Tab 15_Pre-Bid Meeting Minutes - Repair-Replace Roofs.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

February 17, 2012

MEMORANDUM TO ALL PROSPECTIVE BIDDERS

SUBJECT: Minutes of Pre-Bid Conference

Solicitation: IFBP01021200001 FCI Ashland, KY Repair/Replace Roofs

Attached for your information is a copy of the minutes and sign-in sheet from the pre-bid conference conducted on Wednesday, February 15, 2012 at the Federal Correctional Institution located in Ashland, Kentucky.

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, Mellisa J. Rhinehart Field Acquisition Contracting Officer

Attachments

PRE-BID CONFERENCE MINUTES

REPAIR/REPLACE ROOFS

IFBP01021200001

FEBRUARY15, 2012 AT 9:00AM

FCI ASHLAND, KENTUCKY

1. List of Attendees:

See attached sign-in sheet.

2. Issues discussed by Paul Preece, FCI Ashland, Supervisory Contract Specialist

a. Paul began the meeting by asking all attendees if they had completed the sign-in sheet. Everyone stated they had signed in. Paul welcomed all prospective bidders to FCI Ashland’s pre-bid conference for the Repair/Replace Roofs.

b. He asked the Government Representatives and Contractors to introduce themselves. Everyone complied. Paul stated that Mellisa Rhinehart will be the Contracting Officer for this project during the solicitation phase. He will be the Administrative Contracting Officer (ACO) during the performance and close-out phases.

3. Purpose of Meeting:

a. The purpose of this pre-bid conference is to clarify any questions or concerns from prospective contractors and to conduct a site visit of the work areas. Minutes of the meeting are being taken and will be posted on the Federal Business Opportunities website. 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 specifications. All changes will be issued as a written formal amendment to the solicitation and posted on the Federal Business Opportunities website (www.fbo.gov).

b. All questions must be submitted by the contractor in writing to Mellisa Rhinehart no later than Close of Business on Tuesday, February 21, 2012. Questions can be faxed to Mellisa at (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.

4. Topics Regarding the Solicitation:

a. The government’s project representative for this project is Benjamin Bush. He may also be referred to as the Contract Monitor. Mr. Bush will be the liaison between the contractor and the Contracting Officer during the performance phase of the contract. He does not have the authority to authorize any changes to the contract. Changes must be made in writing by the Contracting Officer.

Mr. Bush 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.

b. The bid opening will occur on Wednesday, March 7, 2012, at 2:00 p.m. Eastern Time, unless an amendment extends the bid opening date and time.

All bids (which consist of one original and one copy) must be mailed to:

REGULAR MAIL:

Federal Bureau of Prisons

Federal Correctional Institution

ATTN: Paul Preece, Supervisory Contract Specialist

P. O. Box 888

Ashland, KY 41105

OVERNIGHT EXPRESS MAIL:

Federal Bureau of Prisons

Federal Correctional Institution

ATTN: Paul Preece, Supervisory Contract Specialist

State Route 716

Ashland, KY 41105

BIDS WILL NOT BE ACCEPTED VIA FAX OR E-MAIL!!

c. If bids are shipped, mailed, or delivered in person to anyone other than Paul Preece, contractors are asked to follow-up with Paul via e-mail or telephonically prior to the bid opening date to confirm that the bid was received. Also, all vendors submitting their bids via overnight delivery services (i.e. FEDEX, USPS) are requested to submit the tracking number to Paul Preece via e-mail at cppreece@bop.gov, or telephone at 606-929-4094.

d. A bid, performance and payment bonds, are 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.

e. Work shall commence within 10 calendar days after issuance of the notice to proceed and shall be completed within 364 calendar days after issuance of the notice to proceed.

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

g. The Davis-Bacon wage rates apply to this contract. The wage rates are contained in

Attachment I of the solicitation. All applicable workers must be paid according to the terms of the wage decision.

h. The contractor is responsible for all Federal, State, and local taxes. The government will not issue tax exemption certificates.

5. Issues Discussed – Correctional Services – Lieutenant Shelton

a. Tool control was discussed. All tools must be inventoried. A tool gang box may be maintained with a storage area located near the Rear Gate at the institution’s Garage. All tools taken inside must be brought back outside at the end of each day.

b. Processing in and out of the secured institution will be at the Rear Gate beginning at 7:30 a.m. each morning and ending at 3:00 p.m. each evening. Extended hours (if needed) will be accommodated.

6. Issues Discussed – Engineering Technician – Mark Fox

a. Parking will be at the Garage near the Rear Gate. There is an ample amount of space for a staging area and a storage trailer. Anything taken inside the secured perimeter must be taken out each day, nothing stays inside.

b. Portable potty will be authorized; however, the company responsible for the portable potty will also be subject to a background check before entering the secured perimeter.

c. Contractors working on this project will be considered Long Term Contractors which will require a longer procedure for processing. Both the contractors and the workers will need to go on-line to complete a packet. Limited background investigations will be completed on each person, and until everything is completed, no one will be able to enter the institution.

7. Issues Discussed – Safety – Paul Preece, SCS

a. All OSHA Regulations must be strictly adhered. A memo regarding safety for outside contractors was distributed at the meeting (see attached).

8. Issues Discussed – Financial Management – Paul Preece

a. Original applications for payment shall be prepared on AIA (American Institute of Architects) Form G-702 "Application and Certificate for Payment" and submitted to the Contracting Officer. The contractor may use another form; however, it shall contain similar information within the AIA Form G-702. The Contracting Officer will indicate his/her approval of the amount of payment by signing and forwarding the application and certificate to the Accounting Office.