Amendment 0001 Site Visit Meeting Minutes and Sign in Sheet Questions and Answers FCI Butner.pdf

15BFA023B00000015/0001 Page 1 of 1

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 1

2. AMENDMENT/MODIFICATION NUMBER

3. EFFECTIVE DATE

05/30/2023

4. REQUISITION/PURCHASE REQUISITION NUMBER

15B10623PR000471

5. PROJECT NUMBER (If applicable)

23Z1AN7

BFAOCODE

Federal Bureau of Prisons Field Acquisition Office U.S. Armed Forces Reserve Complex 346 Marine Forces Drive Grand Prairie, TX 75051

Kimberly Johnson

(O) 202-598-6059 knjohnson@bop.gov

6. ISSUED BY 15B106CODE

Federal Bureau of Prisons FCC Butner

OLD NC HWY 75

Butner, NC 27509

7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NUMBER

15BFA023B00000015

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

05/30/2023

10A. MODIFICATION OF CONTRACT/ORDER

NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning __1__copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return _______ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

AMENDMENT 0001 IS AS FOLLOWS:

A Extend Bid Opening Due Date to Friday, July 14, 2023, at 2:00 p.m.

B. Incorporate Site Visit Meeting Minutes (See Attached, 7 Pages).

C. Incorporate Questions and Answers (See attached 3 pages).

No other changes at this time.

THIS AMENDMENT EXTENDS THE SOLICITATION CLOSING DATE/TIME TO: 07/14/2023 - 14:00 CT US/Central

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Kimberly Johnson Contract Specialist

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

06/23/2023 Previous edition unusable STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243 bop33096 Highlight

PRE-BID CONFERENCE MEETING MINUTES

15BFA023B00000015 – “REPLACE ROOFS”

FCI BUTNER - PROJECT 23Z1AN7

DATE: 9:00 a.m., Wednesday, June 14, 2023 Place: FCI 2 Multi-Purpose Room

CONTRACTING OFFICER (D. Williams/R.Smith):

I. INTRODUCTIONS:

Round table introduction of all attendees.

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 Contracting Officer, Kimberly Johnson.

III. MINUTES:

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

IV. SITE VISIT INFORMATION:

Walk to selected site on the fence line immediately following the 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

FIELD ACQUISITION OFFICE

U.S. ARMED FORCES RESERVE COMPLEX

346 MARINE FORCES DRIVE

GRAND PRAIRIE, TX 75051

ATTN: KIMBERLY JOHNSON

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is July 3, 2023, by 2:00 P.M. EST.

VII. GENERAL TOPICS:

http://www.sam.gov/

FCI BUTNER - PROJECT 23Z1AN7

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 were 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. Brouillard 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) 238160 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.

• 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 N20230028 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 22.8% for minorities and 6.9% for females – A “Good Faith” effort should be put forth by the contractor to achieve these goals.

FCI BUTNER - PROJECT 23Z1AN7

• 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 more than $10,000,000.00.

• WORK HOURS: Per Specifications Section 011000 – 4 1.8 (B): Work hours within the secure perimeter shall be between 7:00 am and 3:30 pm Monday through Friday.

• COR: The contracting Officer’s Representative (COR) is Mr. Justin Burroughs, Engineering Technician at FCI Butner

• PERIOD OF PERFORMANCE: The completion period is 805 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 $1312.07 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.

• PAYMENT REQUESTS: Application for payments is 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 Ms. Johnson no later than Friday, June 16, 2023, no later than 12:00 pm XST.

• 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 http://www.aiabookstore.com/

FCI BUTNER - PROJECT 23Z1AN7

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 MANAGER:

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 always have proper safety gear.

• 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.

CAPTAIN:

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 805 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 pages 25-29 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.

FCI BUTNER - PROJECT 23Z1AN7

• 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 workday Contractor tools may not be stored on-site overnight. The contractor should provide for enough time at the conclusion of the workday for the return and accounting of all tools issued during the work day. 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.

20. Additional Topics:

VIII. ADDITIONAL NOTES:

Meeting minutes recorded by:

Davitta Williams, Lead Contract Specialist FCI Butner

NOTICE:

MEETING MINUTES ARE PROVIDED FOR INFORMATIONAL PURPOSES ONLY. THEY ARE NOT

INTENDED TO CHANGE ANY SPECIFICATIONS, TERMS OR CONDITIONS OF THE

FCI BUTNER - PROJECT 23Z1AN7

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).

FCI BUTNER – REPLACE ROOF

PROJECT 23Z1AN7 QUESTIONS & ANSWERS

SOLICITATION 15BFA023B00000015

SUBMITTED BY OWENS ROOFING, INC:

1. What is the preferred color of the TPO membrane and walk pads?

Clarification: TPO White, Walk pads a yellow or red.

2. Is there a list of preferred roofing manufacturers?

Clarification: No.

