IFBP05141700001_PRE_BID_CONF_MEETING_MINUTES.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

June 15, 2017

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation IFBP05141700001 FCI Seagoville, Texas

Expand Front Entry

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 Wednesday, June 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, FCI Seagoville COR, FCI Seagoville Facility Manager, FCI Seagoville Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

PRE-BID CONFERENCE/SITE VISIT MEETING MINUTES

IFBP05141700001

EXPAND FRONT ENTRY

FCI SEAGOVILLE, TEXAS

A PRE-BID CONFERENCE FOR IFBP05141700001 WAS CALLED TO ORDER ON

JUNE 14, 2017 AT 9:00 AM AT THE FEDERAL CORRECTIONAL INSTITUTION,

SEAGOVILLE, TEXAS. TAMMIE JOHNSON , SUPERVISORY CONTRACT

SPECIALIST, PRESIDED OVER THE MEETING.

MRS. JOHNSON ENSURED EVERYONE SIGNED SIGN IN SHEET AND RECEIVED

AN AGENDA.

MRS.JOHNSON INTRODUCED HERSELF AND WELCOMED EVERYONE ON

BEHALF OF WARDEN D. J. HARMON , TO THE PRE-BID CONFERENCE FOR

EXPANSION OF THE FRONT LOBBY AT FCI SEAGOVILLE.

INTRODUCTIONS WERE MADE FROM THE BOP STAFF AND INTERESTED

CONTRACTORS IN ATTENDANCE.

MRS. JOHNSONN STATED THIS IS THE PRE-BID CONFERENCE FOR THE

EXPANSION OF THE FRONT ENTRY AT FCI SEAGOVILLE, TEXAS. SOLICITATION

NUMBER IFBP05141700001 .

SHE STATED THE PURPOSE OF THE MEETING WAS TO FAMILIARIZE BIDDERS

WITH THE REQUIREMENTS AND UNIQUE CIRCUMSTANCES SURROUNDING A

CORRECTIONAL ENVIRONMENT AND TO EXPLAIN THE SOLICITATION , AS

ISSUED AND THAT THIS CONFERENCE WAS NOT TO FURNISH ADDITIONAL

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

DEFECTIVE OR AMBIGUOUS SPECIFICATIONS.

SHE EXPLAINED THAT NOTHING SAID HERE WILL BE INTERPRETED AS A

CHANGE TO THE SOLICITATION WITHOUT THE ISSUANCE OF A FORMAL

AMENDMENT THROUGH THE AWARDING CONTRACTING OFFICER (DOUGLAS

PATTON AT THE FIELD ACQUISITION OFFICE).

SHE INFORMED CONTRACTORS THAT MINUTES OF THIS MEETING WILL BE

RECORDED AND DISTRIBUTED VIA FEDERAL BUSINESS OPPORTUNITY

(FEDBIZOPPS) AT WWW.FBO.GOV

MRS. JOHNSON INFORMED THE CONTRACTORS THAT THERE WILL BE A SITE

VISIT IMMEDIATELY FOLLOWING THE MEETING AND TO HOLD THEIR TECHNICAL

QUESTIONS UNTIL THEN . SHE ALSO INFORMED THEM THAT IF QUESTIONS

COULDN'T BE ANSWERED FROM THE SITE VISIT AND/OR CLARIFIED, THEY

SHOULD EMAIL THEIR QUESTIONS TO: DOUGLAS V. PATTON, CONTRACT

SPECIALIST AT THE FIELD ACQUISITION OFFICE AT dpatton@bop.gov. THE

CUTOFF FOR ALL QUESTIONS IS JUNE 20, 2017 AT 3:00 PM.

MRS. JOHNSON INTRODUCED SPECIALTY STAFF:

MARK CHRISTIAN, SAFETY SPECIALIST, DISCUSSED OSHA REQUIREMENTS AND

STATE AND FEDERAL REGULATIONS PERTAINING TO A SAFE CONSTRUCTION

SITE.

