Pre-Bid_Meeting_Minutes.pdf

SITE VISIT AND MEETING MINUTES

USP ATWATER

IFBP06181700001

UPGRADE FIRE DETECTION SYSTEM

Date: 11/7/16 Time: 10:00AM Place: USP Atwater, 1 Federal Way, Atwater, CA 95301

I. Attendee introductions and Sign-in commenced at 10:00am.

II. Diana Cormier, Bureau of Prisons (BOP), Contracting Officer Tami Luitweiler, BOP Contract Specialist Brian Harris, BOP WXRO Telecommunications Technician Dale Day, BOP Facilities Manager Dan Mattson, BOP Contracting Officer’s Representative Richard Dean, Engineering Technician J. Lane, BOP General Foreman Quil Rescijno, President, RX3 Communications Scott Ross, Director of Operations, RX3 Communication Kurtis Phipps, Sales, JCI Scott Ashey, Account Manager, JCI Robert Pearce, Estimator, Cable Links Greg Alavelos, V.P., EKC Enterprises Ron Williams, ESSR, Simplex Jason Pesigan, Director of Sales, Servitek Dan Dondlinger, Sale Rep., Siemens

Diana Cormier, facilitated the meeting:

Attendees were advised that Ms. Cormier is the Contracting Officer during the solicitation phase of the procurement. All questions shall be submitted to Ms. Cormier in writing. The deadline for the receipt of questions for this solicitation is November 10, 2016. The purpose of this meeting is to provide a site visit, which will allow the contractor to visualize the requirements in order to submit in writing any questions derived from the visit. The meeting minutes of this visit will be posted onto FedBizzOpps. Nothing discussed in this meeting will be considered a change to the solicitation all changes will occur in writing through an amendment.

All bids are due by November 28, 2016 at 10 A.M. PT and mailed to:

Federal Bureau of Prisons Western Region Office Attn: FAO- Diana Cormier 7338 Shoreline Drive Stockton, CA 95219

The bids must be completed in there entirety;

SF 1442, Page 1 complete DUNs Number, Cage Code, Tax ID Number, and e-mail address.

SF1442, Page 2, Block 19, complete acknowledgments of Amendments.

The required Bid Bond must be from a government approved surety.

Page 5 of the solicitation describes in detail the requirement for a bid guarantee.

Contractors submitting bids must be registered in the Systems for Award Management (SAM).

The contractor is responsible for all licensing and permits necessary for this project.

The magnitude of this project is $250,000 - $500,000. The period of performance is 180 days. Liquidated Damages for this project are $541.78 per calendar day of delay. A pre-construction conference is required within 30 days after award and progress meeting will be scheduled at least monthly thereafter. Payment request should be submitted on AIA G702.

Personnel - All contract staff working in the secure confines of the institution will require a security background check as described on page 7 of the solicitation, FAO-0009. After receipt of an accurately completed security background packet it can take approximately 8 weeks for the approval or disapproval. The period of performance allows for adequate time for the processing of security background packets that are submitted by the contractor in an expedient manner.

Contractor staff requiring Short Term Clearances will be required to come to the facility to complete finger print cards and attend a short briefing. These staff will be scheduled in groups.

Dale Day, Facilities Manager Safety - The contractor is responsible to meet all OSHA and Safety Laws and Regulations affecting this project.

The transition of the Fire Detection System Upgrade grade must have the minimum effect on the facility.

Security- All tools and equipment must be accounted for prior to entering and exiting the institution. A tool shed located on the inside of the facility can be considered to increase the efficiency of entrance and exit procedures.

Contractor staff will be escorted at all times. Two BOP staff members will be dedicated to providing escorts for this project.

No cell phones or cigarettes will be allowed in the institution. Other items are not allowed and are considered contraband and are disclosed on the BP-A0024. The BP-A00024 must be completed by all visitors to the institution.

Work hours will be Monday thru Friday, 7:00am thru 3:00pm.

The facility will provide restrooms and 120 volt electricity.

Parking will be available with the exact location decided during pre-construction.

Lunch Hour: Contractor staff can leave site for lunch, but the security entrance and exit procedures will apply.

The BOP has drawings that will be made available thru FedBizzOpps explicit access. These drawings will be included in Amendment One along with any update to the wage determination.

Questions 1 – Is there a Fire Chief on-site at the facility?

BOP Response: No, there is a BOP Safety Manager and a Memorandum of Understanding between the Bureau of Prisons and the City of Atwater’s Fire Department.

Question 2 – Who is responsible to conduct fire watch?

BOP Response: The Bureau of Prisons will be responsible to conduct fire watch.

Question 3 – Who will be responsible for Submittal fees?

BOP Response: There will be no fees for Submittals.

Question 4 - What is the turn-around time for Submittals?

BOP Response: The Submittal response time depends on the complexity of the Submittal. The contract does not specify finite response time.

Site walk thru occurred following the meeting at 11am and ended at

1:00PM.

Diana Cormier Contracting Officer 11/8/16