3 site visit minutes - Drywall 10-6-2020.pdf

Solicitation Number 15B30820Q00000018 FCI Marianna, Drywall Project

United States Department of Justice Federal Bureau of Prisons

Pre-Bid Site Visit Meeting Minutes

Pre-Bid Site Visit Date: Tuesday, October 6, 2020

Pre-Bid Site Visit conducted and minutes issued by:

Richard Hammond, Contract Specialist

Federal Bureau of Prisons FCI Marianna

A pre-bid meeting and site visit for 15B30820Q00000018 was held on Tuesday, October 6, 2020.

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

Name

Organization Represented

Richard Hammond, Contract Specialist

Federal Bureau of Prisons, FCI Marianna

Zachary Sewell, PPS Federal Bureau of Prisons, FCI Marianna

Thomas Flowers, COR Federal Bureau of Prisons, FCI Marianna

Roy Russ, Safety Administrator Federal Bureau of Prisons, FCI Marianna

Mitchell Foster Stephens Construction

Michael Montero Walpo LLC

Kristy Nixon Zeal River

Kwame Smith DWIT & Hawkins LLC

Mr. Hammond thanked everyone for participating in today’s pre-bid site visit and advised that meeting minutes would be prepared and posted on the beta.sam.gov website.

Mr. Hammond then identified the project as 15B30820Q00000018, Drywall Project at the Federal Correctional Institution located in Marianna, Florida. The North American Industrial Classification (NAICS) code for this project is 238310, with a small business size standard of $16.5 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.

He 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. Hammond presented the agenda as the following:

Segment 1 Solicitation/Project Review Segment 2 Site Visit Segment 3 Closeout

Mr. Hammond 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. Hammond also noted that written questions must be submitted to Richard Hammond at r1hammond@bop.gov. The deadline for receipt of written questions is Wednesday, October 14, 2020 at 2:00 PM local Central time. Only questions received prior to the deadline will be answered. Questions and Answers will be posted to the beta.sam.gov website.

Segment 1 - Solicitation Review

Identity and Authority of Official Representatives:

Contracting Officer – Mr. Richard Hammond. Mr. Hammond is the singular point of contact for ALL pre-bid inquiries. ALL pre-bid inquiries must be submitted in writing to Richard Hammond at r1hammond@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.

COR – Contracting Officer’s Representative – Mr. Thomas 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.

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

Instructions to Offerors - Mr. Hammond 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. Hammond 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 original hard copy version must be received no later than the time and date established for receipt of bids. THE DUE DATE FOR RECEIPT OF BIDS IS October 22, 2020, BY 4:00 PM LOCAL CENTRAL TIME. This due date is strictly enforced. Late bids will be rejected. Bids must be emailed to Richard Hammond at r1hammond@bop.gov no later than the deadline for receipt of bids.

Mr. Hammond 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

Include your DUNS, TIN, CAGE code, and Email address in block 10 (Page 1) of the SF-1442. Complete blocks 14 through 20C (Page 2). Ensure the address in block 14 exactly matches the address contained in your SAM registration. For block 17, enter at least 60 days.

B. Schedule of Services/Supplies Page 4

Complete the blocks entitled “unit price” and “amount” for the base bid. The two numbers will be the amount of the base bid for this project and should be the same as this is being bid as a “job.”

C. Submission of Quotes

Quotes shall be emailed in .pdf format only sent to r1hammond@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

Next, Mr. Hammond 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 sections to facilitate an easy review. Mr. Hammond 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). 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.

Bonds - Mr. Hammond indicated that a bid guarantee is required. The bid guarantee must be 20% of the bid price or $3,000,000, whichever is less. The bid bond penalty may be expressed as a percentage of the bid price or may be expressed in dollars and cents. The winning contractor will also be required to submit payment and performance bonds, each for the total contract award amount. The payment and performance bonds are due within 10 calendar days after award. See page 8 of the solicitation.

Magnitude of Project - Mr. Hammond noted the magnitude of the project as between $100,000 and $200,000. This range is one of 8 available ranges from 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. See page 8 of the solicitation.

Insurance – The listing of the types of insurance and insured amounts are list on pages 8-9 of the solicitation. In accordance with FAR 52.228-5, Insurance – Work on a Government Installation, insurance coverage, with the proper coverage amounts, must be maintained by the prime contractor and any subcontractors during the entire performance period of the contract. Proof of insurance is due before commencing work on the project.

