Site Visit Minutes Grounds.pdf

DEPARTMENT OF THE AIR FORCE

4TH FIGHTER WING (ACC)

SEYMOUR JOHNSON AIR FORCE BASE NC

13 January 2021

MEMORANDUM FOR RECORD

FROM: 4th CONTRACTING SQUADRON/PKB 1570 Wright Brothers Avenue Seymour Johnson AFB, NC 27531-2495

SUBJECT: FA480921Q0002, Grounds Maintenance Services – Site Visit Minutes

1. On 12 January 2020 at 10:00am EST, a site visit was held for Grounds Maintenance Services at Seymour Johnson AFB. The site visit started at 10:00 AM EST and concluded at 11:30 AM EST. The below personnel were in attendance:

Michael Demers 4th Contracting Squadron, Contracting Officer (CO) Amn Ethan Phillips 4th Contracting Squadron, Contract Specialist Jeffrey O’Connor 4th Civil Engineering Squadron, Contracting Officer Representative

(COR)

Shawn Fitzgerald Phoenix Landscape Management Inc.

Michael Franco Michael Franco Builders James Shepherd Avartara LLC Ronald Draughon Avartara LLC Jason Burton Arboriculture and Horticultural Services Inc/Professional Landscape

Management Services Michael Bird Commercial Landscape Management Steve Pilar Commercial Landscape Management Patrick Tucker NC Lawn Services Logan Shillington NC Lawn Services Patrick Carter Unity Contractor Services Inc.

David Swaze Sendero Land Services Brett Wilson Sendero Land Services Brentney McCall Carolina Group Contracting Keyshaun Jones The Right Way Lawn Care

2. The site visit began with the CO introducing the Government personnel and briefing all personnel the subject requirement was a 100% HUBZONE Small Business Set Aside, Questions due 15 Jan at noon EST, and Quotes are due 20 Jan at 10:00AM EST. Additionally Contractors were reminded to ensure they were in complaint with FAR 19.1303 Status as a HUBZone small business concern; specifically “to be eligible for a HUBZOne contract the concern must be a HUBZone small business concern at the time of its initial offer”. All other questions will be submitted in writing with responses posted to Beta.Sam.gov. Questions are due 15 Jan at noon

EST.

3. Due to the number of personnel and trying to minimize close contact due to COVID 19, the site visit was broke up into two different van trips and with a few personnel following in their own cars. The site visit included a driving tour of the base and stopped at specific points where some requirements of the Performance Work Statement were unique. The below areas were viewed and discussed:

a. Right inside the main gate there is an area where sapling trees are being planted.

(Brown shaded areas on the map at Appendix A of the PWS and the hard copy provided).

b. The next stop was to view the Government supplied workspace which includes storage, a break room, rest room and the Program Manager’s Office. The CO made it clear that all of the equipment on site belongs to the incumbent contractor. The only utility on site is power.

c. The next stop was to look at the Munitions Area. The COR explained that currently mowing the grass covered bunkers is broken down into groups where approximately ¼ of the bunkers are mowed each week in order to reduce erosion. Currently, a 4x4 mower is used to perform this task. This area is in light blue on the map and labeled semi-improved grounds

(CLIN 0002).

d. The next stop was at the end of the airfield. Contractors were shown the area outside the perimeter fence and across the Neuse River where there are 54 acres (PWS paragraph 1.2.7, CLIs 0005, 1005 & 2005) of unimproved Airfield. The intent is by the end of this contract, to be able to bush hog this area with a rubber wheeled tractor. Contractors were also told they could drive equipment out Slocumb gate to access this area and then return.

e. The COR also stated during the hottest summer months some areas grow rather rapidly and the contractor needs to be prepared for this. The COR let the contractors know that currently a 20’ and a 15’ bush hog is used on the airfield and it takes about 9 days to complete the entire airfield.

f. The second group made the same stops but decided to stay in the van due to the rain.

MICHAEL J. DEMERS, GS-13, DAF

Contracting Officer