ROBERT HONSTED, GENERAL FOREMAN DISCUSSED SECURITY

PROCEDURES, WORKING IN AN ENVIRONEMTN WITH INMATES, STAFF

ESCORTS PROCEDURES, CONTRABAND, ALCOHOL AND DRUG USE

ON THE GOVERNMETN PROPERTY, CAMERAS AND TAKING PICTURES, CELL

PHONES, TOOL ACCOUNTABILITY, WORK DELAYS, PARKING, MOBILIZATION,

GANG BOXES, RESTROOMS, LUNCH BREAKS,

MONICA LIMBRICK, HUMAN RESOURCE MANAGER DISCUSSED BACKGROUND

INVESTIGATIONS, CLEARANCE PROCEDURES, AND DOJ RESIDENCY

REQUIREMENTS.

MRS. JOHNSON BEGAN TO HIGHLIGHT IMPORTANT INFORMATION ON THE

COVER PAGE AND IN THE SOLICATION.

SHE DISCUSSED THE BID OPENING DATE , TIME, AND PROCESS: THE DEADLINE

FOR RECEIPT OF BIDS IS JUNE 29, 2017, 1 :00 PM CST AT WHICH TIME BIDS WILL

BE OPENED. SHE INFORMED CONTRACTORS THAT HAND CARRIED BIDS AND

BIDS MAILED THROUGH THE USPS/OR A CARRIER SHALL BE DELIVERED TO

DOUGLAS V. PATTON , CONTRACT SPECIALIST AT THE FIELD ACQUISITION

OFFICE. (FAQ ADDRESS: FRONT COVER PAGE AND BLOCKS 7 AND 8 OF THE

SF-1442). BIDS WILL BE TIME STAMPED UPON RECIEPT. LATE BIDS WILL NOT

BE CONSIDERED AND WILL BE REJECTED. BIDDERS WERE TO LEG/ALBY

COMPLETE AND SUBMIT PAGES 1, 2, 4, AND PAGES 30 THROUGH 32 OF THE SF

1442 WITH YOUR BID.

MRS. JOHNSON DISCUSSED THE BONDS REQUIRED FOR THIS SOLICATION. SHE

INFORMED THE CONTRACTORS THAT BID BOND MUST BE SUBMITIED WITH

YOUR BID. THE BID BOND MUST BE 20% OF YOUR BID PRICE AND NOT TO

EXCEED $3,000,000.00. THE BID BOND FORM IS LOCATED AT SECTION 5 OF THE

SOLICATION (ATTACHMENTS - STANDARD FORM 24. A PERFORMANCE AND

PAYMENT BOND MUST BE SUBMITTED WITHIN 10 DAYS AFTER NOTIFICATION OF

AWARD.

THE REPRESENTATIONS AND CERTIFICATIONS ARE LOCATED AT SECTION 7,

PAGES 30-32.

THIS ACQUISITION IS A 100% SMALL BUSINESS SET ASIDE

THE NAICS CODE= 236220 - COMMERCIAL AND INDUSTIRAL BUILDING

CONSTRUCTION

THE SIZE STANDARD= $36.5 MILLION

MRS. JOHNSON EXPLAINED HOW TO DETERMIN IF YOUR COMPANY IS A SMALL

BUSINESS UNDER THIS NAICS CODE.

MRS. JOHNSON DISCUSSED PROVISION 52.204-8, ANNUAL REPRESENTATIONS

AND CERTIFICATIONS AND STATED THIS SHALL BE SUBMITTED WITH YOUR BID

(PAGES 30-32)

MRS. JOHNSON DISCUSSED THE ON LINE REPRESENTATIONS AND

CERTIFICATIONS- SYSTEM FOR AWARD MANAGEMENT SYSTEM - (SAMS)

WWW.SAMS.GOV - CONTRACTORS MUST BE REGISTERED IN SYSTEM FOR

AWARD MANAGEMENT SYSTEM (SAMS) - WWW.SAM.GOV AND YOUR SOCIO

ECONOMIC REPS AND CERTS MUST BE UPDATED . ENSURE YOUR SAMS

REGISTRATION IS UPDATED WITH NAICS 236220. THE GOVERNMENT CAN NOT

MAKE AN AWARD TO CONTRACTORS ON THE GOVERNMENTS EXCLUDED

PARTIES LIST (EPLS).

