01-19-2017_Pre-Quotation_Meeting_Minutes.pdf

PRE-QUOTATION MEETING MINUTES

SOLICITATION NO. RFQP06031700002

REPLACE VEHICLE GATE

JANUARY 17, 2017

On Tuesday, January 17th, 2017, at 8:00 AM, a pre-quotation meeting was held with attendees listed on the attached sign-in sheet.

INTRODUCTIONS:

The welcome was given by Trisha Anderson, Contract Specialist, and everyone introduced themselves. Mrs.

Anderson advised this meeting was to discuss Solicitation RFQP06031700002, Replace Vehicle Gate.

PURPOSE OF MEETING:

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

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

Advised minutes will be recorded by Mylene Washburn, Procurement and Property Specialist, and distributed via FedBizOpps.com by Trisha Anderson, Contracting Officer.

There will be a site visit immediately following the meeting.

The deadline for quotations is February 7, 2017 at 12:00 PM Hawaii Time. All quotations must be mailed or e-mailed only. Please pay attention to the “Instruction to Offerors” posted on FedBizOpps.com as it outlines the forms that are to be submitted with the quotations. Failure to do so may cause your quotation to be considered as non-responsive.

A Pre-Construction conference is required after the contract is awarded and will be scheduled accordingly. The completion period is 120 calendar days after issuance of Notice to Proceed.

Any questions after the closing of the pre-quotation conference/site visit shall be sent to Trisha Anderson via e-mail at tmanderson@bop.gov by 4:00 PM on January 24, 2017. The cut-off date for questions about the solicitation is established in order to provide sufficient response time prior to the offer due date.

DISCUSSED STAFF SPECIALTY AREAS:

Safety Manager Lilia Pascual-Cantu mentioned the following:

*Designated smoking area.

*Equipment must be in safe working condition.

*Contractor responsible for daily safety briefing of their staff.

*If there is an accident, agency medical staff will respond. If transported to nearest hospital, FDC Honolulu will make notifications.

*”Hotwork”- minimum 1 day notification needed for permit.

Captain Jeffrey Dixon mentioned:

*Tools will be inventoried daily.

*Contractor tools to be stored overnight – provide FDC advanced notice, we will provide box, need exact accountability of tools and lock from Contractor, as box will require two locks.

*Staff accountability

Facilities Manager Jeffrey Greene stated:

*No material (piping, fencing, etc) will be stored at FDC Honolulu. A drop ship would need to be coordinated with Contracting Officer Representative or Facilities Manager.

*Provide advanced notice for any equipment *Caustic substance, i.e., solvents – provide MSDS sheets.

*A designee/representative will be with the contractors at all times.

*Contractors are not to communicate with the inmates.

*Cellular phones are not allowed at the rear gate (in vehicle is okay).

*Contractors will be escorted to the restrooms.

Discussion:

*What is the estimated time to get through security? Initial entry will take about 30-45 minutes, but can be streamlined by preparing necessary paperwork ahead of time and should only take about 5-10 minutes after first time. For the most part, contractor will report to the rear gate area.

*Where to park? 1 work truck may be parked on outside of conex box around back near the rear gate, additional staff will need to park in visitors parking

*What will be provided for electricity? 120V tools can run off institution electricity. With limited outlets, Contractor may need extension cord. Contractor will need own generator if additional electricity is required.

*Is a building permit required? Not required for the vehicle gate replacement, be sure to adhere to state and local codes.

Contractors were escorted to the Rear Gate site.

*Special requests will need to be coordinated ahead of time (ex. Forklifts, etc.). Large equipment will not be allowed to remain overnight at the institution.

*Existing locking mechanism is Folger Adams; existing security system is Siemens PLC (installed by Solid State Automation).

*Facilities Manager suggests Tymetal locking mechanism or similar.

This meeting was adjourned at 9:30 am.

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).

Mylene Washburn, Procurement & Property Specialist Date

1/19/2017