Pre-Bid_Site_Visit_Meeting_Minutes_-_Replace_Camp_Roof_Project.pdf

Solicitation Number RFQP05071700013 FCI El Reno, Replace Camp Roof

United States Department of Justice

Federal Bureau of Prisons

Pre-Bid Site Visit Meeting Minut~s

Pre-Bid Site Visit Date: Tuesday, July 11, 2017

Pre-Bid Site Visit conducted and minutes issued by:

Curtis Yates, Contract Specialist Federal Bureau of Prisons

Federal Correctional Institution - SCR 4205 Highway 66 West

El Reno, Oklahoma 73036

A pre-bid meeting and site visit for RFQP05071700013 was held on Tuesday, July 10, 2017. The meeting was called to order by Curtis Yates, Contract Specialist, at approximately 9:00 AM (Local Time). The following individuals participated in the meeting and site visit:

Name Organization Represented

Pamela Gradle, Senior Contract Specialist Federal Bureau of Prisons, FCI El Reno

Curtis Yates, Contract Specialist Federal Bureau of Prisons, FCI El Reno

Joe Eglsaer, Safety Manager Federal Bureau of Prisons, FCI El Reno

Matt Jackson, Captain Federal Bureau of Prisons, FCI El Reno

Bob Rawlins, Engineering Tech Federal Bureau of Prisons, FCI El Reno

Cory Moss, Security Officer Federal Bureau of Prisons, FCI El Reno

Mike Keller, Security Officer Federal Bureau of Prisons, FCI El Reno

Greg Lux, General Foreman Federal Bureau of Prisons, FCI El Reno

Mike Herrel, Facilities Manager Federal Bureau of Prisons, FCI El Reno ·

Rochelle Pribyl, Human Resource Specialist Federal Bureau of Prisons, FCI El Reno.

Marcus Johnson Grav & Sons Construction

Glenn Keefover Okla. Rfg & Sheet Metal

Howard Dodd Emaritus Construction

Mr. Yates introduced himself as the Contract Specialist and welcomed everyone to today's pre-bid site visit for the Replace Camp Roof Project. Mr. Yates also introduced Pamela Gradle, Senior Contract Specialist and Robert (Bob) Rawlins, Contracting Officer's Representative (COR).

Mr. Yates advised that meeting minutes would be prepared and posted on the Federal Business Opportunities website.

Ms. Yates then identified the project as RFQP05071700013, Replace Camp Roof at the Federal Correctional Institution (FCI) El Reno, Oklahoma. The North American Industrial Classification (NAICS) code for this project is 238160, with a small business size standard of$15 million. To determine if you are a small business you would take your last three years annual gross receipts and divide by three; if at $15 million or below, you are a small business. This is a 100% small business set-aside.

He informed the contractors that this site visit is being held to familiarize the bidders with the requirements and unique circumstances surrounding a correctional setting. We will explain the solicitation as issued, not furnish additional information. The meeting will develop mutual understanding concerning administration of the contract. The appropriate Government representatives will provide information concerning Bureau of Prisons policies and procedures to be observed during the performance of the work to include security, safety, work days and work hours, tool control, utilities, NCIC & FBI background checks and emergency medical care.

Those representatives will be introduced prior to their presentation. Should you have any questions concerning those specific areas, please ask them at that time, as these representatives have other duties to attend to and will likely not stay for the entire meeting.

Mr. Yates presented the agenda as the following:

Segment 1 Segment 2 Segment3 Segment 4

Work in a Correctional Setting Solicitation Review Site Visit Closeout

Mr. Yates stated that "Nothing said at this conference shall be interpreted as modifying the provisions or requirements of the solicitation, and that any revisions or changes to the solicitation will be issued as formal amendment by the Contract Specialist, Curtis Yates."

Mr. Yates stated that any amendments or information pertaining to the solicitation will be posted on the Federal Business Opportunities website www.fbo.gov. At this point, there has not been any amendments issued to the solicitation. Amendments must be acknowledged in accordance with the instructions in Block eleven (11) on the Standard Form 30.

Segment 1 -Work in a Correctional Setting

The appropriate government representatives from the institution provided information concerning their areas.

FINANCIAL MANAGEMENT: Pamela Gradle, Senior ~ontract Specialist for the Business Administrator addressed financial aspects. There is funding available for this project. Payments will be made in accordance with the Prompt Payment Act. Payments will be made within 14 calendar days after receipt and approval of a proper pay application/invoice for construction services completed. However, in accordance with the Office of Management and Budget

(OMBs) Memorandum M-13-15, payments made to small businesses will be made sooner if possible. All payments will be made by electronic funds transfer.

