Site_Visit_Meeting_Minutes.pdf

FA4484-18-R-0005

GROUNDS MAINTENANCE SERVICES

SITE VISIT MINUTES

17 APRIL 2018

MEETING IN 87TH CONTRACTING SQUADRON’S CONFERENCE ROOM

1. A site visit relevant to the solicitation referenced above was held in the 87th Contracting Squadron’s conference room, and at various locations on the base (as identified herein), on 16 April 2018, at 8:00 AM

Eastern Time Zone. The list of individuals that attended can be found in Attachment 1. All attendees received an itinerary for the site visit (Attachment 2).

2. Ms. Siouzann Lende, Contract Specialist, called the meeting to order shortly after 8:15 AM Eastern Time

Zone in the conference room. Ms. Lende specified this as the site visit for contractors planning on responding to FA4484-18-R-0005 for the Grounds Maintenance Services requirement at Joint Base McGuire-Dix-

Lakehurst. Ms. Lende further clarified the nature of the site visit as follows:

WELCOME!

1. This is a pre-proposal conference and site visit for solicitation number FA4484-18-R-0005 regarding the Grounds Maintenance Services requirement at Joint Base McGuire-Dix-Lakehurst.

Is everyone in the right place?

2. My name is Ms. Siouzann Lende and I am the Contract Specialist assigned to this requirement.

Mr. James Kelly and Ms. Melissa Palacios are the Contracting Officers. Please note, all remarks and explanations at this conference will not qualify the terms and conditions of the solicitation.

In addition, solicitation terms and specifications will not change unless the solicitation is amended in writing.

3. The purpose of this site visit is to:

A. Familiarize yourself with the current operation

B. Answer any questions that are not complex and technical in nature

C. If questions are technical and complex, they should be submitted in writing and answers will be emailed to each offeror accordingly.

4. Description of services: As you know, this solicitation is for grounds maintenance services at

JB MDL. Please reference the Performance Work Statement (PWS) for the detailed description.

5. Solicitation Attachments: Pay special attention to the different sections in the solicitation before submitting your proposal. There is information throughout the solicitation package which requires the offeror to respond and submit information.

6. Make sure prices are filled out and are correct. If at all possible, submit all pages of the solicitation package. If there are any amendments to the solicitation, please acknowledge and submit along with your quote, as they are also a part of your submittal package.

7. Please read the entire PWS and address all elements. Even though the sections are spelled out, it is important that entire PWS should be looked at and addressed so that we can better evaluate whether or not you understand the Scope of Work that is outlined in the PWS.

8. We will be visiting the site to observe the current operation. Please stay with the group. Do not wander off.

9. Questions and answers that are submitted during the pre-submittal phase will be posted to FBO along with any necessary amendments and the minutes to this conference/site visit. All questions must be submitted no later than 12:00PM Eastern Time Zone on 23 April 2018. Proposals are due no later than 4:00 PM Eastern Time Zone on 7 May 2018.

10. Upon completion of the site visit, please promptly leave Joint Base McGuire-Dix-Lakehurst as your pass is only good for the duration of the site visit.

11. This completes my briefing. ANY QUESTIONS?

3. The meeting in the 87 CONS conference room was adjourned and all parties boarded the bus to proceed to the Flightline.

Site Visit

1. All attendees arrived at the Flightline at 0835 located at the McGuire location of Joint Base McGuire-

Dix-Lakehurst. At this location, BASH requirements, the fence-line, HCLA, Airfield semi-improved grounds maintenance requirements, and the ditches were discussed. Additionally, Mr. Stephen Roche stated the airfield fence would be replaced in phases, which would contain a rock foundation. Attendees were offered the opportunity to exit the bus and soon departed to the munitions storage area.

2. All attendees arrived at the munitions storage area at 0900 to view the improved grounds requirement, as well as the ditches and trees. Mr. Roche also pointed out various bunkers and high mounds. The party then departed to the Boom 5 and “Back 40” area.

3. Attendees arrived at the Boom 5 and “Back 40” area at 0905 to view the semi-improved and environmental Boom sites. Mr. Roche explained that there are a total of five Boom sites that run along a ditch. There is also a diversion pond, which Mr. Roche reminded the contractors to refer to the maps provided as part of the solicitation. Attendees then departed for a general tour of the main base and then the following location.

