2 - Amendment 1 - Att 1 - Pre-Bid Meeting Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

Solicitation No.15BFA024B00000004 – Replace Complex Roofs

FCC Florence - PROJECT 23Z4AM6

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DATE: Wednesday, January 10, 2024, at 9:00 A.M.

Place: FCC Florence Staff Training Center

CONTRACTING OFFICER Steven Dennison, SCS:

On Wednesday, January 10, 2024, a pre-bid conference was held at the Federal Correctional Complex training center conducted by Steven Dennison, Supervisory Contract Specialist at FCC Florence.

All persons present signed in using the sign-in sheet provided.

I. INTRODUCTIONS:

Round table introduction of all attendees included to following individuals and their titles or companies.

Government Representatives Title

Christian Lepe Warden, FCI - Florence Nicole Vido Associate Warden, FCC Florence Jeff Dixon Associate Warden, FCC Florence Jeffrey Yargus Captain, FCI, Florence Kris Keller Captain, ADX, Florence Steven Dennison Supervisory Contract Specialist, Chairperson Chad MacNaughton Engineering Technician, and COR Benjamin John Engineering technician, FCC Florence Jason Cozzetto General Foreman, FCI Matt Howard General Foreman, ADX Florence Brandt Purcell General Foreman, USP Florence Craig Summers Safety Administrator, FCC Florence Christina Boyer Human Resource Specialist, FCC Florence Richard Olan Human Resource Specialist, FCC Florence

Contractor Representative’s Company

Roger Melvin Sika Ed Yancik JRICO Robert Jordan CMC Roofing Nathan Stwart JR&CO Nicholas Anastasi APM Jason Flannery JR&CO Meshach Alvamro Rite-con Mark Backstrom Pacific Tech Construction

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II. PURPOSE OF MEETING:

Mr. Dennison notified all present that this meeting was 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.

It was specifically stated to all parties attending the meeting on several occasions that nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the FAO Contracting Officer, Trisha Holm.

III. MINUTES:

Advised minutes will be recorded and distributed via https://sam.gov.

IV. SITE VISIT INFORMATION:

At approximately 9:20 am local time, the meeting was concluded at the training center, and all interested parties proceeded to the institutions that are involved in this solicitation for further investigation of the site conditions.

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 (FAO) U.S. Armed Forces Reserve Complex ATTN: Trisha Holm 346 Marine Forces Drive Grand Prairie, TX 75051

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

Mr. Dennison notified the deadline for submission of bids for this project is Wednesday, January 31, 2024, by 1:30 p.m. CST to the above-mentioned address.

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VII. GENERAL TOPICS:

Mr. Dennison covered the following general topics:

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 Unique Entity Identifier 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.

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 https://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, consider provision 52.204-7 is included in this solicitation. Therefore, bidders should NOT mark either of the two options under section (b)(2).

FAR PROVISION 52.204-24: Pursuant to the section of this provision, (d). Bidder shall complete item (d)(1)&(2) as applicable.

FAR PROVISION 52.209-7: Bidder shall complete item (b) as applicable.

FAR PROVISION 52.209-12: Bidder shall 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).

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

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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 tmanderson@bop.gov via email.

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:

Wage Rate Requirements (Construction): This contract is subject to the Construction Wage Rate Requirements. Wage Decision CO20230001 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 19.0% 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 the contract award.

MAGNITUDE: The magnitude of the project is Between $10,000,001 and $25,000,000.

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

COR: The Contracting Officer’s Representative (COR) is Chad MacNaughton, Engineering Technician.

PERIOD OF PERFORMANCE: The completion period is 1,094 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 $955.53 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.

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PAYMENT REQUESTS: Application for payments are to be submitted on AIA G702(Continuation) or the contractor's 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 bidder questions shall be sent in WORD FORMAT to Trisha Holm, FAO Contracting Officer, via email at tmanderson@bop.gov.

To provide sufficient response time before the bid due date, the Government has established that questions be submitted no later than Friday, January 12, 2024, at 11:00 am, 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.

Human Resource Specialist: Christina Boyer

3. Security Clearances and badging procedures:

HR Specialist C. Boyer explained the following to the attended parties:

I will email the link for E-Quip after fingerprints, E-Quip includes the background check from the past seven years or to the persons 16th birthday. Once I have all completed information it will be sent to JSTARS, security background agency, after JSTARS is completed, I will be notified if that person background has been cleared to start making a badge.

Before any contractor can start work, he / she will need to conduct an hour and a half of training at the HR office.

