Site Visit Meeting Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B30621B00000001 – Replace Generator Hurricane

MDC Guaynabo - Project 3D3X

1 | P a g e

DATE: Wednesday, March 3, 2021 at 9:00 AM

SUPERVISORY CONTRACT SPECIALIST, SHEDALY MARTINEZ-MASS:

I. INTRODUCTIONS:

Introduction of all attendee’s.

II. PURPOSE OF MEETING:

The purpose of this meeting is to familiarize the contractor(s) with the unique circumstances and requirements surrounding a correctional setting. Explained the solicitation, as issued, and not to furnish additional information.

Nothing said during the pre-bid conference meeting shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the Field Acquisition Office (FAO) Contracting Officer, Martin Guidry.

III. MINUTES:

The pre-bid conference meeting minutes will be recorded and posted to beta.SAM.gov.

IV. SITE VISIT INFORMATION:

For familiarization purposes, a walkthrough to the selected site for Replace Generator (Hurricane) prior the conference meeting will be conducted.

V. FRONT COVER PAGE AND INSTRUCTIONS TO BIDDERS:

Important note from the Instructions to Bidders. Electronic Bids are NOT authorized. All bids shall be send by mail and addressed to:

Federal Bureau of Prisons Field Acquisition Office U.S. Armed Forces Reserve Complex 346 Marine Forces Drive Grand Prairie, TX 75051 Attn: Martin Guidry

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

The deadline for submission of bids for this project is March 25, 2021 at 2:00 PM Central, MDC Guaynabo - Project 3D3X

2 | P a g e unless otherwise amended by the Contracting Officer only. Remember to submit your bid to Mr. Guidry at the mentioned address.

VII. GENERAL TOPICS:

The following submission/completion items was 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. Submit ALL pages of the solicitation document with your bid:

STANDARD FORM 1442, Pages 1 & 2: Please include Unique Entity Identifier (formerly DUNS) number, Tax ID#, CAGE Code, 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.

COMMODITY OR SERVICES SCHEDULE, Page 4: Use page 2, block #17 of the solicitation to enter your bid price.

BID GUARANTEE: See Page 8 (FAO-0001) of the solicitation. A bid bond must be submitted in original (ink signatures) with your bid. 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 (Standard Form 24) was included in the solicitation (Section 5 – Attachments). 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 beta.SAM.gov. Since this is a small business set-aside, you must meet the small business size standard ($16.5 million) which corresponds to the assigned NAICS code 238210. See provision 52.219-1 in the Representations & Certifications section of your beta.SAM.gov registration.

Various provisions from pages 31-36 of the solicitation require bidders to mark selections within the provisions. Please review the Instructions to Bidders and complete the highlighted areas within the solicitation.

PAST PERFORMANCE SUBMISSION: Please ensure the Instructions to Bidders is reviewed and complied with in its entirety. Completed past performance reference and banking questionnaires are requested to be submitted in advance of the bid opening directly from the reference to mguidry@bop.gov.

MDC Guaynabo - Project 3D3X

3 | P a g e

AMENDMENTS: Amendments (if any) must be acknowledged by one of the methods as described in block #11 of the Standard Form 30 (Amendment of Solicitation/Modification of Contract).

2. Other general items to be addressed:

CONSTRUCTION WAGE RATES: Construction Wage Rate Requirements (formerly Davis-Bacon Act) are NOT applicable to this locality.

GOALS FOR MINORITY AND FEMALE PARTICIPATION: Participation goals for this project are N/A for minorities and 6.9% for females – A “Good Faith” effort should be put forth by the contractor to achieve these goals (see provision 52.222-23).

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 $5 million - $10 million. This range is 1 of 8 mandatory ranges from Federal Acquisition Regulation (FAR) 36.204 and is not meant to imply that the project has necessarily been estimated/budgeted to the maximum of the selected range. It merely conveys that the estimate/budget lies somewhere within that range.

WORK HOURS: Work hours within the secure perimeter shall be between 6:30 am and 3:00 pm Monday through Friday excluding weekends and federal holidays.

