PreBidConferenceMeetingMinutes.pdf

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PRE-BID CONFERENCE MEETING MINUTES

SOLICITATION NUMBER IFBP02021700001

REPAIR WEST BUILDING EXTERIOR WINDOWS AT

MDC BROOKLYN

On March 21, 2017, a site visit at MDC Brooklyn was conducted by Doug Buirch, Senior Contract Specialist, and.

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 the window areas where the future work will be to· install new windows.

The Pre-Bid meeting began at approximately 10:30 AM in the MDC Brooklyn Warden's Conference Room.

Introduction:

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

Doug Buich, Senior Contract Specialist, Northeast Finance Center John Maffeo, General Forman, MDC Brooklyn John Sacco, General Forman, MDC Brooklyn Adyn Daniels, Human Resource Specialist, MDC Brooklyn Neal Sandy, ·Assistant Manger Human Resources MDC Brooklyn Kelvin Lewis General Forman, MDC Brooklyn Ralvin Mobley, Garage Form, (Contracting Officer Representative) MDC Brooklyn Eleazar Garcia, Associate Warden Custody, MDC Brooklyn Marti Licon-Vitale, ,Associate Warden of Operations,, MDC Brooklyn Rao Shaharyar, Globe Keith Kuhn, Regimental Contracting Douglas Perinchief,, Regimental Contracting Xu Gu, PM/Syntheis

Purpose of Meeting:

Doug Buirch stated the purpose of the meeting/pre-bid conference is to familiarize bidders with the unique circumstances of 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. Any amendments must be acknowledged on FBO.

No Photos are allowed to be taken and no recording devices are allowed.

Any changes will be issued as a written formal amendment to the solicitation.

Meeting minutes will be recorded and distributed via \Vww.FBO.gov.

The importance of completing the representation and certifications in The System for Award Management (www.SAM.gov) was explained. The contractor is responsible for all applicable federal, state and local taxes.

Time Frames:

Reminder was proyided thatthe Bid Opening Date and Time is March 29, 2017, 2:00PM EST.

Bids will be received and time stamped. Date and time for receipt of all bids is NLT Wednesday, March 29, 2017, 2:00PM EST at the Federal Correctional Complex (FCC Allenwood Training Center, Allenwood, PA.

Any late bids will not be considered and will be rejected.

Work Hours:

Work hours will be from 7:00 AM to 3:00 PM. Project is anticipated to consist of an eight hour work day, Monday through Friday, excluding federal holidays. The work day may not constitute a full eight hour day due to security procedures of the institution. Contractors will be notified of any such changes due to institutional emergencies.

General Topics:

The completion period of this project is 150 calendar days after issuance of.notice to proceed.

All questions must be submitted to Mr. Robert J. Kruskie by March 23, 2017 - this is the Deadline/Cutoff for contractor's questions. SEND QUESTIONS DIRECTLY VIA E-MAIL TO RKRUSKIE@BOP.GOV.

ENSURE YOU THROUGHLY REVIEW THE COVER LETTER OF THE SOLICITATION FOR

INSTRUCTIONS AND THE ATTACHMENT THAT DEFINES THE SPECIFICS. ENSURE YOU DO

NOT FORWARD A BID WITH MINOR INFORMALTIES. YOUR DOCUMENTS MUST BE

CORRECT. CONTRACTORS MUST NOT USE THE U.S. POST OFFICE TO SUBMIT THEIR BIDS.

THEY MUST USE OVERNIGHT EXPRESS MAIL (FEDERAL EXPRESS, UPS OR ANY OTHER

OVERNIGHT EXPRESS CARIER) BECAUSE THE U.S. POST OFFICE DOES NOT DELIVER TO

THE BID OPENING LOCATION (SEE COVER LETTER).

This contract is subject to the DA VIS BACON ACT. The wage rates are contained in the solicitation. All applicable workers must be paid according to the terms of the wage decision.

The contractor is responsible for any building permits required.

This project is NOT tax exempt. The government will not issue tax exemption certificates. Contractors should include any/all applicable taxes in their bid.

Liquidated damages for this project are in the amount of $269.76 per each calendar day of delay after scheduled completion.

A pre-construction conference is required after the contract is awarded and will be scheduled accordingly.

Progress meetings will be scheduled monthly. The contractor will be required to submit their payments and updated progress schedule at these meetings for review and approval. Payments must be submitted on AJA forms. These forms can be obtained from the American Institute of Architects and must be obtained by the contract awardee. The Government will not provide them.

Discuss Staff Specialty Areas:

Mr. John Maffeo, (spoke for Safety) went over Safety Administration and Environmental Regulations.

Contractors must follow local and state regulations Contractors must provide training records for everyone who will be working on the Windows Contractors must provide color coding on cords Contractors must provide a list of all chemicals being used as well as the MSDS manual Contractors must wear safety boots Contractors must provide appropriate equipment and funnel down info Any injuries on site, staff can administer aide. But major injures will be taken outside medical facilities the Government is not responsible for that care.

Safety Department can stop the project at any time for safety concerns Industrial trucks Only on site

Mr. Adyn Daniels, (Human Resource Specialist) went over HSSPD-12.

HSSPD-12 and any other paperwork provided from HR must be filled out completely. There are 30 plus pages which must be filled out entirely and timely in order not to delay the project.

Do not lie on the paper work it may result in delays or dismissed. by OPM Contractors will be finger printed Photo ID required

. 4 hour training is provided prior All contract workers must be cleared Online computers will not be available onsite and no work starts until security clearances are cleared !fan employee is not cleared, then they won't come in to the institution to work. The employer shall not ask the employee the reason for not being cleared.

Stressed the importance of completing the work properly for OPM to begin processing

Mr. Eleazar Garcia, (Associate Warden of Correctional Services) MDC Brooklyn houses over I 800 inmates All tools must be cleared and inventoried in the Job Box with 2 locks (contractor's lock/institution lock) then locked to fixed item with chain A type tools (rope) over 6 feet long must be secured Lifts - must have prior approval from COR Any broken I missing tools must immediately inform the COR Tools that are broken/damaged/lost can be used by an inmate - Be mindful and careful - any questions ask the COR All Contractors must clear the metal detector machines prior to entering the institution No contraband, no radios, no watches, no cameras, no phones on the job site or in the institution

Appropriate clothing must be worn at all times at the site - you may bring a jacket to wear on the roof No fraternizing with inmates. If you happen to know an inmate personally, you must report it immediately to the COR.

You will be notified ASAP if you have not cleared the background check and ifan employee cannot work If you lose anything license, watch, car keys tell the COR immediately as these can be used for escape purposes.

The meeting was adjourned and the group was escorted to various areas of the institution to give contractors an idea of where and how to perform the work.

The tour ended at 11 :23 am outside MDC Brooklyn, Mr. Doug Buirch Reminded the group that all questions shall be e-mailed to RKRUSKIE@BOP.gov.

All contractors exited MDC Brooklyn grounds and the meeting/site visit concluded at approximately 11 :24 am.

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

Date·

Douglas B.Buirch, Senior Contract Specialist