Site_Visit_Minutes_-_Roller_System-signed.pdf

179 AW/MSC 31 August 2016

SITE VISIT MINUTES

PROJECT: Roller System

Location: 179 AW, Mansfield Ohio Air National Guard

1. The site visit was conducted on 30 August 16 @ 1:00pm. The following were in attendance:

a. Gordon Strom, Base Contracting Officer

b. MSgt Todd Bartley, 179th Aerial Port

c. TSgt Jacob Hergatt, 179th Aerial Port

d. CMSgt Mark Dyer, 179th Aerial Port

e. Joe McDonough, Hy-Tek

f. Dick Cornette, Hy-Tek

2. All were welcomed and signed attendance sheet; hand-outs were provided (slide brief). Contractor inquired regarding base access for personnel performing installation; information stated in solicitation was reiterated

(access form completion/submission requirements; antiterrorism training requirements – certs to be submitted prior to start of installation). There was no other pertinent information shared at that time; all proceeded to site of current roller system, where the following was noted:

a. Contractors viewed entirety of current system (layout, location, other equipment within installation area); took pictures.

b. Government will be moving all current equipment/materials currently located on existing roller system.

c. Opening of garage doors was viewed; time spent discussing Government’s desire result for having affixed roller extensions beyond garage door opening (but manufactured and installed so that doors can close when rollers are not in use; moveable rollers pieces/sections not desirable, as that is what is currently in use).

d. Based on proposal evaluation to include factors other than price (quality of proposed solution), Contracting Officer stated layout/rough drawing showing how proposed solution will be installed shall be provided with a summary of proposal and pricing breakout

***Solicitation will be amended to include this detail within the evaluation factors and proposal submission requirement***

e. Due to contractor’s requirement to extract and dispose of existing roller system, and the

Government’s perceived scrap value of this equipment/material, contractor’s proposal shall include a line item which shows the contractor’s estimated value (scrap or otherwise) of the current system.

*** This is a clarification of current information that already exists within solicitation, regarding pricing breakout required to be a part of proposal submission requirements, specifically the “extraction and disposal of existing conveyor system” language.***

f. MSgt Bartley stated reminder that walk-grates are to be slip-resistant

This pertains to Statement of Requirement section 3.1.1. regarding walk-ways between roller trays/elevated to height of conveyor.

SITE VISIT MINUTES – ROLLER SYSTEM

g. Side rails and safety stops were discussed; limitations to function and ways to implement safety stops were viewed/discussed (e.g. overhead crane path; minimum pathway/space between wall and beginning of roller system, etc).

h. Contractors requested bid due extension date

This should be treated as all other requests for information, and shall be submitted to

Contracting Officer through RFI template provided with solicitation, for consideration.

3. There was nothing else discussed of pertinence; this concluded site visit for Roller System project.

4. Contractors are reminded to ensure all questions are submitted no later than the date and time noted in solicitation. Extension to bid closing due date/time will only occur if contractor’s effort to submit a viable proposal is impeded by the Government (i.e. through delay getting answers to RFI’s returned in a timely manner, etc.). Outside of a Government delay, all other requested extensions will be taken into consideration on a case-by-case basis.

5. Any questions or concerns related to these minutes shall be forwarded to the undersigned.

Note: If there are any questions related to these minutes or any aspect of this project, please contact Gordon

Strom at 419-520-6390 or via email gordon.m.strom.mil@mail.mil .

GORDON STROM, MSgt

Mansfield Ohio ANG

Base Contracting Officer