RFQP01211600021_Pre-Bid_Site_Visit_Meeting_Minutes.pdf

Solicitation Number RFQP01211600021

FCI Morgantown

United States Department of Justice

Federal Bureau of Prisons

Pre-Bid Site Visit Meeting Minutes

Pre-Bid Site Visit Date: Monday, January 25, 2016 at 12:00 PM

Pre-Bid Site Visit conducted and minutes issued by:

Cameron Newcome, Contracting Officer

Federal Bureau of Prisons

FCC Hazelton

PO Box 450 Bruceton Mills, WV 26525

A pre-bid meeting and site visit for RFQP0121600024 was held on Monday, January 25, 2016.

The meeting was called to order by Cameron Newcome, Contracting Officer, at approximately

12:00 PM(Local Time). The following individuals participated in the meeting and site visit:

Name

Organization Represented

Cameron Newcome, Contracting Officer

BOP, FCC Hazelton

David Harris, Facilities Manager

BOP, FCI Morgantown

Michael Romeo, Engineering Technician BOP, FCI Morgantown

John Tomano, Maintenance Supervisor BOP, FCI Morgantown

Joe Barnes, Communications Technician BOP, FCI Morgantown

Jason Litner, Safety Manager BOP, FCI Morgantown

Jim Hamrick W.R. Drake

Mr. Newcome thanked everyone for participating in today’s pre-bid site visit and advised that meeting minutes would be prepared and posted on the Federal Business Opportunities website.

Mr. Newcome then identified the project as RFQP01211600021, Install Oven Hood and Ansel

System at FCI Morgantown Food Service. The North American Industrial Classification

(NAICS) code for this project is 238220, with a small business size standard of $14 million. This is a 100% small business set-aside.

He informed the contractors that this site visit is being held to familiarize the bidders with the

Bureau of Prisons policies and procedures to be observed during the performance of the work;

establish preliminary schedules, lines of communication and operational procedures; develop mutual understanding concerning administration of the contract; and introduce personnel associated with this project, their authority, functions, and responsibilities. Mr. Newcome presented the agenda as the following:

Segment 1 Solicitation Review (FCI Morgantown Warden’s Conference Room)

Segment 2 Site Visit – Food Service Kitchen

Segment 3 Closeout

Mr. Newcome stated that “Nothing said at this conference shall be interpreted as modifying the provisions or requirements of the solicitation, and that any revisions or changes to the solicitation will be issued as formal amendment by the Contracting Officer.”

Mr. Newcome also noted that questions will NOT be answered at the site visit. Only written questions will be accepted and answered. Written questions must be submitted to Cameron

Newcome at cnewcome@bop.gov. The deadline for receipt of written questions is Wednesday, January 27, 2014 at 12:00 pm local time. Only questions received prior to the deadline will be answered. Answers will be posted to the Federal Business Opportunities website at www.fbo.gov.

Segment 1 - Solicitation Review

Identity and Authority of Official Representatives:

Contracting Officer – Mr. Cameron Newcome. Mr. Newcome is the singular point of contact for ALL pre-bid inquiries. ALL pre-bid inquiries must be submitted in writing to

Cameron Newcome at cnewcome@bop.gov. As a matter of record, the Contracting

Officer has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States.

Contract Administration Office – Following award, contract administration will be handled by the FCI Morgantown contracting office.

COR – Contracting Officer’s Representative - Mr. Michael Romeo. The COR is the technical representative for the Federal Bureau of Prisons who has overall responsibility

(except for contractual matters) for the administration of operational activities at the project site.

Mr. Newcome began discussion of the solicitation documents with the following review:

Instructions to Offerors - Mr. Newcome instructed the contractors that ALL pages of the solicitation must be submitted with the original bid package even if the contractor is not filling out information on a particular page. Your original hard copy version must be received by this office no later than the time and date established for receipt of bids. THE DUE DATE FOR

RECEIPT OF BIDS IS FEBRUARY 3, 2016 BY 12:00 PM LOCAL EASTERN TIME.

This due date is strictly enforced. Late bids will be rejected. Bids must be delivered to the FCC

Hazelton, 1640 Skyview Drive, Bruceton Mills, WV 2525, no later than the deadline for receipt of bids.

Mr. Newcome noted that each bidder shall pay particular attention and complete the following forms, clauses, and statements with his/her bid. Failure to do so may cause your offer to be considered as non-responsive. Do NOT include any extraneous information/documentation outside of the solicitation requirements. Important documents that need to be completed by the contractor were reviewed as follows:

A. SF-1442, Solicitation, Offer, and Award Pages 1, 2

Complete blocks 14 thru 20C (Page 2 – Include your TIN and DUNS Number). Ensure the address in block 14 exactly matches the address contained in your SAM registration to include the firm’s corporate name and any Doing Business As name reflected in SAM, if applicable. For block 17, enter at least 60 days.

B. Schedule of Services/Supplies Page 4

Complete the blocks entitled “unit price” and “amount.”

