Site_Visit_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

7TH CONTRACTING SQUADRON

DYESS AIR FORCE BASE TEXAS

Agile Combat Power

18 June 2015

MEMORANDUM FOR POTENTIAL OFFERORS

FROM: 7 CONS/LGCA

381 Third Street, Bldg 7238 Dyess AFB, TX 79607-1581

SUBJECT: Dyess MACC FY15, FA4661-15-R-0002, Pre-Proposal Site Visit Minutes

1. The Pre-Proposal Site Visit for the Dyess AFB Multiple Award Construction Contract (MACC), Solicitation Number FA4661-15-R-0002 was held at the Dyess AFB Theatre on 18 June 2015 at 0900hrs.

2. Potential Offerors began arriving at 0820hrs and were asked to sign-in. Copies of the slides and a large version of a map showing the Base Theatre, Contracting, and the sample project site, were available at the sign-in table. Each company was asked to share a copy of the slides and map among themselves as there were only enough copies printed for each company that registered to have one.

3. Ms. Kimberly Welch, Infrastructure Flight Chief and Administrative Contracting Officer, welcomed everyone in attendance and introduced herself, Mr. Conda Richards (the Architect/Engineer), and 2d Lt Megan VanHorn (the Contract Administrator). She then began the presentation using the slides attached (Attachment 1). Information contained in the slides is as follows:

a. Those in attendance were reminded to sign-in prior to departing for the Sample Project site.

b. Ms. Welch went over key personnel for the acquisition: Maj Kenric Phillips/Maj Shayla

Canty-Smith (not in attendance), the present and in-coming 7th Contracting Squadron Commanders, respectively; Mr. Ronald Miller (not in attendance), the Procuring Contract Officer (PCO); Ms. Kimberly Welch, the Administrative Contracting Officer (ACO); Mr. Dan Frieberg (not in attendance), the Engineering Flight Chief; Mr. Conda Richards, the Chief of Project Management and Architect; and 2d Lt Megan VanHorn, the Construction Team Lead and Contract Administrator.

c. Historical Data was discussed and pictures of previous/current MACC projects were shown

(See Attachment 1). Ms. Welch explained that the MACC is the primary contract tool for construction projects over $750,000.00.

d. Information on the FY 15 MACC was given (See Attachment 1).

e. Ms. Welch explained that we would adjourn to the sample project site. Potential offerors would drive their own vehicles to the location noted on the map provided. She also stated that the drawings given were at the 100% design level.

f. Additional information was given regarding proposals (See Attachment 1). Ms. Welch reiterated that bids will not be accepted via fax or email and that they must be received by 2:00 PM local time in order to be considered. She also stated that we would post a representative at the gate in order to assist potential offerors that wish to hand carry their proposals but do not have access to the base.

4. Ms. Welch then concluded the slide show by reminding everyone that questions need to be submitted on-time according to the deadline contained in the solicitation and its attachments.

She then opened the floor for general questions, which were as follows:

a. A question was asked regarding the completeness of the design and what offerors were expected to submit; Ms. Welch directed everyone to Sections L and M of the solicitation.

b. A question was asked about the sign-in sheet; Ms. Welch stated that copies of the sign-in sheets and minutes from the Site Visit would be posted to www.FedBizOpps.gov (GPE) same-day.

c. A question was asked about funding for the Sample Project; Ms. Welch stated that there is not currently funding available but that it was the Government's intention to solicit the project at a later time, prompting the Government to require that offerors guarantee their bids for the sample project until 30 September 2015.

d. Offerors were told that a bid schedule and answers to questions already received would be posted to the GPE as soon as possible.

e. A question was asked regarding the duplicate solicitation package posted to FBO. Ms.

Welch stated that when the Government was posting the documents, the site crashed, causing two (2) duplicate packages to be posted. She assured everyone that both packages are exactly the same.

f. A question was asked regarding bonding; Ms. Welch stated that the question had been received in a Request for Information (RFI) and would be answered with the first round of responses posted to FBO.

g. A question was asked regarding the recency and relevancy criteria for past performance;

Ms. Welch stated that these would not be changed and that Sections L and M should be strictly adhered to for guidance on those requirements.

h. A question was asked regarding the Period of Performance for the Sample Project; Ms.

Welch stated that this information would be contained in the bid schedule that would be posted to FBO shortly.

i. A potential offeror asked if there would need to be a $10M bid bond for the sample project given with the proposal; Ms. Welch asked that they submit their question via the Question Submission Form.

5. The initial portion of the site visit concluded at 0940. Ms. Welch stated that we would answer questions as quickly as possible, but that offerors should pay careful attention to cut-off dates. At this time, those in attendance adjourned to their vehicles and drove to the sample project site.

6. At the sample project site, potential offerors were allowed to view Bldg 7232 first. They were allowed to walk throughout the building to include all three floors and the attic. At 1020hrs, the ice plant was opened to those that wished to view it; those still looking at 7232 were permitted to stay as long as they liked and move to the ice plant afterwards. At 1050hrs, Bldg 7233 was opened to those that wished to view it as all in attendance were finished looking at the ice plant.

7. Potential offerors with specific questions were instructed to submit them in accordance with the solicitation and its attachments. Those in attendance were given full access to building 7232, 7233, and the ice plant; and were allowed to take pictures. At 1104hrs, the last potential offeror left the sample project site.

Attachments:

1. Slides

2. Sign-In Sheet

//SIGNED//

MEGAN E. VANHORN, 2LT, USAF

Construction Contracts Manager

//SIGNED//

KIMBERLY B. WELCH

Infrastructure Flight Chief/ Contracting Officer