SV_Meeting_Minutes_&_Q&A_(Exhauster)_Redacted.pdf

27 August 2019

MEMORANDUM FOR RECORD

FROM: 49 CONS/PKA

SUBJECT: Pre-Proposal/Site Visit Minutes, Solicitation Number Sol. FA480119QA013 (aka FA480119QA005), Exhauster System Cleaning at Holloman Air Force Base

1. The pre-proposal meeting for subject solicitation was held at 08:45am (MST) on Monday, 26 August 2019. The following individuals listed below were in attendance:

NAME ORGANIZATION / COMPANY TITLE PHONE

SrA Alison K. Sowka 49 CONS/PKA Contract Administrator (CA) 575-572-0671

Mr. Ronnie Agustin 49 CEOES/CONS COR

Mr. Mel Dickerson Blast Masters, Inc; NM Director of Operations 505-337-9920

Mrs. Denise Dickerson Blast Masters, Inc; NM Director of Operations - Asst 505-337-9920

2. SrA Alison Sowka and Mr. Ronnie Agustin greeted two interested party representatives at Holloman's Visitor Center at 08:30 a.m (MT); as all parties registered/expected for site visit were in attendance, the decision was made to begin transport to the first site at 08:45 a.m. (MT) (15 min ahead of scheduled start time). There was a van which transported everyone onto the installation and to the locations to be visited during the visit.

3. SrA Sowka opened the Pre-Proposal Briefing by greeting and welcoming all parties. She then introduced all members of the Government Team. Moreover, she mentioned that if the Contractors had any questions, they should send an email with all questions in writing to the Government Team to be reviewed.

4. Mr. Ronnie Agustin guided the visit first to the DFAC (Dining Facility), where all six hoods and vents were observed from inside the kitchen and the rooftop access. Two (2) of the DFAC hoods (serving line) will be cleaned on a monthly basis; Four (4) of the DFAC hoods (kitchen area) will be cleaned on a bi-monthly basis (every other month). At this location, it was noted the two (2) serving line hoods have self-cleaning capabilities/design, but are not functional currently, so they are maintained as standard units. The system at bldg 648 (Child Development Center, CDC) was seen following the DFAC. Bldg 648 was observed from the kitchen area and the external wall (where the ventilation exits the building); it has a single hood with ventilation that runs horizontal from the hood into the adjoining outside wall (approximately 15 feet of horizontal ventilation). All remaining exhaust systems were considered to be “standard” and not observed during site visit.

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 49TH WING (AETC)

HOLLOMAN AIR FORCE BASE NEW MEXICO

Combat Airpower Starts Here

5. Following the visit to bldg 648 (CDC), the Site Visit concluded at the Visitor’s Center at precisely 09:45 a.m. (MT).

ALISON K. SOWKA, SrA, USAF Contract Administrator

Attachments:

Questions and Answers

Cc: Posted to FedBizOps (FA480119QA005/FA480119QA013)

Sol. FA480119QA013 (aka FA480119QA005)

Site Visit Minutes, Attachment 1

Questions and Answers

1 Q The Performance Work Statement (PWS) states all work must be compliant with International

Kitchen Exhaust Cleaning Association (IKECA) standards. Is an IKECA certification required?

A No. Cleaning must be performed in compliance with IKECA standards; as long as performance is compliant, certification is not mandatory.

2 Q Are system filters to be cleaned on-site only? Or may they be removed, cleaned off site, and rotated/cycled with ones that have already been cleaned?

A Currently the government does not have backup filters for all the exhausters. Therefore, filters will be cleaned on-site only, unless replacements are provided at contractor expense.

3 Q Does the Fire Department (inspector) check the hoods only, or the access doors as well?

A The fire department inspects everything that pertains to the hood system, access panels and all.

However, there is no need for an additional inspection sticker for the panel, the inspection sticker on the hood will cover for the whole system at inspection.

4 Q If there are two non-functioning self-cleaning hoods on installation, would “fixing” them fall under the contract if it was decided they would be fixed and cleaning contractor was capable?

(If contractor is able to fix, can that be accomplished within the current contract?)

A This need would not fall under the Exhauster System Cleaning contract, as it would be out of scope. If it is determined there are funds available and the fix is necessary, the work would be accomplished by a separate contract vehicle that is more appropriate for “maintenance” or “repairs”.

5 Q How are responses accepted? Are hardcopy responses acceptable?

A The government will only accept solicitation responses in electronic form, either via email or compact disk. Please see solicitation for further instruction.

6 Q Is the solicitation FA480119QA005 or FA480119QA013?

A Due to new contract writing software, the solicitation had to be regenerated between pre-solicitation and solicitation. Both identifiers are legitimate for FedBizOps purposes, but only the solicitation ending in QA013 will be amended and eventually awarded from.