Meeting_Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

IFBP06121500001- REPLACE REAR GATE

FCI SHERIDAN - PROJECT 6A8W

DATE: 9:00am, Thursday, January 22, 2015 Place: Conference Room

I. INTRODUCTIONS:

Pass out sign in sheet.

II. PURPOSE OF MEETING:

The purpose of this meeting is to familiarize the contractor with the unique circumstances and requirements surrounding a correctional setting.

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

Nothing said here shall be interpreted as a change to the solicitation without the issuance of a Formal amendment through the Contracting Officer, Jennifer Brouillard.

Ill. MINUTES:

Minutes will be recorded and distributed via FedBizopps

Note: Pay CLOSE attention to the cover letter outlining the forms that are to be submitted with the bids.

IV. SITE VISIT INFORMATION:

There will be a site visit immediately following the meeting .

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

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

ATIN : FAO- JENNIFER BROUILLARD

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 February 11 , 2015 at 1:OOpm.

VII. GENERAL TOPICS:

1. 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 1 0 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 52.204-17: Complete the selections in section (c) of this provision.

• FAO 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. It also must be submitted in its entirety signed with all pages with your bid.

• 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 2.9% 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.

• MAGNITUDE: The magnitude of the project is between $100,000.00 and $250,000.00.

• WORK HOURS: The project will consist of eight hour work day, from 6:30am to 3:30pm, 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. Kirk Miller, Electronics Technician for FCI Sheridan.

• PERIOD OF PERFORMANCE: The completion period is 182 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 $802.10 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 monthly.

• PAYMENT REQUESTS: Application for payments are to be submitted on AlA 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

PRE-BID QUESTION:

Any questions related to this solicitation shall be forwarded to Ms. Jennifer Brouillard no later than Tuesday, January 27, 2015 by 1:OOpm PST at jbrouillard@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 Caver/etter. 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. Brouillard.

VIII. DISCUSS STAFF SPECIAL TV AREAS:

FACILITY MANAGER- DAVID CHILDRESS: Explained documentation needed to be completed by the winning bidder. Emphasized the importance and timeliness of the documents.

CONTRACTING OFFICER- WILLIAM ANDERSON: Safety concerns were discussed. Injury notifications discussed and the need for any additional documentation as it pertains to metal cutting tools and daily authorization.

CORRECTIONAL SERVICES - LT. BUTLER: Explained the issues that may arise when working in a correctional setting.

FACILITY MANAGER- DAVID CHILDRESS: Discussed any work site conditions and issues that may arise. Lunch break on job site preferred due to the entrance and exit procedures to be followed. The possibility of contractor providing a portable toilet due to work site area not equipped with facilities.

Shadow boarding of tools for ease of entrance and exit. Bringing in only the tools necessary to complete work.

COR- KIRK MILLER: Introduced himself and discussed the work site, possible inmate contact and security issues as it relates to the job.

Meeting concluded at approximately 9:50am.

Upon conclusion of briefing of the above information , we proceeded to the rear gate at the Federal Detention Center (FDC) and the rear gate at the Federal Correctional Institution (FCI). Contractors were given a guided tour of the area.

The Pre-Bid Conference concluded at 1 0:20am .

William Anderson, Supervisory Contract Spec.

FCI Sheridan

NOTICE: MEETING MINUTES ARE PROVIDED FOR INFORMATIONAL PURPOSES ONLY. THEY

ARE NOT INTENDED TO CHANGE ANY SPECIFICATIONS, TERMS OR CONDITIONS OF THE

SOLICITATION. ANY AND ALL CHANGES TO THE SOLICITATION SHALL BE ISSUED IN

SUBSEQUENT AMENDMENTS ISSUED BY THE CONTRACTING OFFICER ON A STANDARD

FORM 30 (SF-30).

PRE-BID CONFERENCE AGENDA

IFBP06121500001-REPLACE REAR GATE

FEDERAL CORRECTIONAL INSTITUTION SHERIDAN, OR.

Printed Name

~·,\&~ ;D" v:-o.

Th_l.U'-~

(!Z,.,.t,r.. b..,.,'Jrt Chv,·J E/)~-(:_

~'T(z., c,ll- /) .;~

~rvl~H ~dr't P/lAI'nl't'( l:ma:::

_J\) s \in..'Y-i~l~(~ fl_~ ~ d__ L .. J ~II~

PROJECT 6A8W

SIGN-IN SHEET

JANUARY 22, 2015 @ 9:00 A.M.

rJ o 'P

"'BoP ~ f0f

~d Til(_ FeLt.l ~ (p .

Me~~ r4c:£c~

10t~(b ft..-tl'sc,_-4~ k"'a_ /3t:JP ~ 6t)Y l;J~ v f\c_s ~~ IJ\-c. s