FR_SABER_Site_Visit_Minutes.pdf

MEMORANDUM FOR ALL OFFERORS

FROM: 21st CONTRACTING SQUADRON

580 GOODFELLOW ST, BLDG 1324

PETERSON AFB CO 80914-1648

SUBJECT: Solicitation FA2517-13-R-5000, Front Range Simplified Acquisition of Base

Engineering Requirements (SABER), Pre-Proposal Conference and Site Visit Minutes

1. The Front Range SABER pre-proposal conference and site visits were held from 3-5 June

2014. The attendees met at the 21st Civil Engineering Squadron conference room, Building 1324, then toured Peterson Air Force Base (AFB), Schriever AFB, Ft. Carson

Army Post, and Cheyenne Mountain Air Force Station (AFS) on 3 June 2014. The group reconvened on 4 June 2014 and toured the United States Air Force Academy (USAFA) and Buckley AFB. The group met at FE Warren AFB, WY on 5 June 2014. The purpose of the event was to provide offerors with an opportunity to tour the installations covered under this solicitation and submit questions regarding specific installation issues.

2. Sign-in sheets are attached for each day. (Attachment 1)

3. Ms. Olivia Gorman, 21 CONS/LGCAA, opened the pre-proposal conference with introductions at 0700. A slideshow presentation (Attachment 2) was covered. The following points were noted in addition to the slides:

a. Ms. Gorman briefed on the agenda for the morning and administrative matters, providing email address of both Ms. Gorman (olivia.gorman@us.af.mil) and Mr.

Devin Rosin (devin.rosin@us.af.mil) to all contractors present and stating that all correspondence MUST be sent to both email addresses to avoid any missed communications.

b. Ms. Gorman addressed the downward-sloping pricing for the total weighted average coefficient for each option year which MUST be present in the offeror’s price proposal in order to be considered responsive. Ms. Gorman provided an example of the downward-sloping pricing in the slides.

c. Ms. Gorman provided a timeline of future events and stated that an amendment was posted to FBO as of 2 June 2014.

d. Ms. Gorman addressed that responses to questions submitted to date have been posted to the Federal Business Opportunities website.

e. Ms. Gorman reiterated that all contractors must refrain from asking questions while on the site visit. The Government will not be responsible for assumptions made based on answers to questions not formally submitted and that contractors are to have all questions pertaining to the site visits submitted by 4:00pm 5 June

2014.

f. Ms. Gorman asked if there were questions and none were asked.

5 June 2014

DEPARTMENT OF THE AIR FORCE

21ST SPACE WING (AFSPC)

mailto:olivia.gorman@us.af.mil mailto:devin.rosin@us.af.mil

g. Pre-proposal conference adjourned at 0725. Mr. Fred Brooks, SABER Program

Manager directed contractors to meet in front of building 1324 to get on the bus for windshield tours at 0750.

4. Mr. Brooks 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 approximately 11,000-12,000 personnel work on the installation. He noted the

Airfield is shared with the Colorado Springs Airport. He noted the Base Housing area is a privatized contract and no SABER work would be performed there. However, dormitories are still covered under SABER. He noted the delivery access was limited to the new East gate and all delivery trucks would be inspected. He noted that Peterson did not provide contractors space for their construction materials. He outlined that VIPs often come through Peterson AFB, and construction may be delayed or directed to halt during certain events. He noted one building, the Spanish House/Building 599, is the only historical building on the installation. He pointed out the Embassy yard, and stated

Embassy is the primary grounds/landscaping contractor at Peterson AFB. He noted that the Base Exchange and food shops may be utilized by contractor personnel. He noted that Priority Levels (PLs) will impact the security for certain areas for resource protection. The tour ended and the group proceeded to Schriever AFB.

5. The group arrived at Schriever AFB and was met by TSgt Evan Goss, 50 CES, who narrated the driving tour. He stated Schriever AFB is a small base with approximately

7,000 personnel. He 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. He stated the gate for construction vehicles is the North Gate, which is open 24 hours. He noted temporary facilities at Falcon Field are reaching the end of their life span. He discussed that much of the work takes place within the

Restricted Area of the base and requires escorts for personnel without clearance. He noted contractors can hire these escorts, but they are also able to have their own personnel obtain permanent badges due to the length of the SABER contract. Each facility within the Restricted Area may have different requirements for access. Vehicles may be brought into the Restricted Area, but the approval process is very intensive. He noted the Base Housing area is a privatized contract and no SABER work would be performed there. He also noted there were no dormitories on the installation. The tour ended and the group proceeded to Fort Carson Army Post.

