Meeting_minutes_UST_REMOVAL_1.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

August 6, 2018

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation 15B40318B00000002 Remove Underground Storage Tanks FCI Englewood

Please find the attached copy of the minutes from the pre-bid conference conducted August 3, 2018, at FCI Englewood, CO.

These minutes are provided for informational purposes only and are not intended to change any part of the solicitation. These minutes do not constitute an amendment and therefore acknowledgement is not required.

Changes, if any, will be issued in the form of amendments (Standard Form 30) by the Contracting Officer only.

Sincerely, Michelle Morgan, Contracting Officer

Attachment

PRE-BID MEETING MINUTES

FCI Englewood Littleton, CO

Remove Underground Storage Tanks 15B40318B00000002

Project 4C3L August 3, 2018, 9:00 a.m.

Garage

A pre-bid conference was held for the Remove Underground Storage Tanks Project on August 3, 2018. The meeting began at 9:00 a.m. and ended at approximately 9:45 a.m. This included tour of the work site.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

B. Forknot Growling Bear

J. Hughes Northwest Co J. Draft Palmetto Env J. Smith IME R. Blausey Eaton C. Pearce E.T. Tech B. Busando Eaton Sales and Service

GOVERNMENT REPRESENTATIVES TITLE

L. Hampton R. Brown R. Neal

General Foreman Sup. Contract Specialist Garage Foreman

The Government welcomed the contractors to the Federal Correctional Institution (FCI) Englewood and introductions were made. A brief description of the project was provided and contractors were notified that topics discussed today were to assist them in providing an appropriate bid. More detailed information will be discussed regarding institution procedures and policies with the successful contractor during a Pre-construction Meeting.

All contractors were advised that discussions during this meeting do not alter or change the terms/conditions of the solicitation. Any changes will be made in writing via an amendment to the solicitation by the issuing Contracting Officer. Michelle Morgan, in the Field Acquisition Office, was identified as the issuing Contracting Officer.

Contractors were notified that following award, the Englewood Office would be administering the contract. Rachel Brown, Supervisory Contract Specialist, was identified as the Administering Contracting Officer.

Contractors were advised that all questions concerning the technical specifications shall be detailed in writing and be sent to Michelle Morgan, Contracting Officer, via email at mrmorgan@bop.gov no later than August 7, 2018 at 9:00am CST.

The Contracting Officer Representative (COR) was identified as Linda Hampton, 303-763-4377. Ms. Hampton will be the technical advisor for the project. Should the COR change at a later date, the awarded vendor will be notified via a modification to the contract.

The project size magnitude was identified as between $250,000.00 and $500,000.00. This range was noted as one of several available ranges per the Federal Acquisition Regulation and does not represent an estimate or budget to the maximum selected range.

SPECIAL CONTRACT BID REQUIREMENTS:

Ms. Brown discussed the contract requirements for this project. She advised contractors it was their responsibility to read the solicitation in its entirety to ensure all information is obtained and submitted with their bid. She noted the following as required documents and information that need to be completed and returned with the bid.

1. Bids must be submitted to Michelle Morgan in the Field Acquisition Office, Grand Prairie, Texas by August 22, 2018 by 2:00 pm.

2. Contractors MUST be registered in SAM at www.sam.gov.

Business size metrics must meet the Small Business Size Standard requirement for NAICS Code 238990.

3. Contractors shall carefully read and follow instructions provided in the solicitation for Sections 1, 2, 5 and 7.

Ms. Brown briefly noted highlighted items in those sections, as important.

4. Contractors shall acknowledge all amendments of the SF- 1442.

5. Ensure you submit pages 1, 2, 26 - 28 of the solicitation document.

SUCCESSFUL CONTRACTOR REQUIREMENTS:

Ms Brown covered successful contractor requirements.

1. The awarded contractor shall commence work within 10 calendar days after the Notice to Proceed is issued.

2. Completion of work shall be within 131 calendar days after receiving the Notice to Proceed. This time frame includes processing of any security requirements.

