Site_Visit_Meeting_Minutes.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

May 14, 2018

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation 15B40818B00000001 Install New Fire Alarm USP Leavenworth

Please find the attached copy of the minutes from the pre-bid conference conducted May 8, 2018 at USP Leavenworth, KS.

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

USP Leavenworth

Leavenworth, Kansas New Fire Alarm System

Project 4B8C May 8, 2018, 9 a.m.

A pre-bid conference was held for the New Fire Alarm System at the FPC located at USP Leavenworth on May 8, 2018. The meeting began at 9:00 a.m and ended at approximately 10:00 a.m. A tour of the work site immediately followed. The contractor left the facility around 12:00 p.m.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Ross Miller, Estimator/Project Manager PEC Contracting Jason Scott, Project Manager Vazquez CL Keith Peters, Technician PEI

GOVERNMENT REPRESENTATIVES TITLE

Brad Tenpenny Supervisory Contract Specialist Jennifer Langley Business Administrator Jody Castellucci PPS Kevin Gregory Facility Manager Billye Cordell Safety Manager Doug Wettlaufer SIA/Acting Captain Joe Hutchison Electronics Technician

The Government welcomed the contractors to The United States Penitentiary in Leavenworth, Kansas and introductions were made. A brief description of the project was provided and the contractor was 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 contractor during a Pre-Construction Meeting.

The 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.

The contractors were notified that following award, the Leavenworth office would be administering the contract. Brad Tenpenny, Supervisory Contract Specialist, was identified as the Administering Contracting Officer.

The Contracting Officer Representative (COR) was identified as Kevin Gregory (913) 682-8700, extension 1446. Mr. Gregory 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-$500,000. 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.

The contractor was again advised that all questions concerning the technical specifications shall be detailed in writing and forwarded Michelle Morgan, Contracting Officer, Field Acquisition Office. The deadline for question submission is May 14, 2018, by 9 a.m. CST. Questions should be submitted to mrmorgan@bop.gov. No questions will be entertained after this date.

SPECIAL CONTRACT BID REQUIREMENTS: Mr. Tenpenny discussed the contract requirements for this project. He advised the contractor it was their responsibility to read the solicitation in its entirety to ensure all information is obtained and submitted with their bid. He 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 May 29, 2018, at 2 p.m. CST.

2. The contractor shall carefully read and follow instructions provided in the solicitation for Sections 1, 4 and 7. Mr. Tenpenny briefly noted highlighted items in those sections, as important.

3. Ensure you submit pages 1, 2, and 26 – 27 of the solicitation document.

4. Ensure you complete the Contractor Responsibility Questionnaire and submit with their bids.

5. Mr. Tenpenny asked contractors to pay particular attention to the offer label instructions provided by FAO when submitting their bid.

SUCCESSFUL CONTRACTOR REQUIREMENTS:

1. The successful contractor awarded the contract shall commence work within 10 days after the Notice to Proceed is issued. It was noted that the government normally issues the notice during the Pre-Construction meeting.

2. Completion of work shall be within 210 calendar days after receiving the Notice to Proceed.

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

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

6. The contractor was advised this contract is subject to the requirements of EEO and Affirmative Action.

7. 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.

8. The contractor was 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.

9. The contractor was notified that Davis Bacon Wage Rates are applicable to the project and shall be posted on the job site. The WH-347, Certified Payroll Reports will be due weekly from the prime and subcontractors. Mr Tenpenny noted that contractors shall clearly denote the classification of employees on the payroll reports for verification purposes.

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

SAFETY: Mr. Cordell, Safety Manager discussed the following Safety topics as they pertain to this project.

1. Safety and Accident Prevention – Mr. Cordell notified contractors 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/TOOL CONTROL: The following items were discussed in order to prepare contractors for work on federal prison property. Since this project is outside the fence and not in an area immediately around inmates, it is unlikely that contractors will be in contact with inmates on a regular basis. However, contractors need to be cognizant that Camp inmates are on the institution property outside the fence and security and tool control items are still important. Mr. Wettlaufer, discussed custody and tool control 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, cell phones, pagers and gum.