6. The group arrived at Fort Carson and was met by Mr. Roger Christensen, DPW, who narrated the driving tour. He highlighted key facilities such as Butts Airfield, the

Headquarters Building, the Communication Building, the Visitor Center, the Grade

School, the Child Development Center and various other facilities. There are 35,000 troops are stationed at Fort Carson, which does not include civilian personnel. He stated the Dining Halls are open to all, including contractors. He notes the Army Reserve Unit does not utilize SABER for their requirements. He noted the Base Housing area is a privatized contract and no SABER work would be performed there. Gate 1 is the primary entrance for construction vehicles. The tour ended and the group proceeded to Cheyenne

Mountain AFS.

7. The group arrived at Cheyenne Mountain AFS (CMAFS) and was met by Ms. Laura

Gibson, 721 CES/CENM. While at the main gate, Ms. Gibson outlined delays occur regularly at CMAFS and it takes time to process in visitors and materials. Ms. Gibson narrated the driving portion of the tour and covered what is known as the “dynamite storage area” where contractors can store/stage materials. However, the site is visible from homes adjacent to the installation, so contractors must keep the site clean and presentable. Ms. Gibson outlined wildlife on the installation includes bears, rattlesnakes, deer, and mountain lions. The tour then covered the “300 area” of CMAFS, which includes both recreational and industrial elements. This area would be “non-secure” but may still require coordination before beginning work or bringing vehicles into gated areas, especially during installation exercises. Ms. Gibson pointed out South Portal Road, and that contractors CANNOT use that road without proper coordination and notification.

The first parking lot on the left while driving up the mountain may be used for staging with coordination from CE personnel. A second checkpoint is sometimes operational heading up the main road that may cause additional delays. The main upper parking lot is limited to personnel working at CMAFS. Contractors are asked to utilize the middle and bottom lots unless they are unloading or having short meetings. Building 101, where

CE is located, is not a secure building. The group then received visitor badges and proceeded through the access turnstiles. Ms. Gibson and other CES personnel narrated and escorted the group through the CMAFS complex. They highlighted various areas including the blast doors, loading ramp, freight elevator, industrial area, the chiller bay, the roof (which may have some staging capability), and typical office construction. Ms.

Gibson outlined the construction of the buildings within the mountain, which are three stories and rest on giant springs. The buildings can move up to 1.5 feet in any direction.

All connections are flexible and bridges between the buildings have some weight restrictions. Discussions included the 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, only one freight elevator, and awkwardly placed pieces of equipment that are difficult to access and remove, etc. Additionally, many rooms require coordination to shutdown equipment prior to personnel entering. For products with off-gases, coordination is paramount due to air flow in CMAFS. Ninety percent is recycled air, and fumes and off-gases can create major problems for all personnel. Key personnel may be granted access badges, which take some time to obtain. Within some areas, such as the offices or industrial area, there are higher-level secure areas, which require special access requests in advance of entry. There is no storage for the contractor’s tools and materials and it’s the contractor’s responsibility to secure their own tools. Ms. Gibson concluded with a statement that contractors may be working in any of the various areas of the mountain to upgrade and repair aging facilities and equipment. The group exited the CMAFS complex and returned their visitor badges. The tour ended and the group returned to

Peterson AFB to adjourn for the day at 1645.

8. The group reconvened at Peterson AFB at 0800 on Wednesday, 4 June. The tour proceeded to the USAFA where Mr. Steve Austin, 10 CES, narrated the bus tour of the installation. Maps were distributed for contractor use (Attachment 3). He outlined the large vehicle inspection area at the South Gate, where all contractor vehicles are inspected. He advised contractors to be aware that the USAFA CE Services contract is currently being recompeted, so anyone previously working with USAFA may have different points of contact if they win a SABER award. He outlined the Utility

Privatization effort at USAFA, and stated anything with main electric or gas work will need coordination through Colorado Springs Utilities. Water and wastewater may need to be coordinated through another contractor in the future. He also stated that USAFA no longer has special funds for maintenance, and they compete with all other Air Force installations for project funding. The Thunderbird Outlook area was toured to see the