3. Successful contractor will be responsible for all required licenses and permits per FAR 52.236-7.

4. The successful contractor shall abide by all Federal, State, and Local laws, codes and regulations.

5. Contractors were advised this contract is subject to the requirements of EEO and Affirmative Action.

6. A Certificate of Insurance in the amounts as determined by the contract will be required from the successful contractor before commencing work on this project.

7. Contractors were notified that performance and payment bonds will be required within 10 days after contract award. Each shall have a good and sufficient surety or sureties acceptable to the government. Performance and Payment bonds shall be 100% of the original contract price.

8. Contractors were notified that Davis Bacon Wage Rates (M0160043) are applicable to the project and shall be posted on the job site. Certified Payroll Reports will be due weekly from the prime and subcontractors.

9. The successful contractor will be required to attend the Pre-Construction Meeting and Progress Meetings as determined by the government.

http://www.sam.gov/

Ms Brown indicated the next topics to be discussed included topics relating to safety and security. This information is being provided so contractors have an understanding of what is involved when working on Federal prison property. Again, it was stated that nothing discussed changes the specifications.

SAFETY: Ms Hampton discussed the following safety topics as they pertain to this project.

1. Safety and Accident Prevention – the contractors were notified to report all injuries to the Safety Department immediately.

2. Contractors were advised to adhere to all OSHA standards.

3. Contractors were advised the government will provide emergency first aid only. The contractor will be responsible for any additional medical care.

4. A written emergency medical plan shall be submitted to the Contracting Officer's Representative prior to the start of work to include what hospital will be used in case of an emergency.

5. All contractors shall abide by all applicable Federal, State, and Local standards.

6. Contractors were advised they shall provide all Safety Data Sheets (SDS) to the Contracting Officer's Representative for all chemicals used during the project.

SDS shall be provided prior to the work start date for inspection by the Safety Office.

CUSTODY: Ms Brown discussed custody items pertaining to this project.

1. Contraband was discussed, as anything an inmate cannot have while in prison.

The most common forms of contraband used by outside contractors is tobacco.

2. NO weapons are allowed on institution property.

3. No illegal drugs are allowed on property, no marijuana is allowed on property

4. Contractors were advised that in case of any institution emergency, the contractors may be escorted off institution property.

5. Contractors were advised they may be allowed to continue work through weather restrictions, as long as it does not interfere with security of the institution and a government escort is available. Should there be a security concern, work will stop until the restriction is lifted.

TOOL CONTROL: Ms Brown discussed tool control procedures.

1. Vehicles are subject to searches entering and exiting the Institution grounds.

2. Contractors were advised that storage of material will be determined by the government.

FACILITIES: Ms. Hampton, General Foreman discussed the following items pertaining to the project.

1. Contractors were advised that work hours are based on a normal forty (40) hour work week, Monday through Friday, excluding Federal Holidays. Work hours are discussed in the written specifications.

2. Contractors were advised the government will provide electricity and water hookup (locations to be determined by Government) as needed for project completion.

3. The contractor shall notify the government 24 hours in advance of all deliveries. This notification shall be given to the Contracting Officer Representative.

SECURITY CLEARANCE PROCEDURES: Covered by Ms. Brown

1. An NCIC release form and background check and requirements listed in the Contract Clauses will be required.

2. The Government will not disclose information concerning contractor employees. We can only let you know the employee was denied or approved.

TECHNICAL QUESTIONS AND ANSWERS: Contractors were reminded that during the site visit, if there are technical questions concerning the project, please provide them in writing to Michelle Morgan, Contracting Officer at mrmorgan@bop.gov by no later than August 7, 2018 at 9:00am CST so the Government can respond appropriately.

During closing, it was reiterated by Ms Brown that all discussions during this meeting or the site visit do not alter or change the terms/conditions of the solicitation. Any changes will be made in writing via an amendment to the solicitation from the Contracting Officer.

This meeting was held on site visit were the tank removal would take place. All those in attendance were encouraged to view the area.

mailto:mrmorgan@bop.gov