Attach_17_B11_Site_Visit_Docs_2_3_26_0002.pdf

1. Summary

Meeting title

140A1626R0002 Mescalero OJS Requirements FI&R Site Visit - Microsoft Teams Call

Attended participants 13 Start time 2/03/26, 12:56:21 PM End time 2/03/26, 1:26:57 PM Meeting duration 30m 35s Average attendance time 27m 18s

2. Participants Name First Join Last Leave In-Meeting Duration Email Participant ID (UPN) Role Sherrod, Laurie L 2/03/26, 12:57:29 PM 2/03/26, 1:26:34 PM 29m 5s laurie.sherrod@bia.gov Laurie.Sherrod@indianaffairs.gov Organizer Alicia Lewis (External) 2/03/26, 12:56:25 PM 2/03/26, 1:26:23 PM 29m 58s alicialewis@rjsconst.com alicialewis@rjsconst.com Presenter Clint Harrington (External) 2/03/26, 12:56:45 PM 2/03/26, 1:17:52 PM 21m 6s clint@pcco.us clint@pcco.us Presenter Stacey Schifferdecker (External) 2/03/26, 12:56:55 PM 2/03/26, 1:26:27 PM 29m 32s stacey.schifferdecker@withrossgroup.com S.Schifferdecker@withrossgroup.com Presenter Natalie Taylor (External) 2/03/26, 12:56:55 PM 2/03/26, 1:26:24 PM 29m 29s natalie.taylor@withrossgroup.com natalie.taylor@withrossgroup.com Presenter kevin (Unverified) 2/03/26, 12:58:27 PM 2/03/26, 1:26:03 PM 27m 35s Presenter Chris Arseneau (External) 2/03/26, 12:58:33 PM 2/03/26, 1:26:07 PM 27m 33s chrisarseneau@cushingterrell.com chrisarseneau@cushingterrell.com Presenter Paul Kish (External) 2/03/26, 12:58:37 PM 2/03/26, 1:26:09 PM 27m 32s paulk@efficiollc.com paulk@efficiollc.com Presenter Adrian Quinones (External) 2/03/26, 12:58:55 PM 2/03/26, 1:26:27 PM 27m 31s adrianq@efficiollc.com adrianq@efficiollc.com Presenter Myranda Ochoa (External) 2/03/26, 12:58:56 PM 2/03/26, 1:26:27 PM 24m 6s myranda.ochoa@pcco.us myranda.ochoa@pcco.us Presenter Stephen Cox (External) 2/03/26, 12:59:05 PM 2/03/26, 1:26:25 PM 27m 20s stephencox@cushingterrell.com stephencox@cushingterrell.com Presenter Allen, Graham T 2/03/26, 12:59:06 PM 2/03/26, 1:26:57 PM 27m 50s graham.allen@bia.gov graham.allen@indianaffairs.gov Presenter Denetclaw, Paul D 2/03/26, 1:00:08 PM 2/03/26, 1:26:31 PM 26m 23s paul.denetclaw@bia.gov paul.denetclaw@indianaffairs.gov Presenter

Site Visit Agenda

Mescalero OJS Requirements FI&R Construction Services

Mescalero Adult Detention Center, Mescalero, NM Solicitation #140A1626R0002

Tuesday, February 3rd, 2026 @ 1:00 pm ET Via Teleconference and on Location

• Sign in………..…………………………..…..…….………………………All Attendees

• Introductions…………………………..…...…….Contracting Officer, Laurie Sherrod

• Opening Remarks……………………………………….…..….COR, Paul Denetclaw

• Pre-Tour Comments……………………............Contracting Officer, Laurie Sherrod

The purpose of this project is for the design and construction of Facility Improve-ment & Repair (FI&R) activities in accordance with the Statement of Work (SOW) to ensure the Mescalero Adult Detention Center, which is a 40-bed detention facility, is fully functional. Mescalero Adult Detention Center serves people of the Mescalero Apache Reservation located in Mescalero NM and will be constructed by the Bureau of Indian Affairs (BIA) Office of Justice Services (OJS) and operated by the Mescalero Apache Reservation Corrections Department.

