Meeting_minutes.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

April 2, 2019

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation 15B40819B00000001

Replace UST at Garage with AST USP Leavenworth

Please find the attached copy of the minutes from the pre-bid conference conducted April 2, 2019 at USP Leavenworth.

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

U.S. Department of Justice Federal Bureau of Prisons

United States Penitentiary

Contracting Department

Leavenworth, KS 66048

PRE-BID/SITE VISIT AGENDA

USP Leavenworth, KS

Replace UST at Garage with AST Project Code 4C6R

April 2, 2019 @ 9:00 a.m.

Outside Garage

The Site Visit was held at the Garage for the project to replace the existing underground storage tanks and install above ground storage tanks.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Brad Timmons Buckeye Elm Shawn Thomas Genesis Environmental Jordan Johnson Seneca/Fuel Robert Morrison Seneca/Fuel Teresa Maxwell Hoidale/Fuel Sherry Burton UST/Fuel Jason Burton UST/Fuel Tony Plummer Double Check Jason Guhr Double Check Mary Ann Tackett Sands Construction Joe Radzevich Julius Kaaz Construction

GOVERNMENT REPRESENTATIVES TITLE

Jody Castellucci Property and Procurement Specialist Jennifer Langley Business Administrator Kathaleen Cannon Contract Specialist Brian Toot Captain Cameron Cecil Engineering Technician, COR Brian Vargo Safety Darrin Freeman Safety Kevin Gregory Facility Manager

Jody Castellucci welcomed all the contractors to the United States Penitentiary to the Site Visit for the project. An introduction of all present were made, and all attending signed the sign in sheet. After introductions were made, we started the meeting with the outlined agenda.

Cameron Cecil, (COR) provided a brief explanation of the project

Contract Changes Statement: All contractors are 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 made by the issuing Contracting Officer, Michelle Morgan, Field Acquisition Office (FAO).

Contracting Officer’s Representative (COR): Kevin Gregory 913-578-1446 or Cameron Cecil 913-578-1620.

Project Size Magnitude: Between $500,000 to 1,000,000

Submission of Questions: All questions concerning the technical specifications shall be detailed in writing and forwarded to Michelle Morgan, Contracting Officer, Field Acquisition Office no later than April 9, 2019 @2:00p.m. Central. Ms. Morgan would like questions to be sent via email to jbrouillard@bop.gov. No questions will be entertained after this date. Bid Due date is May 2, 2019 @ 2:00 p.m.

SPECIAL CONTRACT REQUIREMENTS: Contractors are advised to read the solicitation in its entirety to ensure all information is obtained and submitted with your bid. The below documents and information shall be completed and returned with the bid. Each bidder SHALL complete with his/her offer (1 original ink signature copy).

Failure to furnish all required information or any rejection of the terms and conditions of the solicitation may cause your bid to be considered non-responsive and ineligible for award.

1. Bids must be submitted to Michelle Morgan @ mrmorgan@bop.gov by May 2, 2019 at 2 p.m. CST.

2. Carefully read and follow instructions provided in the solicitation for Sections 1, 2, 4 and 7.

3. Acknowledge all amendments, if any, and submit with bid.

4. Ensure you submit pages 1, 2, and 26-29 of the solicitation document.

5. Contractor Responsibility Questionnaire, make sure to submit as well.

SUCCESSFUL CONTRACTOR REQUIREMENTS:

mailto:mrmorgan@bop.gov

1. Successful contractor shall commence work within 10 days after Notice to Proceed.

2. Completion of work within 189 calendar days after receiving Notice to Proceed.

3. Successful contractor will be responsible for all required licenses and permits per FAR 52.236-07.

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

5. This contract is subject to the requirements of EEO and Affirmative Action.

6. A Certificate of Insurance in the amounts determined by the contract

(Solicitation Page 4) will be required from the successful contractor.

