site meeting minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B41824Q00000016 - Remove Asbestos at Federal Prison Camp HVAC, Plumbing Shop, Dairy Barn

FCC TERRE HAUTE - PROJECT 24Z4AT8

DATE: Tuesday, May 14, 2024 at 9:30a.m. EST Place: Business Office I USP Administration Building

CONTRACT SPECIALIST (NAME): Scott Ballinger

I. INTRODUCTIONS:

Round table introduction of all attendee's.

II . PURPOSE OF MEETING:

Indicate 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 .

State - 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 Asbestos Abatement immediately following the meeting.

V. FRONT COVER PAGE FORMS ANO 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

FCC Terre Haute, In . 47802 ATTN : Scott Ballinger e-mail sballinger@bop.gov

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is Friday May 31st 2024 1 by 11 :00a.m. EST 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 1 ! Page

15841824Q00000016 - Remove Asbestos at Federal Prison Camp HVAC, Plumbing Shop, Dairy Barn

FCC TERRE HAUTE - PROJECT 24Z4AT8

statements with his/her bid . Failure to do so may cause your bid to be considered as non respons,ve :

• 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 2 PAGE 6): 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 1 of the solicitation . A payment bond and irrevocable letter of credit is required .

• 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) 562910 which is applicable to this acquisition.

• 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:

• DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. Wage Decision IN20230003 is applicable for this area . All applicable workers must be paid according to the terms of the wage decision .

• 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 $25,000 and $100,000.

• WORK HOURS: Work hours outside the secure perimeter shall be between 7:30 am and 3:30 pm Monday through Friday excluding weekends and federal holidays .

• COR: The Contracting Officer's Representative (COR) is Dan Meuser, Engineering Technician.

• PERIOD OF PERFORMANCE: The completion period is 91 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 .

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FCC TERRE HAUTE - PROJECT 2424AT8

• LIQUIDATED DAMAGES: N/A

• 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 questions shall be sent in WORD FORMAT to Scott BallingerContracting Officer, via email at sballinger@bop.gov. In order to provide sufficient response time prior to the bid due date, the Government has establishing that questions be submitted no later than Friday, May 24 , 2024 at 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 NAME :

• 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.

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FCC TERRE HAUTE - PROJECT 2424AT8

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

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FCC TERRE HAUTE - PROJECT 2424AT8

CAPTAIN (NAME):

4. SECURITY

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

• ADVERSE WEATHER: N/A

• 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 .

• 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.

• 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.

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FCC TERRE HAUTE - PROJECT 2424AT8

VII I. 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

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FCC TERRE HAUTE - PROJECT 2424AT8

Meeting minutes recorded by:

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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Plumbing Shop, Dairy Barn

Name

FCC TERRE HAUTE - PROJECT 2424AT8

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