PREBID_SITE_VISIT_MINUTES.pdf

Solicitation Number 15B21819B00000001 FCI Berlin – Equipment Storage Building

United States Department of Justice Federal Bureau of Prisons

Pre-Bid Site Visit Meeting Minutes

Pre-Bid Site Visit Date: Thursday, April 4, 2019

Pre-Bid Site Visit conducted and minutes issued by:

Andre Bouchard, Supervisory Contract Specialist

Federal Bureau of Prisons Federal Correctional Institution

1 Success Loop Rd.

Berlin, NH 03570

A pre-bid meeting and site visit for 15B21819B00000001 was held on Thursday, April 4, 2019.

The meeting was called to order by Mr. Bouchard, Supervisory Contract Specialist, at approximately 9:00 AM (Local Time). The following individuals participated in the meeting and site visit:

Name

Organization Represented

Andre Bouchard FCI Berlin Christopher Thiel FCI Berlin Claude Pigeon Corrigan Excavating Philip Bedard AR Couture Construction Matt Dale CCB Sagar Shah Vedant Construction Mimesh Patel Vedant Construction Evan Bledsoe FCI Berlin Farnon Dix FCI Berlin Jamey Kruskie FCI Berlin Aaron Posthumus FCI Berlin

Mr. Bouchard 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.

Mr. Bouchard then identified the project as 15B21819B00000001, Equipment Storage Building at the Federal Correctional Institution (FCI) Berlin. The North American Industrial Classification (NAICS) code for this project is 236220, with a small business size standard of $36.5 million.

This is a 100% small business set-aside. The bid due date is April 25, 2019 2:00p.m. CST.

Mr. Bouchard 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. Mr. Bouchard presented the agenda as the following:

Segment 1 Solicitation Review Segment 2 Site Visit

Mr. Bouchard 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.”

Mr. Bouchard also noted that 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 Monday, April 8, 2019 at 9:00 am local Central time. Only questions received prior to the deadline will be answered. Answers will be posted to the Federal Business Opportunities website at www.fbo.gov.

Segment 1 - Solicitation Review

Identity and Authority of Official Representatives:

• Contracting Officer – Mr. Jeff Kercheval. Mr. Kercheval is the singular point of contact for ALL pre-bid inquiries. ALL pre-bid inquiries must be submitted in writing to Jeff Kercheval at jkercheval@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 Berlin contracting office.

• COR – Contracting Officer’s Representative - Mr. Michael Simino. 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.

Mr. Bouchard began discussion of the solicitation documents with the following review:

Instructions to Offerors - Mr. Bouchard called attention to the Notice to Bidders section of the cover letter and reviewed the documents that are required to be submitted by the contractors for consideration of their bid. Mr. Bouchard instructed the contractors that pages 1, 2, 4 and 27-29 pages of the solicitation must be submitted with the original bid package. Your original hard copy version must be received by this office no later than the time and date established for receipt of bids. THE DUE DATE FOR RECEIPT OF BIDS IS April 25, 2019, BY 2:00 PM CENTRAL STANDARD TIME. This due date is strictly enforced. Late bids will be rejected.

Bids must be delivered to the Field Acquisition Office located at 346 Marine Forces Drive, Grand Prairie, Texas 75051 no later than the deadline for receipt of bids.

Mr. Bouchard noted that page 5 of the Notice to Bidders details the process for submitting past performance information. The past performance questionnaire should be forwarded to at least five companies/Government agencies with whom you have current work or have completed work within the last 24 months. The references should be in the same range as your bid price and similar in nature of this project. The responses should be sent directly to Mr. Kercheval from the company/Government agency completing the document.

