Site_Visit_Meeting_Minutes.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administration Division

Field Acquisition Office Grand Prairie, Texas 75051

August 1, 2017

All Prospective Bidders

SUBJECT: Minutes of Pre-Bid Conference Solicitation IFBP04191700002

Construct Armory AUSP Thomson

Please find the attached copy of the minutes from the pre-bid conference conducted August 1, 2017 at AUSP Thomson, IL.

These minutes are provided for informational purposes only and are not intended to change any part of the solicitation. These minutes do not constitute an amendment and therefore acknowledgement is not required. Changes, if any, will be issued in the form of amendments (Standard Form 30) by the Contracting Officer only.

Sincerely, Michelle Morgan, Contracting Officer

Attachment

U.S. Department of Justice Federal Bureau of Prisons

ADMINISTRATIVE UNITED STATES

PENITENTIARY

Office of the Financial Management 1100 One Mile Road P.O. Box 1001 Thomson, IL 61285

August 1, 2017

Pre-bid meeting

4B2U – IFBP04191700002

Construct Armory

On Tuesday, August 01, 2017 at 1000 am a pre-bid meeting regarding the Construct Armory (4B2U- IFBP04191700002) was held.

The following individuals were in attendance:

1. Antoinette Kennedy- AUSP Thomson, Supervisory Contract Specialist

2. Robert Cox- AUSP Thomson, Contract Specialist

3. Tabitha Coleman-AUSP Thomson , Contract Specialist

4. Eric Ball- AUSP Thomson , Property and Procurement

5. Erik Boehmke - AUSP Thomson , Property and Procurement

6. John More- AUSP Thomson , Facilities Manager

7. John King- AUSP Thomson , COR

8. Eddie Muncy- AUSP Thomson, General Foreman

9. Dan Badgley, AUSP Thomson, Engineering Technician

10. Stacy Peacock- NCRO, Architect

11. Kevin Stiegler- SFS Architecture, Architect

12. Steven Wise- SFS Architecture, Principal

13. Sean Connell- Air Control Inc., Vice President

14. Ethan Armstrong- Cornerstone Contracting, Estimator

15. Justin Beaty- River City Construction LLC, Estimator

16. Chris Roginski- Valley Construction, Bldg. Div. Manager

17. Larry Coyne- Valley Construction, Vice President

18. Greg Lettington- Cerebral Group, LLC, Director

19. Randal Tacey- Tri-City Electric, Estimator

20. Will Olsen- RJS Construction, Vice President Estimator

The following topics were discussed:

• The meeting commenced at 1000 a.m. with John King giving a brief description of the solicitation.

• The contractor should notify the COR for the need of a punch list prior to any cover up of mechanical systems.

• The escorting officer's responsibility is site security and to allow the contractor site access.

• Contractors should remain within sight of the escorting officer at all times.

• Work hours are 7:00 a.m. to 3:30 p.m. Monday - Friday excluding Federal Holidays unless otherwise stated on the

SOW.

• Work delays must be documented and forwarded to the COR and the Contracting Officer.

• NCIC background investigations will be conducted on all contractors entering the institution.

• All work done outside of the scope of the contract must be approved in writing prior to the work beginning.

Additional correctional environment issues were discussed:

• All tools will have to be accounted for prior to work being started and upon completion each and every work day.

• Institutional emergencies can happen at any time. In the event there is an emergency all work will cease.

• The escorts that are provided by the institution are not technical consultants. They are not authorized to respond to technical inquires. Escorts are not authorized to obligate, in any manner, the payment of money by the Government.

• Cell phones are not allowed inside of the building.

• All tools entering the institution must be inventoried by the COR or escorting officer.

• If a contractor discovers a tool missing he/she should notify the escorting officer immediately.

• All cameras and recording equipment are strictly prohibited without prior written consent from the Warden.

A tour of the construction site took place and covered the following areas:

1. North West side of Administrative Building

The following questions were asked at the meeting:

Do work hours apply to working outside of the secure perimeter?

The work hours apply due to the availability of escorts. Please refer to the work hours in the Statement of Work.

Is Johnson Controls here now or is it a proprietary system?

Contact Johnson Controls prior to placing a bid to see what would be needed to tie into the existing system. The parts will need to be compatible to what is here. There is no sole source for Johnson Controls.

What are the tool restrictions for working outside of the secure perimeter?

All tools must be accounted for. The work area is within 15 feet of the fence and counted as being inside of the fence. Supplies can be left in a connex box or storage building that will be located at the staging area.

How are things run for work inside of the secure perimeter?

All vehicles and equipment will be searched prior to entering the secure perimeter. All tools will be accounted for on the way in and out of the secure perimeter. All contractors will be with an escort at all times. Conduit has already been installed under the fence and encased in concrete.

Has the conduit been tied into the existing duct bank?

No. You will have to dig to the conduit and tie into the duct bank. The conduit and duct bank are already marked.

The drawings show the new structure going over a water line, is this line being abandoned?

Yes it is being abandoned and a new line is going to be run around the building site.

How do we know where the conduit and cut bank are inside the fence?

Conduit has already been run under the fence and encased in concrete. The electrical drawing E- 100 shows the existing wire, duct bank, and conduit.

Where does the conduit end and duct bank start?

Conduit is approximately 3 feet on both sides of the fence and it is labeled on the fence with a sign stating armory conduit. The duct bank is by the transformer on the inside of the fence and is also labeled.

Does excavation need to be filled in the same day it is dug?

Yes. Nothing can be left open inside of the secure perimeter.

Is the soil boring in the specifications?

Yes and most of the drainage is through the soil.

The tour of the work site concluded at 1045 a.m.

Robert Cox_______________________________ _8/1/2017______ Contract Specialist Date

ROBERT COX

Digitally signed by ROBERT COX DN: c=US, o=U.S. Government, ou=Dept of Justice, ou=BOP, cn=ROBERT COX, 0.9.2342.19200300.100.1.1=15001003047514 Date: 2017.08.01 12:57:28 -05'00'