IFBP05101600001_PRE_BID_CONF_MEET_MINUTES_REPAIR_ROOFS_FCI_LAT.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

November 19, 2015

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation IFBP05101600001 FCI La Tuna Repair Roofs

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 Thursday, October 22, 2015. 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 amendment(s).

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, FCI La Tuna COR, FCI La Tuna Facility Manager, FCI La Tuna Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

OPENING

PRE-BID CONFERENCE MEETING MINUTES

October 22, 2015 9:30 AM

IFBP05101600001

FCI LA TUNA, TEXAS

Ms. Bird, Contract Specialist opened the meeting at 9:35 AM stating the project number and introduced the six staff members in attendance. Ms. Bird ensured all eight contractors that were in attendance signed in. Ms. Bird stated the bidding would be on November 10, 2015 at 1 :00 PM and all bids must be sent to FAO, ATTN: Doug Patton, address was provided. Ms. Bird provided her email address at cbird@bop.gov as a contact for any questions that might arise after the meeting concluded. Ms. Bird 'indicated questions could be submitted via email until 4:00 PM today. Ms. Bird stated that a copy of the SOW and Solicitation were present for review if needed. Ms. Bird stated the minutes from the meeting would be recorded along with all questions and answers and posted on Fedbizops approximately 3 business days after the close of the meeting and deadline for submitting questions. Please also note that an amendment will be forthcoming to reduce the originally posted scope of work by deleting the building at FSL La Tuna.

ATTENDANCE

Acting Captain Genera, Lt. Uribe, Ken Justice, Facilities Manager, Carols Gomez, Facilities Robert Park, Human Resources and Christy Bird, Contract Specialist were in attendance

PURPOSE OF MEETING

Project is identified at IFP05101600001, Roof Repair Project. The purpose of the meeting was to familiarize contractors with the Bureau of Prisons policies and procedures that must be observed during the performance of work. Also the meeting was provided so a site visit may occur if requested and to answer any questions.

ACTING CAPTAIN GENERA

Acting Captain Genera was the first speaker. He spoke about tool control, gang boxes, cell phones, contraband, and institution security.

Question: Can my workers bring in their tobacco?

Answer: No -however they may walk to their car on their break to smoke.

Acting Captain Genera stated all contractors will be escorted at all times they are inside the fence. He also stated that in an emergency situation contracts will be escorted out of the building. If there is a lockdown or riot the contractors will not be allowed to work until it was lifted. If we go into a fog watch, again contractors will not be allowed to enter until the watch has lifted. Every person that enters the institution must have a valid ID. It does not have to be a a Texas ID .

Question: How many staff members will be doing the escort?

Answer: It will depend on the size of the crew- possible 2-4.

Question: How long does the screening process take to get inside the institution and will we come in the front doors every day?

Answer: The crew will be processed in the rear gate. The rear gate opens at 7:00 AM and closed at 2:30 PM, everyone must start out processing at the rear gate no later than 2:15 PM each day.

Everyday each crew member will have to complete a Title 18 form before entering. It would be best for the crew to have a completed list of supplies prior to entering the rear gate each day, to speed up the entry process.

Question: Can we leave our tools on the roof?

Answer: No, that is a security issue. All tools must be removed at the end of each working day.

You may keep a gang box at the rear gate with your tools secured at the end of the day.

Mr. Justice stated that every single tool must be inventoried and accounted for when entering and exiting the institution every work day.

Question: Can we bring our gang box to the roof and leave it there?

Answer: Yes it can be brought to the roof but it must go back to the rear gate or to the staging area at the end of every day.

ROBERT PARK, HUMAN RESOURCES

Mr. Park spoke second in our meeting regarding the Human Resources clearance process. Mr., Park stated the time it takes for background check process to clear depends on the length of time of the project, the size of the crew, the amount of contact with inmates and the type of background that has to be performed. Mr. Park also stated it would be best to provide a list of all possible employees that might work on the project so they can all be cleared. If someone is not cleared, they are not allowed to enter the institution. Also it will be impossible to clear someone in one day; therefore the list needs to be provided in advance. All contractors must do fingerprinting and have a short one hour debriefing from one Lieutenant and the Psychologist.

Question: If we have a sub-contractor do they have to complete the background process also? Answer: Yes and there will also be additional forms to be completed by the contractor.

