Meeting_Minutes.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

April 9, 2018

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation 15B41318B00000001 Chapel Roofs Replacement FCI Sandstone

Please find the attached copy of the minutes from the pre-bid conference conducted April 3, 2018, at FCI Sandstone, MN.

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 Federal Correctional Institute Sandstone

Sandstone, MN

Chapel Roof Replacement 15B41318B00000001

Project 4C1V April 03, 2018, 9 a.m.

Wardens Conference Room

A pre-bid conference was held for the Chapel Roof Replacement project on Tuesday, April 03, 2018. The meeting began at 9:00 a.m. and ended at approximately 9:30 a.m.

A tour of the work site immediately followed. Contractors left the facility around 10:30 a.m.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Foster Hackett III Advanced Design

Contracting Randall Hamborg Advanced Design

Contracting

GOVERNMENT REPRESENTATIVES Bureau of Prisons Ernest Frie Associate Warden Linda Peterson Business Administrator Brian Wendorff Contract Specialist Jesse Riopel Facilities Foreman Cleveland Swan Correctional Services Bernie Richards Safety Michael Herzog Religious Services

Brian Wendorff, Contracting Officer, FCI Sandstone chaired this meeting. He opened the meeting by welcoming the contractors to FCI Sandstone 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 proposal. More detailed information will be discussed regarding institution procedures and policies following award during the 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 Sandstone Office would be administering the contract. Mr. Wendorff identified himself as the Contract Specialist who will be administering and overseeing the contract portion of the project following award.

Contractors were advised that all questions concerning the technical specifications shall be detailed in writing and forwarded to Michelle Morgan, Contracting Officer, Field Acquisition Office. The deadline for question submission is April 09,2018 by 9:00 a.m.

CST. Questions should be submitted to mrmorgan@bop.gov. No questions will be entertained after this date.

The Contracting Officer Representative (COR) was identified as Jesse Riopel (320) 245-6532. Mr. Riopel will be the technical advisor for the project and will relay concerns to the Contracting Officer.

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 estimate or budget to the maximum selected range.

Special Contract Bid Requirements: Mr.Wendorff discussed the contract requirement 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 proposal. He noted the following as required documents and information that need to be completed and returned with the proposal.

1. Proposals must be submitted to Michell Morgan in the Field Acquisition Office, Grand Prairie, Texas by April 18, 2018 by 2:00 p.m. CST.

2. Ensure you submit all necessary pages to the solicitation to include pages 1 and

2.

3. The contractor MUST be registered in SAM at www.sam.gov. Business size metrics must meet the Small Business Size Standard requirements for NAICS Code 238160, as indicated in the solicitation.

Successful Contractor Requirements:

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

2. Completion of work shall be within 90 calendar days after receiving the Notice to

Proceed. This period includes processing of any security requirements and normal inclement weather day.

3. Successful contractor will be responsible for all required licenses and permit per

FAR 52.236-7.

4. The successful contractor shall abide by all Federal, State, and Local Laws, Codes and regulations.

5. 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.

Mr. Wendorff referred the contractor to page 4 of the Invitation for Bid for insurance requirements.

6. 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.

7. 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. Wendorff noted that contractors shall clearly denote the classification of employees on the payroll reports for verification purposes.

8. The successful contractor will be required to attend the Pre-Construction Meeting and Progress Meetings, which will follow every 30 days as determined by the government.

Mr. Wendorff indicated the next topics to be discussed included would be related to safety and security. This information is being provided during the pre-award phase so Contractors have an understanding of what is involved when working on federal prison property as security is of the utmost importance.

Safety: Mr. Richards spoke on behalf of Safety and discussed the following Safety topics as they pertain to this project.

1. The Contractor was advised to adhere to all OSHA standards.

2. The Contractor was advised that “fall protection” standards will be enforced.

3. The Contractor will be required to present appropriate SDS’s for any and all chemicals introduced to the job site.

4. Mr. Hackett asked if we are utilizing OSHA standards or if the Institution had

“more stringent” requirements. Mr. Richards stated OSHA standards would be the standard.

Custody: Captain Swan covered some of the basic requirements of working inside the institution. He also touched on some of the tool procedures. More extensive requirements will be covered during the Pre-Construction meeting.

1. NCIC’s will be completed on all contractors working inside the institution.

2. Tool accountability will be of the utmost importance. If tools are determined to be lost, the Facilities Foreman will be notified immediately.

3. If any contractors are familiar with any of the inmates at FCI Sandstone, the Facilities Foreman will be notified immediately.

4. Advanced Design Contracting inquired if items would be allowed to stay on the roof. Captain Swan re-iterated tools will be required to be removed.

5. Captain Swan stated a lock spot for tools and equipment will be designated during the pre-construction meeting.

6. Advanced Design Contracting inquired as to the designated working shift.

Captain Swain stated a tentative 7:30 a.m. – 3:30 p.m. day is anticipated. The final work schedule will be noted during the pre-construction meeting. Mr.

Wendorff also noted there will be no work on Saturdays, Sundays and Federal Holidays.

7. Chaplain Herzog inquired as to how the project would affect daily chapel operations. Mr. Hackett from Advanced Design Contracting stated it would depend on the scope of the project, but should not hinder daily operations.

Facilities:

1. Mr. Riopel stated that the Contracting Officers Representative (COR) could not make any changes to the scope of work or the terms of the contract. His role is simply a technical representative to the Contractor and the Contracting Officer.

During closing, it was reiterated by Mr. Wendorff 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.

At approximately 9:30 a.m. a site visit was conducted in which the Contractors were afforded the opportunity to inspect all areas. 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 April 09, 2018 9:00 a.m. CST so the Government can respond appropriately.

With no further business, the meeting and site visit concluded at approximately 10:30 a.m.

Brian C. Wendorff, Contract Specialist Date FCI Sandstone, Sandstone MN

04/04/2018

BRIAN WENDORFF

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

WENDORFF, 0.9.2342.19200300.100.1.1=15001003050418

Date: 2018.04.04 09:00:28 -05'00'