Mr. Bouchard noted that each bidder shall pay particular attention and complete the following forms, clauses, and statements with his/her bid. Failure to do so may cause your offer to be considered as non-responsive. Do NOT include any extraneous information/documentation outside of the solicitation requirements. Important documents that need to be completed by the contractor were reviewed as follows:

A. SF-1442, Solicitation, Offer, and Award Pages 1, 2, 4

Include your DUNS and TIN in block 10 (Page 1) of the SF-1442. Complete blocks 14 thru 20C (Page 2). Ensure the address in block 14 exactly matches the address contained in your SAM registration to include the firm’s corporate name and any Doing Business As name reflected in SAM, if applicable. For block 17, enter at least 90 days.

B. Representations, Certifications and Other Statements of Offerors Page 27-29

1. Page 27-28 FAR provision 52.204-8, Annual Representations and Certifications. Pursuant to section (b)(1) of this provision, provision 52.204-7 is also included in the solicitation. Therefore, offerors should not mark either of the two options under section (b)(2). Leave the options unmarked.

2. Page 29; FAR provision 52.209-13, Violation of Arms Control Treaties or

Agreements-Certification.

Make the appropriate selection at paragraph (b) of this provision.

3. Page 29, FAO provision FAO-0020, List of References and Bank Information

Do NOT submit any information with bid. If necessary, the Contracting Officer will request at a later date.

D. SF-24, Bid Bond Attachment 4

A bid guarantee is required and shall be 20% of the total bid price or $3 million, whichever is less.

E. Amendments

Mr. Bouchard notified the contractors that all amendments should be acknowledged by the contractor by completing blocks 8, 15A, 15B, and 15C on page one of each and submit it in its entirety (including all pages) or by completing section 19 of the SF 1442. Mr.

Bouchard also reminded the contractors to monitor the Federal Business Opportunities website in case amendments become necessary in the future.

Next, Mr. Bouchard reviewed the Solicitation Document – The solicitation documents contains all of the rules/regulations, terms and conditions that will largely define the relationship between the winning bidder and the Bureau of Prisons as it relates to the project. It is assembled in 7 sections to facilitate an easy review. Mr. Bouchard highlighted the following areas of interest:

Section 3, Special Contract Requirements

Notice of Contractor Personnel Security Requirements – Any and all workers that work at this facility will need to pass a background check that complies with the requirements of the Homeland Security Presidential Directive 12 (HSPD-12) as detailed on page 7, 17-18. This security clearance must be obtained prior to working at FCI Berlin.

Payment and Performance Bonds - Mr. Bouchard indicated that payment and performance bonds will be required following contract award and are due within 10 calendar days after award.

See page 5 of the solicitation.

Magnitude of Project - Mr. Bouchard noted the magnitude of the project as between $250,000 and $500,000. See page 5 of the solicitation.

Licensing and Permits – All required licensing and permits are required to be obtained by the contractor who receives the contract award.

Pre-Construction Conference – A Pre-Construction Conference is required after the contract is awarded and will be scheduled accordingly.

Submittals – Submittals for all materials and articles requiring approval and due within 10 days after commencement of work.

Progress Schedule – A copy of the progress schedule is to be provided to the contracting officer and COR as soon as possible. Each time the 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 Contactor at the mandatory monthly progress meeting.

Payment Requests – Application for payments are to be submitted on AIA G702(Continuation) or the contractors own form as long as the information is similar to the G702. Contractors can get these forms from the following website www.aiabookstore.com

Section 4, Contract Clauses

Contract Clauses - Mr. Bouchard discussed the contract clauses, explaining that those listed on pages 10-13 are incorporated by reference. Mr. Bouchard explained that clauses incorporated by reference have the same force and effect as if they were given in full text. It is important for contractors to familiarize themselves with the requirements of each clause as Mr. Bouchard they will define the relationship between the contractor and Bureau of Prisons for this project. Mr.

Bouchard next identified the contract clauses that are included in full text, found on pages 13-21 of the solicitation.

