22Z4AE2 - Pre - Quote Meeting Minutes - Final.pdf

Pre-Quote Meeting Minutes Federal Correctional Institute Sandstone

Sandstone, MN

Asbestos Abatement I-Unit 15B41322Q00000005

Project 22Z4AE2 August 03, 2022, 8 a.m.

Wardens Conference Room

A pre-bid conference was held for the Asbestos Abatement project on Wednesday, August 03, 2022. The meeting began at 9:03 a.m. and ended at approximately 9:17 a.m. A tour of the work site immediately followed. Contractors left the facility at approximately 9:39 a.m.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Petar Bubalo PENNS Contracting Aaron Ostermann VCI Environmental Inc.

Erick Johnson Dennis Environmental

GOVERNMENT REPRESENTATIVES Bureau of Prisons Michel Lejeune Warden Tish Thomas Associate Warden Brian Wendorff Contract Specialist Julie Franklin Facilities Manager Ronald Warlick Captain Luke Johnsen Safety

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. Brian Wendorff at FCI Sandstone 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.

Contractors were advised that all questions concerning the technical specifications shall be detailed in writing and forwarded to the FCI Sandstone, Contracting Office. The deadline for question submission is August 05, 2022 by 2:00 p.m. CST. Questions should be submitted to bwendorff@bop.gov. No questions will be entertained after this date.

The Contracting Officer Representative (COR) was identified as Julie Franklin (320) 245-6530. Ms. Franklin will be the technical advisor for the project and will relay concerns to the Contracting Officer.

The project size magnitude was identified as between $25,000.00 and $100,000.00.

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 Brian Wendorff at FCI Sandstone, Sandstone, Minnesota by August 10, 2022 by 12:00 p.m. CST.

2. Ensure you submit all necessary pages to the solicitation to include pages 1,2, 6, 41, and 42.

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 116 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 mailto:bwendorff@bop.gov http://www.sam.gov/

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 contractors to page 13 of the Request for Quote 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: Luke Johnsen 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

5. standards. Any hazards or discrepancies will be routed immediately through the

Safety department.

6. The area where work will be performed is to be cordoned off, and respiratory protection will be utilized.

Custody: Captain Warlick 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.

6. Any Drop Material will need to be collected so as not to be accessible to inmates.

7. Communicate any inmate issues or concerns to FCI Staff immediately.

8. No drugs, or alcohol allowed on premise. Vehicles left on-site need to be secured at all times.

Facilities:

1. Ms. Franklin stated that the Contracting Officers Representative (COR) will be herself for this project. The COR can not make any changes to the scope of work or the terms of the contract. Her role is simply a technical representative to the Contractor and the Contracting Officer.

Warden:

1. Asked if workers will process through Front or Rear gate? Equipment will process through the rear gate, the workers will process through the Front Lobby initially.

final details will be determined at the Pre-Construction meeting.

Contractor Questions:

1. Mr. Ostermann had asked about bonding. Mr. Wendorff noted Performance and

Payment Bonds are required for this project within 10 days after award in the amount of 100 percent of the original contract price each.

2. The Contractors in attendance asked about drawings for the project. Mr.

Wendorff noted the Drawing will be uploaded to the SAM solicitation.

3. Mr. Bubalo asked if the floor tile was 1 or 2 layers thick? Mr. Wendorff confirmed with the Facilities Department, the tile thickness varies for the project. In the main living areas it is determined to be single thickness, in the TV Rooms and Offices, it is determined to be 2 layers thick.

4. Mr. Bubalo asked if the offices will be abated? Mr. Wendorff confirmed with the Facilities department the offices in I-Unit will be abated.

5. It was asked during the Site Visit if the beds will be removed. Facilities Manager Ms. Franklin noted the Unit will be cleared out.

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 9:17 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 Brian Wendorff, Contracting Officer at bwendorff@bop.gov by August 05, 2022 2:00 p.m. CST so the Government can respond appropriately.

With no further business, the meeting and site visit concluded at approximately 9:39 a.m.

08/04/2022 Brian C. Wendorff, Supervisory Contract Specialist Date FCI Sandstone, Sandstone MN mailto:bwendorff@bop.gov