15B51418B00000001_PRE_BID_CONF_MINUTES.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

February 8, 2017

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation 15B51418B00000001 FCI Seagoville, Texas Above Ground Storage Tanks

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 Wednesday, February 7, 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, FCI Seagoville COR, FCI Seagoville Facility Manager, FCI Seagoville Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

PRE-BID CONFERENCE/SITE VISIT MEETING MINUTES

SOLICITATION 15851418800000001 (PROJECT 5C2M)

ABOVEGROUNDSTORGAETANKS

FCI SEAGOVILLE, TEXAS

A PRE-BID CONFERENCE FOR SOLICITATION 15B51418B00000001 WAS CALLED

TO ORDER ON FEBRUARY 7, 2018 AT 9:00 AM AT THE FEDERAL CORRECTIONAL

INSTITUTION (FCI) SEAGOVILLE, SEAGOVILLE, TEXAS. TAMMIE JOHNSON ,

SUPERVISORY CONTRACT SPECIALIST, PRESIDED OVER THE MEETING.

MRS. JOHNSON ENSURED EVERYONE SIGNED THE SIGN IN SHEET AND

RECEIVED AN AGENDA.

MRS.JOHNSON INTRODUCED HERSELF AND WELCOMED EVERYONE ON

BEHALF OF WARDEN MARTHA UNDERWOOD (IN HER ABSENCE) TO THE PRE-BID

CONFERENCE FOR THE ABOVE GROUND STORAGE TANKS AT FCI SEAGOVILLE.

INTRODUCTIONS WERE MADE FROM BOP STAFF AND INTERESTED

CONTRACTORS IN ATTENDANCE.

MRS. JOHNSONN STATED THIS IS THE PRE-BID CONFERENCE FOR THE

ABOVE GROUND STORAGE TANKS AT FCI SEAGOVILLE, SEAGOVILLE TEXAS.

SOLICITATION NUMBER 15B51418B00000001 (PROJECT 5C2M)

MRS. JOHNSON STATED THE PURPOSE OF THE MEETING WAS TO FAMILIARIZE

BIDDERS WITH THE REQUIREMENTS AND UNIQUE CIRCUMSTANCES

SURROUNDING A CORRECTIONAL ENVIRONMENT AND TO EXPLAIN THE

SOLICITATION, AS ISSUED AND THAT THIS CONFERENCE WAS NOT TO FURNISH

ADDITIONAL INFORMATION AND IS NOT TO BE USED AS A SUBSTITUTE FOR, OR

AMEND DEFECTIVE OR AMBIGUOUS SPECIFICATIONS.

MRS. JOHNSON EXPLAINED THAT NOTHING SAID HERE WOULD BE

INTERPRETED AS A CHANGE TO THE SOLICITATION WITHOUT THE ISSUANCE

OF A FORMAL AMENDMENT THROUGH THE AWARDING CONTRACTING OFFICER

(DOUGLAS PATTON AT THE FIELD ACQUISITION OFFICE) .

MRS.JOHNSON INFORMED CONTRACTORS THAT MINUTES OF THIS MEETING

WILL BE RECORDED AND DISTRIBUTED VIA FEDERAL BUSINESS OPPORTUNITY

(FEDBIZOPPS) AT WWW.FBO.GOV

MRS. JOHNSON INFORMED THE CONTRACTORS THAT THERE WOULD BE A SITE

VISIT IMMEDIATELY FOLLOWING THE MEETING AND TO HOLD THEIR TECHNICAL

QUESTIONS UNTIL THEN. SHE ALSO INFORMED THEM THAT IF QUESTIONS

COULD NOT BE ANSWERED FROM THE SITE VISIT AND/OR CLARIFIED, THEY

SHOULD EMAIL THEIR QUESTIONS TO: DOUGLAS V. PATTON, CONTRACT

SPECIALIST AT THE FIELD ACQUISITION OFFICE AT dpatton@bop.gov. THE

CUTOFF FOR ALL QUESTIONS IS FEBRUARY 13, 2018 AT 3:00 PM.

ROBERTY HONSTED, CONTRACTING OFFICER REPRESENTATIVE (COR)

DISCUSSED THE FOLLOWING AREAS:

• SAFETY: OSHA REQUIREMENTS AND STATE AND FEDERAL

REGULATIONS PERTAINING TO A SAFE CONSTRUCTION

SITE.

