Minutes.pdf

Site Visit / Pre-Bid Conference Minutes USP Lewisburg

Utility Replacement Project

IFB LEW-0015

Tuesday, June 9, 2009

On June 9 , 2009 at approximately 9:00 a.m. a site visit wasth conducted at USP Lewisburg for the Utility Replacement Project.

The visit was conducted in an informal forum which consisted of a short meeting between staff and the contractors, followed by a guided tour of various locations throughout the Institution grounds where the work is to be performed. The following individuals were present:

Douglas Shoch, Contract Specialist, USP Lewisburg Ed Cuff, Project Rep., USP Lewisburg Robert Kruskie, Contracting, FAO John Kudrysch, Volunteer Coordinator, USP Lewisburg Patrick Nicholson, Construction Rep.

Randy Johnson, Lieutenant, USP Lewisburg Glenn Johnston, Glenn Johnston, Inc.

John Fagan, Glenn Johnston, Inc.

Nate Kerstetter, Project Manager, S&E Services Inc.

Gaurang Shah, Project Manager, S&E Services Inc.

Frank G. Beishline, Don E. Bower, Inc.

Ken Becker, Gen. Sup., Pavex Inc.

Alex Wood, APM, Greenleaf Environmental Services Dennis Heck, Estimator, Pavex, Inc.

Bob Opalka, James T. O’Hara James T. O’Hara Jr., V.P. James T. O’Hara, Inc.

Rick Marsella, Continental Const. Inc.

Stephen Abbonizio, N. Abbonizio Const., Inc.

Nicholas Abbonizio, N. Abbonizio Const., Inc.

David F. Maneval, G & R Charles Execavating Sean McGovern, Superintendent Senate Builders Don McCoy, Estimator, Landis C. Deck Richard P. Connoly, PM Mazzuca Enterprises, Inc.

Michael Mazzuca, Pres. Mazzuca Enterprises, Inc.

The site visit meeting commenced at approximately 9:10 a.m. at the outside Facilities Conference room. Doug Shoch identified himself as Administering Contracting Officer. Mr. Shoch Addressed the group by stating that all discussions or discoveries found during the site visit does not change or alter the solicitation.

The solicitation can only be changed by a written formal amendment. Mr. Shoch stated that all technical questions concerning the solicitation and related specifications should be faxed to Robert Kruskie at (570) 547-0373 or e-mailed to rkruskie@bop.gov by Monday, June 15, 2009. Mr. Shoch mentioned that Mr. Kruskie is the Contracting Officer in charge through the award phase of this project. After award the contract will be forwarded to USP Lewisburg for administering. After receiving the questions / clarifications, Mr. Kruskie will work with the Facilities Department in obtaining the answers and information requested. If changes to the solicitation are necessary a formal amendment will be issued to the solicitation. The due date for bids are June 18, 2009 at 2:00 p.m. local time unless an amendment would extend the bid opening date. Mr. Shoch mentioned to the contractors to make sure they refer to the fedbizopps website up until the time they submit their bid for any changes which may occur. He reminded them as the cover letter stated that contractors must be registered at www.ccr.gov and complete the online representations and certifications application (ORCA) website at http:/ /orca.bpn.gov prior to award. It was also mentioned by Mr. Shoch that contractors are responsible for all applicable state and local taxes (no tax exemptions).

- Mr. Shoch discussed Change Orders and RFI procedures. Change Orders/Modifications can only be authorized by a Contracting Officer or Warranted Contract Specialist. This contract will be administered by the CAO (Contract Administration Office) located at USP Lewisburg, Pennsylvania. The Contractor is responsible for all documentation to substantiate all contract changes. If the contractor believes they have been delayed by a differing site condition, the CAO must be notified immediately in writing and prior to proceeding with any corrective actions. Request For Information (RFI) - RFI’s are to be used by the Contractor to clarify information on the drawings and in the specifications.

The Prime Contractor is responsible for numbering all RFI’s.

RFI’s will not be accepted from any subcontractors. The Prime Contractor and all subcontractors must have copies of all contract specifications and plans at the construction site at all times. All questions pertaining to the contract documents shall be thoroughly researched prior to presenting them as RFI’s.

- Doug Shoch then talk about Certificate of Payment/Payrolls and Department of Labor Wage Rates.

