Pre-Bid_Meeting_Minutes_2B3M-signed.pdf

Pre-Bid Meeting Minutes

(3) Snow Canopies 2B3M

Federal Correctional Institution Berlin, NH

The pre-bid conference/site visit for IFBP02181600001, Install (3) snow canopies, was held at the Satellite Prison Camp at the Federal Correctional Institution, Berlin, NH on March 1, 2016 at 11:00 a.m. The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Lee Corrigan Lee T. Corrigan, LLC Philip Bedard Rays Electric &GC Brad Bouchard M&L Foundations LLC Alan Mclain M&L Foundations LLC

GOVERNMENT REPRESENTATIVES Bureau of Prisons

Andre Bouchard, Contract Specialist FCI Berlin Kelvin Jackson, Supervisory Contract Specialist FCI Berlin David Knall, General Foreman FCI Berlin Nicholas Barcomb, Safety Manager FCI Berlin Jason Coggins, Security Officer FCI Berlin Lucas Simino, General Maintenance Forman FCI Berlin

_Andre Bouchard_____, Contract Specialist, FCI Berlin chaired this meeting. He opened the meeting by welcoming the contractors and asked the Government representatives and contractors to introduce themselves.

Mr. _Bouchard__ made the following points:

Andre Bouchard is the Contracting Officer for this project and once awarded, the contract will be administered by FCI Berlin. Minutes of this meeting will be taken by Kelvin Jackson, Supervisory Contract Specialist, FCI Berlin. All questions regarding the solicitation must be addressed to Mr. Bouchard. They may be emailed to abouchard@bop.gov. E-mailing is by far most the preferred method please. If no response within 24 hours please email Kelvin Jackson, kjackson2@bop.gov.

- Any changes to the solicitation must be done in writing and will only be done by the contracting officer. Nothing stated by anyone during the pre-bid conference/site visit will change the written plans and specifications found in the solicitation. Required changes will be issued to all parties via an amendment.

- This solicitation is set-aside for small business firms only NAICS 238120.

- Request for information questions must be submitted by March 10, 2016 by 4pm.

- The bid due date is currently March 17, 2016 at 2:00 p.m.

- The awarded contractor will have 120 calendar days to complete the project after the Notice-to-Proceed is received by the awardee.

- Only contracting officer can make changes/amendments to this contract.

- The Contracting Officers Representative (COR) for this project is Jonathan Belivakici (Engineering Tech.). Mr. Belivakici will be the liaison between the contractor and the Contracting Officer during the performance phase of the contract. He does not have the authority to authorize any changes to the contract. Changes must be made in writing by the Administrative Contracting Officer.

- When you submit your bid, you shall follow the directions on the cover sheet for the solicitation.

- If mailing your bid it shall be addressed to:

Federal Bureau of Prisons 1 Success Loop Rd.

Attn: Andre Bouchard, Contract Specialist Berlin, NH 03570

- Hand carried bids shall be delivered to the Front lobby at the same address, prior to the time of the bid opening by at least 30 minutes to ensure delivery to the contracting officer.

- Complete the SF-1442, Solicitation, Offer, and Award, pages 1 & 2: Insert bid amount(s) in block 17 (and on page 5). Type name and title in block 20a. Sign in block 20b and date in block 20c.

- Bidders must also be registered in the System for Award Management

(www.SAM.gov).

- A minimum of an irrevocable letter of credit is required for this project.

- POSSIBLY** Performance and payment bonds, as well as insurance certificates, are required and must be submitted within 10 calendar days after award.

- The Government has indicated a 30-day acceptance period for accepting the bid.

- Work shall commence within 10 calendar days after issuance of the notice to proceed.

- Work shall be completed within 120 calendar days after issuance of the notice to proceed.

- The contractor shall prepare a Schedule of Values (SOV) for the project and submit it to the contracting officer for approval prior to the submitting of the first application for payment. Each payment application shall have a SOV attached.