• SECURITY: SECURITY PROCEDURES, INMATES, CONTRABAND, SMOKING,

ALCOHOL, DRUGS, PICTURES, CELL PHONES, CAMERA'S, TOOL

CONTROL, AND DELAYS DUE TO FOG AND OTHER EMERGENCIES.

• HUMAN RESOURCES: BACKGROUND INVESTIGATION CLEARANCE

PROCEDURES AND DOJ RESIDENCY REQUIREMENTS.

• FACILITIES/COR: PARKING, MOBILIZATION, TRAILER, GANG BOXES,

RESTROOMS, LUNCH , NCIC, AND SECURITY CONCERNS.

MRS. JOHNSON TOOK A MOMENT TO INTRODUCE BOP STAFF AGAIN AND

THOSE CONTRACTORS WHO ARRIVED LATE.

MRS. JOHNSON BEGAN TO HIGHLIGHT IMPORTANT INFORMATION ON THE

COVER PAGE AND IN THE SOLICATION.

MRS. JOHNSON DISCUSSED THE BID OPENING DATE, TIME , AND PROCESS: SHE

STATED THE DEADLINE FOR RECEIPT OF BIDS IS FEBRUARY 27, 1 :00 PM CST, AT

WHICH TIME BIDS WILL BE OPENED. SHE INFORMED CONTRACTORS THAT

HAND CARRIED BIDS AND BIDS MAILED THROUGH THE USPS/OR A CARRIER

SHALL BE DELIVERED TO DOUGLAS V. PATTON , CONTRACT SPECIALIST AT THE

FIELD ACQUISITION OFFICE. (FAO ADDRESS: FRONT COVER PAGE AND BLOCKS

7 AND 8 OF THE SF-1442). BIDS WILL BE TIME STAMPED UPON RECIEPT. LATE

BIDS WILL BE REJECTED WILL NOT BE CONSIDERED. SHE INFORMED THE

CONTRACTORS TO LEGIABLEY COMPLETE AND SUBMIT PAGES 1, 2, 4, AND

PAGES 30 THROUGH 32 OF THE SF1442 WITH THEIR BID.

MRS. JOHNSON DISCUSSED THE BONDS REQUIRED FOR THIS SOLICATION. SHE

INFORMED THE CONTRACTORS THAT BID BOND MUST BE SUBMITIED WITH

THEIR BID. THE BID BOND MUST BE 20% OF THE BID PRICE AND NOT TO EXCEED

$3,000,000.00. THE BID BOND FORM IS LOCATED AT SECTION 5 OF THE

SOLICATION (ATTACHMENTS - STANDARD FORM 24). A PERFORMANCE AND

PAYMENT BOND MUST BE SUBMITTED WITHIN 10 DAYS AFTER NOTIFICATION OF

AWARD.

MRS. JOHNSON STATED THAT THIS ACQUISITION IS A 100% SMALL BUSINESS

SET ASIDE. THE NAICS CODE= 237120 -OIL AND GAS PIPELINE AND RELATED

STURCTURES CONSTRUCTION . THE SIZE STANDARD= $36.5 MILLION

MRS. JOHNSON DISCUSSED PROVISION 52.204-8, ANNUAL REPRESENTATIONS

AND CERTIFICATIONS AND INFORMED THE CONTRACTORS THAT THE

REPRESENTATION AND CERTIFICATION MUST BE SUBMITIED WITH THEIR BID

(PAGES 30-32)

MRS. JOHNSON DISCUSSED THE ON LINE REPRESENTATIONS AND

CERTIFICATIONS. CONTRACTORS MUST BE REGISTERED IN SYSTEM FOR

AWARD MANAGEMENT (SAM) - WWW.SAM .GOV AND THEIR SOCIO- ECONOMIC

REPS AND CERTS MUST BE UPDATED. CONTRACTORS NEED TO ENSURE THEIR

SAMS REGISTRATION IS UPDATED WITH NAICS 237120. MRS. JOHNSON

EMPHASISED THAT THE GOVERNMENT CANNOT MAKE AN AWARD TO

CONTRACTORS ON THE GOVERNMENTS EXCLUDED PARTIES LIST (EPLS).

MRS. JOHNSON STATED AS OF FEBRUARY 7, 2018, THERE IS ONE AMENDMENT

TO THE SOLICIATION AND THAT ALL AMENDMENTS MUST BE ACKNOWLEDGED

IN ACCORDANCE WITH THE INSTRUCTIONS IN BLOCK ELEVEN ON THE

STANDARD FORM 30, AMENDMENT OF SOLICITATION/MODIFICATION OF

CONTRACT FORM.