1. The Prime Contractor is responsible for ensuring:

-List of Subcontractors is provided -List of Key Personnel is provided -A Schedule of Values is provided -Ensure all certified payrolls are submitted -All labor standards and provisions are met -Proper wage rates are being applied -Overtime is paid to employees working over 40 hours in one week.

-Wage rates and EEO information are properly posted at the construction site http://www.ccr.gov

Application for Payments shall be prepared on an AIA (American Institute of Architects) Form G-702 “Application and Certificate for Payment” with original signatures.

Progress Meeting: Progress meetings will be conducted on a monthly basis unless the Contracting Officer feels more meetings are needed. The Contractor shall submit Certified Weekly Payrolls from the Contractor and Subcontractors, anticipated monthly work activity schedule and a complete updated monthly progress report.

- John Kudrysch, Volunteer Coordinator discussed Notice of (Contractor Personnel Security Requirements) The Contractor shall be in compliance with the Homeland Security Presidential Directive-12 (HSPD-12) and Federal Information Processing Standard Publication 201 (FIPS 201) entitled “Personal Identification Verification (PIV) for Federal Employees and Contractors” as stated in the solicitation. All Contractors and subcontractors must be NCIC cleared prior to work on the construction site along with other procedures. Mr. Kudrysch explained the process to the contractor, including the amount of time for USP Lewisburg staff to approve the contractor’s employees and the subcontractor’s employees.

Douglas Shoch, Contracting Officer discussed the following topics: (Access to the Site and Working Hours) The project site will be opened to the contractors five (5) days per week, Monday through Friday, excluding Federal holidays. Working hours are based upon a 40 hour work week, eight (8) hours per day. Actual on-site work will be approximately 35 hours per week. The Government assumes no responsibility to the Contractor nor to any of the subcontractors for shorter hours due to emergencies or entry and/or exit of workers at the job site. The CM (Contract Monitor) shall establish the work hour time frames for the duration of the project, subject to the approval of the Contracting Officer. Work hours and work days may be altered only with a 48 hour advanced approval of the Contracting Officer.

All materials, supplies and lunches must be brought inside the secured institution for the entire day.

Contractor Vehicle Parking: The responsibility for the security and safety of the vehicle is that of the contractor and his/her employee. Keep the vehicles locked. Parking will be made available near the construction site.

Institution Gate/Tool Policy: Mr. Cuff, Project Rep. discussed work site procedures where your tools will be inventoried for accountability. A tool inventory will be maintained at all times and any changes shall be coordinated with the CM. Tools will be stored in a lock gang box or removed nightly from the construction site. Copies of any keys to these locks will be given to the CM/Locksmith. 48 hour notice is required for the use of large equipment. A lay down area will be designated outside the institution for the contractor. It was noted that large equipment should be disabled and locked before leaving at night.

Escorting Procedures: The Contractor will be escorted while performing under this contract. The contractor will submit to the CM a list of all employees and types of equipment the contractor will be utilizing on a daily basis. The CM will coordinate all escorts.

Trash Removal: It is the Contractor’s responsibility for removal of all trash and debris from the job site. An open top container will be provided by the Contractor at a location coordinated with the CM.

Utilities Furnished: The Contractor is authorized water, sewer and electric. The contractor is allowed to tap into water and electric at the contractor’s sole expense; however, any temporary taps must be removed by the Contractor prior to completion of the project.

Lieutenant Johnson, discussed (Institution Code of Conduct) The contractor shall inform his employees that intoxicating beverages, drugs and weapons are strictly prohibited.

Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC-1791. Appropriate clothing must be worn at all times at the site. No fraternizing with inmates. If you happen to know an inmate personally, you must report it immediately to the CM (Contract Monitor).

Delays: Douglas Shoch indicated that while working on the grounds there might be occasional delays for such things as fog and emergency situations. When there is a fog delay, workers will not be allowed inside the institution until the fog clears. Mr.

Shoch would like to note that financial compensation would not be allowed and these delays which our typical for working around a prison environment.

At approximately 10:15 a.m. the tour of the work area commenced.

The Contractors were escorted on a Bus and toured the institution grounds. Areas visited included the Staff Housing, Training Center, Gun Range and areas along the wall where the storm, sewer and water lines were located. The meeting adjourned at approximately 11:00 a.m..

Mr. Shoch reiterated one more time that any technical questions should be e-mailed or faxed to Robert Kruskie by close of business Monday, June 15, 2009.

The site visit concluded at approximately 11:00 a.m.

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