C. Representations, Certifications and Other mailto:cnewcome@bop.gov http://www.fbo.gov/ mailto:cnewcome@bop.gov

Statements of Offerors

Contractor Representations and Certifications must be completed entirely and submitted.

D. SF-24, Bid Bond

A bid guarantee is not required for this project due to the magnitude of this project.

E. Amendments

Mr. Newcome notified the contractors that NO amendments had been issued to date. Mr.

Newcome reminded the contractors to monitor the Federal Business Opportunities website in case amendments become necessary in the future.

F. Bid Offer Notice

In an effort to ensure bids are not accidently opened in the mail room, each bidder is requested to submit the following in accordance with the instructions printed on the form (See below):

Notice to Bidder/Offeror (Mailing Label) - See Below:

- This label may be used on any envelope for identification purposes.

- Print or type your name and address in the Upper Left Corner of the envelope containing your offer/bid.

- Complete the information below and cut & paste it or transfer it to the

Lower Left Corner of the envelope containing your offer/bid.

BID OFFER

SOLICITATION NUMBER:

DATE FOR RECEIPT OF OFFERS/BIDS

TIME FOR RECEIPT OF OFFERS/BIDS

________________________ AM_______ PM_________

OFFICE DESIGNATED TO RECEIVE OFFERS/BIDS

Next, Mr. Newcome reviewed key sections of the Solicitation Document – The solicitation documents contains all of the rules/regulations, terms and conditions that will largely define the relationship between the winning bidder and the Bureau of Prisons as it relates to the project. It is assembled in several sections to facilitate an easy review. Mr. Newcome highlighted the following areas of interest:

Special Contract Requirements

Notice of Contractor Personnel Security Requirements – Any and all workers that work at this facility will need to pass a background check that complies with the requirements of the Homeland

Security Presidential Directive 12 (HSPD-12). This security clearance must be obtained prior to working at FCI Morgantown. The successful contractor will be required to comply with the requirements for a long term contractor personnel.

Payment and Performance Bonds - Mr. Newcome indicated that payment and performance bonds will not be required following contract award due to the magnitude of the project.

Magnitude of Project - Mr. Newcome noted the magnitude of the project as between $25000, and

$100,000.00.

Contract Clauses

Contract Clauses – Mr. Newcome indiciated it is the contractors responsibility to ensure all contract provisions and clauses are understood and followed, including those incorporated by reference. Mr. Newcome explained that clauses incorporated by reference have the same force and effect as if they were given in full text. It is important for contractors to familiarize themselves with the requirements of each clause as they will define the relationship between the contractor and Bureau of Prisons for this project.

Commencement, Prosecution and Completion of Work – The successful contractor shall commence work within 10 calendar days from Notice to Proceed and complete work within 120 calendar days from Notice to Proceed. Mr. Newcome emphasized the 120 calendar days includes the amount of time it takes the contractor to submit security clearance paperwork and to gain approval for working at the site. Therefore, the successful contractor should contact Mr. Michael

Romeo, Engineering Technician on the day of award notification to start the clearance process.

Attachments

Davis Bacon Act - All workers must be paid in accordance with the wages contained in the wage decision #wv160042 dated 1/8/2016. The wage decision details the minimum wages the contractor will be required to pay for the type of work being performed. Mr. Newcome indicated that “on the spot” wage surveys would be conducted during the performance period to ensure the protection of the individuals working under the terms of the contract.

Solicitation Provisions

Notice of Requirement for Affirmative Action to Ensure Equal Employment Opportunity for Construction – To comply with Executive Order 11246, contractors must demonstrate a good faith effort to meet their affirmative action goals for the employment of minorities and women in the construction industry.

Next, Mr. Newcome turned the meeting over to institution staff to discuss the security clearance procedure, access to the site, working hours, material storage, Institution code of conduct, provisions for removal of trash, escort of contractor personnel, NCIC Requirements, parking space, and OSHA requirements.

Security Clearance Requirements -- Mr. Romeo reviewed security clearance procedures.

Upon notification of contract award, contact Mr. Michael Romo immediately to start the clearance process. In order for your employees to work on the job site they have to be cleared in accordance with HSPD-12. All contractor employees (including subcontractors) will be required to complete a security clearance packet, present picture identification in person, and be fingerprinted before the paperwork can be processed. Mr. Romeo advised that at the time of fingerprinting, there will be an on-site orientation meeting each applicant will be required to attend. Contractors should allow four (4) hours for this process. Mr. Rome also discussed the requirement for contractors to access the EQUIP computer system as part of the application process. After all of the required paperwork is properly completed and the BOP has an acceptable package, it will take approximately 2-3 weeks for a determination to be made whether or not the security clearance will be granted. As a reminder, the time it takes to obtain the proper security clearance is included in the contractor’s period of performance. Security clearance procedures have been incorporated in the period of performance. Once the decision has been made the contractor will be immediately notified by the Institution. Any of the contractor’s employees not cleared will not be allowed on the premises. Mr. Romeo advised that the successful contractor should have one point of contact for security clearance applications.

