MeetingMinutesDANjuly262011.pdf

SITE VISIT MEETING MINUTES

IFB02031100003

July 26, 2011

On July 26, 2011, a site visit was conducted by Kim Colicci, Contract Specialist at FCI Danbury, CT. The visit consisted of a meeting between BOP staff and the prospective bidders, followed by a guided tour of the Power Plant AND Upper/Lower Pumphouse.

The following individuals were present at the meeting:

Kim Colicci, Contract Specialist, FCI Danbury Bruce MacGregor, Facility Manager, FCI Danbury Charles Bekgran, Contract Monitor, FCI Danbury Jennica Lewis, HR Specialist, FCI Danbury Thomas R. Kovacs, Owner Kovacs Construction Mark Richards, Kovacs Construction L. Reed Soley, Weston Construction

The site visit meeting commenced at 9:15 a.m. in the Front Lobby roll call room located in the administration building at FCI Danbury. Kim Colicci opened the meeting introducing herself as the person who will be administering the contract once it is awarded. Ms.

Colicci informed all of the contractors that the purpose of the meeting was 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 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. All changes will be issued as a written formal amendment to the solicitation.

The contractors were informed not to have any sidebar conversations with BOP staff. All questions must be submitted by the contractor in writing to Mr. Robert J. Kruskie, Field Acquisition Office Contracting Officer, no later than July 28, 2011. Questions can be e-mailed to rkruskie@bop.gov. No Faxes will be accepted.

The bid opening will occur August 11, 2011 at 2:00 p.m. East Coast Time, at the FCC Allenwood Training Center, 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 USP Allenwood. This information is contained in the solicitation and on the cover letter.

Contractors shall not use the U.S. Post Office because the post office does not deliver to the bid opening location.

Ms. Colicci also reiterated the requirements stated in the solicitation, the contractor must be registered at www.ccr.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.

Ms. Colicci explained the following staff roles:

1. Contracting Officer (CO) - the officer with authority to enter into, administer, and/or terminate contractual actions on behalf of the United States, this includes her duly appointed successor.

2. Contract Administration Office (CAO) - The resulting contract shall be administered by a Contract Specialist located at the Federal Correctional Institution (FCI) Danbury, Connecticut. 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.

3. Contract Monitor (CM) - 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.

Charles Bekgran has been appointed CM for this project.

Ms. Colicci turned the floor over to Jennica Lewis, HR Specialist, who talked about the following background clearance procedures:

1. 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.

2. All Contractors and subcontractors must be NCIC cleared prior to work on the construction site. The forms to perform this clearance will be provided upon contract award. The contractor will need to have names submitted to Ms. Tonic as soon as possible to allow for clearance procedures to be completed.

3. Ms. Lewis explained that all contractors must be cleared prior to coming on site to work. Companies must make their employees available to come to the FCI Danbury, Human Resource Department to complete documents and be finger printed. The process would be 1-2 hours depending on the number of people being processed at one time. The paperwork can be supplied to the contractor so they can be completed off site but they must come to FCI Danbury for fingerprinting and for pictures to be taken. Originals of all documents must be submitted. If anyone is denied access for any reason, the company will be notified but the reason cannot be divulged.

4. Anyone coming within the fence line must have a clearance completed.

Contractors and subcontractors working on site will be badged. Drivers making deliveries only, (not working on site) within the confines of the fence line will need to undergo a lower level of background clearance. It must be completed and approved prior to them making any deliveries.

Ms. Colicci explained how the only way changes can be made to the contract are:

1. 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 FCI Danbury, Connecticut. 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.

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

Ms. Colicci explained how RFI’s are to be submitted after contract award:

1. 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.

Ms. Colicci explained the Contractor’s responsibilities regarding the following: Certificates of Payment/Payrolls and Department of Labor Wage Rates and progress meetings:

1. 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 -All labor standards and provisions are met -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

2. 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.

3. The monthly progress meeting will be conducted. The dates and times will be mutually agreed upon between the contractor and BOP staff. Either party can request a meeting at any time.

4. The Contractor shall submit Certified Weekly Payrolls from the Contractor and

Subcontractors. They are to be submitted to the CO within a week of the pay period ending. Anticipated monthly work activity schedules and a complete updated monthly progress report are to be submitted at each monthly meeting.