- Within 2 weeks after the notice to proceed the contractor shall submit to the contracting office a progress schedule showing the dates of the various stages of work.

- Work hours in the institution will be Monday thru Friday, 7:30 a.m. to 3:30 p.m.

(excluding Federal holidays). This available time is typically reduced by the normal time that it takes to enter and exit the prison each day, which is 15-30 minutes each way, or one half hour to one hour per day.

- All licenses and permits will be the responsibility of the contractor (FAR 52.236-

7).

- Davis-Bacon wage rates apply to this contract and must be posted at the work-site by the prime contractor.

- Certified payrolls are required of the general contractor and the subcontractors.

- Contract Work Hours and Safety Standards Act requires contractors to pay time and a half when a worker’s hours exceed 40 hours in a given week.

- All Federal, State, and local laws, codes and regulations must be strictly adhered to.

- The Government has set liquidated damages at $547.32 per calendar day.

- The contractor is responsible for all Federal, State, and local taxes (FAR 52.229-

3). The contractor shall consult with the State and local taxing authorities if questions exist.

-DOJ Residency Requirement - By signing your bid, you are certifying that all of the individuals working under this contract meet the residency requirement.

Three out of the last five years each person must have:

- legally resided in the United States (US); or

- worked for the US overseas in a Federal or military capacity; or

- been a dependent of a Federal or military employee serving overseas.

- Bidders are required to provide their DUNS and TIN numbers with their bid.

- Payments will be made via Electronic Funds Transfer

- If needed, the contractor will need to supply disposal containers for disposal of demolition materials. The containers will have a temporary construction fence erected around container.

- Contractor will be responsible for protecting the building, and the buildings roofs from damage, throughout the contract period.

- Once awarded, engineered shop drawings shall be submitted to the contracting office.

- The award will be made to the lowest-priced, responsive and responsible contractor.

- FCI Berlin will furnish the following temporary utilities: Water, Sewer, and Electricity. Any other utility will be the responsibility of the contractor.

- The specifications and drawings, as well as the solicitation and any/all amendments, are posted at www.fedbizopps.gov.

- The COR will be the Government’s primary inspector on the project. The contractor is responsible to insure a quality assurance program is in place during performance.

- Pay extra attention to the drawings within the packet especially the Shu Canopy.

- Again, Request for Information must be submitted by March 10, 2016.

Mr. Coggins____ made the following points:

- Tool control is a top priority. All tools must be secured at the end of each shift.

They are to be inventoried daily and placed in a locked job box.

- AA tools will have to be secured outside the secure perimeter with a combination lock.

- The contractors shall remind all workers that they may come in contact with convicted felons. Workers are not to converse or give anything to an inmate.

- In the event a tool is lost, all workers will be required to stay on the site until the tool is found.

-No cell phones are allowed inside the institution.

-No explosive action weapons allowed inside the institution.

-No firearms/ammunition allowed on institution grounds.

Mr. Barcomb______ made the following points:

- All MSDS information present for any chemicals or flammables on site.

- The contractor is to comply with all federal and state OSHA regulations. An inspector will be allowed on the site. A Material Safety Data Sheet (MSDS) is required to be submitted to the BOP for all chemicals prior to entering the institution.

- Any type of gases or torches will need to be taken out of the institution at the end of each work day.

- Fire exits must be maintained at all times.

-All OSHA requirements are to be followed.

-Lock-out tag-out procedures will be followed.

The pre-bid conference adjourned at _11:20___ a.m. and a site visit was conducted. It was again stated that nothing discussed or said during the site visit will change the solicitation in any way. Changes to the solicitation must be done in writing, via an amendment.

The site visit (walk-through) concluded at __12:10____ p.m.

Minutes recorded by: Kelvin Jackson, Supervisory Contract Specialist, FCI Berlin

Signature_____________________________

Contract Specialist: Andre Bouchard

Signature_____________________________