15BNAS27Q00000002- Three Rivers Generators Pre-Bid Meeting Minutes.pdf

PRE-BID CONFERENCE MEETING MINUTES

15BNAS27Q00000002 – Generators

FCI Three Rivers - PROJECT 26Z5AU4

DATE: 8:00am Central, Thursday, October 29, 2026 Place: FCI Three Rivers Training Center (TEAMS)

CONTRACTING OFFICER Mrs. Heather Buck:

I. INTRODUCTIONS:

Round table introduction of all attendee’s.

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 Contracting Officer, H. Buck.

III. MINUTES:

Advised minutes will be recorded and distributed via SAM.gov.

IV. SITE VISIT INFORMATION:

Walk to selected site 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 email shall be addressed to:

FEDERAL BUREAU OF PRISONS

ATTN: Heather Buck

HBUCK@BOP.GOV

VI. TIME FRAMES AND LOCATION FOR SUBMISSION OF BIDS:

State the deadline for submission of bids for this project is November 30, 2026 by 11:00 A.M. EST.

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

FCI Three Rivers - PROJECT 26Z5AU4 statements with his/her bid. Failure to do so may cause your bid to be considered as non-responsive:

• STANDARD FORM 1442: Please include UEI number and Tax ID# and e-mail address where. 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. Make sure that SBA has you as active 8a Business.

• 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 Mrs. Buck via email, hbuck@bop.gov.

• COMMODITY OR SERVICES SCHEDULE : 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: 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) 236220 which is applicable to this acquisition.

• 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 TX20260209 05/18/2026 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.

• MAGNITUDE: The magnitude of the project is between $10 million–$20 million. Per RFO this is no longer required

• WORK HOURS: Per Specifications: Work hours within the secure perimeter shall be between 7:00 am and 3:00 pm CST Monday through Friday.

• COR: The contracting Officer’s Representative (COR) is Mr. Corey Villarreal, Facilities Manager of FCI Three Rivers.

FCI Three Rivers - PROJECT 26Z5AU4

• PERIOD OF PERFORMANCE: The completion period is 450 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 $1,853.13 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. 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: Application for payments 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

• QUESTIONS: All questions will be posed to Mrs. Buck no later than November 6, 2026, no later than 11:00 am EST, hbuck@bop.gov.

• 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 Contract Monitor.

• 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:

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.

http://www.aiabookstore.com/

FCI Three Rivers - PROJECT 26Z5AU4

• 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:

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.

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 450 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 10 of the contract.

• 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 work day Contractor tools may not be stored on-site overnight. The contractor should provide for enough time at the conclusion of the work day for the return and accounting of all tools issued during the work day.

Lost or missing tools must be reported to the COR 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.

FCI Three Rivers - PROJECT 26Z5AU4

• 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.

20. Additional Topics:

VIII. ADDITIONAL NOTES:

At this time no photos will be posted of the site visit.

No extension for the performance period at this time.

No cellphones allowed on property.

Safety: need to inform COR who Safety representative is, so that BOP Safety can be aware.

Meeting minutes recorded by:

Heather Buck, Contracting Officer

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).