Site Visit Meeting Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15BFAO23B00000004

CONSTRUCT OUTSIDE WAREHOUSE AND FREEZER

FCI EL RENO - PROJECT 5AM2

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DATE: Wednesday, May 31, 2023, at 10:00a.m.

Place: FCI El Reno

CONTRACTING OFFICER: Nate Long

I. INTRODUCTIONS:

Mr. Long gave a round table introduction of all attendees.

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. Mr. Long stated that nothing said here today shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the FAO Contracting Officer, Jeff Kercheval.

III. MINUTES:

Mr. Long advised that the meeting minutes will be recorded and distributed via the System for Award Management (SAM) database at www.sam.gov.

IV. SITE VISIT INFORMATION:

All in attendance proceeded to the selected site for Construct Outside Warehouse and Freezer immediately following the meeting.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Mr. Long stated 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: JEFF KERCHEVAL

346 MARINE FORCES DRIVE

GRAND PRAIRIE, TX 75051

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

Mr. Long stated the deadline for submission of bids for this project is June 28, 2023, by 2:00p.m. CST.

To the above-mentioned address.

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VII. GENERAL TOPICS:

Mr. Long addressed the following submission/completion items:

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 your Unique Entity Identifier (formerly

DUNS), Tax ID#, Cage Code 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 jkercheval@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: Offerors shall complete section 52.204-24(d).

FAR PROVISION 52.209-7: Offerors shall complete section (b).

FAR PROVISION 52.209-13: Pursuant to section (b) of this provision, Certification. Bidder shall check either (1) or (2). If (b)(2) is applicable, please follow additional instructions provided.

FAR PROVISION 52.229-11: Offerors shall complete section (d).

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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. Mr. Long addressed the following general items.

DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. Wage Decision OK2023-0041 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 10.2% 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 $1,000,000 and $5,000,000.

WORK HOURS: Work hours within the secure perimeter shall be between 7:00 am and 3:30 pm Monday through Friday excluding weekends and federal holidays.

COR: The Contracting Officer’s Representative (COR) is Mr. Michael Cullen, Engineering Technician.

PERIOD OF PERFORMANCE: The completion period is 365 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 $754.36 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

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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 COR.

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.

Mr. Long asked if there were any oral questions, but also stated any questions asked at Site Visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. Mr. Long stated all questions shall be sent in WORD FORMAT to Jeff Kercheval, FAO Contracting Officer, via email at jkercheval@bop.gov. Mr. Long stated in order to provide sufficient response time prior to the bid due date, the Government has establishing that questions be submitted no later than Friday, June 2, 2023 at TIME, 2:00 p.m. CST.

SAFETY MANAGER: Joe Eglsaer

3. SAFETY POINTS:

All OSHA and environmental guidelines, and federal and state guidelines must be followed.

Personal protective equipment will always be required and must be provided by the contractor.

We would prefer that hazardous chemicals are used as little as possible.

ACA mandates that flammable and caustic material be controlled.

A Safety Data Sheet (SDS) is required onsite for all chemicals and must be provided to the safety department by the contractor.

All chemicals with a NFPA rating of 2, 3, or 4, or with a GHS signal word of “warning” or “danger”, must be controlled.

All contract workers must be trained appropriately for jobs assigned. Performed work such as HVAC, electrical, plumbing, etc, must be licensed, certified and/or competent (whatever state law requires) to perform assigned work.

We will be onsite doing inspections and it is possible that OSHA could arrive unannounced to perform inspections.

Personal protective equipment will be required at all times and must be provided by the contractor (i.e. fall protection - Employers must set up the workplace to prevent employees from falling from overhead platforms, elevated workstations or into holes in the floor and walls.

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- OSHA requires that fall protection be provided at elevations of six feet in the construction industry. In addition, OSHA requires that fall protection be provided when working over dangerous equipment and machinery, regardless of the fall distance. Contract employee injuries will be covered under the contractor's insurance/workers compensation.

CAPTAIN: Brent Bouche

4. SECURITY:

Institution security is highest priority here. Your Employees will be subject to an Ion scan for drug detection and a random pat search.

Cell phones will not be allowed inside the fence.

Tool accountability is very important. Tools will be inventoried daily. We will shut the institution down in the event of a lost tool.

If any of your employees should be arrested during the project, they need to let us know.

Alcohol, firearms, ammunition, drugs, cameras etc. are not allowed on the institution property. You cannot have a firearm in your car.

Heavy machinery must be disabled while not in use and at night. Gas powered equipment must have a locking gas cap and must be disabled if left on-site at night.

Contractor employees should have very limited contact with inmates around the job site. If a contractor employee is approached by an inmate, the employee should notify the project representative. Also, if a contract employee should recognize an inmate that they know, the project representative should be notified. Contractor employees should never give or take anything from an inmate.

Contractor employees will not wearing khaki or dark green clothing so as not to be confused with inmates.

In any type of emergency, your employees should all follow instructions from staff members.

We will search anything you bring in. We could search your vehicle.

You will be required to secure the work site at the end of the work day.

