site_visit_minutes.freezers_1.pdf

Solicitation No. 15B30819Q00000002

REMOVE AND REPLACE FOOD SERVICE FREEZERS

UNITED STATES DEPARTMENT OF JUSTICE

FEDERAL BUREAU OF PRISONS

FEDERAL CORRECTIONAL INSTITUTION MARIANNA

Pre-Bid Site Visit Meeting Minutes

Pre-Bid Site Visit Date: Monday, April 15, 2019

Pre-Bid Site Visit conducted and minutes issued by:

Karen Hodge, Supervisory Contract Specialist

Federal Bureau of Prisons FCI Marianna

A pre-bid meeting and site visit for 15B30819Q00000002 was held on Monday, April 15, 2019.

The meeting was called to order by Karen Hodge, Supervisory Contract Specialist, at approximately 8:00 AM (Local Time). The following individuals participated in the meeting and site visit:

Name

Organization Represented Karen Hodge, Supervisory Contract Specialist Federal Bureau of Prisons, FCI Marianna Richard Hammond, PPS Federal Bureau of Prisons, FCI Marianna Todd Large, Facilities Manager Federal Bureau of Prisons, FCI Marianna Wesley Coleson, HVAC Maint Federal Bureau of Prisons, FCI Marianna Charles Hill, HVAC Maint Federal Bureau of Prisons, FCI Marianna David Guthare Brown’s Refrigeration Bobby Dryden Mia General Contracting Jerry Wisdom Wisdom Heating & Air Russ Brock Engineered Cooling Dan Wholrab Johnson - Lancaster

Ms. Hodge 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. Hodge then identified the project as 15B30819Q00000002, Remove and Replace Food Service Freezers at the Federal Correctional Institution Marianna, Florida. The North American Industrial Classification (NAICS) code for this project is 238220, with a small business size standard of $15.0 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. Hodge presented the agenda as the following:

Segment 1 Solicitation Review Segment 2 Site Visit Segment 3 Closeout

Ms. Hodge 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. Hodge also noted that written questions must be submitted to Thomas Fronk at tfronk@bop.gov The deadline for receipt of written questions is Friday, April 19, 2019 at 1:00 PM local Central time. 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.

Segment 1 - Solicitation Review

Identity and Authority of Official Representatives:

• Contracting Officer – Mr. Thomas Fronk. Mr. Fronk is the singular point of contact for ALL pre-bid inquiries. ALL pre-bid inquiries must be submitted in writing to Thomas Fronk at tfronk@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 Marianna contracting office.

• COR – Contracting Officer’s Representative - Mr. Thomas Dewayne Flowers. 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.

Ms. Hodge began discussion of the solicitation documents with the following review:

Instructions to Offerors - Ms. Hodge 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. Ms. Hodge instructed the contractors that ALL 28 pages of the solicitation must be submitted with the original bid package even if the contractor is not filling out information on a particular page. Your PDF version must be received by the Field Acquisition Office no later than the time and date established for receipt of bids. THE DUE DATE FOR RECEIPT OF BIDS IS APRIL 26, 2019, BY 1:00 PM LOCAL CENTRAL TIME. This due date is strictly enforced. Late bids will be rejected. Bids must be submitted via e mail to tfronk@bop.gov. Faxed bids will not be accepted.

Ms. Hodge 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-1449, Solicitation, Offer, and Award Page 1

Include your Unique Entity Identifier (formally DUNS), TIN, Cage Code, and Email in block 17a (Page 1) of the SF-1449. Ensure the address provided exactly matches the address contained in your SAM registration.

B. Schedule of Services/Supplies Page 4

Complete the blocks entitled “unit price” and “amount.”

C. Page 24, Information Regarding Responsibility Matters

Complete paragraph (h) by selecting either “are” or “are not”, “have” or “have not” for statements (1) through (4).

D. Submission of Quotes Page 15

Quotes shall be emailed in .pdf format only sent to tfronk@bop.gov and will be deemed received at the time received as indicated on the email notification. Emails rejected by filters are not the responsibility of the government. Quotes received after the quote deadline will be handled in accordance with FAR 52.212-1(f). No faxed quotes will be allowed.

Each quoter shall complete and submit the following forms, clauses, and statements with his/her quote. Failure to do so may cause your quote to be considered unacceptable:

1. Standard Form 1449

2. Schedule of Items/Contract Pricing

3. Offeror’s Representations and Certifications if not updated in SAM.

4. Business Management Questionnaire (Attachment 2).

Next, Ms. Hodge 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. Ms. Hodge highlighted the following areas of interest:

Section 3, Contract Clauses

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 6-7. This security clearance must be obtained prior to working at FCI Marianna. The successful contractor will be required to comply with the requirements for a long term contractor personnel.

