FLAPBTAB3A_PREBIDCON_MINUTES.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

July 31, 2014

MEMORANDUM TO ALL PROSPECTIVE BIDDERS

SUBJECT: Minutes of Pre-Bid Conference

Solicitation: IFBP01071400003 FCI Cumberland, MD Hot Water Piping Upgrades

Attached for your information is a copy of the minutes and sign-in sheet from the pre-bid conference conducted on Tuesday, July 29, 2014 at the Federal Correctional Institution located in Cumberland, Maryland.

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

Solicitation Number IFBP01071400003 FCI Cumberland, Hot Water Piping Upgrades

United States Department of Justice

Pre-Bid Conference Meeting Minutes

Pre-Bid Conference Date: Tuesday, July 29, 2014

Pre-Bid Conference conducted and minutes issued by:

Jeff Raley, Supervisory Contract Specialist

FCI Cumberland 14601 Burbridge Road

Cumberland Maryland 21502

A pre-bid conference and site visit for IFBP01071400003 was held on Tuesday, July 29, 2014. The meeting was called to order by Jeff Raley, Supervisory Contract Specialist, at approximately 12:00 Noon (Local Time). The following individuals participated in the meeting and site visit:

Name

Organization Represented Jeff Raley, Supervisory Contract Specialist BOP David Growden, HVAC Foreman BOP W. J. Dolchan, Facilities Manager BOP Kerry Wolford, Safety BOP Martin Mathews, Contracting Officer’s Rep. BOP Brian Roy, General Foreman BOP John Smith, Security Officer BOP Michael Franck HPC Barry Yoder W. N. Yoder and Sons Mike Thompson Carl Belt Inc.

Mr. Raley thanked everyone for participating in today’s pre-bid conference/site visit and advised that meeting minutes would be prepared and posted later on the Federal Business Opportunities website.

Mr. Raley then identified the project as IFBP01071400003, Hot Water Piping Upgrades at the Federal Correctional Institution (FCI) Cumberland, Maryland.

He informed the contractors that the pre-bid conference/site visit is being held to familiarize the bidders with the Bureau of Prisons policies and procedures to be observed during the performance of the work; establish preliminary schedules, lines of communication and operational procedures;

develop mutual understanding concerning administration of the contract; and introduce personnel associated with this project, their authority, functions, and responsibilities. Mr. Raley presented the agenda as the following:

Segment 1 Solicitation Review Segment 2 Site Visit Segment 3 Closeout

Mr. Raley stated that “Nothing said at this conference shall be interpreted as modifying the provisions or requirements of the solicitation, and that any revisions or changes to the solicitation will be issued as formal amendment by the Contracting Officer.”

Mr. Raley also noted that questions will NOT be answered at the site visit. Only written questions will be accepted and answered. Written questions must be submitted to Mellisa Rhinehart at mjrhinehart@bop.gov. The deadline for receipt of written questions is Friday, August 1, 2014.

Only questions received prior to the deadline will be answered. Answers will be posted to the Federal Business Opportunities website at www.fbo.gov.

Mr. Raley reviewed the following:

http://www.fbo.gov/

Segment 1 - Solicitation Review

Identity and Authority of Official Representatives:

• Contracting Officer – Mellisa Rhinehart is the singular point of contact for ALL pre-bid inquiries. ALL pre-bid inquiries must be submitted in writing as outlined earlier. As a matter of record, the Contracting Officer has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States.

• Contract Administration Office – Following award, contract administration will be handled by the FCI Cumberland contracting office.

• COR – Contracting Officer’s Representative - Mr. Martin Mathews. The COR is the technical representative for the Federal Bureau of Prisons who has overall responsibility (except for contractual matters) for the administration of operational activities at the project site.

Instructions to Offerors - Notice to Bidders section of the cover letter and reviewed the documents that are required to be submitted by the contractors for consideration of their bid.

ALL pages of the solicitation must be submitted with the original bid package with the exception of the Attachments in Section 5. Your original hard copy version must be received by this office no later than the time and date established for receipt of bids. THE DUE DATE FOR RECEIPT OF BIDS IS August 12, 2014, BY 2:00 PM LOCAL EASTERN TIME. This due date is strictly enforced. Late bids will be rejected. Bids must be delivered to FCI Cumberland, located at 14601 Burbridge Road, Cumberland Maryland no later than the deadline for receipt of bids. A public bid opening will be held at the Training Center.

