6. Site Visit Procedures.pdf

FA2521-23-B-0008

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 (Specifications, Drawings).

1.2 Although the site visit is not mandatory, attendance will assist prospective offerors in identifying the logistical and working conditions for construction efforts located at AAAF.

Historical procurements have demonstrated site visits allow familiarity with all aspects of the job which may influence bids to reflect a more realistic submission and minimize any misunderstandings of the project scope for this firm fixed price contract. It is difficult to depict in the project specifications all details of AAAF conditions the contractor will encounter during the various phases of construction. A site inspection will assist in recognizing these conditions.

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 21 Sep

23, 4:00 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 21 Sep 23 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, per diem) 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 Airlift transportation is conducted by United States Transportation Command

(USTRANSCOM) contracted flights. Tariff rates assessed to contractors are the Non-DoD rate at $5,706 per round trip. 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 Nov 23, with a return on

8 Nov 23. Payment for airfare costs will be directly billed to the contractor.

3.1.2 Per diem costs as allowed by the Defense Travel Management Office are $29 per day and will cover all meals provided by the Ascension Dining Facility operated by the AAAF base operations contractor.

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 8).

4.2 All questions shall be submitted and received no later than 15 Nov 23, 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.

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