Section 4, Contract Clauses

Contract Clauses - Mr. Hammond discussed the contract clauses, explaining that those listed on pages 15 are incorporated by reference. Mr. Hammond 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 they will define the relationship between the contractor and Bureau of Prisons for this project. Mr. Hammond next identified the contract clauses that are included in full text, found on pages 15-18 of the solicitation.

Commencement, Prosecution and Completion of Work –The performance period is 45 calendar days from Notice to Proceed. Mr. Hammond emphasized the period of performance includes the amount of time it takes the contractor to submit security clearance paperwork and to gain approval for working at the site. See page 1 of the solicitation.

Liquidated Damages – This contract does include a liquidated damages clause. 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 $682.92 for each calendar day of delay until the work is completed or accepted.

Section 5, Attachments

Statement of Work Overview - The contractor shall provide all labor, materials, services, supervision, tools, apparatus, conveyance, equipment, scaffolding, transportation and incidental expenses to complete the drywall project indicated in the 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.

Davis Bacon Act - All workers must be paid in accordance with the wages contained in the wage decision # FL20200017 dated 01/03/2020. The wage decision details the minimum wages the contractor will be required to pay for the type of work being performed. Mr. Hammond reviewed oversight of the Davis-Bacon Act and encouraged the contractors to review the wage determination in the bid documents and raise any questions/complaints they have during the advertising period. Often, out-of-date rates, errors, and wrong assumptions regarding the application of Davis-Bacon wage determinations can be corrected prior to bid opening.

Furthermore, Mr. Hammond 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. Hammond identified the minority participation goal as 29.5% and the female participation goal as 6.9%.

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. 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. At the time of fingerprinting, there will be an on-site orientation meeting each applicant will be required to attend. Contractors should allow four (4) hours for this process. Due to the required orientation, complex paperwork, etc. it is best to have all contractors and subcontractors personnel on site at one time to complete the security clearance process and orientation as the contractors will have to access the EQUIP computer system as part of the application process. The complete background check (NACI) takes approximately 3-4 weeks to be completed. Anyone failing the NACI security clearance will not be allowed on the property after notification of failure to pass security clearance, even if that person has already been working on the project. As a reminder, the time it takes to obtain the proper security clearance is included in the contractor’s period of performance. Once the decision has been made the contractor will be immediately notified by the COR. Any of the contractor’s employees not cleared will not be allowed on the premises. Mr. Hammond advised that 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.

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 available from 6:00 am to 6:00 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. 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 Tallahassee, Florida for the particular period of time in question and that the weather condition(s) 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 is 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. Also, no 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.

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. The Contractor is responsible for the prevention of accidents on the project site. Sanitation, clean up, and other safety precautions will be strictly enforced. Also, Safety Data Sheets must be supplied for any product, chemicals, or product to be used on the job site.

COVID-19 Procedures – CDC and DOJ procedures and guidelines will be followed during the performance period of this project.

Recycling – FCI Marianna has a recycling program. Arrangements will be made by the Safety Department to collect any recyclable materials from this project.

Outline for Escorting Prospective Contractor's through site –The contractor will be under supervision at all times during the completion of the work. Two (2) escorts have been dedicated for this project. The contractor will submit to the COR a list of employees and types of equipment the contractor will be utilizing on a daily basis.

Segment 2 - Site Visit

Next, Mr. Hammond directed the contractors outside to tour the project site.

The site visit was conducted and contractors were allowed to tour the institutional areas associated with the project. The contractors were processed through the rear gate and explored the FCI Food Service area, FCI main kitchen, FCI UNICOR inmate bathroom, FCI Recreation Supervisor’s office, FCI Recreation exercise room, FCI storage room, FCI band room, and the FCI staff lounge female bathroom ceiling.

Segment 3 - Closeout

Mr. Hammond 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 beta.sam.gov website. Interested contractors must monitor the site for updates and acknowledge each amendment issued. Mr. Hammond indicated that the minutes would be posted to beta.sam.gov.

Mr. Hammond reminded everyone that the deadline for receipt of written questions is Wednesday, October 14, 2020 at 2:00 PM local Central time. Mr. Hammond adjourned the meeting at approximately 10:50 AM.

These minutes were recorded and submitted by Richard Hammond, 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.

Richard Hammond, Contract Specialist Date

10-06-2020