Meeting_Minutes_08.01.17.docx
DOCX document 22 KB Posted
- Attached to
- MCC NEW YORK DROP CEILING TILE SUPPLY/INSTALL
- Solicitation number
- RFQP02101700021
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SITE VISIT / WALK-THROUGH MEETING MINUTES - 08/01/17 REPLACE CEILINGS ON 2ND AND 3RD FLOOR MCC NEW YORK RFQP02101700021
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Other files
| File | Type | Posted |
|---|---|---|
| RFQP02101700021_-_SF-30_Amendment_08.08.17.pdf | ||
| Q&As_08.07.17.docx | DOCX document | |
| Ceiling_-_SOW.pdf | ||
| Combined_Solicitation_notice-Ceiling.docx | DOCX document | |
| RFQP02101700021_-_MCC_Ceiling.pdf |
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SITE VISIT / WALK-THROUGH MEETING MINUTES
FEDBIZOPPS (FBO) RFQP02101700021
REPLACE CEILINGS ON 2ND AND 3RD FLOOR
MCC NEW YORK
On August 1, 2017 at approximately 10:00AM EST a site visit at MCC NY was conducted by Gina Napolitano, Contract Specialist. The site visit/walk-through was conducted in an informal forum which consisted of a short meeting between institution staff and the contractor(s), followed by a guided tour of the general area of where the ceilings will be replaced. The site visit meeting began at approximately 10:00 AM EST in the MCC New York Training Room.
Introduction:
Gina Napolitano opened the meeting by introducing herself as the Administrative Contracting Officer for this project. The following Individuals were present:
Gina Napolitano, Contract Specialist, Northeast Finance Center Michelle Thomas, Contract Specialist, Northeast Finance Center Richard Ovalle, Property Procurement Specialist, MCC New York Charles Bekgran, Facilities Manager, Captain, Safety, Human Resources, MCC New York Matthew Bailey, Engineer Technician, MCC New York
Purpose of Meeting:
Gina Napolitano stated that the purpose of the meeting is to familiarize contractors with the unique circumstances of the Federal Bureau of Prisons policies and procedures, which shall be followed during the performance of the work. This meeting will establish the preliminary schedules, explain the lines of communication and the 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/walk-through meeting shall not change or alter the solicitation. Any amendments must be acknowledged on FedBizOpps (FBO).
| ˉ | No Photos are allowed to be taken and no recording devices are allowed. |
| ˉ | Any changes will be issued as a written formal amendment to the solicitation. |
| ˉ | Meeting minutes will be recorded and distributed via FedBizOpps (FBO). |
| ˉ | Explained the importance of completing the representation and certifications in The System Award Management (www.SAM.gov). |
| - | The contractor is responsible for all applicable federal, state and local taxes. |
Time Frames:
| ˉ | Reminder was provided that the RFQ / Quotes Opening Date was July 24, 2017. |
| - | Any questions must be submitted to Gina Napolitano through email at gnapolitano@bop.gov prior to Friday, August 4, 2017, 3:00PM EST. Answers will be posted to FedBizOpps (FBO) prior to close of solicitation. |
| - | Quotes will be received and time stamped. Date and time for the receipt of all quotes are due prior to Thursday, August 10, 2017, 9:00AM EST to gnapolitano@bop.gov. |
| - | Any late quotes will not be considered and will be rejected. |
Work Hours:
ˉ Work hours will be from 9:00 PM to 5:00 AM. Project is anticipated to consist of an eight hour work day, Monday through Friday, excluding federal holidays. The work may not constitute a full eight hour day due to security procedures of the institution. Contractors will be notified of any such changes due to institutional emergencies.
General Topics:
| ˉ | The completion period of this project is 160 calendar days after issuance of notice to proceed. |
| - | Ensure you thoroughly review the RFQ and Statement of Work. |
| - | Again, for consideration, ensure you submit the quote completely and thoroughly as well as be registered and active in www.SAM.gov (SAM - System for Award Management) prior to the close of the solicitation. |
Discuss Staff Specialty Areas:
Mr. Charles Bekgran, Facilities Manager (spoke for Safety) went over Safety Administration and Environmental Regulations.
| ˉ | Contractors must follow local and state regulations. |
| ˉ | Contractors must provide training records for everyone who will be working on the ceiling. |
| ˉ | Contractors must provide color coding on cords. |
| ˉ | Contractors must provide a list of all chemicals being used as well as MSDS manual. |
| ˉ | Contractors must wear safety boots. |
| ˉ | Any injuries on site, staff can administer aide. |
| ˉ | Safety Department can stop the project at any time for safety concerns. |
Mr. Charles Bekgran, Facilities Manager (spoke for HR) went over HSSPD-12
| ˉ | HSSPD-12 and any other paperwork provided from HR must be filled out completely. There are 30 plus pages which must be filled out entirely and timely in order not to delay the project. | |
| ˉ | Contractors will be finger printed. | |
| ˉ | Photo ID required. | |
| ˉ | 4 hour training is provided prior. | |
| ˉ | All contract workers must be cleared. | |
| ˉ | Online computers will be available onsite and no work starts until security clearances are cleared. | |
| ˉ | If an employee is not cleared, then they won’t come in to the institution to work. The |
employer shall not ask the employee the reason for not being cleared.
Mr. Charles Bekgran, Facilities Manager (spoke for the captain) went over Correctional Services
- All tools must be cleared and inventoried in the Job Box with 2 locks (contractor’s lock/institution lock) then locked to fixed item with chain.
| - | A type tools (rope) over 6 feet long must be secured. |
| - | Trash shoots / lifts – must have prior approval from COR. |
| - | Any broken / missing tools must immediately inform the COR. |
| - | Tools that are broken/damaged/lost can be used by an inmate – Be mindful and careful – any questions ask the COR. |
| - | All Contractors must clear the metal detector machines prior to entering the institution. |
| - | No contraband, no radios, no watches, no cameras, no phones on the job site or in the institution – no pictures. |
| - | 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. |
| - | You will be notified ASAP if you have not cleared the background check and if an employee cannot work. |
The meeting was adjourned and the group was escorted to the 2ND and 3RD floor for the site visit portion of the meeting. All contractor(s) exited MCC New York grounds and the meeting/site-visit concluded at approximately 10:53 AM.
*These meeting minutes are for informational purpose only and any changes will be made through a formal amendment to the solicitation.
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