This will be discussed more in depth at the pre-construction meeting after the award is made.

CARLOS GOMEZ, FACILITIES AND KEN JUSTICE FACILITIES MANAGER

Mr. Gomez stated there was an addendum that would be coming out changing the project to only one building, being the FCI Food Service building. Mr. Gomez stated if during the site visit anyone wanted pictures, he would take them and they would be posted with the meeting minutes on Fedbizops.

Mr. Justice began by stating that gang boxes will need to have a list of tools that are contained in it each day and it would be best to prepare that list each day before beginning work to speed up the entrance process. He also stated they must have the MDS for any chemicals entering the institution at all times for the duration of the project. He stated the gang boxes will be allowed on the roof however they must come down at the end of each day. He stated the arrival time was 7:00 AM and departure time was 2:00 PM. He stated that if any tools are lost the workers will be required to stay until the tool is found.

Question: Will La Tuna take a Core Sample of the roof so we can know what is all underneath and will the results be posted? This will affect our bidding price.

Answer: A core-cut will be provided by FCI La Tuna and the results will be posted.

Question: Are we tearing off the entire roof?

Answer: About 25% of the roof will be tom off, the rest will be covered.

Question: What type of metal is the deck of the roof?

Answer: That question will be answered when the Core Sample results come in.

Question: Since we are not doing a total tear off, will a moisture scan be performed? If it is not, that will void any warranties on the roof.

Answer: It is the responsibility of the contractor to provide a moisture scan and provide documentation to FCI La Tuna.

This portion of the meeting concluded at approximately 10:20 AM. The four contractors that were NCIC cleared were taken on a site visit escorted by Ms. Bird, Mr. Justice, and Mr. Gomez.

The others were taken to the outer fence area to view the project from the outer fence.

All four contractor, including Mr. Justice climbing onto the roof to view the project area at approximately 10:50 AM. When they returned we did a second question/answer session at the site.

Question: Can we remove the razor wire and can we keep it off for the duration of the project? Who will be responsible for the removaVreplacement of the razor wire?

Answer: We will have to clear it with the Captain to have the razor wire removed and it must be put back at the end of each working day before the employees leave the site. The contractor will be responsible for the removal and replacement of the razor wire.

Question: Can we leave our tear off trash on the ground?

Answer: No, it must be removed before the end of each working day.

Question: Can we bring in a zoom boom?

Answer: Yes.

Question: Can we load all of materials onto the roof and leave them there during the project or do the materials need to be removed each day?

Answer: The contractor shall store only those materials on the roof surface that can be used in one week time frame.

Question: Do we need a list of the roofing materials for inventory?

Answer: No, however they will be inspected before entering.

Question: Can our workers bring in water jugs?

Answer: Yes as long as the container can be opened.

Question: Can we throw the tear off down to the ground or do we need to provide a trash shoot?

Answer: Yes, a shoot will be necessary for safety reasons.

Question: Will a skytrack be permitted?

Answer: Yes, with a 24 hour notice.

Question: The access is very limited to the project area, will we be able to use a crane and utilize the rear gate as needed? Also will be able to have radios to give instructions to the crane operator?

Answer: The rear gate is used throughout the day for our daily operations; therefore your access will be limited to usage when our daily routines are completed. Heavy equipment will be allowed with a 24 hour notice. Radios will be allowed with a 24 hour notice.

Question: The access to the roof is very difficult. We need to know if the materials can be left on the roof once placed up there. If not, this will mean we will have to have a crane every day of the operation, which will be very costly and affect our bidding. If we need the crane daily can it be left here? Please verify and post the answer so we will know how to proceed on our bidding.

Answer: Materials for use in a one week time frame may be placed and left on the roof. The use of a crane will require a 24 hour notice and it must exit the institution at the end of each day.

Any heavy equipment may be kept secured in the staging area for the duration of the project.

Question: How do we get the trash out of the institution each day? Will the dumpster be close to the area we remove the trash from?

Answer: Using wheel barrels taking it thorough the rear gate. We will follow up on where the dumpster will be placed.

All contractors exited the institution at approximately 11 :20 AM and were taken to the fencing area near the rear gate to view the project from the outside and to see the rear gate. Everyone was also shown the staging area which will be located on the Northside of the lower garage.