3. With the nature of the roofing SOW there will be vibrations, movement, and other causes that may impact the fireproofing under the deck. Who is responsible for any cleaning, repair or replacement of the fireproofing which will result from the roof replacement? Clarification: Contractor will be responsible as stated in Section C.6

4. Owens Roofing, Inc (ORI) would like to use dump trucks to remove trash and the existing roof from the buildings. Can ORI bring dump trucks through the security gate?

Clarification: No. Is there a limit on how many dump trucks ORI can have inside the security perimeter at one time? Clarification: None. Can ORI leave the dump trucks inside the security perimeter during work hours to remove existing roof and trash?

Clarification: No. Dumpsters are primarily used for this.

5. If using dump trucks, does ORI have to keep the dump trucks in the rear gate for 24 hours (three inmate counts) before dumping? Clarification, Yes ORI can expect several loads of dumps in a day during roof tear off.

6. ORI requires other equipment such as a forklift and/or Bocker lift for the duration of the project. Can ORI keep the forklift or Bocker inside the security perimeter during the workday to assist in material loading and trash removal? Clarification: Yes, each piece of equipment would require one escort.

7. Where inside the security perimeter can we place dumpsters?

Clarification: Near each roof being replaced.

8. Can dumpsters remain inside the security perimeter overnight?

Clarification: Yes, must sit in rear gate for three counts which would be done overnight.

9. Is there a limit on how many dumpsters can be placed inside the security perimeter?

Clarification: No

10. Are there any other coordinating instructions we need to know for removing trash inside/outside the prison? Clarification: Dumpster truck driver must be cleared; truck will be searched.

SUBMITTED BY PATUXENT ROOFING AND CONTRACTING:

1. Can additional time be allocated for the questions deadline? To allow for further review of scope, drawings, etc. Clarification, no additional time allowed for questions deadline.

2. Will the photos taken during the pre-bid conference be made available?

Clarification: See photos provided in the attachment of the solicitation.

3. The current drawings listed are dated from 2003. Are there new drawings available for the current roof replacement project? Clarification: There are no new drawings.

4. Are the pre-bid conference itinerary and notes available for reference?

Clarification: Yes, they will be posted in amendment one.

5. Will a material specification be provided?

Clarification: Provided in Section C of the SOW.

6. Are materials allowed to be stored on roof after working hours?

Clarification: Yes, must be secured against blow off.

7. Are tools allowed to be stored on roof in a secured container?

Clarification: See Section D.2.C.

8. Are portable restrooms allowed to be stored on roof?

Clarification: Yes, must be locked at night.

9. Do any of the buildings require interior protection. If so to what extent?

Clarification: No

10. Spray applied fireproofing was noticed during site visit. When mechanically fastening insulation board. Some of the fireproofing may fall off the metal deck. Will there be a unit costs provided within bid for patching? Clarification: Contractor will be responsible as stated in Section C.6

11. Is there a crew size limit for individuals working on roof at one time?

Clarification: No

12. Will equipment i.e., forklifts be allowed to remain on site during working hours?

Clarification: Yes

SUBMITTED BY PENNS CONTRACTING:

1. How many pages could an on-site contractor expect to fill out for the required background check? Clarification: Estimated 20

2. What are the requirements for replacement of roof expansions? Clarification: Section C.1

3. Will the tapered system require 2 layed Poly Iso sheets to meet the R-30 requirement and then tapered additionally? Clarification: Section C.1 Will be there enough allowable curb room?

Clarification: Section C.1

4. Will the Contractor be responsible for repairs/cleanup to the fireproofing (Attached to underneath of Metal Decking) located in the Unicor building?

Clarification: Contractor will be responsible as stated in Section C.6

5. How much downtime can a contractor expect for entry and exit?

Clarification: Entry and exit can take up to 20 minutes once the crew learns the routine.

6. Will the contractor have to check in at the front office and then report to the contractor’s gate?

Clarification: No. Contractors will report directly to the rear gate for entry.

7. How many BOP escorts will be available and contractors per escort?

Clarification: It is expected to take 3 escorts per roof area. There is no limit on contractors per escort.

8. Will the contractor be responsible for the electrical disconnection of equipment so that equipment may be lifted to flash curbs? Clarification: Contractor will be responsible as stated in Section C.6

9. Will material be allowed to be staged on the roof and remain during the construction phase?

Clarification: See Section D.2.C.

10. Will tools be allowed to be kept in the perimeter in a locked job box and logged by the escort to remit downtime from entry and exit procedures? Clarification: See Section D.2.C.

11. Will there be any engineering requirements? Clarification: None.

12. Will there be any additional inspection requirements beyond the owner and manufacturer for warranty purposes? Clarification: Section F.5

13. Will any covered protection be provided for long term storage? Clarification: No.

14. What time can the contractor access the lay down yard outside the perimeter to commence daily staging? Clarification: Section D.2.a

15. Will equipment be allowed inside the perimeter during the daily project hours?

Clarification: Yes, each piece of equipment will be escorted by one escort