IFBP05141200001 PRE BID CONF SITE VISIT MEETING MINUTES SIGN IN SHEET REPLACE COOLING TOWERS FCI SEAGOVILLE.zip.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

May 31, 2012

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation IFBP05141200001 FCI Seagoville, Texas Replace Cooling Towers

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 May 30, 2012. 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, fax 972-352-4546 or e-mail at dpatton@bop.gov

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

Attachment cc: Pre-Award File

SCS, FCI Seagoville CM, FCI Seagoville Facility Manager, FCI Seagoville Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

PRE-BID CONFERENCE/SITE VISIT MEETING MINUTES

IFBP05141200001

REPLACE COOLING TOWERS

FCI SEAGOVILLE, TEXAS

A PRE-BID CONFERENCE FOR IFBP05141200001 WAS CALLED TO ORDER ON

MAY 30, 2012 AT 9:00 AM AT THE FEDERAL CORRECTIONAL INSTITUTION, STAFF

TRAINING CENTER, SEAGOVILLE, TEXAS. DOUGLAS PATTON, CONTRACTING

OFFICER, FIELD ACQUISITION OFFICE, PRESIDED OVER THE MEETING.

MR. PATTON INTRODUCED HIMSELF AND WELCOMED EVERYONE ON BEHALF

OF THE WARDEN, MAUREEN CRUZ, TO THE PRE-BID CONFERENCE FOR THE

REPLACEMENT OF THE COOLING TOWERS PROJECT.

MR. PATTON PASSED OUT A SIGN IN SHEET FOR EVERYONE TO SIGN.

MR. PATTON STATED THIS IS THE PRE-BID CONFERENCE FOR THE

REPLACEMENT OF THE COOLING TOWERS HERE AT FCI SEAGOVILLE, TEXAS.

THE SOLICITATION NUMBER IS IFBP05141200001.

MR. PATTON INTRODUCED THE ASSOCIATE WARDEN, MS. BARBARA VON

BLANCKENSEE. INTRODUCTIONS WERE MADE FROM THE STAFF AND

CONTRACTORS ATTENDING.

HE STATED THE PURPOSE OF THE MEETING WAS TO FAMILIARIZE BIDDERS

WITH THE REQUIREMENTS AND UNIQUE CIRCUMSTANCES SURROUNDING A

CORRECTIONAL SETTING.

TO EXPLAIN THE SOLICITATION, AS ISSUED, NOT TO FURNISH ADDITIONAL

INFORMATION. IT IS NOT TO BE USED AS A SUBSTITUTE FOR, OR AMEND

DEFECTIVE OR AMBIGUOUS SPECIFICATIONS.

NOTHING SAID HERE WILL BE INTERPRETED AS A CHANGE TO THE

SOLICITATION WITHOUT THE ISSUANCE OF A FORMAL AMENDMENT THROUGH

THE CONTRACTING OFFICER (DOUGLAS PATTON). ANY CURRENT

AMENDMENTS WILL BE DISCUSSED IN A FEW MINUTES.

MINUTES WILL BE RECORDED AND DISTRIBUTED VIA FEDBIZOPPS.

THERE WILL BE A SITE VISIT IMMEDIATELY FOLLOWING THE MEETING -- PLEASE

HOLD YOUR QUESTIONS AND WE WILL ADDRESS THEM WHEN WE ALL RETURN

TO THIS MEETING ROOM. MR. PATTON ESTABLISHED A CUTOFF DATE FOR

QUESTIONS OF THURSDAY, MAY 31, 2012 AT 5:00 P.M. CST. PLEASE PUT YOUR

QUESTIONS IN WRITING AND EMAIL THEM TO dpatton@bop.gov

MR. PATTON INTRODUCED SPECIALTY STAFF.

mailto:dpatton@bop.gov

MR. ROBERT GREEN, ENGINEERING TECHNICIAN, DISCUSSED ISSUES

CONCERNING EMPLOYEE SERVICES. HE DISCUSSED THE PROCEDURES

REGARDING NCIC CHECKS, DOJ RESIDENCY REQUIREMENTS AND SECURITY

BACKGROUND CHECKS.

MR. MANUEL ENRIQUEZ, SAFETY SPECIALIST DISCUSSED REQUIREEMENTS

REGARDING OSHA AND MEDICAL PROCEDURES. A QUESTION WAS ASKED

ABOUT THE PROCEDURES FOR SAFETY EMERGENCIES. MR. ENRIQUEZ

INFORMED THAT 911 SHOULD BE CALLED AND MS. VON BLANCKENSEE

INDICATED THAT THE BOP WOULD ASSIST. A QUESTION WAS ASKED ABOUT

ANY REQUIREMENTS FOR OSHA 10. MS. LITTON RESPONDED IF OSHA

REQUIRES IT THEN IT WOULD BE.

