Flap_B_Tab_3A_-_PreBid_Meeting_Minutes.pdf

MINUTES - PRE-BID CONFERENCE

SOLICITATION IFBP01061500001

FCC BUTNER COOLING TOWER REPAIR, PROJECT: 1B1P

APRIL 21, 2015 - 9:00 A.M.

A pre-bid conference/site visit was held for solicitation IFBP01061500001, FCC Butner Cooling Tower Repair, project 1B1P, on April 21, 2015 at 9:00 a.m. in the Employee Development Center/Training Center, Area B, at the Federal Correctional Complex, Butner, North Carolina.

1. PERSONS ATTENDING

Arthur Johnson (Chair) BOP Lead Contract Specialist, FCC Butner Eric Weaver BOP Facilities Manager, FCC Butner Justin Burroughs BOP, COR Jeff Frazier BOP, General Foreman Delane Goss BOP, Chief Utilities Clint Burns PACE Inc.

Bruce Brannon Byrd Inc.

John Forthful Towers Inc.

2. ISSUES DISCUSSED - CONTRACTING

Arthur Johnson began the meeting with welcoming the prospective bidders. He asked if all attendees, both BOP and prospective bidders had signed the sign-in sheet. All stated that they had. Arthur asked if BOP staff would introduce themselves, provide their job titles and state their responsibilities for the project. All BOP staff complied.

Arthur Johnson discussed the following:

The purpose of the pre-bid conference is to familiarize prospective bidders regarding contract performance in a prison setting, review specifications and drawing requirements, discuss the bid process and requirements, and to allow for a site visit. Minutes of the meeting are being taken and will be distributed to all prospective bidders.

Mr. Johnson stated,” the remarks and explanations stated at this conference shall NOT qualify the terms and conditions of this solicitation.” The terms of the IFB and scope of work remain unchanged, unless formally amended in writing and signed by the Contracting Officer. Any amendments issued to the solicitation must be acknowledged. Mr. Johnson stressed the importance of completing the online representations and certifications and the SF 1442.

All questions must be submitted in writing . All questions and answers will be posted on the www.fbo.gov website. Submit all questions to Jennifer Brouillard via email at jbrouillard@bop.gov by COB April 24, 2015, by 12:00 P.M. est.

Deadline for submission of bids: May 14, 2015 at 1:00 PM Eastern Standard Time

Mail bids to:

Federal Bureau of Prisons Mid-Atlantic Regional Office ATTN: FAO-Jennifer Brouillard 302 Sentinel Drive, Suite 200 Annapolis Junction, MD 20701

3. Topics regarding the solicitation discussed - (Arthur Johnson)

Please include DUNS number and Tax ID# and e-mail address where indicated in block 10 and complete blocks 14-20c. If your company has a “doing business as” name reflected in you SAM registration, include this name as well in Block 14. Ensure the address typed in block 14 matches the address in your SAM registration.

Complete the Unit Price (JB = job) and Amount blocks (these amounts will be the same).

Note: The amounts listed in this section should be the same as the amount listed in block 17 of the SF-1442.

A bid bond must be submitted with your solicitation. A blank bid bond was included in the solicitation. The bid bond must be from a Government approved surety. A list of approved sureties can be located on the Department of Treasury, Bureau of the Fiscal Service website.

All contractors submitting a bid must be registered in the System for Award Management (SAM) at www.sam.gov with the North American Industry Classification Standard code (NAICS) 238220 which is applicable to this acquisition.

Pay close attention to FAR Provision 52.204-8, 52.204-17 and FAO-0019 of the solicitation and follow the instructions.

Amendments (if any) must be acknowledged and submitted with the bid by one of the methods as described in item eleven of the Standard Form 30 http://www.fbo.gov/

Time extensions for inclement weather will not be granted unless the weather is unusually severe and abnormal in comparison to prior years.

This contract is subject to the Davis Bacon Act. The wage rates are contained in Attachment 1 of the solicitation. All applicable workers must be paid according to the terms of the wage decision.

Hiring goals for this project are listed in the solicitation. A good faith effort should be put forth by the contractor to achieve these goals.

Work Hours - Project will consist of an 8-hour work day, Monday through Friday, excluding

Federal holidays. The work day may not constitute a full 8-hour day due to security procedures.

The contractor is responsible for any building permits required.

The magnitude of this project is between $100,000 and $250,000. This project is not tax exempt. The government will not issue tax exemption certificates. It is the contractor’s responsibility to determine if they are tax exempt. Contractors should include any/all applicable taxes in their bid.

Liquidated damages for this project are in the amount of $389.81 per calendar day of delay after scheduled completion.

A pre-construction conference is required after the contract is awarded and will be scheduled accordingly.

Progress meetings will be scheduled monthly. Application for payments are to be submitted on AIA G702 (Continuation) or the contractors own form as long as the information is similar to the G702. Contactors can get these forms from the following website www.aiabookstore.com.

4. ISSUES DISCUSSED - SAFETY (Eric Weaver)

All OSHA, local, state, and other regulations must be followed.

5. ISSUES DISCUSSED - CUSTODY (Justin Burroughs)

Since this project is outside the perimeter of the fence, tool will be maintained in vehicles. Lay down area for supplies will be outside the perimeter fence and designated during the pre-construction meeting. Tools shall be kept secured when not in use.

http://www.aiabookstore.com/

No contact between contractors and inmates is permitted.

No contraband (drugs, alcohol, weapons, or items that may be used as a weapon or escape device) shall be brought into the institution (other than the tools inventoried).

Prescription drugs will need to be inventoried each day, and only the amount required for that day shall be allowed.

Vehicles must be secured, locked.

In an emergency situation, the institution security will outweigh any other concern. Should a situation arise, the COR or escorting staff will help the contractor secure the area and escort the contractor out of the facility.

Cameras, two-way communication devices and cell phones will be allowed outside the secure perimeter.

If lock down occurs due to fog restrictions, work will be allowed to proceed.

Background checks will be ran and reviewed by the Captain on all prospective contractors.

The Pre-Bid Conference concluded at 9:30 A.M. and the group headed to the site.

7. SITE VISIT

The site visit began at approximately 9:40 A.M. and was conducted by Justin Burroughs.

The site visit ended at approximately 10:15 A.M.

4/21/2015

Arthur Johnson, Lead Contract Specialist Date bop02152 Typewritten Text

NOTICE:

MEETING MINUTES ARE PROVIDED FOR INFORMATIONAL PURPOSES ONLY. THEY ARE NOT INTENDED TO CHANGE ANY SPECIFICATIONS, TERMS OR CONDITIONS OF THE SOLICITATION. ANY AND ALL CHANGES TO THE SOLICITATION SHALL BE ISSUED IN SUBSEQUENT AMENDMENTS ISSUED BY THE CONTRACTING OFFICER ON A STANDARD FORM 30 (SF-30).

PRE-BID CONFERENCE SIGN-IN SHEET

IFBP01061500001 — COOLING TOWER REPAIR

FCC BUTNER - PROJECT 1B1P

TUESDAY, APRIL 21, 2015 @ 9:00AM

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