15B50818B00000006_PRE_BID_CONFERENCE_MEETING_MINUTES_REP_ROOF_LOW_PHS_II.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

August 28, 2018

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation 15B50818B00000006 FCC Forrest City, Arkansas Replacement Roof (Low Facility) Phase II

Dear Bidders, In reference to the above solicitation, attached are the pre-bid minutes and sign in sheet as a result of the pre-bid conference which was held on Tuesday, August 21, 2018.

These pre-bid minutes are for informational purposes only; are not intended to change any specifications/statement of work/drawings, terms or conditions of the solicitation;

and any changes to the solicitation shall be issued in subsequent amendments.

If you have any questions regarding these minutes, feel free to contact me at

(972) 352-4641 or e-mail at dpatton@bop.gov

Sincerely, Douglas V. Patton Contracting Officer Federal Bureau of Prisons Field Acquisition Office U.S. Armed Forces Reserve Complex 346 Marine Forces Drive Grand Prairie, Texas 75051

Attachment cc: Pre-Award File

SCS, FCC Forrest City COR, FCC Forrest City Facility Manager, FCC Forrest City Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

PRE-BID CONFERENCE MEETING MINUTES

ROOF PHASE II LOW FACILITY (15B50818B00000006)

FCC FORREST CITY LOW INSTITUTION

AUGUST 21, 2018, 10:00 A.M.

The purpose of conducting this pre-bid conference is for the Low institution to replace the roof at

LOW Institution (Phase II) FCC Forrest City. The meeting minutes will be posted to FEDBIZOPPS.

Attendees:

Latina Barden, Contract Specialist Andrew Cuzan, Facilities General Foreman Jennifer Phillips, Inventory Management Specialist Ronald White, Safety Manager William Cross, Safety Specialist

Contractors:

Wayne Jelm, 4 Star General Contracting Aaron Wallace, ICE Jeffrey Rohr, ICE Steven Cardin, Wallace Roofing

Some of the mandatory requirements for this construction project are as follows:

The Human Resource Point of Contact for this project is Sandra Raper, Human Resource Specialist.

Mrs. Raper will obtain the information for the hired contractors in order for security background checks to be conducted.

The front cover of the solicitation outlines the forms and information that is to be submitted with your bids. The bid deadline is September 11 , 2018 at 1 :00 p.m. unless otherwise amended. Any late bids will not be considered and will be rejected.

Labor Standards: Contractors must comply with the labor standards provisions listed in the solicitation that is covered under the Construction Wage Rate Requirements. All workers must be paid according to the terms of the wage determination set out by the Department of Labor.

Bid Guarantee: The Bid Guarantee must be submitted with your bid or your bid will be rejected.

The Bid Guarantee forms are SF24 or SF28 and the forms are in Section 5 - Attachments. The SF24 (Bid Bond) is the preferred method. The purposes of the bonds are to obtain financial protection against losses under contracts. Please refer to FAR Part 28.

The Miller Act applies on acquisitions over $150,000 for the requirement of performance & payment bonds. The bond forms are issued to the Contractor at time of award (SF25 and SF25A).

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Representations and Certifications: This acquisition is a 100% small business set aside. The annual representations and certifications must be completed and updated in the System for Award Management (SAM) at www.sam.gov.

SAM, DUNs & Tax ID#: You must be registered in the System for Award Management at www.sam.gov. DUNS numbers can be obtained from DUN and Bradstreet at www.dnb.com or by calling 800-333-0505. Make sure your DUNS number and TAX ID number is on the SF-1442.

Equal Employment Opportunity: The hiring goal for this project is 26.5% for minorities and 6.9% for females. A good faith effort should be put forth by the contractor to achieve these goals.

Licensing and Permits: The Contractor is responsible for any licensing or permits that are required, such as building permits, etc.

Tax Exempt: This project is not tax exempt. The Government will not issue tax exemption certificates. It is the Contractors responsibility to determine if they are tax exempt. The Contractor should include any/all applicable taxes in their bid. The Contractor may contact the state comptroller's office to determine/obtain any tax exempts if they are applicable.

Completion Period: The contract completion period is 365 calendar days after receiving the notice to proceed. This is when the clock starts for the contract performance period. Contractors need to be on-site with-in I 0 days after the notice to proceed. If you are not on site you are in default and will be issued a cure notice, then a show cause notice and if the cure in not corrected, the Contractor will be defaulted if the show cause is not valid. The notice to proceed is issued after award . The NCIC processing time is built into the performance period. It could take up to (4) weeks for the clearance.

Preconstruction Conference: The pre-construction conference will be held approximately 10 days after award. Also, bonds are due within I 0 days after the award.

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

Progress Meetings: Progress meetings will be scheduled monthly. Applications for payments are to be submitted on AIA G702 and 702A or the Contractors own form as long as the information is similar to the G702. Contractors can get the G702 form from the American Institute of Architects or from the BOP.

Latina Barden, Contract Specialist reminded the contractors it is important to be familiar with the Statement of Work before bidding on the project. Once awarded, it is a fixed bid. The work will only be performed Monday-Friday, 6:00 a.m .-3:00 p.m., no weekends.

Andre Cruzan, General Foreman discussed procedures were discussed such as processing in/out of the institution, rotating dumpsters, security measures, tool inventory, supply deliveries/storage, escort procedures and site visits. Electronic devices will not be allowed inside the institution at any time.

Regarding Quality Control, inspections will be performed daily to ensure specifications are being followed . No changes to specifications can be made without prior approval of the contracting officer.

Contractors will take a tour of the worksite today.

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Latina Barden, Contract Specialist, reiterated the importance of security. If there is a lost tool, no matter how minor, it must be reported immediately to conduct searches of the area. Mrs. Barden also informed the contractors that the MEDIUM Institution is now included due to storm damages and the drawing were listed on FedBizOpps.

Ronald White, Safety Manager advised OSHA standards must be followed at all times. There will be safety spot checks to ensure compliance.

All questions that where asked during this conference will be addressed thru either clarifications and/or amendment posted to FedBizOpps by Mr. Patton.

Any additional questions should be submitted to Doug Patton, F AO Contract Specialist/Construction, DPATTON@BOP.GOV no later than August 24, 2018, 3:00 p.m. CST. Mr. Patton will forward any inquiries to FCC Forrest City staff.

Latina Barden, Contract Specialist, expressed appreciation to all the attendees.

Meeting Adjourned at 10: 16 a.m.

LATINA

BARDEN

Digitally signed by LATINA BARDEN DN: c=US, o=U.S. Government, ou=Dept of Justice, ou=BOP, cn=LATINA BARDEN,

0.9.2342. 19200300. 100. 1. 1=1500100 3059343 Date: 2018.08.28 09:04:01 -05'00'

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