Site Visit Agenda FCC Butner - Powerhouse water treatment 2.pdf

SITE VISIT CONFERENCE MEETING MINUTES

15B10625Q00000023– POWERHOUSE WATER TREATMENT

FMC BUTNER

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DATE: Tuesday, July 22, 2025, at 9:00 A.M. local time Place: Training Center

CONTRACTING OFFICER (Broguen McKeown):

I. INTRODUCTIONS:

Round table introduction of all attendees.

II. PURPOSE OF MEETING:

Indicate the purpose of this meeting is to familiarize the contractor with the unique circumstances and requirements surrounding a correctional setting. This meeting is also to explain the solicitation, as issued, and not to furnish additional information.

State - nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the Contracting Officer, Broguen McKeown

III. MINUTES:

Advised minutes will be recorded and distributed via www.sam.gov.

IV. SITE VISIT INFORMATION:

Walk to selected site for Powerhouse Water Treatment immediately following the meeting.

V. SPECIAL INSTRUCTIONS::

Special instructions pertaining to electronic quote submission *Submit: Submit Only Combined Synopsis with Attachment A. Please submit one (1) copy of your quote signed by an individual authorized to bind the contractor so as to be received no later that the date indicated

Quotes submitted by mail or hand carried will not be evaluated. It is the responsibility of the Quoter to confirm receipt of quote by contacting Ashley Harding by email a1huffman@bop.gov and Broguen McKeown by email bmckeown@bop.gov. All quotes received after the exact time specified for receipt shall be treated as late submissions and will not be considered except under facts and circumstances allowed by the Federal Acquisition Regulation (FAR).

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF QUOTES:

Deadline for submission of quotes for this combined synopsis is July 28, 2025, by 10:00 a.m. EST. See Instruction to Quoters for electronic quote submission guidance.

VII. GENERAL TOPICS:

mailto:a1huffman@bop.gov

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The following submission/completion items will be addressed:

1. From the combined synopsis, each quoter SHALL complete and submit the following forms, clauses, and statements with his/her quote. Failure to do so may cause your bid to be considered as non-responsive:

• QUOTE SUBMISSION Combined Synopsis: Please include Name of Company, UEI number, and e-mail address.

• REPRESENTATIONS AND CERTIFICATIONS: All contractors submitting a quote must be registered in the System for Award Management (SAM) at www.sam.gov with the North American Industry Classification Standard code (NAICS) 221310 which is applicable to this acquisition.

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

2. Other general items to be addressed:

• WORK HOURS: Work hours shall be between 7:00 am to 3:00 pm Monday through Friday excluding weekends and federal holidays.

• COR: The Contracting Officer’s Representative (COR) is Mr. Brenton Rains, General Foreman at FCC Butner.

• PERIOD OF PERFORMANCE: After issuance of award notice, this base year will begin October

1, 2025 with 4 option years.

• QUESTIONS: Oral questions asked at Site Visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. All questions shall be sent to Ashley Harding, Contract Specialist, via email at a1huffman@bop.gov and Broguen McKeown, Contract Specialist, via email at bmckeown@bop.gov In order to provide sufficient response time prior to the bid due date, the Government has establishing that questions be submitted no later than July 24, 2025, at 12:00, noon EST.

• ACCESS TO SITE/PARKING OF VEHICLES: Only public parking will be available for contractor work vehicles.

• STORAGE OF MATERIALS: Storage of materials will be coordinated with the COR.

• CONTRACTOR TEMPORARY OFFICE: No temporary office space will be provided.

mailto:a1huffman@bop.gov mailto:bmckeown@bop.gov

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3. SAFETY POINTS:

• Please refer to the Combined Synopsis-Attachment A (Statement of Work)

4. SECURITY

• ADVERSE WEATHER: Depending upon the nature of the emergency, this normally will not affect any services outside of the secure perimeter. Access to the site will be available during normal working hours except during emergencies.

• SECURITY CLEARANCES: Contract workers are subject to security investigative procedures.

Please refer to the Combined Synopsis – Attachment A for details.

• EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid photo identification to the institution each day. The identification will be surrendered upon entry to and returned upon exit from institution property.

• TOOL ACCOUNTABILITY: Strict accountability and control of all contractor tools and hazardous materials must be maintained at all times. The contractor should provide for enough time at the conclusion of the workday for the return and accounting of all tools issued during the workday. Lost or missing tools must be reported to the COR the Captain immediately. Please refer to Combined Synopsis - Attachment A

• ILLEGAL ITEMS ON FEDERAL PROPERTY: Firearms, ammunition, knives, other weapons, drugs, narcotics, and alcoholic beverages are not permitted inside/outside the secure perimeter or anywhere else on Federal property at any time. This includes the private vehicles of contract workers. Violators will be subject to criminal prosecution. All persons, vehicles, and equipment are subject to search by institution authorities at any time.

• NO CONTACT WITH INMATES: Contract workers are not to have any contact with inmates at any time. No photographs may be taken of inmates.

• CONTRACTOR EMPLOYEE WORK DRESS: Green or khaki‐colored clothing is not allowed, as inmates wear these colors.

• PHOTOGRAPHS: The institution’s Facilities Department maintains a digital camera that will be utilized by FBOP staff to document the project work. The Contractor may request copies of these photos and may request that photos be taken for specific conditions. Cellular telephones equipped with photographic capabilities are prohibited on the service site.

VIII. ADDITIONAL DISCUSSION:

None.

FMC BUTNER

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Meeting minutes recorded by:

Ashley Harding, Contract Specialist FCI Butner

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).