Site Visit Notes Bldg. 395-Elevator Repair.docx

Site Visit Notes – 10 May 2022 – Project No. PDPG 21-1000 FA466422R0001 – D/B REPAIR BY REPLACEMENT ELEVATOR BLDG. 395 AIR TRAFFIC CONTROL TOWER

1. Site visit took place on Tuesday, 10 May 2022 and scheduled for 0900. Bill Kelly, Chief of Contracts Management and Anthony Villafranca, CE Inspector both of the Civil Engineering Squadron (CES) and Amy Crain, Contract Specialist (CS) met with visitors at the Commissary parking lot located at 15150 6th St, March ARB, CA. Some visitors did not have passes with them but a list of prior vetted participants was made available, so Bill Kelly went around checking off names while the CS circulated a sign in sheet, and they were able to board the bus. There were some late arrivals and the bus finally departed from the parking lot at 0920. There were 18 representatives from 14 companies, who attended today---see attached list of attendees.

The following was discussed on the bus and at the site:

a) The CS informed contractors that no questions would be answered at this visit and all questions (RFIs) must be submitted in writing via email to amy.crain.1@us.af.mil no later than May 13, 2022 at 3:00 PM PST, however, due to the delayed posting of the solicitation, all late submissions will be addressed. All answered RFIs will be posted on www.sam.gov on or about May 20, 2022 depending upon the volume of RFIs received. The solicitation will be posted later (hopefully today) with the attachments due to the contract writing system being down and other network issues. There were problems uploading one of the huge files containing the photos, maps, and drawings, which will need to be resolved.

b) Photos could be taken but they could not open the cart door. No photos of the flight line are allowed. Contracting was informed late that “Only Safety Engineers employed by the State of California or Certified Competent Conveyance Inspectors (CCCI) are authorized to open the cart door and only look inside the cart or pit. Nobody will be allowed to get inside the pit or cart.” The solicitation attachments will include 2 videos to be uploaded showing the condition of the elevator and the top of the elevator.

c) Contractors were informed that proposals/bids are due in the contracting office Bldg. 2313 no later than June 21, 2022 at 10:00 AM PST as indicated on the solicitation. It was highly recommended that proposals be hand delivered before bid date to reduce chances of being submitted late. The CS reminded the contractors to submit pass sheets no later than June 11, 2022 at 10:00 AM PST (as shown on the solicitation-Section L) for delivery of bid proposals. The only delivery services allowed on base are: USPS, FedEx, and UPS. Late proposals or electronic proposals (e.g. fax, telegraph, etc.) are not authorized and will NOT be accepted. Past experience has shown that overnight delivery is not reliable and resulted in bids received the next day. Another option is to call for pickup of proposals from the Visitor Control Center, contact information will be on the solicitation.

d) Reminder that the ID was changed from FA466422B0002 (Invitation for Bid – IFB) to FA466422R0001 (Request for Proposal – RFP).

e) There are no liquidated damages for this project.

f) Contractors were informed that a 20% bid bond was required with the bids.

g) Contractors must be registered in SAM---System for Award Management or bid will not be considered.

h) Reminder that the period of performance is 127 calendar days divided into 2 phases; 49 calendar days for development of a work plan and 78 calendar days for construction.

i) Upon arrival at Building 395, Air Traffic Control Tower, the group was met by Soon No, Chief of Design; Luis Rodriguez-Pagan, Project Engineer, both of CES; MSgt Mark Gomez, Wing Safety, and AnhTuan Dang, Contracting Officer (KO) standing in for Kelly Scott, KO, who transferred to another base. Due to the limited capacity of the area two separate groups, at different times, could ascend the flight of stairs to the elevator’s location. The CS, KO, and CE Inspector remained at ground level outside to allow for all visitors into the control tower. Soon No, Luis Rodriguez-Pagan, and Bill Kelly accompanied the 2 separate groups to the tower.

j) Reminder to check www.sam.gov frequently for updates to the solicitation.

k) The CS reminded the visitors to submit all RFIs in writing. All answered RFIs will be posted on www.sam.gov prior to bid proposal date approximately on May 20, 2022. RFIs are due NLT Friday, May 13, 2022 at 3:00 PM PST but late submissions will be accepted.

2. Before the site walk visit ended, the CS asked if there were any contractual questions; with no further questions all the visitors boarded the bus, which departed at 1025. Once the bus arrived at the parking lot, participants completely disembarked from the bus at 1045. The CS thanked all the visitors for coming out.