Pre-Bid Meeting Combo.pdf

PRE-BID CONFERENCE MEETING MINUTES

15BFA025Q00000287 – Reroof Flat Roof Pre-Bid 25Z5AB4

FCI Seagoville - PROJECT 25Z5AB4

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DATE: Thursday, September 18, 2025, at 9:00 am (CDT) Place: FCI Seagoville

CONTRACTING OFFICER (NAME): Ronald Calandra

I. INTRODUCTIONS:

Round table introduction of all attendees.

II. PURPOSE OF MEETING:

Indicate the purpose of 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.

State - nothing said here shall be interpreted as a change to the solicitation without the issuance of a formal amendment through the FAO Contracting Officer, Ronald Calandra.

III. MINUTES:

Advised minutes will be recorded and distributed via the System for Award Management (SAM) database at www.sam.gov.

IV. SITE VISIT INFORMATION:

Walk to selected site for Reroof Flat Roof immediately following the meeting.

V. FRONT COVER PAGE FORMS AND INSTRUCTIONS:

Note the instructions on the cover letter in the Solicitation and all bids sent by mail shall be addressed to the Department of Justice JEFS system URL link included on the documents. Original copies of bid bonds shall be sent by mail to the following address:

FEDERAL BUREAU OF PRISONS

FCI Williamsburg ATTN: Ronald Calandra P.O. Box 220 Salter, SC 2959

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is October 20, 2025, by 2:00 PM EST. To the above-mentioned addresses.

http://www.sam.gov/

FCI Seagoville - PROJECT 25Z5AB4

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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 1442 Pages 1 & 2: Please include DUNS number and Tax ID# 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 Cover letter is reviewed and complied with its entirety. References and banking submissions must be submitted in advance to the bid opening directly to Ronald Calandra, Contracting Officer, via email.

• 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 5 of the solicitation. A bid bond 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. A blank bid bond was included in the solicitation. The bid bond must be from a 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) 238160 which is applicable to this acquisition.

• FAR PROVISION 52.204-8: Pursuant to the 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: Pursuant to section (c) of this provision, bidder shall complete section (d) as applicable.

• FAR PROVISION 52.209-7: Bidder shall complete section (b) of this provision.

• FAR PROVISION 52.209-13: Pursuant to section (b) of this provision, Certification. Bidder shall check either (1) or (2).

• FAR PROVISION 52.229-11: Bidder shall complete section (d) of this provision and follow the remaining requirements of the provision as applicable.

FCI Seagoville - PROJECT 25Z5AB4

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• 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 TX20250017 is applicable for this area. All applicable workers must be paid according to the terms of the wage decision.

• HIRING GOALS: Hiring goals for this project are 23.7% for minorities and 6.9% for females – A “Good Faith” effort should be put forth by the contractor to achieve these goals.

• LICENSING AND PERMITS: All required licensing and permits are required to be obtained by the contractor who receives contract award.

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

• COR: The Contracting Officer’s Representative (COR) is Mr. Matthew Stewart, Facilities Manager at FCI Seagoville.

• PERIOD OF PERFORMANCE: The completion period is 274 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 $1,093.87 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 COR as soon as possible. Each time the progress schedule is changed, it must be provided to both the Contracting Officer and COR. It is suggested an updated document 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: Applications for payment are to 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 http://www.aiabookstore.com/

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• 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 Ronald Calandra, FAO Contracting Officer, via email at Rcalandra@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 September 23, 2025, at 2:00 PM, EST.

• 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.

SAFETY MANAGER J. Race:

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.

CAPTAIN C. Carpenter:

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.

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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 274 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 contract for details. Please refer to Page 5 of the contract.

• ESCORT PROCEDURES: All contract workers are to follow the Contractor Escorted and Unescorted passes and local escort procedures.

• 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 workday. Lost or missing tools must be reported to the COR and the Captain 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 project construction site.

VIII. ADDITIONAL DISCUSSION:

Any additional discussion should be added here.

Meeting minutes recorded by:

FCI Seagoville - PROJECT 25Z5AB4

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NAME, TITLE

INSTITUTION

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).

Camille Gonzalez, Contract Specialist, FCI Seagoville

Questions Asked During Site Visit:

What are the rear gate hours/working hours?

7am-3pm., allow time to get screened in and escorted to site. Prior to departure, allow time to inventory tools, rear gate closes at 3:30 pm.

Tool inventory?

Shadow boards are recommended to help inventory process go a lot smoother.

Can a trailer be brought in?

Schedule with time, so that the appropriate number of staff needed, can be available to escort.

Thickness of the roof?

Will be listed. But, about 6-8 in.

Any specific brands?

We cannot suggest or request any brands. The brand being used must be listed on bid.

Materials being used, must they be screened in?

Yes. Allow time during workday prior to departure, for site cleanup.

Metal or concrete deck?

Concrete deck but refer to statement of work to ensure this is still correct.

Is there a limit on the number of workers allowed to come in?

No. But, everyone must pass a background check and be a legal US citizen.

Throwing out trash, how will that work?

Let Facilities know in advance, so that escorts can be provided as needed.

Does the Building have lightening control system?

No.

Does the staff escort stay with the work crew the entire time?

Yes.