pre-submissionminutesCABLE.docx

RECORDED MINUTES

PRE-SUBMISSION MEETING MINUTES

CABLE SYSTEM UPGRADE

AUGUST 25, 2012

FCI PEKIN

On August 25, 2012 a pre-submission meeting for Solicitation RFQP04111200020 was held at the hour of 9:00 A.M. in the Business Office. The following individuals were present for the meeting:

Mike Schone, Facility Manager/Contract Monitor FCI Pekin Dave Sangalli, Electrician, FCI Pekin Jeff Kercheval, Supervisory Contract Specialist, FCI Pekin Lisa Crawford, Inventory Management Specialist, FCI Pekin Jon Kemp, BBA Construction Clay Staufffer, ZDI Inc.

Lea Crigger, Heart Technologies

Jeff Kercheval began the meeting by stating the solicitation number and the type of work that the solicitation would entail. Mr. Kercheval reminded all parties that U.S. Department of Labor Wage Determination 2005-2173 Revision Number 12, Dated 6/13/2012 was applicable and that the RFQ was due September 9, 2012 at 3:00 CST. Mr. Kercheval advised the attendees that nothing discussed during the meeting would constitute a change to the solicitation and that only the Contracting Officer has the authority to amend the solicitation. He then stated that all questions must be submitted in writing in order to receive a proper response.

Mr. Kercheval explained to those present that the contractor awarded the contract will be required to be completed within 120 calendar days after receiving the award. Mr. Kercheval informed the contractors that the 120 days for completion would start at the date of award and not the date that the background security checks are completed on the employees working on-site. Mr. Kercheval went on to say that security clearance for all employees performing work on institutional grounds must be completed prior to entry into the institution.

Mr. Kercheval provided a brief summary of the supplies/services that are required under the solicitation. He stated that the purpose of the upgrade is to improve the overall signal reception, eliminate interruptions of service, provide greater controls of the system to include selective viewing and blocking of channels, at the discretion of FCI Pekin, and have access to Spanish speaking channels.

Mike Schone stated that normal working hours would be 7:30a.m. to 3:30p.m., Monday through Friday, excluding Federal Holidays. Processing through the rear gate could take as long as 40 minutes the first couple of visits. The time will fluctuate based on the number of tools and how well the tools are organized and inventoried. Mr. Schone also stated that the contractor will be responsible for an accurate inventory of all tools on site. If a tool is missing at any time, the contractor must notify the escorting staff immediately. The contractors were notified that they would be required to provide a written inventory of the equipment entering the institution. Mr. Sangalli mentioned that the utilization of gang boxes, which could be stored at the institution, would speed the process. The use of gang boxes would require approval from the Captain prior to being used. Mr. Schone then informed the contractors that electronic devices, such as cell phones and pagers, would not be allowed in the institution.

Mr. Schone informed the interested parties that, as FCI Pekin is a correctional institution, there is the potential of delays due to institutional emergencies. Should a situation arise, BOP staff will notify the contractor as soon as possible if the contractor will be unable to enter the institution.

Mr. Kercheval informed the vendors that if any materials or equipment are to be delivered to the institution, the contractor must provide a detailed schedule of materials or equipment to be delivered. The contractor must also submit a detailed schedule, for BOP approval, of components to be installed. Scheduling will be mutually agreed upon by the awarded contractor and FCI Pekin.

Mr. Kercheval concluded the meeting by reminding all parties that noting discussed during the meeting constitutes a change to the solicitation and that only the Contracting Officer has the authority to amend the solicitation. He also, restated that all questions must be submitted in writing.

The meeting was adjourned at 9:30 A.M.