Pre-bid_meeting_minutes.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

August 17, 2015

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation IFBP04141500003 Construct a New Medical Reference Laboratory USMCFP Springfield

Please find the attached copy of the minutes from the pre-bid conference conducted August 12, 2015 at Springfield, MO.

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

PRE-BID MEETING MINUTES

U.S. Medical Center for Federal Prisoners

Springfield, MO

Medical Reference Laboratory Project 4B2J

August 12, 2015, 9 a.m.

Staff Development Center (SDC)

A pre-bid conference was held for the new Medical Reference Laboratory on August 12, 2015. The meeting began at 9:00 a.m and ended at approximately 9:30 a.m. A tour of the work site immediately followed. Contractors left the facility around 10:00 a.m.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Dustin Brown, Account Executive/ Sales Johnson Controls Todd Bruce, Construction Manager RKI Construction Adam Shields, Estimator CMI Marshall Price, Director of Operations Environmental Air Services Alex Gerhart, Project Engineer Zieson Construction Jeffrey Fielder, VP SECO Kyle Lewis, Estimator Brigadier Adrian Ondatje, Estimator WMC Dan Schmidt, Project Engineer Brigadier David Foreman, Estimator APAC J. Duff Taylor, Member Christian Taylor Group

GOVERNMENT REPRESENTATIVES TITLE

Christy Bruner Supervisory Contract Specialist Jeremiah Johnston Facility Manager Stacy Peacock NCRO Architect Nic Lamphear Engineer Technician Knial Grant Engineer Technician James Petro Tool Room Officer Laura Fesler Acting Safety Manager Chad Bard Project Assistant, SFS

Architecture Steven Wise Principal, SFS Archietcture

The Government welcomed the contractors to the U.S. Medical Center for Federal Prisoners and introductions were made. A brief description of the project was provided

PRE-BID MEETING MINUTES – MEDICAL REFERENCE LABORATORY PAGE 2

and contractors were notified that topics discussed today were to assist them in providing an appropriate bid. More detailed information will be discussed regarding institution procedures and policies with the successful contractor during a Pre- Construction Meeting.

All contractors were advised that discussions during this meeting do not alter or change the terms/conditions of the solicitation. Any changes will be made in writing via an amendment to the solicitation by the issuing Contracting Officer. Michelle Morgan in the Field Acquisition Office was identified as the issuing Contracting Officer.

Contractors were notified that following award, the Springfield Office would be administering the contract. Christy Bruner, Supervisory Contract Specialist, was identified as the Administering Contracting Officer.

The Contracting Officer Representative (COR) was identified as Myer Hunt (417) 862- 7041, extension 1891. Mr. Hunt will be the technical advisor for the project. Should the COR change at a later date, the awarded vendor will be notified via a modification to the contract.

The project size magnitude was identified as between $1,000,000.00 and $5,000,000.00. This range was noted as one of several available ranges per the Federal Acquisition Regulation and does not represent an estimate or budget to the maximum selected range.

Contractors were advised that all questions concerning the technical specifications shall be detailed in writing and forwarded Michelle Morgan, Contracting Officer, Field Acquisition Office. The deadline for question submission is August 18, 2015, by 2 p.m.

CST. Questions should be submitted to mrmorgan@bop.gov. No questions will be entertained after this date.

SPECIAL CONTRACT BID REQUIREMENTS: Mrs. Bruner discussed the contract requirements for this project. She advised contractors it was their responsibility to read the solicitation in its entirety to ensure all information is obtained and submitted with their bid. She noted the following as required documents and information that need to be completed and returned with the bid.

1. Bids must be submitted to Michelle Morgan in the Field Acquisition Office, Grand Prairie, Texas by September 9, 2015, at 2 p.m. CST.

2. Contractors shall carefully read and follow instructions provided in the solicitation for Sections 1, 2, 5 and 7. Ms. Bruner briefly noted highlighted items in those sections, as important.

3. Contractors shall acknowledge all amendments of the SF-1442. Mrs. Bruner noted that there was currently one amendment which clarified the

PRE-BID MEETING MINUTES – MEDICAL REFERENCE LABORATORY PAGE 3

mailto:mrmorgan@bop.gov liquidated damages associated with this project.

4. Ensure you submit pages 1, 2, 4, and 25 – 30 of the solicitation document.

5. Mrs. Bruner asked contractors to pay particular attention to the offer label instructions provided by FAO when submitting their bid.

SUCCESSFUL CONTRACTOR REQUIREMENTS:

1. The successful contractor awarded the contract shall commence work within 10 days after the Notice to Proceed is issued. It was noted that the government normally issues the notice during the Pre-Construction meeting.

2. Completion of work shall be within 294 calendar days after receiving the Notice to Proceed.

3. Liquidated damages will be assessed for this project in the amount of $354.16 for each calendar day of delay until the work is completed or accepted as indicated in the contract.

4. Successful contractor will be responsible for all required licenses and permits per FAR 52.236-7.

5. The successful contractor shall abide by all Federal, State, and Local laws, codes and regulations.

6. Contractors were advised this contract is subject to the requirements of EEO and Affirmative Action.

7. A Certificate of Insurance in the amounts as determined by the contract will be required from the successful contractor before commencing work on this project.

8. Contractors were notified that performance and payment bonds will be required within 10 days after contract award. Each shall have a good and sufficient surety or sureties acceptable to the government. Performance and Payment bonds shall be 100% of the original contract price.