Ms. Colicci covered the following regarding work hours:

1. 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. Time is needed to enter and exit the institution (tool inventories, vehicle inspections, etc., contractor clearance procedures, etc. ) 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 CM 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. Any request by the contractor to work more then 40 hours in a week, must be approved by the Contracting Officer with the understanding that the prime contractor will be responsible for Davis Bacon wages for their staff/subs and overtime wages/ benefits for the BOP staff member(s) providing coverage under the contract.

Mr. Charles Bekgran, CM covered the following areas:

1. The responsibility for the security and safety of the vehicle is that of the contractor and his/her employee. All vehicles /equipment must be removed daily from within the fence line. Any vehicles/equipment approved to be left on site (outside of the fence) must be immobilized.

2. Parking will be made available near the construction site. There is an area outside of the fence across from the rear gate that can be utilized by the contractor as a staging area and parking area. This is a heavily used area and the number of vehicles must be limited. Additional vehicles can be parked in the main parking lot.

3. A tool inventory will be maintained at all times and any changes shall be coordinated with the CM. All tools are to be taken out of the facility at the end of each work day. The inventory will be verified when entering and departing. A gang box can be kept at the rear gate, or at the staging area located outside of the fence.

4. All materials will be stored at the construction site (outside the fence line), unless prior approval is granted by the CM.

5. The contractor is responsible for site security and storage of all construction materials and equipment.

6. All materials, supplies and lunches must be brought inside the secured institution for the entire day and be removed from inside the fence daily.

7. The contractor shall inform his employees that intoxicating beverages, drugs and weapons are strictly prohibited. Medications must be in a bottle with the individual’s name on it and only enough of a dosage needed for the day. This is a nonsmoking facility.

8. Introduction of contraband shall be subject to the penalties prescribed by Title 18

USC-1791.

9. Appropriate clothing must be worn at all times at the site. There are no shorts or sleeveless shirts allowed. It is recommended to not wear khaki colored clothing since this is what the inmate population wears.

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

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

12. Testing of materials (above those requested in the specifications) may be called for by the CM 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.

13. It is the Contractor’s responsibility for removal of all trash and debris (each day) from the job site which is located within the fence line of the correctional facility.

14. An open top container will be provided by the Contractor at a location coordinated with the CM. It must be located in the rear gate or outside of the gate. If the contractor requests for the container to be brought within the institution fence line, the container must be placed in the rear gate and must stay in that location for three institution counts (approximately 24 hours) prior to allowing for a trash company to remove it from the facility.

15. The Contractor is authorized to tap into both water and electric (if proper amperage is available) at the Contractor’s sole expense; however, any temporary taps must be removed by the Contractor prior to completion of the project.

Safety/Sanitation

1. The Contractor is responsible for the prevention of accidents on the project site.

Sanitation, clean up, drainage and other safety precautions will be enforced.

MSDS sheets must be on site for any chemicals being used.

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

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

4. 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.

5. All OSHA regulations must be followed. OSHA can come on site at any time, without notice. We have a Safety Manager on site that will ensure that proper safety procedures are followed. The job can be stopped at any time if proper safety procedures are not followed.

6. If an injury occurs, the contractor must seek outside medical treatment. BOP

Medical staff can assist with life threatening injuries, enough to stabilize but treatment must be by an outside source. The BOP must be notified immediately of all injuries.

Escorting Procedures

1. 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.

Every vehicle entering the fence line must be escorted at all times. Every work crew must be escorted. Coordination regarding the number of BOP staff required for escorts daily are to be coordinated with the CM. Mr. MacGregor stated that priority is given to ensuring that escorts are available for the contract. Ensure that you are communicating with the CM for coordination of daily work so escorts can be made available.

Site Inspection

Once the above issues were addressed, Ms. Colicci, Mr. Bekgran, Mr. MacGregor and all contractors viewed the rear gate which is where the contractors will use. All parties then went to the Upper and Lower Pumphouse to view the work site. No sidebar conversations were permitted.

The meeting concluded at approximately 11:00 a.m. EST.

Note: These minutes are provided for informational purposes only. Any changes made to the solicitation shall be made by formal amendment.

/s/ Kim Colicci, Contract Specialist