Tab15_Prebidminutes.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

May 3, 2013

MEMORANDUM TO ALL PROSPECTIVE BIDDERS

SUBJECT: Minutes of Pre-Bid Conference

Solicitation: IFBP01131300002 FCI Morgantown, WV Repair Water Tower

Attached for your information is a copy of the minutes and sign-in sheet from the pre-bid conference conducted on Wednesday, May 1, 2013 at the Federal Correctional Institution located in Morgantown, West Virginia.

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

PRE-BID CONFERENCE MINUTES

REPAIR WATER TOWER PROJECT 1A3Y

IFBP01131300002

MAY 1, 2013 AT 9:00 A.M.

FCI MORGANTOWN, WEST VIRGINIA

1. List of Attendees:

See attached sign-in sheet.

2. Issues discussed by Brian Purkey, FCI Morgantown, Contract Specialist

a. Brian began the meeting by asking all attendees if they had completed the sign-in sheet. Everyone stated they had signed in. Brian welcomed all prospective bidders to FCI Morgantown’s pre-bid conference for the water tower repair.

b. He asked the Government Representatives to introduce themselves. Everyone complied. Brian stated that Mellisa Rhinehart will be the Contracting Officer for this project during the solicitation phase. He will be the Administrative Contracting Officer (ACO) during the performance and close-out phases.

3. Purpose of 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 area. Minutes of the meeting are being taken and will be posted on the Federal Business Opportunities 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 Federal Business Opportunities 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 Monday, May 6, 2013. Questions can be faxed to Mellisa at (301) 317-5228 or e-mailed to mjrhinehart@bop.gov. All questions will be answered and posted on the Federal Business Opportunities website, www.fbo.gov.

4. Topics Regarding the Solicitation:

a. The government’s project representative for this project is Steve Funk. He may also be referred to as the Contracting Officer’s Representative. Mr. Funk 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.

Steve 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.

http://www.fbo.gov/ http://www.fbo.gov/

b. The bid opening will occur on Wednesday, May 15, 2013, at 2:00 P.M. Eastern Time, unless an amendment extends the bid opening date and time.

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

REGULAR MAIL:

Federal Bureau of Prisons Federal Correctional Institution ATTN: Brian Purkey, Contract Specialist P.O. Box 1000 Morgantown, WV 26507

OVERNIGHT EXPRESS MAIL:

Federal Bureau of Prisons Federal Correctional Institution ATTN: Brian Purkey, Contract Specialist 446 Greenbag Road Morgantown, WV 26501

BIDS WILL NOT BE ACCEPTED VIA FAX OR E-MAIL!!

c. Refer to the clause FAO-0001, Bonds, on page 5 of the solicitation regarding bid, performance, and payment bonds. The bond forms are located as Attachment III of the solicitation. Any performance and payment bonds, as well as insurance certificates, must be submitted within 10 calendar days after award.

d. Work shall commence within 10 calendar days after issuance of the notice to proceed and shall be completed within 90 calendar days after issuance of the notice to proceed.

e. All licenses and permits will be the responsibility of the contractor.

f. The Davis-Bacon wage rates apply to this contract. The wage rates are contained in Attachment I of the solicitation. All workers must be paid according to the terms of the wage decision. As part of the David-Bacon Wage Act, the Contracting Officer will conduct labor standards interviews and compare wages to the certified payroll.

g. The contractor is responsible for all Federal, State, and local taxes. The government will not issue tax exemption certificates.

5. Issues Discussed – Correctional Services – Captain Shannon Bauserman

a. All tools must be inventoried. All tools must be accounted for. Report any missing tools.

b. Contact with inmates: There will be no standing around having conversation with inmates. Do not give, or take anything to or from inmates.

c. No cameras or recording devices are allowed on the compound.

d. No weapons or drugs are allowed in the institution or in the vehicles.

6. Issues Discussed – Safety – Jason Lintner

a. All OSHA Regulations will be followed. In addition, Institutional Procedures for

Confined Space, Lock-out/Tag-out, and Emergency Spills will be followed.

b. All chemical brought on site requires the submission of a Material Safety Data Sheet

(MSDS).

c. If the old paint on the water tower contains lead, the contractor will be responsible for handling the lead paint in full compliance with all Federal, State, Local, BOP and all other applicable laws, policies, rules, and regulations.

d. Be aware of fire hazards. The area around the water tower contains a lot of dried grass and weeds.

7. Issues Discussed – Engineering Technician – Michael Romeo

a. If awarded the contract, fingerprints, limited background investigation, and an eight hour

Institution Familiarization training session will be required. No one will be able to enter the institution until everything has been completed.

b. Contract badges will be assigned to each person and must be picked-up at Control each morning and returned each evening.

c. Make sure you select the number of workers needed, and a few more in addition to be cleared for clearance, in case an emergency arises. NO ONE WITHOUT A

COMPLETED PACKET WILL BE PERMITTED TO ENTER THE INSTITUTION.

8. Issues Discussed – Facilities Manager – Steve Funk

a. Hours of work will be Monday through Friday from 7:30 A.M. to 4:00 P.M., no weekends or holidays.