Site_Visit_Meeting_Minutes.pdf

SITE VISIT MEETING MINUTES

FA8601-17-R-0025, Civil Engineering Facilities and Equipment Support Service

1. A Site Visit at Foulois Hall - Bldg 146, Rm 203, was held between Civil Engineering (CE), Mission Partner Users, Lab CORs, PZIO and potential Offerors on 25 July 2017 at 9:00 a.m.

to introduce potential vendors to the requirement, and applications to be used, answer any questions, and give an overview of contract effort.

2. The following personnel were in attendance:

Chris Greene (CE) Tank Williams (AFRL/AQ Lab 8)

Mark Smith (CE) Mike Roth (AFRL/AQ Lab 8)

Eric Weidner (CE) Hannah Evans (Branch 711 HPW Lab 3)

Krystin Scales (PZIO PM)

James Root (AFRL/RY Lab 9)

Jesse Genetin (AFRL/RY Lab 9)

Jacob Swogger (AFRL/RX Lab 7)

3. The businesses in attendance are listed below. See attendance sheet for business representatives in attendance.

Call Henry, Inc.

Professional Contract Services, Inc. (VetPride Services)

Facility Services Management, Inc.

C. Martin Company, Inc.

Financial & Realty Services LLC

Diversitech, Inc.

VW International, Inc.

KJS MP Joint Venture, LLC

SelectTech Services Corporation

4. TSgt Wilkin (PZIO) opened up with a welcome, discussed the ground rules for the day, fire exits, and the site visit schedule.

5. Mark Smith (CE) gave a WPAFB overview of the work required/familiarization of the facilities.

6. TSgt Wilkin then reviewed the Bid schedule with regular labor, Overtime, and Materials being some of the talking points. He then opened the session for questions.

Q: Potential offeror asked the question: Is the only thing that we are filling out as it pertains to the bid schedule the rates?

A: TSgt Wilkin - Yes

Q: Potential Offeror- I am curious about the 12 page limit for the price volume, I usually see

100+ pages. I never heard of such a low page restriction.

A: TSgt Wilkin - That page restriction is for the just the price proposal, it does not include the other contractual documentation such as solicitation, Reps & Certs, etc.

Q: On the instructions, in one place in the PWS said 90 days the other said 180 days, which is right?

A: TSgt Wilkin - 180 days is correct, that would be a correction that needs to be made.

7. James Root then gave an overview of equipment List and Lab Demo. This presentation provided screen shots of Lab PM, Lab Procure, Lab WR, and training. There was an overview of each application, the purpose of each, modules, and functions. He also showed attendees how to navigate each screen.

8. Potential Offeror- Will presentation be available to us?

A. TSgt Wilkin - Yes, it will be posted on FBO with Q&A as well as first Amendment.

Q: Will the Government furnish system to us? Are seats provided? (Regarding Lab Demo)

A: James Root - Yes

Q: Are these tools that have been developed in house? Or Commercial? Has the application been tested?

A: We developed this in house, has been tested but essentially the company that gets contract will be the first users. Keep in mind it doesn’t work off Base, because it is working off the NIPRnet.

James Root - This is a system for preventative maintance that will help with forecasting a year down the line, and also help manage work load.

Potential Offeror: Will you still use Physical tickets for us to sign off on?

A: James - Yes

Potential Contractor: What if something is weekly or Bi-weekly how is that logged?

A: James - It is generated weekly

Q: Who is responsible for scheduling maintance?

A: That will be a collaborative effort between contractor and government (COR), but mainly the government. However, it will require some work from Contractor as well.

Q: So the system generates a PR for approval basically??

A: It will just change the status, and give an ok.

Q: Well, let’s say you are buying something and you get multiple quotes?

A: You would still get your 3 quotes ahead of time, this screen is reflecting the one you will actually choose though.

Q: Is there any way to link this back to a work order?

A: Yes, it works a little different for PM equipment & lab work request though.

Q: Is there a master list right now for Spare parts?

A: Not that is built in.

Q: Is there an individual store room?

A: No this is per lab.

Q: Can you export this into an excel spread sheet for our system?

A: Yes

Q: Are we selecting from two different pools of filters?

A: This is just in time inventory, it doesn’t do inventory control. It simply looks at the big picture of what you bought last time.

Comment from Chris Greene (Program Manager): But they have to input the exact dollar amount under Lab Procure

Q: So, there could be multiple lists under the same item?

A: Yes, if you are getting that detailed.

Q: Is there a mobile version or just all desktop? And are holidays accounted for/built in?

A: No, Desktop only and no calendar days built in.

9. Individual Question & Answer Sessions began at 10:20 a.m.

VW International, INC., KJS MP Joint Venture LLC, Diversitech, Financial and Reality

(FRS) all declined one-on-one question and answer session. Stated that they had no questions to present to us.

Call Henry 10:20 a.m. - 10:35 a.m.

