MeetingMinutesSiteVisitFEB2016.pdf

PRE-BID MEETING MINUTES SOLICITATION

NUMBER IFBP02011600003

USP PLC UP-GRADE PROJECT AT FCC ALLENWOOD PROJECT 2B6Z

On February 23, 2016, a site visit was conducted by Eric Hoover, Supervisory Contract Specialist, at USP Allenwood, Pennsylvania. The visit was conducted in an informal forum which consisted of a short meeting between institution staff and the contractors, followed by a guided tour of several areas of USP Allenwood.

The Pre-Bid meeting began at approximately 9:00 AM in the FCC Allenwood Facilities Trailer.

Eric Hoover opened the meeting by introducing himself as the Administrative Contracting Officer for this project. The following individuals were present:

Eric Hoover, Contract Specialist, FCC Allenwood

Cindy McArdle, Procurement & Property Specialist, FCC Allenwood

Dave Bostian, Engineering Technician, FCC Allenwood

Nick Guzenski, Contracting Officer, FCC Allenwood

Scott Barrett, Engineering Tech USP Allenwood

Craig Johnson, Environmental/Safety Specialist, Joe Maurer, Electronic Technician, USP Allenwood

John Taylor, Electronic Technician, USP Allenwood Jose Roserio, Electronic Technician, FCC Allenwood Larry Branam – Discorp

Samuel Sterkenberg - Cyprium Solutions

Bob Grace – Kistler O’Brian

Scott Guzzo – Kistler O’Brian

Terry Sims – BBA Construction

Paul Naumann – Optimum Controls Corp.

Jim Brunell – Optimum Controls Corp.

Alfred Flores – American First Contracting

Bill Hinkson – Automation Technology

Carl Gehenio – Automation Technology

John Kuperavage – Multi-Dimensional Integr.

Paul Coletta Multi-Dimensional Integration

Mr. Hoover stated the purpose of the meeting/pre-bid conference is being held to familiarize all bidders with the

Federal Bureau of Prisons policies and procedures, which shall be followed during the performance of the work.

This conference will establish the preliminary schedules, explain the lines of communication and the operational procedures, develop a mutual understanding concerning administration of the contract, introduce personnel associated with this project and explain their authority, functions and responsibilities. Anything discovered or discussed at this site visit/pre-bid conference shall not change or alter the solicitation, which includes the specifications and drawings. All changes will be issued as a written formal amendment to the solicitation.

All questions must be submitted by the contractor in writing to Mr. Robert J. Kruskie, Field Acquisition Office

Contracting Officer, no later than Thursday, February 25, 2016 by 11:00 AM. Questions shall be e-mailed to rkruskie@bop.gov.

The bid opening will occur March 9, 2016 at 2:00 p.m. Eastern Standard Time, unless an amendment extends the bid opening date and time.

All bids must be sent to the Field Acquisition Office, Attn: Robert J. Kruskie, located at the FCC Allenwood mailto:rkruskie@bop.gov

Training Center. Bids will only be received by hand delivery at bid opening or overnight express mail. Do not use the post office because they do not provide overnight delivery service and your bids will sit in the post office and be late. The local post office does not deliver to the FCC Allenwood Complex.

In addition to the requirements stated in the solicitation, the contractor must be registered in The System for

Award Management at www.sam.gov . The contractor is responsible for all applicable federal, state and local taxes.

Identification of Official Representative of Owner, other Agency Officials, Prime Contractor Personnel will be (Eric Hoover, Supervisory Contracting Specialist) Mr. Hoover stated that there may be some administrative changes in the near future and someone else may be stepping into this position.

Contracting Officer (CO) - the officer with authority to enter into, administer, and/or terminate contractual actions on behalf of the United States, this includes his duly appointed successor. This will be Eric Hoover, Supervisory Contract Specialist.

Contract Administration Office (CAO) - The resulting contract shall be administered by a Contract Specialist located at the Federal Correctional Complex (FCC) Allenwood, Pennsylvania. This information is contained in item #26 of the Standard Form (SF) 1442. After award, the payment bond, performance bond and certificate of insurance in the required amounts as stated in the solicitation, shall be furnished to the CAO.

