Pre-Bid Conference Meeting Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B41624Q00000003

Project 24Z4AS Replace Durand Flat Roof

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DATE: Thursday, March 07, 2024, at 11:00 A.M.

Place: Warden Conference room

CONTRACTING OFFICER (Alexija Hunt, Contract Specialist):

I. INTRODUCTIONS:

Round table introduction of all attendee’s.

II. PURPOSE OF MEETING:

The 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, as issued, and not to furnish additional information.

Nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the Contracting Officer, Alexija Hunt.

III. MINUTES:

Advised minutes will be recorded and distributed via https://sam.gov.

IV. SITE VISIT INFORMATION:

Walk to selected site(s) for FPC Yankton - Replace Durand Flat Roof immediately following the meeting.

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 FPC Yankton ATTN: Alexija Hunt P.O. Box 680, 1016 Douglas Avenue Yankton, SD, 57078

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is Thursday, March 21, 2024, 2 | P a g e by 2:00 p.m. CST to the above-mentioned address.

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 Unique Entity Identifier 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.

• 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: See Page 5 of the solicitation. 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. A blank bid bond was included in the solicitation. 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 https://sam.gov with the North American Industry Classification Standard code (NAICS) 238210 which is applicable to this acquisition.

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

• FAR PROVISION 52.204-24: Pursuant to section (d) of this provision, bidder shall complete item (d)(1)&(2) as applicable.

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• FAR PROVISION 52.209-7: Pursuant to the section (b), complete item (b) as applicable.

• FAR PROVISION 52.209-13: Pursuant to section (b) of this provision, Certification. Bidder shall check either (1) or (2).

• FAR PROVISION 52.229-11: Pursuant to section (d) of this provision, Certification. Bidder shall complete item (d)(1)&(2) as applicable.

• PAST PERFORMANCE SUBMISSION: Please ensure the Cover letter is reviewed and complied with its entirety. References and banking submissions must be submitted in advance to the bid opening directly to a1xhunt@bop.gov via email.

• AMENDMENTS: Amendments (if any) must be acknowledged and submitted with the bid by one of the methods as described in item eleven of the Standard Form 30.

2. Other general items to be addressed:

• Wage Rate Requirements (Construction): This contract is subject to the Construction Wage Rate Requirements. Wage Decision SD20230020 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

• HIRING GOALS: 100% set aside for a small business.

• LICENSING AND PERMITS: All required licensing and permits are required to be obtained by the contractor who receives contract award.

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

• WORK HOURS: Work hours within the secure perimeter shall be between 8:00 am and 3:00 pm Monday through Friday excluding weekends and federal holidays.

• COR: The Contracting Officer’s Representative (COR) is Brooke Hegge, Facilities Manager.

• PERIOD OF PERFORMANCE: The completion period is 65 work days, after issuance of notice to proceed.

mailto:a1xhunt@bop.gov

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• TIME EXTENSIONS: Time extensions for inclement weather will not be granted unless the weather is unusually severe and abnormal in comparison to prior years or there is a significant climate change on the ground of FPC Yankton for security purposes.

• LIQUIDATED DAMAGES: Liquidated damages for this project are in the amount of $769.23 per calendar day of delay after scheduled completion.

• 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 COR 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: Oral questions asked at Site Visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. All bidder questions shall be sent in WORD FORMAT to Alexija Hunt, Contracting Officer, via email at a1xhunt@bop.gov. In order to provide sufficient response time prior to the bid due date, the Government has established those questions be submitted no later than (refer to instruction posted on sam.gov).

• 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

COR.

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

• INSPECTIONS: "Punch List" items generated by inspections will be corrected http://www.aiabookstore.com/

5 | P a g e 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.

SAFETY REPRESENTATIVE (Anthony Wiener):

3. SAFETY POINTS:

• The contractor is responsible for providing required protective gear to all contractor workers, should it be required. Contractor will ensure that all workers have proper safety gear at all times.

• Contractor is responsible for the prevention of accidents on the project site and has spill kit onsite and containment procedures. OSHA requirements will be adhered to.

• The Contractor will always have a Safety Representative on-site during the completion of this project.

• Proper storage of any chemicals in lay down yard with SDS present.

CAPTAIN (Jason Reisig):

4. SECURITY

• ADVERSE WEATHER: 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 until the emergency situation has been resolved.

Depending upon the nature of the emergency, this normally will not affect any construction outside of the secure perimeter. Contractor is reminded that fog days will be treated like rain days. The performance period of 65 days will allow adequate time to complete the job, and no consideration will be allowed for normal rain days and normal fog days. The normal rain, snow or fog days will be based on the average over the last ten (10) years for the local community.

• SECURITY CLEARANCES: Contract workers are subject to security

6 | P a g e investigative procedures. Please refer to the contract for details. Please refer to Page 21 of the solicitation.

• EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid photo identification to the institution each day. The identification will be surrendered upon entry to and returned upon exit from institution property.

• TOOL ACCOUNTABILITY: Strict accountability and control of all contractor tools and hazardous materials must be maintained at all times. All contractor tools to be used inside the secure perimeter must be inventoried and accounted for at the conclusion of the work day Contractor tools may not be stored on-site overnight.

The contractor should provide for enough time at the 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 the Captain immediately.

• ILLEGAL ITEMS ON FEDERAL PROPERTY: Firearms, ammunition, knives, other weapons, drugs, narcotics, and alcoholic beverages are not permitted inside/outside the secure perimeter or anywhere else on Federal property at any time. This includes the private vehicles of contract workers. Violators will be subject to criminal prosecution. All persons, vehicles, and equipment are subject to search by institution authorities at any time.

• NO CONTACT WITH INMATES: Contract workers are not to have any contact with inmates at any time. No photographs may be taken of inmates or the institution.

• CONTRACTOR EMPLOYEE WORK DRESS: Green or khaki‐colored clothing is not allowed, as inmates wear these colors.

• PHOTOGRAPHS: The institution’s Facilities Department maintains a digital camera that will be utilized by FBOP staff to document the project work. The Contractor may request copies of these photos and may request that photos be taken for specific conditions. Cellular telephones equipped with photographic capabilities are prohibited on the project construction site.

VIII. ADDITIONAL DISCUSSION:

An extension to the solicitation bid due date is being considered.

Meeting minutes recorded by:

Alexija Hunt, Contract Specialist, FPC Yankton

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NOTICE:

MEETING MINUTES ARE PROVIDED FOR INFORMATIONAL PURPOSES ONLY.

THEY ARE NOT INTENDED TO CHANGE ANY SPECIFICATIONS, TERMS OR

CONDITIONS OF THE SOLICITATION. ANY AND ALL CHANGES TO THE

SOLICITATION SHALL BE ISSUED IN SUBSEQUENT AMENDMENTS ISSUED BY

THE CONTRACTING OFFICER ON A STANDARD FORM 30 (SF-30).