Site_Visit_Meeting_Minutes_20180723.pdf

FA4484-18-R-0012

REPLACEMENT OF CABINETS, SINKS, COUNTERTOPS AND ENTRANCE DOOORS

SITE VISIT MINUTES

23 JULY 2018

1. A site visit relevant to the solicitation referenced above was held in the Child Development Center, building number 657, on 19 July 2018, at 10:15 AM Eastern Time Zone. The list of individuals that attended can be found in Attachment 1.

2. Mr. Jeremy Botkin, Contract Specialist, called the meeting to order shortly after 10:20 AM Eastern in front of the civil engineering (CE) building number 5. Mr. Botkin specified this as the site visit for contractors planning on responding to FA4484-18-R-0012 for replacement of cabinets, countertops and entrance doors at Joint Base McGuire-Dix-Lakehurst. Mr. Botkin 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-0012 regarding the replacement of cabinets, sinks, countertops and entrance doors at Joint Base

McGuire-Dix-Lakehurst.

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

Siouzann Lende is the Contracting Officer. 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 replacement of cabinets, sinks, countertops and entrance doors at JB MDL. Please reference the statement of work (SOW) 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 SOW and address all elements. Even though the sections are spelled out, it is important that entire SOW 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 SOW.

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 2:00PM Eastern Time Zone on 24 July 2018. Proposals are due no later than 11:00 AM Eastern Time Zone on 7 Aug 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 initial meeting at the main entrance of CE building number 5 was adjourned at 10:30 AM and all parties got into their cars to proceed to the actual site of the Child Development Center (CDC) building

657.

SITE VISIT

1. All attendees arrived at the main entrance of CDC B657 at 10:45AM located at the Lakehurst location of Joint Base McGuire-Dix-Lakehurst. The government offered permission to the contractors to take both pictures and measurements at the site. After permission was granted, the contractors began taking pictures with their phones and measured the entrance door widths/lengths with tape measures. Mr. Hancock emphasized that the entrance doors require a locking system as well as the installation of working panic bars. He further stated that the entrance doors must be able to lock, and open/close properly.

2. All attendees then proceeded into the CDC building to the staff lounge where contractors took pictures and measurements of the cabinets, sinks and countertops required to be replaced.

3. Attendees then proceeded to the laundry room. Mrs. Suzie Lende explained to the contractors to review section L evaluation factors when submitting their bids and material submittals. Furthermore, contractors were told to submit past performance questionnaires (via email) to Mr. Botkin and CC Mrs.

Lende. One contractor asked for a total room count on the requirement and was told to submit question in writing. It was reiterated that all questions and answers would be posted on FBO.

4. Attendees proceeded to room number 4, where contractors took pictures measurements of the cabinets, sinks and countertops required to be replaced. Mr. Hancock explained that all of the rooms in the CDC have to have sinks accessible to the children. A contractor had a question regarding work hours/schedules and was told to submit question in writing. Mr. Hancock did mention that if contractors were to work in the evening, that government supervision would be provided. An EAL letter would be given to the winning bidder for base access. Multiple questions related to drawings were told to submit in writing.

5. Attendees then proceeded to the following room numbers in order: 5, 6, 2, 1, 11, 12, 13, and 14, where the contractors quietly took pictures and measurements of the cabinets, sinks and countertops required to be replaced. Mr. Hancock explained that contractors would not have to provide supplies (ex. paper towels and soap) for this requirement.

SITE VISIT CONCLUSION

1. Ms. Lende and Mr. Botkin thanked all attendees for attending the site visit and re-emphasized questions are to be submitted not later than 2:00 PM Eastern Time Zone on 24 July 2018 and that it is important to pay special attention to the different sections in the solicitation before submitting their package. All attendees were reminded that proposals are due no later than 11:00 AM Eastern Time Zone on 7 August 2018. The site visit concluded at 12:00 PM Eastern Time Zone and all contractors departed.

2. As requested, there has been some changes to the due dates. Questions and answers will now be due no later than 4:30 PM Eastern Time Zone on 26 July 2018. Proposals will now be due no later than 4:30 PM

Eastern Time Zone on 10 August 2018 (please see amendment 0001 to the solicitation for changes). Also, please CC Mr. Sean Burney at sean.burney.1@us.af.mil as well on all correspondence.

JEREMY B. BOTKIN

Contract Specialist

SIOUZANN R. LENDE

Contracting Officer

ATTACHMENTS

1. Sign-In Sheet mailto:sean.burney.1@us.af.mil