Site Visit Minutes & Attendance Sheet of 05 Mar 09.pdf

AMBULANCE SERVICE AT SCOTT AFB IL

PRE-PROPOSAL CONFERENCE/SITE VISIT

MINUTES OF 05 March 2009

1. The Ambulance Services Pre-Proposal Conference was held in the first floor conference room in Building 52 on Scott AFB IL on this date. All attendees signed the attendance log. See the attached sign in sheet for the names, organization and phone number for the ten (10) attendees.

2. Mr. Joe Pasqualucci, the Primary Contract Specialist for this requirement, began the meeting by introducing Mr. Darryl Weaver, 375 CONS/LGCM Flight Chief and Contracting Officer.

3. Mr. Weaver discussed some pertinent facts regarding this solicitation:

-This is an unrestricted solicitation.

-Scott AFB is now in Illinois (ambulance) Region 4. It is no longer ‘4B’.

-We now have an interim contract for ambulance services for 2 months for the period 01 March – 30 April 2009.

-A brief history of ambulance support was provided. When the 375th Medical Center was designated as a ‘hospital’ military personnel provided ambulance services. With the change of designation to a ‘clinic’, manning allowances for ambulance support was lost. A Memorandum of Understanding (MOU) was established free of charge with a local provider. Due to the lack of services, the local provider was working at a loss. The MOU is a non-binding agreement which allows either party to cancel. Since the local provider requested the cancellation of the MOU, Scott AFB did not want to be without services due to our security requirements. The requirement has now been established and this solicitation is the result of our need.

-Reimbursement for military members and their families will be mainly through TRICARE. If less than the full amount requested is received from TRICARE, the contractor will NOT bill the TRICARE member for the remainder.

(Ref PWS paragraph 6.1) -This requirement is for 24 hours per day, 365 days per year.

-We anticipate making the award by 01 Apr 09.

-It was explained that the Service Contract Act governs the wages and benefits to be paid on this contract based on the applicable Wage Determination as provided in the contract. If the contractor has a Collective Bargaining Agreement (CBA) in place, that CBA will be sent to the Department of Labor for review and possible inclusion into the contract.

-It was emphasized that all questions must be submitted in writing.

-Terms of the solicitation & specifications remain unchanged unless the Solicitation is amended.

-Hand carried Proposals: Offerors are cautioned that Scott AFB has visitor control procedures requiring all individuals not affiliated with the installation to obtain a visitor pass prior to entrance. Visitors can expect delays and should allow sufficient time to hand carry your proposal. Late proposals will be processed in accordance with FAR 52.212-1(d), Instructions to Offerors-Commercial Items (Jan 2005).

-Hand carried bids must be deposited in the Bid Depository box located in Bldg 50 at 201 E. Winters St, SAFB IL.

4. At approximately 2:00PM, the group proceeded to Fire Station #1 where the Ambulance and crew will be located. The following facilities were visited: the location for the ambulance, the standby room, kitchen, TV lounge area, fitness/workout room and sleeping quarters.

5. The site visit ended at approximately 2:40 at which time the attendees were thanked for their interest and allowed to tour the base until their passes expired at

4:00PM.

Atch-List of Attendees (One Page)

Ambulance Solicitation # FA4407-09-R-0002, Site Visit of

05 March 2009, 1:00PM Bldg 52, Scott AFB IL

Attendees

Name Representing Phone #

1. Darin Longanecker ATS Medical 815-963-5001

2. Brad Bull ATS Medical 815-963-5001

3. Mark Majors MedExpress Amb. Serv. 318-443-4532

4. Mary Ann Hahn MedStar Ambulance 618-233-2383

5. Curt Schmittling O’Fallon, IL EMS 618-233-2925

6. Jim Holley O’Fallon, IL EMS 618-624-4516

7. Charles H. Kelley MedStar Ambulance 618-317-3250

8. John Betten City of O’Fallon, IL 618-622-1502

9. Joe Pasqualucci 375 CONS/LGCM/CA 618-256-9288

10. Darryl E.D. Weaver 375 CONS/LGCM/CO 618-256-9286