Attachment 6 - Site Visit Sign-in and Minutes.pdf

PRE-PROPOSAL CONFERENCE MINUTES

HVAC Projects B91259 and B90029

Hurlburt AFB

IFB # FA441724B0002 & FA441724B0003

1. The pre-proposal conference convened on 4 J u n e 2 0 2 4 , 1 0 0 0 (CST), at 1st Special Operations Civil Engineering Squadron, Bldg. 90339, on Hurlburt AFB, FL.

2. Mr. Richard Beaty, 1 SOCONS/PKB, Construction Flight, welcomed all attendees and introduced the Government panel comprised of individuals from 1 SOCONS and 1 SOCES.

See the Pre- Proposal Conference/Site Visit Attendance Sheet for complete list.

3. The purpose of this conference was to provide an overall understanding of the objectives of the above referenced acquisition, to discuss the requirement, to explain significant elements of the solicitation, to provide all attendees an opportunity to visit the project site, and provide an opportunity contractors to develop any Questions and/or Requests for Information (RFI’s).

4. Mr. Beaty pointed out the following topics:

a. Rules of Engagement: Mr. Beaty stated that he, and TSgt Dorothy Burns would be the sole points of contact for all communication regarding this source selection (or IFB). Mr.

Beaty emphasized that all questions must be submitted in writing for official responses. He also pointed out that the terms and conditions of the solicitation remain unchanged, regardless of any remarks, explanations, or answers given during the conference, unless the solicitation is formally amended in writing.

b. Administrative Comments: Referring to this subject, Mr. Beaty notified all attendees that briefing slides (if any), the conference minutes, and the attendance sheet will be posted on SAM.gov. Any individual that did not wish to have his/her name posted should annotate on the sign-in sheet.

c. Announcements: Deadlines were pointed out including Questions submittal and

Proposal or Bid due date. Any changes to these dates will be posted to SAM in the form of a IFB Amendment. Contractors must acknowledge any and all amendments when submitting their bid.

5. At this point in time, Mr. Tuominen from 1 SOCES provided a project overview by pointing out the primary base/geographically and location of each project. Due to scheduling demands, the first facility to be visited was Bldg 91529. This facility will include work in a “Secure Area” for a portion of the work; cell phones, smart watches, and/or other recording devices are not authorized in this area. This project also includes two mini-split units that will be furnished by the Government for the contractor to install. Details regarding these units are included in the drawing package. All contractors in attendance were given access to two (2) mechanical rooms on the second floor and two (2) interior rooms on the 1st floor, and three (3) mechanical rooms on the exterior of the facility. Pictures were authorized in all areas with the exception of the “Secure Area”. It was noted that not all contractors had the most recent version of the drawing package.

Contractors shall use drawings posted in the IFB on 30 May 2024 and not those posted in the PreSolicitation Announcement on 30 April 2024.

Upon completion of the site visit for Bldg 91259, all in attendance moved to the second site at Bldg 90029. All contractors were given access to one (1) mechanical room adjacent to the foyer of the facility, the existing AHU units located on the third floor of the facility, a view of a double-door for access through the Hangar and the electrical room outside the facility. Contractors noted that a Crane/Support lift beam is currently installed on the Hangar side of the access doors for the AHU’s. It will be the contractor’s responsibility to determine the best means and methods for removing the existing equipment and installing the new equipment. Pictures were authorized in all areas of this facility.

6. The site visit concluded at 1145 hrs. all contractors were reminded of the dates and times for Questions to be submitted.

Richard Beaty Contracting Officer

Attachment: Site Visit sign in Sheet.