KEY CONTROL: Mike Keller, Security Officer, spoke about key control and security issues.

Mr. Keller stressed the importance of keys and locks and ensuring that at no time should inmates ever be allowed access to keys. The contractor and employees will never use institution keys.

Mr. Rawlins, the COR will have keys for access to any areas for which you need access. All vehicles will be escorted at all times. Employees' personal keys must be safeguarded. Any lost keys must be reported. A lock can be issued if necessary. The contractor should never have anything locked up that we can't get to. Only bring in tools you need for that day. The less you bring in, the faster you can get processed in and out.

SECURITY: Captain Jackson spoke concerning other security issues. Institution security is highest priority here. Your employees will have a staff escort and must also be accounted for and will have to clear the metal detector. They will be subject to an Ion scan for drug detection and a random pat search. Cell phones will not be allowed inside the fence. Pagers can be approved.

Your own radios will not be allowed. Tool accountability is very important. Tools will be inventoried daily. We will shut the institution down in the event of a lost tool. If any of your employees should be arrested during the project, they need to let us know that. Alcohol, firearms, ammunition, drugs, cameras etc. are not allowed on the institution property. You cannot have a firearm in your car. Any tools that are left on-site must be secured in a lock box each evening.

Heavy machinery must be disabled while not in use and at night. Gas powered equipment must have a locking gas cap and must be disabled if left on-site at night. Contractor employees should have very limited contact with inmates around the job site. If a contractor employee is approached by an inmate, the employee should notify the project representative. Also, if a contract employee should recognize an inmate that they know, the project representative should be notified. Contractor employees should never give or take anything from an inmate. All employees will have a badge and will be processed in each morning. Contractor employees should refrain from wearing khaki or dark green clothing so as not to be confused with inmates. In any type of emergency situation, your employees should all follow instructions from staff members. We will search anything you bring in. We could search your vehicle. You will be required to secure the work site at the end of the work day.

BACKGROUND CHECKS: Rochelle Pribyl, Human Resources Specialist spoke on behalf of the Human Resources Manager concerning requirements for contract employees for vouchering and policy regarding screening procedures. Contract employees who will be working on this project will be required to fill out clearance paperwork. They will first need to complete an NCIC form and contractor pre-employment form. An initial background check will be run by Human Resources, and, ifthe employee clears that check, a badge application packet will be sent. Which packet is sent will be dependent on whether the employee will need a short- or long-term badge.

Short-term badges are required for those working less than six months. Long term badges are required for individuals that will be working for six months to a year. After the forms are returned, the employee will need computer access to complete the background investigation process through the e-QIP system if a long-term badge is requested. Individuals that are requesting short-term badges will not need to complete the e-QIP background investigation process. Once all paperwork has been received and/or background investigation has been initiated, employees will need to come to the institution for pictures, fingerprinting, and a training session. They will need to bring both a Social Security card and Driver's License OR a passport in lieu of those two. Training sessions are required on an annual basis or if an employee needs their badge renewed.

Ms. Pribyl stressed the importance of the employees being truthful when completing paperwork.

Anyone caught lying on their paperwork will not be approved.

Per policy, employees must be.a US citizen to get cleared. They cannot get cleared on a green card. Citizens of Mexico will not be cleared. All paperwork must be legible. All employees must be badged prior to starting work on-site. This process will take a minimum of six weeks and possibly twelve to sixteen weeks and the employee will not be allowed to work until the clearance is complete and a badge is issued. The final decision for clearance will be made by the Captain and the Associate Warden at this institution. It is expected and important that employees complete the process in a timely manner and disclose all pertinent info:rmation.

If an employee is denied clearance, we cannot lawfully tell the employer or the employee why they have been denied. We can only give you the address for the Freedom of Information Act, which is where you can write to obtain that information.

Drivers making deliveries only are not required to undergo the clearance process.

SAFETY: Joe Eglsaer, Safety Manager discussed safety issues. All OSHA and environmental guidelines, and federal and state guidelines must be followed. Personal protective equipment will be required at all times and must be provided by the contractor. We would prefer that hazardous chemicals are used as little as possible. ACA mandates that flammable and caustic material be controlled. A (Safety Data Sheet) SDS is required onsite for any hazardous chemicals and must be provided by the contractor. Any hazardous chemicals with a HMIS rating of 2 or above must be controlled. Any'contract workers must be trained appropriately for jobs such as lead based paint removal. We will be onsite doing inspections and it is possible that OSHA could arrive unannounced to perform inspections. If lead based paint is discovered, it must be abated in accordance will safety regulations before work can continue.