Capt. Bouche stressed the importance of keys and locks and ensuring that at no time should inmates ever be allowed access to keys. The contractor and employees will never use institution keys. Mr. Cullen, the COR will have keys for access to any areas for which you need access. Employees’ personal keys must be safeguarded. Any lost keys must be reported. A lock can be issued if necessary. The contractor should never have anything locked up that we can’t get to. Only bring in tools you need for that day. The less you bring in, the faster you can get processed in and out.

5. FINANCIAL MANAGEMENT:

- Funding is available for this project. Payments will be made in accordance with the Prompt Payment act.

- Payments will be made within 14 calendar days after receipt and approval of a proper pay application/invoice for construction services completed. However, in accordance with the Office of Management and Budget (OMBs) Memorandum M-13-15, payments made to small businesses will be made sooner if possible.

- All payments will be made by electronic funds transfer.

CONSTRUCT OUTSIDE WAREHOUSE AND FREEZER

FCI EL RENO - PROJECT 5AM2

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6. COR:

- When you arrive at the institution and turn off Highway 66, you are on institution property and all rules and regulations apply.

- The normal work hours will be 7:00 am to 3:30 pm on the outside. Contractors can be at the designated jobsite or staging area before normal working times with pre-approval through the COR. Contractors can stay after normal working hours in the staging area with COR’s approval. Workdays will be Monday through Friday, excluding Federal holidays.

- Weapons, alcohol, and anything of that nature are strictly forbidden and will not be allowed on the property. Your employees will park at the staging area and check in with the construction escort. They will then pick up their contractor ID/badge and proceed to the work site. Each employee will be required to have their contractor badge while on-site. As discussed earlier, normal processing time for background clearance and badging is approximately six to twelve weeks. If there is a problem with the clearance, it could take substantially longer. Truck drivers making deliveries only are exempt from the clearance process as long as they do not exit the cab.

- There should be no contact or conversations with inmates. This goes as far as to say even a simple hello.

It is the appearance of a civilian speaking to an inmate. If an inmate speaks to you, you need to immediately tell the project escort or Mr. Cullen to correct the inmates’ behavior. Employees should wear long pants and a shirt and should not wear khaki or forest green. No shorts will be allowed.

- All contractor and sub-contractor employees will conduct themselves in a proper manner while working on the project.

- In the event of an institution emergency, construction work will be interrupted. Please keep this in mind when working in this environment. Tools should be readily available to quickly inventory to speed the process of getting contractors out. This action by BOP staff is for the personal safety of the contractors while on institutional grounds.

- There will be a designated parking area and staging areas for material storage.

- Tools will be inventoried in and out daily and accounted for at all times. You will only bring in tools that are necessary. It is helpful if you type a list of the tools you will be bringing in every day, so it can just be checked off instead of writing down each tool every day. Equipment must also be accounted for and inventoried in and out. This would include things such as flashlights. The contractor will be allowed an outside storage container that can be locked, which must be approved by the Captain. There is a possibility that limited amounts and types of tools can be stored in a locked container if the Captain approves it. Spot checks of the tool inventory will be performed. Should a tool be lost, notify the project representative immediately.

- All fuel powered equipment that is stored on site overnight must be disabled to meet the security requirements of the institution. Securing doors is an approved method for car or truck type vehicles.

Equipment that does not have securable doors or equipment such as a forklift, that has a universal key, would require the batteries to be removed to disable the vehicle while stored overnight. Locking fuel caps will be required on all gasoline, propane, or diesel powered equipment.

- Flammables stored overnight must be in an appropriate container on the outside. No explosives or powder actuated tools will be allowed.

- Smoking and/or chewing tobacco is not allowed inside the secure perimeter. Use of tobacco products is allowed in the staging area.

- The contractor must provide their own sanitary facilities at the work-site in the form of a portable restroom.

- The contractor must provide their own telephone service. Use of institution phones is strictly

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- Institution water and electrical may be used. The contractor will be responsible for making the connections.

- All OSHA, ODEQ, EPA, and all Federal, State and local codes and regulations must be followed.

- Only the contracting officer can direct the contractor to perform work. The project representative will make recommendations and work closely with the contracting officer. The contract length will be 365 calendar days after receiving the Notice to Proceed.

- Weather delays will be based on abnormal conditions for the time of year in this area. Fog is normal here. During adverse weather such as tornados the contractors will be asked to leave the institution.

- Wage rate interviews will be performed. Wage rates will be posted in an area for employees to review.

- If the contractor places a temporary office on site, it will be secured at night and on weekends to meet the security of the institution and the contractor will be responsible for the connection of utilities.

- Cameras are not allowed on the grounds. The COR will take any necessary pictures with an institutional camera for the needs of the contractor during the project. The COR will email photos taken with the institutional camera to the contractor.

- The contractor must repair anything they would happen to break while working.

- The solicitation does provide drawings for reference, but the contractor is totally responsible for locating utilities.

- The COR will keep a logbook of all events, including weather, number of employees working, etc.

- If any utilities need to be temporarily shut off, we will need advance notice. And, if utilities will be anticipated to be off for 24 hours or more, we would require a 48-hour advance notice.

VIII. ADDITIONAL DISCUSSION:

Mr. Long asked if there were any question. There were no questions asked and the meeting was adjourned.

Meeting minutes recorded by: A. Jones, Property and Procurement Specialist

NATHANIEL LONG, SUPERVISORY CONTRACT SPECIALIST

FCI EL RENO

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).