Pre-Bid_Conference_Meeting_Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B61618B00000002 – REPLACE FIRE DETECTION SYSTEM

FCC VICTORVILLE - PROJECT 6B9G

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DATE: 9:00 am, Wednesday, June 13, 2018 Place: Central Administration Building, Classroom #2

CONTRACTING OFFICER (Mr. Ford):

I. INTRODUCTIONS:

Round table introduction of all attendee’s.

II. PURPOSE OF MEETING:

Indicated 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. Stated nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the Contracting Officer, Martin Guidry.

III. MINUTES:

Advised minutes will be recorded and distributed via FedBizopps at www.fbo.gov.

IV. SITE VISIT INFORMATION:

Walkthrough of the applicable areas for the FCI 2 and USP will occur immediately following the meeting.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Noted the instructions on the cover letter in the Solicitation and stated all bids shall be sent by mail and 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:

Stated the deadline for submission of bids for this project is July 02, 2018 by 2:00 P.M. CST.

VII. GENERAL TOPICS:

The following submission/completion items were addressed:

1. From the solicitation, each bidder SHALL complete and submit the following forms, clauses, and http://www.fbo.gov/

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• 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 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.

• PAST PERFORMANCE SUBMISSION: Please ensure the Cover letter is reviewed and complied with its entirety. References and banking submissions must be submitted in advance to the bid opening directly to Mr. Guidry via email. Stated past performance submittals must be sent in by the entity providing the reference and not anyone associated with the contractor providing the bid.

• 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) 238210 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. Stated bidders should not mark either of the two options under section

(b) (2). Leave these options unmarked.

• 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 CA37 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

• HIRING GOALS: Hiring goals for this project are 19.0% 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.

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• MAGNITUDE: The magnitude of the project is between $500,000.00 and $1,000,000.00.

• WORK HOURS: Per SOW Section II A: Work hours within the secure perimeter shall be between 700 am and 3:00 pm Monday through Friday excluding weekends and federal holidays.

• COR: The contracting Officer’s Representative (COR) is Mr. Michael Marmalejo, Engineering Tech at FCC Victorville.

• PERIOD OF PERFORMANCE: The completion period is 175 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 $871.59 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 Contract Monitor 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 after the notice to proceed is issued.

• 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: All questions will be posed to Mr. Guidry no later than Friday, June 15, 2018 no later than 12:00 pm CST.

• 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 Contract Monitor.

• 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.

http://www.aiabookstore.com/

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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 SDS present.

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 175 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. Please refer to Page 17 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 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. 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

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COR and 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. Cellular telephones and any other electronic devices that have not received prior approval are not permitted inside the secure institution areas. 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.

Meeting concluded at 9:18 am

Meeting minutes recorded by: Patrick Ford, Contract Specialist

Patrick Ford, Contract Specialist FCC Victorville

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).