Attch_6_Site_Visit_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

28TH CONTRACTING SQUADRON (AFGSC)

ELLSWORTH AIR FORCE BASE SOUTH DAKOTA

6 March 2017

MEMORANDUM FOR RECORD

FROM: 28TH CONTRACTING SQUADRON

SUBJECT: School Bus Site Visit Meeting and Questions/Answers Minutes

1. The purpose of this memorandum for record is to document the meeting that took place during the site visit for the school bus solicitation, FA4690-17-Q-0002, on 23 February 2017 at approximately 0900 MST. Those in attendance are included below:

Name: Organization:

Mr. Steve Gustaf 28 CONS

Mr. Mark Thompson DS Bus Lines Inc.

2. Due to a winter storm, Ellsworth was closed to non-essential personnel and because of the closure many Government personnel were not available to attend the site visit. However, Mr.

Gustaf decided to conduct the site visit rather than rescheduling and forcing Mr. Thompon to stay another day. The beginning of the meeting consisted of showing Mr. Thompson the base housing areas which are Prairie View, Rushmore Heights, and Blackhill Estates. The key areas shown were either current or potential bus routes that could be utilized for this requirement.

3. Once the housing areas were completed, the location of all the Douglas Schools were shown to Mr. Thompson. These schools include Badger/Francis Case, Vandenberg, the Middle School, and the High School. Mr. Gustaf also showed where the designated areas for student drop-off and pick-up are for each specific school.

4. During the site visit, Mr. Gustaf discussed that the PWS contains drop-off and pick-up time windows for each school. Additionally, these drop-off and pick-up time windows will dictate what times school buses need to pick students up from their residences in order drop-off students within the time window that the Douglas school district has established for each school. These drop-off and pick-up time constraints could also affect the number of routes and buses needed to support this requirement.

5. The meeting concluded at approximately 1000 at the 28th Contracting Squadron. It was explained that all questions had to be submitted to the contact listed in the solicitation by 2 Mar

17 at 0900 MST.

6. The following are all the question received from contractors and the Governments answers to those questions:

a. Question #1: Total number of days both Minimum and Maximum seem to be over the

Maximum Quantity limit. 4 school years of 170 student days equals 680 days and the added school yr. (100 days) until 31 DEC 2021 puts the total at 780 student days. How will this be handled?

Answer: An amendment to the solicitation will be executed changing the maximum quantity from 700 to 900.

b. Question #2: If the student days numbers does increase how does this affect the contract amount?

Answer: A bilateral modification to the contract will be executed to to add any required days.

7. If there are any questions regarding this memorandum please contact SrA Samuel Nelson at

(605) 385-1674 or samuel.nelson.17@us.af.mil.

STEVEN C. GUSTAF

Contracting Officer