Attch_5_Site_Visit_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 28TH BOMB WING (AFGSC)

ELLSWORTH AIR FORCE BASE SOUTH DAKOTA

8 November 2018

MEMORANDUM FOR ALL INTERESTED PARTIES

FROM: 28 CONS/ PKA

1000 Ellsworth St. Ste. 1200

Ellsworth AFB SD 57706

SUBJECT: Pre-Solicitation Conference, Solicitation #FA469019QA003

1. A site visit was established at the 28th Contracting Office at Ellsworth AFB on Thursday

November 8, 2018 with a start time of 9:25am MST. Those in attendance representing the

Government were Roger Morris (Contracting Officer), A1C Arturo Manzo (Contract

Administrator), Luke Hoefler (Contract Administrator), Charles Anderson (Contracting Officer’s

Representative), and Gary Peot (Alternate Contracting Officer’s Representative). Contractors in attendance of the meeting were Grease Kings with three attendees: Jesse Payton, Dustin

Armstrong, and William Payton. Steam Cleaning Specialist with one attendee: Mike Willard.

Redco with one attendee: Eric Kills A Hundred. Grease Kings can be reached at 605-209-3614 or greasekings605@gmail.com. Steam Cleaning Specialist can be reached at 605-261-4927 or steamcleaningspecialists@gmail.com. Redco can be reached at 402-706-8156 or

Eric.KillsaHundred@sicangucorp.com.

2. The beginning of the meeting started at the Contracting Office with introductions of each other. Things discussed soon after were the closing date of the solicitation of November 19, 2018

4:00pm MST, that the solicitation is a 100% small business set aside, and that past performance will be more important than price when it comes to evaluating the quotes that are received.

Another date that was mentioned was November 15, 2018 which was when the maximum number of 5 references was to be submitted and that they had to relate to cleaning kitchen hoods and exhaust vents and be within 3 years. Another topic discussed in the office was the evaluation process and how this requirement can be awarded to a higher price if the past performance receives the highest rating. Cleanliness standards were discussed as well which were to be stricter than that of the NFPA Standard 96 due to the resources needed to measure 50 microns.

Instead in accordance with the Performance Work Statement, Contractor shall ensure all hoods, grease removal device (filters), fans ducts, and other appurtenances are clean and free of residual oil and grease. Lastly we discussed the line item in the solicitation that is titled mobilization charges for unscheduled cleanings. We clarified that it is for charges that a contractor may have in regards to getting on base within a 12 hour notice. This can be a hood that may need cleaning due to a fire suppression system going off and has to be cleaned within 12 hours for normal kitchen operations to resume. A separate attachment labeled Emergency Cleaning Price schedule is added in the solicitation so that a contractor can price each individual hood from every building for that emergency cleaning. We will then add the price of the emergency cleaning of mailto:greasekings605@gmail.com mailto:steamcleaningspecialists@gmail.com that hood along with the mobilization charge. These prices are strictly going to be used when something like an unscheduled cleaning arises. We will use the prices in the solicitation SF1449 form for the regular scheduled cleanings.

3. At about 10:00am MST we all rode in a government vehicle and made our way around base to each building listed in the PWS and Charles Anderson showed everyone where the hoods were located, how frequently they had to be cleaned, and how many there were. This information is in the Appendix A of the PWS and is clearly outlined. We again emphasized cleaning standards for the hoods and exhaust vents while showing them.

4. Questions that were asked during the visits of each building are listed below:

a. How many hoods are in building 2106 Raider Café?

Initially it seems like there are more hoods in person than there are on the schedule, but we have attached a map and circled each individual hood that equals to the same amount listed in the schedule in the PWS.

b. Which hoods in building 2106 Raider Café require annual, bi-annual, and quarterly cleanings?

This is the only building where there are hoods in one building that have different frequencies of cleanings. So like question 1, we have attached a map that shows which hood requires what type of cleaning which better illustrates which ones need annual, bi-annual, and quarterly cleanings.

The other buildings only have one frequency of cleanings per building.

c. What cleaning methods are we allowed to use? e.g., chemicals? water?

The PWS does not list what to use to clean the hoods as long as the final result is that all hoods, grease removal device (filters), fans ducts, and other appurtenances are clean and free of residual oil and grease. We also have Appendix B which is an inspection checklist that is used after the cleanings that the contractor will have to go through and make comments and sign. That should also help in ensuring that what you are using is working along with your own quality control plan.

d. Can you have a map added to the solicitation?

We have attached a map in amendment 1 of the solicitation that covers the building 2106 Raider Café to avoid any confusion as to the frequency of cleanings each hood needs and to illustrate how many hoods there are. We are not adding maps of the other buildings just because the schedule in the

PWS suffices with all the information needed to perform the requirement.

e. Do all the fans on top of the roof have hinge kits?

Two are without hinge kits but a work order has been placed to add them soon and those are

Charlie’s and the CDC.

f. How clean does the performance have to be?

This is outlined in 1.1 of the PWS. But in regular terms it is cleaned to bare metal with no grease anywhere in the whole system of that hood and exhaust vent. Use 1.1 and Appendix B along with your quality control plan to help aide you.

g. Does invoicing go through WAWF?

Yes and the instructions are in the WAWF clause of the solicitation.

h. Does the building 8003 CDC need your own ladder to get on the roof?

Yes it is the only building that requires a ladder to get on top of the roof. The building is a single story building so plan accordingly as to what kind a ladder you might need for the job.

i. Where do we put pricing on the Emergency Cleaning Price schedule attachment 4?

Put your prices in the blocks under the Price per hood on the right hand side of each type of hood. For example the first one lists “Building 8003 CDC with 1 hood cleaned annually”. On the right hand side it says “Price per hood” so that is where you can write in a price for that hood.

The next one says “Building 2106 Raider Café Set 1 with 3 hoods that get cleaned quarterly”.

These might be more dirty which is why they require quarterly cleanings therefore make a price for those specific hoods on the right hand side of that line where it says “Price per hood”. No totals are needed just the price per hood for an emergency unexpected cleaning. Remember these prices in the attachment will only be used in case of an unexpected cleaning that requires you to come within 12 hours.

j. What do we do if an issue arises concerning the hoods and exhaust vents before starting any cleaning? Please document that in your remarks of Appendix B Inspection Checklist in the

PWS. This will document that there was something wrong with the hood or the vent before you started cleaning. If it was something like grease leaking through somewhere where it shouldn’t be leaking please clean it up still in accordance to the PWS but your documentation and the before and after photos that are required will be enough to have us look at it and know that it was an issue before you got there. Also communicating it with Charles Anderson will also be helpful as an added measure.

k. Can we use Ellsworth AFB as a reference?

Yes please do if we fall under the requirements of being within the last 3 years for it to be recent.

5. The meeting concluded after the last building was visited at about 11:00am MST. No further questions were asked.

ARTURO MANZO, A1C, USAF

Contract Administrator