15B51919B00000001_PRE_BID_CONF_MEET_MIN_REP_ROOFS_FCC_POX.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

August 15, 2019

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation 15B51919B00000001 FCC Pollock, Louisiana Repair Roofs

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 Thursday, July 25, 2019.

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, FCC Pollock COR, FCC Pollock Facility Manager, FCC Pollock Regional Facilities Administrator, SCRO mailto:dpatton@bop.gov

Solicitation Number 15B51919B00000001

Repair Roofs

FCC Pollock

1000 Airbase Road

Pollock, LA 71467

Pre-Bid Site Visit Meeting Minutes

Pre-Bid Site Visit Date: Thursday, July 25, 2019

Pre-Bid Site Visit Conducted By and Minutes Issued By:

Kerry Roberts, Contract Specialist

FCC Pollock

A pre-bid meeting and site visit for 15B51919B00000001 was held on Thurdsay, July 25, 2019.

The meeting was called to order by Kerry Roberts, Contract Specialist, at approximately 9:00

AM (Local Time) . The following individuals participated in the meeting and site visit:

Name Organization Represented

Kerry Roberts, Contract Specialist Federal Bureau of Prisons, FCC Pollock

Brittany LaPool, Contract Specialist Federal Bureau of Prisons, FCC Pollock

Keitha Lair, Business Adminstrator Federal Bureau of Prisons, FCC Pollock

Alvin Lovett, General Foreman Federal Bureau of Prisons, FCC Pollock

Brad Breland, Engineer Tech. Federal Bureau of Prisons, FCC Pollock

Chris Cook, General Maintenance Federal Bureau of Prisons, FCC Pollock

Andrew Decker, General Maintenance Federal Bureau of Prisons, FCC Pollock

Rena Harrell

Stephen Yates

Rexal Heidenlberg

Kenneth Phill ips

Joseph Seal

Mr. Roberts welcomed everyone to FCC Pollock and thanked them for their interest in serving

FCC Pollock. Mr. Roberts introduced BOP staff that were in attendance.

Mr. Roberts identified that the meeting was for Solicitation 15B51919B00000001, Roof

Replacement, and that work would be conducted at FCC Pollock, specifically at USP Pollock. He identified Doug Patton, Contract Specialist, FAO, was the originator of the solicitation and would be the awarding contracting officer. Any questions needing answered after today's meeting would need to be directed to Doug and that Doug would be posting the minutes from today's meeting.

Mr Roberts informed the contractors that this site visit is being held to familiarize the bidders with the site, Bureau of Prisons policies and procedures to be observed during the performance_ of the work; 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 .

Mr. Roberts presented the agenda for todays meeting:

1. Solicitation Review

2. Statement of Work

3. Site Visit

4. Closeout

Mr. Roberts noted that quest ions will be taken at the end of each sect ion . He advised contractors to ask the question through him and appropriate staff will respond . All questions wou ld be noted and all questions with responses will be posted to FBO. Mr. Roberts stated that any revisions or changes to the solicitation will issued as an amendment by Dough Patton, Contract Specialist .

Solicitation Review

Mr. Roberts identified persons involved the sol icitation :

Contracting Officer - Doug Patton ; issued solicitation, make amendment, award contract. Any pre-bid inquiries should be directed to him .

Contract Administration Office - Upon award, FCC Pollock would administer the contract .

Contracting Officer's Representative (COR) - Brad Breland, Engineer Tech, will be the technical advisor for the BOP and direct operational activities at the work site.

Mr. Roberts began discussing the solicitation documents. Mr. Roberts covered the Introduction to Bidders, Bid Submission Procedures. He covered that the 100% Small Business Set-Aside, pages to submit, Reps and Certs, Contract Clauses, Bid Bond and Amendments. Mr. Roberts noted and advised to follow the complete directions Mr. Patton had noted. Mr. Roberts noted the Offer Label and where the bid shall be mailed. Mr. Roberts noted the due date of bids and the bid opening dated .

Mr. Roberts opened to floor to any quest ions and none were received .

