MEM_-_Pre-Bid_All.pdf

PRE-BID MEETING MINUTES

IFBP01111500001

REPLACE TRANSFORMER

Date: Thursday October 8, 2015

Time: 9:00 a.m.

Place: FCI Memphis Training Center

1101 John A. Denie Road Memphis, TN 38134

I. All participants were instructed to complete the Sign-in Sheet.

II. Introductions were made by all attendees.

III. Attendees:

LaDrone Harris - FCI Memphis – Acting Facilities Manager Charles Thorpe - FCI Memphis - Engineering Technician Mario Cirillo - FCI Memphis - Supervisory Contract Specialist Ronald Brewer - FCI Memphis - Contract Specialist Mario Cirillo - FCI Memphis - Business Manager John Calton – FCI Memphis Electrician Mark Ray – FCI Memphis - Electrician Charles Treadway – FCI Memphis – Plumber James Jemison - FCI Memphis – Captain Rick Black – Energy Cost Reducers Diane Truscelli – Financial Management Joe Patterson - FCI Memphis – Construction Clayton A Poff – Energy Cost Reducers George Contini – Eaton Corporation Jerry Daves – Entergy Cost Reducers Mark Wack – Desoto County Electric Steve Glover – Eaton Corporation John Calton – FCI Memphis – Electrician Chris Cox – Shelby Electric

Ron Brewer stated the following:

I. Advised those in attendance that Jennifer Brouillard will be the Contracting Officer for this project during the solicitation phase and that Mr. Ron Brewer at FCI Memphis will be the administrative Contracting Officer (ACO) during the performance and close-out phases.

II. Purpose of Meeting: All attendees were notified the purpose of the meeting is to clarify any questions or concerns from prospective contractors and to conduct a site visit of the work areas. Anything discovered or discussed at this 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).

All questions must be submitted by the contractor in writing no later than Close of Business on Friday, October 13, 2015. Questions can be e-mailed to jbrouillard@bop.gov. All questions will be answered and posted on the Federal Business Opportunities website, www.fbo.gov.

III. Items Discussed:

a. Mr. Ron Brewer, Supervisory Contract Specialist:

The government’s project representative for this project is Charles Thorpe. He may also be referred to as the Contracting Officer’s Representative (COR). Mr. Thorpe 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.

Mr. Thorpe 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.

The bid opening will take place on November 18, 2015 at 11:00 a.m. EST., unless an amendment is issued to extend the bid opening date and time. All bids (which consists of one original and one copy) must be mailed or overnighted to Jennifer Brouillard at the address stated in the solicitation.

The following information was briefed to the attendee’s:

- In addition to the requirements stated in the solicitation, the contractor must be registered in System for Award Management web page, www.sam.gov and completed the Online Representations and Certifications Application (ORCA) website at http://orca.bpn.gov prior to bid opening. The contractor is responsible for all applicable federal, state and local taxes.

- A bid bond is required for this project.

- Performance and payment bonds, as well as insurance certificates, are required and must be submitted within 10 calendar days after award.

- Work shall commence within 10 calendar days after issuance of the notice to proceed and shall be completed within 154 calendar days after issuance of the notice to proceed.

- All licenses and permits will be the responsibility of the contractor (FAR 52.236-7).

- Davis-Bacon wage rates apply to this contract and must be posted on the site.

- Certified payrolls are required of the general contractor and the subcontractors.

- Contract Work Hours and Safety Standards Act requires contractors to pay time and a half when a worker’s hours exceed 40 hours in a given week.

- All Federal, State, and local laws, codes and regulations must be strictly adhered to. The Government will assess liquidated damages in the amount of $437.14 per day for each calendar day of delay if the contractor fails to complete work after 154 calendar days of performance.

- Department of Justice Residency Requirement - By signing your bid, you are certifying that all of the individuals working under this contract meet the residency requirement. The requirement states for three of the five years immediately prior to submission of bid, each person must have:

a- legally resided in the United States (US);

b- worked for the US overseas in a Federal or military capacity; or c- been a dependent of a Federal or military employee serving overseas.

