PRE BID SITE VISIT MINUTES SIGNED.pdf

SITE VISIT MEETING MINUTES

15841823Q00000015-Supply and install new fire pump engine

FCC Terre Haute - PROJECT 2324AS5

DATE: Tuesday , May 14, 2024 at 1 :30p.m Place: Conference room Business office

CONTRACTING OFFICER (Scott Ballinger, Contract Specialist):

I. INTRODUCTIONS:

Round table introduction of all attendee's. (see attached sign in sheet) .

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, Scott Ballinger.

Ill. MINUTES:

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

IV. SITE VISIT INFORMATION:

Walk to selected site(s) for FCC Terre Haute replace fire pump immediately following the meeting .

V. FRONT COVER PAGE FORMS ANO INSTRUCTIONS:

Note the the Solicitation and all bids sent by email shall be e-mailed to :

FEDERAL BUREAU OF PRISONS

FCC Terre Haute , Indiana 47802 Scott Ballinger Email sballinger@bop.gov

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of quote for this project is May 24, 2024, by 11 :00 A.M. EST to the above mentioned e-mail address.

VII. GENERAL TOPICS:

The following submission/completion items were addressed :

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FCC Terre Haute - PROJECT 2324AS5

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 1449 Pages 2& 4: include Unique Entity Identifier and Tax ID# and e-mail address where indicated in block 17a and Please complete blocks 23 and 24 and item 0002. If your company has a "doing business as" name reflected in you SAM registration , include this name as well in Block 17a. 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 24 of the SF-1449.

• 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) 333914 which is applicable to this acquisition.

• AMENDMENTS: Amendments (if any) must be acknowledged and submitted by e-mail prior to May 17 ,2024 2:00 p.m. EST.

2. Other general items to be addressed :

• Service Rate Requirements : This contract is subject to the Wage Rate Requirements. Wage Decision in2015-4801 is applicable for this area . All applicable workers must be paid according to the terms of the wage decision.

• MAGNITUDE: The magnitude of the project is under 250,000.

• WORK HOURS: Work hours within the secure perimeter shall be between 7:00 am and 3:00 pm Monday through Friday excluding weekends and federal holidays.

• COR: The Contracting Officer's Representative (COR) is Daniel Meuser.:.

• PERIOD OF PERFORMANCE: The completion period is 120 calendar days after issuance of award .

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

• LIQUIDATED DAMAGES: N/A

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FCC Terre Haute - PROJECT 2324AS5

• 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.

• QUESTIONS: Oral questions asked at Site Visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. ALL NEW Questions shall be sent in WORD FORMAT to Scott Ballinger, Contacting Officer, via e-mail at sballinger@bop.gov. In order to provide sufficient response time prior to the bid due date, the Government has established that questions be submitted no later than May 17, 2024 2:00 pm, EST.

• 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 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 MANAGER Daniel Shraron "Joe Parr":

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 have a Safety Representative on site at all times during the completion of this project.

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

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FCC Terre Haute - PROJECT 2324AS5

CAPTAIN (J. Parr):

Parking and staging was discussed along with gang boxes and storage of tools for quick expedition of work.

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 120 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 investigative procedures.

Please refer to the contract for details.

• 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

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15B41823Q00000015-Supply and install new fire pump engine

FCC Terre Haute - PROJECT 2324AS5 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.

• 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:

After the meeting the group headed to the site where work will be accomplished . They were reminded that anything they saw or discussed would not change the scope of the project. Only written questions with clarifications or change requests could alter the scope and these would be posted to SAM. Gov

Meeting minutes recorded by:

)75~ Scott Ballinger, Contract Specialist FCC Terre Haute

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).

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15B41823Q00000015-Supply and install new fire pump engine

FCC Terre Haute - PROJECT 2324AS5

Tuesday May 14, 2024, 1 :30 p.m.

Sign-In Sheet

Name Organization Email/Phone

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