IFBP05181500001_PRE_BID_MINUTES.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

June 30, 2015

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation IFBP05181500001 FCC Oakdale, Louisiana Replace Underground High Voltage Cable

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 Tuesday, June 23, 2015. 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, FCC Oakdale COR, FCC Oakdale Facility Manager, FCC Oakdale Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

Solicitation Number IFBP05181500001 FCC Oakdale, Replace Underground High Voltage Cable

United States Department of Justice Federal Bureau of Prisons

Pre-Bid Site Visit Meeting Minutes

Pre-Bid Site Visit Date: Tuesday, June 23, 2015 Pre-Bid Site Visit conducted and minutes issued by:

Jacques Richard, Contracting Officer Federal Bureau of Prisons

FCC Oakdale 1507 East Whatley Road

Oakdale, Louisiana 71463

A pre-bid meeting and site visit for IFBP05181500001 was held on Tuesday, June 23, 2015.

The meeting was called to order by Jacques Richard, Contracting Officer, at approximately 9:15 AM (Local Time). The following individuals participated in the meeting and site visit:

Name Organization Represented Jacques Richard, Contracting Officer, FCC Oakdale Shannon West, Supervisory CO, FCC Oakdale Randal Weatherford, General Foreman, FCC Oakdale Jarred Morrow, Electrical Worker Supervisor, FCC Oakdale Ken Kelly, Electrical Worker Supervisor, FCC Oakdale Anthony Brown, AJA Electric Jeffrey Scott, AJA Electric James Rayner Central Electric Randall Schmitt Ca-Par Electric

Mr. Richard thanked everyone for participating in today's pre-bid conference and site visit and advised that meeting minutes would be prepared and posted on the Federal Business Opportunities website.

Mr. Richard then identified the project as IFBP05181500001, Replace High Voltage Cable Project at FCC Oakdale Louisiana. The North American Industrial Classification (NAICS) code for this project is 238210, with a small business size standard of $15 million. This is a 100% small business set-aside.

He informed the contractors that this site visit is being held to familiarize the bidders with the Bureau of Prisons policies and procedures to be observed during the performance of the work;

establish preliminary schedules, lines of communication and operational procedures; develop mutual understanding concerning administration of the contract; and introduce personnel associated with this project, their authority, functions, and responsibilities. Mr. Richard presented the agenda as the following:

Segment 1 “solicitation review” Segment2 “site visit” Segment3 “closeout”

Mr. Richard stated that "Nothing said at this conference shall be interpreted as modifying the Provisions or requirements of the solicitation, and any revisions or changes to the Solicitation will be issued as a formal amendment by the Contracting Officer."

Mr. Richard also noted that questions will NOT be answered at the site visit. Only written Questions will be accepted and answered. Written questions must be submitted to Douglas Patton at dpatton@bop.gov. The deadline for receipt of written questions is June 30, 2015 at 3:00pm central time. Only questions received prior to the deadline will be answered.

Answers will be posted to the Federal Business Opportunities website at www.fbo.gov.

http://www.fbo.gov/

Segment 1 - Solicitation Review Identity and Authority of Official Representatives:

• Contracting Officer - Mr. Douglas Patton is the singular point of contact for ALL pre-bid inquiries. ALL pre-bid inquiries must be submitted in writing to Douglas Patton at dpatton@bop.gov. As a matter of record, the Contracting Officer has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States.

• Contract Administration Office - Following award, contract administration will be handled by the FCC Oakdale contracting office.

• COR- Contracting Officer's Representative- Mr. Charles Hoyt. The COR is the technical representative for the Federal Bureau of Prisons who has overall responsibility (except for contractual matters) for the administration of operational activities at the project site.

Mr. Richard began discussion of the solicitation documents with the following review:

Instructions to Offerors- Mr. Richard called attention to the Notice to Bidders section of the cover letter and reviewed the documents that are required to be submitted by the contractors for consideration of their bid. Mr. Richard instructed the contractors that ALL 33 pages of the solicitation must be submitted with the original bid package even if the contractor is not filling out information on a particular page. THE DUE DATE FOR RECEIPT OF BIDS IS JULY 15, 2015, BY 1:00PM LOCAL CENTRAL TIME. This due date is strictly enforced. Late bids will be rejected. Bids must be delivered to the Federal Bureau of Prisons’ Field Acquisition Office located at 346 Marine Forces Drive, Grand Prairie, Texas 75051 no later than the deadline for receipt of bids.