MR. JOESEPH LEEP, LIEUTENANT, REPRESENTED THE

CORRECTIONAL SERVICES DEPARTEMNT AND DISCUSSED REQUIREMENTS

REGARDING SECURITY, INMATES, CONTRABAND, SMOKING, ALCOHOL,

DRUGS, PICTURES, CELL PHONES, CAMERA’S, TOOL CONTROL, ESCORTS,

ENTRANCE/EXIT PROCEDURES, EMERGENCIES, DELAYS, FOG.

DEBRA LITTON, FACILITIES MANAGER, DISCUSSED ISSUES REGARDING

PARKING, MOBILIZATION, TRAILER, GANG BOXES, RESTROOMS, LUNCH.

ALL EQUIPENT WILL REQUIRE STAFF ESCORTS. STAGING WILL BE OUTSIDE THE

REAR GATE. A QUESTION WAS ASKED IF ONE JOB BOX COULD BE

INVENTORIED ONCE AND LEFT TO MINIMIZE IN AND OUT TIME. MS LITTON

RESPONDED THAT THE BOP HAS DONE THAT IN THE PAST. A QUESTION WAS

ASKED IF CAMERA’S WOULD BE ALLOWED. MS. LITTON RESPONDED IT WOULD

HAVE TO HAVE PRIOR SPECIAL APPROVAL BY THE WARDEN AND IN MOST

CASES IT WOULD BE NO. THE BOP CAN TAKE PICTURES AND EMAIL THEM TO

THE CONTRACTOR.

MR. PATTON CALLED ATTENTION TO THE "FRONT COVER PAGE” OF

SOLICITATION OUTLINING THE FORMS AND INFORMATION THAT ARE TO BE

SUBMITTED WITH THE BIDS.

HE DISCUSSED THE BID OPENING DATE AND TIME. THE DEADLINE FOR RECEIPT

OF BIDS IS JUNE 12, 2012, 1:00 PM LOCAL TIME.

HE STATED WHERE BIDS WILL BE RECEIVED AND TIME STAMPED. HAND

CARRIED BIDS TO THE GRAND PRAIRIE OFFICE. BIDS BY MAIL TO THE GRAND

PRAIRIE OFFICE. HE READ THE ADDRESS AND STATED IT WAS LOCATED ON

THE FRONT COVER PAGE AND ON THE STANDARD FORM 1442. HE

EMPHASIZED THAT HIS OFFICE HAS MOVED AND TO NOT DELIVERY BIDS TO

THE OLD OFFICE IN DALLAS AS IN PAST BID OPENINGS.

HE STATED THAT ANY LATE BIDS WILL NOT BE CONSIDERED AND WILL BE

REJECTED.

THE STANDARD FORM 1442 (SF-1442) ARE PAGES 1 AND 2 OF THE

SOLICITATION. THIS FORM IS TO BE SUBMITTED WITH YOUR BID. PLACE

YOUR DUNS NUMBER AND TAX ID# AT BLOCK 10 AND COMPLETE BLOCKS 14-17.

THE COMMODITY OR SERVICES SCHEDULE (PAGE 4) IS TO BE SUBMITTED WITH

YOUR BID. THIS IS JUST ANOTHER PLACE FOR THE PRICE TO BE ENTERED.

MR. PATTON SAID THAT THE BID PRICE SHOULD BE ON THE SF-1442 AND TO

PLACE IT HERE ALSO BUT IF IT IS NOT INCLUDED HERE THAT HE WOULD NOT

REJECT THE BID BECAUSE OF IT, AS LONG AS THE PRICE IS ON THE SF-1442 OR

IN EITHER ONE PLACE BUT BOTH IS PREFERRED.

MR. PATTON STATED THE BID GUARANTEE FORMS ARE LOCATED AT SECTION 5

– ATTACHMENTS, ITEMS 4. THE STANDARD FORM 24 (BID BOND) (IS THE

PREFERRED METHOD) OR STANDARD FORM 28 (AFFIDAVIT OF INDIVIDUAL

SURETY). THE BID GUARANTEE MUST BE SUBMITTED WITH THE BID OR YOUR

BID WILL BE REJECTED. HE STATED THAT A BID GUARANTEE IS NOT REQUIRED

FOR BIDS UNDER $150,000.00.

THE REPRESENTATIONS AND CERTIFICATIONS ARE LOCATED AT SECTION 7,

PAGES 25-29.

