15B51018B00000001_PRE_BID_CONF_MEET_MIN_RETRO_HML_FCI_LAT.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

August 28, 2018

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation 15B51018B00000001 FCI La Tuna (Anthony), Texas Retrofit FCI High Mast Lights

Dear Bidders, In reference to the above solicitation, attached are the pre-bid minutes and sign in sheet as a result of the pre-bid conference which was held on Friday, August 17, 2018.

These pre-bid minutes are for informational purposes only; are not intended to change any specifications/statement of work/drawings, terms or conditions of the solicitation;

and any changes to the solicitation shall be issued in subsequent amendments.

If you have any questions regarding these minutes, feel free to contact me at

(972) 352-4641 or e-mail at dpatton@bop.gov

Sincerely, Douglas V. Patton Contracting Officer Federal Bureau of Prisons Field Acquisition Office U.S. Armed Forces Reserve Complex 346 Marine Forces Drive Grand Prairie, Texas 75051

Attachment cc: Pre-Award File

SCS, FCI La Tuna COR, FCI La Tuna Facility Manager, FCI La Tuna Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

Solicitation Number 15B51018B00000001 FCI LA Tuna, Retrofit FCI High Mast Lights

United States Department of Justice Federal Bureau of Prisons

Pre-Bid Site Visit Meeting Minutes

Pre-Bid Site Visit Date: Friday, August 17, 2018

Pre-Bid Site Visit conducted and minutes issued by:

Vanessa R. Jackson, Contracting Officer Federal Bureau of Prisons

FCI La Tuna 8500 Doniphan Drive

Training Center Anthony, TX 79821

A pre-bid meeting and site visit for 15B51018B00000001 was held on Friday, August 17, 2018.

The meeting was called to order by Vanessa R. Jackson, Contracting Officer, at approximately 10: 15 AM (Local Time). The following individuals participated in the meeting and site visit:

Name Organization Represented

Vanessa R. Jackson, Contracting Officer Federal Bureau of Prisons, FCI LA Tuna

Carlos Gomez, Facilities Administrator Federal Bureau of Prisons, FCI LA Tuna

Luz Kraft, Facilities Administrative Assistant Federal Bureau of Prisons, FCI LA Tuna

Ernest Roberts, Engineering Technician Federal Bureau of Prisons, FCI LA Tuna

Frank Mendoza, General Foreman Federal Bureau of Prisons, FCI LA Tuna

Adrian Rodriguez, Electrician Federal Bureau of Prisons, FCI LA Tuna

Juan Uribe, Lieutenant Federal Bureau of Prisons, FCI LA Tuna

Delfino Cuellar, Safety Manager Federal Bureau of Prisons, FCI LA Tuna

Jeremy Funk El Paso JAG

Ms. Jackson thanked everyone for participating in the pre-bid site visit and advised that meeting minutes would be prepared and posted on the Federal Business Opportunities website.

Ms. Jackson then identified the project as l 5B51018BOOOOOOO 1, Retrofit FCI High Mast Lights, Project 5C4F at the Federal Correctional Institution (FCI) LA Tuna, Anthony, Texas. The North American Industrial Classification (NAICS) code for this project is 238210. This is a 100% small business set-aside.

Ms. Jackson informed the contractor that this site visit is being held to familiarize the bidders with the Bureau of Prisons policies and procedures to be observed during the performance of the work; establish preliminary schedules, lines of communication and operational procedures;

develop mutual understanding concerning administration of the contract; and introduce personnel associated with this project, their authority, functions, and responsibilities. Ms. Jackson presented the agenda as the following:

Segment 1 Solicitation Review (FCI LA Tuna Training Center) Segment 2 Site Visit Segment 3 Closeout

Ms. Jackson stated that "Nothing said at this conference shall be interpreted as modifying the provisions or requirements of the solicitation, and that any revisions or changes to the solicitation will be issued as formal amendment by the Contracting Officer."

