IFBP05131300001_PRE_BID_MEETING_MINUTES_EMER_REP_STORM_DAM_PBB_FTC_OKL.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Federal Transfer Center

MEMORANDUM

FROM: ontract Center, P.D. Box 898801 Oklahoma City, OK 73189

October 10, 2013

Specialist Oklahoma City, Oklahoma

SUBJECT: Meeting Minutes for Pre-Bid Conference / Site Visit Solicitation IFBPOS131300001 Federal Transfer Center, Oklahoma 13 Emergency Repair Storm Damage / Project SASX

A Pre-Bid Conference/Site Visit for IFBPOS131300001, Emergency Repair Storm Damage was held in the Training Center at the Federal Transfer Center, Oklahoma City, Oklahoma on October 09, 2013 at 1:00pm. Gary Lewis, Supervisory Contract Specialist, presided over the meeting.

ATTENDANCE:

Representing for the Government:

Gary Lewis, Supervisory Contract Glen Sutton, Facilities Manager Specialist Federal Transfer Center, Federal Transfer Center, Oklahoma City Oklahoma City

Ed Muex, General Forman Christy Curnutt, Contract Federal Transfer Center, Specialist Oklahoma City Federal Transfer Center, Oklahoma City Tom Motley, Facilities

Federal Transfer Center, Oklahoma City

Michael Brown, Facilities Federal Transfer Center, Oklahoma City

John Ross, Facilities Federal Transfer Center, Oklahoma City

Jeff Brown, Facilities Federal Transfer Center, Oklahoma City

Justin Taylor, Facilities Federal Transfer Center, Oklahoma City

Guests:

Bryan Sims Acowen Construction

Randall Roan Airport Tech Support

Clay Ratliff Airport Tech Support

Dana Gross Thyssenkrupp

James Jarred Meridian Contracting

Ken Hunter Cooley Constructors

Vickie Guy Cooley Constructors

Jon Young Hcr GC

Shea Johnson Hcr GC

Clifford Randell, Facilities Federal Transfer Center, Oklahoma City

Stephen Warren, Facilities Federal Transfer Center, Oklahoma City

Bernard Richards, Safety Federal Transfer Center, Oklahoma City

Brandon Downey Downey Contracting

Gecis Ablah Continental Construction

Neil Stepaner Advanced Masonry

Josh Merchant Diversified

Gary Lewis opened the meeting welcoming the contractors and introducing the Government Representatives. Mr. Lewis explained the purpose of the meeting was to familiarize Contractors with the unique circumstances involved with the Emergency Repair of Storm Damage.

Mr. Lewis explained to the guest that if they had any questions with regard to the Statement of Work that once each Government Representative had discussed important issues with regard to their area of expertise, then he would open the meeting up to questions from the guests. He then explained that nothing said at the meeting shall be interpreted as a modification of the Provisions in the solicitation, and that any revisions or changes to the solicitation shall be issued in a formal amendment by the Contracting Officer.

Mr. Lewis then turned the meeting over to Bernie Richards, Environmental and Safety Compliance Manager.

Mr. Richards stated that all OSHA, EPA, DEQ, NEC Regulations must be adhered to. All chemicals used on the job site must have MSDS sheets prior to start of project.

Mr. Lewis stated that all contractors would be required to clear security background checks and adhere to all residency requirements of HSPD 12 prior to beginning work on the project. Mr. Lewis stated that Contractors would be subject to the labor and wage standards within the Davis Bacon Act.

Question from Guest:

How long does it usually take to finish the clearing procedures?

Mr. Lewis stated approximately two weeks.

Mr. Lewis then explained Intoxicating beverages, drugs and weapons are strictly prohibited on Government Property.

Tom Motley, Facilities, stated a tool inventory must be maintained at all times and any changes shall be coordinated with the Contracting Officer Representative. The contractor is responsible for site security and storage of all construction materials, equipment, and tools. The Contractor will be escorted at all times while performing this contract.

Tom Motley asked if there were any questions related to the Scope of Work.

Question from Guest:

Would there be any additional security requirements on the Boarding bridge, i.e. locks on lights, cabinets etcetera?

Mr. Motley stated that at this time no additional security would be added to the Scope of Work.

Question from Guest:

The Scope of Work states hours of work were from 7:30am to 3:30pm Monday through Friday, is there any flexibility with the schedule?

Mr. Motley stated that the hours could be flexible and once the contract was in place just discuss any necessary schedule adjustments with the Contracting Officer's Representative. However there would be no work on weekends or Federal Holidays.

Mr. Motley addressed requirements of the FAA for 1A survey Form 7460

1. He stated it would take approximately 8 weeks to process and Contractor must be approved prior to performing work.

Mr. Motley also discussed the necessity of color matching all paint and bricks to the original structure. He also stated that if Green tinted glass was not available that we would consider alternatives.

Mr. Motley then discussed the necessity of onsite training for operators of the Boarding Bridge.

Question from Guest:

Would you also like to include a line item for maintenance training?

Mr. Motley stated that the Government would consider this and would address any changes to include maintenance training with an amendment to the IFB.

Mr. Motley addressed the need of a site box for storage of tools and reiterated the contractor's responsibility to secure all on site tools.

Mr. Motley stated that an onsite Port-o-potty would be necessary.

Mr. Motley discussed parking and that Contractors would be required to limit the amount of vehicles that entered onto Government property.

Mr. Lewis asked if the Guests had any additional questions. There were no additional questions so the group was escorted to the site of the storm damage.

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