Attachment_1_Site_Visit_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

28TH CONTRACTING SQUADRON (AFGSC)

ELLSWORTH AIR FORCE BASE SOUTH DAKOTA

13 May 2019

MEMORANDUM FOR RECORD

FROM: 28 CONS/PKA

SUBJECT: FA4690-19-Q-A012, RFQ for Entry Control System, Meeting Minutes

1. On 13 May 2019, 28 CONS/PKA met with interested contractors to discuss solicitation FA4690-19-Q-A012 and conduct a site visit to buildings 7270, 7274, 7295, and 7918. The purpose of the site visit was to give contractors a better idea of the requirement and to help them develop their proposals.

2. Those in attendance are listed below, alongside their organization.

A1C Bruce Greer 28 CONS/PKA Roger Morris 28 CONS/PKA A1C Lance White 28 CONS/PKA

John Hagemann Johnson Controls Ross Land Knight Security Inc.

Christopher Anderson CommTech Inc.

Joshua Gray Door Pro Mike Shanahan Convergint Technologies Steven Stephens Freeman’s Electric/Convergint Technologies Tyler Walker Pro-Mark Services, Inc.

Mel Bender Architectural Specialties

3. The following discussions were held, as follows:

A. A1C Greer opened the meeting at 09:38 am by giving a brief overview of the requirement and explaining what the evaluation factors of the solicitation were. He then went on to explain that any questions that came up during the site visit need to be submitted in writing to himself via e-mail NLT 30 May 2019 04:00 pm. A1C Greer then conducted brief introductions, and asked if there were any questions regarding the solicitation or the bidding process. There were no questions. Printed building plans were provided to the contractors, which were the same ones available with the FBO solicitation. The group departed the Rushmore building at 09:53 to head to bldg 7270.

B. Upon arrival at bldg 7270 Captain Postupack and Captain Sessions of the 37th BS greeted the group and identified themselves as being the main customer points of contact for the project. The following were brought up by the contractors:

a. How did the customer want to handle handicapped exits? A push-to-exit button on the interior was suggested.

b. Clarified that the door to have the locking mechanism on the main door was the inside door.

c. The contractors requested access to electrical drawings, as-built drawings, architectural specifications, and any other available diagrams showing the layout of the communication wiring.

d. What sort of locking mechanism did the customer want? A magnetic lock on all the doors or traditional type of lock with a push bar exit? The contractors were told that we would discuss the options with the customer.

e. It was clarified that all access panels will be card read only not card read with a keypad.

f. The question of accessibility to the offices during business hours was addressed.

Contractors were informed access to the building is not a problem. The only room not accessible is a single classified area, termed ‘the vault’.

g. Multiple contractors brought up the distance from the maintenance end of the building and the communications room, as something that would make wiring more difficult. They stated that running cables between the two areas would be costly.

C. Bldg 7274, the 34th BS headquarters, was surveyed next. Captain Postupack and Captain

Sessions escorted the group, and were joined by the building’s custodian, Tracie Foss.

The following questions or clarifications came up during the visit:

a. Like bldg 7270, the only area not accessible during normal business hours is the ‘vault’, which is a classified area.

b. The contractors asked if the door to the communications closet would require a card reader. The customer clarified that it would not. The communications door was also identified as being labeled incorrectly on the building plans.

c. Unused CAT-5 and CAT-6 cables were noted by the contractors in the communications closet. They asked if unused cabling could be used for the project, instead of running new communications cabling.

D. After surveilling bldg 7274 the group met back in the parking lot of the 37th Bomb Squadron and drove to the next pair of buildings, which are connected. Bldg 7918, belonging to the 28 Operations Group, was toured first, beginning at 11:30. Bldg 7925, the 28th Bomb Wing Headquarters, was toured second. The following topics were discussed:

a. These buildings were identified to the contractors as being connected and would be utilizing a single, shared communications panel.

b. Bldg 7925 has preexisting magnetic locks installed on the door. The operation of these locks is unknown. The contractors inquired whether or not the customer wanted new magnetic locks installed, or if the existing ones could be re-used.

c. A communications closet was found in bldg 7925 that was not labeled on the map. The contracts inquired if this could be used for a separate control system.

d. While looking at bldg 7918 the question was brought up if they could use wiring that already in place that was not being used? The contractors were told that this request would have to be run through the communication squadron.

e. The need for wiring and electrical diagrams was brought to the contract administrator’s attention again.

f. The contractors asked if communications cabling ran between the two buildings, and if there is a pre-existing network connection.

g. The last stop was supposed to be the communication closet at building 7918. The customer could not locate the key for the door. Access to any locked door would need to be discussed with building manager prior to contractors beginning work.

4. The site visit closed with A1C Greer asking the contractors if they had any questions.

There were none. A1C Greer then reminded the contractors the closing date for any questions was 20 May 2019 at 04:00pm MST, and that all questions should be sent in writing to bruce.greer@us.af.mil.

5. For any questions regarding these meeting minutes, please contact A1C Bruce Greer at (605)385-2108 or bruce.greer@us.af.mil.

BRUCE D. GREER, A1C, USAF

Contract Administrator