7. Performance and Payment Bonds: Within 10 days after award the contractor shall execute and submit to the Contracting Officer two bonds, each with good and sufficient surety or sureties acceptable to the Government as follows; a Performance Bond (Standard Form 25) and a Payment Bond (Standard Form 25A). The penal sums of such bonds will be as follows:

Performance Bond - 100% of the original contract price.

Payment Bond – 100% of the original contract price.

8. Davis Bacon Wage rates 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. Contractor shall attend the Pre-Construction Meeting and Progress Meetings as determined by the Government.

SAFETY:

Mr. Vargo, Safety Specialist, went over the following safety concerns and requirements:

1. Safety and Accident Prevention - Report all injuries to the Safety Department

2. Adhere to all OSHA standards.

3. 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

Officers 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. Safety Data Sheets (SDS) shall be provided to the Contracting Officers

Representative for all chemicals used during the project. SDS information shall be provided prior to the work start date for inspection by the Safety Office.

CUSTODY:

Mr. Toot, Captain, explained the following concerns and requirements with custody and tool control:

1. Contraband: Examples and rules

2. NO weapons are allowed on institution property.

3. In case of an institution emergency, the contractor may be escorted off institution property.

4. Fog Restrictions: Contractors may be allowed to continue work through a fog restriction, 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.

5. Cell phones, pagers, palm pilots, computers, will be required to be locked in a vehicle if brought on institutional property. Leather man tools will be allowed but will have to be inventoried daily. Cameras and two way radios will have to have the Wardens approval and the frequencies known.

TOOL CONTROL:

1. Discuss tool inventory procedures.

2. Discuss lost or broken tool procedures. Note: If a tool is lost, EVERYONE will stay at the work site until it is located.

3. Vehicles outside the perimeter fence may be searched when entering and exiting the institution grounds.

4. Storage of material to be determined by government.

SITE VISIT:

We adjourned the meeting to conduct the site visit. Jody Castellucci expressed that no questions be asked until after we re-adjourn the meeting so that everyone will be able to hear all questions and answers.

The following questions were asked. No answers were provided at this time.

B&F Project 4C6R – Pre-Bid Site Visit Questions

1. Contractor requests clarification on the extension trench from the new pad installation area to determine if it is a backfill/subgrade and if it is to include a “valley curb?”

2. Are the contractors to assume that the existing tanks to be removed will be completely empty? Contractors believe there will be 4-6” of fuel left in the existing tanks that the system pumps will not be able to remove.

a. If there is gas, what are the contractors required to do with it as far as disposal?

Can this be added as a requirement?

3. The solicitation section 23 13 00-6, Part 3.1-E specifies “Prior to substantial completion fill tanks with respective indicated fuel or antifreeze products.” Specifically how much fuel should be put into each tank and is the fuel purchase a requirement of the contractor or the Government?

4. Is it a requirement that the Above-ground Storage Tanks (ASTs) are completely operational before demolition of the existing system? If so, there are potentially some overlapping issues with new material placement and old material placement.

5. Clarification is needed on the length of the new air-line denoted on drawing A1.10 and

M1.10. Specifically if the contractor shall run an all new air-line, or just run the new air-line halfway from the ASTs and the Garage, and tie into the existing line.

6. As there will be multiple different product types, can the required staff training be completed on-site rather than requiring travel to the individual product manufacturers?

7. The specification calls to train all three shifts of staff and there is only one shift working at the Garage. Can this be amended?

8. Will local IT staff be available to provide the necessary permissions install any software required to communicate with the fuel management system?

9. What is the typical turn-around time for submittal approval? After a notice to proceed is issued, are submittals considered a “start of work” for the contractor?

Jody Castellucci explained that after the meeting, if there are questions concerning the project that were not asked please provide them in writing to Michelle Morgan, Contracting Officer at jbrouillard@bop.gov. No later than April 9, 2019 @ 2:00 p.m., so the Government can respond and make sure all potential bidders receive the same information.

Contract Changes Statement: All contractors are 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, Field Acquisition Office.

The Site Visit was adjourned at approximately 10:00 A.M.

mailto:jbrouillard@bop.gov

Meeting minutes