Flap_B_Tab_3_-_Pre_Bid_Conference_Meeting_Minutes.pdf

PRE-BID CONFERENCE MINUTES

IFBP01061700001 LIFT STATION REPAIR

FCC BUTNER - PROJECT 1B7J

TUESDAY – FEBRUARY 28, 2017 @ 9:00AM

A pre-quote conference/site visit was held for solicitation IFBP01061700001, FCC Butner Lift Station Repair, project 1B7J, on February 28, 2017 at 9:00 a.m. in the Lift Station across from the Federal Correctional Complex, Butner, North Carolina.

1. PERSONS ATTENDING

Arthur Johnson (Chair) BOP Lead Contract Specialist, FCC Butner Justin Burroughs BOP COR, FCC Butner Jeff Frazier BOP, General Foreman Richard McNeil Safety Representative Wesley Young Lock Shop Foreman Perry Reed Locke-Lane Construction

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

Mr. Johnson stated that remarks and explanations stated, “Nothing said here shall be interpreted as a change to the solicitation without the issuance of a Formal amendment through the Contracting Officer, Jennifer Brouillard.”

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 1449.

All questions will be submitted in writing on the appropriate form (RFI) and questions and answers will be posted on FEDBIZOPPS. Questions will be addressed at the meeting;

however, difficult questions requiring research will be answered via FEDBIZOPPS.

If questions arise after the pre-quote conference, they are to be submitted in writing to Jennifer Brouillard, Contract Specialist, by 11:00 AM EST on 03/01/2017.

Bid Due Date: March 15, 2017 at 11:00 AM Eastern Time

Common Carrier and mail quotes to:

FEDERAL BUREAU OF PRISONS

MID-ATLANTIC REGIONAL OFFICE

ATTN: FAO – JENNIFER BROUILLARD

302 SENTINEL DRIVE, SUITE 200

ANNAPOLIS JUNCTION, MD 20701

Facsimile quotes will be accepted

All quotes must arrive to the above mention address prior to the quote due date and time.

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

From the solicitation, each bidder SHALL complete and submit the following forms, clauses, and statements with his/her bid. Failure to do so may cause your bid to be considered as non-responsive:

• STANDARD FORM 1442 Pages 1 & 2:

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.

• COMMODITY OR SERVICES SCHEDULE (PAGE 4):

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.

• BID GUARANTEE:

See Page 5 of the solicitation. 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.

• REPRESENTATIONS AND CERTIFICATIONS:

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) 237110 which is applicable to this acquisition.

• FAR PROVISION 52.204-8

NOTE: Pursuant to the section (b) (1) of this provision, provision 52.204-7 is included in this solicitation. Bidders should not mark either of the two options under section (b) (2).

Leave these options unmarked.

• AMENDMENTS:

Amendments (if any) must be acknowledged and submitted with the bid as described in item Nineteen of the Standard Form 30.

• DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. All applicable workers must be paid according to the terms of the wage decision.

• HIRING GOALS: Hiring goals for this project are 24.7% for minorities and 6.9% for females – A “Good Faith” effort should be put forth by the contractor to achieve these goals.

• LICENSING AND PERMITS: All required licensing and permits are required to be obtained by the contractor who receives contract award.

• MAGNITUDE: The magnitude of the project is between $100,000.00 and $250,000.00.

• WORK HOURS: The project will consist of eight hour work day, Monday thru Friday, excluding federal holidays. Work hours will be coordinated upon contract award, at the pre-construction conference.

• COR: The contracting Officer’s Representative (COR) is Mr. Justin Burroughs, Engineering Technician at FCC Butner.

• PERIOD OF PERFORMANCE: The completion period is 119 calendar days after issuance of notice to proceed.

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

• LIQUIDATED DAMAGES: Liquidated damages for this project are in the amount of

$556.58 per calendar day of delay after scheduled completion.

• PRE-CONSTRUCTION CONFERENCE: A Pre-Construction conference is required after the contract is awarded and will be scheduled accordingly.

• PROGRESS MEETINGS: Progress meetings will be scheduled monthly.

• PAYMENT REQUESTS: Payments will be made 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. SAFETY (Richard McNeil)

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

5. ISSUES DISCUSSED - (Justin Burroughs)

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

Tool shall be stored on trailers that will be locked and secured when not in use. A lay down area for supplies will be provided. Tools shall be kept secured when not in use. Broken or lost tools must be reported immediately to the COR.

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)

Vehicles must be locked and secured.

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

http://www.aiabookstore.com/

7. SITE VISIT

The site visit began at approximately 9:30 A.M. and was conducted by Justin Burroughs and Jeff Frazier. The site visit ended at approximately 10:00 A.M.

______________________________________ 2/28/2017 Arthur Johnson, Lead Contract Specialist

PRE-BID CONFERENCE SIGN-IN SHEET

IFBP01061700001 — LIFT STATION REPAIR

FCC BUTNER - PROJECT 1B7J

TUESDAY — FEBRUARY 28, 2017 @ 9:00AM

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