Pre - Quote Meeting Minutes.pdf

Pre-Quote Meeting Minutes Federal Correctional Institute Sandstone

Sandstone, MN

Replace Boiler Controls 15B41325Q00000002

Project 24Z4AZ3 January 16, 2025, 9:00 a.m.

FCI Sandstone Powerhouse

A pre-bid conference was held for the 24Z4AZ3 Replace Boiler Controls project on Thursday, January 16, 2025. The meeting began at 9:00 a.m. at the FCI Sandstone Powerhouse. Contractors left the facility around 9:52 a.m.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

C. Fiebiger United Systems Solutions A. Acciari PBBS T. Hane PBBS J. Dambroski PBBS J. Larson Corporate Mechanical D. Arendt BSI Mech MN A. Hauck BSI Mech MN J. Edwards BSI Mech MN B. Schmidt Advantage Mechanical D. Richter Bullet Proof Mechanical G. Reinardy NAC Mech R. Maxfield Grainger / L&M Boiler J. Snell SimonEAU J. Zitzloff RM Cotton

GOVERNMENT REPRESENTATIVES Bureau of Prisons Jacob J. Polk Contract Specialist Julie Franklin Facilities Manager Chad DeRungs General Foreman Rebecca Watrin Facilities Assistant Jonathan Koenings Powerhouse Foreman

Jacob J. Polk, Contract Specialist, 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. Jacob J. Polk. 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. Polk 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 January 22, 2025 by 12:00 p.m. CST. Questions should be submitted to j3polk@bop.gov. No questions will be entertained after this date.

The Contracting Officer Representative (COR) was identified as Chad DeRungs (320) 245-6532. Mr. DeRungs 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 Quote Requirements: Mr. Polk 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 Jacob J. Polk at FCI Sandstone, Sandstone, Minnesota by January 24, 2025 by 12:00 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 238220, as indicated in the solicitation.

mailto:j3polk@bop.gov http://www.sam.gov/

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 180 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.

Jacob J. Polk referred the contractor to page 11 and 12 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. J. Polk 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.

J. Polk 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 standards. Any hazards or discrepancies will be routed immediately through the Safety department.

5. SDS’s for any chemicals brought on-site will need to be routed to Safety.

6. Awarded entity will need to either be licensed within the state of MN or acknowledged by the state of MN to perform these services.

7. Should there be any injuries or a determined failure to air monitoring, the Safety department shall be notified immediately.

Custody: J. Polk covered some of the basic requirements 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. Ms. Franklin and / or Mr. DeRungs stated that the Contracting Officers

Representative (COR) will be Mr. DeRungs for this project. The COR cannot 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.

Contractor Questions:

1. Please see the FCI Sandstone 24Z4AZ3 – Site Visit Contractor Questions form on the solicitation posting.

During closing, it was reiterated by J. Polk 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 9:00 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 Jacob J. Polk, Contracting Officer at j3polk@bop.gov by January 22, 2025

12:00 p.m. CST so the Government can respond appropriately.

With no further business, the meeting and site visit concluded at approximately 9:52 a.m.

Jacob J. Polk, Contract Specialist Date FCI Sandstone, Sandstone MN

01/16/2025