Pollock Meeting Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15BFA022B00000014 – REPLACE COOLING TOWERS

FCC POLLOCK- PROJECT 22Z5AC4

DATE: 9:00 am, Tuesday, July 19, 2022 Place: FCC Pollock Training Center and

Central Utility Plant

CONTRACTING OFFICER :

I. INTRODUCTIONS:

Round table introduction of all attendee's.

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, Christy Rios.

Ill. MINUTES:

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

IV. SITE VISIT INFORMATION :

Walk to selected site at Central Utility Plant immediately following the meeting. Noted to attendees that the schematics included in the solicitation were not the correct schematics for this job and the correct schematics would be added to the solicitation.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Note the instructions on the cover letter in the Solicitation and all bids sent by email shall be addressed to:

Christy Rios (Crios@bop.gov)

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

Stated the deadline for submission of bids for this project is August 11, 2022 by 1:00 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 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 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 Ms. Rios 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) 238220 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 52.209-7: Complete item (b) as applicable.

• FAR Provision 52.209-13: Pursuant to section (b) of this provision, Certification. Bidder shall check either (1) or (2).

• 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:

• CONSTRUCTION WAGE RATE: This contract is subject to the Construction Wage

Decision, LA20210051 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

• LICENSING AND PERMITS: All required licensing and permits are required to be obtained by the contractor who receives contract award .

• WORK HOURS: Work hours within the secure perimeter shall be between 7:30 am and 4:00 pm

Monday through Friday excluding weekends and federal holidays.

• COR: The contracting Officer's Representative (COR) is Lori McNeal Laborde, Facilities

Assitant

• PERIOD OF PERFORMANCE: The awarded contractor will begin performance within 10 days of receiving the Notice to Proceed and will have 182 days to complete the project.

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

• 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.

• 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

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

• STORAGE OF MATERIALS: Storage of materials will be coordinated with the Contract Monitor.

• CONTRACTOR TEMPORARY OFFICE: No temporary office space will be provided. Contractor will provide their own.

• 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.

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 SOS present.

4. SECURITY

• ADVERSE WEATHER: 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 will be determined at award to 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.

• TOOL ACCOUNTABILITY: Strict accountability and control of all contractor tools and hazardous materials must be maintained at all times. 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 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. 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.

20. Additional Topics: None Covered

Meeting minutes recorded by:

Kerry Roberts, Contract Specialist FCC Pollock

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).

KERRY ROBERTS Digitally signed by KERRY ROBERTS Date: 2022.07.22 13:08:42 -05'00'