MRS. JOHNSON INFORMED CONTRACTORS THAT THEY MUST BE REGISTERED

IN SYSTEM FOR AWARD MANAGEMENT (SAM) AND THAT INSTRUCTIONS FOR

REGISTRATION IN SAM CAN BE FOUND AT WWW.SAM.GOV. MRS. JOHNSON

INFORMED CONTRACTORS THAT IN ORDER TO REGISTER IN SAM THEY MUST

HAVE A DUNS NUMBER. SHE INFORMED THEM THAT THEY COULD OBTAIN A

DUNS NUMBER FROM DUN AND BRADSTREET AT WWW.DNB.COM OR BY

CALLING 800-234-3867. YOUR LOCAL (PTAC) PROCUREMENT TECHNICAL

ASSISTANCE CENTER MAY BE ABLE TO ASSIST IF YOU HAVE PROBLEMS.

CONTRACTORS WERE INFORMED TO PLACE THEIR DUNS NUMBER AND TAX ID#

ON THE SF-1442 AT BLOCK 10. MRS. JOHNSON STRESSED AGAIN THAT THE

GOVERNMENT CANNOT MAKE AWARDS TO CONTRACTORS WHO ARE ON THE

GOVERNMENTS EXCLUDED PARTIES LIST (EPLS) .

MRS. JOHNSON DISCUSSED 40 U.S.C. CHAPTER 31, SUBCHAPTER 111 , BONDS

(FORMERLY KNOWN AS THE MILLER ACT (PERFORMANCE AND PAYEMNT

BONDS) SHE STATED THIS CONTRACT IS SUBJECT TO THE MILLER ACT. THE

CONTRACTOR SHALL EXECUTE AND SUBMIT PERFORMANCE AND PAYMENT

BONDS TO THE ADMINISTRATIVE CONTRACTING OFFICER WITHIN 10 DAYS

AFTER AWARD (PAGE 8, SECTION FA0-001 BONDS)

MRS. JOHNSON DISCUSSED THE CONSTRUCTION WAGE RATE REQUIREMENTS

(FORMERLY KNOWN AS THE DAVIS BACON ACT) . SHE STATED THIS

CONTRACT IS SUBJECT TO THE CONSTRUCTION WAGE RATE REQUIREMENTS

AND ALL APPLICABLE WORKERS MUST BE PAID ACCORDING TO THE TERMS OF

THE DEPARTMENT OF LABOR WAGE GRADE DECISION: TX180027 DATED

01/05/2018 TX27 OR AS UPATED VIA AMENDMENT(S), IF ANY. SHE INFORMED

CONTRACTOR THAT THE CONTRACTING OFFICER WOULD BE CONDUCTING

RANDOM WAGE GRADE INTERVIEWS WITH WORKERS AND VERIFYING WAGE

RATES AGAINST CERTIFIED PAYROLL THROUGHOUT THE DURATION OF THE

PROJECT.

MRS. JOHNSON DISCUSSED THE HIRING GOALS FOR THIS PROJECT WHICH ARE

18.2% FOR MINORITIES AND 6.9% FOR FEMALES -- A "GOOD FAITH" EFFORT

SHOULD BE PUT FORTH BY THE CONTRACTOR TO ACHIEVE THESE GOALS.

MRS. JOHNSON STATED THE CONTRACTOR IS RESPONSIBLE FOR ANY

LICENSING OR PERMITS THAT ARE REQUIRED.

MRS. JOHNSON STATED THE MAGNITUDE OF THIS PROJECT IS BETWEEN

$250,000.00 AND $500,000.00. 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.

CONTRACTORS SHOULD INCLUDE ANY/ALL APPLICABLE TAXES IN THEIR BID .

THE CONTRACTOR MAY CONTACT THE STATE COMPTROLLERS OFFICE TO

DETERMINE/OBTAIN ANY TAX EXEMPTIONS, IF APPLICABLE.

MRS. JOHNSON STATED THE PROJECT WOULD CONSIST OF EIGHT HOUR WORK

DAYS, MONDAY THROUGH FRIDAY, EXCLUDING FEDERAL HOLIDAYS. THE

CONTRACTING OFFICER REPRESENTATIVE (COR) SHALL ESTABLISH THE WORK

HOUR TIME FRAME FOR THE DURATION OF THE PROJECT. THE WORK DAY

MAY NOT CONSTITUTE A FULL EIGHT-HOUR DAY DUE TO SECURITY CONCERNS.