o Design/Build Construction Contract, ISBEE Set-Aside o Proposal shall provide a 90-day acceptance period.

o Magnitude of Construction is between $500,000 and $800,000.

o Questions due date February 5, 2026. Each question shall also reference the volume #, page #, and discipline it refers to.

o Amendment will be provided with all questions received and answers provided along with a copy of the site visit sign-in sheet and agenda.

o RFP Close Out date February 16, 2026, at 2:00 pm ET o POP: 120 calendar days after receipt of NTP.

As-Builts provided with RFP Consider material lead times Consider Subcontractor schedules o Bring Attention to H.1 Tribal Taxes, Requirements and/or Restrictions requirements.

o 52.225-9 Buy American Act-Construction Materials does apply and should any concerns should be brought up during this time; not post award.

o Section L & M provides proposal submission instructions and evaluation instructions.

http://rds.yahoo.com/_ylt=A0WTb_lDxflJYmkBpLmjzbkF/SIG=12tv581vq/EXP=1241192131/**http%3A/www.eoearth.org/media/approved/b/be/National_Park_Service_logo.jpg

This is a competitive lowest price technically acceptable source selection process.

Evaluation Factors are: Technical Approach, Key Project Management/Technical Support, and Project Schedule

All three evaluation factors will be evaluated as acceptable/unacceptable and all three must be rated as acceptable (Passes (or meets) minimum standard requirements) in order to be found technically acceptable.

• Tour Description……………………..……COR/PM, Paul Denetclaw/Graham Allen

• Final Remarks………….………………………..Contracting Officer, Laurie Sherrod o Instructions provided for the remaining onsite portion All questions shall be provided via email All discussions shall be done in a group forum where all attendees can hear what is being discussed.

NO one-on-one conversations between any attendees and any gov’t employees.

• Site Visit Teleconference Portion Ends

140A1626R0002 Mescalero OJS Requirements FI&R Site Visit-20260203_130444-Meeting Recording

February 3, 2026, 6:04PM 22m 14s

Sherrod, Laurie L started transcription

Sherrod, Laurie L 0:03 I am Laurie Sherrod. I'm the contracting officer on this project.

We have Paul Denetclaw as the government contracting officer representative and he is there on site with those that are attending in person at Mescalero. And then I have Graham Allen on the call as well. He is the contracted project manager for the government that will be working on this project as well. He is on the virtual call.

He's there in Albuquerque, so those are your 3 government representatives that are here today.

We're going to do a quick call on this.

So what I will do is I will go over the solicitation requirements for like the administrative portion and Graham, I may have you kind of talk on the project since Paul's having some issues there.

Just kind of give an overview.

Overview of the tech the project technically.

From a technical standpoint there and then once we're done with going over that on the call.

I will end the call and the individuals that are on site will then go with Paul and he will show them all of the areas that will be affected by this statement of work in this project.

So hopefully everybody is here for the Mescalero ojs requirements, finr Construction services project.

The purpose of this project is for the design and construction of facilities improvement and repair activities in accordance with the statement of work to ensure that the Mescalero Adult Detention Center, which is a 40 bed detention facility, is fully functional Mescalero Adult Detention center serves people of the.

Mescalero Apache Reservation located in Mescalero, NM.

And will be constructed by the Bureau of Indian Affairs Office of Justice Services and operated by the Mescalero Apache Reservation Corrections department.

This is a design build construction contract and it is an is B set aside.

So we are looking at this proposal when you submit your proposals, we are looking at hopefully having this awarded within 90 days.

So we ask that your proposal acceptance period be for a 90 day period.

The magnitude of construction is between 500,000 and 800,000.

