Site_Visit_Meeting_Minutes_6132016.pdf

PRE-BID CONFERENCE MEETING MINUTES

REPLACE VAULT WATER LINES

RFQP02011600012

PROJECT 2B6K

On June 13, 2016 at 800 AM EST, a site visit was condicted by Nicholas Guzenski, Contract Specialist, at USP Allenwood, Pennsylvania. The site visit was conducted in an informal forum which consisted of a short meeting between institution staff and the contractors, followed by a guided tour of the of the vault areas at LSCI Allenwood.

Nicholas Guzenski opened the meeting by introducing himself as the Administrative Contracting Officer for this project the following individuals were present:

Nicholas Guzenski, Contract Specialist, FCC Allenwood Doug Harger, HUC Inc.

Tom Robison, HUC Inc.

Dave Harger, HUC Inc.

Vernon Morgan, General Foreman, FCC Allenwood Scott Barrett, Engineering Technician, FCC Allenwood Dave Bostian, Engineering Technician, FCC Allenwood Steve Kepner, Facilities Manager, FCC Allenwood

Nicholas Guzenski stated the purpose of the meeting/pre-bid conference is being held to familiarize all bidders with the Federal Bureau of Prisons policies and procedures, which shall be followed during the performance of the work. This conference will establish the preliminary schedules, explain the lines of communication and operational procedures, develop a mutual understanding concerning administration of the contract, introduce personnel associated with this project and explain their authority, functions and responsibilities. Anything discovered or discussed at this site visit/pre-bid conference shall not change or alter the solicitation, which includes the specifications and drawings. All changes will be issued as a written formal amendment to the solicitation.

All questions must be submitted by the contractor in writing to Nick Guzenski, FCC Allenwood Contracting Officer, no later than Tuesday, June 14th, 2016 by 2:00 PM EST. Questions shall be e-mailed to nguzenski@bop.gov. No questions will be answered during the site visit regarding the project.

SF1442 amendment acknowledgment block 19 was covered. Currently there is one amendment.

The closing date for quotes is June 27th, 2016 at 1200 PM EST.

All quotes must be sent to FCC Allenwood via email at nguzenski@bop.gov attachment size cannot exceed 14.0

MB.

See FAR 52.204-8, Annual Representations and Certifications, on page 25 of the solicitation. The clause at FAR 52.204-7, Central Contractor Registration, is included in the solicitation; therefore, paragraph (d) of this provision applies. Also, do not complete anything past item 20C on the Standard Form (SF) 1442.

In addition to the requirements stated in the solicitation, the contractor must be registered at must complete their respective representations and certifications via the On-line Representations and Certifications Applications (ORCA) at https://www.sam.gov The contractor is responsible for all applicable federal, state and local taxes.

The owner of the utilities and property is:

FCC Allenwood mailto:nguzenski@bop.gov mailto:nguzenski@bop.gov https://www.sam.gov/

Route 15 - 2 Miles North of Allenwood Allenwood, PA 17810

Identification of Official Representative of Owner, other Agency Officials, Prime Contractor Personnel (Contracting Officer) Mr. Guzenski stated covered the following in regards to roles of the involved individuals

Contracting Officer (CO) Mr. Guzenski - the officer with authority to enter into, administer, and/or terminate contractual actions on behalf of the United States, this includes his duly appointed successor.

Contract Administration Office (CAO) - The resulting contract shall be administered by a Contract Specialist located at the Federal Correctional Complex (FCC) Allenwood, Pennsylvania. This information is contained in item #26 of the Standard Form (SF) 1442. After award, the payment bond, or irrevocable letter of credit (52.228-13 page 14 of the solicitation) and certificate of insurance in the required amounts as stated in the solicitation, shall be furnished to the CAO.

Contracting Officers Representative (COR) Mr. Barrett - A representative of the Federal Bureau of Prisons, located at the construction site, who has the overall responsibility (except for contractual matters) for the administration of operation and activity at the project site. Mr. Scott Barrett has been appointed COR for this project.

Change Orders/Modifications/Correspondence/RFI’s (Contracting Officer) Mr. Guzenski stated the following in regards to change orders/modifications/correspondence/RFI’s:

Change Orders/Modifications can only be authorized by a Contracting Officer or Warranted Contract Specialist.

This contract will be administered by the CAO located at FCC Allenwood, Pennsylvania. The Contractor is responsible for all documentation to substantiate all contract changes. If the contractor believes they have been delayed by a differing site condition, the CAO must be notified immediately in writing and prior to proceeding with any corrective actions.

A copy of all written correspondence must be sent to all parties.

Request For Information (RFI) – RFI’s are to be used by the Contractor to clarify information on the drawings and in the specifications. The Prime Contractor is responsible for numbering all RFI’s. RFI’s will not be accepted from any subcontractors. The Prime Contractor and all subcontractors must have copies of all contract specifications and plans at the construction site at all times. All questions pertaining to the contract documents shall be thoroughly researched prior to presenting them as RFI’s. RFI’s will be numbered and submitted by email.

Access to the Site and Working Hours (Scott Barrett, COR) Scott Barrett covered the following:

The project site will be opened to the contractors five (5) days per week, Monday through Friday, excluding Federal holidays. Working hours are based upon a 40 hour work week, eight (8) hours per day. Actual on-site work will be approximately 35 hours per week. The Government assumes no responsibility to the Contractor nor to any of the subcontractors for shorter hours due to emergencies or entry and/or exit of workers at the job site.

The COR shall establish the work hour time frames for the duration of the project, subject to the approval of the Contracting Officer. Work hours and work days may be altered only with a 48 hour advanced approval of the Contracting Officer.