Each bidder shall pay particular attention and complete the following forms, clauses, and statements with his/her bid. Failure to do so may cause your offer to be considered as non-responsive. Do NOT include any extraneous information/documentation outside of the solicitation requirements. Important documents that need to be completed by the contractor were reviewed as follows:

A. SF-1442, Solicitation, Offer, and Award Pages 1, 2

Include your DUNS and TIN in block 10 (Page 1) of the SF-1442. Complete blocks 14 thru 20C (Page 2). Ensure the address in block 14 exactly matches the address contained in your SAM registration to include the firm’s corporate name and any Doing Business As name reflected in SAM, if applicable. For block 17, enter at least 60 days.

B. Schedule of Services/Supplies Page 4

Complete the blocks entitled “unit price” and “amount.”

C. Representations, Certifications and Other Statements of Offerors

1. Page 29-31 FAR provision 52.204-8, Annual Representations and Certifications. Do NOT complete.

2. Page 32; FAR provision 52.209-5, Representation Regarding Felony

Conviction Under Any Federal Law or Unpaid Delinquent Tax Liability (Deviation 2014-01). Make the appropriate selection at paragraph (b) of this provision.

3. Page 32; FAR provision 52.209-7, Information Regarding Responsibility Matters. Make the appropriate selection at paragraph (b) of this provision.

4. Page 33-34, FAO provision FAO-0019, Contractor’s Signature. Complete the applicable section(s) of this provision.

5. Page 34-35, FAO provision FAO-0020, List of References and Bank Information Do NOT submit any information with your bid. If necessary, the Contracting Officer will request at a later date.

D. SF-24, Bid Bond

A bid guarantee is required and shall be 20% of the total bid price or not to exceed $3 million. See Page 5, FAO-0001.

E. Amendments

Contractors should monitor the Federal Business Opportunities website in case amendments become necessary in the future.

F. Bid Offer Notice

In an effort to ensure bids are not accidently opened in the mail room, each bidder is requested to annotate the following information in the lower left corner of the envelope containing your bid:

IFB NUMBER: _________________________

DATE FOR RECEIPT OF BIDS: _________________________

TIME FOR RECEIPT OF BIDS: _________________________

NOTE: TO BE OPENED BY THE CONTRACTING OFFICER ONLY

Section 3, Special Contract Requirements

Notice of Contractor Personnel Security Requirements – Any and all workers that work at this facility will need to pass a background check that complies with the requirements of the Homeland Security Presidential Directive 12 (HSPD-12) as detailed on pages 14-15. This security clearance must be obtained prior to working at FCI Cumberland. The successful contractor will be required to comply with the requirements for a long term contractor personnel.

Payment and Performance Bonds - Payment and performance bonds will be required following contract award and are due within 10 calendar days after award. See page 5 of the solicitation.

Magnitude of Project - Magnitude of the project as between $500,000 and $1,000,000.

Section 4, Contract Clauses

Contract Clauses – Contractors should review the solicitation document in a coordinated manner to ensure they understand the most current and accurate requirements of the project. Clauses incorporated by reference have the same force and effect as if they were given in full text. It is important for contractors to familiarize themselves with the requirements of each clause as they will define the relationship between the contractor and Bureau of Prisons for this project.

Contract clauses that are included in full text are found in the solicitation.

Commencement, Prosecution and Completion of Work – The successful contractor shall commence work within 10 calendar days from Notice to Proceed and complete work within 270 calendar days for the base bid and 95 calendar days for Alternate 1, if awarded, after receipt of the notice to proceed. The timeframe stated above includes the amount of time it takes the contractor to submit security clearance paperwork and to gain approval for working at the site. Therefore, the successful contractor should contact Mr. Bill Dolchan, Facilities Manager on the day of award notification to start the clearance process.

