pre-bid_meeting_minutes_1_1.pdf

ATTENDANCE:

Representing for the Government:

Christy Curnutt, Supervisory Contract Specialist Jerry Lucas, Contract Specialist Thai Chung, Acting Facilities Manager Frank Coluccio, Electronics Technician Robert Wright, Electronics Technician (COR) Brian Harris, Regional Telecommunications Specialist Jerome Schroer, Lieutenant Ken Mesler, Security Officer Lanani Chatman, Information Technology Specialist Selene Fry, Human Resource Manager Lori Guess, Environmental & Safety Compliance Manager

Guests:

Blake Bretz, KUBL Group Larry Branam, Discory Richard Anderson, Solid State Automation

Christy Curnutt opened the meeting welcoming the contractors and introducing the Government Representatives. Ms. Curnutt explained the purpose of the meeting is to familiarize the contractor with the unique circumstances and requirements surrounding a correctional setting for project 6D1A / Upgrade PLC System.

This meeting is also to explain the solicitation, as issued, not to furnish additional information.

Ms. Curnutt explained that nothing said here shall be interpreted as a change to the solicitation without the issuance of a Formal amendment through the Contracting Officer, Diana Cormier.

Ms. Curnutt stated minutes will be recorded and distributed via FedBizopps and she stated immediately following the meeting there would be a site visit.

Ms. Curnutt then explained the following in regards to the solicitation:

As noted on the cover letter in the Solicitation, all bids sent by mail shall be addressed to:

FEDERAL BUREAU OF PRISONS

WESTERN REGIONAL OFFICE

ATTN: FAO – DIANA CORMIER

7338 SHORELINE DRIVE

STOCKTON, CA 95219

(209) 956-9766

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

The deadline for submission of bids for this project is March 28, 2016 at 06:00am.

VII. GENERAL TOPICS: From the solicitation, each bidder SHALL complete and submit the following forms, clauses, and statements with his/her bid. Failure to do so may cause your bid to be considered as non-responsive:

• STANDARD FORM 1442 Pages 1 & 2:

Please include DUNS number and Tax ID# and e-mail address where indicated in block 10 and complete blocks 14-20c. If your company has a “doing business as” name reflected in you SAM registration, include this name as well in Block 14. Ensure the address typed in block 14 matches the address in your SAM registration.

• 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 SF-1442.

• BID GUARANTEE:

See Page 5 of the solicitation. A bid bond must be submitted with your solicitation. A blank bid bond was included in the solicitation.

The bid bond must be from a Government approved surety. A list of approved sureties can be located on the Department of Treasury, Bureau of the Fiscal Service website.

• REPRESENTATIONS AND CERTIFICATIONS:

All contractors submitting a bid must be registered in the System for Award Management (SAM) at www.sam.gov with the North American Industry Classification Standard code (NAICS) 238210 which is applicable to this acquisition.

• FAR PROVISION 52.204-8

NOTE: Pursuant to the section (b) (1) of this provision, provision 52.204-7 is included in this solicitation. Bidders should not mark either of the two options under section (b) (2). Leave these options unmarked

• FAR Provision 52.209-7

Complete the selections in sections (b) of this provision.

• FAR Provision 52.204-17

Complete the selections in section (c) of this provision.

• FA0 0019

Complete applicable paragraph in entirety (most commonly paragraph (c). Ensure the date of this certification matches your bid date (block 20c on the SF-1142)

• AMENDMENTS:

Amendments (if any) must be acknowledged and submitted with the bid by one of the methods as described in item eleven of the Standard Form 30.

• DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. All applicable workers must be paid according to the terms of the wage decision.

• HIRING GOALS: Hiring goals for this project are 19.7% for minorities and 6.9% for females – A “Good Faith” effort should be put forth by the contractor to achieve these goals.

• LICENSING AND PERMITS: All required licensing and permits are required to be obtained by the contractor who receives contract award.

• WORK HOURS: The project will consist of eight hour work day, from 6:00am to 2:00pm, Monday thru Friday, excluding federal holidays. The work day may not constitute a full eight hour day due to security procedures

• COR: The contracting Officer’s Representative (COR) is Mr.

Robert Wright, Electrical Foreman for FDC SeaTac

• PERIOD OF PERFORMANCE: The completion period is 189 calendar days after issuance of notice to proceed.

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

• LIQUIDATED DAMAGES: Liquidated damages for this project are in the amount of $501.20 per calendar day of delay after scheduled completion.

• PRE-CONSTRUCTION CONFERENCE: A Pre-Construction conference is required after the contract is awarded and will be scheduled accordingly.

• PROGRESS MEETINGS: progress meetings will be scheduled at least monthly or as determined by Institution Contracting Officer.

• PAYMENT REQUESTS: Application for payments are to be submitted on AIA G702(Continuation) or the contractors own form as long as the information is similar to the G702. Contactors can get these forms from the following website www.aiabookstore.com

Ms. Curnutt stated any questions related to this solicitation shall be forwarded to Ms. Diana Cormier no later than March 21, 2016 by 2:00pm PST at dcormier@bop.gov. No exceptions will be made, as sufficient response time is required prior to the solicitation closing. Questions will ONLY be accepted in MS Word format, as stated in the Cover letter. Please do not send questions via Letter of Transmittal or Adobe. Please include your questions in MS Word, then attach them to an email and send to Ms. Cormier.

