Tab 15_Minutes_Complete.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

August 16, 2012

MEMORANDUM TO ALL PROSPECTIVE BIDDERS

SUBJECT: Minutes of Pre-Bid Conference

Solicitation: IFBP010212000012 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 Tuesday, August 14, 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

SOLICITATION

IFBP01021200002

Repair/Replace Roofs, Project 1A1Y

August 14, 2012 at 9:00 A.M.

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, Project 1A1Y.

b. Paul asked FCI Ashland Staff to introduce themselves. He 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. Due to the short turn around for award, NO written questions will be accepted.

4. Topics Regarding the Solicitation:

a. The government’s project representative for this project is Brian Tague. He may also be referred to as the Contracting Officer’s Representative. Mr. Tague 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. Brian 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 Thursday, August 30, 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.

i. All OSHA Regulations must be strictly adhered to and a memo will be distributed upon award.

5. Issues Discussed – Mark Fox, Engineering Technician and Brian Tague, Contracting Officer’s Representative:

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. Work site, both inside and outside the secured perimeter must be kept clean. All trash accumulated during the day must be taken out at the end of each day.

c. Trash dumpsters will be authorized, however, company responsible for this service will also be subject to a background check before entering the secured perimeter.

d. A portable potty will be authorized; however, company responsible for this service will also be subject to a background check before entering the secured perimeter.

May one to get two for north and south side of compound.

e. There will be two (2) escorts for this project.

f. All contractors working on this project will need to cleared for entrance. Limited background investigations will be completed on each person, and until everything is completed, NO one will be able to enter the institution.

g. All issues regarding entrance procedures will be discussed in detail after award.

6. Issues Discussed – Financial Management – Paul Preece

a. Original application for payments shall be prepared on AIA (America 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 approval of the amount of payment by signing and forwarding the application and certificate to the Accounting Office.

b. Paul Preece asked if anyone had any questions regarding any of the topics discussed.

QUESTIONS:

Question 1 – Do the roof anchors for the safety harnesses need to be removed?

Answer: No, they can remain after project is complete.

Question 2 – Can a silicone be substituted in place of acrylic on low sloped roofs?

Answer: Bid per specifications.

Question 3 – Do we have to adhere to both ASTM E 108 (UL790) versus the ASTM E 84 (UL723) ? The ASTM E 84 (UL723) appears to be an interior test (please explain).

Answer: We are standing behind the ASTM testing requirements identified in the specifications. International Building Code 2012, Section 1507.14.4 requires that foam plastic insulation used in SPF roofing systems must comply with IBC chapter 26. Section 2603.3 says that it shall have a flame spread index of not more than 75 when tested in the maximum thickness intended for use in accordance with ASTM E84. That is what we specified in Section 075700, 2.2.B.2.

We also specified in the sub-paragraph preceding that one, 2.2.B.1, that the roof system be rated as Class B, when tested according to ASTM E108. This is required by IBC Section 1505, Table 1505.1.

These are two different tests, performed for different purposes. Both are required by the building code, and are properly specified in our documents.

Question 4 – Does the roof ballast “river rock” need to be removed from site or does the BOP want to keep it?

Answer: If rock removed is free of debris and hazardous material, the institution will provide a staging area for storage for future use by the institution. If rock is contaminated in any way, contractor is responsible for removal per specifications.

Prior to departing for the Site Visit, Paul reiterated that nothing discovered or discussed at the site visit will change or alter the solicitation. The meeting was adjourned at 9:24 a.m. and the participants departed for the Site Visit.

The Site Visit began around 9:30 a.m.

Paul Preece, Supervisory Contract Specialist