minutes pre-bid.pdf

Pre-Bid Meeting / Site Visit Minutes

Federal Correctional Institution

Waseca, Minnesota

Plumbing / Flooring Project (Multi–Purpose Bldg.)

The Pre-Bid Conference/Site Visit for RFQ041511021, Supply and install plumbing and flooring at the FCI Waseca MN Multi-Purpose Building, was held in the Multi-Purpose building at the

Federal Correctional Institution, Waseca, Minnesota on June 22, 2011 at 9:00am. The following representatives were present:

CONTRACTOR REPRESENTATIVES COMPANY

Steve James James Brothers Construction

GOVERNMENT REPRESENTATIVES

Jay Herman, Contracting Larry Gannon, Safety

Lynn Miller, Facilities Paul Cole, Facilities

Aric Pratt, Facilities Del Ziemke, Facilities

Jon Juberien, Facilities Mike Gullickson, Facilities

Jay Herman opened the meeting by welcoming the contractor(s) and introduced the Government representatives.

Mr. Herman made the following points:

The pre-bid meeting will involve a review of safety and security requirements, a viewing of the worksite, and a question and answer session. Jay Herman will be the contracting officer during all phases of this contract. Minutes of the pre-bid meeting will be typed and posted to the website www.fbo.gov . Questions regarding the solicitation or any technical specifications can be e-mailed to jherman@bop.gov . Del Ziemke will be the

Contract Monitor for this project. Del will be on site with the contractor during this project. The Contract Monitor will be the eyes and ears of the contracting office. Issues that arise and changes that are needed should be reported to the Contract Monitor. The

CM will work as a liaison between the contractor and the contracting officer. The

Contract Monitor will have no authority to make changes to the contract. Changes to the contract must be made in writing by the Contracting Officer. Price quotes are due on June

28, 2011 by 2:00pm CST. The Davis-Bacon Act applies to this contract. Department of

Labor wage rates will be posted on site. Certified payrolls must be submitted weekly to the contracting officer. Wage interviews with non-supervisory employees of the contractor will be conducted on-site by the contracting officer, contract monitor, or the contract specialist. All licenses and permits are the responsibility of the contractor. The

Contract Work Hours / Safety Standards Act require that time and a half is paid when employees work over 40 hours a week, or more than 8 hours in a day. Residency requirement: all employees of the contractor must have legally resided in the US 3 out of mailto:jherman@bop.gov the last 5 years. The contractor is required to have a DUNS number. The contractor is required to be registered in the Central Contractor Registration website www.ccr.gov .

Online representations and certifications registration is required on the website https://orca.bpn.gov/ . Payments will be made via electronic funds transfer.

Safety Manager Larry Gannon stated that OSHA safety regulations must be followed. Violation could result in a work stoppage. The contractor is responsible for all personal protective equipment. Contractors will not have employees wear orange safety vests. The safety vest color must be a bright color other than orange - preferably bright yellow. Fire extinguishers must be present on all machinery. Report all work related injuries to the contract monitor. Hazardous identification markers must be posted in all hazardous areas. The institution speed limit is 10 mph, drivers are to always be watching closely for inmate / staff pedestrian traffic.

Facilities Manager Paul Cole announced the following security requirements: Tobacco requires strict control on the institution grounds. It is considered contraband for the inmates. Ensure that all smokers use the designated smoking areas and dispose of their cigarette butts and chewing tobacco in the secure containers. Due to the project area being outside the secure perimeter, cellphones and pagers will be allowed. In the event a cellphone or pager is missing, contact the

Contract Monitor or any BOP staff immediately. Do not allow employees to wear dark green clothing as this is the color of the inmates clothing. Prescription medications should be an amount necessary for 1 work day. There will be inmates working near the construction area.

Communication with inmates should be kept to a minimum.

The group of FCI Waseca staff and the contractor conducted the tour of the work site. During the tour, the following questions were asked and answered.

Question: What size water main to tie into?

Answer: The existing 6” water main is located approx.. 15 feet east of the institution’s warehouse. Total distance from multi-purpose bldg.= approx. 200’. The FCI requests a 6” plastic line to tie in (with shut off valve near tie in) and will run (east) from the existing water main to an area (to be determined by the FCI) outside the Multi-purpose building’s west side. Water line trench bedding can be refilled with spoils from original trench.

Question: What size sewer main to tie into?

Answer: Existing clay/cement (24” – 30”) sewer main line is (approx..) 400’ away near the highway ditch (south side of lot). FCI requests a 6” plastic line to tie in and run north from the existing sewer main to an area (to be determined by the FCI) outside the Multi-purpose building’s west side. Sewer line will require 3 cleanouts (locations will be determined by the FCI). Sewer line trench bedding will be sand (thickness determined by the contractor) remaining trench fill can be spoils of original trench.

Question: What are the measurements to enter muli-purpose building for flooring project.

Answer: The widest entrance to the building is a max 70” width clearance for any equipment to get inside building.

Question: Will any surface material need to be removed prior to flooring work?

Answer: The current sand bedding inside the building is approximately 40 inches deep on the south end and tapers up on the North end to approximately 16” deep.

Question: What is the contractors responsibility in regards to the flooring and in-floor heat tubing?

Answer: The contractor is responsible for supplying the FCI with a floor layout of tubing for the in-floor heating system (preferably an auto-cad drawing). The Contractor will be responsible for removing 4” of sand/material from the existing floor. After final grade, the Contract Monitor will notify the FCI electrician that he can place the floor outlets for the south side meeting room. Once finished the 6 mil poly lining and 2” of foam insulation can be placed by the contractor. The FCI will be responsible for attaching the in-floor heat tubing. The tubing attachment method will be determined between the contractor and the FCI after award. Refer to floor specifications

(solicitation) for more flooring information.

FCI added that temporary lighting and electricity will be available to the contractor inside the multi-purpose building. Time requirement: July 29 deadline for completion.

There are existing field drain tiles outside the multi-purpose building. If damaged, the drain tiles will be patched or repaired by the contractor with approval from the FCI.

On-site working hours can be arranged with the FCI after the contract has been awarded.

Permits from the City, County, or State will be the responsibility of the contractor.

Meeting adjourned at 9:55am.