PLC Breaker PreBid Site Visit Minutes 01-15-2021.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B40121Q00000001 – Switch Gear PLC- Breaker Project

MCC Chicago- PROJECT 4D2Z

CONTRACTING OFFICER (Nick Jones, Supervisory Contract Specialist):

DATE: Friday, January 15, 2021, 10:00 am CST

Place: MCC Chicago, Powerhouse/Garage

Introductions

Mr. Jones, welcomed everyone to MCC Chicago, Pre bid meeting and site visit for MCC Chicago Switch Gear PLC - Breakers solicitation 15B40121Q00000001 . Mr.

Jones asked that everyone to please sign in as there will be meeting minutes taken.

Mr. Jones introduced himself as the Supervisory Contract Specialist conducting the meeting. Mr. Jones then asked everyone in the room to introduce themselves.

After introductions Mr. Jones stated 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. Also stated was that nothing said shall be interpreted as a change to the solicitation without the issuance of a formal amendment, which would be posted on beta.sam. Mr. Jones told the room that any questions of a technical nature will need to be sent in writing to n2jones@bop.gov.

Mr. Jones also stated that nothing stated, proposed, implied, or suggested during the pre-bid conference and site visit will in any way affect the solicitation. No party present at the pre-bid conference has an express or implied authority to affect, change, or amend the solicitation or the Government requirement, in this forum. Any changes to this solicitation will come in the form of an amendment.

mailto:n2jones@bop.gov

Mr. Jones instructed everyone to follow the instructions on the cover letter in the Solicitation, and all bids sent by e-mail to:

N2jones@bop.gov

The deadline for submission of bids for this project is January 29, 2021, 2:00pm, CST. To the pre mentioned address.

During the meeting Mr. Jones instructed everyone that any questions that were not technical were to be directed to him, so that the question would be documented and an answer could be given back so that everyone could all hear.

Mr. Jones covered the following general topics. The following submission/completion items were addressed:

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:

STANDARD FORM 1442 Pages 1 & 2: Please include DUNS number and Tax ID# 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.

BID GUARANTEE: See Page 10 of the solicitation. A bid bond must be submitted with your solicitation. The penal sum of the bond must be at least 20% of the bid price, not to exceed $3 million, whichever is less. 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.

mailto:N2jones@bop.gov

REPRESENTATIONS AND CERTIFICATIONS: All contractors submitting a bid must be registered in the System for Award Management (SAM) at www.sam.gov with the North American Industry Classification Standard code (NAICS) which is applicable to this acquisition.

Amendments: 0001 dated 01/14/2021

AMENDMENTS: Amendments (if any) must be acknowledged and submitted with the bid by one of the methods as described in item eleven of the Standard Form

30. Amendment 0001 does not need to be included because it is only to provide additional information.

DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. Wage Decision IL20210009 01/01/2021 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

HIRING GOALS: Hiring goals for this project are 19.6% for minorities and 6.9% for females – A “Good Faith” effort should be put forth by the contractor to achieve these goals.

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 $100,000.00 and $250,000.00

WORK HOURS: Work hours within the secure perimeter shall be between 7:00 am and 3:30 pm Monday through Friday excluding weekends and federal holidays.

COR: The Contracting Officer’s Representative (COR) is Mr. Daryl Murray, Facilities Manager at MCC Chicago.

PERIOD OF PERFORMANCE: The completion period is 210 calendar days after issuance of notice to proceed.

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.

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 progress 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 Contractor at the mandatory monthly progress meeting.

PROGRESS MEETINGS: Progress meetings are mandatory and will be scheduled monthly by the contracting officer.

PAYMENT REQUESTS: Application for payments are to be submitted on AIA G702(Continuation) .Contactors can get these forms from the following website www.aiabookstore.com this is not to be sent in a program. It can be sent electronically, but should not require a special program to access it.

