IFBP05051700001_PRE_BID_MINUTES_REP_FRZ_FS_WHSE_FMC_CRW.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

February 16, 2017

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation IFBP05051700001 FMC Carswell, Fort Worth, Texas Replace Freezer FS Warehouse

Dear Bidders, In reference to the above solicitation, attached are the pre-bid minutes and sign in sheet as a result of the pre-bid conference which was held on Tuesday, February 14, 2017.

These pre-bid minutes are for informational purposes only; are not intended to change any specifications/statement of work/drawings, terms or conditions of the solicitation;

and any changes to the solicitation shall be issued in subsequent amendments.

If you have any questions regarding these minutes, feel free to contact me at (972) 352- 4641 or e-mail at dpatton@bop.gov

Sincerely, Douglas V. Patton Contracting Officer Federal Bureau of Prisons Field Acquisition Office U.S. Armed Forces Reserve Complex 346 Marine Forces Drive Grand Prairie, Texas 75051

Attachment cc: Pre-Award File

SCS, FMC Carswell COR, FMC Carswell Facility Manager, FMC Carswell Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

PRE-BID CONFERENCE/SITE VISIT MEETING MINUTES

IFBP05051700001

REPLACE FREEZER FS WAREHOUSE, (PROJECT 5840)

FMC CARSWELL, FORT WORTH, TEXAS

A PRE-BID CONFERENCE FOR IFBPOS051700001 WAS CALLED TO ORDER ON February 14, 2017 AT

10:20 AM AT THE FEDERAL MEDICAL CENTER CARSWELL, FORT WORTH, TEXAS. STACY BOYD

SUPERVISORY CONTRACT SPECIALIST PRESIDED OVER THE MEETING.

MR. BOYD PASSED AROUND THE SIGN IN SHEET TO ALLOW ALL PRESENT TO SIGN THE SHEET.

MR. BOYD INTRODUCED HIMSELF AND WELCOMED EVERYONE ON BEHALF OF WARDEN JODY R. UPTON, TO PRE-BID FOR REPLACING THE FREEZER.

INTRODUCTIONS WERE MADE FROM THE BOP STAFF AND THE CONTRACTOR ATIENDING THE MEETING.

MR. BOYD OPEN WITH STATING THIS IS A PRE-BID CONFERENCE FOR THE REPLACEMENT OF THE

FREEZER FOODSERVICE WAREHOUSE PROJECT AT FMC CARSWELL, FORT WORTH, TEXAS. THE

SOLICITATION NUMBER IS IFBPOSOS1700001.

HE THEN BRIEFED ALL PRESENT ON THE PURPOSE OF MEETING WAS TO FAMILIARIZE BIDDERS WITH THE

REQUIREMENTS AND UNIQUE CIRCUMSTANCES SURROUNDING A CORRECTIONAL SETIING, TO ALSO

EXPLAIN THE SOLICITATION, AS ISSUED, NOTTO FURNISH ADDITIONAL INFORMATION AND IS NOTTO

USED AS A SUBSTITUTE FOR OR AMEND DEFECTIVE OR AMBIGUOUS SPECIFICATIONS.

HE ALSO INFORMED CONTRACTORS THAT MINUTES OF THIS MEETING WILL BE RECORDED AND

DISTRIBUTED VIA FEDBIZOPPS.

MR. BOYD ADVISED THE CONTRACTORS THERE WILL BE A SITE VISIT IMMEDIATELY FOLLOWING THE

MEETING AND TO HOLD THEIR TECHNICAL QUESTIONS UNTIL THEN. ALSO, IF QUESTIONS COULDN'T BE

ANSWERED FROM THE SITE VISIT AND/OR CLARIFIED, TO EMAIL THEIR QUESTIONS TO: DOUG PADON, CONTRACTING OFFICER ATTHE FIELD ACQUISITION OFFICE AT dpatton@bop.gov.

