PreBidMinutes.pdf

U. S. Department of Justice Federal Bureau of Prisons Field Acquisition Office

Mid-Atlantic Regional Office 302 Sentinel Drive, Suite 150 Annapolis Junction, MD 20701-1169

May 12, 2009

MEMORANDUM TO ALL PROSPECTIVE BIDDERS

SUBJECT: Minutes of Pre-Bid Conference Solicitation: IFB-MRG-0200 FCI Morgantown, WV Upgrade Fire Alarm Systems Project

Attached for your information is a copy of the minutes and sign-in sheet from the pre-bid conference conducted on Wednesday, May 6, 2009 at the Federal Correctional Institution Training Center located in Morgantown, West Virginia.

These minutes are provided for informational purposes only and are not intended to change any specifications, terms, or conditions of the solicitation. Any changes to the solicitation will be issued in the form of an amendment(s) by the contracting officer.

Sincerely, /S/

Mellisa J. Rhinehart Field Acquisition Contracting Officer

Attachments

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PRE-BID CONFERENCE MINUTES

SOLICITATION IFB MRG-0200

FIRE ALARM SYSTEM UPGRADE PROJECT

May 6, 2009 at 10:00 AM

FCI MORGANTOWN, WV

1. List of Attendees:

See attached sign-in sheet.

2. Issues discussed by Mellisa Rhinehart, Field Acquisition Office Contracting Officer

Mellisa began the meeting by asking all attendees if they had completed the sign-in sheet. Everyone stated they had signed in. She welcomed prospective bidders to FCI Morgantown’s pre-bid conference for the Fire Alarm System Upgrade project. Mellisa asked the Government Representative to introduce themselves. Everyone complied.

Mellisa discussed the following:

Mellisa stated she will be the Contracting Officer for the project during the solicitation phase. Brian Purkey, Contract Specialist, FCI Morgantown will be the Administrative Contracting Officer (ACO) during the performance and close-out phases.

The purpose of the pre-bid conference is to clarify any questions or concerns prospective bidders may have and to conduct a site visit of the work areas. Anything discovered or discussed at the pre-bid conference as well as the site visit shall not change or alter the solicitation, which includes the specification. All changes will be issued as a written formal amendment to the solicitation and posted on the Federal Business Opportunities website (www.fbo.gov).

All questions must be submitted in writing to Mellisa Rhinehart no later than Close of Business on Monday, May 11, 2009.

Questions can be faxed to (301) 317-5228 or e-mailed to mjrhinehart@bop.gov. All questions will be answered and posted on the Federal Business Opportunities website, www.fbo.gov.

Topics regarding the solicitation discussed:

The government’s project representative for this project is Dave Opel. He may also be referred to as the Contract Monitor.

Mr. Opel will be the liaison between the contractor and the Contracting Officer during the performance phase of the contract.

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He does not have the authority to authorize any changes to the contract. Changes must be made in writing by the Contracting Officer.

Mr. Opel will also be the Government’s primary inspector on the project. The contractor is responsible to insure a quality assurance program is in place during performance.

The bid opening will occur on Wednesday, May 20, 2009 at 1:00 PM, West Virginia local time, unless an amendment is issued to extend the bid opening date and time.

All bids (which consist of one original and one copy) must be mailed to the attention of Brian Purkey at FCI Morgantown, WV.

Hand carried bids will be accepted at this current location until bid opening. Bids will not be accepted via fax.

Please ensure blocks 14 through 20C are fully completed on page 2 of the Standard Form 1442, Solicitation, Offer, and Award.

Please complete the representations and certifications as well as the Business Management Questionnaire found in Section II of the solicitation.

In addition to the requirements stated in the solicitation, the contractor must be registered on the Central Contractor Registration web page, www.ccr.gov and have completed the Online Representations and Certifications Application (ORCA) website at http://orca.bpn.gov prior to bid opening.

A bid, performance and payment bond, is required for this project. The bond forms are located as Attachment IV of the solicitation. The performance and payment bonds, as well as insurance certificates, must be submitted within 10 calendar days after award.

Work shall commence within 10 calendar days after issuance of the notice to proceed and shall be completed within 540 calendar days after issuance of the notice to proceed.

Be aware that bids providing less than 60 calendar days for Government acceptance after the date of the bids will not be considered.

All licenses and permits will be the responsibility of the contractor.

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The Davis-Bacon wage rates apply to this contract and must be posted at a prominent and accessible place at the work site before contract performance begins.

The Contract Work Hours and Safety Standards Act requires contractors to pay time and a half when a worker’s hours exceed 40 hours in a given workweek.

All Federal, State, and local laws, codes and regulations must be strictly adhered to.

The contractor is responsible for all Federal, State, and local taxes. Please consult with the State and local taxing authorities if questions exist.

