SABER Site Visit Minutes.docx

27 August 2009

DEPARTMENT OF THE AIR FORCE

21ST SPACE WING (AFSPACECOM)

MEMORANDUM FOR ALL OFFERORS

FROM: 21st CONTRACTING SQUADRON

580 GOODFELLOW ST, BLDG 1324

PETERSON AFB CO 80914-1648

SUBJECT: Solicitation FA2517-08-R-5002, Simplified Acquisition of Base Engineering Requirements (SABER), Pre-Proposal Conference and Site Visit Minutes

1. SABER pre-proposal conference and site visit was held on 25 and 26 August 2009, from 7:00 AM to 5:00 PM each day. The attendees met at the 21st Civil Engineering Squadron conference room, Bldg 1324, then toured Peterson Air Force Base (AFB), Schriever AFB, Ft. Carson Army Post, Cheyenne Mountain Air Force Station (AFS), and the United States Air Force Academy (USAFA) on 25 August 2009. The group reconvened on 26 August 2009 and toured Buckley AFB and FE Warren AFB, WY. The purpose of the event was to provide offerors with an opportunity to ask installation-specific questions and tour the main installations covered under this Solicitation.

2. The following individuals and firms were in attendance:

Name Government Organization

Kevin Selleny 50 CES/CEC, Schriever AFB SSgt Todd Gaige 50 CES/CECM, Schriever AFB

Name Contractors Business Name

3. Capt Matthew Joseph introduced the key members of the Government staff and each attendee introduced themselves to the group. Capt Joseph restated the purpose of the conference and thanked each firm for their time and attendance. He discussed that the conference is an opportunity to provide feedback and ask questions concerning the solicitation data posted and discuss the way-ahead schedule. He then turned the meeting over to Mr. John Rea and Mr. Robert Dixon to discuss the questions and answers that have been received by industry prior to the pre-proposal conference.

A. Mr. Rea and Mr. Dixon discussed the questions that were submitted prior to the pre-proposal conference and restated that these questions will apply to all offerors by posting the responses to the questions on the https://www.fbo.gov website. (See Slides Attach 1)

Clarification to Question on Slide 11:

QUESTION: Are the drawings for the Demonstration Project available in an AutoCad compatible format? And if so can the government provide these for bidders use in preparing their proposals?

ANSWER: The contractor will be given drawings in an electronic format and they will be in an AutoCad format.

The Answer is the following: For the demonstration project on the Solicitation the Contractors will receive a scalable PDF file of the drawings. Once the contract is awarded, the winning contactors will receive AutoCAD files for each Task Order.

Clarification to Question on Slide 13:

QUESTION: 010000-4 Para. 1.5.6.1 Will the government provide the drawings in an electronic format and will they be in an AutoCad compatible format?

ANSWER: The Contractor will be given drawings in an electronic format and the will be in an AutoCad format.

The Answer is the following: For the demonstration project on the Solicitation the Contractors will receive a scalable PDF file of the drawings. Once the contract is awarded, the winning contactors will receive AutoCAD files for each Task Order.

B. The following additional questions were discussed and answered during the pre-proposal conference:

a. Question: What percent of bid bond was decided on?

Answer: There is not a bid bond. The contractor shall furnish performance and payment bonds to the estimated amount of $8M per year for the overall contract. The contract shall secure additional performance and payment bonds for individual task orders which exceed $750,000.

b. Question: Is bonding capacity supposed to be $8M?

Answer: Yes

c. Question: Would bond coverage be increased if influx of work would increase?

Answer: Yes, the $8M payment and performance bond is an estimated amount.

4. Capt Joseph thanked the participants and provided an opportunity for any additional comments for discussion. No further discussion or comments provided, the meeting concluded at 7:45 AM and we proceeded to the bus and toured Peterson AFB.

5. Mr. Robert Dixon provided a narrated driving tour of Peterson AFB and highlighted key facilities such as the flight line area, Wing Headquarters, USAF Space Command Headquarters, US Army Space Command Headquarters and various other facilities. He noted the delivery access was limited to the East gate and all delivery trucks would be inspected and random inspections by military working dogs and searches would occur. Delays were to be expected for initial issuance of contractor access badges. Once contractors had the required access badges they could enter the base routinely to perform work. Key personnel may be granted clearance and restricted area access badges based on need. The time required completing necessary background checks for granting this level of access might take from 6 to 18 months. Within some facilities there are higher-level secure areas, which require special access requests in advance of entry, each facility may have different requirements for access to these areas. He noted that Peterson did not provide contractors space for their construction materials. The tour ended and the group proceeded to Schriever AFB.

6. The group arrived at Schriever and was met by Mr. Kevin Selleny and SSgt Todd Gaige, who narrated a driving tour of Schriever AFB. They highlighted key facilities such as the Child Development Center, the Security Forces Building, the Wing Head Quarters Building, the Fitness Center and various other facilities. They discussed that most of the work takes place within the Restricted Area of the base. The initial contractor passes can take more than two (2) hours to process at the visitor’s center. Once contractors have access passes, entry to the higher secure areas takes 30 to 60 minutes and delays should be expected. The contractor may hire and use escorts who have escorted entry authorization badges; usually these are Government personnel who already work at the base. Escorts are limited to have 10 people with them at one time. The time required completing necessary background checks for granting this level of access might take one month or more. Within some facilities there are higher-level secure areas, which require special access requests in advance of entry, each facility may have different requirements for access to these areas. Contractors can get special letters to get exempt from base exercises if necessary to avoid delays in performance. If duty hours need to be changed from regular duty hours laid out in the solicitation the Contracting Officer and Civil Engineer Office will work with the contractor to accommodate in most situations. The tour ended and the group proceeded to Ft Carson Army Post.