THIS ACQUISITION IS A 100% SMALL BUSINESS SET ASIDE

THE NAICS CODE = 238220 – PLUMBING, HEATING & A/C CONTRACTORS

THE SIZE STANDARD = $14 MILLION

MR. PATTON DISCUSSED PROVISION 52.204-8, ANNUAL REPRESENTATIONS

AND CERTIFICATIONS AND STATED THIS SHALL BE SUBMITTED WITH YOUR BID

(PAGES 25-27)

MR. PATTON DISCUSSED THE ON LINE REPRESENTATIONS AND

CERTIFICATIONS (ORCA) AT HTTPS://ORCA.BPN.GOV/ - CONTRACTORS HAVE TO

COMPLETE ELECTRONICALLY IN ORCA THE REPRESENTATIONS AND

CERTIFICATIONS THAT APPLY TO EACH SOLICITATION AND UPDATE AS

NECESSARY AND AT LEAST ANNUALLY.

ORCA INCLUDES SOCIO-ECONOMIC REPS AND CERTS SUCH AS 52.219-1, SMALL

BUSINESS PROGRAM REPRESENTATIONS - ENSURE YOUR ORCA IS UPDATED

WITH NAICS 238220. DO NOT CHECK ANY BLOCKS AT (b) (2) OF THE PROVISION AT 52.204-8. A CONTRACTOR WOULD REVISE ITS RESPONSE AT 52.204-8(d) IF

THE RESPONSE IN ORCA IS NOT CORRECT FOR THE PRESENT SOLICITATION.

CONTRACTORS CAN SUBMIT ORCA WITH THEIR BID.

COMPLETE IN ITS ENTIRETY (AS APPLICABLE) FAO PROVISIONS 0023 AND 0024

(PAGES 27–29) AND SUBMIT WITH YOUR BID

MR. PATTON DISCUSSED ANY AMENDMENTS TO DATE. AMENDMENTS MUST

BE ACKNOWLEDGED IN ACCORDANCE WITH THE INSTRUCTIONS IN BLOCK

ELEVEN (11) ON THE STANDARD FORM 30, AMENDMENT OF

SOLICITATION/MODIFICATION OF CONTRACT FORM. AMENDMENT #1 WAS

ISSUED TO SCHEDULE A PRE-BID CONFERENCE/SITE VISIT.

MR. PATTON DISCUSSED THE CENTRAL CONTRACTOR REGISTRATION (CCR),

DUNS AND TAX ID#: CONTRACTORS MUST BE REGISTERED IN THE CENTRAL

CONTRACTOR REGISTERATION (CCR). INSTRUCTIONS FOR REGISTRATION IN

THE CCR CAN BE FOUND AT WWW.CCR.GOV IN ORDER TO REGISTER YOU MUST

HAVE A DUNS NUMBER. YOU CAN OBTAIN A DUNS FROM DUN AND

BRADSTREET AT WWW.DNB.COM OR BY CALLING 800-333-0505. PLACE YOUR

DUNS NUMBER AND TAX ID# ON THE SF-1442 AT BLOCK 10.

MR. PATTON DISCUSSED THE MILLER ACT, PERFORMANCE AND PAYEMNT

BONDS AT PAGE 5, FAO CLAUSE 0001. THE MILLER ACT APPLIES ON

ACQUISITIONS OVER $150,000 FOR THE REQUIREMENT OF PERFORMANCE &

PAYMENT BONDS. THESE BOND FORMS ARE ISSUED TO THE CONTRACTOR AT

TIME OF AWARD. (STANDARD FORMS (SF)-25 AND SF-25A)

DAVIS BACON INFORMATION CAN BE LOCATED AT PAGE 19, SECTION 5 –

ATTACHMENTS, ITEM #1. THIS CONTRACT IS SUBJECT TO THE DAVIS BACON

ACT. ALL APPLICABLE WORKERS MUST BE PAID ACCORDING TO THE TERMS

OF THE WAGE DECISION.

MR. PATTON DISCUSSED HIRING GOALS AT PAGE 21, FAR CLAUSE 52.222-23.

HIRING GOALS FOR THIS PROJECT ARE 18.2% FOR MINORITIES AND 6.9% FOR

FEMALES -- A "GOOD FAITH" EFFORT SHOULD BE PUT FORTH BY THE

CONTRACTOR TO ACHIEVE THESE GOALS.

MR. PATTON STATED THE CONTRACTOR IS RESPONSIBLE FOR ANY LICENSING

OR PERMITS THAT ARE REQUIRED, SUCH AS BUILDING PERMITS ETC.

