IFBP05171300001_PRE_BID_CONF_MEET_MINUTES.pdf

Field Acquisition Office

ATTN:

RE:

ALL BIDDERS

Minutes of Pre-bid Conference Solicitation IFBP05171300001 FDC Houston, Texas

U.S. Department of justice

Federal Bureau of Prisons Administrative Division

Grand Prairie, Texas 75051

May31,2013

Upgrade Programmable Logic Controller

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, May 30, 2013.

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 972-352-4545 or e-mail at dpatton@bop.gov

Sincerely, ou tton 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, FDC Houston COR, FDC Houston Facility Manager, FDC Houston Regional Facilities Administrator, SCRO

Pre-Bid Conference/Site Visit Meeting Minutes

Federal Detention Center

Upgrade Programmable Logic Controller

The pre-bid conference/site visit for IFBP05171300001, Upgrade Programmable Logic Controller at FDC Houston, Texas was held in the Warden's Conference room on May 30, 2013 at 9:00 a.m. The following representatives were present:

CONTRACTOR REPRESENATIVES

Richard Anderson Travis Gregg Kenny McRae Kurt Potts Ray Santellana Terry Sims Mike Suriano

GOVERNMENT REPRESENTATIVES

Art Sturges Jim Seratt Greg Rhodes Roy Breneman Scott Fauver Ed Sherwood Lynn Roberts Henrietta Johnson Vid Parsan

COMPANY

Solid State Automation Solid State Automation DPS Group Secure Automation

NCS

BBA Construction Norment Security Group

POSITION

Business Administrator Senior Contract Specialist General Foreman Maintenance Supervisor Captain Electronic Technician Safety Manager Contract Specialist Facilities Manager

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 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 and acknowledge.

The Contracting Officer's Representative (COR) for this project is Mr. Roy Breneman. Mr. Breneman will serve as the liaison between the contractor and the Contracting Officer during the performance phase of the contract. However, Mr. Breneman 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 Tuesday, June 18 at 1:00 p.m. (local time). Bids determined to be late will not be considered.

Bids may be hand carried or delivered to the 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: Doug Patton.

Things to consider before submitting a bid -

Contractors must be registered in the System for Award Management (SAM) in order to be considered for award. Ensure that your registration includes the NAICS code 238210, Electrical Contractors and Other Wiring Installation Contractors. The size standard for this NAICS code is $14 million in annual gross receipts. (www.sam.gov)

Preparing the Bid -

Block 10 - include your DUNS number and TIN.

Complete blocks 14-20c; ensure that you acknowledge each amendment posted to www.fbo.gov in block 19, if applicable.

Please carefully review the instructions regarding bonds on pages 5-6 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.

After the Contract Award -

Within a reasonable time after contract award, I will be conducting a Pre-Construction Conference with the awardee.

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

The Notice to Proceed will be issued after the Pre-Construction Meeting. Work shall commence within 7-10 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. Alternate work schedules are a possibility if they can be mutually agreed upon by the contractor and Government.

The Government will access liquidated damages in the amount of $1046.92 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.

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

Mr. Seratt turned over the floor to the Safety Manager and Captain to discuss working within a correctional setting.

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 COR. If you will be using any hazardous chemicals, a MSDS sheet must be in your possession.

important. If you plan to do any COR so that I can be made aware.

Fire safety is extremely hot work, please notify the

Captain - You saw this morning the time consuming process of entering this building. It is recommended the contractor utilize a gang tool box so that all tools can be stored on site or have inventory lists completed prior to entering the building. The COR can provide you the necessary form to complete these inventories. This will cut down some lost time each morning. No cell phones are allowed inside of the institution. If you need to utilize a phone, one will be provided to you. 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 Communication Room, Control Center, and Communications Closets on the 3rd, 4th, sth, 6th, and 7th floors 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) .

Do you have room onsite for materials storage?

Yes. Materials can be stored in the Communications Room on the first floor. At the end of the work day, tools must either be secured in a lockbox in the Communications Room or removed from the property. Clarification.

Will we be escorted by a staff member at all times?

Yes. Contractors will be escorted and will not have contact with the inmate population. Clarification.

Have escorts been dedicated to this job or will there be times that no one is available to escort us and we can't work; i.e., after normal working hours when testing will need to be conducted?