Any offers desiring to be present during the bid opening, occurring at the FBOP Field Acquisition Office in Grand Prairie Texas, must submit the name of the person who will attend no less than 48 hours in advance of the day of bid opening.

Mr. Richard noted that each bidder shall pay particular attention and complete the following forms, clauses, and statements with his/her bid. Failure to do so may cause your offer to be considered as non-responsive. Do NOT include any extraneous information/documentation outside of the solicitation requirements. Important documents that need to be completed by the contractor were reviewed as follows:

A. SECTION 1:

Standard Form-1442 – Solicitation, Offer, and Award, pages 1 & 2 Complete blocks 14 thru 20c (remember to include the signer’s title in block 20a). If your company has a “doing business as” name reflected in your SAM registration, include this name as well in block 14. Ensure the address typed in block 14 matches the address in your SAM registration.

Blocks 21 thru 31c are to be completed only by the Government!

Include duns#, tax id#, CAGE Code and email address where indicated in block 10.

B. SECTION 2:

Commodity or Services Schedule, page 4 Complete the unit price (JB = job) and Amount blocks (these amounts will be the same).

NOTE: the amounts listed in this section should be the same as the amount listed in block 17 of the Standard Form-1442.

C. SECTION 5: Attachments, page 23.

Attachment-5 – Standard Form 24 - Bid Bond Reference Provision 52.228-1 and FAO-0001.

Next, Mr. Richard reviewed the Solicitation Document - The solicitation documents contains all of the rules/regulations, terms and conditions that will largely define the relationship between the winning bidder and the Bureau of Prisons as it relates to the project. It is assembled in 7 sections to facilitate an easy review. Mr. Richard highlighted the following areas of interest:

Section 1, The contractor must begin performance 10 calendar days and complete it within 180 calendar days after receiving the notice to proceed. This performance period is mandatory. (FAR 52.211-10)

Section 3, Notice of Contractor Personnel Security Requirements- Any and all workers that work at this facility will need to pass a background check that complies with the requirements of the Homeland Security Presidential Directive 12 (HSPD-12) as detailed on page 5. This security clearance must be obtained prior to working at FCC Oakdale.

Payment and Performance Bonds- Mr. Richard indicated that payment and performance bonds will be required following contract award and are due within 10 calendar days after award. See page 8 of the solicitation.

Magnitude of Project - Mr. Richard noted the magnitude of the project as between $100,000.00 and $250,000. See page 8 of the solicitation.

Section 4, Contract Clauses Contract Clauses - Mr. Richard instructed the contractors that they should review the solicitation document in a coordinated manner to ensure they understand the most current and accurate requirements of the project. Furthermore, Mr. Richard discussed the contact clauses, explaining that those listed on pages 14-17 are incorporated by reference. Mr. Richard explained that clauses incorporated by reference have the same force and effect as if they were given in full text. It is important for contractors to familiarize themselves with the requirements of each clause as they will define the relationship between the contractor and Bureau of Prisons for this project.

Mr. Richard next identified the contract clauses that are included in full text, found on pages 17- 22 of the solicitation. Commencement, Prosecution and Completion of Work- The successful contractor shall commence work within 10 calendar days from Notice to Proceed and complete work within 180 calendar days from Notice to Proceed. Mr. Richard emphasized the 180 calendar days includes the amount of time it takes the contractor to submit security clearance paperwork and to gain approval for working at the site. Therefore, the successful contractor should contact Mr. Charles Hoyt, Facility Manager on the day of award notification to start the clearance process.

Section 5, Attachments Construction Wage Rates (formerly known as the Davis Bacon Act) - All workers must be paid in accordance with the wages contained in the wage decision #LA150020 (Attachment 4). The wage decision details the minimum wages the contactor will be required to pay for the type of work being performed. Mr. Richard reviewed oversight of the construction wage rates and encouraged the contractors to review the wage determination in the bid documents. He reminded the contractors that random site visits and labor interviews would be completed throughout the contract.

Section 6, Solicitation Provisions

Notice of Requirement for Affirmative Action to Ensure Equal Employment Opportunity for Construction.

