IFBP05081700001_PRE_BID_CONF_MEETING_MINUTES.pdf

U.S. Department of Justice

Federal Bureau of Prisons Administrative Division

Field Acquisition Office Grand Prairie, Texas 75051

May 4, 2017

ATTN: ALL BIDDERS

RE: Minutes of Pre-bid Conference

Solicitation IFBP05081700001 FCC Forrest City, Arkansas Inverter Replacement

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, April 27, 2017.

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

PRE-BID CONFERENCE MEETING MINUTES

REPLACE INTERVERTER (LOW)

FCC FORREST CITY, AR

INTRODUCTIONS:

Bruce Dye, Engineering Tech, Chris Davis, Facilities Manager, William Vance, Electric Supervisor, Latina Barden, Contract Specialist, Brent Ponder, Contract Specialist, Stacey Abbott, Business Administrator, Ron White Safety Manager, Jordan Sullivan, ControlTek, Lonnie Loeffel, Tristate Armature, O’Shea James, Tristate Armature and A.C Futrell, ConrolTek

PURPOSE OF MEETING:

To replace the existing interverters at FCC Forrest City, AR Low Facility.

MINUTES:

A meeting was conducted on April 27, 2017, at 9:00 am at the FCC Forrest City Camp EPO office conference room. The contractors were given a description of the job and a detailed description of the location. Below are the questions and answer during the Inverter pre-bid conference meeting for project number 5B8K Inverter Project Low.

Question - Can we use your Warehouse for storage of the equipment?

Answer - Not for long term storage, if equipment needs to be drop or shipped here for installation to follow within the next couple days that will be fine.

Question- Will we have access to equipment to move inverters around to job site or shall we provide our own equipment?

Answer- We will be able to provide a forklift for the delivery and drop off to unload equipment but contractors will be responsible for all other equipment such as lulls, lifts or sky tracks to move equipment into place.

Question- Do the plans cover the specifics concerning existing and or added conduit that may interfere with the removal and installation of new equipment?

Answer- Plans should cover that on the actual prints, but the new conduit could have been added later by staff to try and resolve issues that have been related to inverter malfunctions.

REMEDY- Engineer Tech will send photographs of panels and conduit runs to include mounting pads to help resolve any questions concerning installation and or removal of inverters.

Question- Will there be any issues with the ability to install new units fully assembled? Is there going to be enough room to get equipment in the required areas?

Answer- All areas with the exception of the Administrative area #2 inverter will have the required space necessary according to specifications of new style inverters. The administration area inverter may have to be retrofitted to a different style to accommodate space limitations.

REMEDY- Contractors visited site in question and measured everything need to make adjustments for limited space , Contractors added that a resolution is possible by changing to a different style inverter from the taller style to a wider and shorter style.

Question- Are we planning to add anything to the emergency backup system that may require additional capacity?

Answer- No in all reality some load has been reduced on existing inverters by changing out emergency lighting fixtures to LED.

Meeting was adjourned and followed by in field assessment of existing inverters and locations at FCC Camp and administration area.

SITE VISIT INFORMATION:

The tour was led by Facilities Manager Chris Davis and Bruce Dye Engineering Tech. The staff and contractors made sure the new equipment would fit where the existing equipment is being removed. The contractors had previously received a Statement of Work and a drawings of the project.

DISCUSS STAFF SPECIALTY AREAS:

EMPLOYEE SERVICES: Sandra Raper, HR

(NCIC, DOJ RESIDENCY REQUIREMENT, SECURITY ETC.)

SAFETY OFFICER: Ronald White, Safety Manger

(OSHA, MEDICAL PROCEDURES, ETC.)

CAPTAIN: N/A

(SECURITY, INMATES, CONTRABAND, SMOKING, ALCOHOL, DRUGS,

PICTURES, CELL PHONES, CAMERA’S, TOOL CONTROL, ESCORTS,

ENTRANCE/EXIT PROCEDURES, EMERGENCIES, DELAYS, FOG ETC.)

FACILITIES MANAGER & CM/PROJECT REP: Chris Davis, Facilities Manager, Bruce

Dye, Engineering Tech. and William Vance, Electrical Supervisor

(PARKING, MOBILIZATION, TRAILER, GANG BOXES, RESTROOMS, LUNCH, ETC)

CONTRACTUAL DISCUSSIONS:

FRONT COVER PAGE FORMS AND INSTRUCTIONS: Bids shall be submitted in accordance with the solicitation package including the front cover pages. NOTE: VERY

IMPORTANT – AMENDMENT NUMBER ONE CHANGED THE DATE FOR THE

SUBMISION OF BIDS – SEE AMENDMENT #1 POSTED ON FEDBIZOPPS.

AMENDMENTS:

AMEND #1 – NOTE: VERY IMPORTANT – AMENDMENT NUMBER ONE CHANGED

THE DATE FOR THE SUBMISION OF BIDS – SEE AMENDMENT #1 POSTED ON

FEDBIZOPPS.