Statement of Work

Mr. Roberts covered topics with in the Statement of Work:

1. Contractor Use of Premises - Mr. Roberts noted that outside perimeter work hours would be 7:00 am to 4:30 pm . This would allow time to arrive and prepare to enter the secure perimeter. Inside perimeter work hours would be between

7:30 am and 3:00 pm. This time include entering and exiting Rear Gate and having personnel and tool security checks completed . Contractor can work on premises to prepare for next day until 4:30 pm .

2. Staging Area - Mr. Roberts identified the staging area for parking, equipment, and materials.

3. Uti lities - Mr. Roberts stated that FCC Pollock will provide electrical and water utility hook ups if needed . The contractor would be responsible for any connections, cables, hoses, etc.

4. Tool Control - Mr. Roberts stated it is the responsibility of the contractor to maintain control and supervision of tools and equipment being used. Tools will be inventoried and securely stored outside of secure perimeter daily. Equipment will be removed from inside secure perimeter, disabled and secured daily.

5. Contactor Personnel and Equipment Security- Mr. Roberts stated that all employees working on site will be subject to a complete background investigation as noted in SOW. Contract workers, on site, will received and wear a badge at all times and will be escorted by staff in all movement inside the secure perimeter. Any contract workers, vehicle or equipment is subject to search while on premises. Visitors will not be allowed on site . Items such as knives, guns, ammo, drugs, alcohol, and explosives are not allowed on site. Cell phones or other electronic devices will not be allowed within the secure perimeter.

6. OSHA - OSHA applies to BOP sites . Ensure you follow all applicable laws and rules.

7. Other information is clearly defined within the SOW.

Mr. Roberts opened the floor to any questions at this time and the following questions were asked:

Can we take pictures of the areas, roof drains, etc? - Photos will be provided via an amendment to the solicitation.

Can gang boxes be on trailers? Yes

What format will be used to inventory tools? Standard inventory form . Tools will be inventoried by the rear gate office upon entrance and exit .

Can workers smoke on premises? Where? Yes and most likely at the site as well as everything is properly disposed of.

What equipment has to be provided? What equipment government provide?

Contractor will provide any and all equipment necessary to repair roofs and/or as specified in the contract. No government equipment is provided.

Site Visit

Mr. Roberts prepared the visitors to visit the actual work areas. A tour was conducted of the roof of building A, Captains Complex, and Visitation. Tours of the roof of the towers were not conducted. The tour lasted approximately 1 hour and 30 minutes.

The following questions were asked:

Who determines if an item is damaged and is to be replaced (ex. roof strainers)?

Contractor/BOP COR.

Are we limited on the amount of dump containers we can have inside secure perimeter?

Maximum of five.

Are dump containers required to sit overnight before being removed from secure perimeter? Yes

Closeout

Mr. Roberts noted that "Nothing said during this meeting constitutes a change to the solicitation. If there is a change, it will be issued as a formal amendment posted to www.fbo.gov." Be sure to monitor the site for updates and acknowledge each amendment issued. Mr. Roberts indicated that the minutes would be posted to www.fbo.gov. Mr. Roberts reminded everyone that the deadline for receipt of bids is August 20, 2019, 1:00 pm CST.

Mr. Roberts thanked all that attended and wished them safe travels and the meeting adjourned at 11:30 am .

Kerry Roberts, Contract Specialist Date

15B51919B00000001

Repair Roofs, FCC Pollock

Pre-Bid Site Visit

July 25, 2019

Attendees

1. Kerry Roberts, Contract Specialist, FCC Pollock

2. Brittany LaPoole, Contract Specialist, FCC Pollock

3. Keitha Lair, Business Administrator, FCC Pollock

4. Alvin Lovett, General Foreman, FCC Pollock

5. Brad Breland, Engineer Tech., FCC Pollock

6. Chris Cook, General Maintenance, FCC Pollock

7. Andrew Decker, General Maintenance, FCC Pollock

8. Rena Harrell, Contractor

9. Stephen Yates, Contractor

10. Rexal Heidenlberg, Contractor

11. Kenneth Phillips, Contractor

12. Josheph Seal, Contractor