Site Visit Meeting Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B61021B00000001 – INSTALL GUN LOCKERS

MCC SAN DIEGO - PROJECT 6D7P

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DATE: Wednesday, December 9, 2020 at 9:00 A.M. local time Place: Front of the building

CONTRACTING OFFICER (NAME):

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 FAO Contracting Officer, Martin Guidry.

III. MINUTES:

Advised minutes will be recorded and distributed via sam.beta.gov.

IV. SITE VISIT INFORMATION:

Walk to selected site for Install Gun Lockers immediately following the introductory 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

U.S. ARMED FORCES RESERVE COMPLEX

ATTN: MARTIN GUIDRY

346 MARINE FORCES DRIVE

GRAND PRAIRIE, TX 75051

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is January 6, 2021, 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

2 | P a g e 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 DUNS number 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 your SAM registration, include this name as well in Block 14.

Ensure the address typed in block 14 matches the address in your SAM registration.

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

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 www.sam.gov with the North American Industry Classification Standard code (NAICS) 236220 which is applicable to this acquisition.

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

Leave these options unmarked.

FAR PROVISION 52.204-24: Pursuant to the section of this provision, (d). Check either will or will not.

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.

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 CA202000001 is applicable for this area. All applicable workers must be paid according to the mailto:mguidry@bop.gov

3 | P a g e terms of the wage decision.

HIRING GOALS: Hiring goals for this project are 16.9% 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: 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 $250,000 and $500,000.

COR: The Contracting Officer’s Representative (COR) is Mr.Kyle Ball, Facilities Manager at MCC San Diego.

WORK HOURS: Work hours within the secure perimeter are normally between 6:00 am and 2:00 pm Monday through Friday excluding weekends and federal holidays. Any after hours work or work on a weekend will be scheduled through the COR.

PERIOD OF PERFORMANCE: The completion period is 184 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.

LIQUIDATED DAMAGES: Liquidated damages for this project are in the amount of $497.66 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 questions shall be sent in WORD FORMAT to Martin Guidry, FAO Contracting Officer, via email at mguidry@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 December 11, 2020 @ 1200 hrs, CST.

http://www.aiabookstore.com/

MCC SAN DIEGO - PROJECT 6D7P

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ACCESS TO SITE/PARKING OF VEHICLES: There is no available parking at MCC San Diego.

Work will be done in the MCC underground parking garage which has limited space and vehicle height restrictions. Onsite parking is not provided for contractor work vehicles. If a vehicle is needed in the garage it will need to be scheduled with the COR for the project, Mr. Kyle Ball.

STORAGE OF MATERIALS: Storage of materials will be coordinated with the COR. There is a limited amount of space in the garage and the project area.

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 (COVERED BY K. BALL):

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 area with SDS present.

CAPTAIN (COVERED BY J. SPEAR AND K. BALL):

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 184 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 and fog days will be based on the average over the last ten (10) years for the local community.

MCC SAN DIEGO - PROJECT 6D7P

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SECURITY CLEARANCES: Contract workers are subject to security investigative procedures.

Please refer to the contract for details. Please refer to Page 7 of the contract.

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 the secure perimeter of the 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 be stored in a job box on-site overnight. The box will have an inventory sheet in it and will be locked with two locks. One lock provided by the contractor and one lock provided by MCC.

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 or 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. If you recognize an inmate or if someone recognizes you, tell a staff member. No photographs may be taken of inmates.

CONTRACTOR EMPLOYEE WORK DRESS: Green, khaki, or yellow 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.

Meeting minutes recorded by:

Jeffrey Spear, Supervisory Contract Specialist

MCC SAN DIEGO

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).