The Warden makes the final determination on all individuals allowed to work on institutional grounds. If an employee is denied, no specific reason will be given for the denial. Denial does not mean the individual has a criminal history. A security clearance denial could result from a multitude of issues (i.e. Relative in institution).

Access to the site- Mr. Romoe The project site will be opened to the contractors 5 days per week, Monday through Friday, excluding Federal Holidays.

Working Hours- Mr. Romeo The contractor will check in for work at 7:00 am and receive their

ID badge prior to commencement of work. Work hours are 7:00 am to 3:00 pm, Monday through

Friday, except Federal Holidays. In order to accommodate for the daily security clearance process, the contractor should allow a total of 1 hour a day for entering and exiting the institution (30 minutes to enter and 30 minutes to exit). Work hours and work days may be altered only with a 48 hour advance approval of the Contracting Officer. During an emergency situation, no work will be allowed. During working hours, there will be limited traffic in and out of the institution and contractors shall prepare to remain on the jobsite throughout the duration of the day, besides emergency situations. Contractors shall plan to bring their lunch to the job site and remove debris daily.

Parking Space - Mr. Romeo Contractor is allowed to park vehicles in the upper staff parking lot.

Inclement Weather and Institution Emergencies- Mr. Romeo No contract workers will be allowed on site during fog or inclement weather.

Construction Material Storage - Mr. Romeo indicated there would be sufficient space for the construction material storage on the at the Institution. The successful contractor will be familiarized with the storage site at the pre-construction conference. The contractor is responsible for site security and storage of all construction materials and equipment. The equipment will be stored with 2 locks.

Tool Control – Mr. Litner A locked tool box (job box) will be allowed on the jobsite. Tools will need to be inventoried at the beginning and end of each work day. An accurate master inventory sheet will be kept inside the job box at all times. If a tool is broken on the jobsite, report it to the

Escort Officer and remove all pieces from the jobsite at the end of the work day. Make sure the tool is taken off the master inventory kept in the job box. If a tool is lost on the jobsite, report it to the Escort Officer immediately. Two locks will be placed on the tool box at the end of the work day, one owned by the contractor and one owned by the Bureau of Prisons. At the end of the work day the secured job box will be stored at a location designated by the Captain.

Institution Code of Conduct – Mr. Litner indicated the contractor shall inform his employees that all cell phones are strictly prohibited on the compound. The Captain also indicated that no fraternizing with inmates will be permitted. If a situation is encountered, report it immediately to the Escort Officer or nearest staff member. Finally, khaki clothing are prohibited to be worn by by the contractors. Vehicles will remain locked at all times, to include while not occupied near the job site.

Outline for Escorting Prospective Contractor's through site – Mr. Litner The contractor will be under direct supervision at all times during the completion of the work. The contractor will submit to the Facility Manager a list of employees and types of equipment the contractor will be utilizing on a daily basis. Employees will be required to wear identification at all times.

Provisions for removal of trash and debris – Mr. Litner It is the contractor’s responsibility for removal of all trash and debris from the job site on a daily basis.

OSHA – Mr. Litner Even on Federal sites OSHA applies. Make sure all your employees obey all applicable laws & rules. The Occupation code for construction applies. Hot work permits will need submitted by 3:00 pm one day in advance. A warning line system will need to be set up in advance. Confined work space is not expected. The awarded contractor should forward a copy of the company’s internally developed safety plans to the safety manager to be retained on file along with any training certificates. Report any accidental injuries immediately; workman’s compensation is covered under the contractor’s responsibility.

Chemicals – Mr. Litner Submit any SDS Sheets for any chemicals used on site, report any spills and clean up accordingly.

PPE-Mr. Litner All contractors and employees must have and wear personal protective equipment prescribed by industry standards at all times on while on the job site. It is the contractors responsibility to provide PPE.

Lock Out/Tag Out-Mr. Litner The contractor shall follow all institution lock- out/tag-out procedures.

In conclusion, the Safety Manager emphasized that the contractor is responsible for ensuring their subcontractors follow the security clearance requirements as well as all other procedures.

Segment 2 - Site Visit

The site visit was conducted and contractors were allowed to tour the institutional areas associated with the project to install a vent hood and ansel system. The contractors were allowed to see the actual food service kitchen area, the entrance and exit areas.

Segment 3 - Closeout

Mr. Newcome indicated that nothing said during this meeting constitutes a change to the solicitation. If there is a change, it will be issued as a formal amendment posted to www.fbo.gov.

Interested contractors must monitor the site for updates and acknowledge each amendment issued.

Mr. Newcome indicated that the minutes would be posted to www.fbo.gov. Mr. Newcome reminded everyone that the deadline for receipt of written questions is Wednesday, January 27, 2016 at 12:00 pm local Eastern time. Mr. Newcome adjourned the meeting at approximately 1:15 pm.

These minutes were recorded and submitted by Cameron Newcome, Contracting Officer. Any questions regarding the content of these minutes shall be submitted to the Contracting Officer within two calendar days. Otherwise, these minutes will stand as written.

Cameron Newcome, Contracting Officer Date