MeetingMinutes.pdf

Site Visit Minutes MCC New York, NY

Repair Pump Room & Backflow Prevention

IFBP02101200001

July 18,2012

On July 18, a site visit and tour was scheduled to be conducted by Janice Peterson, Contracting Specialist from FCI Fort Dix, NJ.

The following individuals were in attendance:

Janice Peterson, Contract Specialist, FCI Fort Dix Lorraine Fauntleroy, Supervisory Contract Specialist, FCI, Fort Dix Pat Nicholson, CM, MCC Facilities

Topics of discussion were to be as follows:

Purpose of the meeting was to inform contractors that the site visit is to familiarize bidders with the Bureau of Prisons policies and procedures to be observed during the performance of the work; establish preliminary schedules, lines of communication and operational procedures;

develop mutual understanding concerning administration of the contract; and introduce personnel associated with this project, their authority, functions, and responsibilities. It should also be noted that anything discovered or discussed at this sitelpre-bid conference shall not change or alter the specifications, drawings or solicitation. Any changes will be issued by a written formal amendment. Furthermore, there is a cut-off date of July 20, 2012, for all questions concerning the solicitation, specs/drawings. This should give the Government ample time to post them along with answers on www.fedbizopps.gov prior to bid opening. Do not fax questions to Robert J. Kruskie, All questions will be sent to rkruskie@bop.gov currently, the due date for bids is August 2,2012, 2:00 p.m. East Coast Time (local time). Bid opening will be conducted at the Federal Correctional Complex (FCC Allenwood Training Center, Route 15 - 2 miles north of Allen wood, Allen wood, PA 178 10. Hand carried bids will be accepted up until bid opening. Facsimile bids will not be accepted. In addition to the requirements stated in the solicitation, the contractor must be registered at www.ccr.gov and complete the online representations and certifications applications (ORCA) website at http://orca.bpn.gov prior to award.

Identity and Authority of OfficiaI Representatives:

Contracting Officer - Ms. Peterson. The contracting officer has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States; this includes his duly appointed successor.

CM - Contract Monitor - Mr. Sam Yeagley - Who will be the representative for the Federal Bureau of Prisons, located at the construction site, who has overall responsibility (except for contractual matters) for the administration of operation and activity at the project site.

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

Mr. Pat Nicholson was to covered access to the site, working hours, Institution gateltool policy, Construction Material Storage, Institution Code of Conduct, Tool Storage for Employees, Testing requirements, Provisions for removal of trash, Utilities, SafetyISanitation, Escort of Contractor personnel, NCIC Requirements, and parking space.

Access to the site:

The project site will be opened to the contractors 5 days per week, Monday Through Friday, excluding Federal Holidays.

Working Hours:

The contractor will check in for work at 7::OO am to 3:30 pm, Monday through Friday, except Federal Holidays. Please note, although you are at work at 7:00 am, you will not began work until everyone is cleared to enter the institution. Allow at least 40 to 45 minutes for out processing every day. The contractor shall establish a work week schedule for the duration of the project. Work hours and work days may be altered only with a 48 hour advance approval of the Contracting Officer andlor CM.

Construction Material Storage:

1 .) All materials will be stored at the construction site, unless prior approval is granted by the CM. Some materials can be stored at building 4 in Brooklyn, NY.

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

Tool Storage for Employees:

Tools will be stored in a lock gang box, which will be supplied by the contractor, or removed nightly from the construction site. Copies of any keys to locks will be given to the CMILocksmith. All tools will be put on a tool list for inventory. The Captain will make the determination of what can be left in a gang box in the mechanical rooms.

Institution Code of Conduct:

1 .) The contractor shall inform his employees that intoxicating beverages, drugs, and weapons, cell phones, recording equipment, radios, pagers and cameras are strictly prohibited.

2.) Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC- 179 1.

3.) No fraternizing with inmates. If you happen to know one personally, report it immediately to any Government staff or CM.

Provisions for removal of trash and debris:

1 .) It is the contractor's responsibility for removal of all trash and debris from the job site.

2.) An open top container will be provided by the contractor, if required, at a location coordinated with the CM.

Outline for Escorting Prospective Contractor's through site:

The contractor will be escorted while performing under this contract. The contractor will submit to the CM a list of employees and types of equipment the contractor will be utilizing on a daily basis. The CM will coordinate all escorts.

NCIC Requirements:

1. ) In order for your employees to work on the job site they have to be NCIC cleared.

2.) Forms will be handed out to the contractor.

3.) It will take a minimum of 72 hours for an employee to be NCIC approved. Once approved the contractor will be immediately notified by the CM. Any of the contractor's employees not cleared by NCIC will not be allowed on the premises.

Once employees are cleared, there is a 4 hour contractor course they must attend in order to obtain a badge to enter the institution. The cost of the time related to this course is the responsibility of the contractor.

The Captain has the final say on all individuals entering the institution. If an employee is denied entrance, no reason will be given. Denial does not mean the individual has a criminal history; it could be a multitude of reasons (ie. Relative in institution).

Parking Space: There are no reserved parking spaces. Contractor is responsible for parking their own vehicles and must obey all parking laws, we are not exempt.

Other Information:

OSHA - Even on Federal sites OSHA applies. In addition you will have inmates watching you and they have been known to call OSHA and report unsafe conditions. Make sure all your employees obey all applicable laws & rules.

Please ensure to tell your sub-contractors and delivery personnel of the NCIC requirements/All procedures. It is your responsibility.

Before concluding the meeting, Janice Peterson, Contracting Officer would have asked the contractors are there any questions? She also informs contractors that all bids are due August 2, 2012.

Note; these minutes are provided for informational purposes only; are not intended to change any specifications, terms or conditions of the solicitation; and any changes to the solicitation shall be issued in subsequent amendment.

Contracting Officer Date

MCC NEW YORK

REPAIR PUMP ROOM METERING & BACKFLOW

IFBP021000001

JULY 18, 2012

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