7. The group arrived at Ft. Carson and was met by Mr. Roger Christensen, who narrated a driving tour of Ft. Carson. He highlighted key facilities such as the Headquarters Bldg, the Communication Bldg, the Visitors Center, the Grade School, the Child Development Center and various other facilities. He stated that Ft. Carson comprises about 260,000 acres of real estate and Pinon Canon comprises 240,000 acres of real estate. The majority of SABER work takes place within the main post area where the various support and headquarter facilities are located. The secured areas on the post are the Head Quarters Bldg and the Communications Bldg and the soldiers would be the escorts for the contractors. The tour ended and the group proceeded to Cheyenne Mountain AFS.

8. The group arrived at Cheyenne Mountain AFS (CMAFS), visitor access badges were issued at the Visitors Center and the group proceeded to the access turnstiles. Mr. Jim Moon and Mr. George Wachs narrated and escorted the group through CMAFS. They highlighted various areas including the loading ramp, freight elevator, industrial area, office space, and command section. Discussed that there are many challenges to working within CMAFS to include limited access points to the roofs, single hoist to the roof, small door openings to mechanical rooms requiring large items be taken apart and re-assembled once inside, limited elevator access, and awkwardly placed pieces of equipment that are difficult to access and remove, etc. Key personnel may be granted access badges and that the time required for completing necessary background checks for granting this level of access might take from 6 to 18 months. Within some areas there are higher-level secure areas, which require special access requests in advance of entry. Discussed that there is no storage for the contractor’s tools and materials and that it’s the Contractors responsibility for security of their own tools. The tour ended and proceeded to USAFA.

9. The group arrived at USAFA and Mr. Dave Mein narrated the bus tour of the installation. He highlighted various areas including the Cadet Area, the Hospital, the Community Center, Fam- Camp and various other facilities. The Cadet area was visited and these areas are considered higher security areas and require additional coordination to enter. Noted that the Academy does have storage areas for the contractors. Noted that company vehicles must have the company name on the side and be registered on the base for entrance. The tour ended and proceeded back to Peterson AFB to resume for next day tour at Buckley AFB and FE Warren AFB, WY.

10. The group arrived at Buckley AFB and MSgt Brown and Mr. Terry Bashore narrated the bus tour of the installation. They highlighted various areas including the Athletic Fields, playgrounds, the Fitness Center, the Child Development Center, the Mission Support Group, and various other facilities. Noted that there are some environmental issues that the contractors may have to battle on base such as prairie dogs and soil contamination (asbestos, oil, fuel, etc.). Discussed that escorts will be needed for the Airfield. All construction that is done on Buckley must be in accordance to the base Facilities Excellence Plan. Discussed and showed the contractor facility area that is provided to the awarded contractor. The tour ended and proceeded to FE Warren, WY.

11. The group arrived at FE Warren AFB, WY and Mr. Ted Durante, Mr. Arthur Makekau, and Mr. Mark Frank narrated the bus tour of the installation. They highlighted various areas including the Base Housing, Base Chapels, the Museums, and various other facilities. The Missile Alert Facilities and Launch Facilities were also discussed (Attach 2). These areas and the weapons storage areas are secure and require escorts. Expect delays of one (1) hour in and one (1) hour out of those areas. Escort privileges usually take up to three weeks to process and are re-issued on each individual task order. Contractors are provided staging area on base and each area has water and electricity. FE Warren is approximately 25 square miles. FE Warren has three (3) wind turbines which provides for 15-25% of their energy on base. The tour ended.

12. Capt Joseph and Mrs. Nathalie Snyder thanked the group for their time and interest in the SABER contract. The group was reminded the terms and conditions of the solicitation and specifications remain unchanged unless amended. Also, reminded the group to acknowledge all amendments of the solicitation. Site visit and tour adjourned at Buckley AFB, USAFA, and Peterson AFB.

13. Additional questions received from industry after the pre-proposal and site visit are as follows:

a. Question: What are the requirements for the “Rapid Gate” pass available at Fort Carson? What are the associated costs, if any?

Answer: Optional pass not a requirement and the pass cost $130.00. The pass can be obtained within a few days after clean background check.

b. Question: Will non-prepriced item coefficients for FE Warren AFB, FE Warren Missile Field, Pinon Canyon, and Pueblo Chemical Depot be added to Schedule B (see page 8 of 73 subparagraph A.)?

Answer: The Non-Priced Item (NPI) coefficient identified in Schedule B of the Solicitation will be applicable for the base and all option years of the contract for the specified installations and their associated sites for any project requirements that are not identified within RS MEANS.

Attachments:

1. Pre-Proposal Slides

2. FE Warren Handout

STRENGTH AND PREPARDNESS

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