Cupla prebid meeting minutes.pdf

PRE-BID MEETING MINUTES

U.S. Medical Center for Federal Prisoners

Springfield, MO

Lead Removal/Repaint of Cupola Project 4LX

June 30, 2009 at 9 a.m.

2 building Conference Room

A pre-bid conference was held for the Cupla project in the Two Building Conference Room on June 30, 2009. The meeting began at 9:00 a.m and ended at approximately 9:40 a.m. A tour of the work site immediately followed.

The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Sam Melvin Melvin Painting Co.

Ryan Melvin Melvin Painting Co.

Charles Peacock Wellington Environmental Philip Brown Midwest Service Group David Acorn Spartan Services, LLC

GOVERNMENT REPRESENTATIVES TITLE

Christy Bruner Contract Specialist Chauncey Jannings Facility Manager Mike Soper General Foreman Steve Wright Lock and Security Specialist Steve Kasper Lock and Security Specialist David Crom Tool Room Officer Christian McCaslin Acting Safety Manager Greg Baysinger Captain Kenny Reese Contract Monitor (CM) Cheryl Hill Volunteer Contract Coordinator

The Government welcomed the contractors and introductions were made. A brief description of the project was provided and contractors were notified that topics discussed today were to assist them in providing an appropriate bid. More detailed information would be discussed regarding institution procedures and policies with the successful contractor during a Pre-Construction Meeting.

All contractors were advised that discussions during this meeting do not alter or change the terms/conditions of the solicitation. Any changes will be made in writing via an amendment to the solicitation by the Contract Specialist.

The Contract Monitor (CM) was identified as Kenny Reese (417) 862-7041, extension 1363.

Mr. Reese will be the technical advisor for the project.

The project size magnitude was identified as between $25,000.00 and $100,000.00.

Contractors were advised that all questions concerning the technical specifications shall be detailed in writing and forwarded to the Contract Specialist for review and answering. Email cbruner@bop.gov or Fax # (417) 837-1751.

SPECIAL CONTRACT REQUIREMENTS: Mrs. Bruner discussed the contract requirements for this project. She noted the following as required documents and information that need to be completed and returned with the bid.

1. Bids must be submitted by July 7, 2009, 2 p.m. CST. (See amendment 1 to extend closing date)l

2. Complete blocks 14 through 20c on the Standard Form (SF) 1442.

3. Submit all experience/training documentation as required by Specifications.

4. Acknowledge all amendments in block 19 on the SF 1442, or by returning

Amendment with the bid. (If applicable).

5. Complete and return pages 10 through 17, Representations and Certifications.

6. Successful contractor to commence work within 10 days after Notice to Proceed.

7. Completion of work within 90 calendar days after receiving Notice to Proceed.

8. No Liquidated damages will be assessed for this project.

9. Successful contractor will be responsible for all required licenses and permits (FAR

52.236-07)

10. Successful contractor shall abide by all Federal, State, and Local laws, codes and regulations.

11. EEO: This contract is subject to the requirements of EEO and Affirmative

Action.

12. A Certificate of Insurance will be required from the successful contractor.

13. Payment protection is required from successful contractor within 10 calendar days after award. The two types of payment protection are located on page 26 of the solicitation package.

14. Davis Bacon Wage Rates are applicable to the project and shall be posted on the job site. The WH-347, Certified Payroll Reports will be due weekly from the prime and subcontractors, if applicable (subs shall send to the prime).

15. The successful contractor is required to be registered in the Central Contractor’s Registration Database. Electronic Funds information is listed on this web site. (FAR 52.232-33) Web Site: www.ccr.gov Dun & Bradstreet Number is required to register in CCR. This must be completed prior to submitting your solicitation.

16. A separate contract will be awarded for Air Monitoring of the lead abatement.

SAFETY: The following items were discussed by Chris McCaslin, Acting Safety Manager.

1. Safety and Accident Prevention - Report all injuries to the Safety Department.

2. Adhere to OSHA 29 Part 1926.62, Lead Exposure in Construction; Rules 1910 & mailto:cbruner@bop.gov http://www.fedbizopps.gov

1926, pertaining to Fire Prevention, Electrical, Personal Protection Equipment, Chemical Management, Fall Protection, Confined space entry and Trenching & Excavation; as well as any other OSHA requirement.

