15B62020Q00000008 Site Visit Minutes.pdf

SITE VISIT CONFERENCE MEETING MINUTES

REPAIR COOLING TOWER

FCI MENDOTA - PROJECT 6C5H

SOLICITATION NO. 15B62020Q00000008

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DATE: Wednesday, January 29, 2020 – 09:00AM PST Location: Warden’s Conference Room, Powerhouse

CONTRACTING OFFICERS (Mrs. Frausto, Mr. Orrantia):

I. INTRODUCTIONS:

Round table introduction of all attendees.

Patricia Frausto, Supervisory Contract Specialist David Orrantia, Contract Specialist David Kindorf, Procurement & Property Officer Christian Lepe, Associate Warden Paul Torres, Acting Captain Marcos Martinez, Facilities Manager Ronnie Lamborn, Environmental and Safety Compliance Administrator Jeffrey Pavey, Utility Systems Supervisor Jason Andrews, Utility Systems Supervisor Paul Millan, HVAC Foreman Susana Garcia, Facilities Assistant

Gary Hennis, American Cooling Tower Damien Stephens, Stephens Construction Inc.

Gary Stephens, Stephens Construction Inc.

II. PURPOSE OF MEETING:

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.

Nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the Contracting Officer, David Orrantia.

III. MINUTES:

Advised minutes will be recorded, distributed and posted to the solicitation through https://beta.sam.gov

IV. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Note the instructions on the cover letter in the Solicitation and all quotes will be emailed to:

David Orrantia 559-274-4256 dorrantia@bop.gov

Patricia Frausto 559-274-4022 pfrausto@bop.gov

V. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

The deadline for submission of quotes for this project is February 12, 2020 by 2:00 P.M. PST.

mailto:dorrantia@bop.gov mailto:pfrausto@bop.gov

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VI. GENERAL TOPICS:

The following submission/completion items will be addressed:

1. Each offeror WILL complete and submit the following forms, clauses and statements with his or her offer.

Failure to furnish all required information or any rejection of or addition to the terms and conditions of the solicitation may cause your offer to be considered as non-responsive and ineligible for award.

a. SECTION 1: Standard Form – 1449 – Solicitation / Contract / Order for Commercial Items, pages 1 & 4 Complete blocks 17a through 20c (remember to include the signer’s title in blocks 30a-c). If your company has a “doing business as” name reflected in your SAM registration, include this name as well in block 17.

Ensure the address in block 17 matches the address in your SAM registration. Blocks 31a-c are to be completed only by the Government. Include your DUNS Number, Tax ID, and e-mail address where indicated in Block 17. Complete the unit price (JB = job) and Amount Blocks (these amounts will be the same).

b. SECTION 2: ADDITIONAL INFORMATION:

Submit a cost breakdown of your quotation pursuant to the instructions in this provision. This listing should be individual costs (e.g. labor hours, and cost per hour, material units and cost per unit, etc.) not merely lump sums. Please include period of performance to complete service.

2. Other general items to be addressed:

• SERVICE CONTRACT ACT WAGE DETERMINATION: This contract is subject to the Service Contract

Act. WD 2015-5609 Rev-10 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

• PERIOD OF PERFORMANCE: The completion period is 56 calendar days. This includes security clearance time.

• 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 $461.19 per calendar day of delay after scheduled completion.

• PAYMENT: This project will be invoiced as a complete job and progress payments will not be accepted.

• QUESTIONS: All questions will be posed to Mr. Orrantia no later than Monday, February 10, 2020 and no later than 2:00 pm PST.

• ACCESS TO SITE/PARKING OF VEHICLES: Parking will be provided for employee vehicles and contractor work vehicles.

• STORAGE OF MATERIALS: Onsite Storage of materials can be coordinated.

• CONTRACTOR TEMPORARY OFFICE: No temporary office space will be provided.

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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.

• Mr. Lamborn explained if injuries occur during performance or on the job site, they will be reported to the COR and Mr. Lamborn to ensure proper reporting to OSHA. Procedures for Lock-Out/Tag Out will be followed, and prior to any grinding or welding, ensure local approval is received from Safety through the Hot Work program to ensure compliance with OSHA rules and regulations.

4. SECURITY

• SECURITY CLEARANCES: Contract workers are subject to security investigative procedures. Please refer to the contract for details. Please refer to Page 7 of the solicitation.

• 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. 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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VII. QUESTIONS FROM ATTENDEES:

• Will Contractors report to the Front Lobby to check-in or proceed directly to the job site? Contractors can proceed directly to the jobsite.

• How quickly do you expect the project to be started? After the quote submission date, we expect to review quotes and award within approximately 1 week.

VIII. SITE VISIT INFORMATION:

Moved from Warden’s Conference Room to tour area in and around Powerhouse. Photos included in the minutes were taken during the tour.

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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).