All materials, supplies and lunches must be brought inside the secured institution for the entire day.

Certificate of Payment/Payrolls and Department of Labor Wage Rates (Contracting Officer) Mr. Guzenski covered the following:

The Prime Contractor is responsible for ensuring:

-List of Subcontractors is provided -List of Key Personnel is provided -A Schedule of Values is provided -Ensure all certified payrolls are submitted -All labor standards and provisions are met -Proper wage rates are being applied -Overtime is paid to employees working over 40 hours in one week.

-Wage rates and EEO information are properly posted at the construction site

If there any updates to the Davis Bacon Wage Rates between now and the closing date they will be issued as an amendment to the solicitation.

Application for Payments shall be prepared on an AIA (American Institute of Architects) Form G-702 Application and Certificate for Payment with original signatures. The contractor shall submit four copies each containing original signatures.

Contractor Vehicle Parking Scott Barrett

The responsibility for the security and safety of the vehicle is that of the contractor and his/her employee.

Parking will be made available near the construction site most likely at the rear gate, vehicles will need to be secured. Vehicles will be permitted inside the compound to access the work site.

Progress Meeting Mr. Guzenski

The monthly progress meeting will be conducted on the second Tuesday of each month.

The Contractor shall submit Certified Weekly Payrolls from the Contractor and Subcontractors, anticipated monthly work activity schedule and a complete updated monthly progress report.

Institution Gate/Tool Policy Mr. Kepner

A tool inventory will be maintained at all times and any changes shall be coordinated with the COR.

Tool inventory will be submitted for approval after award.

Job boxes can be utilized.

Contractor will be escorted at all times.

Fog procedures were discussed.

Construction Material Storage Mr. Barrett

All materials will be stored at the construction site, unless prior approval is granted by the COR.

The contractor is responsible for site security and storage of all construction materials and equipment.

Materials and equipment may also be stored at the rear gate, there is room for a trailer to be parked, equipment will need to go in and out daily. Some materials may be approved on a case by case basis for storage at the site overnight.

FCC Allenwood will provide a backhoe and an operator if needed. The Contractor will need to provide all other equipment to move materials.

Institution Code of Conduct Mr. Kepner

The contractor shall inform his employees that intoxicating beverages, drugs and weapons are strictly prohibited.

Introduction of contraband shall be subject to the penalties prescribed by Title 18 USC-1791.

Appropriate clothing must be worn at all times at the site.

No fraternizing with inmates. If you happen to know an inmate personally, you must report it immediately to the

COR.

No cell phones or electronic devices.

Tool Storage Mr. Barrett

Tools will be stored in a lock gang box or removed nightly from the construction site. Copies of any keys to these locks will be given to the COR/Locksmith. Items will be approved on an as needed basis to be left overnight.

Testing Requirements Mr. Barrett Testing of materials may be called for by the CM and paid for by the FBOP. The Contractor must cooperate with the persons and firms engaged in these activities. The Contractor shall notify the FBOP in writing 24 hours in advance of all expected placements, installations or fabrications requiring inspection or tests.

Trash Removal Mr. Barrett

It is the Contractor’s responsibility for removal of all trash and debris from the job site.

An open top container will be provided by the Contractor at a location coordinated with the COR.

Utilities Furnished Mr. Barrett The Contractor is authorized to tap into both water and electric at the Contractors sole expense; however, any temporary taps must be removed by the Contractor prior to completion of the project.

Safety/Sanitation Mr. Guzenski

The Contractor is responsible for the prevention of accidents on the project site. Sanitation, clean up, drainage and other safety precautions will be enforced.

Speed limit of 15 miles per hour will be enforced and violators will not be allowed to continue work on Federal property.

No hiring of employees on the construction site or Federal property.

In case of a safety infraction, the following procedures will apply:

-Immediate notification of FBOP in writing -Correct all deficiencies within 24 hours of infraction -If not corrected, OSHA will be notified or a Suspension of Work may be issued.

Cofined space entry permits will be issued by FCC Allenwood Safety Department. Confined space entry gear will be provided by the contractor in accordance with applicable laws and regulations.

Escorting Procedures Mr. Barrett The Contractor will be escorted while performing under this contract. The contractor will submit to the CM a list of all employees and types of equipment the contractor will be utilizing on a daily basis. The CM will coordinate all escorts.

Notice of Contractor Personnel Security Requirements Mr. Guzenski

The Contractor shall be in compliance with the Homeland Security Presidential Directive-12 (HSPD-12) and Federal Information Processing Standard Publication 201 (FIPS 201) entitled Personal Identification Verification (PIV) for Federal Employees and Contractors as stated in the solicitation.

All Contractors and subcontractors must be NCIC cleared prior to work on the construction site.

The FBOP will clearly explain the process to the contractor, including the amount of time for FCC Allenwood staff to approve the contractor’s employees and the subcontractor’s employees.

Additional Information Mr. Guzenski

Block 11 of the SF1442 was covered. Contractor will begin work within 10 days of being issued the notice proceed, and work will be completed within 90 days.

Site Visit Mr. Guzenski/Mr. Barrett/Mr. Morgan

The meeting moved to the site at 835 AM EST. Vault #2 was shown. This is the main vault for incoming lines. The manhole cover was removed and the inside of the vault was viewed. It was stated currently the chilled water is leaking.

Vault #3 was shown. The manhole cover was removed and the inside of the vault was viewed. Chilled water lines are insulated.

It was offered to view other areas of the institution and all parties declined.

The visit proceeded to the lobby and exited the institution at 915 AM EST.

These meeting minutes are for informational purpose only and any changes will be made through a formal amendment to the solicitation.

Nicholas Guzenski, Contract Specialist