Meeting_Minutes.pdf

SITE VISIT MEETING MINUTES

SOLICITATION NUMBER DJM-17-A37-Q-0200

PAINTING OF THE INTERIOR OFFICES AND INSTALLATION OF FLOORING

On May 31, 2017, a site visit was conducted by Victor J. Stamps, Contracting Officer for the Justice Prisoner & Alien Transportation Systems (JPATS). The visit was conducted in an informal forum, which consisted of a short meeting between JPATS staff and the contractors, followed by a guided tour of several areas of the JPATS

Hangar Facility.

Note: During the pre-bid walk-through meeting, all conversations are considered informal and are not contractually binding unless stated in the contract manual, drawings, or modified by a written addendum. The order of precedence is written addendum, project manual, and lastly contract drawings.

Victor Stamps opened the meeting by introducing himself as the Contracting Officer for this project. He then asked JPATS staff to introduce themselves. The following individuals were present:

Victor J. Stamps, Contracting Officer Kevin Wykert, Assistant Chief of Administration Jeff Clark, Supervisory Aviation Enforcement Officer

The site visit meeting began at approximately 10:00 AM in the front entrance lobby area. Mr. Stamps informed the contractors that this meeting was to explain the solicitation, as issued, not to furnish additional information. This meeting is not to be used as a substitute for, or amend defective or ambiguous specification. The main purpose of the visit is to view the area where the work will be completed and to review some key points of the solicitation. All changes must come in the form of an amendment from Mr. Stamps, Contracting Officer. Also, he made it clear that all questions must be submitted in writing to Mr. Stamps by June 2, 2017, 4:00 PM CST.

The floor was given to Kevin Wykert, Assistant Chief of Administration. Kevin Wykert informed the contractor that he would be the Contracting Officer’s Representative (COR) for this project.

NCIC checks for employees was discussed.

1. Discussion of Security Requirements necessary on this Project (Presented by Jeff Clark

A. Personal Behavior

1) Depending on the project, security clearances and ID badges may be required.

a) The badge must be worn at all times

b) The badge must be clearly visible at all times

2) Items: tobacco, cell phones, cameras, etc.

a) Federal facilities are tobacco free areas. Smoking is only allowed in the designated smoking area.

b) Phones and cameras are addressed by the SAEO.

3) Work Hours

a) Working hours, Monday – Sunday, 6:30 A.M. – 11:59 P.M. Working hours can be short, if an emergency arises.

b) Advance arrangements required for staying late or coming in early.

4) Work Operations

a) Contractor vehicles will remain outside of the fence surrounding the facility unless loading or unloading.

b) Procedures for delivery vehicles

c) Tool inventory/storage requirements if needed.

d) Dumpster requirements

e) Utility outage

f) Interception of materials

g) Flammable materials

h) Medical emergencies

At approximately 10:25 am, the tour of the hangar began.

The site visit concluded at approximately 11:50 am.

Note: These minutes are provided for informational purposes only and changes made to the solicitation shall be made by formal amendment(s).

_______________________________________ 06/01/17 Victor J. Stamps, Date

Contracting Officer

Victor J. Stamps