And we I appreciate everybody's patience as we had to reschedule this site visit and extend the the question due date based off of the weather. But the new question due date is February 5th. So we would like to try to get all those questions in so that.

We can work answers and hopefully have them posted out early, if not by the end of this week.

Early next week.

Based off of you know, not knowing how many questions we might get.

Whenever you submit your proposals, those will be due on February 16th at 2:00 PM Eastern Time.

And you will submit those via e-mail to me at Lori dot Sherrod at BIA Gov.

The POP that we're looking at is 120 calendar days after receipt of notice to proceed.

So we are expecting this work to be able to be done within 120 days. I will let you know that this project is a very high prior.

Profile project so that.

120 calendar days is firm to be able to have this facility up and operational.

We did provide as built drawings.

Via the.

Currently we have provided them via the calendar invite that I sent out and I had to remove those attachments today to get some of the calendar invites to go because some of them were not being able.

They were getting delivery receipt errors, so if you have not downloaded those or saved a copy of those to be able to review, they will be posted with the upcoming amendment as well.

So there are as builds that were provided.

When you're looking at that 120 calendar days, we want you to consider material lead times and subcontractor schedules and make sure that you've looked at all that to be able to meet that 120 days.

I want to bring to your attention the tribal tax requirements and restrictions.

Those are located at H1 into in the solicitation, so section H, paragraph one.

And.

You'll note in there that you are responsible for reaching out and determining what those tribal texts requirements are.

That is not something that we can advise you on from our standpoint.

That's something that we expect you to reach out and and determine.

What your tribal tax requirements will be.

The other thing I wanna bring up is make sure that everybody is aware that the buy American Construction Materials Act does apply 52225 Dash 9 is in the contract and should you have any concerns with any materials that might not meet that requirement that.

Should be brought up pre award so that should be brought up with your proposal submission. That's not something that should be.

Dealt with at post award.

I want to make sure everybody's aware of that.

That is, we have had some concerns, some things that have come up in the post award on other projects at this point and it is also a priority topic with this administration as well, is to make sure that we are providing domestic materials.

So as far as.

Just kind of talking through how this proposal, how your proposals will be submitted.

And evaluated.

You're gonna.

We have a price proposal and then we'll also have a technical proposal. Your technical proposal is gonna have three evaluation factors that we're gonna look at.

You're gonna have a technical approach. Narrative. You're gonna have a key project management, Technical Support narrative, and you're gonna have a project schedule.

All three of those evaluation factors will be reviewed.

To determine if they meet the minimum standards, they'll either be they'll either receive an unacceptable or acceptable rating.

We're also looking at awarding this as a lowest price technical acceptable. The lowest price technically acceptable proposal.

So I say that to say that when we get your proposals and we review them, the first thing we're going to look at is your price.

We're going to double check your Sam registration and your responsibility factors.

To make sure that you are able to be awarded to and once we do that, the lowest price proposal is the only proposal that will be evaluated.

Originally, so if that lowest price proposal is acceptable, then it's very feasible that your proposal, if it was not the lowest price, might not even get looked at.

But if that lowest price does not meet the technical factors.

And it's determined unacceptable. Then the next lowest one will be looked at and it'll continue in that order until we get to an acceptable proposal. That is the lowest price.

Is there any questions on that?

OK.

So.

As far as if you have any questions on the actual proposal submission section L and Section M of the RFP are the two sections that's gonna cover that section. L will tell you exactly what should be submitted and section M will tell you how we will evaluate what.

You submit, so make sure that you look at those two sections for sure. Whenever you're putting your proposal together.

And double check everything in there.

Because that's exactly what we're going to use to review and evaluate your proposals on.

The other thing I want to make sure that I point out and I kind of forgot about this, but I want to make sure everybody is aware that bid bonds are required and payment and performance bonds will be required as well with your proposal submissions. So make sure.

