Attachement C. Meeting Minutes and Sign In Sheet.pdf

PRE-BID CONFERENCE MEETING MINUTES

15BFA025B00000015 (PROJ 24Z6AW5)

UPGRADE ELEVATORS AT MDCLA

1 | P a g e

DATE: March 4, 2025, at 11:00 A.M. local time LOCATION: 535 N Alameda St, Los Angeles, CA 90012-3405 (MDCLA)

CONTRACTING OFFICER: J. Porter

I. The meeting started approximately at 11:30 a.m.

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.

Please refer to the solicitation for special instructions to Bidders for electronic bid submission guidance.

State - nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the FAO Contracting Officer, Krista Sua.

III. MINUTES:

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

IV. SITE VISIT INFORMATION:

Walked to selected site for UPGRADE ELEVATORS 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, & 48 thru 57, and the Bid Bond, shall be uploaded as a single Adobe PDF attachment at JEFS APP BOX see link below:

https://jefs.app.box.com/f/8f8952c0761a401687e3e486af845971

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 Krista Sua by email kxsua@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 https://jefs.app.box.com/f/8f8952c0761a401687e3e486af845971 mailto:kxsua@bop.gov

2 | P a g e

U.S. Armed Forces Reserve Complex ATTN: Krista Sua 346 Marine Forces Drive Grand Prairie, TX 75051

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

The deadline for submission of bids for this project is APRIL 2, 2025 by 11:00 A.M. PST. All attendees were notified to refer to the Instructions to Bidders for electronic bid submission guidance.

VII. GENERAL TOPICS:

Please refer to the solicitation for special instructions pertaining to electronic bid submission.

The following submission/completion items were addressed:

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:

For information on provisions and clauses, please refer to the solicitation.

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 48 thru 57: Please include UEI number and Tax ID# and e-mail address where indicated in block 10 and complete blocks 14-20c.

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 kxsua@bop.gov via email. CPARS entries are also acceptable.

BID GUARANTEE: See Page 5 of the solicitation. A bid bond must be submitted in original (ink signatures) with your solicitation. 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: Krista Sua 346 Marine Forces Drive Grand Prairie, TX 75051 mailto:kxsua@bop.gov

3 | P a g e

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) 238290 which is applicable to this acquisition.

2. Other general items to be addressed:

• DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. Wage Decision

CA20250022 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 28.3% 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 $5,000,000.00

• WORK HOURS: Work hours within the secure perimeter shall be between 6:00 am to 2:00 P.M.

Monday through Friday excluding weekends and federal holidays.

• COR: The Contracting Officer’s Representative (COR) is Javier Larios, Facilities Manager at

MDCLA.

• PERIOD OF PERFORMANCE: The completion period is 1095 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 $1,229.32 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. 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.

4 | P a g e

• 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 Krista Sua, FAO Contracting Officer, via email at kxsua@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 March 7, 2025 @ 11:00 A.M. (PST).

• 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

An additional information regarding safety will be provided during the pre-construction meeting.

• 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 SDS present.

4. SECURITY

An addition information regarding security will be provided during the pre-construction meeting.

http://www.aiabookstore.com/

5 | P a g e

• 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 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 work day Contractor tools may not be stored on-site overnight. 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 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.

VIII. ADDITIONAL DISCUSSION:

Contractors requested photos. Photos were taken during the site walk and will be posted via www.sam.gov.

Meeting minutes recorded by:

Julia Porter Julia Porter, Contract Specialist Metropolitan Detention Center Los Angeles http://www.sam.gov/

6 | P a g e

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).