COR: The Contracting Officer’s Representative (COR) is Edamarie Rodriguez-Saez, Engineering Technician, MDC Guaynabo.

PERIOD OF PERFORMANCE: The completion period is 369 calendar days after issuance of Notice to Proceed. 14 days have been included in this total of 369 calendar days for worker clearances (see FAO-0009 on page 11 of the solicitation).

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 $756.20 per calendar day after expiration of the completion period.

PRE-CONSTRUCTION CONFERENCE MEETING: A Pre-Construction conference meeting 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

MDC Guaynabo - Project 3D3X

4 | P a g e

Contracting Officer and COR as soon as possible. Each time the progress schedule is updated, it must be provided to both the Contracting Officer and COR. It’s suggested an updated document be provided by the Prime Contractor at the mandatory monthly progress meetings. Changes to the schedule must be approved in advance by the Contracting Officer (through the COR) and must remain within the contract completion period.

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

PAYMENT REQUESTS: Applications for payment are to be submitted on AIA G702 (with continuation page) or the contractor’s own form as long as the information is similar to the G702 (see FAO-0007 on page 10 of the solicitation). Contactors can get these forms from the following website www.aiabookstore.com

QUESTIONS: Questions asked at the pre-bid conference/site visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation among all bidders. All questions shall be sent in Microsoft Word format to Martin Guidry, FAO Contracting Officer, via email at mguidry@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 March 5, 2021 at 3:00 PM Central.

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

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

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/her own expense.

SAFETY SPECIALIST DAVID RIOS:

3. SAFETY POINTS:

The contractor is responsible for providing required protective gear to all contractor workers including face masks. Keep in mind that scarves, ski masks and balaclavas are not a substitutes for the face masks. Also, masks that have exhalation valves or vents are not recommended to use because it allows the virus particles to escape according to the Center for Disease Control and Prevention (CDC). For more information you may visit:

MDC Guaynabo - Project 3D3X

5 | P a g e https://www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/about-face-coverings.ht ml 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.

FACILITIES MANAGER JUAN CRUZ:

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. Contractor is reminded that fog days will be treated like rain days. The performance period of 369 calendar days will allow adequate time to complete the job, and no consideration will be allowed for normal rain and fog days. The normal rain 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. Please refer to the solicitation for details. Please refer to 52.24-403-70 (pages 5-7) and FAO-0009 (page 11) 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 unless authorized by the Government. 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

MDC Guaynabo - Project 3D3X

6 | P a g e 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 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, orange, or 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.

VIII. ADDITIONAL DISCUSSION:

No additional discussions at this time.

Meeting minutes recorded by:

Shedaly Martinez-Mass, Supervisory Contract Specialist MDC Guaynabo

IMPORTANT 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 BY THE

CONTRACTING OFFICER ON A STANDARD FORM 30 (SF-30) AND POSTED TO

beta.SAM.gov.

Digitally signed by SHEDALY

MARTINEZ MASS

Date: 2021.03.03 13:05:59 -04'00'

NAME (typed)

PRE-BID CONFERENCE MEETING SIGNING SHEET

15B30621B00000001 - Replace Generator (Hurricane)

March 3, 2021

COMPANY POSITION EMAIL ADDRESS

NOTE: Remember to write your name and email address in a clear and legible manner.

Page 1 of3

15B30621B00000001 - Replace Generator (Hurricane)

March 3, 2021

COMPANY POSITION EMAIL ADDRESS

�!JI

NOTE: Remember to write your name and email address in a clear and legible manner.

SIGNATURE

Page 2 of3

15B30621B00000001 - Replace Generator (Hurricane)

March 3, 2021

COMPANY

c0i.,,�b-t""" H�ttc

S O I V ).- ,. V � c, POSITION EMAIL ADDRESS

Jill-�'\"��. -t:.h'1�-.t 't..

� C.."'-\JA.lC,·Co"'-f ,'l.,{�e AL tbJ. a c.c CoAJ7� ✓e .&bf

NOTE: Remember to write your name and email address in a clear and legible manner.

SIGNATURE

Page 3 of3