Meeting_Minutes_PreBid.pdf

PRE-BID MEETING MINUTES SOLICITATION

NUMBER IFBP02091600001

INSTALLATION OF ABOVE GROUND FUEL STORAGE TANK

AND PIPING SYSTEM AT FCI MCKEAN

On August 25, 2016, a site visit was conducted by Peter Crowley, Procurement & Property Specialiat, at FCI McKean, 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 general area where the in ground fuel storage tank and piping system will be installed. The Pre-Bid meeting began at approximately 10:00 AM in the FCI McKean Training Center.

Peter Crowley opened the meeting by introducing himself as a representative for the Administrative Contracting Officer for this project. The following individuals were present:

Peter Crowley, Procurement & Property Specialist, FCI McKean Donna Moore, Business Administrator, FCI McKean Kevin Walter, General Foreman, FCI McKean Robin Imbrogno, Engineering Technician, FCI McKean Timothy Newman, Financial Program Specialist, FCI McKean Edward Fleeson, Facilities Manager, FCI McKean John Kelly, TTI Environmental Inc.

Rick Collins, Construction and Service Solutions Corp.

Mr. Crowley 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 Mr. Robert J. Kruskie, Field Acquisition Office Contracting Officer, no later than Monday, August 29, 2016 by COB. Questions shall be e-mailed to rkruskie@bop.gov.

The bid opening will occur September 7, 2016 at 2:00 p.m. Eastern Standard Time, unless an amendment extends the bid opening date and time.

In addition to the requirements stated in the solicitation, the contractor must be registered in The System for Award Management at www.sam.gov . The contractor is responsible for all applicable federal, state and local taxes.

Identification of Official Representative of Owner, other Agency Officials, (Peter Crowley, Procurement & Property Specialist)

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. This will be Robert J. Kruskie, Contract Specialist.

Contract Administration Office (CAO) - The resulting contract shall be administered by a Contract Specialist located at the Federal Correctional Institution (FCI) McKean, 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. Kevin Walter has been appointed COR for this project.

Change Orders/Modification/Correspondence/RFI’s -

- Change Orders/Modification can only be authorized by a Contracting Officer or Warranted Contract Specialist. This contract will be administered by the CAO located at FCI McKean, 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.

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.

Mr. Walter (COR) discussed Access to the Site and Working Hours.

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. 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.

All materials, supplies and lunches must be brought inside the secured institution for the entire day.

Mr. Crowley (CO) went over the 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 -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.

-All labor standards and provisions are met

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.

Mr. Walter, (COR) went over Contractor Vehicle Parking.

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.

Mr. Crowley, (CO) went over the Progress Meetings The monthly progress meeting will be conducted on the third 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.

Mr. Crowley, (CO) went over the Institution Gate/Tool Policy A tool inventory will be maintained at all times and any changes shall be coordinated with the COR. Mr. Crowley stated to the contractors that who is awarded this contract a tool inventory sheet will be given to them to pre-fill out and turned in each day of the tools and Job Box.

Mr. Walter, (COR) went over the 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.

Mr. Crowley, (CO) went over Institution Code of Conduct The contractor shall inform his employees that intoxicating beverages, drugs and weapons are strictly prohibited on Institution grounds.

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.

Mr. Walter, (COR) went over the 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.

Mr. Walter, (COR) went over trash removal It is the Contractor’s responsibility for removal of all trash and debris from the job site.

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

Mr. Walter, (COR) went over the 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.

Mr. Crowley, (CO) went over Safety/Sanitation.

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.

Mr. Walter, (COR) went over the Escorting Procedures.

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 .

Mr. Crowley, (COR) went over the Notice of Contractor Personnel Security Requirements.

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 FCI McKean staff to approve the contractor’s employees and the subcontractor’s employees.

At this time, Mr. Crowley opened up to the floor for any questions regarding submitting the bid.

He also stated that we can’t answer any questions regarding the Statement of Work.

There was a question regarding taking photos? Supervised photos will be allowed of the construction site, however no photos of the secure institution are permitted. More photo requests should be submitted through Mr. Kruskie.

There was a question as to if there were existing tanks. Mr. Walter explained that the original tanks were removed and a temporary tank is in place but is easily movable.

There was a question regarding the blue prints available. Mr. Collins and Mr. Kelly both made comments that the blue print text was not legible in many cases. Mr. Walter instructed the contractors to request better copies through Mr. Kruskie.

There was a question regarding filling of the fuel tanks at the completion of the project. Mr. Walter instructed the vendors to direct the question to Mr. Kruskie.

As there were no further questions, the meeting was adjourned and the group was escorted to the construction site located near the Power House area of FCI McKean.

All contractors exited the Institution grounds at approximately 11:15 am.

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