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 Nick Jones, MCC Chicago Contracting Officer, via email at n2jones@bop.gov . In order to provide sufficient response time prior to the bid due date, the Government has establishing that questions be submitted no later than January 22, 2020 10:00am CST.

ACCESS TO SITE/PARKING OF VEHICLES: Parking will NOT be provided for employee vehicles and contractor work vehicles.

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

http://www.aiabookstore.com/ mailto:n2jones@bop.gov

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 own expense.

Mr. Stanford, Safety Manager will cover MCC Chicago Safety items:

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 storage areas will have SDS present.

Lock-Out is the only system MCC Chicago uses and will be utilized during this project. Please submit you lock-out tag-out system to the COR.

MCC Chicago will only help if there is a life threatening situation and only until outside medical care is on sight. All medical is the responsibility of the contractor, MCC Chicago will not be billed. All injuries must be reported to the COR at the time of the incident

Mr. Murray will cover HR, Security concerns:

ADVERSE WEATHER: Whenever adverse weather conditions or other institution emergency contingencies are in effect, contract workers will not be permitted passage into work sight. 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 for this project as it is outside of the institution. The performance period of 243 days will allow adequate time to complete the job, and no consideration will be allowed for normal rain days and normal fog days.

SECURITY CLEARANCES: Contract workers are subject to security investigative procedures. Please refer to the contract for details. Please refer to Page 16 of the contract.

EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid driver’s license or photo identification to the institution each day.

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 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 immediately, no worker may leave until the lost tool is accounted for.

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.

MCC Chicago- PROJECT 4D2Z

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.

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 in writing 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.

Mr. Murray led the group to the powerhouse to show the PLC that will be removed and replaced. Contractors then began to view the PLC Switchgear, and the following questions were asked during that time:

Question 1: Is the switchgear currently working?

It is currently functions in manual mode only. The PLC is not functioning.

Question 2: Does this power the entire facility?

Yes, it powers the institution and parking garage located adjacent to the institution.

Question 3: Is there a scheduled power shutdown?

A plan will be determined between the company receiving the award, and MCC Chicago. Complete power shut downs will likely need to be conducted during off hours.

15B40121Q00000001 – Switch Gear PLC- Breaker Project

MCC Chicago- PROJECT 4D2Z

Question 4: Can the contractor use an equivalent breaker (DS2 manufactured by Eaton)

With MCC Chicago being a Federal Prison we must keep downtimes to an absolute minimum in order to maintain safety and security of the institution. Using the cradle in cradle designed breakers, and having all breakers being interchangeable in case an emergency exchange is needed would maintain that minimal downtime. There will not be any reworking of the buss bar allowed due to the downtime risk. To improve the safety of the breakers they must include a 6.0P so you we can incorporate ERMS on the breaker as an extra safety feature.

Question 5: Will there be a place to store a small generator and lighting needed for the project?

Yes, MCC Chicago will work with the contractor to ensure there is a place to store these items.

Question 6: Does the contractor need to provide a portable outhouse, and will there be a place to put it?

No, contractors will have access to the restrooms located in the parking garage.

End of Questions.

Mr. Jones asked if all contractors were done at the site visit and asked that everyone follow him and Mr. Murray to the storage area, and close out meeting room. After getting to the meeting room Mr. Jones and Mr. Murray reviewed the questions stated above. He then asked if there were any additional questions, and there were none at that time.

Mr. Jones stated that if there were no further questions, the meeting will be adjourned, and the time was 10:35am.

MCC Chicago- PROJECT 4D2Z

Meeting minutes recorded by:

Nick Jones, Supervisory Contract Specialist, MCC Chicago

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 ISSUED BY THE CONTRACTING OFFICER

ON A STANDARD FORM 30 (SF-30).

Data Plate

Breaker

PLC Cabinet Door

Utility Main Breaker Door with Meter Meter

PLC

Data Plate

Work Space

PLC Breaker Pre-Bid Site Visit Minutes.pdf