'Cause that is another factor that we will look at to determine whether your price is or whether your proposals even eligible to be looked at or not.

Umm.

I think that's all I have as far as contractually.

Graham, did you want to kind of give, like a brief summary of the project and and see if they had any questions or concerns from that standpoint?

Allen, Graham T 9:52 Yeah, I can do that.

There are essentially 4 four parts to the work that needs to be completed.

First off, is installing covers over a couple of the thermostats in inmate occupied spaces.

I believe that's pretty straightforward.

One of the bigger items is going to be to design, construct and install millwork in the the processing area.

That's going to require some coordination with.

Office of Justice Services to give them essentially, you know what they need.

To use that space effectively, there are some requirements outlined in the statement of work, but there will be some additional items that need to be coordinated with ojs in terms of height and placement and things like that.

And then the the third item is going to be to provide and install conduit.

To hook up the NCIC inmate communication system, the actual system will be installed.

By the NCIC contractor. But we need to put the infrastructure in place to allow them to install their equipment, and then the 4th item is going to be to demolish a few wing walls that essentially protrude out and block the the visibility from the hallway.

Into the cells and you know, looking towards the the toilet.

So those walls currently go full height and they need to be reduced down so that when an officer is looking into the cell from outside in the hallway they they have visibility of of that area.

So those are the the four main scope items.

Paul, if I forgot anything, feel free to chime in.

Denetclaw, Paul D 12:01

OK.

Got it.

Allen, Graham T 12:08 And that's pretty much it, Lori.

Sherrod, Laurie L 12:12 All right. So as far as Paul Danette Claw and your team, just a few little things I want to make sure that they are.

Everybody's aware of. So as you're taking them through and showing them the site, I want to make sure that they.

All questions, no matter whether you ask and get any kind of information from Paul on site, I want you to please e-mail all your questions.

Because we want to make sure that all questions that are asked and answered are provided in the amendment that we're going to post.

So please make sure that you follow up with emails of all of your questions. If you are told something that is not in that amendment with the questions and answers provided, then it didn't happen.

So I'll just say it like that.

It's got to be in writing and we've got to make sure that everybody has the same information.

So follow up with e-mail questions. Second of all, those of you when you're on site, looking at the project, I want to make sure that all discussions are done in a group forum.

I don't want anyone on one conversations with Paul or any of the other government employees that are there on site.

I want to make sure that everybody is receiving the same information and that there's no perception of somebody getting something that somebody else did not get.

So I would ask.

That you save all your questions until you're in a group and then Paul can discuss and have the conversation with the entire group.

And as far as I'm concerned, Paul, if you want to drop off and start your site, visit there and show them the area.

You all are free to do that if those of you that are online want to stay on and ask any questions, you can do that. Graham and I will be here. But at the same time.

I want you guys to also follow up with your questions in writing as well. Just so we have them all documented.

Paul, do you have any comments, questions or concerns?

Denetclaw, Paul D 14:28 I do not have any questions.

Paul.

Sherrod, Laurie L 14:33

OK.

Well, I think we're good then if you wanna drop off and do your your onsite visit and we'll finish up Graham and I'll finish up with the online virtual ones.

Denetclaw, Paul D 14:48 Do you have one question?

Sherrod, Laurie L 14:50

OK.

Denetclaw, Paul D 14:56 Take a picture.

Sherrod, Laurie L 15:02 I heard something about taking pictures. OK, no question.

All right.

And once so I I will at least try get the transcript of the meeting out.

I don't think that the recording. I think the recording will be too large, but I can yes get a copy of the transcript 'cause. I know that was asked earlier.

So I can get a transcript of this call and make sure that it is posted as well with the amendment.

Stacey Schifferdecker 15:42 Laurie, I have a question about the due date.

Sherrod, Laurie L 15:45

OK.

Stacey Schifferdecker 15:46 Just just that that is a federal holiday.

Is it's presidents day.

