2nd_pre-bid_meeting_minutes_2.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

April 15, 2015

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation IFBP04131500001

Rework Electrical Distribution FCI Sandstone

Please find the attached copy of the minutes from the second pre-bid conference conducted April 14, 2015 at FCI Sandstone, MN.

These minutes are provided for informational purposes only and are not intended to change any part of the solicitation. These minutes do not constitute an amendment and therefore acknowledgement is not required. Changes, if any, will be issued in the form of amendments (Standard Form 30) by the Contracting Officer only.

Sincerely, Michelle Morgan, Contracting Officer

Attachment

2ND Pre-Bid Meeting Minutes Project 4A9Q – Rework Electrical Distribution

Federal Correctional Institution Sandstone, MN

The 2ND pre-bid conference/site visit for IFBP04131500001, Rework Electrical Distribution Project, was held in the Visiting Room at the Federal Correctional Institution, Sandstone, Minnesota on April 14, 2015 at 10:15 a.m. The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Nathan Sapik Benson Electric Bill Slattengren Benson Electric

GOVERNMENT REPRESENTATIVES Bureau of Prisons Matthew Marske, Associate Warden FCI Sandstone Rodney Polk, Facility Manager FCI Sandstone Rodney Naab, General Foreman FCI Sandstone Toney Lee, Captain FCI Sandstone Gerard Bennett, Electrician Foreman FCI Sandstone Matt Eitens, Electrician Foreman FCI Sandstone Trisha Holm, Contract Specialist FCI Sandstone Jacob DeRungs, Supervisory Contract Specialist FCI Sandstone

Jacob DeRungs, Supervisory Contracting Specialist, FCI Sandstone chaired this meeting. He opened the meeting by welcoming the contractors and asked the Government representatives to introduce themselves.

Mr. DeRungs made the following points:

- The purpose of this meeting is to allow bidders to familiarize themselves with the worksite and the special requirements surrounding meeting the requirements of the contract in a correctional setting. This meeting is not intended to substitute or amend defective or ambiguous specifications. The date for receipt of questions has passed.

-With Amendment 1, Michelle Morgan is now the Contracting Officer for this project and once awarded, the contract will be administered by FCI Sandstone.

Minutes of this meeting will be taken by Trisha Holm, Contract Specialist, FCI Sandstone.

-Any changes to the solicitation must be done in writing. 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.

-All contractors must be registered as a small business under the NAICS code 238210 in the System for Award Management (SAM) at www.sam.gov. which includes Central Contractor Registration (CCR) and Online Representations and Certifications (ORCA) information.

-The bid due date is currently April 22nd, 2015 @ 3:00 pm cst.

-The Contracting Officer’s Representative for this project is Rodney Naab (General Foreman). Mr. Naab 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 as specified in the solicitation.

-If mailing your bid, do not send it to FCI Sandstone it shall be addressed to:

Federal Bureau of Prisons Field Acquisition Office ATTN: Michelle Morgan 346 Marine Forces Drive Grand Prairie, TX 75051

-Any offeror desiring to hand carry their bid or be present during the bid opening, occurring at the FBOP Field Acquisition Office in Grand Prairie, Texas, must submit the name of the person who will hand carry the bid and/or attend to Michelle Morgan no less than 48 hours in advance of the day of the bid opening.

-A bid bond is required for this project.

-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 60-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 84 calendar days after issuance of the notice to proceed.

-Work hours in the institution will be Monday thru Friday, 6:30 a.m. to 4:30p.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 fifteen minutes each way, or one half hour per day without tools and about a half hour each way with tools.

-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 any subcontractors used on the job.

-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 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.

-By signing your bid, you are certifying that all of the individuals working under this contract meet the DOJ Residency Requirement that three out of the last five years each person must have:

-legally resided in the United States (US);

-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 in accordance with the prompt payment act for payments made under construction contract.

-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.

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

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

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

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

-The Contracting Officer’s Representative 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.

Captain Toney Lee 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.

Rodney Naab, General Foreman, made the following points:

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

-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 10:30 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 11:50 a.m.

Minutes recorded by: Trisha Holm, Contract Specialist, FCI Sandstone

Signature_____________________________TRISHA HOLM Digitally signed by TRISHA HOLM DN: c=US, o=U.S. Government, ou=Dept of Justice, ou=BOP, cn=TRISHA HOLM, 0.9.2342.19200300.100.1.1=15001003050158 Date: 2015.04.15 06:05:51 -05'00'