Commencement, Prosecution and Completion of Work – The successful contractor shall commence work within 10 calendar days from Notice to Proceed and complete work within 180 calendar days from Notice to Proceed. Mr. Bouchard emphasized the 180 calendar days includes the amount of time it takes the contractor to submit security clearance paperwork and to gain approval for working at the site. Therefore, the successful contractor should contact Mr. Michael Simino (COR) on the day of award notification to start the clearance process.

Liquidated Damages – Liquidated damages for this project have been established in the amount of $701.36 per calendar day of delay past the scheduled completion.

Section 5, Attachments

Construction Wage Rate Requirements - All workers must be paid in accordance with the wages contained in the wage decision #NH190017. The wage decision details the minimum wages the contractor will be required to pay for the type of work being performed. Mr. Bouchard reviewed oversight of the Construction Wage Rate Requirements and encouraged the contractors to review the wage determination in the bid documents and raise any questions/issues they have during the advertising period. Often, out-of-date rates, errors, and wrong assumptions regarding the application of Construction Wage Rate Requirements can be corrected prior to bid opening.

Furthermore, Mr. Bouchard indicated that “on the spot” wage surveys would be conducted during the performance period to ensure the protection of the individuals working under the terms of the contract.

Section 6, Solicitation Provisions

Notice of Requirement for Affirmative Action to Ensure Equal Employment Opportunity for Construction – To comply with Executive Order 11246, contractors must demonstrate a good faith effort to meet their affirmative action goals for the employment of minorities and women in the construction industry. For this project, Mr. Bouchard identified the minority and female participation goals are as identified on page 23 of the solicitation.

Next, Mr. Bouchard turned the meeting over to Jamey Kruskie to discuss the security clearance procedure, access to the site, working hours, material storage, Institution code of conduct, provisions for removal of trash, escort of contractor personnel, NCIC Requirements, parking space, and OSHA requirements.

Overview:

The project consists of the construction of a Equipment Storage Building at FCI Berlin.

Security Clearance Requirements – Mr. Kruskie reviewed security clearance procedures.

Upon notification of contract award, contact the COR immediately to start the clearance process.

In order for your employees to work on the job site they have to be cleared in accordance with HSPD-12. All contractor employees (including subcontractors) will be required to complete a security clearance packet, present picture identification in person, and be fingerprinted before the paperwork can be processed. Mr. Kruskie advised that at the time of fingerprinting, there will be an on-site orientation meeting each applicant will be required to attend. Contractors should allow up to four (4) hours for this process. Mr. Kruskie also discussed the requirement for contractors to access the EQUIP computer system as part of the application process. After all of the required paperwork is properly completed and the BOP has an acceptable package, it will take approximately 2-3 weeks for a determination to be made whether or not the security clearance will be granted. As a reminder, the time it takes to obtain the proper security clearance is included in the contractor’s period of performance. A total of 7 calendar days (of the 180 calendar day period of performance) have been designated for the security clearance process. Once the decision has been made the contractor will be immediately notified by the Facility Manager or designee. Any of the contractor’s employees not cleared will not be allowed on the premises.

Mr. Kruskie advised that the successful contractor should have one point of contact for security clearance applications.

The Warden makes the final determination on all individuals allowed to work on institutional grounds. If an employee is denied, no specific reason will be given for the denial. Denial does not mean the individual has a criminal history. A security clearance denial could result from a multitude of issues (i.e. Relative in institution).

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

Parking Space - Contractor is allowed to park vehicles in the immediate area near the proposed work area or across from the Warehouse. Contractor will not block fuel pumps.

Working Hours- The contractor will check in for work at 7:30 am and receive their ID badge prior to commencement of work. Work hours are 7:30 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 entering and exiting the institution (30 minutes to enter and 30 minutes to exit). Work hours and work days may be altered only with a 48 hour advance approval of the Contracting Officer. During an emergency situation, no work will be allowed. During working hours, there will be limited traffic in and out of the institution and contractors shall prepare to remain on the jobsite throughout the duration of the day, besides emergency situations. Contractors shall plan to bring their lunch to the job site and remove debris daily.