MRS. JOHNSON STATED THERE ARE NO AMENDMENTS TO THE SOLICIATION

AS OF TODAY: 06/14/2017 AND THAT IF THERE ARE AMMENDMENTS -

AMENDMENTS MUST BE ACKNOWLEDGED IN ACCORDANCE WITH THE

INSTRUCTIONS IN BLOCK ELEVEN ON THE STANDARD FORM 30, AMENDMENT

OF SOLICITATION/MODIFICATION OF CONTRACT FORM.

MRS. JOHNSON DISCUSSED THAT CONTRACTORS MUST BE REGISTERED IN

SYSTEM FOR AWARD MANAGEMENT (SAMS) . INSTRUCTIONS FOR

REGISTRATION IN THE SAMS CAN BE FOUND AT WWW.SAM.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. YOUR

LOCAL (PTAC) PROCUREMENT TECHNICAL ASSISTANCE CENTER MAY BE ABLE

TO ASSIST IF YOU HAVE PROBLEMS. PLACE YOUR DUNS NUMBER AND TAX ID#

ON THE SF-1442 AT BLOCK 10. THE GOVERNMENT CAN NOT MAKE AWARDS TO

CONTRACTORS ON THE GOVERNMENTS EXCLUDED PARTIES LIST (EPLS).

MRS. JOHNSON DISCUSSED THE MILLER ACT, PERFORMANCE AND PAYEMNT

BONDS AND STATED THIS CONTRACT IS SUBJECT TO THE MILLER ACT. THE

CONTRACTOR SHALL EXECUTE AND SUBMIT PERFORMANCE AND PAYMENT

BONDS TO THE ADMINISTRATIVE CONTRACTING OFFICER WITHIN 10 DAYS

AFTER AWARD (PAGE 8, SECTION FA0-001 BONDS)

MRS. JOHNSON DISCUSSED THE DAVIS BACON INFORMATION AND STATED

THIS CONTRACT IS SUBJECT TO THE DAVIS BACON ACT. THIS CONTRACT IS

SUBJECT TO THE DAVIS BACON ACT. ALL APPLICABLE WORKERS MUST BE

PAID ACCORDING TO THE TERMS OF THE DEPARTMENT OF LABOR WAGE

GRADE DECISION : TX170291 DATED 04/14/2017 TX291 OR AS UPATED VIA

AMENDMENT{S) , IF ANY. THE CONTRACTING OFFICER WILL BE CONDUCTING

RANDOM WAGE GRADE INTERVIEWS WITH WORKERS AND VERIFYING WAGE

RATES AGAINST CERTIFIED PAYROLL THROUGHOUT THE DURATION OF THE

PROJECT.

MRS. JOHNSON DISCUSSED THE HIRING GOALS FOR THIS PROJECT WHICH

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.

MRS. JOHNSON STATED THE CONTRACTOR IS RESPONSIBLE FOR ANY

LICENSING OR PERMITS THAT ARE REQUIRED.

MRS. JOHNSON STATED THE MAGNITUDE OF THIS PROJECT IS BETWEEN

$250,000 AND $500,000K. 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 APPLICABLE.

MRS. JOHNSON 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.

