Pre-Quotation_Meeting_Minutes.pdf

PRE-QUOTATION MEETING MINUTES

SOLICITATION NO. RFQP04131500003

RENOVATE REAR GATE AND CONTROLS

February 25, 2015

On Wednesday, February 25, at 1:00 PM, a pre-quotation meeting was held with attendees listed on the attached sign-in sheet.

INTRODUCTIONS:

The welcome was given by Trisha Holm, Contract Specialist, and everyone introduced themselves. Ms.

Holm advised this meeting was to discuss Solicitation RFQP04131500003, Renovate Rear Gate and Controls.

PURPOSE OF MEETING:

The purpose of this meeting is to familiarize the offerors with the unique circumstances and requirements surrounding a correctional setting.

This meeting is also to explain the solicitation, as issued, not to furnish additional information.

Nothing said here shall be interpreted as a change to the solicitation without the issuance of a Formal Amendment through the Contracting Officer, Trisha Holm.

Advised minutes will be recorded by Contracting Officer, Trisha Holm, and distributed via FEDBIZOPPS.

There will be a site visit immediately following the meeting.

NOTE: Pay attention to the “Instruction to Offerors” outlining the forms that are to be submitted with the quotations.

As noted on the cover letter of in the Solicitation, all quotations sent by mail shall be addressed to:

Federal Bureau of Prisons ATTN: Trisha Holm, Contract Specialist FCI Sandstone P.O. Box 999 Sandstone, MN 55072

The deadline for quotations is March 18, 2015 at 2:00 PM Central Time.

GENERAL TOPICS:

From the solicitation, each offeror SHALL complete and submit the following forms, clauses, and statements with his/her quotation. Failure to do so may cause your quotation to be considered as non-responsive.

STANDARD FORM 1442 Pages 1 & 2:

Please include DUNS Number, Tax ID#, E-mail Address, and CAGE Code where indicated in Block 10 and complete blocks 14-20C. If your company has a “doing business as” name reflected in your SAM registration, include this name as well in block 14. Ensure the address typed in block 14 matches the address in your SAM registration.

COMMODITY OR SERVICES SCHEDULE (PAGE 4):

Complete the Unit Price (jb=job) and Amount blocks (these amounts will be the same).

NOTE: The amounts listed in this section should be the same as the amount listed in block 17.

REPRESENTATIONS AND CERTIFICATIONS:

Offerors must be registered in the System for Award Management (SAM) at www.sam.gov with the North America Industry Classification Standard Code (NAICS) 238210 which is applicable to this acquisition.

FAR PROVISION 52.204-8 Pages 25-27 Pursuant to the section (b)(1) of this provision, provision 52.204-7 is included in this solicitation.

Therefore, offerors should not mark either of the two options under section (b)(2) – leave these options unmarked

FAO-0021 Pages 27-28 Complete in entirety

FAO-0019 Pages 29-30 Complete applicable paragraph in entirety (most commonly paragraph C). Ensure the date of the certification matches your offer date (block 20c).

FAR PROVISION 52.209-5 Page 31 Complete the selections in section (b) of this provision.

AMENDMENTS: Amendments (if any) must be acknowledge and submitted with the offer by one of the methods as described in item eleven of the Standard Form 30.

DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. All applicable workers must be paid according to the terms of the wage decision.

HIRING GOALS: Hiring goals for this project are 3% for minorities and 6% for females – A “Good Faith” effort should be put forth by the contractor to achieve these goals.

MAGNITUDE: The magnitude of the project is between $25,000 and $100,000.

WORK HOURS: The project will consist of eight hour work day, Monday through Friday, excluding federal holidays. The work day may not constitute a full eight hour day due to security.

COR: The Contracting Officer’s Representative (COR) is Rodney Naab.

PERIOD OF PERFORMANCE: The completion period is 45 calendar days after issuance of notice to proceed.

PRE-CONSTRUCTION CONFERENCE: A Pre-Construction conference is required after the contract is awarded and will be scheduled accordingly.

Any questions after the closing of the pre-quotation conference/site visit shall be sent to Trisha Holm via e-mail at tholm@bop.gov by 2:00 PM on March 4, 2015. In order to provide sufficient response time prior to the offer due date, the government is establishing the above cut-off date for questions about the solicitation.

DISCUSSED STAFF SPECIALTY AREAS:

Safety Manager Bernard Richards advised OSHA regulations will be followed. Any unsafe acts will be reported to the COR, Rodney Naab, and corrected. Any compressed gas or welding will require curtains.

MSDS book or SDS information will need to be provided with any chemicals. You are expected to abide by OSHA and fall protection.

Captain Toney Lee advised that security is paramount and tool accountability will be conducted.

Lockshop staff Scott Domogalla expanded that tool accountability would be performed in morning and at the end of the day.

COR Rodney Naab stated that background checks would be conducted on all workers. No cell phones.

Stated that working hours may be somewhate flexible with hours that staff are working and can be discussed later.

Facilities Manager Rodney Polk mentioned that tools secured in a gang box are approved with tool checklist and tool inventory verified daily.

Casey Crews asked if a portable generator welder would need to be taken out each day. Facilities Manager Rodney Polk stated that it would be considered equipment, so it would need to be secured inside the rear gate or outside the fence.

Contractors were escorted to the site (Rear Gate Area & Control). During the site visit, drawings for the panels in control to include push buttons, LEDs, and relays were presented (see attachment).

This meeting was adjourned at 1:56pm.

NOTICE: MEETING MINUTES ARE PROVIDED FOR INFORMATIONAL PURPOSES ONLY. THEY

ARE NOT INTENDED TO CHANGE ANY SPECIFICATIONS, TERMS OR CONDITIONS OF THE

SOLICITATION. ANY AND ALL CHANGES TO THE SOLICITATION SHALL BE ISSUED IN

SUBSEQUENT AMENDMENTS ISSUED BY THE CONTRACTING OFFICER ON A STANDARD

FORM 30 (SF-30).

Trisha Holm, Contract Specialist Date bop12539 Typewritten Text 02/27/2015