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

September 3, 2013

MEMORANDUM TO ALL PROSPECTIVE BIDDERS

SUBJECT: Minutes of Pre-Bid Conference

Solicitation: IFBP01111300001 FCI Memphis, TN Construct Multi-Purpose Building

Attached for your information is a copy of the minutes and sign-in sheet from the pre-bid conference conducted on Wednesday, August 28, 2013 at the Federal Correctional Institution located in Memphis, Tennessee.

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

1 | P a g e

PRE-BID CONFERENCE MINUTES

CONSTRUCT MULTI-PURPOSE BUILDING

IFBP01111300001

August 28, 2013 10:00 a.m.

FCI MEMPHIS, TN

1. List of Attendees:

See attached sign-in sheet.

2. Issues presented by Ron Brewer, Supervisory Contract Specialist

a. The meeting began with Ron asking the attendees to complete the sign-in sheet. Once the sign-in sheet was completed, Ron welcomed all the attendees to the pre-bid conference for the multi-purpose building.

b. All attendees were asked to introduce themselves. After the introductions, Ron stated that Mellisa Rhinehart will be the Contracting Officer for this project and that he will be the Administrative Contracting Officer (ACO) during the performance and close-out phases.

3. Purpose of the 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 to Federal Business Opportunities (FBO) 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 FBO 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 September 3, 2013. Questions can be faxed to Melissa at 301-317- 5228 or emailed to mjrhinehart@bop.gov . All questions will be answered and posted on the FBO website.

4. Topics Regarding the Solicitation

a. The Government’s project representative for this project is Michael Mustion. He may also be referred to as the Contracting Officer’s Representative (COR). Michael 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.

Michael will also be the Government’s primary inspector on the project. The contractor is responsible to insure that a quality assurance program is in place during the performance.

b. The bid opening will take place on Tuesday September 17, 2013 at 2:00 p.m., Central Standard Time, unless an amendment is issued to extend the bid opening date and time.

http://www.fbo.gov/ mailto:mjrhinehart@bop.gov

2 | P a g e

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

Ron Brewer, Supervisory Contract Specialist Federal Bureau of Prisons Federal Correctional Institution 1101 John A. Denie Road Memphis, TN 38134

BIDS WILL NOT BE ACCEPTED VIA FAX OR EMAIL

c. If bids are shipped, mailed or delivered in person to anyone other than Ron Brewer, contractors are asked to follow up with him by email or telephone, prior to bid opening date, to confirm that the bid was received. Also, all vendors submitting their bids by overnight delivery services, are requested to submit the tracking number to Ron Brewer by email at rebrewer@bop.gov or by phone at 901-384-5543.

d. A bid, performance and payment bond is required for this project. The bond forms are included in the solicitation. These items must be submitted within 10 calendar days after award.

e. Work shall begin within 10 calendar days after issuance of the Notice to Proceed and shall be completed within 182 calendar days after issuance of the Notice to Proceed.

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

g. The Davis-Bacon wage rates apply to this contract. The wages are contained in 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 Presented by Lt. Johnny Taylor – Custody

a. Only bring into the work site the tools that you will need to perform the job. Tools will also be inventoried and secured when not in use.

b. In the event of an emergency, the Contracting Officer’s Representative or escorting staff will assist the contractor in securing the worksite.

c. No contraband i.e. drugs, alcohol, weapons will be allowed to enter the worksite.

d. The contractor must inform Michael Mustion prior to any delivery of materials to the institution.

e. The contractor shall take their lunch break at the work site.

6. Issues Presented by Debra Mayfield, Safety Manager

a. Debra stated all vehicles and personal items need to be kept locked.

b. The contractor must properly dispose of chemicals and materials.

c. All chemicals entering the institution must be labeled and accompanied by a Material Safety Data

Sheet.

d. The contractor is responsible for wearing and obtaining all necessary protective equipment.

e. All injuries must be reported to the Safety Manager.

mailto:rebrewer@bop.gov

3 | P a g e

7. Issues Presented by Michael Mustion, Contracting Officer’s Representative

a. Michael will be the liaison between the contractor and the Contracting Officer during the performance phase of the contract.

b. He does not have the authority to authorize any changes to the contract.

c. Work hours shall be from 7:30 a.m. until 3:30 p.m.

d. No contraband i.e. drugs, alcohol, weapons will be allowed to enter the institution. All vehicles must be secured when not occupied or in use.

8. Issues Presented by the Contractors

a. The contractors wanted to know if they were required to get permits.

b. The contractors wanted to know when the notice to proceed would be given because FCI

Memphis has to complete some construction before they can get started.

c. Since FCI Memphis is responsible for the foundation, will the current soil report dated in 1991 be used or will one of the parties have to pay for the soil testing.

9. Issues Presented by Mario Cirillo, Business Manager – Office of Financial Management

a. Application for Payment must be notarized before it is submitted to the Office of Financial Management (OFM).

b. Two copies of the Application for Payment must be submitted to OFM.

c. Payments will be net 14.

Ron Brewer opened the floor for additional questions. There were no more questions asked.

The meeting was adjourned at approximately 11:00 a.m. and the site visit began at approximately 11:10 a.m.

Ron Brewer, Supervisory Contract Specialist