Site Visit Meeting Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B10625Q00000030 – REPLACE CONTROLS AIR COMPRESSOR

BUTNER FMC- PROJECT 25Z1AA6

DATE: 9:00 A.M. EST, THURSDAY, SEPTEMBER 11, 2025

Place: BUTNER FMC

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 Replace Controls Air Compressor immediately following the meeting.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Submit: Combined Synopsis shall be uploaded as a single PDF attachment, including your UEID number, and submitted to bmckeown@bop.gov and a1huffman@bop.gov.

Quotes submitted by mail or hand carried will not be evaluated. It is the responsibility of the quoter to confirm receipt of quotes by contacting Broguen McKeown by email bmckeown@bop.gov and Ashley Harding a1huffman@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:

State the deadline for submission of quotes for this project is September 18, 2025 by 8:00 a.m. EST.

VII. GENERAL TOPICS:

The following submission/completion items will be addressed:

http://www.sam.gov/ mailto:bmckeown@bop.gov mailto:a1huffman@bop.gov mailto:a1huffman@bop.gov

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

• COMBINED SYNOPSIS: Submit the entire combined synopsis packet with your UEID and

Business name on page 3 with your quote.

• PAST PERFORMANCE SUBMISSION: Any relevant past performance can be submitted with your quote to bmckeown@bop.gov.

• COMMODITY OR SERVICES SCHEDULE (PAGE 3): Complete the Unit Price (EA = job) and

Amount blocks (these amounts will be the same).

• 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) 333415 which is applicable to this acquisition.

2. Other general items to be addressed:

• LICENSING AND PERMITS: All required licensing and permits are required to be obtained by the contractor who receives contract award.

• WORK HOURS: Work hours within the secure perimeter shall be between 7:00 am and 3:30 pm

Monday through Friday.

• COR: The contracting Officer’s Representative (COR) is Mr. Nicholas Fuller, Engineer Tech at FCC Butner.

• PERIOD OF PERFORMANCE: The start date will be set up between the COR and the contractor upon award.

• QUESTIONS: Oral questions asked at Site Visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation. All questions must be sent in WORD FORMAT to Broguen McKeown, FCC Butner Lead Contract Specialist, via email at bmckeown@bop.gov. In order to provide sufficient response time prior to the quote due date, the Government has established that questions be submitted no later than Tuesday September 16, 2025 by 10:00 a.m. 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.

SAFETY MANAGER:

3. SAFETY POINTS:

• The contractor is responsible for providing required protective gear to all contractor workers, should it be required. Contractor will ensure that all workers have proper safety gear at all times.

• Contractor is responsible for the prevention of accidents on the project site and has spill kit onsite and containment procedures. OSHA requirements will be adhered to.

• The Contractor will have a Safety Representative on site at all times during the completion of this project.

• Proper storage of any chemicals in lay down yard with SDS present.

• The safety department can stop any project if unsafe acts occur.

CAPTAIN:

4. SECURITY

• ADVERSE WEATHER: Whenever adverse weather conditions or other institution emergency contingencies are in effect, contract workers will not be permitted passage into the secure institution. Should emergency conditions be implemented while contract workers are inside the secure perimeter, they will be required to secure their tools, remove vehicles and equipment, and leave the institution grounds until the emergency situation has been resolved.

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

Please refer to the contract 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. All contractor tools to be used inside the secure perimeter must be inventoried and accounted for at the conclusion of the work day Contractor tools may not be stored on-site overnight. The contractor should provide for enough time at the conclusion of the work day for the return and accounting of all tools issued during the work day. Lost or missing tools must be reported to the COR the Captain immediately.

• 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 project construction site.

VIII. ADDITIONAL NOTES:

Meeting minutes recorded by:

Broguen McKeown, Lead Contract Specialist FCC 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.