Pre_Solicitation_Meeting_Minutes.docx

PRE-PROPOSAL MEETING MINUTES

Re-Tubing of Boiler #4 USP Leavenworth Leavenworth, Kansas November 17, 2016, 10:00 a.m.

The Pre-Proposal Site Visit was held at the Power plant on November 17, 2016, for the Re-Tubing of Boiler #4 at the Power house. The meeting began at approximately 10:00 a.m. A tour of the work site immediately followed. Contractors left the facility at 10:45 a.m.

The following representatives were present:

Mr. Tenpenny welcomed all the contractors to the United States Penitentiary to the pre-bid conference for the Re-Tubing of Boiler #4. Mr. Tenpenny introduced himself as the issuing contracting officer. Mr. Tenpenny 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. Contractors were notified that the Contracting Officer’s Representative was identified as Kevin Gregory, General Foreman.

The project size magnitude was identified as between $95,000. Contractors were advised that all questions concerning the technical specifications shall be detailed in writing and forwarded to Brad Tenpenny via email @ btenpenny@bop.gov. The deadline for question submission was identified as November 28, 2016 @ 1:00pm central standard time. No questions will be entertained after this date. The closing date for the submittal of bids is November 30,2016 no later than 1:00pm central standard time.

SPECIAL CONTRACT REQUIREMENTS: Mr. Tenpenny 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. He 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 November 28, 2016. Bids must be submitted to Brad Tenpenny by November 30, 2016 by 1:00pm.

2. Standard Form (SF)-1442 - Solicitation, Offer and Award form, pages 1 & 2 -Complete blocks 14 thru 20C.

3. Provide DUNS number and Taxpayer Identification Number in Block 10 on page 1 of the SF-1442.

4. Complete the Unit Price and Amount on Page 4. It was noted that pricing should be for one Job (JB) and shall be provided on both page 4 and page 2 in the space provided.

5. Complete SAM registration www.sam.gov. NAICS code for this acquisition is 561710.

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

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

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

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

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

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

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

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

14. 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.

15. 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: 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. 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.

3. 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.

SAFETY: Billye Cordell, Safety Manager, 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, 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.

MEDICAL: Mr. Tenpenny 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.

CUSTODY AND TOOL CONTROL: Facilities Manager Richard O’Donnell discussed custody and tool control.

1. Do not bring in any Contraband. Contraband is defined as anything an inmate cannot have. The most common forms of contraband are tobacco, cell phones, pagers, palm pilots, and gum.

2. NO weapons are allowed on government property.

3. Contractors were advised that In case of any institution emergency, the contractors will be escorted out of the institution perimeter.

4. Contractors were advised that during fog restrictions, contractors will not be allowed inside the perimeter fence until the fog lifts.

5. 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 Warden’s approval and the frequencies known.

6. All tools will be inventoried coming into the institution and leaving the institution. Tools may also be inventoried intermittently as contractors are moving from location to location. Contract employee MUST report any lost or broken tools IMMEDIATELY to the Contract Monitor. If a tool is lost, EVERYONE will stay at the work site until it is located.

7. Vehicles will be searched entering and exiting the institution grounds. Contractors were advised all tools will need to be removed and placed near the vehicle for inventory. They were advised to remove excess material from the vehicle before entering Rear Gate (screws, bolts, scrap iron, trash, etc.). Removal of these unnecessary items will speed up the processing time as government staff is required to go through and inventory everything.

8. Work hours were identified as 7:00am to 3:30pm. This means contract workers can be processed starting at 7:00am and must be clear of the rear gate by 3:30pm.

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

1. Contractors were advised that work hours are typically from 7:30 a.m. to 3:30 p.m. This was clarified to mean contractors will not “typically” be able to enter the gate until 7:30 a.m. and must be out of the gate by 3:30 p.m. It was noted that on average it takes approximately 30 minutes for processing in and 30 minutes for processing 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 and will be locked with a government provided lock during the project, the pad site will be visited during the site visit.

4. Contractors were advised the government will provide electricity, (locations to be determined by Government) as needed for project completion – (See Utilities Clause in Solicitation).

5. All delivery drivers have to have prior approval to enter the institution. Notification shall be given to the Contracting Officer’s Representative for proper procedures.

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.

7. Contractors were advised that lunch is recommended at the job site. This is due to the requirement for escorts and the time it takes to process in and out of the institution.

After conclusion of the pre-solicitation meeting in the Warden’s Conference room, all staff and contractors walked up to the attic of D Cellhouse to assess the conditions. Mr. Cordell supplied all entering a mask before entering the attic. The following is a list of questions and comments that were discussed during the site visit.

QUESTIONS:

1. Are all controls to be replaced? Yes

2. Is the contractor to design the new control panel? Yes, the panel proposed will be approved by Leavenworth Facilities department, it shall be similar to existing panels on other boilers.

3. What are the working hours? Monday- Friday, 7:00am-3:30pm, weekends are available during the same time.

4. Are equipment boxes allowed? Yes, all equipment will be inventoried by Leavenworth staff at the end of each shift, contractors will supply their own lock for the box.

5. Who is responsible for the treatment of the tubes after completion? The contractor awarded the project.

After the conclusion of the site visit, it was reiterated by Mr. Tenpenny to all contractors 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 from the issuing Contracting Officer, Brad Tenpenny. The contractors were thanked for coming to the pre-bid conference and were reminded to read the solicitation in its whole, and that if any information was omitted that the proposal could be declined. At the conclusion of the close out all staff and contractors were escorted back to their vehicles. All contractors returned to their vehicles and departed at approximately 10:45 am.

Supervisory Contract Specialist