2. NO weapons are allowed on institution property.

3. The contractor was advised that in case of any institution emergency, the contractors may be escorted off institution property, in a worst case scenario.

4. The contractor was advised they may be allowed to continue work through a fog restriction since the work is outside the secure perimeter; however, should there be a security concern, work will stop until the restriction is lifted. This will be determined by Corrections for staff and contractor safety.

5. All tools will be inventoried intermittently to ensure accountability. Contract employee MUST report any lost or broken tools IMMEDIATELY to the Contracting Officer Representative (COR). If a tool is lost, EVERYONE will stay at the work site until it is located.

6. Vehicles may be searched entering and exiting the institution grounds.

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

FACILITIES: Mr. Gregory, Acting Facility Manager discussed the following items pertaining to the project. Mr. Gregory reiterated the importance of the successful contractor employees following all Safety and Security procedures determined by the government during the project duration and not becoming complacent. Although the work will be outside the fence and security procedures are more laxed, the contractor was reminded this is still a prison environment.

1. The contractor was advised that work hours are based on a normal forty

(40) hour work week, eight (8) hours per day, Monday through Friday, excluding Federal Holidays. Work hours are discussed in the written specifications.

2. Shop Trailers will be allowed.

3. The contractor was advised the government will provide electricity and water hookup (locations to be determined by Government) as needed for project completion.

4. All delivery drivers must have prior approval to enter the institution.

Notification shall be given to the Contracting Officer Representative for proper procedures.

5. 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:

1. Mr. Tenpenny indicated that since this project is outside the secure perimeter of the fence, gate passes are not required; however, due to the duration of the project, as well as the possibility of intermittent contact with Camp inmates, the Warden and Captain have determined that contract employees will be required to complete a NCIC release form and background check.

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

During closing, it was reiterated by Mr. Tenpenny to the contractors that 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. A site visit was conducted in which the contractors in attendance visited the following areas, USP Control Center, The Entire Camp, Outside Facilities shop and the area described as the Vault “Next to the Perimeter Fence at the

USP”.

The Following Questions were asked and answered:

1. The SOW says the new conduit needs to be above the sheet rock or to a concrete wall, Contractor asked to see above an area in the commissary ceiling that was secured. The area was not able to be opened, however it was determined to have approximately 3’-4’ area to work above the ceiling.

2. Will the alarms set all the doors to lock or unlock? We are wanting the new system to unlock only doors that are associated with the zone in which the alarm is indicated.

3. Centralized Hub Unit in Commissary area: The commissary is the location that was determined for the installation of a Centralized UPS system to provide operational power for the Camp Fire Alarm system as indicated in the construction notes.

4. The system inside will be operated using batteries? Outside will be UPS operated? The answer to both is Yes, inside the main institution is too expensive to be cost effective to support with an UPS system. The Camp will be supported by an UPS system installed in the Commissary.

5. Trenching, needs to know where the phone lines and cables are. 2 Cables run from the OS Paint Shop. USP Leavenworth will do their best to locate and use paint markers to show where the cables go, however, any contractor or subcontractor needs to do their own locating to ensure they do not cut any currently used infrastructure as noted in the construction notes.

The contractor was reminded that during the site visit, if there are technical questions concerning the project, please provide them in writing Michelle Morgan, Contracting Officer at mrmorgan@bop.gov and that bids were due no by May 29, 2018 @ 2:00pm.

With no further business, the meeting and site visit concluded at approximately 12:00 p.m.

BRADLEY

TENPENNY

Digitally signed by BRADLEY TENPENNY DN: c=US, o=U.S. Government, ou=Dept of Justice, ou=BOP, cn=BRADLEY

TENPENNY,

0.9.2342.19200300.100.1.1=1500100299 Date: 2018.05.14 12:08:28 -05'00'