MR. PATTON STATED THE MAGNITUDE OF THIS PROJECT IS BETWEEN $100,000

AND $250,000. THIS PROJECT IS NOT TAX EXEMPT. THE GOVERNMENT WILL

NOT ISSUE TAX EXEMPTION CERTIFICATES. IT IS THE CONTRACTORS

RESPONSIBILITY TO DETERMINE IF THEY ARE TAX EXEMPT. CONTRACTORS

SHOULD INCLUDE ANY/ALL APPLICABLE TAXES IN THEIR BID. THE

CONTRACTOR MAY CONTACT THE STATE COMPTROLLERS OFFICE TO

DETERMINE/OBTAIN ANY TAX EXEMPTIONS IF THEY ARE APPLICABLE.

MR. PATTON STATED THE PROJECT WILL CONSIST OF EIGHT HOUR WORK

DAYS, MONDAY THROUGH FRIDAY EXCLUDING FEDERAL HOLIDAYS. THE

WORK DAY MAY NOT CONSTITUTE A FULL EIGHT HOUR DAY DUE TO SECURITY

PROCEDURES.

MR. PATTON STATED THE COMPLETION PERIOD IS LOCATED ON BLOCK 11 OF

THE SF-1442 AND PAGE 16 FAR CLAUSE 52.211-10 AND/OR ANY AMENDMENTS.

THE CONTRACT COMPLETION PERIOD IS 150 CALENDAR DAYS AFTER

RECIEVING THE NOTICE TO PROCEED.

HE STATED THIS IS WHEN THE CLOCK STARTS FOR THE CONTRACT

PERFORMANCE PERIOD. THE CONTRACTOR NEEDS TO BE ON SITE WITH IN 10

DAYS AFTER NOTICE TO PROCEED. DON’T WASTE THE 10 DAYS. IF YOU ARE

NOT ON SITE YOU ARE IN DEFAULT AND WILL BE ISSUED A CURE NOTICE, THEN

A SHOW CAUSE NOTICE IF THE CURE IS NOT CORRECTED. THE CONTRACTOR

WILL BE DEFAULTED IF THE SHOW CAUSE IS NOT VALID. THE NOTICE TO

PROCEED IS ISSUED AFTER AWARD USUALLY AT THE PRE-CONSTRUCTION

MEETING. THE NCIC PROCESSING TIME IS BUILT INTO THE PERFORMANCE

PERIOD. IT COULD TAKE UP TO 10 CALENDAR DAYS FOR NCIC CLEARANCES.

THE CONTRACTOR CAN BE MOBILIZING, ORDER EQUIPMENT, SUBMITTING

SUBMITTALS ETC. WHILE WAITING ON NCIC CLEARANCES. HE STATED THAT

MRS. JOHNSON, THE ADMINISTRATIVE CONTRACTING OFFICER WILL BE THE

ONE CONTACTING THE SUCCESSFUL CONTRACTOR TO SET UP THE PRE

CONSTRUCTION MEETING.

MR. PATTON STATED THAT TIME EXTENSIONS FOR INCLEMENT WEATHER WILL

NOT BE GRANTED UNLESS THE WEATHER IS UNUSUALLY SEVERE AND

ABNORMAL IN COMPARISON TO PRIOR YEARS. HE STATED THAT MRS.

JOHNSON, THE ADMINISTRATIVE CONTRACTING OFFICER WILL BE MONITORING

THE WEATHER DAYS.

MR. PATTON STATED THAT LIQUIDATED DAMAGES FOR THIS PROJECT ARE IN

THE AMOUNT OF $1,083.69 PER CALENDAR DAY OF DELAY AFTER SCHEDULED

COMPLETION.

HE STATED THAT A PRE-CONSTRUCTION CONFERENCE IS REQUIRED AFTER

THE CONTRACT IS AWARDED AND WILL BE SCHEDULED ACCORDINGLY.

HE STATED THAT PROGRESS MEETINGS WILL BE SCHEDULED MONTHLY.

APPLICATION FOR PAYMENTS ARE TO BE SUBMITTED ON AIA G702 AND 702A

(CONTINUATION) OR THE CONTRACTORS OWN FORM AS LONG AS THE

INFORMATION IS SIMILAR TO THE G702. CONTRACTORS CAN GET THE G702

FORM FROM AMERICAN INSTITUTE OF ARCHITECTS OR FROM THE BOP.

EVERYONE WENT ON A TOUR TO VISIT THE SITE. THE MEETING WAS

ADJOURNED AT APPROXIMATELY 10:45 A.M.