PRE BID MEETING MIN - 4D3D FACADE_1.pdf

PRE-BID/SITE VISIT MEETING MINUTES

U.S. Medical Center for Federal Prisoners

Springfield, MO Repair Building 10 Masonry Facade

Project 4D3D May 4, 9 a.m.

Visiting Room/ 10 Building Site Visit

A pre-bid conference was held for the Repair Building 10 Masonry Facade project on Tuesday, May 4, 2021. 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 11:00 a.m.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Zack Amkraut Amcon Development Group, LLC Chris Besler Bi-State Masonry Matt Humes Brand Safeway Industries, LLC Kevin Humes Brand Safeway Industries, LLC Steve Morrow Brick Layers & Allied

Craftworkers Peter Schubert Hydro Tech, Inc Wells Hansgen Hydro Tech, Inc Mathew Hunick Hydro Tech, Inc Mark Spears MTS Contracting Inc Jason Cunningham MTS Contracting Inc Tom Burch MTS Contracting Inc Addison Sander US2 Petar Bubalo Penn’s Contracting Austin Bowen Penn’s Contracting Teddie Dowden Sea Pac Engineering Dan Staat Staat Tuckpointing &

Waterproofing

GOVERNMENT REPRESENTATIVES TITLE

Hannah Henry Supervisory Contract Specialist Ross Hanners Contract Specialist Emily Kyle Contract Specialist Tim Bradshaw Facility Manager/COR Stacy Peacock NCRO Architect Brenton Bragan Captain Anthony Rodriguez Safety Manager Bradford Mackey Human Resource Manager

Pre-Bid Meeting Minutes – 4D3D Masonry Facade Project 2

Lucas Moore Safety Specialist

GOVERNMENT CONTRACTED A&E FIRM REPRESENTITIVES

Jaxon Freemen Victor Kurtz

Ms. Henry welcomed the contractors to the U.S. Medical Center for Federal Prisoners 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. It was noted that 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 or conditions of the solicitation. Any changes will be made in writing via an amendment to the solicitation by the issuing Contracting Officer. Christy Rios in the Field Acquisition Office was identified as the issuing Contracting Officer.

The Contracting Officer Representative (COR) was identified as Tim Bradshaw. Mr.

Bradshaw will be the technical advisor for the project and will relay concerns to the Contracting Officer.

The project size magnitude was identified as between $5,000,000.00 and $10,000,000.00.

Contractors were notified that following award, the Springfield Office would be administering the contract. Ms. Henry identified herself as the Contract Specialist who will be 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 Christy Rios, Contracting Officer, Field Acquisition Office no later than May 7, 2021 by 1:00 p.m. Central. It was stated that questions should be submitted in Microsoft Word format to cRios@bop.gov and no questions will be entertained after this date to allow time for response and posting as an amendment to the solicitation on beta.sam.

SPECIAL CONTRACT BID REQUIREMENTS: Ms. Henry discussed the contract requirements for this project. She advised the contractors it was their responsibility to read the solicitation in its entirety to ensure all information is obtained and submitted with their proposal. She noted that Ms. Rios had included a checklist and to ensure they utilized it. Furthermore, Ms. Henry outlined the following as required documents and information that needed to be completed and returned with the proposal.

mailto:cRios@bop.gov

Pre-Bid Meeting Minutes – 4D3D Masonry Facade Project 3

1, Proposals must be submitted/received to Christy Rios in the Field Acquisition

Office, Grand Prairie, Texas by June 3, 2021, at 1 p.m. CST utilizing the included bid label format.

2. The contractor shall carefully read and follow instructions provided in the solicitation and include pricing for the base bid and the 2 options.

3. The contractor shall acknowledge all amendments of the SF-1442. Ms. Henry noted that there was currently one amendment regarding the bid due and bid opening date.

4. Ensure submissions of past performance and banking references are completed prior to bid closing.

Ms. Henry noted that failure to furnish all required information or any rejection of the terms and conditions of the solicitation may cause your bid to be considered as non-responsive and ineligible for award.

SUCCESSFUL CONTRACTOR REQUIREMENTS: Ms. Henry outlined the following information regarding what would be required of the successful contractor upon award.

1. The successful contractor awarded the contract shall commence work within 10 days after the Notice to Proceed is issued. It was noted that the government normally issues the notice to proceed during the Pre-Construction meeting.

2. Completion of work shall be within 420 calendar days after receiving the Notice to Proceed. This period includes processing of any security requirements and normal inclement weather days. It was noted that should option 1 be awarded an additional 238 days will be included.

3. Liquidated damages will be assessed for this project for $1,513.80 for each calendar day of delay until the work is completed or accepted as indicated in the contract.

4. Successful contractor will be responsible for all required licenses and permits per

FAR 52.236-7.

5. The successful contractor shall abide by all Federal, State, and Local laws, Codes and regulations.

6. The contractors were advised this contract will be subject to the requirements of

EEO and Affirmative Action.

7. 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.

Ms. Henry referred the contractors to page 5 of the Request for Proposal for insurance requirements.

8. The contractors were 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.

9. The contractors were notified that Davis Bacon Wage Rates (MO20200043) are

Pre-Bid Meeting Minutes – 4D3D Masonry Facade Project 4 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.

10. 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.

Ms. Henry indicated the next topics to be discussed 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. Rodriguez discussed the following Safety topics as they pertain to this project.

