Pre Proposal Site Visit Memo_26 Jun 20.pdf

MEMORANDUM FOR RECORD 26 June 2020

SUBJECT: Site Visit, FTEV 16-1183, Renovate Office Space, 492 SOACS, Bldg. 90322, Hurlburt Field, FL.

1. A site visit was accomplished on 26 June 2020, at 2:08 pm local time.

2. Everyone who arrived was checked against the roster and asked if they would like to have their names posted on beta.SAM.gov for sub-contractors and suppliers. Introductions were made: Contracting Officer: Marlena Perez, Contract Administrator: Patrick Hall, Project Manager: Paul Kendrick

3. The following items were discussed

The Contracting Officer and Contract Administrator contact information:

Contracting Officer – Marlena Perez, Email: marlena.perez@us.af.mil, Phone: 850-884-4941 Contracting Administrator – Patrick Hall, Email: patrick.hall.4@us.af.mil, Phone: 850-884-3156

-Solicitation number: FA441720R0012. Current closing date and time: 21 July 2020, at 2 PM, CST. Electronic Proposals are to be delivered via DoD Safe Access File Exchange (SAFE) or to the 1st Special Operations Contracting Squadron, Bldg 90339, Hurlburt Field, FL. (if delivering to bldg., use UPS or FedEx, do not use USPS) If submitting via DoD SAFE site, the offeror shall send an email requesting an "Electronic Drop Authorization" to personnel listed below no later than (NLT) 72 hours prior to the proposal due date/time. The time clock outside of the large conference room will be used to determine the time proposals are received. For proposals sent via DoD Safe Access File Exchange, the date and time stamped on the upload will be used to determine the time delivered. 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 send an e-mail containing the company name and the name of the person(s) requiring access to Marlena Perez, email: marlena.perez@us.af.mil and Patrick Hall, email: patrick.hall.4@us.af.mil. Requests must be received NLT 24 hours prior to the date and time established for receipt of proposals. All commercial vehicles will need to use the new Commercial Vehicle Inspection (CVI) gate located off of Martin Luther King Jr Blvd. Individuals in personally owned vehicles (POV’s) will use the main gate off of Hwy 98. Individuals in POV’s will need to obtain base pass from the Visitor Control Center (VCC) on the south side of Hwy 98. Please allow extra time to obtain your pass. Please see Attachment 4 of the solicitation for information on the Real ID Act.

Funds are not presently available for this contract. The Government’s obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

Please review solicitation documents carefully, especially Sections L and M, 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 THREE (3) Volumes:

• Volume I, Technical Proposal, Subfactor 1 and Subfactor 2

• Volume II (a), Past Performance

• Volume II (b), Signed Teaming Agreement (if applicable); and

• 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 POC no later than the closing date of the solicitation.

-Past Performance information is only to be submitted on relevant contracts with efforts similar to the Government’s Requirement as stated in the RFP and performed within the last six (6) years. A summary is required of previous contracts which includes the project name; name and address of customer; 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 and comments regarding any known performance deemed unacceptable to the customer or not in accordance with the contract terms and conditions.

mailto:marlena.perez@us.af.mil mailto:patrick.hall.4@us.af.mil mailto:marlena.perez@us.af.mil mailto:patrick.hall.4@us.af.mil

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.

Proposals providing less than 71 calendar days for Government acceptance after the date proposals are due will not be considered and will be rejected.

-Attendees are advised of the requirement to submit all questions in writing to the Contracting office NLT COB five (5) business days following the site visit, which is: 7 July 2020. All questions must be submitted in MS Word format. Only those questions asked and answered in writing will be considered binding to the Government. Email all questions to Patrick Hall at:

patrick.hall.4@us.af.mil, AND Marlena Perez at: marlena.perez@us.af.mil. Responses to questions will be posted on beta.SAM.gov.

The Contracting Officer also mentioned that this requirement was solicited last year but was never awarded because the requirement was never funded and that offerors need to review carefully because there were changes made.

Immediately following this briefing everyone proceeded to the project site.

PATRICK HALL

Contract Administrator mailto:patrick.hall.4@us.af.mil mailto:marlena.perez@us.af.mil