11. Site Visit Procedures.pdf

FA2521-25-B-0009

Project Number: YXTK 13-1806, Repair Feeder 5 Ascension Auxiliary Airfield (AAAF), South Atlantic Ocean Site Visit Procedures

1. Site Visit Conditions.

1.1 The purpose of the site visit in accordance with FAR Provision 52.236-27 Site Visit (Construction), is to allow prospective offerors the opportunity to inspect the site where the work is to be performed, in accordance with clauses at 52.236-2, Differing Site Conditions, and 52.236-3, Site Investigations and Conditions Affecting the Work. All site visit attendees should be familiar with the solicitation and all Section J attachments.

1.2 The site visit is not mandatory. Attendance may assist prospective offerors in identifying the logistical and working conditions for construction efforts located at AAAF.

2. Mandatory Requirements for Site Visit Attendance

2.1 Due to limited seating on the aircraft a maximum of two personnel from each prospective bidder will be allowed to attend.

2.2 In order to attend the site visit all attendees must meet the Department of Defense (DoD) Foreign Clearance Requirements for travel to Ascension Island that include Theater U.S. Africa Command (AFRICOM) and Country (Ascension Island) clearances.

2.3 Clearance for travel shall be requested a minimum of thirty-five calendar days prior to travel date. Travel requests presented less than thirty-five calendar days before scheduled travel date will not allow enough time for processing and clearance requirement checks, and space for that flight (using contracted aircraft) may not be available.

2.4 All confirmations of site visit attendance shall be submitted and received no later than 22 Aug 25, 2:00 p.m. EST. Confirmations will be accomplished by submission of the completed Contractor Travel Request Form (Contractor Travel Request Form Template, Section J Attachment 7). Ensure that Sections 1(A)-(E) and 5(A)-(I) of the form are completed.

Procedures for completion of the mandatory training requirements listed on the Travel Request Form, Section 5, Para J(1)-(3), are located on page 2 of the Travel Request Form. Failure to complete all training and submit a complete and accurate Travel Request Form by the required submission date of 22 Aug 25 will result in the confirmation being rejected with no opportunity to attend the site visit.

2.5 Submit confirmation of site visit attendance by emailing the completed Travel Request Form to include all copies of completed training certifications to: timothy.johnson@spaceforce.mil.

3. Site Visit Costs

3.1 Costs associated with site visit attendance (airfare, meals, lodging) are the responsibility of the offeror. The Government has no obligation under this solicitation to re-imburse for costs incurred. No legal liability on the part of the Government for any payments will be allowed.

3.1.1 Travel. Airlift transportation is conducted by United States Transportation Command (USTRANSCOM) contracted flights. Current Fiscal Year (FY) 2025 Tariff rates assessed to contractors are the Non-DoD rate at $3,448 per round trip. Note this price is subject to change based on publishing of FY 2026 rates on 1 Oct 25. USTRANSCOM flights originate from Patrick SFB to AAAF and typically depart on Mondays and return Wednesdays. Flights are scheduled every other week. For this site visit the departure date is the scheduled mission on 6 Oct 25, with a return on 8 Oct 25. Payment for airfare costs will be directly billed to the contractor.

3.1.2 Meals. Meals are provided through the base Dining Facility. Rates are: Breakfast $4.00, Lunch $7.00, Dinner $12.00.

3.1.3 Lodging. Lodging facilities are available through the base. Rates are: $20 per night

4. Site Visit Questions

4.1 The intent of the site visit is for all offerors to receive the same information. Therefore, all questions asked during the site visit shall also be submitted in writing (Question and Answer Template, Section J Attachment 10).

4.2 All questions shall be submitted and received no later than 14 Oct 25, 4:00 p.m. EST. This will allow questions to be reviewed and answered in a timely manner in an effort not to jeopardize the bid submission date/time. Questions received after this date may not be answered.

E-mail completed (Q&A) documents to timothy.johnson@spaceforce.mil and heather.carino@spaceforce.mil.

4.3 All questions and answers will be incorporated as an amendment to the IFB posted to the solicitation announcement.