Meeting_Minutes_Sijan_Site_Visit_9_19_2024.pdf

DEPARTMENT OF THE AIR FORCE

10TH CONTRACTING SQUADRON

USAF ACADEMY COLORADO

19 Sep 2024

TO: ALL POTENTIAL OFFERORS

FROM: 10 CONS/PKB

8110 Industrial Drive

USAF Academy, CO 80840

SUBJECT: FA700024Q0105, USAFA Sijan Hall Dormitory Furniture Disposal, Site Visit Minutes

1. Date: 19 Sep, 0930-1050

2. Location: Sijan Hall Storage Area 1D9 USAFA

3. Attendees:

Name/Title Office Symbol / Company Name Kristin Heikkila, Contracting Officer 10 CONS / PKB Andrew Richardson, Contract Specialist 10 CONS / PKB Katlyn Blacksten, Contract Specialist 10 CONS / PKB Ryan Dague, Contract Specialist 10 CONS / PKB Patrick Stagray, Program Manager USAFA CW Taylor Henderson Calderon Enterprises LLC Rebecca Arnold Overwatch Contracting Jared Kaplan Work Space Innovations Patrick Shoeroder GloriRoads Dispatch LLC Yakubu Mohammed Verified Solutions Group Inc.

James Elder Nest to Nest Moving Mike Armetta Arrow M&S

4. All discussion points are provided in the chronological order they were discussed.

5. 0930: The site visit began at South Gate Pass and Registration. Attendees were checked in, and the Contracting Officer gave a brief overview of the agenda for today’s site visit and requested that all questions be provided in writing either on paper at the end of the site visit, but not later than 1600 today via email as stated in the amendment.

6. 0956: The group arrived at Sijan Hall. The Program Manager waiting at area 1D9 presented the attendees the overall layout of the area, by showing what is located where within the area. The program manager did explain that there were some items that are not part of the contract and those items will be removed before contract start or cordoned off if not removed at the start.

These items are not included in the inventory provided in the PWS and should not be considered for quote purposes.

7. 0958-1013: Attendees were shown where the palletizing work is available to the contractor once work is to begin. The different types of furniture locations within 1D9 were shown and a general discussion of the area pursued;

a. A double door entering into area 1D9 is bisected by a metal pole that can be taken out for greater access.

b. The Performance Work Statement (PWS) describes broken and non-usable upper and lower units (100 pieces total) that are to be removed, even though there are more than 100 pieces located in this particular area. The requirement is for only the non-usable and broken pieces to be removed and those pieces will be identified clearly by the Government.

c. Unauthorized personnel are limited from the access area past the cabinet lowers that are to the left of the entrance. The Government will provide a clear sign for limiting access.

d. Approximately two weeks provided between Phase 1 and Phase 2 is anticipated by the Government to move groups 1-4 of furniture into 1D9, one week for each group.

Coordination with the program manager on the need for managing time necessary between phases is expected after award.

e. Attendees were shown location of approximately 500 plastic chairs with wheels, identified in the PWS as a part of the removal, but the chairs identified having the red upholstery is not part of the PWS and will be removed prior to the contract start date.

f. There are approximately 200 wooden chairs, metal-frame lounge chairs, and other wooden furniture that takes up approximately 1/3 of 1D9’s available space.

g. At the time of the site visit, the program manager identified beds and bed frames that are also not part of the PWS and will be removed prior to the contract start date.

h. An adequate area within 1D9 was presented that provides space for palletization of items.

i. All paperwork shall be submitted in accordance with the instructions provided in the

PWS through Peterson SFB Satellite Office. The pallets are expected to be transported to the DRMO center in Fort Carson for turn-in or reutilization by DLA.

j. Accessibility around Sijan Hall limitations; Heavy Cadet movement around Sijan Hall is typical between 1200-1300 for lunch hour. Ideal times, when traffic is at a minimum, is likely to be around the hours of 1000-1200 and 1300-1430 after which the movement then increases once again around the area.

k. According to the Program Manager, Fort Carson may only accept deliveries by the truckload, but advance coordination and confirmation is left to the contractor. Although, the size of the truck is not considered, Fort Carson may accept between 1-2 truckloads per day. Deliveries are coordinated by the contractor with DLA/DRMO center prior to transportation.

8. 1014: The group then walked to the east to view the location of the loading dock, which is located underneath Sijan Hall and slightly to the north on the east side of the building.

9. 1020: The group arrives at the loading dock.

a. Use of the loading dock is not required but may be made available for use through advance coordination with the Program Manager.

b. The drive from USAFA to Fort Carson’s DRMO center is approximately 19 miles from

USAFA.

c. Forklifts, pallet jacks, and most equipment necessary to move pallets are allowed, as long as they is not an overwhelming smell of diesel polluting the area, and all equipment, tools, and materials shall be secured by the contractor when not in use.

10. 1031-1047: The group leaves the loading dock to the van and returns to the initiation point at

South Gate Pass and Registration parking lot. A quick reminder to provide all questions before 1600 to the Contracting Officer and the Contract Specialist and the anticipation of questions and answers to be posted to SAM.gov before quotes are due on Monday 23 Sep 2024.

11. 1048: Attendees had no further questions and were released from the site visit meeting.

12. 1053: The meeting concluded.

KRISTIN A. HEIKKILA

Contracting Officer