will be adhered to.

http://www.aiabookstore.com/

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

• Proper storage of any chemicals with SDS present.

CAPTAIN: The Captain or Designee were unable to attend due to an issue inside the facility. The below information was given by Joshua Bird and attendees were informed that a more in depth briefing will follow at the pre- construction conference after award.

4. 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.

Please refer to the contract for details. Please refer to FAO-0009(Page 7) and BOP 52.24-403-70(Page 17 - 18) of the solicitation.

• EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid photo 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 to be used inside the secure perimeter must be inventoried and accounted for at the conclusion of the work day 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 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 perimeter 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.

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• 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.

20. Additional Topics:

During the site visit the attending contractors requested to take pictures. This request was denied and they were informed that USP Canaan Facility staff would take pictures and send them to Mr.

Kercheval and he would then upload them to the FBO posting for review.

VIII. ADDITIONAL NOTES:

Upon completion of the meeting the contractors were escorted to the job site. The meeting concluded at 10:45am

Meeting minutes recorded by:

Joshua Bird, Contract Specialist FCI Otisville/USP Canaan

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

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SUBSEQUENT AMENDMENTS ISSUED BY THE CONTRACTING OFFICER ON A STANDARD

FORM 30 (SF-30).