FACILITY MANAGER OVERVIEW: Mike Herrel, Facilities Manager discussed facility issues. · The contractor must repair anything they would happen to break while working. The solicitation does provide drawings for reference, but the contractor is totally responsible for locating utilities. In the event of an institution emergency, you will need to follow the instructions from the Project Representative. The Project Representative will keep a log book of all events, including weather, number of employees working, etc. Processing in and out takes time. If any utilities need to be temporarily shut off, we will need advance notice. And, if utilities will be anticipated to be off for 24 hours or more, we would require a 48 hour advance notice. Safety is a big concern here.

Question: There was a question concerning the possibility of the presence of asbestos on the section camp roof that is to be replaced.

Answer: Mr. Herrel replied that there is no known asbestos in or on the camp roof.

Question: When was the last time the section of roof was replaced.or repaired?

Reply: Mr. Herrel replied that to our knowledge that it is the original roof, but has patches.

Mr. Yates asked participants for any further questions pertaining to these areas.

Mr. Yates introduced Bob Rawlins, Contracting Officer's Representative (COR). Mr. Yates discussed the role of the COR as the Government's technical representative. Mr. Yates further stated that the Contracting Officer is the only person who has the authority to modify the contract.

Mr. Rawlins discussed several project issues. When you arrive at the institution and tum off of Highway 66, you are on institution property and all rules and regulations apply.

The normal work hours will be 7 :00 am to 3 :00 pm on the outside. Contractors can be at the designated jobsite or staging area before normal working times with pre-approval through the COR. Contractors can stay after normal working hours in the staging area with COR's approval. Workdays will be Monday through Friday, excluding Federal holidays.

Contractors are required to stop at the speaker box every day to notify the tower officer of their arrival. Weapons, alcohol, and anything of that nature are strictly forbidden and will not be allowed on the property. Your employees will park at the staging area and check in with the construction escort. They will then pick up their contractor ID/badge and proceed to the work site. Each employee will be required to have their contractor badge while on-site. As discussed earlier, normal processing time for background clearance and badging is approximately six to twelve weeks. If there is a problem with the clearance, it could take substantially longer. Truck drivers making deliveries only are exempt from the clearance process as long as they do not exit the cab.

There should be no contact or conversations with inmates. This goes as far as to say even a simple hello. It is the appearance of a civilian speaking to an inmate. If an inmate speaks to you, you need to immediately tell the project escort or Mr. Rawlins to correct the inmates' behavior. Employees should wear long pants and a shirt and should not wear khaki or forest green. No shorts will be allowed.

All contractor and sub-contractor employees will conduct themselves in a proper manner while working on the project.

In the event of an institution emergency, construction work will be interrupted. Please keep this in mind when working in this environment. Tools should be readily available to quickly inventory to speed the process of getting contractors out. This action by BOP staff is for the personal safety of the contractors while on institutional grounds.

There will be a designated parking area and staging areas for material storage.

Tools will be inventoried in and out daily and accounted for at all times. You will only bring in tools that are necessary. It is helpful if you type a list of the tools you will be bringing in every day, so it can just be checked off instead of writing down each tool every day. Equipment must also be accounted for and inventoried in and out. This would include things such as flashlights. The contractor will be allowed an outside storage container that can be locked, which must be approved by the Captain. There is a possibility that limited amounts and types of tools can be stored in a locked container if the Captain approves it. Spot checks of the tool inventory will be performed. Should a tool be lost, notify the project representative immediately.

All fuel powered equipment that is stored on site overnight must be disabled to meet the security requirements of the institution. Securing doors is an approved method for car or truck type vehicles. Equipment that does not have securable doors or equipment such as a forklift, that has a universal key, would require the batteries to be removed to disable the vehicle while stored overnight. Locking fuel caps will be required on all gasoline, propane, or diesel powered equipment. ·

Flammables stored overnight must be in an appropriate container on the outside. No explosives or powder actuated tools will be allowed.

Smoking and/or chewing tobacco is not allowed inside the secure perimeter. Use of tobacco products is allowed in the staging area.

The contractor must provide their own sanitary facilities at the work-site in the form of a portable restroom.

The contractor must provide their own telephone service. Use of institution phones is strictly prohibited.

Institution water and electrical may be used. The contractor will be responsible for making the connections.

All OSHA, ODEQ, EPA, and all Federal, State and local codes and regulations must be followed.

Only the contracting officer can direct the contractor to perform work. The project representative will make recommendations and work closely with the contracting officer.

The contract length will be 117 calendar days after receiving the Notice to Proceed.

Weather delays will be based on abnormal conditions for the time of year in this area. Fog is normal here. During adverse weather such as tornados the contractors will be asked to leave the institution.

