Meeting_Minutes_-_McCreary_07212016.pdf

PRE-BID MEETING MINUTES

IFBP01201600001

REPLACE FIRE ALARM PANELS - USP MCCREARY

Date: Thursday July 21 , 2016

Time: 9:00 a.m.

Place: USP McCreary 330 Federal Drive Pine Knot, KY 42635

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

II. Introductions were made by all attendees.

III. Attendees:

Robbie Brown - USP McCreary - Contract Specialist Bob Browning - Integritas Systems Terry Sims - BBA Construction Bruce Amburgey - Grot Inc.

Jerry Grot - Grot Inc.

Tracy Poston- USP McCreary - General Foreman Brent Bennett - USP McCreary - Electronics Technician Jon Spears - USP McCreary - Engineering Technician Shaun Faulkner - USP McCreary - Business Administrator Rodney Polk - USP McCreary - Facilities Manager Kevin Shackelford - USP McCreary- Electronics Technician

Robbie Brown stated the following:

I.

II.

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III.

Advised those in attendance that Jennifer Brouillard will be the Contracting Officer for this proje_ct during the solicitation phase and that Mr. Robbie Brown at USP McCreary will be the administrative Contracting Officer (ACO) during the performance and close-out phases.

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 Monday, July 25, 2016 at 12:00 p.m .. 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.

Items Discussed:

A. Mr. Robbie Brown, Contract Specialist:

The government's project representative for this project is Rodney Polk. He may also be referred to as the Contracting Officer' s Representative (COR). Mr. Polk 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. Polk will also be the Government' s primary inspector qn the project. The contractor is responsible to insure a quality assurance program is in place during performance.

The bid opening will take place on August 17, 2016at11:00 a.m. EST., unless an amendment is issued to extend the bid opening date and time. All bids (which consist 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 prior to bid opening . . The contractor is responsible for all applicable federal , state and local taxes.

A bid bond is required for this project and contractors were advised to carefully review their bid bond to ensure their bonding complies with solicitation stated amounts.

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 259 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 $730.53 per day for each calendar day of delay if the contractor fails to co.mplete work after 259 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 USP McCreary, KY. 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 inust 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.

B. Jon Spears, Engineering Technician:

C. Shaun Faulkner, Business Administrator:

V. Questions and concerns asked:

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.

Reiterated that all questions should be in writing to Ms.

Jennifer Brouillard, Contracting Officer, no later than July 25, 2016 at 12:00 p.m. Also, Mr. Faulkner stated that ifan incident should occur while inside the prison, contractors should stay together with staff.

1. Several questions were posed by all contractors during the meeting about various aspects of the project. The contractors were advised that all questions must be posed to Ms. Brouillard in accordance with the cover letter issued with the solicitation.

T~~ ,meeting concluded at approximately 10:45am, and the contractors were escorted to the parking lot.

Robbie Brown, Contract Specialist

NOTICE:

Meeting minutes are provided for informational purpos~s only. They are not intended to change any specifications, terms or conditions of the solicitation. Any and all changes to the solicitation shall be issued in subsequent amendments issued by the Contracting Officer on a standard form 30 (SF-30).

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PRE-BID SITE VISIT

SOLICITATION: IFBP01201600001

USP MCCREARY - REPLACE FIRE ALARM PANELS

THURSDAY - JULY 21, 2016, 9:00 a.m.

COMPANY OR BOP SIGNATURE

Q,oP