Pre bid meeting minutes Unit 13 Shower Showers.docx

Mr. Steiner covered Bid Process and Questions:

Welcomed to MCC Chicago, Pre bid meeting and site visit for MCC Chicago Unit 13 Shower Restoration solicitation 15B40123B00000001. Everyone to please sign in as there will be meeting minutes taken.

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. Nothing said shall be interpreted as a change to the solicitation without the issuance of a formal amendment, which would be posted on sam.gov. If you have any questions of a technical nature, they will need to be sent in writing to msteiner@bop.gov , and the answers will be posted to sam.gov Nothing stated, proposed, implied, or suggested during this 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.

Please follow the instructions on the cover letter in the Solicitation, and all bids sent by e-mail to:

CCC-ProcurementProp-S@bop.gov The deadline for submission of bids for this project is December 19, 2022, 2:00pm, CST. To the pre mentioned address.

I ask that during this meeting that all questions that are not technical are to be directed to me, so that the question can be documented, and an answer can be given back so that everyone can hear.

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.

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: 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.

DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. Wage Decision IL20210009, issue date 10/07/2022, 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 $25,000 and $100,000.00 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. Mike Murray, General Foreman at MCC Chicago.

PERIOD OF PERFORMANCE: The completion period is 40 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 Michael Steiner, MCC Chicago Contracting Officer, via email at msteiner@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 December 14, 2022, 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.

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. Murray, for Safety Manager coved MCC Chicago Safety items:

1. You are responsible for the prevention of accidents and the use of PPE on the project site. Sanitation, Clean Up, and other safety precautions will be strictly enforced. If I or anyone on my team notice a safety violation it will be communicated to the COR for corrective action, unless it’s immediately dangerous to life or health in that event we will shut down, fix the issue and resume work when the hazard has been mitigated.

1. We recycle everything we can here. Please submit the amount you recycle in pounds to the COR.

1. SDS sheets must be on site for any chemicals utilized.

1. Lock-Out/Tag-Out system is used and will be utilized if locking out any machine with multiple energy sources or if necessary to prevent accidently start up. If your company has a lock-out / tag-out program please submit plan to the COR for review.

1. Hot work will require permits. If your company has a hot work program, please submit the plan to the COR for review.

1. Immediately notify the COR if a safety infraction occurs.

1. The contractor must seek outside medical treatment if an injury occurs. Immediately notify the COR of any injuries.

1. All OSHA and EPA regulations apply on Federal property. Ensure your employees obey all applicable laws and rules.

Mr. Murray Facility Manager coved, 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 40 days will allow adequate time to complete the job, and no consideration will be allowed for normal rain days and normal fog days.

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 workday Contractor tools may be stored on-site overnight. The contractor should provide for enough time at the conclusion of the workday 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.

NO CONTACT WITH INMATES: Contract workers are not to have any contact with inmates at any time. No photographs may be taken of inmates. PREA.

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. Steiner covered Medical/emergency situations:

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.

If any pictures are needed, please ask me, and I will direct a staff member to take the picture. However, all pictures must be security cleared by MCC Chicago.

Mr. Nagy covered HR issues:

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.

CONTRACTOR BADGING/PREA: One day prior to the start of the project will be used for Prison Rape Elimination Act (PREA) training, and Fingerprinting.