Ambulance_Pre_Quotation_Conference_Minutes_of_01_Aug_13.pdf

Scott AFB IL ALS Ambulance Pre-Quotation/Site Visit Conference Minutes of 01 August 2012

A pre-quotation/site visit conference was held this date in Building 52 on Scott AFB IL (SAFB).

(See the attached Sign-In sheet for a list of attendees.)

The conference began at 1030 AM with Mr. Darryl Weaver/Contracting Officer welcoming everyone and providing a short history of Ambulance services on Scott AFB IL. Ambulance services were originally provided by the Base Hospital, but under the last Base Re-Alignment and Closure (BRAC), military ambulance services were lost and the base began to contract out for these services. This current requirement is a follow-on to the initial 5-year contract issued for these services.

Mr. Weaver commented on the following issues after introducing all attendees:

- This is for an Advanced Life “Support” (ALS) Ambulance Service. Amendment 01 to the PWS will correct the three errors in reference to Advanced Life “Savings” in the PWS.

-The ambulance provided by the successful bidder will house their ambulance on SAFB.

-This service is considered Mission Essential by SAFB.

-This requirement is reserved for Small Businesses under NAICS Code 621910. The size standard is $14,000,000.00.

-All questions submitted during the meeting must be in writing.

-Reiterated that the successful bidder must be Illinois EMS Region IV certified when the contract’s period of performance begins on 01 Nov 13. (or later if modified) -The contractor is responsible to ensure that all Paramedics and EMT’s are current in all licensing/qualification requirements.

-The contractor is responsible to ensure that a second ambulance is available when the primary unit leaves SAFB. The second ambulance need not be a unit belonging to the contractor.

-Bids can be submitted by hand delivery, email, faxed to 618-256-2649. Attendees were cautioned about hand delivery because base access can be closed or restricted at any time. Leave enough time for any contingency.

-Past performance information should be relevant and no more than 3 years old. The government can also review its own reporting systems for past performance information, such as

CPARS.

-He again reiterated that the ambulance is housed within the confines of SAFB.

Specifically at Fire House # 1, Bldg 460 on Hangar Road.

-It is anticipated that notice of award will be made in mid to late September 2013.

-The contract will be issued for an 11-month base period and four (4) 12-month option years.

-Bidders were cautioned not to qualify their bids.

-Assignments of Claims were not viewed negatively.

-Billing is done in Wide Area Work Flow (WAWF) using the ‘Combo’ method.

-Discount terms can be placed in Block 12 of the SF 1449.

Mr. Weaver then read the questions and answers to the 19 questions that had been submitted to date. (See attached Q & A’s)

He commented that the 100 Special Event Ambulance (SEA) hours had not been exceeded during any year under the current contract.

Anyone using a handheld cell phone on SAFB is subject to a traffic stop and possibly fines and/or points on your driver’s license.

Attendees were shown a 4 ft x 5 ft base map showing Building 52, the Fire House, Military Family Housing areas and the perimeter fence for general information. Amendment 1 to the PWS will add the Base Map as attachment 02.

Smoking restrictions on SAFB are currently under review and may become even more restrictive than they are now.

A conference attendee asked if FEMA Deployment exercises held at Mid America Airport (adjacent to SAFB) would involve the contractor providing ambulance services to SAFB. While we are not familiar with FEMA Deployment Exercises, we believe that the ambulance contractor would be involved only if SAFB was involved in the exercises.

Two additional questions were received shortly after the meeting ended. They are posted as Questions 20 through 22 on the attached Q&A’s.

The meeting ended at approximately 1045 AM.

Joe Pasqualucci Darryl E. D. Weaver Contract Administrator Contracting Officer

Attachments: Sign-up sheet – One (1) Page Questions and Answers as of 01 August 1 3- Four (4) Pages