Ms. Jackson noted that questions would be answered at the site visit but that they must follow up by email with the question to the contracting officer, Doug Patton. Only written questions will be accepted and answered. Written questions must be submitted to Doug Patton at dpatton@bop.gov. The deadline for receipt of written questions is Friday, August 24, 2018 at 3 :00 p.m. Central Time. Only questions received prior to the deadline will be answered.

Answers will be posted to the Federal Business Opportunities website at www.fbo.gov.

Segment 1 - Solicitation Review Identity and Authority of Official Representatives:

• Contracting Officer - Mr. Doug Patton and Ms. Vanessa R. Jackson. Ms. Jackson is the singular point of contact for ALL pre-bid inquiries at FCI La Tuna. ALL pre-bid inquiries must be submitted in writing to Doug Patton at dpatton@bop.gov. As a matter ofrecord, the Contracting Officer has the authority to enter into, administer, and/or terminate contractual actions on behalf of the United States.

• Contract Administration Office - Following award, contract administration will be handled by FCI La Tuna.

• COR- Contracting Officer' s Representative - Mr. Carlos Gomez. The COR is the technical representative for the Federal Bureau of Prisons who has overall responsibility (except for contractual matters) for the administration of operational activities at the project site.

Ms. Jackson noted to all that only one contractor was present and that formality of the pre-bid would be brief given that Mr. Funk had stated he was very familiar with government bids and was only present to clarify two questions:

Instructions to Offerors - Ms. Jackson did not brief on instructions as only one contractor was present and did not have questions concerning the bidding process.

I Next, Ms. Jackson turned the meeting over to Mr. Carlos Gomez, Facilities Administrator

Mr. Gomez discussed the following topics as a part of his overview:

Introduction -

Mr. Gomez introduced himself to the contractor. Mr. Gomez stated he would like for Safety and Correctional Services to speak regarding the areas that would be affected during this project.

Correctional Services -

Lt. Uribe introduced himself to the contractor and asked if he had any correctional questions for the contractor. No questions were present at the time of this pre-bid. Lt. Uribe stated that all persons entering the FCI LA Tuna would need to pass an NCIC background and that they should be familiar with the correctional setting.

Safety- Mr. Cuellar introduced himself to the contractor. Mr. Cuellar asked if any questions for Safety were present. None were present. Mr. Cuellar reminded the contractor that Contractor would need to have training on lock out/tag out procedures. No questions were present.

Ms. Jackson noted after both speakers that the briefing did not mean the contractor or El Paso

JAG had received the award.

I Next, Mr. Gomez opened the floor for questions regarding the project.

Floor Questions Presented- Mr. Funk questioned if he would be providing or upgrading the lines. Clarification was given that lines are present and that the facilities department would be needing both.

Ms. Jackson has asked that Mr. Gomez contact Douglas Patton so that this question could be further addressed in the solicitation. Mr. Funk was also asked to write in with the question so that proper record of this question could be addressed in greater detail.

Mr. Funk wanted clarity regarding the Statement of Work, regarding the poles. Facilities Manager stated that the Statement of Work is accurate and detailed all that was needed regarding the poles.

Ms. Jackson clarified that the meeting was simply a pre-bid and no determination of award had been made.

Segment 2 - Site Visit The site visit was conducted and contractors were allowed to tour the institutional areas associated with the project for the mast lights. The contractors were allowed to see the actual land area where the project would be completed. This segment lasted approximately 1 hour.

Segment 3 - Closeout

Ms. Jackson closed out the meeting. No further questions were present.

These minutes were recorded and submitted by Vanessa R. Jackson, Contracting Officer. Any questions regarding the content of these minutes shall be submitted to the Contracting Officer within two calendar days. Otherwise, these minutes will stand as written.

08117/2018

Vanessa R. Jackson, Contracting Officer, FCI LA Tuna Date