Airfield. USAFA has a unique airfield with two main runways and one sail plan landing area. He specified the Tri-Intersection Bridge (located at Pine Drive, South Gate

Boulevard, and Stadium Boulevard intersection) has a weight limit and some oversized loads may need additional coordination or need to be split. He noted that Entry Control

Points on the installation will also be changing. He highlighted various areas including the Stadium, Jack’s Valley, the Cadet Area, the Chapel (which is registered with the State

Historic Preservation Office), the Hospital, the Community Center, Fam-Camp and various other facilities. He noted certain events that would require special coordination for SABER projects, such as graduation and major football games. The 10th Contracting

Squadron would coordinate any issues in those cases. The Cadet area was noted as a higher security area and requires additional coordination to enter. He also noted issues for parking and staging within the Cadet area, but stated CE would do their best to coordinate if possible. Mr. Austin also toured the Contractor Storage Area, where contractors can lease a lot through the real property office. Some of lots have power, but not all. He outlined wildlife on the installation includes bears, moose, and deer. Due to wildlife, Cadet movement, and the number of blind curves on USAFA, he emphasized the importance of speed limits on the installation. The tour ended and proceeded to

Buckley AFB.

9. The group arrived at Buckley AFB and met with Mr. Michael Bock, 460 CES, who narrated the bus tour of the installation. He outlined there are approximately 9,000 personnel on base, and there is a relatively solid division between the 460 SW and the

140 ANG along the main street on base, Aspen Street. He stated there may not be any runway projects since the 140 ANG has their own contracting team and rarely uses 460

SW for work. Any work in the 460 SW Ops center and the 2nd Space Warning Squadron

(SWS) will require secret clearances or escorts in the Restricted Areas. They highlighted various areas including the Athletic Fields, playgrounds, the Fitness Center, the Child

Development Center, the Mission Support Group, and various other facilities. Wildlife on the installation was noted, to include prairie dogs, rattlesnakes, and coyotes. The contractor laydown area was discussed and toured, where awarded contractors can set up a trailer. Only power is provided. The Mississippi Gate is for commercial traffic, and major delays, especially early in the morning, should be expected. For time-sensitive deliveries, it may be possible to perform certain work done on the installation, such as batching concrete. The soil stockpile area was also toured, where the government keeps concrete, asphalt, rock, etc. for contractor use. He noted the Base Housing area is a privatized contract and no SABER work would be performed there; however, the fence perimeter is owned by the government. The tour ended and the group returned to

Peterson AFB to adjourn for the day at 1345.

10. The group arrived at FE Warren AFB, WY on 5 June 2014 at 1030. Mr. Douglas Reed, 90 CONS, and Mr. Russell Palmer, 90 CES, met the group and narrated the bus tour.

They highlighted various areas on base including Freedom Hall and the new regulation outdoor track and field, paint and gutter maintenance for the Base Historic Dorms, Base

Chapel renovations, the new enclosed Firing Range, and Base Clinic and Security Forces

Headquarters recent major renovations. The Base Weapon Storage Area on base was also viewed and discussed; specifically addressing delays approximately thirty (30) minutes for entry and exit processing, along with the need for constant escorts. The government will provide escorts for the Weapons Storage Area. One (1) escort can escort up to six

(6) contractors. Distance of travel for projects in the missile field and time delays to enter and exit the Missile Alert Facilities (MAFs) were also discussed. Escort privileges usually take up to three weeks to process and are re-issued on each individual task order.

Contractors are also provided a staging area on base and each area has water and electricity. FE Warren AFB is approximately 25 square miles. There are fifteen (15)

Missile Alert Facilities (MAFs) in a Tri-state area, including Wyoming, Nebraska, and

Colorado. The shortest distance to a MAF from FE Warren is 59 miles; the longest distance to a MAF from F.E. Warren AFB is 128 miles. The average distance to a MAF from F.E. Warren AFB is 95 miles. Most construction work will be renovation work versus new construction. The tour ended.

11. All parties in attendance are thanked for their time and interest in the Front Range

SABER solicitation. All are reminded the terms and conditions of the solicitation and specifications remain unchanged unless amended. Additional questions and answers will be posted to FBO separately.

OLIVIA C. GORMAN

Contracting Officer

Attachments:

1. Sign-in Sheets

2. Pre-Proposal Slides

3. USAFA Map