Site Visit Lift Station Meeting Minutes (signed).pdf

PRE-BID CONFERENCE MEETING MINUTES

15B10726Q00000055– Refurbish Lift Station

FCI Cumberland- PROJECT 26Z1AN1

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DATE: Thursday, July 30, 2026, at 10:00 A.M. local time Place: Training Center

CONTRACTING OFFICER (B. Logsdon):

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, Brian Logsdon.

III. MINUTES:

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

IV. SITE VISIT INFORMATION:

Walk to selected site for Refurbish Lift Station immediately following the meeting.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Special instructions pertaining to electronic bid submission. *Submit bid to blogsdon@bop.gov : Bid Submission on SF30 provided, including all pages. Please include name of company, UEI number, and email. Complete blocks 15a, 15b, and 15c. Bids submitted by mail or hand carried will not be evaluated. It is the responsibility of the Bidder to confirm receipt of bids by contacting Brian Logsdon by email blogsdon@bop.gov . All Bids 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 BIDS:

State the deadline for submission of bids for this project is August 13, 2026, by 10:00 a.m. EST. See Instruction to Bidders for electronic bid submission guidance.

VII. GENERAL TOPICS:

The following submission/completion items will be addressed:

1. From the solicitation, each bidder SHALL complete and submit the following forms. Failure to do so may cause your bid to be considered non-responsive:

mailto:blogsdon@bop.gov mailto:blogsdon@bop.gov

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• STANDARD FORM 30 Including all Pages: Please include name of company, UEI number, and email. Complete blocks 15a, 15b, and 15c.

• COMMODITY OR SERVICES SCHEDULE (PAGE 4): Complete the Unit Price and Amount blocks (these amounts will be the same).

• REPRESENTATIONS AND CERTIFICATIONS: All contractors submitting a bid must be registered in the System for Award Management (SAM) at www.sam.gov with the North American Industry Classification Standard code (NAICS) 237110 which is applicable to this acquisition.

2. Other general items to be addressed:

• DAVIS BACON ACT: This contract is subject to the Davis Bacon Act. Wage Decision

MD20260081 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

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

• MAGNITUDE: The magnitude of the project is between $100,000 and $250,000

• WORK HOURS: Work hours within the secure perimeter shall be between 6:30 am to 3:30 pm Monday through Friday excluding weekends and federal holidays.

• COR: The Contracting Officer’s Representative (COR) is Mr. Donald Harden, Engineering Technician at FCI Cumberland.

• PERIOD OF PERFORMANCE: The completion period is 140 calendar days after issuance of notice to proceed.

• TIME EXTENSIONS: Time extensions for inclement weather will not be granted unless the weather is unusually severe and abnormal in comparison to prior years.

• PAYMENT REQUESTS: Application for payments are to be submitted on AIA G702(Continuation) or the contractors own form as long as the information is similar to the G702. Contactors can get these forms from the following website www.aiabookstore.com

• 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 in WORD FORMAT to Brian Logsdon, Contracting Officer, via email at blogsdon@bop.gov and Jeremy Snyder, Business Administrator, via email at j4snyder@bop.gov. In order to provide sufficient response time prior to the bid due date, the Government has established that questions be submitted no later than August 4, 2026, at 12:00, noon EST.

http://www.aiabookstore.com/

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• 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.

• INSPECTIONS: "Punch List" items generated by inspections will be corrected and discrepancy items re-inspected and approved before contract closure takes place. Should any work be covered without proper notification, the contractor shall uncover that work for inspection at his own expense.

SAFETY MANAGER (W. Whitaker):

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.

CAPTAIN (M. Friend):

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.

Depending upon the nature of the emergency, this normally will not affect any construction outside of the secure perimeter. Contractor is reminded that fog days will be treated like rain days. The performance period of 140 days will allow adequate time to complete the job, and no consideration will be allowed for normal rain days and normal fog days. The normal rain, snow or fog days will be based on the average over the last ten (10) years for the local community.

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

Please refer to the contract for details.

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• 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 workday Contractor tools may not be stored on-site overnight. 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.

• 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.

Meeting minutes recorded by:

Brian Logsdon, Contract Specialist FCI Cumberland

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).