Contract Officers Representative (COR) - A representative of the Federal Bureau of Prisons, located at the construction site, who has the overall responsibility (except for contractual matters) for the administration of operation and activity at the project site. Mr. Scott Barrett has been appointed COR for this project. Craig Johnson, Environmental & Safety Specialist will be the Safety oversight and the A&E firm will be overseeing the contract.

Change Orders/Modification/Correspondence/RFI’s (Eric Hoover, Supervisory Contract

Specialist) - Change Orders/Modification can only be authorized by a Contracting

Officer or Warranted Contract Specialist. This contract will be administered by the CAO located at

FCC Allenwood, Pennsylvania. 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. Mr. Hoover gave examples that may cause delays (i.e. weather conditions or an institution emergency).

A copy of all written correspondence must be sent to all parties.

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.

Mr. Barrett (COR) discussed Access to the Site and Working Hours.

The project site will be opened to the contractors five (5) days per week, Monday through Friday, excluding Federal holidays. Working hours are based upon a 40 hour work week, eight (8) hours per day. Actual on-site work will be approximately 35 hours per week. The Government assumes no responsibility to the Contractor nor to any of the subcontractors for shorter hours due to emergencies or entry and/or exit of workers at the job site. The COR shall establish the work hour time frames for the duration of the project, subject to the approval of the Contracting Officer. Work hours and work days may be altered only with a 48 hour advanced approval of the Contracting

Officer.

All materials, supplies and lunches must be brought inside the secured institution for the entire day.

Mr. Hoover (CO) went over the 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

-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.

-All labor standards and provisions are met

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

Application and Certificate for Payment with original signatures. The contractor shall submit four copies each containing original signatures.

Mr. Barrett (COR) went over Contractor Vehicle Parking.

The responsibility for the security and safety of the vehicle is that of the contractor and his/her employee.

Parking will be made available near the construction site.

Mr. Hoover, (CO) went over the Progress Meetings

The monthly progress meeting will be conducted on the third Tuesday of each month.

The Contractor shall submit Certified Weekly Payrolls from the Contractor and

Subcontractors, anticipated monthly work activity schedule and a complete updated monthly progress report.

Mr. Hoover, (CO) went over the Institution Gate/Tool Policy

A tool inventory will be maintained at all times and any changes shall be coordinated with the

COR. Mr. Hoover stated to the contractors that who is awarded this contract. a tool inventory

Sheet will be given to them to pre-fill out and turned in each day of the tools and Job Box.

Mr. Barrett (COR) went over the Construction Material Storage

All materials will be stored at the construction site, unless prior approval is granted by the COR The contractor is responsible for site security and storage of all construction materials and equipment.

Mr. Hoover (CO) went over Institution Code of Conduct

The contractor shall inform his employees that intoxicating beverages, drugs and weapons are strictly prohibited.

Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC-1791

Appropriate clothing must be worn at all times at the site.

No fraternizing with inmates. If you happen to know an inmate personally, you must report it immediately to the COR.

Mr. Barrett (COR) went over the Tool Storage

Tools will be stored in a lock gang box or removed nightly from the construction site. Copies of any keys to these locks will be given to the COR/Locksmith.

Removal.

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

An open top container can be provided by the Contractor at a location coordinated with the COR

Mr. Barrett (COR) went over the Utilities Furnished

The Contractor is authorized to tap into both water and electric at the Contractors sole expense;

however, any temporary taps must be removed by the Contractor prior to completion of the project.

Mr. Hoover(CO) went over Safety/Sanitation.

The Contractor is responsible for the prevention of accidents on the project site. Sanitation, clean up, drainage and other safety precautions will be enforced.

Speed limit of 15 miles per hour will be enforced and violators will not be allowed to continue work on Federal property.

No hiring of employees on the construction site or Federal property.