William Makynen

Robert Clark

Q: Will the Government provide a schedule for the procurement process?

A: Estimated award for November/December, possibly start by beginning of

December.

Q: Attachment 5 & 6 cover over & under $10K repairs. What is the time frame for those repairs?

A: Jan 2014-Aug 2016

Q: The PWS, Appendix “C” it mentions Clerks provided for specified areas and this information is also included on the bid schedule however the Government doesn’t provide historical hours in the instruction tab of the bid sheet. This information is confusing.

A: Offerors need to determine if they require an office clerk and a procurement specialist or if one position can carry both duties.

Q: On bid schedule you talk about critical/necessary to price. Appendix C speaks of clerks, but you didn’t have historical hours for the clerk position. Is attachment C correct?

A: We’ll have to look into this. You should have an answer when the Site Visit Q&A is posted to FBO.

Q: PWS, section 3.9.2 States the primary and alternate representatives shall be on site during normal work hours… Does that mean if one became ill then you would still need another?

Are both required on site? Or is it just primary OR alternate representative required during normal work hours?

A: One or the other.

Q: Section 4.2 of the PWS states the contractor shall provide all personnel upon award?

During Phase in, it says everyone would be fully manned on day 1… will there be an issue with current contractor

A: This information will be clarified in the first Amendment.

Q: Will training manuals be available to us??

A: No, just the presentation will be available

Professional Contract Services, Inc. (VetPride Services) 10:36 a.m. - 10:45 a.m.

Philip Ketchum

Nathan Hines

Joshua Mincher

Q: Is it possible to get the location of all lab equipment?

A: On the equipment list under Equipment ID#, the first two digits in the ID# are the lab locations.

Q: What level do purchases require approval and can this cause delay?

A: Purchase approval is required at all levels. Refer to PWS Section 3.1.6 and subparagraphs on procedures.

Q: Will past maintenance be shown to offerors?

A: No, everyone will start from scratch in the new Lab systems.

Q: Was there any de-scope from the previous contract?

A: Lab 2 & Lab 12 were removed from requirement.

Facility Services Management, Inc. 10:48 a.m. - 10:52 a.m.

Donald Androsky

Tony Neibold

Q: Is the system standalone to Wright-Patterson

A: Yes

Q: What directs annual, quarterly, monthly preventative maintenance?

A: RSmeans and Air Force PMTLs

Q: On Appendix C of the PWS is Lab 4s 8k square feet storage space?

A: The square feet is 3,300 for Admin personnel and storage.

C. Martin Company, Inc. 10:54 a.m. - 11:03 a.m.

Mark Adams

John Martin

Q: What are the time frames for the historical repairs of over & under $10K (Attachment 5

& 6)?

A: January 2014 - August 2016

Q: Will you please clarify the handling fee on the bid schedule?

A: The offeror should provide a handling fee (percentage) to provide procurement activities for this CLIN.

Q: In Attachment 5, will the Government provide the date on when this maintenance/repairs were performed? Some line items are missing hours…it just has a zero? Will Government provide this information as well?

A: The Government does NOT have specific dates readily available however work was from January 2014 – August 2016. As far as hours, if there is a zero the effort was either subcontracted, not accomplished, or a duplicate work order.

SelectTech Services Corporation 11:06 a.m. - 11:26 a.m.

Robert Finch

Glenda Tool

Q: In the solicitation, under the 6-month option CLINs there appears to be an extra month?

A: The first Amendment will correct this error.

Q: How do we track GFP of Gas cylinders? The Contractor can’t track individual cylinders.

Do cylinder refills get taken and exchanged or just large?

A: See PWS, Section 3.6.1, Refrigerant Inventory for procedures. Inventory consists of

Refrigerant type, quantity, and location.

Q: The PWS identifies after hour work as overtime, not necessarily over 40 hours?

A: The first Amendment will clarify.

Q: Is the Contractor required to have copies of RSmeans?

A: No.

Q: In the PWS it states the primary and alternate representatives need to be on base during normal work hours. Do both need to be available?

A: No, just one. The first Amendment will address this.

Q: In the PWS it states the Contractor is responsible for dumpsters for material recycling and disposal but in another area of the PWS is says something else?

A: The first Amendment clarifies.

Q: Can the Price Proposal page count be higher than 10 pages? Doesn’t the Contractor need rationale for the prices proposed in the bid schedule? Specifically how they arrive at their price to include Other Direct Costs?

A: Only a Pricing Volume is required which includes the bid schedule provided. The page limit is 10 pages.

Q: Attachment 13 is a tools list which we assume is for Lab 8 only. Is the Contractor required to provide their own tools for the rest of the Labs?

A: The facility tools attachment is provide and can be used in Lab 8 only. See paragraph 1 of the PWS for additional information on what the Contractor shall provide.

The site visit ended at 11:26 am. A list of attendees can be found in the attachments.

JASON T. WILKIN, TSgt, USAF

NCOIC, Base Support Section