3. Be advised Safety has an extensive library if the contractor has questions concerning safety issues.

4. The Government will provide emergency first aid only. The contractor will be responsible for any additional medical care.

5. An written emergency medical plan shall be submitted to the Contracting Officer prior to the start of work to include what hospital will be used in case of an emergency.

6. Periodic job site inspections will be conducted by the Safety Department. The CM will be informed of any hazardous or unsafe areas of concern that need to be corrected.

7. The following OSHA regulations need to be followed:

Subpart F Powered platforms, Manlifts, and Vehicle mounted Work Platform

1910.66 Powered Platforms for building maintenance

1910.67 Vehicle-mounted elevating and rotating work platforms

1910.68 Manlifts

Subpart I Personal Protective Equipment

1910.132 General Requirements

1910.133 Eye and Face protection

1910.133 Respiratory Protection

1910.135 Head Protection

1910.136 Foot Protection

1910.138 Hand Protection

8. Mr. McCaslin noted that all lifts will require annual certification. Be prepared to provide this if Safety inspections are made by our Safety staff.

CUSTODY/TOOL CONTROL: Mr. Crom discussed the custody and tool control items below.

1. Due to the area in which the project is located, exposure to inmates is unlikely.

However, contractors are not to give or take anything from an inmate, or get into lengthy discussions with them. Camp inmates are located outside the perimeter fence.

2. Do not bring in any Contraband. Contraband is anything unauthorized to an inmate.

Contraband can be weapons, tobacco, gum, etc. The rule of thumb is do not give or take anything from an inmate.

3. In case of any institution emergency, the contractor will be escorted out of institution perimeter. The project is located on top of Building 1; however, Mr. Crom noted this is still considered to be inside the secure perimeter.

4. Fog Restrictions: Contractors will not be allowed inside the perimeter fence until the fog lifts and authorization is given. This is for security reasons.

5. Cell phones, pagers, palm pilots, computers, are not allowed. Pocket knives and leather man tools will be allowed but will have to be inventoried daily. Cameras and two way radios will have to have the Wardens approval and the frequencies known.

6. All tools will be inventoried, report any lost or broken tool immediately. If a tool is lost, EVERYONE will stay at the work site until it is located for security reasons.

7. Vehicles are subject to searches when entering and exiting the institution grounds.

8. Storage of material inside the fence will not be allowed.

9. An enclosed job site trailer will be authorized in a designated area. The contractor will be required to provide a key to the Government in case of an emergency. This key can be in a sealed envelope and most likely will never be needed. It will be returned upon completion of the project.

10. Entrance procedures were discussed. Contractors will access the cupola from the front of 1 building via a lift provided by the contractor. Contractors will be required to sign-in at the front desk; however, the Captain indicated the Contract Monitor would be authorized to use a hand wand on the front steps for contractors to eliminate congesting the front sallyport area each morning.

11. Scaffolding on top of Building 1 was discussed. It was determined that scaffolding will be allowed to stay on top of building 1 each night as long as EACH SECTION is secured with a chain and pad lock. The Contractor will be required to supply the chain and the institution will provide the padlock for security purposes.

FACILITIES:

1. Work hours are from 7:00 A.M. to 3:30 P.M. It will take approximately 30 minutes for processing in and out of the institution depending on the amount of tools inventoried.

2. NO work on federal holidays, or Saturday and Sunday.

3. Shop Trailers will be allowed outside the perimeter fence, if a phone line is required, the cost shall be borne by the contractor.

4. Water and limited electric will be provided by the government, the contractor may have to provide generators for electricity.

5. All delivery drivers have to have prior approval to enter the institution. Please coordinate with the Contract Monitor of all upcoming deliveries.

6. Notify the government 24 hours in advance of all deliveries.

7. Lunch is recommended at the job site. This is due to the requirement for escorts and the time it takes to process contractors in and out of the perimeter fence. Note: The top of 1 building is still considered inside the perimeter.

8. The U.S. Medical Center is a non-smoking facility. There are designated areas for smoking outside the building.

9. We have a facade repair project that will run concurrently with the cupola project. All Any potential problems that may occur need to be discussed with the Contract Monitor for resolution so they two project can be coordinated appropriately without conflict.