Wage rate interviews will be performed. Wage rates will be posted in an area for employees to review.

If the contractor places a temporary office on site, it will be secured at night and on weekends to meet the security of the institution and the contractor will be responsible for the connection of utilities.

Cameras are not allowed on the grounds. The COR will take any necessary pictures with an institutional camera for the needs of the contractor during the project. The COR will email photos taken with the institutional camera to the contractor.

Question: Can an open-top dumpster be set up near the.roof project?

Answer: Mr. Rawlins replied that the awarded contractor can bring a dumpster but must cover it at night. The area around the dumpster must be clear of debris. The dumpster may remain parked at the site for an extended period of time as agreed upon by the COR.

Segment 2 - Solicitation Review Identity and Authority of Official Representatives:

• Contracting Officer - Mr. Yates is the singular point of contact for ALL pre-bid inquiries.

ALL pre-bid inquiries must be submitted in writing to Mr. Yates at cxyates@bop.gov .

As a matter of record, the Contracting Officer has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States. In addition, following award, contract administration will be handled by Curtis Yates, Contract Specialist, FCI El Reno Contracting Office.

• COR- Contracting Officer's Representative - Mr. Bob Rawlins. The COR is the technical representative for the Federal Bureau of Prisons who has overall responsibility (except for contractual matters) for the administration of operational activities at the project site.

Instructions to Offerors -

Mr. Yates talked about issues pertaining to submission of bids.

• THE DUE DATE FOR RECEIPT OF BIDS IS CURRENTLY SCHEDULED FOR

JULY 20, 2017, BY 3:30 PM CENTRAL STANDARD TIME. This due date is strictly enforced. Late bids will be rejected. Bids must be delivered to the Federal Bureau of Prisons, Federal Correctional Institution El Reno, P.O. Box 1000, El Reno, OK 73036.

• All bidders must be registered in the System for A ward Management (SAM) at www.sam.gov.

• Mr. Yates called attention to the Instructions to Offerers/Offer Submission Procedures, Pages 1 through 4. These instructions detail the documents that are required to be submitted by the contractors for consideration of their bid. Each bidder shall pay particular attention to these instructions and complete the forms, clauses, and statements with his/her bid. Failure to do so may cause your offer to be considered as non-responsive. Do NOT include any extraneous information/documentation outside of the solicitation requirements.

• Any amendments issued must be acknowledged by the method as described by Item 11 on the Standard Form 30.

Mr. Yates reviewed the Solicitation Document - The solicitation document contains all of the rules/regulations, terms and conditions that will largely define the relationship between the winning bidder and the Bureau of Prisons as it relates to the project. It is assembled in 7 sections to facilitate an easy review. Mr. Yates highlighted the following areas of interest: ~

Section 3, Special Contract Requirements

Notice of Contractor Personnel Security Requirements -Any and all workers that work at this facility will need to pass a background check that complies with the requirements of the Homeland Security Presidential Directive 12 (HSPD-12) as detailed on pages 6 and 7 of the solicitation.

This security clearance must be obtained prior to working at FCI El Reno.

Payment Bonds - Mr. Yates indicated that a payment bond will be required following contract award and will be due within 10 calendar days after award. See page 8 of the solicitation.

Magnitude of Project- Mr. Yates noted the magnitude of the project as between $25,000.00 and $100,000.00. See page 8 of the solicitation.

Required Insurance -Required insurance is listed on pages 8 and 9 of the solicitation.

Pre-Construction Conference - A pre-construction meeting will be held with the successful contractor after contract award.

Work Hours -Please note the work hours listed on page 10. The work hours are based on an eight hour workday, Monday through Friday, excluding Federal holidays.

Payment Applications - Pay requests shall be submitted on AIA G702 and G702A (continuation) forms or a similar form as long as the same information is provided. The forms can be obtained online from the American Institute of Architects.

Progress Meetings - Once the project starts, progress meetings will be held monthly.

Other - This section also addresses important information such as required insurance, submittals, request for final inspection, and contract close· out procedures.

Section 4, Contract Clauses

Contract Clauses - Mr. Yates discussed the contract clauses, explaining that those listed on pages 13-16 are incorporated by reference. Mr. Yates explained that clauses incorporated by reference have the same force and effect as if they were given in full text. Contractors may access these clauses at https://www.acquisition.gov. It is important for contractors to familiarize themselves with the requirements of each clause as they will define the relationship between the contractor and Bureau of Prisons for this project.

