Second Site Visit Meeting Minutes (with sign in sheet).pdf

PRE-BID CONFERENCE MEETING MINUTES

15B21526Q00000004 REPLACE Warehouse Insulation Install

USP CANAAN - PROJECT 26Z2AP5

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DATE: Thursday, January 8, 2025, at 10:00 A.M. local time Location: 3057 Eric J. Williams Memorial Drive, Waymart, PA 18472

CONTRACTING OFFICER: (Chris Ficken)

I. INTRODUCTIONS:

Round table introduction of all attendees.

II. PURPOSE OF MEETING:

Indicate the purpose of this meeting is to familiarize the contractor with 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.

Nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the myself, Chris Ficken.

III. MINUTES:

Advised minutes will be recorded and distributed via www.sam.gov.

IV. BIDDER INSTRUCTIONS:

Bids submitted by mail or hand carried will not be evaluated. It is the responsibility of the Bidder to confirm receipt of bids by contacting myself. All Bids received after the exact time specified for receipt shall be treated as late submissions and will not be considered except under facts and circumstances allowed by the Federal Acquisition Regulation (FAR).

V. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is Monday January 19, 2025 at 10AM EST.

See Solicitation for electronic bid submission guidance.

VI. 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:

• Price Quote Sheet

• Contractor Information Sheet

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

Price Quote Sheet)

2. Other general items to be addressed:

• Service Contract Act: This contract is subject to the Service Contract Act. Wage Determination No.: 2015-4257 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

• WORK HOURS: Work hours within the facility shall be between 7:00 a.m. to 3:30 p.m. Monday through Friday excluding weekends and federal holidays. Due to the unique nature of this project, additional flexible timeframes may be necessary (See price quote sheet)

• COR: The Contracting Officer’s Representative (COR) is Max Fries, General Foreman at USP Canaan

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

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

• QUESTIONS: Oral questions asked at Site Visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. All questions shall be sent in WORD FORMAT to myself, Chris Ficken, Contracting Officer, via email at cficken@bop.gov. In order to provide sufficient response time prior to the bid due date, the Government has established that questions be submitted no later than January 13, 2025.

• ACCESS TO SITE/PARKING OF VEHICLES: Parking will be provided for employee vehicles and contractor work vehicles.

• STORAGE OF MATERIALS: Storage of materials will be coordinated with the COR.

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.

• Proper storage of any chemicals in lay down yard with SDS present.

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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 has been resolved.

Depending upon the nature of the emergency, this normally will not affect any construction outside of the secure perimeter. Contractor is reminded that fog days will be treated like rain days. The normal rain, snow or fog days will be based on the average over the last ten (10) years for the local community.

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

(NCIC) Please refer to the solicitation for details.

• EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid photo identification to the institution each day. The identification may 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.

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

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VII. ADDITIONAL DISCUSSION:

Vendors were reminded to submit all questions in writing to cficken@bop.gov

Contractors were escorted to all three areas/warehouses and were given ample opportunity to inspect all areas.

Pre Bid site visit ended at approximately 10:45AM

Meeting minutes recorded by:

Chris Ficken, Contract Specialist 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.