MeetingMinutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

SOLICITATION NUMBER IFBP02041700001

REPAIR WEST BUILDING ROOF PHASE I

MDC BROOKLYN

On February 28, 2017, a site visit at MDC Brooklyn was conducted by Doug Buirch, Senior Contract Specialist, and

Gina Napolitano, Contract Specialist. 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 general roof area where the future work will be installed. The Pre-Bid meeting began at approximately 10:00 AM in the MDC Brooklyn

Warden’s Conference Room.

Introduction:

Doug Buirch opened the meeting by introducing himself as the Administrative Contracting Officer for this project.

The following individuals were present:

Doug Buich, Senior Contract Specialist, Northeast Finance Center

Gina Napolitano, Contract Specialist, Northeast Finance Center John Maffeo, General Forman, MDC Brooklyn

John Sacco, General Forman, MDC Brooklyn

Andrew Butler, Safety Manager, MDC Brooklyn

Paul Brady, Engineering Tech / COR, MDC Brooklyn

Jermaine Berry, General Forman, Briggs Brothers CG (Contractor)

Manuh Attri, Estimator/Attri, Attri Enterprises (Contractor)

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 www.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 provided that the Bid Opening Date and Time is March 8, 2017, 2:00PM EST.

- Bids will be received and time stamped. Date and time for receipt of all bids is NLT Wednesday, March 8, 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 180 calendar days after issuance of notice to proceed.

- All questions must be submitted to Mr. Robert J. Kruskie by March 02, 2017 (9:00am EST) – this is the

Deadline/Cutoff for contractor’s questions. SEND QUESTIONS DIRECTLY VIA E-MAIL TO

RKRUSKIE@BOP.GOV.

http://www.fbo.gov/ http://www.sam.gov/ mailto: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 DAVIS 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.

- (Miller Act over 1,000,000) A bid bond is required for this project. A blank bid bond form is located in the attachments section of the solicitation package and must be submitted.

- The magnitude of this project is between $1,000,000.00 and $5,000,000.00. 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 $640.16 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 AIA 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. Andrew Butler, (Safety Manager) 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 roof

- 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 shoots and funnel down info

- Any injuries on site, staff can administer aide

- Safety Department can stop the project at any time for safety concerns

- Industrial trucks Only on site

Mr. John Maffeo, (spoke for HR) 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.

- Contractors will be finger printed

- Photo ID required

- 4 hour training is provided prior

- All contract workers must be cleared

- The online portion is the contractors responsibility and will be done by the contractor off site of

MDC Brooklyn (Company office, home)

- If an 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.

Mr. John Maffeo, (spoke for Correctional Services)

- MDC Brooklyn houses over 1800 inmates

- The roof project is directly above our secure facility of the Special Housing Unit

- Only 1 side of the roof will be worked on at a time

- No inmates will be in the recreation area during work of the roof

- 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

- Trash shoots / lifts – must have prior approval from COR

- Any broken / 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 if an employee cannot work

The meeting was adjourned and the group was escorted to the roof for the site visit portion of the meeting.

All contractors exited MDC Brooklyn grounds and the meeting/site visit concluded at approximately 11:10 am.

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