1. Any situation observed by the Safety Administrator which qualifies as, “imminent danger” may result in task stoppage until the danger is removed.

This will be communicated through the Contracting Officers Representative.

2. Safety and Accident Prevention - Report all injuries to the Safety Department

3. The Government will provide emergency first aid only. The contractor will be responsible for any additional medical care.

4. A written emergency medical plan shall be submitted to the Contracting

Officers Representative prior to the start of work to include what hospital will be used in case of an emergency.

5. All contractors shall abide by all applicable federal, state, and local standards. (OSHA, EPA, DNR, etc.)

6. Safety Data Sheets (SDS) shall be provided to the Contracting Officers Representative for all chemicals used during the project. SDS information shall be provided prior to the work start date for inspection by the Safety Office.

CUSTODY: Mr. Bragan discussed the following custody items.

1. Contraband was discussed, as anything an inmate cannot have while in prison.

The most common forms of contraband used by outside contractors is tobacco, cell phones, pagers and gum. No illegal drugs are allowed on institution property.

2. NO weapons are allowed on institution property and should not be present in vehicles.

3. The contractors were advised that in case of any institution emergency, the contractors may be escorted off institution property, in a worst-case scenario.

4. Whenever adverse weather conditions or other institution emergency contingencies are in effect, contract workers will not be permitted passage into the secure institution. Should emergency conditions be implemented while contract workers are inside the secure perimeter, they will be required to secure their tools, remove vehicles and equipment, and leave the institution grounds

Pre-Bid Meeting Minutes – 4D3D Masonry Facade Project 5 until the emergency situation has been resolved. Contractors may be allowed to continue work through a fog restriction, as long as it does not interfere with security of the institution and a government escort is available. Should there be a security concern; work will stop until the restriction is lifted. This will be determined by the Government.

5. Electronic equipment such as cell phones, tablets, and computers will be required to be locked in a vehicle outside the secure confines of the institution if brought on institutional property. Leather man tools will be allowed but will have to be inventoried daily. If a camera is requested the institution will provide one to take any requested photos.

TOOL CONTROL: Mr. Bragan and Mr. Bradshaw touched on the following tool control procedures and noted that during the site visit we would show and further explain the process for entering and exiting the secure perimeter.

1. All contractor tools to be used inside the secure perimeter must be inventoried and accounted for at the beginning and conclusion of the work day Contractor tools may not be stored on-site overnight. The contractor should provide for enough time at the beginning and 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 Captain immediately. Intermittent tool inventory may be required when moving to different locations. If tool or piece of tool is missing, everyone will stay until it is located.

2. Vehicles are subject to searches entering and exiting the institution grounds. .

3. The contractor was advised that storage of material will be determined by the government and nothing will be left inside the secure perimeter.

FACILITIES: Mr. Bradshaw discussed the following items pertaining to the project and reiterated the importance of security as this is a federal prison and security is of the utmost importance.

1. The contractors were advised that work hours are based on a normal forty (40) hour workweek, eight (8) hour days, Monday through Friday, excluding Federal Holidays.

2. Shop Trailers, connex boxes, man-lift, etc. will be allowed to be stored outside the perimeter fence in an area designated by the government.

3. The contractor was advised the government will provide limited electricity and water hookup (locations to be determined by Government) as needed for project completion.

4. All delivery drivers must have prior approval to enter the institution. Notification shall be given to the Contracting Officer Representative for proper procedures.

5. The contractor shall notify the government 24 hours in advance of all deliveries.

This notification shall be given to the Contracting Officer Representative.

6. The contractor was advised that lunch is recommended at the job site due to

Pre-Bid Meeting Minutes – 4D3D Masonry Facade Project 6 entrance/exit inventory procedures.

SECURITY CLEARANCE PROCEDURES: Mr. Mackey, Human Resource Manager briefly discussed security clearance procedures. Ms. Henry further noted that the Government will not disclose information concerning contractor employees. We can only let you know the employee was denied or approved.

Several questions were brought up relating to number of employees allowed on site at given times and allowances to move from one phase to the next. Mr. Peacock addressed this refereeing the contractors to the SOW and drawings outlining the phases the work was to be completed and the need for all equipment to be removed from the secure perimeter each day. Furthermore, Mr. Bradshaw addressed government escorts to contractor ratios for direct visual contact during the project performance. The government asked the contractor to ensure that this be submitted as a question so the government could provide a formal answer in writing.

During closing of the Pre-Bid Meeting, it was reiterated by Ms. Henry that all contractors are advised that again discussions during this meeting or at 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.

A site visit was conducted in which the contractors were afforded the opportunity to inspect all areas. Photos were taken by the government at the request of various contractors. Various questions were brought up regarding specifications, institutional operations or allowable work practices and again it was stated to ensure all questions be submitted to allow formal responses.

At the conclusion of the site visit all contractors were reminded that all questions that arose needed to be submitted in writing so the government could provide a formal answer. It was again stated that these shall be submitted in Microsoft Word format and submitted to Christy Rios, Contracting Officer at cRios@bop.gov no later than May 7, 2021 by 9 a.m. CST so the Government can respond appropriately.

With no further business, the meeting and site visit concluded at approximately 11:00 a.m.

Hannah Henry, Supervisory Contract Specialist U.S. Medical Center for Federal Prisoners, Springfield MO mailto:cRios@bop.gov