In case of a safety infraction, the following procedures will apply:

-Immediate notification of FBOP in writing

-Correct all deficiencies within 24 hours of infraction

-If not corrected, OSHA will be notified or a Suspension of Work may be issued.

Mr. Barrett (COR) went over the Escorting Procedures.

The Contractor will be escorted while performing under this contract. The contractor will submit to the CM a list of all employees and types of equipment the contractor will be utilizing on a daily basis. The CM will coordinate all escorts

Mr. Barrett (COR) went over the Notice of Contractor Personnel Security Requirements.

The Contractor shall be in compliance with the Homeland Security Presidential Directive-12

(HSPD-12) and Federal Information Processing Standard Publication 201 (FIPS 201) entitled

Personal Identification Verification (PIV) for Federal Employees and Contractors as stated in the solicitation.

All Contractors and subcontractors must be NCIC cleared prior to work on the construction site.

The FBOP will clearly explain the process to the contractor, including the amount of time for FCC

Allenwood staff to approve the contractor’s employees and the subcontractor’s employees.

At this time, Mr. Hoover opened up to the floor for any questions regarding submitting the bid.

He also stated that we can’t answer any questions regarding the Statement of Work.

There was a question regarding taking photos? No photos can be taken during this site visit.

They were advised that they can request it thru Mr. Kruskie.

There was a question regarding number of escorts that will be provided. They were advised to send that question in as an RFI.

There was a question regarding how long does it take to get the clearances? Mr. Barrett informed them that it can take up to 60 days.

As there were no further questions, the meeting was adjourned to USP Allenwood for the site visit.

All contractors arrived and processed thru the Front Lobby contractors arrived, processed and screened.

Below is a list of areas that were toured and was viewed:

Building 1 Control Center – Viewed the current function and layout. Informed redundancy of old system in conjunction with new system and this will need to be coordinated with the

Communications Techs.

Building 1 Communications Shop – Viewed current systems and space available for the new system. We showed the approximate location of new fiber. We reiterated the location of terminations of the upper and lower grills to be integrated to the new system.

Building 1 Communication Shop Mechanical Room – Showed available storage for contractor tools and equipment.

Building 4 Special Housing Unit – Shown the current location of the Fire Alarm panel to be relocated and the inmate duress graphic annunciator. We pointed out options for location of new graphic control screen. We demonstrated current cell duress operation.

Building 3 Health Services – Toured Health Services area and described the current operation of nurse call system and reiterated how the new system would mimic current cell duress in any typical housing unit. Work being limited to 4 cells, new graphic control screen, elimination of current nurse call system and elimination of outlying peripherals to the nurse call system.

Building 2/3/4 Mechanical Room – Showed location of PLC, old RTU terminations, building 2/3 fire alarm panel and showed options for the relocation of building 4 (SHU) fire alarm panel.

Building 5 /Mechanical Room – Showed location of PLC cabinet, old RTU terminations, current gate terminations that will be integrated to PLC. Contractors were shown the location of the fire alarm panel.

Building 8/Housing Unit 3A – Referenced the current location of inmate duress annunciator and showed options for mounting the new graphic control screen. Visitors were informed that all other housing units mimic Unit 3A.

Building 8/Unit 3 Communications Closet – Pointed out the location of the PLC cabinet, location of fire alarm control panel, and old RTU terminations. Visitors were informed that all Housing Units communication closets mimic the one shown.

Building 12 Gym – Showed communication closet, showed location of PLC, old RTU terminations, and fire alarm control panel.

Building 16 Building 16– Safety – Showed communication closet, showed location of PLC, old RTU terminations, and fire alarm control panel.

At this time, we proceeded to the Front Lobby. Eric Hoover asked if there was anything else they would like to see and all parties declined. Mr. Hoover referred them to the cover letter in the solicitation for submitting questions Mr. Kruskie. All participants signed out and exited the institution at 11:45 am.

These meeting minutes are for informational purpose only and any changes will be made through a formal amendment to the solicitation.

Eric Hoover, S u p e r v i s o r y Contract Specialist