Pre-Bid_Site_Visit_Meeting.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B41519Q00000010 – REPLACE AIR CONDITIONER-VISITING

FCI WASECA- PROJECT 4C8G

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DATE: 10:00 am, Tuesday, September 10, 2019 Place: FCI Waseca

CONTRACTING OFFICER (Mr. Essler):

I. INTRODUCTIONS:

Attendee’s:

Jeremy Essler, Supervisory Contract Specialist, FCI Waseca Shane Hufford, Facility Manager, FCI Waseca Timothy Harrison, HVAC Foreman/COR, FCI Waseca Dustin Steffen, Engineering Technician, FCI Waseca Dan Shortall, Schwickert’s Tecta America LLC Don Hartman, Schwickert’s Tecta America LLC Jeremy Brekken, Schwickert’s Tecta America LLC Jeffery Johnson, Coulee Region Mechanical Contractors, Inc William Hayman, Coulee Region Mechanical Contractors, Inc

II. PURPOSE OF MEETING:

Purpose of this meeting is to familiarize the contractor with the unique circumstances and requirements surrounding a correctional setting. This meeting is also to explain the solicitation and conduct a site visit.

III. MINUTES:

Advised minutes will be recorded and distributed via FedBizopps at www.fbo.gov.

IV. SITE VISIT INFORMATION:

Site visit includes visits to the roof, basement mechanical room and worksite staging area.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Note the instructions on the cover letter in the Solicitation and all bids sent by mail shall be addressed to:

FEDERAL BUREAU OF PRISONS

FCI WASECA

1000 UNIVERSITY DRIVE SW

WASECA, MN 56093

ATTN: JEREMY ESSLER, SUPERVISORY CONTRACT SPECIALIST

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is September 24, 2019 by 2:00 P.M. CST. To the above mentioned address.

http://www.fbo.gov/

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VII. GENERAL TOPICS:

The following submission/completion items will be addressed:

1. From the solicitation, each bidder SHALL complete and submit the following forms, clauses, and statements with his/her bid. Failure to do so may cause your bid to be considered as non-responsive:

• STANDARD FORM 1442 Pages 1 & 2: Please include DUNS number and Tax ID# and e-mail address where indicated in block 10 and complete blocks 14-20c. If your company has a “doing business as” name reflected in you SAM registration, include this name as well in Block 14.

Ensure the address typed in block 14 matches the address in your SAM registration.

• BUSINESS MANAGEMENT QUESTIONNAIRE (PAGE 27): Complete fully and return with solicitation.

• COMMODITY OR SERVICES SCHEDULE (PAGE 4): Complete the Unit Price (JB = job) and

Amount blocks (these amounts will be the same). Note: The amounts listed in this section should be the same as the amount listed in block 17 of the SF-1442.

• BID GUARANTEE: A bid bond must be submitted in original (ink signatures) with your solicitation.

The penal sum of the bond must be at least 20% of the bid price, not to exceed $3 million, whichever is less. The bid bond must be from a Government approved surety. A list of approved sureties can be located on the Department of Treasury, Bureau of the Fiscal Service website.

• REPRESENTATIONS AND CERTIFICATIONS: All contractors submitting a bid must be registered in the System for Award Management (SAM) at www.sam.gov with the North American Industry Classification Standard code (NAICS) 238220 which is applicable to this acquisition.

• FAR PROVISION 52.204-8: Pursuant to the section (b) (1) of this provision, provision 52.204-7 is included in this solicitation. Bidders should not mark either of the two options under section (b) (2).

Leave these options unmarked.

2. Other general items to be addressed:

• MAGNITUDE: The magnitude of the project is between $100,000 and $250,000

• WORK HOURS: Work hours within the secure perimeter shall be between 7:30 am and 3:00 pm Monday through Friday excluding weekends and federal holidays. Allow approximately 1 hour for in and out security checks and mobilization between security checkpoint and worksite.

• COR: The contracting Officer’s Representative (COR) is Timothy Harrison, HVAC Foreman at FCI Waseca.

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• PERIOD OF PERFORMANCE: The completion period is 75 calendar days after issuance of notice to proceed.

• TIME EXTENSIONS: Time extensions for inclement weather will not be granted unless the weather is unusually severe and abnormal in comparison to prior years.

• PRE-CONSTRUCTION CONFERENCE: A Pre-Construction conference is required after the contract is awarded and will be scheduled accordingly.

• PROGRESS SCHEDULE: A copy of the progress schedule is to be provided to the Contracting Officer and Contract Monitor as soon as possible. Each time the progress schedule is changed, it must be provided to both the Contracting Officer and COR. It is suggested an updated document be provided by the Prime Contractor at the mandatory monthly progress meeting.

• PROGRESS MEETINGS: Progress meetings are mandatory and will be scheduled monthly.

• PAYMENT REQUESTS: Application for payments are to be submitted on AIA G702(Continuation) or the contractors own form as long as the information is similar to the G702. Contactors can get these forms from the following website www.aiabookstore.com

• QUESTIONS: All questions will be posed to Mr. Essler no later than Monday, September 16, 2019 no later than 4:00 pm CST.

• ACCESS TO SITE/PARKING OF VEHICLES: Parking will be provided for employee vehicles and contractor work vehicles.

• STORAGE OF MATERIALS: Storage of materials will be coordinated with the Contract Monitor.

• CONTRACTOR TEMPORARY OFFICE: No temporary office space will be provided.

• INSPECTIONS: "Punch List" items generated by inspections will be corrected and discrepancy items re-inspected and approved before contract closure takes place. Should any work be covered without proper notification, the contractor shall uncover that work for inspection at his own expense.

VIII. ADDITIONAL NOTES:

Site visit questions and answers:

1. Are blueprints available of the working areas?

Attached are the HVAC and Civil blueprints of the work areas that we have.

http://www.aiabookstore.com/

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2. What are the dimensions of the elevator near the basement mechanical rooms worksite?

Usable dimensions of the elevator adjacent to R&D/Link Hallway are: Floor - 65" wide x 43.5" depth, Door openings - 36" width x 84" Height, Ceiling - 85" Height.

3. Is transportation available inside the institution for tools and some materials?

One Staff operated easy-go will be available for daily use.

4. What is the procedure for handling oil from the existing unit?

See Statement of Work; Part II: Work Requirements, Section A, Task 2 and Task 3.

Also, if it is determined that the Condensing unit can be removed and transported safely without hazard of oil spillage the evacuation of the oil from the unit's compressors will not be required. However if spillage of compressor oil is probable as determined by the contractor, then it should be removed by the contractor prior to relocation of the unit. Any oil removed from the condenser (including compressors) will be handled the same as refrigerant oil referenced in the above cited sections of the statement of work.

5. How much time should be allowed to pass through security and mobilize tools, equipment and materials to the worksite?

Contractors should plan on 1 hour of time to clear contract staff, equipment, and tools when entering or leaving the secured areas of the institution.

6. Can workers bring in lunches and eat at the work site?

Contract staff may bring in lunches and "break on site". Specific details of appropriate/inappropriate items that may or may not be brought into the institution will be covered during pre-construction meeting(s).