Pre-bid_Meeting_Minutes_FCI_Oxford.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

November 7, 2019

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation 15B41020B00000001

Replace DA Tank FCI Oxford

Please find the attached copy of the minutes from the pre-bid conference conducted November 7, 2019 at FCI Oxford.

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

1 | P a g e

PRE-BID CONFERENCE MEETING MINUTES

15B41020B00000001 – REPLACE DA TANK

FCI OXFORD - PROJECT 4C8H

DATE: NOVEMBER 7, 2019

A prebid conference was held for the project entitled Replace DA Tank. The meeting began at 9:00 am CST and ended at approximately 10:00 am CST.

The following were present:

Contractor Representative Company C. Fiebiger US2 B. Buoy J&B Builders, Inc.

Government Representatives K. Hall Facilities Manager R. Reed Acting Captain M. Orzech Acting Safety Manager B. Ruesink Contracting Officer D. Thompson Acting Executive Assistant L. Warzynski Human Resources M. Marske Warden

PURPOSE OF MEETING:

The purpose of this meeting is to familiarize the contractor with the unique circumstances and requirements surrounding our correctional setting. This meeting is also to explain the solicitation, as issued, and not to furnish additional information.

Nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the Contracting Officer, Brooke Ruesink.

MINUTES:

Advised minutes will be recorded and distributed via FedBizopps at www.fbo.gov.

FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Note the instructions on the cover letter in the Solicitation and all bids sent by mail shall be addressed to:

FEDERAL BUREAU OF PRISONS

FIELD ACQUISITION OFFICE

ATTN: MICHELLE MORGAN

346 MARINE FORCES DRIVE

GRAND PRAIRIE, TX 75051

2 | P a g e

TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

The deadline for submission of bids for this project is December 10, 2019 by 2:00 P.M. CST.

QUESTIONS: All questions about the solicitation documents will be posed to Michelle Morgan no later than Monday, November 11, 2019 at 10:00 A.M. CST.

DAVIS BACON ACT: This contract is subject to the Davis-Bacon Act wage requirements.

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 $250,000.00 and $500,000.00.

PERIOD OF PERFORMANCE: The completion period is 150 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 Contracting Officer Representative 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.

PAYMENT REQUESTS: Application for payments are to be submitted on AIA G-702(Continuation) or the contractors own form as long as the information is similar to the G702.

Contactors can get these forms from the following website www.aiabookstore.com

COR

COR: The Contracting Officer’s Representative (COR) is Mr. Jake Harrison, General Foreman

WORK HOURS: 6:30 – 3:00 M-F. No weekends or federal holidays.

ACCESS TO SITE/PARKING OF VEHICLES: A parking area will be provided for employee vehicles and contractor work vehicles.

STORAGE OF MATERIALS: Storage of materials will be coordinated with the Contracting Officer’s Representative.

CONTRACTOR TEMPORARY OFFICE: Temporary office space must be coordinated and approved by the COR.

3 | P a g e

SAFETY MANAGER:

The contractor is responsible for providing required protective gear to all contractor workers, should it be required. The contractor will ensure that all workers have proper safety gear at all times.

SDS sheets must be provided to the Safety Manager prior to any chemical being brought on site.

Manifest copies must be provided to the COR.

The Contractor will have a Safety Representative on site at all times during the completion of this project.

The Contractor is responsible for the prevention of accidents on the project site. Sanitation, clean up, and other safety precautions will be strictly enforced.

The speed limit is 15 miles per hour and will be strictly enforced. Violators will not be allowed to continue work on Federal property.

Immediately notify the COR if a safety infraction occurs.

All OSHA regulations apply on Federal property. Inmates have been known to call OSHA and report unsafe conditions. Ensure your employees obey all applicable laws and rules.

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

Provide a copy of your Confined Space Entry plan to include rescue, as local first responders do not have proper rescue equipment.

CAPTAIN:

ADVERSE WEATHER: Depending upon the nature of the emergency, this normally will not affect any construction outside of the secure perimeter. The contractor is reminded that fog days will be treated like rain days. The performance period of 150 days will allow adequate time to complete the job, and no consideration will be allowed for normal rain days and normal fog days. The normal rain, snow or fog days will be based on the average over the last ten (10) years for the local community.

SECURITY CLEARANCES: Contract workers are subject to security investigative procedures.

Please refer to Page 16 of the contract.

EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid photo identification to the institution each day. The identification will be surrendered upon entry to, and returned upon exit from institution property.

4 | P a g e

TOOL ACCOUNTABILITY: Strict accountability and control of all contractor tools and hazardous materials must be maintained at all times. All contractor tools may be stored in a secured job trailer 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 and the Captain immediately.

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. Cell phones will be allowed outside the secure perimeter as long as control is maintained by the contractor and any lost or stolen devices are immediately reported.

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

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 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.

Meeting minutes recorded by:

B. Ruesink, Contracting Officer

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).

BROOKE

RUESINK

Digitally signed by BROOKE

RUESINK

Date: 2019.11.07 10:25:39 -06'00'

Pre Bid Meeting Minutes1