The Department of Justice Residency Requirement Clause indicates that by signing your bid, you are certifying that all of the individuals working under the contract meet the requirement.

The requirement states for three of the five years immediately prior to submission of bid, each person must have:

a- legally resided in the United States (US);

b- worked for the US overseas in a Federal or military capacity; or c- been a dependent of a Federal or military employee serving overseas.

All payments will be made via Electronic Funds Transfer.

Other Topics Discussed:

Change Orders/Modifications can only be authorized by a Contracting Officer or Warranted Contract Specialist. This contract will be administered by the Contract Administration Office located at FCI Morgantown, WV. 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) 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

-4-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.

The Prime Contractor is responsible for ensuring:

-A list of Subcontractors is provided

-A list of Key Personnel is provided

-A Schedule of Values is provided

-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

Application for Payments shall be prepared on an AIA (American Institute of Architects) Form G-702 “Application and Certificate for Payment” or another form as long as it contains similar information within the AIA Form G-702. The contractor shall submit one original and five (5) copies to the Administrative Contracting Officer.

The award will be made to the lowest-priced, responsive and responsible contractor.

3. Issues discussed by Eric Elza, Captain

All tools brought on the site will have to be listed prior to being brought into the institution. A tool gang box may be used but it must stay on site. All tools must be inventoried. If you take tools out and replace it, ensure the institution knows what was taken out and what was replaced.

Contact with inmates is not allowed.

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Cell phones and cameras are not allowed in the institution without the Warden’s approval.

Question Asked: Will there be an area for storage of the tool gang box available onsite?

Response: Captain Elza stated there will be an area for storage available on site.

Lost tools must be reported immediately to the Contract Monitor.

4. Issues discussed by Brad Cunningham, Business Administrator

The work hours for the project will be 7:30 am - 4:00 pm. The workers may want to consider bringing their lunch to work.

Badges have to be turned in at the front office at the end of the day.

The Government will provide mobilization and a place to store materials. If it becomes necessary to set up a trailer, the government can assist with the process.

Contractors can bring their own portable potties onsite or they are welcome to utilize the staff restrooms.

Contractors are responsible for bringing in their dumpster and setting up their own service. The government will not provide this item.

Workers will be escorted at all times.

As part of the Davis Bacon Wage Act, the Contracting Officer will conduct labor standards interviews on a regular basis and compare wages to a certified payroll.

The security paperwork will be issued to the contractor shortly after contract award. Completed forms are to be turned in prior to the pre-construction meeting. Cleared staff will report to the Human Resource Office and have their picture and fingerprints taken in order to receive a badge.

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The institution will conduct tool inventory. All tools will be secured in a locked gang box. All broken and missing tools will have to be reported to the Contract Monitor and the Captain immediately.

4. Issues discussed by Lee Ann Schmidt, Safety Manager

All OSHA regulations must be strictly adhered to.

All chemicals brought on site requires the submission of a Material Safety Data Sheet.

Storage is needed for all hazardous materials.

The institution is covered by Brookhaven Fire Department. If there is an emergency you can notify Steve Funk, Facilities Manager, the Control Room or Captain Elza.

Confined space is done by permit only.

Torches used will require a Hot Works permit.

Question Asked: What is the time frame for confined space permits?

Response: Ms. Schmidt stated “within 8 hours”.

Mellisa asked everyone if they had any questions. The questions asked are as follows:

1. Can contractors bring in laptops and media?

Response: All laptops and media will have to be approved by the Warden.

2. Will all electricians working onsite have to be licensed by the State Fire Marshall of West Virginia?

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Response: The State Fire Marshall of West Virginia requires a company be licensed with the state. Layouts must be done by a master electrician. Work in the field must be supervised by a master or journeyman electrician.

3. Are permits needed for the project?

Response: No permits are anticipated; however, if they were, all permits will be responsibility of the contractor.

4. Do drawings have to be reviewed and approved by the Fire Marshal of West Virginia?

Response: Drawings do not need to be reviewed by the Fire Marshal of West Virginia. The institution is not under their jurisdiction.

5. Will tax exempt forms be issued by the Government?

Response: The successful contractor shall be responsible for all applicable federal, state and local taxes. No tax exemption certificate will be issued by the Federal Bureau of Prisons.

6. What is required from the installer of the fire alarm?

Response: West Virginia requires a NICET level III or higher to certify the shop drawings (refer to Division 13 of the specification). State law requires companies performing fire alarm work to have a Certificate of Registration with the State Fire Marshal and employ a holder of a Certificate of Competency which is defined as a NICET level III or higher.

The government require the installer to have a certified statement from the manufacturer of the fire alary system listing the qualifications of the installer; require the manufacturer certify the installed system is installed per NFPA applicable guidelines; and require the contractor supply a set of certified AS BUILT DRAWINGS and testing reports at the end of the job.