Pre-Bid_Meeting_Minutes_IFBP02011700002_-_ALP-Fuel_Tanks_&_Piping_2C3U.pdf

PRE-BID MEETING MINUTES

SOLICITATION NUMBER

IFBP02011700002

ALP – FUEL TANKS AND PIPING ALLENWOOD PROJECT 2C3U

On May 30, 2017, a site visit was conducted by Nick Guzenski, Contracting 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.

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

Eric Hoover, Supervisory Contract Specialist, FCC Allenwood Cindy McArdle, Procurement & Property Specialist, FCC Allenwood Dave Bostian, Engineering Technician, FCC Allenwood Nick Guzenski, Contracting Officer, FCC Allenwood Jason Tolliver, General Foreman Steve Kepner, Facilities Manager Jake Libby, Kear Civic Corporation John Kelly, TTI Environmental

The site visit meeting began at approximately 9:00 AM in the FCC Allenwood Facilities Trailer.

Mr. Guzenski introduced himself and welcomed everyone to the Pre-Bid Site Meeting.

Mr. Guzenski 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 Jennifer Brouillard, FAO Contracting Officer, no later than Thursday, June 1, 2017 at 10:00 a.m. EST. Questions shall be e-mailed to jbrouillard @bop.gov. Maximum 14 m.b. attachment size.

The bid closing will occur June 21, 2017 at 11:00 a.m. Eastern Standard Time, unless an amendment extends the bid opening date and time.

All bids must be submitted as shown in the Solicitation Cover Letter.

mailto:rkruskie@bop.gov

See FAR 52.204-8, Annual Representations and Certifications, on page 27-28 of the solicitation.

The clause at FAR 52.204-7, Central Contractor Registration, is also included in the solicitation.

In addition to the requirements stated in the solicitation, the contractor must be registered at 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.

Name of Owner:

FCC Allenwood Route 15 - 2 Miles North of Allenwood Allenwood, PA 17810

Identification of Official Representative of Owner, other Agency Officials, Prime Contractor Personnel will be Nick Guzenski.

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.

Jennifer Brouillard, Pre-Bid/Award Nicholas Guzenski, Post Award

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. .

Change Orders/Modification/Correspondence/RFI’s (Eric Hoover, Supervisory Contract Specialist) - Change Orders/Modifications 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.

If differing site conditions are noted on the job site, please stop immediate work and confer with the COR. The Contracting Officer will then determine if a modification to the contract will be required.

Do not do complete work that is not covered within the Statement of Work. Work accomplished outside the scope of the contract will not be paid for by the Government unless authorized by the Contracting Officer prior to the fact.

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.

Access to the Site and Working Hours (Scott Barrett, COR)

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. 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.

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

Contractor Vehicle Parking (Scott Barrett, COR) 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.

Progress Meetings (Contracting Officer) The monthly progress meeting will be conducted on the second 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.

Institution Gate/Tool Policy A tool inventory may be required and any changes shall be coordinated with the

COR.

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.

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.

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.

Testing Requirements (Scott Barrett, COR) Additional testing outside of the Statement Of Work may be called for by the COR and paid for by the FBOP. The Contractor must cooperate with the persons and firms engaged in these activities. The Contractor shall notify the FBOP in writing 24 hours in advance of all expected placements, installations or fabrications requiring inspection or tests.

Trash Removal (Scott Barrett, COR) It is the Contractor’s responsibility for removal of all trash and debris from the job site.

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

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.

Safety/Sanitation (Safety Manager) 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.

All chemicals brought onsite must have proper SDS sheets.

Escorting Procedures.

The Contractor may need to be escorted for certain portions of 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 COR will coordinate all escorts

Notice of Contractor Personnel Security Requirements. (Scott Barrett, COR; Captain and Personnel/Security Staff) NCIC will be requested for all employee working onsite.

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. Guzenski opened up to the floor for any questions regarding mailing and the solicitation.

Mr. Guzenski also stated that he can’t answer any questions regarding the Statement of Work.

At this time, we proceeded to the Complex Garage and Complex Power Plant to see the sites where the work will be performed.

Mr. Guzenski reminded everyone of the deadlines for questions and when the bid closed. As there was no further question, meeting adjourned at 10:30 a.m.

Eric Hoover, Supervisory Contract Specialist

NOTICE:

MEETING MINUTES ARE PROVIDED FOR

INFORMATIONAL PURPOSES 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).