Meeting_Minutes.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

August 20, 2018

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation 15B41318B00000002

Asbestos Abatement FCI Sandstone

Please find the attached copy of the minutes from the pre-bid conference conducted August 13, 2018, at FCI Sandstone.

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

Asbestos Abatement 15B41318B00000002

Project 4C3K August 13, 2018, 9 a.m.

Wardens Conference Room

A pre-bid conference was held for the Asbestos Abatement project on Monday, August 13, 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

Petar Bubalo PEMMS John Luchsinger ECCO Midwest Rick Grivette ACCT Inc.

Steve Proulx ACCT Inc.

Aaron Ostermann VCI Environmental Inc.

GOVERNMENT REPRESENTATIVES Bureau of Prisons Paul Cole BOP – FCI Sandstone

Acting Associate Warden Brian Wendorff Contract Specialist Rodney Naab Facilities Manager Linda Peterson Business Administrator Steven Sura Facilities Foreman Cleveland Swan Captain

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 currently be administering and overseeing the contract portion of the project following award. Should Jacob DeRungs return to duty before award, and be assigned the ACO, he would then administer those duties.

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 August 15,2018 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 $100,000.00 and $250,000.00.

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 August 28, 2018 by 1:00 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 562910, 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 shall provide documentation that verifies proper disposal of the waste.

3. Should there be an indication of air monitoring malfunction or failure, the Safety

Department will be notified immediately.

4. The Safety department will monitor work to ensure compliance with OSHA standards. Any hazards or discrepancies will be routed immediately through the Safety department.

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. Tools will be inventoried daily. If tools are determined to be lost, the Facilities Foreman will be notified immediately.

3. Contractors working inside the institution will be escorted by staff at all times.

4. Any dumpsters located on the premises will remain on site for a minimum of three counts.

5. If need be, job boxes for tools may be an option to be stored on site. A final determination will be made during the pre-construction conference.

Facilities:

1. Mr. Naab stated that the Contracting Officers Representative (COR) will be Jesse

Riopel for this project. The COR can 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.

Associate Warden:

1. Associate Warden Paul Cole illustrated safety and security of the institution are of the utmost importance. Perspective bidders are to account for delays coming into and departing the institution.

Contractor Questions:

1. Is air monitoring to be provided by contractor or the government? Everyone was instructed to route those technical questions in writing.

2. Does the government have the capacity to supervise the project in multiple locations at the same time? The contractors were instructed that if staffing permits, the government may be able to escort in multiple locations at the same time. That would only be if staffing permits however.

3. What is the phasing schedule for this project? The contractors were instructed to asses the project magnitude during the site visit and plan accordingly. The performance period for this project is stated in the solicitation.

4. Will there be any steam pipes active during the project? The contractors were informed a best effort will be made to remove asbestos from heating pipes before the heating season. Mr. Sura informed them the domestic hot water lines should not be above 110 degrees Fahrenheit while working on them.

5. What will be the working hours? The contractors were instructed that the available hours to work this project will be 7:00 a.m. – 3:30 p.m.

6. Who is responsible for providing the waste dumpsters? Dumpsters will be Secured and provided for by the Contractor.

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 9:25 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 August 15, 2018 9:00 a.m. CST so the Government can respond appropriately.

With no further business, the meeting and site visit concluded at approximately 10:15 a.m.

8/13/2018 Brian C. Wendorff, Contract Specialist Date FCI Sandstone, Sandstone MN

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: 2018.08.13 13:03:27 -05'00'