MeetingMinutes.pdf

Site Visit Minutes USP Lewisburg Walk-In Freezer

IFBP02071000002

June 2, 2010

On June 2, 2010, a site visit was conducted by Gina Reed, Supervisory Contract Specialist, at USP Lewisburg, 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 the Outside Food Service Warehouse.

Gina Reed opened the meeting by introducing herself as the person who will be administering the contract. She then asked everyone to introduce themselves. The following individuals were present:

Gina Reed, Supervisory Contract Specialist, USP Lewisburg Jeff Hoffman, Project Engineer, USP Lewisburg Scott Dauberman, Project Representative, USP Lewisburg John Kudyrsch, Volunteer Coordinator, USP Lewisburg Joel Rogers, Food Service Administrator, USP Lewisburg Al Finerelli, Penn Refrigeration Randall Moore, Thermotech, Inc.

Phil Mitchell, LR Costanzo, Inc.

Gary Rice, Rice Food Equipment Michael Haikins, Cajam Inc. / James T. O’Hara Thomas Kondracki, Sponaugle Construction Wendell Herb, Paige Electric David Walls, D&T Jim King, Hepco Construction Chris Shrawder, SRS Electric Kent Nunamaker, K&N Electric Eric Ressler, D&B Thermal

The site visit meeting commenced at 9:00 a.m. at the Outside Facilities Conference Room.

Ms. Reed began speaking to all the contractors about what was going to happen during the site visit. She informed the contractors the main purpose of the visit is view the area where the work will be completed and to review some key points of the solicitation. She also stated this visit does not change anything written in the solicitation. All changes must come in the form of an amendment from Robert Kruskie, Field Acquisition Contracting Officer. Also, she made it clear that all questions must be submitted in writing to Mr. Kruskie by close of business June 4, 2010. These questions should be e-mailed to rkruskie@bop.gov. She also informed the contractors of the following:

All bids must be received by 2:00pm on 6/16/10 unless an amendment extends the bid opening date.

Changes: Only a warranted contracting officer or specialist can make any changes to the contract after it is awarded.

Any questions concerning the drawings or specifications must be submitted as a request for information.

mailto:rkruskie@bop.gov

Progress meetings (as per the SOW):

1. Held monthly

2. Certified weekly payroll will be provided by the contractor.

Applications for payment will be submitted as per the solicitation. (in original and 3 copies with an original signature)

Prevailing wage rates are applicable and must be paid. General Decision

PA 20100061 (attachment to the solicitation).

All DOL standards and provisions must be followed.

Ensure CCR registration (www.ccr.gov) and Online Representations and Certifications are completed (orca.bpn.gov)

At this time, Ms. Reed turned the floor over to John Kudrysch, Volunteer Coordinator who discussed the background investigation procedures. He stressed the fact that all contractor personnel must be cleared through a background investigation in order to access the institution grounds and suggested that the contractors pre-screen their employees prior to submitting their name for clearance. He also explained that a 4 hour training orientation must be completed after clearance approval is received. Additionally, he informed the contractors to notify staff immediately if any workers have friends, acquaintances or family members incarcerated at this or any other institution.

The floor was given to Jeff Hoffman, Project Engineer. He informed the contractors that a site supervisor will need to be appointed as a liaison between the contractor and the government.

He reiterated the use of the Request for Information (RFI) to clarify any questions after award.

He also discussed the following security issues:

Do not speak to the inmates. Notify staff immediately if approached by an inmate.

Refrain from wearing khaki colored clothing.

Cell phones must be secured. Staff must be notified immediately if a cell phone is lost.

Additionally, Mr. Hoffman explained that the rear entrance, off of Colonel John Kelly Road, should be used for any large vehicles instead of the front entrance (William Penn Drive). The front entrance can be used for personal vehicles only. He also reiterated that questions must be submitted in writing to Mr. Kruskie.

The floor was then given to Scott Dauberman, Project Representative to discuss the following:

Tool Control:

o All tools must be accounted for and secured at the end of the work day.

o Any machinery must be shut-down and disabled at the end of the workday.

He also informed the contractors that a lay-down area is available for supplies and materials.

At approximately 9:30am, we proceeded to the Outside Food Service Warehouse where the work would take place. Mr. Hoffman showed the contractors the area where the walk-in freezer will be installed, reminded all of them that any questions will need to be submitted in writing to Mr. Kruskie and stressed the importance of reviewing the Statement of Work thoroughly.

The site visit concluded at approximately 10:00am.

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

Gina Reed, Supervisory Contract Specialist