MR. TIMBER MOORE GENERAL FOREMAN DISCUSSED PARKING ISSUES, STORAGE CONCERNS, TOOLS, RESTROOM AND DUMPSTER.

MR. BOYD DISCUSSED REQUIREMENTS, WORK SAFETY AT WORK SITE AND ALL OSHA AND FEDERAL

SAFETY GUIDELINE MUST BE FOLLOWED DURING THE PROJECT.

MR. BOYD ALSO INFORMED BIDDERS THAT NO CAMERA'S, CELL PHONES AND NO RECORDING CAPABLE

EQUIPMENT WOULD BE ALLOWED.

MR. BOYD DISCUSSED THE IMPORTANT DATES SUCH AS BIDS DUE ON February 28, 2017, 1:00 P.M .

(CENTRAL) . HE ALSO WANTED TO POINT OUT THE SOLICITATION IDENTIFIES ALL THE FORMS REQUIRED

TO SUBMIT BIDS. ALSO INCLUDED THAT ALL SHOULD PAY CLOSE ATIENTION TO SOLICITATION, STATEMENT OF WORK AND IF THERE ARE ANY QUESTIONS PLEASE ASK THEM NOW. ALSO HE POINTED

OUT THAT THE SOLICITATION ITSELF WILL ANSWER MOST IF NOT ALL QUESTIONS PERTAINING TO THE

PROJECT. HE POINTED OUT THAT LATE BIDS WILL NOT BE ACCEPTED AND WILL BE REJECTED. ALL MAIL

IN BIDS AND HAND CARRIE BIDS SHOULD BE ADDRESSED TO THE ATIENTION OF DOUGLAS PADON.

PAGES 1 THRU 4 OF THE SOLICITATION HAVE A LIST OF ALL FORMS THAT SHOULD BE SUBMITIED WITH

YOUR BIDS. ** PLEASE ENSURE THAT YOU PLACE YOUR DUNS NUMBER AND TAX ID# IN BLOCK 10 OF

THE SF1442.

MR. BOYD ADVISED THAT THERE WILL BE MONTHLY PROGRESS MEETINGS THROUGHOUT THE

DURATION OF THE PROJECT AND PAYMENT WILL BE SUBMITIED ON AIA G702A (CONTINUATION) OR

THE CONTRACTOR'S OWN FORM AS LONG AS THE INFORMATION IS SIMILAR TO THE G702.

CONTRACTORS CAN ACQUIRE THE G702 AT AMERICAN INSTITUTE OF ARCHITECTS.

THE MEETING ENDED AT APPROXIATELY 11:15 A.M . AND ALL WENT TO TOUR THE SITE OF THE PROJECT.

STACY

BOYD

Stacy Boyd, SCS

Digitally signed by STACY BOYD DN: c=US, o=U.S. Government, ou=Dept of Justice, ou=BOP, cn=STACY BOYD, 0.9.2342.19200300.100.1.1=1500 1003010255 Date: 2017.02.16 09:21 :39 -06'00'

Questions ask during meeting.

1. What will be the actual working hours during the day and federal holidays?

Reference section 4 General Conditions; a) the working hours will be from 0700-1530hrs daily w/ exceptions of emergencies and other situations that may come at the prison. No, there will not be any working on federal holidays.

2. What is the process for background checks?

Reference section 9 Security and escort requirements: a) we will run NCIC background checks and route them for approval within our facility.

3. Will be the contractors be required to check in at the military visitation office daily?

No, Contractor will obtain entrance badges for the duration of the contract.

4. Is there a storage spot / space available for materials and equipment?

8.1 Section) Yes

5. Will Conex storage box be allowed on property?

8.1 Section) Yes

6. Will dumpster be allowed on Property for debris removal?

Yes

7. A question was asked about building a contained "staging area" outside the main access to the freezer.

This could be proposed in their estimates as it would be a design improvement on the existing freezer. This would be beneficial as it would help contain cooling losses as we load product in the freezer.