Sherrod, Laurie L 15:51 It is a holiday.

Stacey Schifferdecker 15:55 So just wanted to.

Make a note of that.

Sherrod, Laurie L 16:02

We will.

We will discuss that cause, yeah, we completely missed that obviously and I was trying not to adjust it whenever we had to adjust the site visit, but we will do what we have to do on that.

So I kinda wanna wait and see what kind of questions we get because sometimes in the questions we'll get asked for extensions for some reason or another so.

That is noted and we will take care of that.

Stacey Schifferdecker 16:36

OK.

Thank you.

Sherrod, Laurie L 16:42 Are there any other questions?

Denetclaw, Paul D 16:48 Taj.

Taking pictures on.

Allen, Graham T 17:00 I think I think he's trying to ask if it's acceptable to take pictures on site.

Sherrod, Laurie L 17:06 I would say, unless Ojs has a is that what is your guys take on that from ojs perspective?

I mean, there's not a security reason they did.

Denetclaw, Paul D 17:19 Blue.

Sherrod, Laurie L 17:20 They can't. Can't, is there.

Like I'm thinking normal construction projects, we allow them to like if they wanna take measurements, if they wanna take pictures.

I just didn't know with this being a detention facility for your guys perspective, that was a situation that they couldn't for some reason.

Allen, Graham T 17:53 I don't see an issue with it. If you want me to, I can reach out to ojs real quick and see if we can get a response to Paul in the next few minutes.

Sherrod, Laurie L 18:05

OK.

Yeah. I mean, I haven't had an issue with it in the past, but I've done more schools than detention centers, so.

Allen, Graham T 18:13

OK.

I will check. I'll be back.

Sherrod, Laurie L 18:15

OK.

Denetclaw, Paul D 18:37 But I'll get that answer.

Hopefully.

Sherrod, Laurie L 18:43 Contractually, I don't see an issue with it, Paul.

It's more of I just want to make sure that that there's no reason security wise that they can't.

But I would expect that they're taking pictures of the.

Areas that they're working on so.

Denetclaw, Paul D 19:08 Yeah, I think we just limit to.

The specific.

Areas, I think.

Sherrod, Laurie L 19:21

OK.

I will say as you guys are putting your proposals together, if something comes up that you don't think of today to ask or what have you feel, please don't hesitate to reach out.

I will do you know, I will point you in the direction or give you the.

Instructions that you need to help as much as I can, so I would rather you ask and me tell you I can't answer that than you not ask and miss out on.

And having information that you might need. So if you have any questions, please don't hesitate to reach out again.

The question deadline is on the 5th, so we would like to have all questions by the 5th so that we can get those posted out when we post those out.

I will post them out with the site visit agenda, sign in sheet and the transcript of this call.

So all of that will go with the amendment and the asbuilt drawings that I've already provided via the calendar invite will be attached to that amendment as well. When you submit your proposals, you want to make sure that you acknowledge receipt of all the amendments as well. So.

You definitely want to double check.

Prior to submission that you have.

Seen all of the amendments and that you have acknowledged those.

I'll give it one last round to see if anyone has any questions, and if not, we'll go ahead and.

Let you go on with your day.

Alicia Lewis 21:25 Good. Thank you, Lori.

Sherrod, Laurie L 21:27 All right.

Well, thank you. It seems like y'all don't have any questions, so I'll let y'all go.

Alicia Lewis 21:32

Sherrod, Laurie L 21:33 I appreciate y'all's time and interest and I look forward to getting y'all's proposals.

Myranda Ochoa 21:40 Thank you, Laurie.

Alicia Lewis 21:40 Thank you. Thank you.

Sherrod, Laurie L 21:41 All right. Have a great day.

Stephen Cox 21:41 Thank you.

Stephen Cox 21:42 Have a great day.

Stacey Schifferdecker 21:43 Thank you.

Sherrod, Laurie L stopped transcription