MRS. JOHNSON STATED THE COMPLETION PERIOD IS 150 CALENDAR DAYS

AFTER RECIEVING THE NOTICE TO PROCEED (NTP). SHE INFORMED

CONTRACTORS THE NTP WILL BE ISSUED AT THE PRE-CONSTURCTION

MEETING, WHICH IS TYPICAL Y 10 DAYS AFTER AWARD. SHE ALSO INFORMED

CONTRACTORS THAT THIS IS WHEN THE CLOCK STARTS FOR THE CONTRACT

PERFORMANCE PERIOD AND THAT CONTRACTOR NEEDS TO BE DOING

ADMINISTRATIVE DUTIES, ORDERING MATERIALS, ON-SITE AND/OR MOBILIZING

WITH-IN 10 DAYS AFTER GIVEN THE NTP. MRS. JOHNSON EXPLAINED IF THE

CONTRACTOR IS NOT ON SITE AND/OR ORDERING MATERIALS WITHIN 10 DAYS

AFTER BEING GIVEN THE NTP, THEY WILL BE IN DEFAULT AND WILL BE ISSUED A

CURE NOTICE. IF THE DEFAULT IS NOT RECTIFIED YOU WILL BE ISSUED A SHOW

CAUSE NOTICE. IF THE SHOW CAUSE IS NOT VALID, THE CONTRACT WILL BE

TERMINATED FOR DEFAULT AND WILL BE REPORTED IN CONTRACTOR

PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS). EVEN THOUGH

THE SECURITY CLEARANCE PROCESS IS BUil TINTO THE PERFORMANCE

PERIOD, THIS PROCESS CAN START !MEDIATELY AFTER NOTIFICATION OF

WARD. IN ADDITION , THE CONTRACTOR CAN BE MOBILIZING, ORDERING

EQUIPMENT, ETC. DURING THIS 10 DAY PERIOD.

MRS. JOHNSON STATED THAT TIME EXTENSIONS FOR INCLEMENT WEATHER

WOULD NOT BE GRANTED UNLESS THE WEATHER IS UNUSUALLY SEVERE AND

ABNORMAL IN COMPARISON TO PRIOR YEARS AND SHE WILL BE MONITORING

THE WEATHER DAYS.

MRS. JOHNSON STATED THAT LIQUIDATED DAMAGES FOR THIS PROJECT ARE

IN THE AMOUNT OF $1 ,250.88 PER CALENDAR DAY OF DELAY AFTER

SCHEDULED COMPLETION

MRS. JOHNSON STATED THAT A PRE-CONSTRUCTION CONFERENCE IS

REQUIRED AFTER THE CONTRACT IS AWARDED AND WILL BE SCHEDULED

ACCORDINGLY. TYPICALLY, THIS IS SCHEDULED AS CLOSE TO THE 10 DAYS

AFTER THE DATE OF AWARD BECAUSE THIS IS WHEN THE CONTRACTOR'S

BONDS ANO INSURANCE ARE DUE AND THE NOTICE TO PROCEED IS ISSUED,

WHICH STARTS THE PERFORMANCE PERIOD. IT IS BEST TO START THE

SECURITY CLEARACE PROCESS SOON AFTER NOTIFICATION OF AWARD.

MRS. JOHNSON STATED THAT PROGRESS MEETINGS WILL BE SCHEDULED

MONTHLY THORUGHOUT THE DURATION OF THE PROJECT. APPLICATION FOR

PAYMENTS ARE TO BE SUBMITTED ON AIA G702 AND G702A (CONTINUATION)

OR THE CONTRACTOR'S OWN FORM AS LONG AS THE INFORMATION IS SIMILAR

TO THE G702. CONTRACTORS CAN GET THE G702 FORM FROM AMERICAN

INSTITUTE OF ARCHITECTS.

THE MEETING WAS ADJOURNED AT APPROXIMATELY 9:45 A.M . AND EVERYONE

WENT TO VISIT THE CONSTRUCTOIN SITE.

Dig itally signed by TAMMIE

TAMM IE JOHNSON

DN: c=US, o=U.S. Government, ou=Dept of Justice, ou=BOP, en= TAMMIE JOHNSON, J 0 H NS 0 N 0.9.2342.19200300.100.1.1 = 1500

1002975512 Date: 2018.02.08 10:46:24 -06'00' bop22851 Typewritten Text bop22851 Typewritten Text

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