Pre-Proposal_Site_Visit-Brief-Memo.pdf

MEMORANDUM FOR RECORD

SUBJECT: Site Visit, FA441718R0003 Project title – Upgrade Fire Alarm System, Dorms 90369 & 90358, Hurlburt Field, FL

1. A site visit was accomplished on 15 May 18, at 8:30 am local time.

2. Everyone was asked to sign in and to check the appropriate block if they would like to have their names posted on FBO for sub-contractors and suppliers. Introductions were made: Contracting Officer – Marlena Perez, Contract Administrator – SrA Aaron Thurber, Project Manager – Steve Loken

3. The following items were discussed

-The Contracting Officer and Contract Administrator contact information:

Contracting Officer – Charles Carnley, Email: charles.carnley@us.af.mil, Phone: 850-884-3261 Marlena Perez, Email: marlena.perez@us.af.mil, Phone: 850-884-3364 Contracting Administrator – SrA Aaron Thurber, Email: aaron.thurber.2@us.af.mil, Phone: 850-884-2955

-Solicitation number FA441718R0003. Current closing date and time of 4 Jun 18, at 2 PM, CST (LOCAL –

HURLBURT

FIELD TIME). Only electronic versions of the proposals will be accepted with the exception of the required hard copy bid bonds. See Section L of the solicitation for appropriate delivery methods. Regardless of chosen method for delivery, all required items must be received by the closing date and time. One minute late is still late.

-It is the offeror’s responsibility to check FBO for any amendments or changes to the solicitation.

-Base Entry - Personnel requiring access to Hurlburt Field for the purpose of delivering a proposal must Email a written request containing the company name and name of person(s) requiring access to both the Contract Specialist and the Contracting Officer. Requests must be received NLT 24 hours prior to the date and time established for receipt of proposals. All individuals will enter through the CVI gate located off of Martin Luther King Jr Blvd.

Please allow extra time to obtain your pass. Please see the solicitation for information on the Real ID Act.

-Please review solicitation documents carefully especially Sections L and M (they have changed from previous versions used) of the solicitation to ensure compliance with all proposal submission requirements. Section L and M contain the proposal preparation instructions and evaluation factors for award. Failure to ensure compliance with all submission requirements could potentially make an offer non-responsive and ineligible for award consideration. A complete proposal shall consist of the following Volumes:

(a) Volume I, Technical Proposal (ensure to include a sanitized copy with CAGE code only)

(b) Volume II (a), Past Performance

(c) Volume II (b), Teaming Agreement (only if applicable); and

(d) Volume III, Price Proposal/Executed RFP Documents/Contractor Responsibility

-In regards to Past Performance, it is your responsibility to mail out past performance questionnaires to your previous customer contacts. You will need to ensure they are completed and returned the Contracting POCs NLT than the established solicitation closing date.

-Past Performance information is only to be submitted on a maximum of ten (10) past contracts with efforts similar to the Government’s Requirement as stated in the RFP and performed within the last three (3) years from issuance month of this solicitation. A summary is required of previous contracts which includes the project name; name and address of customer or Government agency; name, telephone number, and/or email of customer contact or Contracting Officer; dollar value; period of performance; completion date; a brief description of work performed;

why the effort is relevant; and any comments regarding any known performance deemed unacceptable to the customer or not in accordance with the contract terms and conditions.

-In lieu of a Past/Present Performance Questionnaire, if a project is currently available in the Contractor Performance Assessment Reporting System (CPARS), the contractor should attach the evaluation to the questionnaire with the relevant solicitation number and submit directly to the 1st Special Operations Contracting Squadron office before the official closing date and time.

-Bid Bonds are required and one (1) original bid guarantee shall be mailed to the address provided in the solicitation and must be received by the proposal closing date and time.

-Proposals providing less than 244 calendar days for Government acceptance after the date proposals are due will not be considered and will be rejected.

-Attendees were advised of the requirement to submit all questions in writing to the Contracting office within five

(5) business days following the site visit, which is 22 May 18. All questions must be submitted in Word format.

Only those questions asked and answered in writing will be considered binding to the Government. Email all questions to both the Contract Specialist and the Contracting Officer. Responses to questions will be posted on

FBO.

-Directions to Site were provided.

MARLENA N. PEREZ

Contracting Officer