Pre_Solicitation_Meeting_Minutes_House__2-_Signed.pdf

PRE-PROPOSAL MEETING MINUTES

Abate Lead/Mold/ Bat Feces

USP Leavenworth – House #2

Leavenworth, Kansas

July 19, 2016 9:00 a.m.

The Pre-Proposal Site Visit was held in the Visiting Center for the project to abate lead, mold, and bat feces from House #2. The meeting began at approximately 9:00 a.m. A tour of the work site immediately followed. Contractors left the facility immediately following the tour of the worksite.

GOVERNMENT REPRESENTATIVES TITLE

Jennifer Sotomayor Contract Specialist

Richard O’Donnell Facility Manager

Kevin Gregory General Foreman

David Holmes Assistant Safety Manager

Jennifer Langley Business Administrator.

Ms. Sotomayor welcomed all the contractors to the United States Penitentiary to the pre-bid conference for the project to abate lead, mold, and bat feces from House #2. Ms. Sotomayor introduced the institutional staff present. After 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 Site Visit 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 issuing Contracting Officer.

Contracting Officer’s Representative was identified as Richie O’Donnell, Facilities Manager.

The project size magnitude was identified as between $75,000.00 and $100,000.00. Contractors were advised that all questions concerning the technical specifications shall be detailed in writing and forwarded to either Brad Tenpenney

@Btenpenny@bop.gov or Jenna Sotomayor @JSotomayor@bop.gov.The deadline for question submission was identified as

July 26, 2016. No questions will be entertained after this date. The closing date for the submittal of bids is August 1, 2016 no later than 5:00pm local time in Leavenworth, KS.

SPECIAL CONTRACT REQUIREMENTS: Ms. Sotomayor discussed the contract requirements for this project. Contractors were advised to read the solicitation in its entirety to ensure all information was obtained and submitted with their proposal. She noted the following as required documents that need to be completed and returned with the proposal and/or important information applicable to this project.

1. Questions close for contractors on July 26, 2016. Bids must be submitted to Brad Tenpenny by August 1, 2016 by 5:00pm.

2. Standard Form (SF)-1449 - Solicitation, Offer and Award form, Contractors shall complete blocks 17, 23, 24, 30a, 30b, and

30c on the Standard Form 1449 Solicitation/Contract/Order for Commercial Items. Ensure DUNS Number is provided in block 17a.

3. Complete the Unit Price and Amount on Page 4. Pricing should be for one Job (JB) .

4. Complete SAM registration www.sam.gov. NAICS code for this acquisition is 562910.

5. U.S. Department of Residency requirements are applicable to this solicitation.

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

7. Completion of work within 180 calendar days after receiving Notice to Proceed.

8. Successful contractor will be responsible for all required licenses and permits per FAR 52.236-07.

9. Successful contractor shall abide by all federal, state, and local laws, codes and regulations.

10. This contract is subject to the requirements of Equal Employee Opportunity and Affirmative Action

11. A Certificate of Insurance in the amounts as determined by the contract will be required from the successful contractor.

12. Performance Bond (100%) and Payment Bond (100%) are required from successful contractor within 10 calendar days after award.

13. Davis Bacon Wage (KS6) rates are applicable to the project and shall be posted on the job site. Certified Payroll Reports will be due weekly from the prime and subcontractors.

14. Successful contractor shall attend a mandatory Pre-Construction Meeting and Progress Meetings.

The following topics were discussed by government staff over their specific areas. This information is provided during the pre-award phase so contractors have an understanding of what is involved when working within the federal prison.

VOUCHERING: Ms. Sotomayor briefly discussed the requirements for obtaining a gate pass. The contractor awarded the project shall be required to have all employees working on the project complete the following forms. These forms will be given to the successful contractor in a packet. It is imperative that employees fill these forms out completely to prevent delay in processing.

Obtaining approval for a gate pass is time consuming; therefore, the successful contractor will be asked to provide the information requested as soon as possible following award.

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 for Federal Employment (OF-612) (required for determining if employees on crew are qualified for the job associated with the project)

Pre-employment Form

Authority for release of information

Contractor Residency/Citizenship Form

Identification verification prior to admittance with in the institution

Code of Conduct

Mandatory Orientation Training will be provided by HRM and is approximate 2 hours long.

3. Awarded contractor employees are reminded to be truthful when filling out documents. Failure to do so may result in denial of the employee to work on the project.

4. Felons will not be allowed in to work, if the individual has misdemeanor charges it will be at the discretion of the HRM if they will be allowed in to work.

The Government will not disclose information concerning contractor's employees. The government can only let the employer know that the employee was denied or approved.

MEDICAL: Ms. Sotomayor discussed medical emergencies.

1. The BOP will only supply emergency medical treatment.

2. All injuries that are not life threatening will not be treated by any BOP Medical staff. The BOP will not be responsible for and costs incurred by injuries to any contract employee.

SAFETY: Dave Holmes discussed the following Safety topics:

1. Safety and Accident Prevention - Report all injuries to the Contracting Officer’s Representative.

2. Adhere to all OSHA 29 CFR 1926 and 1910 Standards as it pertains to, Lead Exposure in Construction; Fire Prevention, Electrical, Personal Protection Equipment, Chemical Management, Fall Protection, as well as any other OSHA requirement.

3. Material Safety Data Sheets (MSDS) shall be provided to the Contract Monitor for all chemicals used during the project. MSDS shall be provided prior to the work start date for inspection by the Safety Office.

FACILITIES: Richard O’Donnell, Facilities Manager, discussed the following topics pertaining to the project.

1. Work hours are typically from 6:00- 3:30 p.m. This was clarified to mean contractors will not “typically” be able to enter the grounds until 6:00 a.m. and must be off the grounds by 4:00 PM

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

3. Shop Trailers will be allowed

4. Contractors were advised that at this point there is no electricity running to the structure and that contractor provided generators will be required until the point that it is deemed safe by the facilities department to restore electricity to the structure.

6. The contractor shall notify the government 24 hours in advance of all deliveries. This notification shall be given to the

Contracting Officer’s Representative..

After the conclusion of the meeting in the visiting center, all staff and contractors walked over to House #2 to look at the conditions. David Holmes offered everyone masks before entering the house. The following is a list of questions and comments that were discussed during the site visit.

Is a Demolition Permit Required?

-The primary concern of this project is lead and mold removal.

-No demolition – if required to remove then needs to be replaced.

-COR must approve any demolition

When and who completes air quality tests?

-Contractor will complete an air quality test at the beginning and the end of the project to be documented for USP

Leavenworth. Contractor will be responsible for PPE throughout the contract.

How is removal of lead paint defined?

-Any damaged, loose, peeling, or mold attached to structure.

What are the chemical requirements?

-Must have a copy of the MSDS and label for any chemical on-site or utilized.

Who provides and maintains dumpster?

-Contractor will provide and maintain. Dumpster will be secured at the end of each day with a locking devise.

Who supplies electric power?

-Contractor can use a generator for electricity.

Shop trailers required locking device.

No work will be completed on the outside of the structure.

Bid must contain 3 line items with associated costs for:

Lead; Mold; and Bat Feces

Insulation on pipes in the basement is not included in project.

Is the structure identified by the Historical Society?

Yes, it is on the historical registry.

What requirements must be met by the Historical Society?

-Molding and fixtures must be maintained, abated, unless unsalvageable.

-If unsalvageable, COR must concur and replacement completed.

Jennifer Sotomayor

Contract Specialist