Inclement Weather and Institution Emergencies- No contract workers will be allowed on site during fog. During an Institution “lock–down”, contractor entry will be at the Wardens discretion and determined on a case by case basis.

Construction Material Storage - Mr. Kruskie indicated there would be sufficient space for the construction material storage adjacent to the Warehouse. The successful contractor will be familiarized with the storage site at the pre-construction conference. The contractor is responsible for site security and storage of all construction materials and equipment.

Gang Boxes – A locked tool box (job box) will be allowed on the jobsite. Tools will need to be inventoried at the beginning and end of each work day. 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. Two locks will be placed on the tool box at the end of the work day, one owned by the contractor and one owned by the Bureau of Prisons. If any tools become missing the contractor shall notify FCI Berlin staff immediately.

Escorting of Contractor's Personnel – The contractor will be under direct supervision at all times during the completion of the work. The contractor will submit to the Facility Manager a list of employees and types of equipment the contractor will be utilizing on a daily basis. All vehicles must be approved in writing by the Warden or designee before they will be allowed inside the secure perimeter. Any vehicles approved must be equipped with locking gas caps and when not in use, must have a steering wheel locking device installed while inside the secure perimeter.

Approval Process – Contractor will be required to give at least a five (5) business day notice when seeking approval for utility disruption, vehicle/special equipment approval or anything that may interfere with the orderly running of the institution.

Crane Operation – The request to use a crane will require the approval of the Warden. If approved, at the end of each work day the crane will be taken down, disabled and secured.

Provisions for removal of trash and debris - Dump trucks or roll off containers will be used to remove loads of dirt and debris. If the contractor uses dump trucks the battery must be removed and a steering wheel locking device installed while the vehicle is unattended. It is the contractor’s responsibility for removal of all trash and debris from the job site on a daily basis.

Institution Code of Conduct – Mr. Kruskie indicated the contractor shall inform his employees that all tobacco products, intoxicating beverages, drugs, weapons, and cameras are strictly prohibited on institution grounds. Introduction of contraband shall be subject to the penalties prescribed by Title 18 U.S.C.-1791. Mr. Kruskie also indicated that no fraternizing with inmates will be permitted. If you happen to know one personally, report it immediately to the Escort Officer. Finally, no brown uniforms or clothing, khakis, BDU’s or shorts may be worn by the contractors.

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.

Next, Mr. Bouchard turned the meeting over to Mr. Dix to discuss OSHA, Medical Procedures, etc.

OSHA – The contractor is responsible for following all applicable local, state, and federal laws.

If the laws contradict each other, the contractor shall follow the law that is most stringent. Even on Federal sites OSHA applies. Make sure all your employees obey all applicable laws & rules.

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. The Contractor will have a Safety Representative on site at all times during the completion of this project. Proper storage of any chemicals in lay down yard with SDS present. If it is determined that OSHA regulations are not being followed the jobsite may be shut down until corrections are made.

Segment 2 - Site Visit

The site visit was conducted and contractors were allowed to tour the institutional areas associated with the project to construct an inmate services building. This segment lasted approximately 25 minutes.

Segment 3 - Closeout

Mr. Bouchard indicated that nothing said during this meeting constitutes a change to the solicitation. If there is a change, it will be issued as a formal amendment posted to www.fbo.gov.

Interested contractors must monitor the site for updates and acknowledge each amendment issued.

Mr. Bouchard indicated that the minutes would be posted to www.fbo.gov. Mr. Bouchard reminded everyone that the deadline for receipt of written questions is Monday, April 4 at 9:00 am Central Standard Time. Mr. Bouchard adjourned the meeting at approximately 10:10 am.

These minutes were recorded and submitted by Mr. Bouchard, Contracting Officer. Any questions regarding the content of these minutes shall be submitted to the Contracting Officer within two calendar days. Otherwise, these minutes will stand as written.

4/4/2019

Andre. Bouchard, Supervisory Contract Specialist Date