pre bid meeting minutes.docx

PRE-BID CONFERENCE MEETING MINUTES

15841921Q00000003 – Install Communication Line for Solar Array- PROJECT

4D3F

DATE: 10:00 am, Monday, Dec. 14, 2020 Place: Training Center

CONTRACTING OFFICER (Mr. Ball):

I. INTRODUCTIONS:

Round table introduction of all attendee's.

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, and 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, Eric Ball.

Ill. MINUTES:

Advised minutes will be recorded and distributed via sam.gov at www.beta.sam.gov

IV. SITE VISIT INFORMATION :

Walk to selected site at Solar Array immediately following the meeting.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Note the instructions on the cover letter in the Solicitation and all bids sent by email shall be addressed to:

Eric Ball (eball@bop.gov)

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is December 28, 2020 by 10:00 A.M. CST. To the above mentioned address.

VII. GENERAL TOPICS:

The following submission/completion items will be addressed:

1. From the solicitation , each bidder SHALL complete and submit the following forms, clauses , and

PRE-BID CONFERENCE MEETING MINUTES

158419 21Q00000003

Install Communication Line for Solar Array

- PROJECT

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.

· PAST PERFORMANCE SUBMISSION: Please ensure the Cover letter is reviewed and complied with its entirety. References and banking submissions must be submitted in advance to the bid opening directly to Mr. Ball via email.

· 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.

· 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) 236220 which is applicable to this acquisition.

· FAR PROVISION 52.204-8: 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 item (b) as applicable.

· FAR Provision 52.209-13: Pursuant to section (b) of this provision, Certification. Bidder shall check either (1) or (2).

· 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.

2. Other general items to be addressed:

· CONSTRUCTION WAGE RATE: This contract is subject to the Construction Wage Decision IL202000001 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

· HIRING GOALS: Hiring goals for this project are 3.3% for minorities and 6.9% for females - A "Good Faith" effort should be put forth by the contractor to achieve these goals.

PRE-BID CONFERENCE MEETING MINUTES

15841921Q00000003 – Install Communication Line for Solar Array- PROJECT

· 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 $25,000 and $100,000

· WORK HOURS: Work hours within the secure perimeter shall be between 7:30 am and 3:30 pm Monday through Friday excluding weekends and federal holidays.

· COR: The contracting Officer's Representative (COR) is Mr. Devon Baar, Engineering Technician at USP Thomson.

· PERIOD OF PERFORMANCE: The completion period is 20 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.

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

· PROGRESS SCHEDULE: A copy of the progress schedule is to be provided to the Contracting Officer and Contract Monitor as soon as possible. Each time the progress schedule is changed, it must be provided to both the Contracting Officer and COR. It is suggested an updated document be provided by the Prime Contractor at the mandatory monthly progress meeting.

· PROGRESS MEETINGS: Progress meetings are mandatory and will be scheduled monthly.

· 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

· ACCESS TO SITE/PARKING OF VEHICLES: Parking will be provided for employee vehicles and contractor work vehicles.

· STORAGE OF MATERIALS: Storage of materials will be coordinated with the Contract Monitor.

· CONTRACTOR TEMPORARY OFFICE: No temporary office space will be provided.

· INSPECTIONS: "Punch List" items generated by inspections will be corrected and discrepancy items re-inspected and approved before contract closure takes place. Should any work be covered without proper notification, the contractor shall uncover that work for inspection at his own expense.

PRE-BID CONFERENCE MEETING MINUTES

15841921Q00000003 – Install Communication Line for Solar Array- PROJECT

3. SAFETY POINTS:

· The contractor is responsible for providing required protective gear to all contractor workers, should it be required. Contractor will ensure that all workers have proper safety gear at all times.

· Contractor is responsible for the prevention of accidents on the project site and has spill kit onsite and containment procedures. OSHA requirements will be adhered to.

· The Contractor will have a Safety Representative on site at all times during the completion of this project.

· Proper storage of any chemicals in lay down yard with SOS present.

4. SECURITY

· ADVERSE WEATHER: Depending upon the nature of the emergency, this normally will not affect any construction outside of the secure perimeter. Contractor is reminded that fog days will be treated like rain days. The performance period of 20 days will allow adequate time to complete the job, and no consideration will be allowed for normal rain days and normal fog days. The normal rain, snow or fog days will be based on the average over the last ten (10) years for the local community.

· SECURITY CLEARANCES: Contract workers are subject to security investigative procedures. Please refer to the contract for details. Please refer to Page 15 of the contract.

· EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid photo identification to the institution each day.

· TOOL ACCOUNTABILITY: Strict accountability and control of all contractor tools and hazardous materials must be maintained at all times. The contractor should provide for enough time at the conclusion of the work day for the return and accounting of all tools issued during the work day. Lost or missing tools must be reported to the COR and the Captain immediately.

· ILLEGAL ITEMS ON FEDERAL PROPERTY: Firearms, ammunition, knives, other weapons, drugs, narcotics, and alcoholic beverages are not permitted inside/outside the secure perimeter or anywhere else on Federal property at any time. This includes the private vehicles of contract workers. Violators will be subject to criminal prosecution. All persons, vehicles, and equipment are subject to search by institution authorities at any time.

· NO CONTACT WITH INMATES: Contract workers are not to have any contact with inmates at any time. No photographs may be taken of inmates.

· CONTRACTOR EMPLOYEE WORK DRESS: Green or khaki-colored clothing is not allowed, as inmates wear these colors.

· PHOTOGRAPHS: The institution's Facilities Department maintains a digital camera that will be utilized by FBOP staff to document the project work. The Contractor may request copies of these photos, and may request that photos be taken for specific conditions. Cellular telephones equipped with photographic capabilities are prohibited on the project construction site.

20. Additional Topics:

VIII. ADDITIONAL NOTES:

Meeting minutes recorded by:

Eric Ball, Supervisory Contract Specialist USP Thomson

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).