Commencement, Prosecution and Completion of Work- The successful contractor shall commence work within 10 calendar days from Notice to Proceed and complete work within 117 calendar days from Notice to Proceed. Mr. Yates emphasized the 117 calendar days includes the amount oftime it takes the contractor to submit security clearance paperwork and to gain approval for working at the site. Therefore, the successful contractor should contact Mr. Rawlins, COR on the day of award notification to start the clearance process. See page 5 of the solicitation.

Time Extensions for Weather-As discussed earlier, time extensions for inclement weather will only be granted if the weather is unusually severe and abnormal for this area.

Licensing or Permits - The contractor will be responsible for any licensing or permits required.

Tax - This project is not tax exempt. The Government will not issue tax exemption certificates.

It is the contractor's responsibility to determine if they are tax exempt. ·Contractors may contact the State Comptroller's office to determine/obtain any tax exemptions if they are applicable.

Section 5, Attachments

Wage Rates-This contract is subject to the Construction Wage Rates Requirements (formerly the Davis Bacon wage rates). The wage rates are included in the solicitation. All workers must be paid according to the terms of the wage decision. Posters must be posted on the job site.

Wage Interviews -Mr. Yates stated that wage rate interviews will be conducted during the life of the contract. We will try to interview all employees at some point during the contract.

Statement of Work - This document address the purpose, scope of work, location of work and additional details for this procurement. '

Section 6, Solicitation Provisions

Notice of Requirement for Affirmative Action to Ensure Equal Employment Opportunity for Construction -To comply with Executive Order 11246, contractors must demonstrate a good faith effort to meet their affirmative action goals for the employment of minorities and women in the construction industry. For this project, Mr. Yates stated the goals are 10.2% for minorities and 6.9% for females. A "good faith" effort should be put forth by the contractor to achieve these goals.

Section 7, Representations and Certifications

Representations and Certifications - Please note the Provision 52.204-8, Annual Representations and Certifications beginning on page 27 of the solicitation. Bidders must also access the SAM website online at www.sam.gov and complete the required information electronically. If your firm is currently registered in SAM with the NAICS number indicated at the top of Provision 52.204-8(a), you should not check any boxes or insert any information in this Provision. See page 2 of the INSTRUCTIONS FOR OFFERORS. The purpose of this Provision is to provide a way for a firm to represent its size standard for the applicable NAICS code of this solicitation, without having to amend their SAM REPS AND CERTS registration.

When a firm is already registered in SAM with the applicable NAICS code, simply include this blank Provision with your other representations and certifications in your bid documents.

Question: What is the average time of the submittal process for approval?

Answer: Mr. Rawlins/The average decision time is two days.

Segment 3 - Site Visit Mr. Yates informed the participants of the site :visit.

All questions not answered here today will be answered via the Federal Business Opportunities website.

Mr. Yates stated that should any questions result in a specification change, an amendment to the solicitation would be issues via the Federal Business Opportunities website.

The meeting was recessed for the actual site visit at 10:03 AM.

The site visit was conducted and contractors were allowed to tour the institutional areas associated with the project to Replace the Camp Roof.

Question: Is the wood blocking to be replaced underneath the AC condensers?

Answer: Mr. Rawlins replied "yes, see Statement of Work, section 1.1, Letter A, #4".

Question: Are the flashings to be replaced?

Answer: Mr. Rawlins replied "yes, see Statement of Work, section 1.1, Letter A, #8".

Question: Are the utilities and units to be removed and reinstalled?

Answer: Mr. Rawlins replied "yes, see Statement of Work, section 1.2, Letter A".

The meeting reconvened at approximately 11: 15 AM.

Segment 4 - Closeout Mr. Yates stated the minutes of this meeting and all information pertaining to this procurement will be available only through the Fe,deral Business Opportunities website www.fbo.gov.

Interested parties are responsible for monitoring this site to ensure they have the most up-to-date information about this acquisition. Contact information for Mr. Yates, Contract Specialist is cxyates@bop.gov/405-319-7490. Contact information for Ms. Gradle, Senior Contract Specialist is pgradle@bop.gov/405-319-7665.

Mr. Yates stated that nothing said during this meeting constitutes a change to the solicitation. If there is a change, it will be issued as a formal amendment posted to www.fbo.gov and would need to be acknowledged by the method as described in Item 11 on the Standard Form 30.

Mr. Yates asked for any final questions. There b.eing no further questions, the meeting was adjourned at 11 :25 AM.

NOTICE: Meeting minutes are provided for informational purposes only. They are not intended to change any specification, 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 (SF30). ·

These minutes were recorded and submitted by Curtis Yates, Contract Specialist. Any questions regarding the content of these minutes shall be submitted to the Contracting Officer within two calendar days. Otherwise, these minutes will stand as written.

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