Next, Mr. Richard turned the meeting over to Mr. Randal Weatherford, general foreman, to present an overview of the project. To assist in the overview, Mr. Weatherford utilized Drawings as visual aids and the statement of work as a guide. Those drawings are included in the solicitation posted on Fedbizopps.

Mr. Weatherford discussed the different sections of the statement of work. He went through the submittals section, quality assurance, and project conditions. He stressed the importance of notifying the facilities manager no few than 5 days in advance before interrupting electrical services. He made clear that written permission was mandatory before an interruption of service.

Mr. Weatherford stated that work hours would be between the hours of 7:30 and 4:00, Monday through Friday, excluding federal holidays. Mr. Richard reminded the contractors that the work will be completed inside the confines of the Federal Correctional Complex, and there may be times during regular working hours that contractors will not be allowing inside the facilities. Mr.

Weatherford reminded the contractors that the product descriptions were listed in the statement of work.

Next, Mr. Richard, Mr. West, and Mr. Weatherford discussed the security clearance procedure, access to the site, material storage, Institution code of conduct, provisions for removal of trash, escort of contractor personnel, NCIC Requirements, parking space. and OSHA requirements.

Security Clearance Requirements- Mr. West reviewed security clearance procedures.

Upon notification of contract award, the winning contractor should immediately to start the clearance process. A list of all workers that are expected to work onsite along with the appropriate paperwork should be submitted to both Ms. Kathleen Dousay and Mr. Jacques Richard. In order for your employees to work on the job site they have to be cleared in accordance with HSPD-12.

Mr. West reminded everyone that the time it takes to obtain the proper security clearance is included in the contractor's period of performance.

Construction Material Storage - Mr. Weatherford indicated there would be sufficient space for the construction material storage on the grounds of the Institution. The successful contractor will be familiarized with the storage site at the pre-construction conference. The contractor is responsible for site security and storage of all construction materials and equipment.

Tool Control- Mr. Weatherford explained that tools will need to be inventoried at the beginning and end of each work day, and any time the contractors leave and return for any reason. If a tool is broken on the jobsite, report it to the Escort Officer and remove all pieces from the jobsite at the end of the work day. If a tool is lost on the jobsite, report it to the Escort Officer immediately.

Vehicles inside of the institution – Mr. Weatherford explained the protocol for bringing vehicles, cranes, etc. into the secured facility. He said that this would only be permitted with prior approval, and under direct supervision since inmates can have absolutely no access to any type of vehicle. The compound will have to be locked down during the time that the vehicle is within the secured perimeter.

Institution Code of Conduct - Mr. West indicated the contractor shall inform his employees that all cell phones, tobacco products, intoxicating beverages, drugs, weapons, and cameras are strictly prohibited on institution grounds. Introduction of contraband shall be subject to the penalties prescribed by Title 18 U.S.C.-1791. Mr. West also indicated that no fraternizing with inmates will be permitted. Finally, no green uniforms, khakis, BDU's or shorts may be worn by the contractors.

OSHA – Mr. Weatherford stated that OSHA regulations apply on Federal sites. Make sure all your employees obey all applicable laws & rules.

Segment 2 - Site Visit The site visit was conducted and contractors were allowed to tour the institutional areas associated with the project. The contractors were allowed to see the electrical cabinets, conduit, and the locations where work will actual be completed. Contractors were reminded to look through the printouts of the solicitation and the statement of work when questions arose, and that questions that needed further clarification not found in the solicitation had to be submitted in writing to Mr. Doug Patton as outlined in the solicitation.

Segment 3 - Closeout Mr. Richard indicated that nothing said during this meeting constitutes a change to the solicitation. If there is a change, it will be issued as a formal amendment posted to www.fbo.gov.

Interested contractors must monitor the site for updates and acknowledge each amendment issued. Mr. Richard indicated that the minutes would be posted to www.fbo.gov. Mr. Richard reminded everyone that the dead line for receipt of written questions is June 30, 2015 at 3:00pm local Central time. Mr. Richard adjourned the meeting at approximately 11:00 am.

These minutes were recorded and submitted by Jacques Richard, Contracting Officer. Any questions regarding the content of these minutes shall be submitted to the Contracting Officer within two calendar days. Otherwise, these minutes will stand as written.