- Payment will be made via Electronic Funds Transfer.

- The contractor is to comply with all federal and state OSHA regulations. MSDS is required to be submitted to the BOP for all chemicals prior to entering the institution.

- The award will be made to the lowest-priced, responsive and responsible contractor.

- Change Orders/Modifications: Can only be authorized by a Contracting Officer or Warranted Contract

Specialist. This contract will be administered by the Contract Administration Office located at FCI Memphis, TN. The Contractor is responsible for all documentation to substantiate all contract changes.

If the contractor believes they have been delayed by a differing site condition, the CAO must be notified immediately in writing and prior to proceeding with any corrective actions.

- Request For Information (RFI) – RFI’s are to be used by the Contractor to clarify information on the drawings and in the specifications. The Prime Contractor is responsible for numbering all RFI’s. RFI’s will not be accepted from any subcontractors. The Prime Contractor and all subcontractors must have copies of all contract specifications and plans at the construction site at all times. All questions pertaining to the contract documents shall be thoroughly researched prior to presenting them as RFI’s.

- Certificate of Payment/Payrolls and Department of Labor Wage Rates:

The Prime Contractor is responsible for ensuring:

-List of Subcontractors is provided -List of Key Personnel is provided -A Schedule of Values is provided -Ensure all certified payrolls are submitted -All labor standards and provisions are met -Proper wage rates are being applied -Overtime is paid to employees working over 40 hours in one week.

-Wage rates and EEO information are properly posted at the construction site

- Application for Payments shall be prepared on an AIA (American Institute of Architects) Form G-702

AApplication and Certificate for Payment@ with original signatures. The contractor shall submit five copies each containing original signatures.

B. Mario Cirillo, Business Administrator: Submit AIA’s monthly along with certified payroll for payment processing monthly. Wage interviews to be conducted to verify compliance with the DOL. Net 14 payment and final payment to be approved by Regional Office prior to payment.

C. James Jemison, Captain: Only authorized employees will be allowed into the institution. Replacement of employees will require prior approval. Contact with Inmates. Tools will be inventoried upon entering and exiting the facility. No electronic devices such as cell phones, camera’s, etc.

D. Charles Thorpe, COR: Working Hours to be determined. Log books will be maintained daily. Mr. Thorpe stated that he will be the liaison between the contractor and the Contracting Officer during the performance phase of the contract. He also stated that he does not have the authority to authorize any changes to the contract. Changes must be made in writing by the Contracting Officer.

Gilbert Mosley, Safety OSHA Regulations are to be followed at all times.

Emergency Notification Procedures will be provided prior to starting work. Injuries are to be reported immediately to the Safety Department. MSDS on all chemicals brought into the institution. Storage of Hazardous Materials should be in compliance with all OSHA and Bureau policies.

V. Questions and concerns asked:

1. Mark Wack, Desoto County Electric asked the following question. Is the delivery of the equipment already being taken into consideration in the number of calendar days for this project or do the calendar days start once the equipment is received and on the premises? Reason for asking, this equipment will have to be built due to its size and nature. The manufacturer will have to build this equipment because it’s not a standard item that would be sitting on a shelf in a warehouse somewhere.

Also, is the submittal process and delivery of equipment considered into the calendar days, as well.

Mark Ray, FCI Memphis Electrician also confirmed that the equipment will have to be built according to size and specifications. Manufacturer has informed him this could take two to three months.

The contractor was advised that all questions must be posed to Ms. Brouillard in accordance with the coverletter issued with the solicitation.

Reiterate that nothing discovered or discussed at the site visit will change or alter the solicitation.

Changes to the solicitation must be done in writing via a formal amendment to the solicitation and posted on the Federal Business Opportunities website (www.fbo.gov).

Ron Brewer, Supervisory Contract Spec.

http://www.fbo.gov/