IFBP05171200002 PRE BID MIN REP SEC FENCING FDC HOU.pdf

Pre-Bid Conference/Site Visit Meeting Minutes

Federal Detention Center

Repair Security Fencing

The pre-bid conference/site visit for IFBP05171200002, Repair

Security Fencing on Recreation Decks at FDC Houston, Texas was held in the Warden’s Conference room on June 12, 2012 at 9:00 a.m. The following representatives were present:

CONTRACTOR REPRESENATIVES COMPANY

Robert Mendez Mendez Welding & Contracting

Anthony Davis W.A. Robbins

Don Monk Acumen Inc.

Ghislaine Narcisse Unity Contractor Services

Lee Gooch Unity Contractor Services

GOVERNMENT REPRESENTATIVES POSITION

Jim Seratt Senior Contract Specialist

Greg Rhodes General Foreman

Pierre Lucas Maintenance Supervisor

Scott Fauver Captain

Manuel Contreras Safety Specialist

Lynn Roberts Safety Manager

Art Sturges Business Administrator

Henrietta Johnson Contract Specialist

Jim Seratt, Senior Contract Specialist, chaired this meeting.

The meeting opened with Mr. Seratt welcoming the contractors and introducing the Government representatives.

Mr. Seratt made the following points:

Minutes of this meeting will be taken and posted at www.fbo.gov for all prospective contractors to review.

Any changes to the solicitation document must be in writing. Nothing said at this meeting or during the site visit will in any way change the solicitation document. If the Government determines that changes to the solicitation file://HOUC_HOME_SERVER/HOME/HOME/BOP27104/Project%205A1M-%20Fence%20Repair/www.fbo.gov%20 document are needed, they will be done in the form of an amendment and posted at www.fbo.gov for all prospective contractors to review.

There will be a site visit immediately following this meeting. Please hold your questions and we will address them all when we return to this meeting room. That way all questions and answers can be documented in the meeting minutes and posted at www.fbo.gov for all prospective contractors to review.

The Contract Monitor for this project is Mr. Pierre Lucas.

Mr. Lucas will serve as the liaison between the contractor and the Contracting Officer during the performance phase of the contract. However, Mr. Lucas will not have the authority to authorize any changes to the solicitation or contract. All changes must be made in writing by a

Contracting Officer.

The deadline for receipt of bids is Friday, June 29 at 1:00 p.m. (local time). Bids determined to be late will not be considered.

Bids may be hand carried or delivered Contracting Officer, Doug Patton at the following address: Federal Bureau of

Prisons, Field Acquisition Office, U.S. Armed Forces

Reserve Complex, 346 Marine Forces Drive, Grand Prairie, Texas 77051. ATTN: Douglas Patton.

Preparing the Bid –

The total bid price, inclusive of all labor, material, and equipment, should be entered into box 17 on the SF 1442;

Acknowledge any amendments in box 19;

Type name and title in box 20a. Sign box 20b. Date box

20c.

Ensure that Contractor’s Centralize Registration (CCR) information is complete and accurate and that account is active and valid and that NAICS code 238990 is listed.

(www.ccr.gov)

Ensure that Online Representations and Certifications

(ORCA) are accurate and complete (www.orca.gov) and that

NAICS code 238990 is listed.

Things to consider before submitting a bid – file://HOUC_HOME_SERVER/HOME/HOME/BOP27104/Project%205A1M-%20Fence%20Repair/www.fbo.gov%20 http://www.fbo.gov/ file://HOUC_HOME_SERVER/HOME/HOME/BOP27104/Project%205A1M-%20Fence%20Repair/www.ccr.gov file://HOUC_HOME_SERVER/HOME/HOME/BOP27104/Project%205A1M-%20Fence%20Repair/www.orca.gov

Please carefully review clause FAO-0001, Bonds, on page 5 of the solicitation. This clause directs the contractor on what type of bonds must be submitted. The types of bonds required vary according to the bid amount so review this clause closely.

The contractor will be required to submit an insurance certificate to the Contracting Officer within 10 calendar days of award.

The Notice to Proceed will be issued following the Pre-

Construction Meeting and the submission of all applicable bonds, insurance, etc. Work shall commence within 10 days after the Notice to Proceed is issued by the Contracting

Officer.

Work shall be completed within 120 calendar days after the

Notice to Proceed is issued.

Work hours shall be 8 hours per day, Monday through Friday, excluding federal holidays.

The Government will access liquidated damages in the amount of $561.04 per day for each calendar day of delay if the contractor fails to complete the work within the 120 calendar days allotted in contract.

Time extensions for inclement weather will not be granted unless the weather is unusually severe and abnormal in comparison to prior years.

This contract is subject to the Davis Bacon Act. All employees working on this project shall be paid in accordance with the Wage Rate Determination found in the solicitation document.

Certified payrolls will be required of the general contractor and any subcontractors. These payrolls will be submitted to the Contracting Officer weekly.

The magnitude of this project is between $100,000 and

$250,000.

The project is not tax exempt. The Government will not issue tax exemption certificates. Contractors should include any taxes in the total quote price.

Safety Manager - We follow all OSHA, NFPA, and EPA guidelines. If I see a safety violation I will bring it to the attention of the Contract Monitor. If you will be using any hazardous chemicals, a MSDS sheet must be in your possession.

Captain – All contractors will be processed through the rear gate. It is recommended the contractor utilize a gang tool box so that all tools can be stored on site. This will eliminate the delay of processing tool inventories each morning. Lunch will be coordinated through the

Contract Monitor. It is suggested contractors bring their lunch so they will not have to leave the work site. A restroom and water fountain is available, but contractors must be escorted at all times when leaving the work site.

A site visit to the roofs of the 2 nd and 7 th floors and the recreation decks on the 5 th floor was conducted. After returning from the site visit, the table was opened up for questions from the contractors. Below are the questions asked by contractors.

The question that was asked is listed first, followed by the

BOP’s answer in bold. I have also identified whether it is just a mere clarification or an amendment item (something that has changed, been added or deleted).

Can all our supplies, scaffolding, etc. be placed on the roof of the second floor? Yes. Supplies can be stored on the second floor. At the end of the work day, tools must either be secured in a lockbox or removed from the property. Clarification.

What is the plan for the sprinklers that run along the roof of the SHU recreation deck during the work in that area? The water will be turned off and the heads will be capped during work.

Clarification.

The statement of work says that there are “approximately 164 woven rod panels covering 4400 square feet.” I counted 184 panels. Will the SOW be amended? Contracting Officer, Doug

Patton advises all contractors to periodically review www.fbo.gov for amendments/clarifications to the SOW.

Clarification.

Does the Government want the contractor to sandblast and prep the frames? The project requirements were discussed in the http://www.fbo.gov/

Statement of Work, Section H, “General Project Requirements.”

Structural metal support is included in the areas that must be cleaned, prepped, and painted. Clarification.

The pre-bid conference and site visit was adjourned at approximately 10:40 a.m.

//s//

Jim D. Seratt

Senior Contract Specialist cc: Fedbizopps

Contract Monitor