Site Visit Minutes.doc

DEPARTMENT OF THE AIR FORCE

4TH FIGHTER WING (ACC)

SEYMOUR JOHNSON AIR FORCE BASE NC

22 Apr 10

MEMORANDUM FOR ALL PROSPECTIVE OFFERORS

FROM: 4th CONTRACTING SQUADRON/LGCB 1695 Wright Brothers Avenue

Seymour Johnson AFB NC 27531-2459

SUBJECT: Request for Quote (RFQ) FA4809-10-Q-0152, Widen John Deere 120C Excavator, Site Visit

Minutes

1. A site visit for subject RFQ was held on 22 Apr 10 at 10:00 a.m., convening at the Dare County Bomb Range, Stumpy Point, NC. The following persons were in attendance:

NAME

ORGANIZATION

PHONE NUMBER

A1C Andrew Hostetter 4 CONS/LGCB (Contract Specialist)

919-722-5408 TSgt Michael Demers

4 CONS/LGCB (Contracting Officer)

919-722-1766 Mr. Joseph Lafferty

4 OSS/OSORR (Customer)

919-722-1045 Mr. Keenan Woolard

Gregory Poole (Contractor)

252-944-7620 Mr. Mike Ahearn

Pungo Machines (Contractor)

252-943-6363

2. The site visit began with TSgt Demers introducing the government employees and their respective roles for this RFQ (as listed above). He proceeded with the briefing and provided detailed information on the following key areas for this procurement:

a. This requirement will result in a firm-fixed price contract to Widen John Deere 120C Excavator, in accordance with subject RFQ.

b. RFQ is issued as a 100% Small Business Set-Aside.

c. The Contracting Officer advised all offerors to complete Representations and Certifications at FAR 52.212-3 Alternate I, Offeror Representations and Certifications-Commercial Items only if offeror has not completed Online Representations and Certifications Applications (ORCA).

d. He also reminded all offerors to visit the Federal Business Opportunities (FBO) website periodically (prior to time set for receipt of offers) to view any amendments issued to subject RFQ.

e. All offerors were advised that all work will be performed IAW the Statement of Work.

3. After going over the solicitation, all parties proceeded to the actual site where the work is to be or will be performed. TSgt Demers requested that any questions that could not be answered during the site visit or any questions that come up prior to the RFQ closing time and date of 4:30 pm 27 Apr 10 be submitted to the 4th Contracting Squadron in writing. TSgt Demers requested that questions should be faxed to A1C Andrew Hostetter at (919) 722-5404 or emailed to andrew.hostetter@seymoujohnson.af.mil.

4. Questions and Answers:

a. Question: Mr. Woolard asked if the link assembly can be reused.

Answer: Mr. Lafferty informed the contractor that they could reuse anything that was still serviceable.

b. Question: Mr. Woolard asked what the completion time frame was on the project.

Answer: Mr. Lafferty answered that it wasn’t a rush. TSgt Demers informed the contractor that a revised completion time would be annotated on the possible forthcoming amendment.

5. General Comments:

a. Mr. Ahearn stated that it was a 6 week lead time on the parts and the government should consider that when determining the completion date. TSgt Demers relayed to the contractor to watch FBO for a possible amendment addressing this issue, and that after award the contractor would work directly with the customer to coordinate pick-up and delivery of the excavator.

b. Mr. Woolard counted the track shoes on the excavator and stated that there were 88 track shoes, 44 on each side needed for install instead of the 80 mentioned in the SOW. TSgt Demers relayed to the contractor to watch FBO for a possible amendment addressing this issue.

c. Mr. Woolard stated his company would not warranty the steel pads if they were installed on the current rails, due to the current pads being loose and the possibility of the current bolt holes being deformed. Mr. Ahearn concurred with Mr. Woolard’s statement. TSgt Demers discussed this issue with the customer and the customer stated they would be revising the SOW to include replacing the rails, and that he would send a revised SOW and a 9L to the Contracting Office. TSgt Demers relayed to the contractor to watch FBO for a possible amendment addressing this issue.

6. No further questions were asked and the site visit adjourned at 10:21 am.

//SIGNED//

//SIGNED//

A1C ANDREW HOSTETTER

MICHAEL DEMERS

Contract Specialist

Contracting Officer

Global Power For America

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