4. Attendees arrived to the Dog Park at 0917, where Mr. Roche pointed out that contractors were responsible for providing trash cans and dog bags at this location.

5. Mr. Roche provided the attendees an opportunity to visit other destinations on the McGuire location of

Joint Base McGuire-Dix-Lakehurst that were not listed on the itinerary. The solicitation party requested to visit the contractor laydown yard and arrived at the location at 0925. Mr. Roche reminded the contractors to refer to the PWS for accurate storage requirements. Attendees departed for the following location.

6. Attendees arrived at the 87th Wing Headquarters, Building 2901, at 0930. At this location. Improved grounds, trash receptacles, policing of grounds, pruning, bushes, and shrubs were discussed. At this time, three individuals requested to depart the site visit and were returned to 87 CONS (see Attachment 1).

7. The remaining solicitation party proceeded to the Medical Group and arrived at 0950. At this location, improved grounds were discussed. Attendees departed for the following location.

8. The attendees arrived at the Air National Guard at 0952 to discuss the improved grounds, policing of grounds, pruning, and tree/flower planting requirements. Attendees departed for the following location.

9. The attendees arrived at the Expeditionary Center at 1000 to discuss improved grounds and policing of grounds. Mr. Roche explained that this location, as well as Checkpoint 9, were the only two sites at the

Dix location of Joint Base McGuire-Dix-Lakehurst where the contractors were responsible to maintain.

Mr. Roche also explained that the contractors are responsible for maintaining the approach lights and referred the contractors to the maps for the accurate acreage requirements.

10. The attendees then departed to the Lakehurst location of Joint Base McGuire-Dix-Lakehurst. A stop was made at Wawa at 1030 to provide the contractors the opportunity to purchase lunch. The party arrived at Lakehurst, NAVAIR Campus Building 1 at 10:15, where Mr. Walter Reed, Mr. Wayne Kolb, and Mr. Eric Raps boarded the bus. At this location, improved grounds and semi-improved grounds were discussed. The attendees departed to the next location.

11. The party arrived at Building 307, where BASH, the fence-line, and Airfield semi-improved grounds requirements were discussed. Due to weather conditions that affected the dirt roads, the party was not able to visit the Sled Tracks and ANTS areas. As the bus traveled through the base, Mr. Roche reminded contractors that they will be responsible for maintaining areas next to ponds and were referred to the maps. The attendees departed for the following location.

12. The attendees arrived at the test track at building 355 at 1130, where the airfield semi-improved grounds, improved grounds, and semi-improved grounds were discussed. The attendees departed for the next location.

13. The solicitation party arrived at the EC Area, at Building 551 at 1135. At this location, semi-improved grounds were discussed. Mr. Roche reminded the contractors to pay special attention to the maps, as this is a vast area.

14. At this point, the contractors requested to visit the contractor laydown area and arrived to the location at 1150. Mr. Roche explained that this is a fenced in yard, similar to the McGuire location of Joint Base

McGuire-Dix-Lakehurst.

15. The attendees then arrived at the NAVAIR Engineer Campus at 1155, where the snow removal requirements were discussed. The contractors mentioned that they did not have copies of the snow removal maps. Ms. Lende reminded the contractors to continue to monitor FBO where the maps would be posted.

16. The contractors were shown the fitness trail at 1200, which is included in the maps. At this point, Mr. Reed, Mr. Kolb, and Mr. Raps departed the bus.

17. The attendees arrived at the Army Concentration Site at 1225 near highway 539. The contractors were reminded to refer to the maps. Mr. Roche explained that under edging, vegetation shall be removed from the full length of expansion joints.

18. All attendees arrived at 87 CONS at 1255.

SITE VISIT CONCLUSION

1. Ms. Lende thanked all attendees for attending the site visit and re-emphasized questions are to be submitted not later than 12:00 PM Eastern Time Zone on 23 April 2018 and that it is important to pay special attention to the different sections in the solicitation before submitting their package. Ms. Lende also reminded all attendees that proposals are due no later than 4:00 PM Eastern Time Zone on 7 May

2018. The site visit concluded at 1:00 PM Eastern Time Zone and all contractors departed.

SIOUZANN R. LENDE

Contract Specialist

MELISSA PALACIOS

Contracting Officer

ATTACHMENTS

1. Sign-In Sheet

2. Itinerary