2 - Amendment 0001 - Attachment 1 - Meeting Minutes - Photos.pdf

PRE-BID SITE VISIT MEETING MINUTES

15BBNF26B00000007 REPLACE BOILERS AND CONTROLLERS

FCI PEKIN, IL PROJECT 24Z4AT1

WEDNESDAY JANUARY 21, 2026, 9:00 AM

Supervisory Contract Specialist: Gary M. Kurtz

I. Introductions:

Introduction of attendees Travis Mathis Nooter Josh Cloyd Nooter Aaron Wallach - Nooter Josh Gentry Truheat Nathaniel Schackow TSI Heath Bailey TSI Marlo Sutton - PIPCO Gary Kurtz Supervisory Contract Specialist

Clark Hinshaw Facilities Manager Brandon Lumpkins Engineering Technician Nathan Woods Utilities Foreman

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. Minutes Minutes will be recorded and distributed on the System for Award Management database at www.sam.gov

IV. Visit Information All attendees proceeded to the institution mechanical spaces in Illinois Unit, FCI Food Service, and

SHU.

V. Instructions to Offerors The instructions on the cover letter in the solicitation and all bids sent by mail shall be addressed to:

Federal Bureau of Prisons United States Penitentiary, Big Sandy Attn: Kevin Slone 1197 Airport Rd.

Inez, KY 41224

VI. Time Frames The deadline for submission of bids is Wednesday, February 11, 2026, at 12:30 PM EST.

See instructions to bidders for electronic submission guidance.

VII. 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: Please include your Unique Entity Identifier number, Tax ID#, Cage Code and e-mail address where indicated in block 10 and complete blocks 14-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 in advance of the bid opening to Kevin Slone, FAO by e-mail.

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: See Page 13 of the solicitation. A bid bond (Standard Form 24) must be submitted in original (ink signatures) with your solicitation. The penal sum of the bond must be at least 20% of the bid price, not to exceed $3 million, whichever is less. The bid bond must be from a U.S. Government approved surety. A list of approved sureties can be located on the Department of Treasury, Bureau of the Fiscal Service website.

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 52-209-13:

Note: Pursuant to section (b) of this provision, Certification. Bidder shall check either (1) or (2).

FAR PROVISION 52.229-11:

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

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:

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

WD No. IL220260020 dated 01/02/2026 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.

E-Verify Requirement: Within 30 days of contract award, the contractor must enroll in the E- Verify program. All contractor employees must be verified within 90 calendar days of their enrollment in accordance with FAR Clause 52.222-54, Employment Eligibility Verification

MAGNITUDE: The magnitude of the project is between $1,000,000.00 and $5,000,000.00.

WORK HOURS: Per Specifications Section 01 11 00 1.2 (A)(2)(a): Work hours outside the secure perimeter shall be between 6:30 am and 3:45 pm Monday through Friday.

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

PERIOD OF PERFORMANCE: The completion period is 120 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 $1083.22 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.

VIII. Pre-Bid 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 Kevin Slone, FAO Contracting Officer, via email at kslone@bop.gov. In order to provide sufficient response time prior to the bid due date, the Government has establishing that questions be submitted no later than Friday, January 23, 2026 at 11:00 AM, CST.

IX. 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.

X. 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 120 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 Page 16. of the solicitation for details.

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:

inmates wear these colors.

PHOTOGRAPHS:

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.

XI. Additional Topics None

XII. Additional Notes

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).

Housing unit Boilers Housing Unit Boilers

Housing Unit Boilers Data plates

Food Service Boilers Data plates