9. Contractors were notified that Davis Bacon Wage Rates (MO150043) are applicable to the project and shall be posted on the job site. The WH-347, Certified Payroll Reports will be due weekly from the prime and subcontractors. Mrs. Bruner noted that contractors shall clearly denote the classification of employees on the payroll reports for verification purposes.

10. The successful contractor will be required to attend the Pre-Construction Meeting and Progress Meetings as determined by the government.

SAFETY: Ms. Fesler, Acting Safety Manager discussed the following Safety topics as they pertain to this project.

1. Safety and Accident Prevention – Ms. Fesler notified contractors to report all injuries to the Safety Department immediately.

2. Contractors were advised to adhere to all OSHA standards.

3. Contractors were advised the government will provide emergency first aid only. The contractor will be responsible for any additional medical care.

PRE-BID MEETING MINUTES – MEDICAL REFERENCE LABORATORY PAGE 4

4. A written emergency medical plan shall be submitted to the Contracting

Officer’s Representative prior to the start of work to include what hospital will be used in case of an emergency.

5. All contractors shall abide by all applicable federal, state, and local standards.

6. Contractors were advised they shall provide all Safety Data Sheets (SDS) to the Contracting Officer’s Representative for all chemicals used during the project. SDS shall be provided prior to the work start date for inspection by the Safety Office.

CUSTODY/TOOL CONTROL: The following items were discussed in order to prepare contractors for work on federal prison property. Since this project is outside the fence and not in an area immediately around inmates, it is unlikely that contractors will be in contact with inmates on a regular basis. However, contractors need to be cognizant that Camp inmates are on the institution property outside the fence and security and tool control items are still important. Mr. Petro, Tool Control Officer discussed custody and tool control items pertaining to this project.

1. Contraband was discussed, as anything an inmate cannot have while in prison. The most common forms of contraband used by outside contractors is tobacco, cell phones, pagers and gum.

2. NO weapons are allowed on institution property.

3. Contractors were advised that in case of any institution emergency, the contractors may be escorted off institution property, in a worst case scenario.

4. Contractors were advised they may be allowed to continue work through a fog restriction since the work is outside the secure perimeter; however, should there be a security concern, work will stop until the restriction is lifted. This will be determined by Corrections for staff and contractor safety.

5. Contractors were advised that cell phones, pagers, palm pilots, and computers will be required to be locked in a vehicle if brought on institution property. Pocket knives and leather man tools will be allowed but will have to be inventoried daily. Cameras and two way radios will have to have the Wardens approval and the frequencies known.

6. All tools will be inventoried intermittently to ensure accountability. Contract employee MUST report any lost or broken tools IMMEDIATELY to the Contracting Officer Representative (COR). If a tool is lost, EVERYONE will stay at the work site until it is located.

7. Vehicles may be searched entering and exiting the institution grounds.

8. Contractors were advised that storage of material will be determined by the government.

PRE-BID MEETING MINUTES – MEDICAL REFERENCE LABORATORY PAGE 5

FACILITIES: Mr. Johnston, Facility Manager discussed the following items pertaining to the project. Mr. Johnston reiterated the importance of the successful contractor employees following all Safety and Security procedures determined by the government during the project duration and not becoming complacent. Although the work will be outside the fence and security procedures are more laxed, contractors were reminded this is still a prison environment.

1. Contractors were advised that work hours are based on a normal forty (40) hour work week, eight (8) hours per day, Monday through Friday, excluding Federal Holidays. Work hours are discussed in the written specifications.

2. Shop Trailers will be allowed outside the perimeter fence.

3. Contractors were advised the government will provide electricity and water hookup (locations to be determined by Government) as needed for project completion.

4. All delivery drivers must have prior approval to enter the institution.

Notification shall be given to the Contracting Officer Representative for proper procedures.

5. The contractor shall notify the government 24 hours in advance of all deliveries. This notification shall be given to the Contracting Officer Representative.

6. Contractors were advised that lunch is recommended at the job site due to inventory procedures.

7. The successful contractor shall provide portable sanitary facilities for this project as indicated in the contract.

SECURITY CLEARANCE PROCEDURES:

1. Mrs. Bruner indicated that since this project is outside the secure perimeter of the fence, gate passes are not required; however, due to the duration of the project, as well as the possibility of intermittent contact with Camp inmates, the Warden and Captain have determined that contract employees will be required to complete a NCIC release form and background check.

2. The Government will not disclose information concerning contractor employees. We can only let you know the employee was denied or approved.

During closing, it was reiterated by Mrs. Bruner that all contractors are advised that again discussions during this meeting or the site visit do not alter or change the terms/conditions of the solicitation. Any changes will be made in writing via an amendment to the solicitation from the Contracting Officer.

A site visit was conducted in which all contractors in attendance went to the new

PRE-BID MEETING MINUTES – MEDICAL REFERENCE LABORATORY PAGE 6

Medical Reference Laboratory site located behind the Warehouse. Contractors were able view the site area, location of the Powerhouse and entrance for the project.

During the site visit pictures were taken and will be available with the meeting minutes

PRE-BID MEETING MINUTES – MEDICAL REFERENCE LABORATORY PAGE 6

for all potential offerors to view.

Contractors were reminded that during the site visit, if there are technical questions concerning the project, please provide them in writing Michell Morgan, Contracting Officer at mrmorgan@bop.gov by August 18, 2015, so the Government can respond appropriately.

With no further business, the meeting and site visit concluded at approximately 10:00 a.m.

mailto:mrmorgan@bop.gov