Section 5, Attachments

Davis Bacon Act - All workers must be paid in accordance with the wages contained in the wage decision #MD140025. The wage decision details the minimum wages the contractor will be required to pay for the type of work being performed. Also, “on the spot” wage surveys would be conducted during the performance period to ensure the protection of the individuals working under the terms of the contract.

Section 6, Solicitation Provisions

Notice of Requirement for Affirmative Action to Ensure Equal Employment Opportunity for Construction – To comply with Executive Order 11246, contractors must demonstrate a good faith effort to meet their affirmative action goals for the employment of minorities and women in the construction industry.

Next, Mr. Raley turned the meeting over to Mr. Dolchan, Facilities Manager and Brian Roy, General Foreman to provide an overview of the project, discuss security clearance procedures, access to the site, working hours, provisions of trash removal, escort procedures, NCIC requirements, and parking.

Mr. Dolchan discussed the following topics as a part of his overview:

Introduction – Mr. Dolchan discussed the project is for upgrading the hot water piping system.

Security Clearance Requirements -- Mr. Dolchan reviewed security clearance procedures.

Upon notification of contract award, contact the Facilities Manager immediately to start the clearance process. In order for your employees to work on the job site they have to be cleared in accordance with HSPD-12. All contractor employees (including subcontractors) will be required to complete a security clearance packet, present picture identification in person, and be fingerprinted before the paperwork can be processed. After all of the required paperwork is properly completed and the BOP has an acceptable package, it will take approximately 2-3 weeks for a determination to be made whether or not the security clearance will be granted. As a reminder, the time it takes to obtain the proper security clearance is included in the contractor’s period of performance. Once the decision has been made the contractor will be immediately notified by the Facilities Manager or designee. Any of the contractor’s employees not cleared will not be allowed on the premises.

The Warden makes the final determination on all individuals allowed to work on institutional grounds. If an employee is denied, no specific reason will be given for the denial. Denial does not mean the individual has a criminal history. A security clearance denial could result from a multitude of issues (i.e. Relative in institution).

Access to the site- The project site will be opened to the contractors 5 days per week, Monday through Friday, excluding Federal Holidays.

Working Hours- The contractor will check in for work at 7:30 am and receive their ID badge prior to commencement of work. Work hours are Monday through Friday, except Federal Holidays. In order to accommodate for the daily security clearance process, the contractor should allow a total of 1 hour a day for entering and exiting the institution (30 minutes to enter and 30 minutes to exit). Work hours and work days may be altered only with a 48 hour advance approval of the Contracting Officer. During an emergency situation, no work will be allowed.

Inclement Weather and Institution Emergencies- No contract workers will be allowed on site during fog. During an Institution “lock–down”, contractor entry will be at the Wardens discretion and determined on a case by case basis.

Provisions for removal of trash and debris - It is the contractor’s responsibility for removal of all trash and debris from the job site.

Outline for Escorting Prospective Contractor's through site –The contractor will be under direct supervision at all times during the completion of the work. The contractor will submit to the Facilities Manager a list of employees and types of equipment the contractor will be utilizing on a daily basis.

Approval Process – Contractor will be required to give at least a five (5) business day notice when seeking approval for utility disruption, vehicle/special equipment approval or anything that may interfere with the orderly running of the institution.

Parking Space - Contractor is allowed to park vehicles in the staff parking lot by the Unicor Warehouse.

Next, Mr. Dolchan turned the meeting over to Kerry Wolford, Safety Manager and John Smith, Security Officer to discuss the safety on the job site, material storage, Institution code of conduct, and OSHA requirements.

Erosion and Sediment Controls – Mr. Wolford stated the contractor shall maintain a clean and safe construction area free of any hazards, trash, and refuse.

Construction Material Storage - Mr. Smith stated the successful contractor will be familiarized with the storage site at the pre-construction conference. The contractor is responsible for site security and storage of all construction materials and equipment.

Tool Control – Mr. Smith stated tools will need to be inventoried at the beginning and end of each work day. An accurate master inventory sheet will be kept at all times. If a tool is broken on the jobsite, report it to the Escort Officer and remove all pieces from the jobsite at the end of the work day. Make sure the tool is taken off the master inventory. If a tool is lost on the jobsite, report it to the Escort Officer immediately. At the end of the work day the tools will need to be accounted for.