Pre-Bid Meeting Minutes and Sign in.pdf

PRE-BID SITE VISIT MINUTES

15B41125B00000001 – REPLACE FPC COOLERS AND FREEZERS

FCI PEKIN, IL – PROJECT 25Z4AA8

WEDNESDAY OCTOBER 22, 2025, 9:00 AM

Supervisory Contract Specialist: Gary M. Kurtz

I. Introductions:

Introduction of attendees

William Wolfram – Montefusco HVAC

Joe Frieders – Hussman

Craig Teske – Hussman

Gary Kurtz – Supervisory Contract Specialist

Hans Frei – Contract Specialist

Clark Hinshaw – Facilities Manager

Brandon Lumpkins – Engineering Technician

Jay Switzer – Electrician

Cory Ford - Electrician

Bryson Swift – HVAC

II. Purpose of the Meeting

To familiarize the contractor with the unique characteristics and requirements surrounding a correctional setting. This meeting is also to explain the solicitation, as issued, and not to furnish additional information.

Nothing discussed here shall be interpreted as a change to the solicitation without the issuance of a formal amendment (SF-30) through a warranted Contracting Officer.

III. Site Visit Information

All attendees proceeded to FPC Food Service coolers and freezers.

IV. Instructions to Offerors

Included in the Attachments section are instructions on how to fill out the SF-1442. You will have to log in to beta.SAM.gov and ask for permission to access the pictures and scale drawings of the FPC coolers and freezers. All other documents in the Attachments section are public access. Offers shall be sent by mail to:

Federal Bureau of Prisons

FCI Pekin

2600 South 2nd St.

Pekin, IL 61554

Attn: Gary Kurtz

V. Time Frames

The deadline for submission of bids is November 17, 2025, at 2:00 PM CST.

VI. General Topics

From the solicitation, each bidder SHALL complete and submit the following forms, clauses, and statements with his/her bid. (1 original ink signature copy). Failure to do so may cause your bid to be considered as non-responsive. The following instructions are included in the Instructions to

Offerors in the Attachments/Links section of the solicitation on www.beta.SAM.gov

• STANDARD FORM 1442 Submit pages 1, 2, 4 and 42-49: Please include your Unique Entity

Identifier number, Tax ID#, Cage Code and e-mail address where indicated in block 10 and complete blocks 14-20c. If your company has a “doing business as” name reflected in you SAM registration, include this name as well in Block 14. Ensure the address typed in block 14 matches the address in your SAM registration.

• PAST PERFORMANCE SUBMISSION: Please ensure the Instructions to Offerors is reviewed and complied with its entirety. References and banking submissions must be submitted with your mailed bid.

• 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 17 of the SF-1442.

• BID GUARANTEE: Your bid must be good for 90 days from the due date of November 17, 2025, at 2:00 PM CST.

• 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) 238220 which is applicable to this acquisition. This is a 100% small business set aside.

• FAR PROVISION 52.204-8 - Pages 40-43: Pursuant to section (b) (1) of this provision, provision 52.204-7 is included in this solicitation. Bidders should not mark either of the two options under section (b) (2). Leave these options unmarked.

• FAR PROVISION 52.204-24 – Pages 43-44

Complete item (d)(1) & (2) as applicable.

• FAR PROVISION 52.229-11 – Pages 45-46

Complete item (d) (1) & (2) as applicable.

• FAO-0022 – Page 45

See page 3 of these Instructions. You are responsible for the submission of Past

Performance Information prior to the bid closing.

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

2. Other general items to be addressed:

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

WD No. IL2025 dated 08/29/2025 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 $100,000.00 and $250,000.00.

• WORK HOURS: The project schedule is based on a normal 40-hour work week, eight hours per day, Monday through Friday excluding Federal holidays.

• COR: Clark Hinshaw, Facilities Manager will be assigned as COR upon contract award.

• PERIOD OF PERFORMANCE: The completion period is 300 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.

• LIQUIDATED DAMAGES: Liquidated damages for this project are in the amount of $958.40 per calendar day of delay after scheduled completion.

• 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 Contract Monitor as soon as possible. Each time the progress schedule is changed, it must be provided to both the Contracting Officer and COR. An updated document shall be provided by the Prime Contractor at the mandatory monthly progress meeting.

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

• PAYMENT REQUESTS: Application for payments will 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

• 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 Facilities

Department.

• 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.

VII. Pre-Bid Questions

Questions relating to the solicitation after closing of the pre-bid conference/site visit shall be e-mailed in word format to Gary Kurtz, Contracting Officer, at Gkurtz@bop.gov NLT later than October 24, 2025, by 2:00 PM CST. Responses to questions along with any related documents or exhibits will be http://www.aiabookstore.com/ mailto:Gkurtz@bop.gov published to beta.SAM.gov in the form of a numbered RFI (Request for Information).

VIII. Safety

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 MSDS present.

IX. 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 has been resolved.

Depending upon the nature of the emergency or severity of weather conditions, 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 300 calendar 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 Pages 8, 17, and 27. of the solicitation for details. In the current case all personnel will be subject to an NCIC background check. Upon successful adjudication/review of results, contractor personnel will be allowed access to Federal property.

EMPLOYEE IDENTIFICATION: Contractor personnel working on project site must bring valid photo identification to the institution each day. The identification will be compared to the names of contractor personnel appearing on an entry memorandum to be kept at the screening site, the FCI

Pekin Control Center.

TOOL ACCOUNTABILITY: Strict accountability and control of all contractor tools and hazardous materials must be maintained at all times. Contractor tools may be stored on-site overnight in a container/trailer approved by FBOP Facilities dept. personnel and secured with a lock provided by

FBOP Facilities dept. personnel. 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 FBOP Facilities personnel supervising the job site 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 job site and must be secured in your vehicle.

X. Additional Topics

None

XI. Additional Notes

None

Meeting minutes recorded by:

Gary M. Kurtz, Supervisory Contract Specialist

FCI Pekin, IL

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).