Pre-Proposal Site Visit Meeting Minutes V2.pdf

MEMORANDUM FOR RECORD

SUBJECT: Site Visit, FA441721R0015 Project title – Renovate Bldg 90063, 505 CTS, Hurlburt Fld, FL.

1. A site visit was accomplished on 3 June 2021 at 2:00 pm CST.

2. Everyone was asked to sign in and to check the appropriate block if they would like to have their names posted on beta.sam.gov for sub-contractors and suppliers. Introductions of the Government team were made:

Contracting Officer: Richard (Rick) Beaty; Email: richard.beaty.3@us.af.mil Phone: 850-884-2036 Contracting Administrator: TSgt Autumn Tucker: Email: autumn.tucker@us.af.mil. Phone: 850-884-1252

3. The following items were discussed

- Solicitation number FA441721R0015. Current closing date of 21 June 2021 @ 2:00 PM. And one minute late is still late.

Monitor the beta.sam website for any amendments to the solicitation.

HARD COPIES OF PROPOSALS WILL NOT BE ACCEPTED, however, Bid bonds can be submitted electronically or be submitted in original hard copy form, either by hand carrying or delivered by mail by the time specified in this solicitation.

Please only use FedEx or UPS when mailing in bid bonds. Do not use USPS. Only electronic versions of the proposals will be accepted. Paper copies of proposals will be rejected and will not be evaluated or considered for award. Proposals shall be submitted electronically in one of the following three ways identified see Section L, paragraph 2 of the solicitation.

Base Entry - Personnel requiring access to Hurlburt Field for the purpose of delivering an electronic proposal on compact disk, must send an e-mail containing the company name and the name of the person(s) requiring access to TSgt Autumn Tucker, email: autumn.tucker@us.af.mil and Richard Beaty, email richard.beaty.3@us.af.mil. Requests must be received NLT 72 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. Personal Owned Vehicles will use the main gate off of Hwy 98. Please allow extra time to obtain your pass.

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 the following THREE (3) sections:

(a) Volume I, Technical Proposal

1. Subfactor 1 – Project Schedule

2. Subfactor 2 – Management Plan and Qualification

(b) Volume II, A) Past Performance, B) Teaming or Joint Venture agreement (if applicable); and

(c) Volume III, Cost/Price Proposal and Contractor Responsibility

In regards to Past Performance, it is your responsibility to mail out past performance questionnaires to your previous customer contacts, and ensure they are completed and returned the contracting POC no later than the closing date of the solicitation.

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.

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 currently 10 June 2021. All questions must be submitted in Word format.

Only those questions asked and answered in writing will be considered binding to the government. Send all questions to Richard Beaty at email richard.beaty.3@us.af.mil, and TSgt Autumn Tuck at email autumn.tucker@us.af.mil.

Answers to the questions and site visit sign in sheet will be posted on the beta.sam website.

4. During the briefing, the floor was opened for any questions or concerns regarding the solicitation and proposal submission. No contractors asked any questions.

5. Immediately following this briefing everyone proceeded to the project site. Once at the job site, all attendees signed in and were afforded the opportunity to take pictures of the front entrance area and bathrooms. All devices with transmitting capabilities were placed on the table and the group proceeded into the secured area where no pictures were permitted. A ladder was not available so the contractors were not able to access above the ceiling. Interior doors within the secure work area were opened and available for access.

6. After touring the secured area, the site visit moved to the exterior of the building where the chillers and the mechanical room were observed. Pictures were permitted in this area.

7. If you have any questions or concerns regarding this memorandum for record, please contact TSgt Autumn Tucker at autumn.tucker@us.af.mil or at (850)884-1252 or Mr. Richard Beaty at richard.beaty.3@us.af.mil or at (850-884-2036.

AUTUMN M. TUCKER

Contract Specialist

RICHARD T. BEATY

Contracting Officer

Attachment

1. Sign-in Sheet