Staff will always be available to escort the contractors. If the contractor needs access to the job site outside of normal working hours, the Government needs a 72 hour advance notice to be submitted in writing to the COR. When this change of working hours is mutually agreed upon by the Contractor and Government, staff will be made available to escort. Clarification.

How long will the Government take to process the background clearances?

For a low risk, short term clearance, the Government estimates it will take 30 days from the time the required paperwork is correctly completed to process the background clearances.

Clarification.

Considering the significance of the liquidated damages, will the Government consider postponing the issuance of the Notice to

Proceed until after the background clearances have been obtained?

No. The Notice to Proceed will be issued within 7-10 days of the Pre-Construction Meeting. Clarification.

Can we send in submittals prior to the issuance of the Notice to Proceed?

Yes. You may send in your submittals after you have received the notice of award. Clarification.

Does the Government want us to interface the upgrades system with the existing equipment as we go or wait until the end and integrate at one time?

The contractor should integrate the systems as the work progresses. Clarification.

What is the acceptable downtime of the PLC system during this integration process?

The Government requests 24 hour notice of scheduled downtime of the PLC system. The downtime cannot exceed two hours.

Clarification.

Can we re-use existing piping to run wire?

Yes. Clarification.

There is a 60-90 day lead time for delivery of the materials.

Will the Government consider extending the performance period from 120 days to 180 days?

After consideration, the Government has decided to extend the performance period to 180 days. This change will be issued in the form of an amendment and posted on www.fbo.gov. Amendment.

What is the maximum number of cameras that will be tied into the PLC system?

256. Clarification.

Does the touchscreen monitors need to have a graphical representation of each floor or will a simple button for each floor meet your requirement?

A button layout for each floor will suffice. Clarification.

Are the elevator controls part of the PLC?

No. Clarification.

If there is a discrepancy between the Statement of Work and the Specifications/Drawings, which one takes precedence?

Statement of Work. Clarification.

Is it possible to get pictures of the panels in the Communications Room and the panels in the Control Center uploaded to www.fbo.gov?

Yes. The requested pictures will be uploaded to www.fbo.gov in the form of an amendment. Amendment.

It may be cheaper to install all new equipment on the floors rather than spend the man hours attempting to figure out how to get the new equipment to interface with the old equipment. Will the Government accept alternate proposals to the requirements outlined in the Statement of Work?

No. This procurement is a sealed bid and all bids should reflect the requirements solicited in the Invitation for Bid.

Clarification.

For the monitors in the Control Room, does the Government want touchscreen monitors or mouse controlled panels?

Touchscreen monitors. Clarification.

Mr. Seratt advised all contractors that any questions after the closing of this meeting should be sent to Doug Patton via email at dpatton®bop.gov no later than June 6, 2013 at 7:00 p.m.

(local time).

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

//s//

Jim D. Seratt Senior Contract Specialist cc : Fedbizopps

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SOLID STATE

AUTOf.liATION AND CONTROLS

Travis Gregg Project Manager

806.786.1482. travis.gregg@soliwtateautomation.com

STRUCTURED CABLE SYSTEMS

DESIGN • INSTALLATION o REPAIR

VOICE o DATA o FIBER OPTIC

HARDWARE AND TELECOM SERVICES

INSTALLATION • RELOCATION

Ray Santellana N ETWORK Ray@ NetworkConnectivitySolutions.com

CONNECTIVITY

SOLUTIONS

T 281 .955.9500 F 281 .955.9594

P.O. Box 690473 • Houston . Texas 77269

Norment Michael G. SUriano SECURITY GROUP, INC. East Coostllegional

Soles/Estimating Manager www.normentsecurity.com

621 Poole Drive Gerner, NC 27529

Phone: 919·779.()006 Ext. 1111 Fox: 919-779.()351 Cell: 919-810.0641

Email: mike.surionoCtnormentsecuriry.com VA License: DCJS 11 .·3536

PO Box 4733 • Montgomery, AL 36!0:

2660 Zelmo Rd • Montgomery, AL 36H

GROUP

Electrical & Electronics Contractor

Detention Equipment Installer

(P) 334·262-0698

(F) 334·265·2924

(E) kenny.mcrae@dpsgroup .net Kenny McRae