Ms. Curnutt introduced Selene Fry, Human Resource Manager. Ms. Fry explained the Contractor security clearance procedures. This contract will be considered short term to be completed in less than 6 months. Contractors will be required to complete the following:

Contractor Pre-Employment Form NCIC – National Crime Information Center Initial Orientation Prea Training FD-258 – Fingerprint check I9 - Employee Eligibility HSPD 12 - Residency Requirement OF-612 – Application for Employment OF -306 – Declaration of Federal Employment E-QUIP – OPM Background Investigation NACI – National Agency Check and Inquiries

Ms. Curnutt introduced Jerome Schroer, Lieutenant. Mr. Schroer explained the following security concerns:

http://www.aiabookstore.com/

Contractor should plan for a minimal amount of processing time for security considerations, i.e., check-in screening, delays due to inmate movements, institution lock-down, institution emergencies, etc. In the event of an institution emergency, on-site Field Technicians may be instructed to stop and secure all work, tools, equipment, etcetera, and be escorted out of the institution. Work may resume once the institution emergency is cleared.

Institution Lock-down Protocols: The institution had an emergency status one hour prior to Contractor’s scheduled work time and the nature of the lock-down action would prevent institution access and prescribed work from being done, it will be the responsibility of the COR to contact the Contractor immediately and advise them of the situation and schedule another time to resume duties.

Contraband: The Contractor shall inform his/her employees that intoxicating beverages, drugs, weapons, etcetera, will not be allowed on the site. Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC 1791.

Explosives: The use of explosives is absolutely forbidden without written authorization from the FBOP Contracting Officer upon no less than thirty (30) days advance written request.

Cell phones, digital cameras, laptops, pagers, and radios are not allowed within the secure perimeter. Such technology would require operational inspection by the institution’s Computer Services Manager and approval for institution access by the Warden. The Contractor may request copies of project photos taken.

Contractor employees working on the FBOP site shall be required to undergo a general institution orientation on responsibilities, procedures and laws governing conduct when working at an FBOP institution. These rules include, but are not limited to the following:

Weapons and ammunition of any kind are not allowed on Federal property, including the parking lot.

* Do not give, or offer to give, anything to an inmate.

* Do not bring any correspondence into or out of the institution.

* Do not accept gifts or favors from inmates.

* Leave personal items locked in your vehicle or secure them at the Contractor’s lay-down area.

* A form of photo ID is required to enter the facility.

* Revealing clothing is not acceptable attire and work attire is required at all times.

* Conduct yourself in a responsible, mature manner.

* Report an unusual action(s) or behavior to FBOP staff.

All work shall be carried out in such a way as to cause minimal interference in the normal operations of the institution. Contractor Field Technicians shall comply with all institution regulations regarding safety and security. The COR or Contracting Officer may, if circumstances dictate, instruct the Primary Contractor to remove a particular assigned Field Technician if he or she demonstrates, or is found, to be incompetent, careless, insubordinate, unsuitable, or in essence unprofessional in the delivery of contracted services and whose continued assignment to work at the institution would be deemed contrary to the security of the institution.

Ms. Curnutt introduced Lori Guess, Environmental & Safety Compliance Manager, Environmental Safety Administrator, explained she oversees the occupational safety and environmental health programs at the FDC, SeaTac. Ms. Guess explained that her main concern was that the work is conducted in accordance with OSHA regulations and well as the EPA.

Ms. Guess further explained she would be on site periodically ensuring personal protection equipment is being utilized as required and all safety measures are ensured. As far as environmental issues, all OSHA regulations must be followed.

Ms. Curnutt introduced Robert Wright, Contracting Officer Representative. Mr. Wright explained there will be a designated staging areas for material storage. You may ship materials directly to the FDC, but you must be here to accept delivery. You must submit MSDS sheets for any hazardous materials. A list of tools must be submitted prior to entry. A gang box will be onsite for tool storage and will be secured by a lock provided by the FDC and one provided by the contractor. All tools will be inventoried every day and all parts of any broken saw blades, knife blades, and etcetera, must be accounted for prior to leaving the facility.

Ms. Curnutt then asked the contractors if they had any questions regarding the solicitation.

Q: Can schedule work around shift change to reduce delays processing in?

A: Schedule has taken shift change into consideration.

Q: Will there be a limit on the number of escorts to allow multiple teams to work on different floors simultaneously?

A: Prefer that work is on one floor at a time. With some advanced notice we can try to accommodate multiple teams.

Q: Is down time for the doors limited to 24 hours?

A: Doors should be down for the minimum amount of time possible.

The meeting was adjourned and Contractors were taken on a tour of the site the tour was completed at approximately 10 a.m.

Communications Room:

Q: Want the relays replaced?

A: This will be at the discretion of the contractor, bid appropriately following the Request for Bid.

Q: What company made the relay board?

A: Unknown, custom made.

Q: Will the video matrix be replaced?

A: No, but can be worked out after the project is started if appropriate.

Control Center:

Q: How is cabling run under Control Center?

A: Control Center is on raised floor with approximately 1½ feet race way between Control Center and the Communications Room.

Q: How many people will be operating system at one time?

A: Two.

6th Floor Communications Closet:

Q: Any sliders?

A: No.

Q: Do you have positive feedback for open and close on the doors locks?

A: Unknown, question can be addressed to Ms. Diana Cormier and answer will be provided once it has been researched.

Unit EA:

Q: Do duress signals go to control center?

A: After 90 seconds.

2nd Floor Communications Closet:

Q: How is conduit routed?

A: There are strait runs between Communications Closets on all floors (except 6th floor) and runs to each unit for that floor. All runs meet in Communications Closets on the 1st Floor where they run to Communications Room. Some runs on 1st floor go direct to Communications Room.

B Level Communications Closet:

Q: Is there duress buttons on this floor?

A: No, they are from Medical on A Level.

Medical on A Level:

Q: Are nurse station calls on PLC?

A: They are an independent system, but after 90 seconds a signal is sent to the control center via only one annunciator point.

The site visit was concluded at 11:30 a.m.

These minutes were recorded and submitted by Jerry Lucas, Contract Specialist.