Ms. Bird inquired if there were any other questions and provided her email address with a deadline of 3:00 PM to email questions regarding the meeting. Ms. Bi.rd reminded everyone any further questions were to be directed to Doug Patton via email by October 281 h at 3:00 PM.

The meeting was concluded at approximately 12:00 PM.

QUESTIONS SENT VIA EMAIL TO DOUG PATTON, CONTRACT ING OFFICER

Question: Pertaining to the drains, would you like a retro-fit drain system installed or completely new drains installed?

Answer: The contractor shall replace all existing drains and strainer for new ones.

Question: If the slope is inward, due to the size of the roof, the new perimeter height of said roof will be approximately 6 inches. What kind of new nailer would you like around the perimeter and specifically what kind or desigri of drip edge would you like installed?

Answer: Nailers are required at all roof perimeter edges where metal edging and gutter systems are specified. Nailers must meet manufacturer's requirements and must be approved.

Contractors will be responsible for matching the drip edge to the existing drip edge.

Question: Are both roofs still a part of this solicitation or has one been cancelled? If yes, please state which one has been cancelled and which one you are continuing with.

Answer: Yes, the roof at the FSL La Tuna has been cancelled. The Food Service building roof at the FCI La Tuna at 8500 Doniphan Dr. Anthony, Texas is the roof on the project. An amendment will be forthcoming.

The above list questions were posed at the pre-bid meeting or via email prior to the pre-bid meeting. All questions received after the close of the meeting will be address and answered in the new Statement Of Work that will be posted on Fedbizops.

These minutes were recorded by Christy Bird, Contracting Specialist on October 22, 2015 at FCI La Tuna's Pre-Bid Roof Project meeting and have been reviewed by Ken Justice, Facilities Manager and Carlos Gomez, Facilities for accuracy. Attached to these minutes is a copy of the sign in sheet for the list of attendees.

Question: How do we get the trash out of the institution each day? Will the dumpster be close to the area we remove the trash from?

Answer: Using wheel barrels taking it thorough the rear gate. We will follow up on where the dumpster will be placed.

All contractors exited the institution at approximately 11 :20 AM and were taken to the fencing area near the rear gate to view the project from the outside and to see the rear gate. Everyone was also shown the staging area which will be located on the Northside of the lower garage.

Ms. Bird inquired if there were any other questions and provided her email address with a deadline of 3 :00 PM to email questions regarding the meeting. Ms. Bird reminded everyone any further questions were to be directed to Doug Patton via email by October 281 h at 3 :00 PM.

The meeting was concluded at approximately 12:00 PM.

QUESTIONS SENT VIA EMAIL TO DOUG PATTON, CONTRACT ING OFFICER

Question: Pertaining to the drains, would you like a retro-fit drain system installed or completely new drains installed?

Answer: The contractor shall replace all existing drains and strainer for new ones.

Question: If the slope is inward, due to the size of the roof, the new perimeter height of said roof will be approximately 6 inches. What kind of new nailer would you like around the perimeter and specifically what kind or design of drip edge would you like installed?

Answer: N ailers are required at all roof perimeter edges where metal edging and gutter systems are specified. Nailers must meet manufacturer's requirements and must be approved.

Contractors will be responsible for matching the drip edge to the existing drip edge.

Question: Are both roofs still a part of this solicitation or has one been cancelled? If yes, please state which one has been cancelled and which one you are continuing with.

Answer: Yes, the roof at the FSL La Tuna has been cancelled. The Food Service building roof at the FCI La Tuna at 8500 Doniphan Dr. Anthony, Texas is the roof on the project. An amendment will be forthcoming.

The above list questions were posed at the pre-bid meeting or via email prior to the pre-bid meeting. All questions received after the close of the meeting will be address and.answered in the new Statement Of Work that will be posted on Fedbizops.

These minutes were recorded by Christy Bird, Contracting Specialist on October 22, 2015 at FCI La Tuna's Pre-Bid Roof Project -meeting and have been reviewed by Ken Justice, Facilities Manager and Carlos Gomez, Facilities for accuracy. Attached to these minutes is a copy of the sign in sheet for the list of attendees.

Jf1&--1~ Date

Pre-Bid Construction

October 22, 2015 9:30 AM

IFB05101500002

Roof Repair Project

SIGN IN SHEET

PRINT NAME COMPANY