MRS. JOHNSON STATED THE COMPLETION PERIOD IS 365 CALENDAR DAYS

AFTER RECIEVING THE NOTICE TO PROCEED. THE NOTICE TO PROCEED WILL

BE ISSUED AT THE PRE-CONSTURCTION MEETING, WHICH IS TYPICALY 10 DAYS

AFTER AWARD. THIS IS WHEN THE CLOCK STARTS FOR THE CONTRACT

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

DAYS AFTER GIVEN THE N-T-P. IF YOU ARE NOT ON SITE WITHIN 10 DAYS AFTER

BEING GIVEN THE NTP, YOU WILL BE IN DEFAULT AND WILL BE ISSUED A CURE

NOTICE; IF THE DEFAULT IS NOT RECTIFIED YOU WILL BE ISSUED A SHOW

CAUSE NOTICE; IF THE SHOW CAUSE IS NOT VALID, THE CONTRACT WILL BE

TERMINATED FOR DEFAULT AND WILL BE REPORTED IN CONTRACTOR

PERFORMANCE ASSESSMENT REPORTING SYSTEM (CPARS). EVENTHOUGH

THE SECURITY CLEARANCE PROCESS IS BUil TINTO THE PERFORMANCE

PERIOD, THIS PROCESS CAN START !MEDIATELY AFTER NOTIFICATION OF

AWARD. ALSO THE CONTRACTOR CAN BE MOBILIZING, ORDERING

EQUIPMENT, ETC. DURING THIS 10 DAY PERIOD, MUST SHOW PROGRESS

DURING THIS PERIOD.

MRS. JOHNSON STATED THAT TIME EXTENSIONS FOR INCLEMENT WEATHER

WILL NOT BE GRANTED UNLESS THE WEATHER IS UNUSUALLY SEVERE AND

ABNORMAL IN COMPARISON TO PRIOR YEARS AND SHE WILL BE MONITORING

THE WEATHER DAYS.

MRS. JOHNSON STATED THAT LIQUIDATED DAMAGES FOR THIS PROJECT ARE

IN THE AMOUNT OF $1 ,121.17 PER CALENDAR DAY OF DELAY AFTER

SCHEDULED COMPLETION

SHE STATED THAT A PRE-CONSTRUCTION CONFERENCE IS REQUIRED AFTER

THE CONTRACT IS AWARDED AND WILL BE SCHEDULED ACCORDINGLY.

TYPICALLY THIS IS SCHEDULED AS CLOSE TO THE 10 DAYS AFTER THE DATE OF

AWARD BECAUSE THIS IS WHEN THE CONTRACTOR'S BONDS ANO INSURANCE

ARE DUE ANO THE NOTICE TO PROCEED IS ISSUED, WHICH STARTS THE

PERFORMANCE PERIOD. IT IS BEST TO START THE SECUIRTY CLEARACE

PROCESS SOON AFTER NOTIFICATION OF AWARD.

SHE STATED PROGRESS MEETINGS WILL BE SCHEDULED MONTHLY

THORUGHOUT THE DURATION OF THE PROJECT. APPLICATION FOR

PAYMENTS ARE TO BE SUBMITTED ON AIA G702 AND G702A (CONTINUATION)

OR THE CONTRACTOR'S OWN FORM AS LONG AS THE INFORMATION IS SIMILAR

TO THE G702. CONTRACTORS CAN GET THE G702 FORM FROM AMERICAN

INSTITUTE OF ARCHITECTS .

THE MEETING WAS ADJOURNED AT APPROXIMATELY 9:45 A.M. AND EVERYONE

WENT ON A TOUR TO VISIT THE SITE.

Digitally signed by TAMMIE

JOHNSON

TAM M I E DN: c= US, o=U.S. Government, ou= Dept of Justice, ou= BOP, en= TAMMIE JOHNSON, J 0 H N So N 0.9.2342.19200300.100.1 .1= 15 001002975512 Date: 2017.06.15 13:01 :57 -05'00'

NAME

gir

TITLE

Cr-c,o i2A1

(AAA; 1 7041‘E 4, et-fr Cit.; CA.

U

/,-3P/P

SIGN IN REGISTER

PREBID CONFERENCE

SITE VISIT

June 14, 2017 9:00 AM CST

PROJECT: EXPAND FRONT LOBBY

FCI SEAGOVILLE, TEXAS

SOLICITATION: IFBP05141700001 (Project 5B9B)