DOJ Contractor Residency Requirement – For three of the five years immediately prior to submission of a bid or prior to performance under a contract, individuals or contractor employees providing services must have:

1. Legally resided in the United States;

2. Worked for the US overseas in a Federal or Military capacity; or

3. Been a dependent of a Federal or Military employee serving overseas

If the individual is not a US citizen, they must be from a country allied with the US. The clause includes a web address which provides the most current information regarding allied countries.

See page 7 of the solicitation.

Attachment 1, Statement of Work

Commencement, Prosecution and Completion of Work – The successful contractor shall commence work within 10 calendar days from receipt of the Notice to Proceed and complete work within 60 calendar days from Notice to Proceed. The successful contractor should contact Mr.

Flowers, Contracting Officer’s Representative on the day of award notification to start the clearance process.

Liquidated Damages – This contract does include a liquidated damages clause which is detailed on page 17. If the contractor fails to complete the work with the time frame specified in the contract, the Contractor shall pay liquidated damages to the Government in the amount of $858.36 for each calendar day of delay until the work is completed or accepted.

Overview:

The contractor shall provide all labor, materials, services, supervision, tools, apparatus, conveyance, equipment, scaffolding, transportation and incidental expenses to remove existing coolers and freezer units, piping, refrigerant, and mechanical refrigeration systems and to install new cooler and freezer units, piping, refrigerant, and mechanical refrigeration systems per Statement of Work and Specifications.

The contractor will be escorted at all times when performing work on the site. Two (2) escorts have been dedicated to support the project.

Security Clearance Requirements -- Upon notification of contract award, contact Mr. Flowers, Contracting Officer’s Representative immediately to start the clearance process. In order for your employees to work on the job site they have to complete all security clearance paperwork in accordance with HSPD-12. The successful contractor should have one point of contact for security clearance applications. That point of contact should serve as the quality control monitor to ensure that only properly completed paperwork is submitted in an effort to reduce the administrative burden on both parties. Mr. Flowers, the COR, will serve as the single point of contact.

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.

Working Hours- Work hours are 6:30 am to 3:00 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 Marianna, Florida 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 - There will 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. 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.

Institution Code of Conduct - 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. Noo fraternizing with inmates will be permitted. If you happen to know one personally, report it immediately to the Escort Officer. Finally, no green uniforms, khakis, BDU’s or shorts may be worn by the contractors.

Provisions for removal of trash and debris – The successful contractor is responsible for supplying all of the necessary 30 yard open top dumpster(s) for trash/debris removal. Recyclable materials will be separated for the Safety Department to recycle.

Outline for Escorting Prospective Contractor's through site –The contractor will be under supervision at all times during the completion of the work. The contractor will submit to the COR a list of employees and types of equipment the contractor will be utilizing on a daily basis.

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.

OSHA – OSHA regulations apply on federal job sites and inmates have been known to call OSHA and report unsafe conditions. Make sure all your employees obey all applicable laws & rules, including OSHA, EPA, DOT, local, state, and other regulations. All contractors are requirement to wear personal protective equipment, utilize fall protection when applicable. Also, Safety Data Sheets must be supplied for any product, chemicals, or product to be used on the job site.

Segment 2 - Site Visit Next, Mr. Large directed the contractors to tour the project area.

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

The following items were discussed and clarified during the site visit:

-All diamond plate wall skirting will be removed prior to demolition, and re installed in new freezers, by BOP Staff. Any additional skirting will be supplied and installed by the Government.

-Sprinkler heads will be pulled and replaced by BOP Staff.

-If concrete pads for outside condensing units are needed, the materials and labor will be supplied by the Government.

-Roof penetrations will be necessary during the completion of this project and will be the responsibility of the Contractor.

This segment lasted approximately 1 hour.

Segment 3 - Closeout Ms. Hodge 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. Ms.

Hodge indicated that the minutes would be posted to www.fbo.gov. Ms. Hodge reminded everyone that the deadline for receipt of written questions is Friday, April 26, 2019 at 1:00 PM local Central time. Ms. Hodge adjourned the meeting at approximately 9:30 AM.

These minutes were recorded and submitted by Karen Hodge, Supervisory Contract Specialist.

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.

Karen Hodge, Supervisory Contract Specialist Date 04/15/2019