Roofing contractors are considered T1. Each person will need the following:

Pass a background check- clear NCIC with no felony convictions.

US Citizenship Fingerprints and picture taken.

Clear employment history best-case scenario for badging is about 45 days if the contractor is clear and all the paperwork is completed correctly.

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SAFETY MANAGER Craig Summers

4. SAFETY POINTS:

Mr. Craig Summers explained the following to the attended parties:

The contractor is responsible for providing required protective gear to all contractor workers, should it be required. The 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 always have a Safety Representative on-site during the completion of this project.

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

CAPTAIN J. Yargus

5. SECURITY

FCI Captain J. Yargus explained the following to the attended parties:

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 1,094 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

FCC Florence - PROJECT 23Z4AM6

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ILLEGAL ITEMS ON FEDERAL PROPERTY: Firearms, ammunition, knives, other weapons, and drugs, including marijuana, 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 or the institution.

CONTRACTOR EMPLOYEE WORK DRESS: Green, khaki-colored, and camouflage 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 are prohibited inside the secured perimeter.

COR Chad MacNaughton

6. Contracting Officer Representative COR

Contracting Officer Representative (COR), Mr. MacNaughton explained the following to the attended parties:

Storage of all materials and tools is to be coordinated with the COR.

Access to the site, parking of vehicles, setting up contractor’s temporary office on site, and delivery of materials will be coordinated by the COR.

Escort coverage, requests for information, submittals, and project schedules will be coordinated by the COR.

After the award any specific questions relating to these subjects shall all be submitted in writing to the COR.

During the solicitation, before the award, all bidders’ questions shall be sent in WORD FORMAT to Trisha Holm, FAO Contracting Officer, via email at tmanderson@bop.gov. To provide sufficient response time before the bid due date, the Government has established that questions be submitted no later than Friday, January 12, 2024, by 11:00 am CST.

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VIII. ADDITIONAL DISCUSSION:

The First institution that was visited was the Federal Prison Camp. At approximately 9:30 AM Contractors were escorted to the rear doc areas of food service and laundry. The group continued to the mechanical room entrance adjacent to the Gym to gain access to the roof. All contractors were able to look at the current conditions of the gym roof, food service, laundry, and program areas. Pictures were taken as requested.

The group then moved to one of the Federal Prison Camp housing units, specifically the Summit (S) Housing Unit, to investigate the condition of the roof. At 10:20 AM The contractors gained access to the roof through a mechanical room. The contractors were allowed to view the condition of this roof and understood that the other housing unit at this institution is the same. Pictures were taken as requested of this roof.

At 10:55 AM the group arrived at the Federal Correctional Institution (FCI) and entered the front lobby.

Here the contractors were scanned through security and the group was escorted to the roof access of the Administration building (A) building. The contractors requested pictures of the roof and were then escorted to medical to gain access to a large flat roofing area that covers buildings B through D.

Contractors were provided the opportunity to request pictures and verify building layouts on the drawings provided in the solicitation documents.

At 11:38 PM the group was escorted to one of the FCI housing units. The group entered the Pueblo (P) housing unit and gained access to the roof. The contractors we able to view this housing unit and were notified that the other three housing units at the FCI were built the same. Contractors were allowed to investigate the exterior access that is available to the housing units and were able to request pictures.

At 12:30 PM the group arrived at the Administrative Maximum Security Prison (ADX). The group was cleared through security and escorted to the Administration (A) building roof access. The contractors were allowed on the A building to view the perimeter road of the West side of the ADX and roof elevations of the adjacent buildings. It was noted by one of the contractors that the ADX A Building drawing was not supplied with the solicitation posting. Engineering technician Mr. MacNaughton was made aware of this and will provide those drawings to FAO Contracting Officer Trisha Holm if needed.

At 1:30 PM the group was escorted to one of the housing units of the ADX. F-building (Fox unit) roof of the ADX was visited by the contractors to show the potential difficulty of gaining access to the roof to pick up and store roofing materials. The contractors were able to view the different elevations of the roofs and request pictures.

At 2:00 PM the contractors were escorted to the Food Service building at the ADX. The contractors were able to view the rear gates from this roof and the different elevations as well as the east perimeter of the ADX. Contractors were able to request pictures be taken of this roof as well.

At 2:18 PM the group was escorted out of the ADX, and the meeting was adjourned.

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Any additional discussion should be added here.

Meeting minutes recorded by:

Steven Dennison, Supervisory Contract Specialist FCC Florence

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).

STEVEN

DENNISON

Digitally signed by STEVEN

DENNISON

Date: 2024.01.12 12:09:55 -07'00'