PRE-BID SITE VISIT MINUTES - Replace USP Tunnel Doors.pdf

PRE-BID CONFERENCE MEETING MINUTES

15B20126Q00000005 - Replace Tunnel Doors - USP Allenwood

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DATE: Wednesday February 25, 2026 Place: USP Allenwood

CONTRACTING OFFICER (Garrett Moser):

I. INTRODUCTIONS:

Introduction of all attendee’s.

II. PURPOSE OF MEETING:

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.

Nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the ALX Contracting Officer, Garrett Moser.

III. MINUTES:

Advised minutes will be recorded and posted to SAM.gov.

IV. SITE VISIT INFORMATION:

Walk to selected site for Replace Tunnel Doors - USP Allenwood immediately following the meeting.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Note the Electronic Bid Submission. Electronic Bids are authorized. All bids shall be emailed to:

gmoser@bop.gov

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

The deadline for submission of bids for this project is March 12, 2026 at 2:00 pm EST. To the above-mentioned email address.

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VII. GENERAL TOPICS:

The following submission/completion items will be addressed:

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

• STANDARD FORM 1449 Pages 1 & 4: Please include Sam.gov UEI number where indicated in block 20 and complete blocks 21-24 (see page 4 for reference). If your company has a “doing business as” name reflected in you SAM registration, include this name as well in Block 20.

Ensure the address typed in block 20 matches the address in your SAM registration.

• COMMODITY OR SERVICES SCHEDULE (PAGE 4): Complete the Unit Price (JB = job) and Amount blocks (these amounts will be the same). Note: The amounts listed in this section should be the same as the amount listed in block 21-24 of the SF-1449.

• REPRESENTATIONS AND CERTIFICATIONS: All contractors submitting a bid must be registered in SAM.gov. This is a Total Small Business Set-Aside (FAR 19.5), you must meet the business size standard ($22.0 Mil) which corresponds to the assigned NAICS code 238990 – Other Building Equipment Contractors. See provision 52.219-6 in the Representations & Certifications section of your SAM.gov registration.

• AMENDMENTS: Amendments (if any) must be acknowledged and submitted with the bid by one of the methods as described in item eleven of the Standard Form 30.

2. Other general items to be addressed:

• DBA WAGE RATES: This contract is subject to the DBA PA20260069 01/16/2026. 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 held or obtained by the contractor who receives contract award.

• MAGNITUDE: The magnitude of the project is between $125,000 and $250,000.

• WORK HOURS: Work hours within the secure perimeter shall be between 7:00 am and 3:30 pm Monday through Friday excluding weekends and federal holidays.

• COR: The Contracting Officer’s Representative (COR) is Mr. Nathan Hummel, General Foreman at USP Allenwood.

• PERIOD OF PERFORMANCE: The completion period is 180 calendar days after issuance of notice to proceed.

• TIME EXTENSIONS: Time extensions for inclement weather will not be granted unless the

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• PRE-CONSTRUCTION CONFERENCE: A Pre-Construction conference is required after the contract is awarded and will be scheduled accordingly.

• PROGRESS SCHEDULE: A copy of the progress schedule is to be provided to the Contracting Officer and COR as soon as possible. Each time the progress schedule is updated, it must be provided to both the Contracting Officer and COR. It’s suggested an updated document be provided by the Prime Contractor at the mandatory monthly progress meetings. Changes to the schedule must be approved in advance by the Contracting Officer (thru the COR) and must remain within the contract completion period.

• PROGRESS MEETINGS: Progress meetings are mandatory and will be scheduled monthly.

• PAYMENT REQUESTS: Applications for payment are to be submitted on AIA G702 (with continuation page) or the contractor’s own form as long as the information is similar to the G702 (see FAO-0007 on page 10 of the solicitation). Contactors can get these forms from the following website www.aiabookstore.com

• QUESTIONS: Questions asked at the pre-bid conference/site visit of a technical nature are not acceptable due to the possibility of misunderstanding or misinterpretation among all bidders. All questions shall be sent in Microsoft Word format to Garrett Moser, ALX Contracting Officer, via email at gmoser@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 March 4, 2026, at 12:00 PM.

• ACCESS TO SITE/PARKING OF VEHICLES: Parking will be provided for employee vehicles and 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.

http://www.aiabookstore.com/ mailto:gmoser@bop.gov

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SAFETY:

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.

SECURITY):

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 180 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 solicitation for details. Please refer to Page 3-4 of the SOW.

• 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 work day. Lost or missing tools must be reported to the COR the Captain immediately.

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• 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 DISCUSSION:

No additional discussion.

Meeting minutes recorded by:

Garrett Moser, Contract Specialist FCC Allenwood

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).