FA4803-11-R-0002-Shaw-PAVING-Amend2-Site Visit Minutes-Attachment 6.docx

Memo for Record Site Visit 21 July 2011

Repair Base Pavements Requirements Contract

VLSB 10-0064

1. A site visit for the above-mentioned project was accomplished on the 21th of July 2011 at 1100 hours. The purpose of the visit was to afford all prospective contractors and their potential subcontractors an opportunity to familiarize themselves with the work required. The work shall include, but is not limited to, providing all work to repair and maintain pavements on Shaw AFB, SC, to include Wateree Recreational Area and Poinsett Range.

Attendees:

2. Discussion: The entire group met in the Civil Engineering (CE) main conference room. All contractors were introduced and briefed on the requirements of the contract by CE in accordance with the Statement of Work (SOW). All requirements were reviewed IAW the SOW. Some areas of discussion were:

a. Quick review of the basic SOW describing the requirement.

b. Maps – three maps were shown. The first was a regional map showing the three areas covered by the requirement (Shaw AFB, Wateree Recreational Area and Poinsett Range) and where they are in relation to one another. One was the overall pavement health over the base, and the other was an airfield map indication pavement condition.

c. Specifications – 01000 Special Conditions – paragraph 1.03 - Contractor must keep all work areas clean.

d. Contractor is responsible for stormwater prevention/protection plans.

e. Contractor is responsible for any and all permits (fire protection, burn, etc.). Specifications – 01000 Special Conditions – paragraph 1.14 addresses dig permits.

f. Contractor is responsible for all equipment, PPE and personnel for any necessary traffic control.

g. Normal working hours are 7:30 AM to 4:30 PM, Monday through Friday. The contractor can request to work weekends, holidays or hours outside of the normal working hours through written request at least two working days in advance.

h. The Contracting Officer is “the sheriff” and is the only one who can make changes to the contract.

i. Water will be provided as needed for job completion. For any hydrant use, the contractor has to be able to prove that the backflow device is certified.

j. Specifications – 01000 Special Conditions – paragraph 1.17 – The contractor will examine and note existing conditions prior to beginning any new project.

k. DD Form 1354 is necessary for any new parking lots, or instances such as changing a pavement from asphalt to concrete. The SOW will be amended to add this form.

l. The description for STW 009 in the bid schedule is wrong. The unit as well as the description will be revised.

m. Be sure to CC the Contracting Officer on all correspondence because both current administrators will be leaving the office and a new one has not yet been assigned.

n. Any additional questions will be due no later than 2:00 PM on Monday, 25 July 2011.

o. Requirements contract vs. IDIQ – this is a Requirements Contract.

p. The contractors were advised to view any parts of the base as needed on their way off base. They were instructed to stay out of base housing as well as the flightline, and were also told not to take any pictures towards the flightline.

3. An amendment will be issued to make above mentioned changes as well as to include answers to questions that have already been received. The due date for proposals will not change as a result of this amendment.

4. The site visit concluded at 1150 hours.

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