PreBid Meeting Minutes and Sign in Sheet.pdf

PRE-BID CONFERENCE MEETING MINUTES

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FCI Elkton - PROJECT 23Z2AQ4

DATE: Thursday, August 17, 2023 at 9:00 A.M. local time Place: Warden Conference room

CONTRACTING OFFICER Heidi Bourne:

I. INTRODUCTIONS:

Round table introduction of all attendee's.

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 FAQ Contracting Officer, Robert Cox.

Ill. MINUTES:

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

IV. SITE VISIT INFORMATION:

Walk to selected site for Replace Fire Alarm immediately following the meeting.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Special instructions pertaining to electronic bid submission (Far 14.302 And 14.304) *Submit: Bid Submission Cover Page, SF1442 Pages 1, 2, 4, & 44 thru 51, and the Bid Bond, shall be uploaded as a single Adobe PDF attachment at JEFS APP BOX see link below:

https ://iefs.app. box.comlf Id b2ffd570e0443d6b55731 f23292af8d

Bids submitted by mail or hand carried will not be evaluated. It is the responsibility of the Bidder to confirm receipt of bids by contacting Robert Cox by email rcox@bop.gov. All Bids received after the exact time specified for receipt shall be treated as late submissions and will not be considered except under facts and circumstances allowed by the Federal Acquisition Regulation (FAR).

Electronic bid submissions must include a scanned copy of the original bid guarantee. The original bid guarantee with "wet" signature, raised seal, and bid bond number (if applicable) must be mailed to the below address and received by the bid opening time and date:

Federal Bureau of Prisons U.S. Armed Forces Reserve Complex ATTN: Robert Cox 346 Marine Forces Drive Grand Prairie, TX 75051

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VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is September 61 2023, by 2:00 p.m. CST. See Instruction to Bidders for electronic bid submission guidance.

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:

• BID SUBMISSION COVER PAGE: Please include Name of Company, UEI number, and Bid Bond mail (Fedex, UPS, USPS) tracking number.

• STANDARD FORM 1442 Pages 1, 2, 4, and 44 thru 51: 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 rcox@bop.gov via email. CPARS entries are also acceptable.

• 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.

Electronic bid submissions must include a scanned copy of the original bid guarantee. The original bid guarantee with "wet" signature, raised seal and bid bond number (if applicable) must be mailed to the below and received by the bid opening time and date:

Federal Bureau of Prisons U.S. Armed Forces Reserve Complex ATTN: Robert Cox 346 Marine Forces Drive Grand Prairie, TX 7505

• 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

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FCI Elkton - PROJECT 23Z2AQ4

American Industry Classification Standard code (NAICS) 23821 0 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. Therefore , bidders should not mark either of the two options under section (b)(2). Leave these options unmarked.

• FAR PROVISION 52.204-24: Pursuant to the section of this provision , (d). Check either will or will not.

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

• FAR PROVISION 52.229-11: Pursuant to section (d) of this provis ion , Certification. Bidder shall Complete item (d)(1) & (2) as applicable.

• 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 OH20230036 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 6.7% 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 $500,000 and $1,000,000.

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

• COR: The Contracting Officer's Representative (COR) is Mr. Goerge Holisky, Facilities Manager at FCI Elkton.

• PERIOD OF PERFORMANCE: The completion period is 259 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 $1,044.74

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FCI Elkton - PROJECT 23Z2AQ4 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

• QUESTIONS: Oral questions asked at Site Visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. All questions shall be sent in WORD FORMAT to Robert Cox, FAO Contracting Officer, via email at rcox@bop.gov. In order to provide sufficient response time prior to the bid due date, the Government has establishing that questions be submitted no later than August 21, 2023 at 12:00, noon 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 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.

SAFETY MANAGER ACTING SAFETY MANAGER JONATHAN SUTTER:

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.

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• Proper storage of any chemicals in lay down yard with SOS present.

CAPTAIN DAVID MILES:

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 259 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 8 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. 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 workday. 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

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FCI Elkton - PROJECT 2322AQ4 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.

VIII. ADDITIONAL DISCUSSION:

Any additional discussion should be added here.

Meeting minutes recorded by:

h\ 1l i di., f22o. rn DLL Heidi Bourne, Supervisory Contract Specialist FCI Elkton

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).

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FCI Elkton - PROJECT 23Z2AQ4

Thursday, August 17, 2023, """"'"""" Sign in Sheet

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