Site_Visit_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 49TH WING (ACC)

HOLLOMAN AIR FORCE BASE, NEW MEXICO

7 August 2015

Global Power for America

MEMORANDUM FOR RECORD

FROM: 49 CONS/LGCA

SUBJECT: Site Visit Minutes, UH/Referral/FMO Services Solicitation FA4801-15-R-0014

1. A site visit was conducted on 4 Aug 2015 at 9:00 a.m. in reference to subject solicitation for Holloman AFB, NM. The individuals listed below were in attendance:

NAME ORGANIZATION TITLE PHONE

Sally D. Roberts 49CONS/LGCA Contracting Officer 575-572-5293 Julie Miller 49CONS/LGCA Contract Specialist 575-572-5907 Dann Barnes 49 CES/CEIH Capital Asset Manager 575-572-7719 Christine Thompson 49 CES/CEIH Housing Program Manager 575-572-2286 Samuel Ortiz 49 CES/CEIH Primary COR 575-572-2285 Thomas Krall 49 CES/CEIH Alternate COR 575-572-2285 Kyle Nakamura Tunista Services, LLC Vice President 808-536-2066 Jennifer Grant Tunista Services, LLC FMO Program Mgr 706-545-7197 Norris Graves Waste Solutions, LLC Managing Member 580-353-6184 Steve Hogan Burgos Group Director, Federal Programs 505-908-9715

2. Ms. Roberts opened the site visit by welcoming all attendees at the Holloman AFB Welcome Center promptly at 9 :00 a.m. The contractors accompanied Ms. Roberts, Ms. Miller and Mr. Ortiz on the Government van to start the site visit. Upon entering the base, the first stop was the Soaring Heights Welcome Home Center where the van parties met up with Mr. Barnes, Mr. Krall and Ms Thompson.

3. Location: Soaring Heights Welcome Home Center.

a. Ms. Roberts said Holloman's housing is privatized and managed by Soaring Heights.

Inside the Welcome Home Center, Mr. Barnes explained the Contractor has complete access to this building, although only one contract employee works in the building, the rest are a combination of Soaring Heights Communities employees and Government employees(CES). Mr. Barnes and Ms.

Roberts explained the existing furniture, copy machine, printer, etc. are provided by the Government and the items are listed on the inventory in the solicitation.

Question: Is the Contractor responsible for all inventory?

Answer: Ms Roberts stated yes, all inventory is the contractor's responsibility as stated in the Solicitation (see Performance Work Statement PWS) in addition to Appendices 5 and 6.

b. Ms. Roberts reminded all attendees that Questions and Answers are due by close of business, 5 Aug 2015.

c. The walk-through of the Welcome Home Center was completed at 9:23 a.m. at which time attendees left to go to building 96, the Furnishings Management Office warehouse.

4. Location: Building 96, Furnishings Management Warehouse

a. The contractor is in charge of the entire warehouse at building 96, with the exception of one row of shelves that houses some of Soaring Heights supplies. Inventory of all appliances are accomplished as needed and an annual report, signed by both parties is provided to contracting. Mr.

Ortiz explained that all irreparable appliances are turned into Defense Reutilization and Marketing Office (DRMO). In addition, Ms. Roberts stated there was an empty office located in the Warehouse for contractor use if wanted.

Question: At any time during the contract will the Contractor need to use Forklifts? In addition, will Forklifts be provided by the Government?

Answer: There may be times the contractor may need a forklift if a delivery truck doesn't have. A requirement for a forklift is addressed in PWS.

Question: How many times a year is a forklift required?

Answer: The workload estimate in the PWs Appendix should be reviewed for an estimate.

b. The walk-through of building 96 was completed at 9:34 a.m. and all attendees left to go to building 336, one of the dormitories.

5. Location: Building 336, Dormitory

a. The attendees were shown the project manager's office and explained the furniture in this office is new. All contractor employees have Local Area Network (LAN) access, as well as a Government furnished computer. Limited phone lines, as described in the PWS, are provided by the Government, which are Class A. Mr. Barnes stated there is no custodial service provided in this area, the contractor must vacuum and clean it themselves.

b. Attendees left the project manager's office and went to the dormitory superintendent's office, currently held by Ms. Pino. Ms. Pino stated she and an assistant are responsible for all inspections and right now the dorms are at 84% occupancy.

c. Attendees were shown the dormitory's common area which is the contractor's responsibility to inspect as well. Attendees were then shown a laundry room. Mr. Ortiz and Mr.

Barnes explained it is the contractor's responsibility to keep up-to-date with appliance maintenance.

d. All dormitory rooms are accessed by the occupants with a Saf-Loc key card or their Military ID Card (CAC).

e. Mr. Ortiz showed the attendees the filing system for all the dormitory rooms and the cleaning supplies that are provided upon request to the occupant. Mr. Ortiz and Mr. Barnes explained that the contractor provides all printer/copier paper for the contract.

f. The computer system currently used by the contractor is called the Automated Civil Engineer System (ACES), which is a web-based system. This system will be converting to a new system called Enterprise Military Housing (eMH), which the incumbent contractor is working to get this new system up and running before the new contract is in place.

Question: How long has bar coding (eMH) been in use?

Answer: eMH was implemented in May 2015 and bar coding has been completed on all dormitories with the exception of the Warehouse.

g. Next, attendees went to view an empty dormitory room. Each room is equipped with a full size bed, a full size refrigerator, dresser and lockers. Each room is single occupancy and shares a bathroom. Each room also has a separate storage locker, which are located in a central location and each locker has a room number on it designating which room it belongs to. There are three dormitories which have a kitchenette in each room; these are building 336, 457 and 517. These rooms have less locker space inside of them to accommodate the kitchenettes.

Question: Who is responsible for Airman's Park grounds and equipment?

Answer: The Government is. Contractor is only responsible for calling in work orders if something is broken.

Question: Who is responsible for B335 (Pipeline Student Dormitory)?

Answer: B335 is managed by AETC personnel; contractor is responsible for furniture inventory, making key cards and appliance repair.

Question: Who is responsible for Dayroom furniture?

Answer: Contractor is responsible for the furniture that is in the inventory; however the majority of dayroom furniture has been bought with Dormitory of the Quarter winnings and is not currently on the official inventory listing.

Question: May we contact current contractor employees?

Answer: Ms. Roberts said she would contact the incumbent contractor (see Q&A upload document).

6. Since attendees had no further comments, Ms. Roberts concluded the site visit at 11:30 a.m. and returned all attendees to the Welcome Center.

7. The site visit adjourned at 11:30 a.m. The foregoing is believed to be an accurate summary of the discussions held during subject site visit.

PREPARED BY: CONCURRED BY:

JULIE D. MILLER, Civ, DAF SALLY D. ROBERTS, Civ, DAF Contract Specialist Contracting Officer cc: All attendees via posted to FBO