VOUCHERING: Cheryl Hill briefly discussed the requirements for entry into the institution perimeter. All contractors must pass the security vouchering process. This process can be time consuming. The successful contractor awarded the project MUST return all applicable documents provided at their earliest convenience.

1. NCIC (National Crime Information Center) check will be conducted

2. Those requiring a gate pass will have to complete the following which is contained in a packet:

A DOJ Name Check

SF-85

Fingerprints Application Fed. Employment (OF-612) Pre-employment Form Authority for release of information Contractor Residency/Citizenship Form Identification verification prior to admittance with in the institution Code of Conduct (Orientation Training is a mandatory 4 hour training. In the past for construction contractors we have been able to provide a book with all applicable security information to meet the requirements; however, recent information has indicated all contractors may be required to have this training. If in-class training is required, the contractor will be reimbursed for their time. If this information is provided in booklet format, the superintendent will be responsible for the information to be passed to the contractor employees.

3. Successful contractor’s employees are reminded to be truthful when filling out documents.

4. The Government will not disclose information concerning contractor’s employees should they be denied entry into the institution for any reason.

SITE VISIT:

A site visit was provided to all present contractors. All contractors were afforded the opportunity to get on top of Building 1 to view the cupola site. Contractors were reminded that if there were questions concerning the project to provide them in writing so the Government can respond and make sure all potential bidders receive the same information.

QUESTION AND ANSWERS:

Below is a list of questions and answers that were submitted:

1. Will there be any clearance levels for the lead paint? There will be no clearance level requirements due tot he existing paint that been flaking off for several months now. The contractor will not be responsible for soil sampling. Contractors can leave the area the same as it was when they arrive on site. They will be responsible for the removal of the existing paint that is still on the cupola and what falls on the roof during the removal process. Contractors will dispose of the lead paint according to all local, state and federal laws as outlined in the scope of work.

2. Are there any other heavy metals in the existing paint? See attached lead-based paint survey results from Asbestos Consulting & Testing (ACT).

3. Will the existing paint create a hazardous waste? The contractor who is awarded the project will dispose of the existing paint according to all local, state and federal laws.

4. Will you require an inspector? Kenny Reese will be the Contract Monitor and Inspector.

5. Are there any weight limitations on the ground in front of the building due to tunnels, etc, which may effect what equipment the contractors can use? No, Kenny Reese will advise the contractor of any limitations. As it stands the only utilities in the area are marked and we will provide the contractors the information where they are.

6. Will there be weight limitations on the roof for equipment? No

7. Will wood replacement or repairs be billed as an extra if needed? If any repairs are needed the contractor will have to submit a request for our review and approval.

8. Will caulking, patching and glazing be billed as an extra if needed? If any repairs are needed the contractor will have to submit a request for our review and approval.

9. Will you be providing specifications for paint (i.e. brand, type, color, etc.)? Different brands/type of paint cost different amounts. Yes. The paint specifications are as follows -- Sherwin Williams has a GSA contract GS-10F-7442A. The following primer and paint will be required as follows:

Sherwin Williams B-66W310 Procryl Primer Sherwin Williams B-66W311 Shercryl White Paint

10. Will Pollutant insurance be required in addition to the regular insurance? No

11. There is existing duct work connected to the louvers of the cupola. Can the existing system that serves the duct work be shut down while work on the cupola is being performed (removing existing paint and repainting)? The institution will cap and seal the existing duct work in the cupola for the duration of the work on the cupola. This includes abatement of the existing lead paint and the application of the new primer and paint.

12. Can the Successful contractor use his own Air Monitoring Company? No, the Government will provide an independent contractor to do the air monitoring for this project.

This will be a separately awarded contract.

13. Can equipment be brought to the cupola from a boom lift? Yes, placement of equipment on top of the roof will be allowed with a boom lift from the front side of the institution. Room is located outside the perimeter fence. Please note that if lifts are required to be placed inside the perimeter fence for access to the roof, then additional time will be required to process security procedures in and out of the perimeter.

Statement: All contractors were reminded that discussions during this meeting do not alter or change the terms/conditions of the solicitation. Any changes will be made in writing via an amendment to the solicitation.