FCI Dublin - Meeting Minutes.PDF

U.S. Department of Justice

Federal Bureau of Prisons

Federal Correctional Institution, Dublin

5701 9' Street - Camp Parks Dublin, CA 94568

August 25, 2008

MEMORANDUM FOR CONTRACT FILE IFB-DUB-0001 - INSTALLATION OF

SEWAGE PRE-TREATMENT SYSTEM

FROM: Rc^xarnn"4^arcia, Contracting-Officer

SUBJECT: Pre-Quote/Bid Conference

Individuals in Attendance:

Cantigny Arakaki, Business Administrator Roxann Garcia, BOP, Contracting Officer Armando Ledezma, BOP, Facility Manager Kelly Haas, Sergent Mechanical Systems Jason Crumbley, Sergent Mechanical Systems Rosby Teopaco, Western Pacific Technologies Bob Bishop, Yerba Buena

Meeting Minutes are as follows:

1. Introductions were made by the aforementioned individuals. Verification that all attendee's signed into the meeting was obtained.

2. Attendee's were informed the purpose of the meeting was to familiarize bidders with the requirements and unique circumstances surrounding a correctional setting. It was explained this conference was to explain the solicitation as issued, not to furnish additional information, nor to be used as a substitute for or to amend defective or ambiguous specifications. Contractor's were also informed that nothing at the conference should be interpreted as change without a formal amendment to the solicitation from the awarding Contracting Officer and that any amendments issued must be acknowledged. Contractor's were advised these meeting minutes, as issued, would be posted on Fedbizopps, along with all questions and answers posed.

3. Specific Items Addressed:

a. Attention was called to the "Notice to Bidder's" on the front of the solicitation. The listing of forms required to be submitted were reviewed. Contractor's were advised all forms must be completed in full and submitted. The on-site Contracting Officer reminded all present contractors that this procurement was set-aside 100% for small business, and all Representations and Certifications would be reviewed for status upon submission.

b. Bid opening will be conducted at FCI Dublin, in the on-site Training Center, on September 9, 2008, at 9:00am.

c. Work hours for this contract will be from 6:00am to 2:00pm, due to the heavy rush hour traffic in the area. Contractors were advised project will consist of eight hour work days, Monday through Friday, excluding Federal holidays, and the eight hour work day will include security check-in daily.

d. The completion period is 196 calendar days after issuance of the Notice To Proceed.

The Notice To Proceed will likely be issued at the Pre-Construction Conference.

e. Time extensions for inclement weather will not be granted unless the weather is unusually severe or abnormal.

f Contractor's were advised the contract is subject to the Davis-Bacon Act. Contractor's were advised we are located in Alameda County.

g. Hiring goals were re-iterated: 28.5% for minorities, 6.9% for females. Contractor's were reminded to put forth a good faith effort to these goals.

h. While we do not anticipate requiring building permits, Contractor's were advised should any permits be required, they are responsible for obtaining them.

i. Contractor's were advised the contract incorporates the Miller Act, and the bid bond form included in the package must be submitted with their bid, as the solicitation magnitude is between $250,000 and $500,000. Contractor's were also advised the project is not tax exempt, and the Government will not issue tax exempt certificates. It is the Contractor's responsibility to determine if they are tax exempt and include any/all applicable taxes in their bid.

j. Liquidated damages for this project are assessed in the amount of $580.00 per calendar day of delay after scheduled completion.

k. Contractor's were advised a Pre-Construction Conference will be held at this location shortly after award and will be scheduled accordingly.

1. Progress meetings will be held monthly with the awardee, and a preliminary schedule will be required to be submitted at the Pre-Construction Conference.

m. Contractor's were advised all employee's and sub-contractor's they assign to this project must pass a stringent security clearance. All were informed if an employee does not pass our security process will not be allow on Government property. As a note, Contractor's were told the Contracting Officer would notify the firm a person did not pass, but not allowed to disclose what information was revealed that disqualified them.

n. The Safety Officer informed all attendee's that the Federal Bureau of Prisons abides by all federal, state, and county laws and regulations, and it is the Contractor's responsibility to ensure they are aware of these laws to ensure compliance.

o. Lieutenant Gilette briefed Contractor's on the security process and entrance into the institution, and overview of non-contact with inmate population.

4. Business Administrator, Facility Manager, Contracting Officer, Safety Manager, and Lieutenant escorted Contractor's to the work site located near the rear sallyport of FCI Dublin.

The meeting concluded at 11:30am.

PRE-QUOTE/BID CONFERENCE

INSTALLATION OF SEWAGE TREATMENT

AUGUST 20, 2008 AT 9:00 A.M.

SIGN IN

PRINT NAME SIGNATURE FIRM/COMPANY OR

BOP EMPLOYEE

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