JB-MDL_SiteVisitMinutes_20151112.docx

Solicitation FA4484-16-R-0004 Air Advisor Academics Site Visit Minutes 28 Oct 15

1. A site visit for the solicitation referenced above was held at the Expeditionary Center, 2610 East 2nd Street, Room 301, Joint Base McGuire-Dix-Lakehurst, NJ on 28 Oct 15. The site visit began at approximately 0900 hours and ended at approximately 0935 hours. The following individuals were in attendance:

* See attached Sign-In Sheet (Attachment)

2. Mr. Revilla introduced himself along with Karen Thorngren, Contracting Officer; Jack Smith, Project Manager/Flight Chief; and Lt Col Pacione, 423 MTS/DO. Mr Revilla provided his phone number and email address. Mr Revilla read the following script:

A. This is a site visit for solicitation FA4484-16-R-0004, Air Advisor Academics at the Expeditionary Center of Joint Base McGuire-Dix-Lakehurst.

B. Please note - remarks and explanations at this conference will not qualify the terms and conditions of the solicitation. Solicitation terms and specifications will not change unless the solicitation is amended in writing.

C. The purpose of this pre proposal conference/site visit is to:

1. Familiarize yourself with the current operation. We will be visiting the facilities at the Expeditionary Center to give a visual of what the requirement contains.

2. Answer any questions that are not complex and technical in nature.

3. If questions are technical and complex, they should be submitted in writing and answers will be posted on Federal Business Opportunities (FBO).

D. Description of services:

1. Air Advisor Academics: The contractor shall provide Air Advisor Academics Services at the Expeditionary Center of JB MDL, NJ in accordance with Performance Work Statement.

An Air Advisor is an airman specifically educated and trained to apply aviation expertise to assess, train/educate, advise, and assist foreign personnel in the development and application of their aviation resources to meet their national needs in support of U.S. interests.

E. This is a commercial acquisition. This solicitation is a request for proposal and is issued on an unrestricted basis under the NAICS code 611699 and the related small business size standard $11 million. The contract will be a requirements contract. The proposed performance period is a base period from 12 April 2016 – 11 April 2017, four 1-year option periods and a 6 month extension of services.

F. Solicitation Package: Pay special attention to the different sections in the solicitation before submitting your package. There is information throughout the solicitation package which requires the offeror to respond and submit information.

G. Representations and Certifications (FAR Clause 52.212-3) need to be completed and submitted.

H. Make sure prices are filled out and are correct. If you are teaming with another company please make sure that you have included their numbers. Double check all of your columns and formulas. If at all possible, submit all pages of the solicitation package. If there are any amendments to the solicitation, please acknowledge and submit along with your proposal, as they are also a part of your proposal package.

I. Please read the entire Performance Work Statement (PWS) and address all elements. Even though the sections are spelled out, it is important that the entire PWS should be looked at and addressed so that we can better evaluate whether or not you understand the scope of work outlined in the PWS.

J. Questions and answers that are submitted during the site visit will be posted on the FedBizOpps Website, along with any necessary amendments if applicable and the minutes to this site visit. All questions must be submitted NLT 14:00 hours 29 October 2015.

K. Upon completion of the site visit, please promptly leave Joint Base McGuire-Dix-Lakehurst as your pass is only good for the duration of the site visit.

3. Mr. Smith identified himself and provided some information about his current position. He noted that the briefing room that the site visit began in could hold 46-48 persons. He then took the attendees to Room 308 on the third floor. Mr. Smith noted that this room was a normal classroom size and could accommodate 18-22 students. He further related that there were seven rooms like this and each of the desks were completely wired for power and computers. Mr. Smith related that one slightly larger classroom could hold approximately 36 students and one slightly smaller classroom could hold approximately 12 students.

4. Next the attendees were taken to the second floor which is used for administrative offices, to include the work aeas for the Air Advisor Academics staff. Mr. Smith related that the Defense Language Institute (DLI) is also located on this floor. He related that language is not part of this instant procurement, however, DLI provides the language modules for various courses to include Air Advisor Academics.

5. The attendees were then taken to the first floor auditorium which also houses the library and fieldcraft course. Mr. Smith related that the auditorium can accommodate approximately 143 students. He also related that the armory behind the building was decommissioned and is not a part of this requirement.

6. Mr. Revilla asked if anyone had any questions and the following questions were posed:

Additional Questions and Answers which were not submitted during the physical site visit are included seperately to these minutes.

7. Mr. Smith related that a majority of the contract is performed in the building with the exception of the capstone event which is conducted outside of the building at either a range on the Dix side of the joint base or at another building approximately 1.5 blocks away. Roleplayers are used for the capstone event.

8. Mr. Revilla pointed out that the two contract line items for Travel and Other Direct Costs contained in the solicitation should not be priced by the offeror. One of the site visit attendees asked if these prices should be rolled up on their totals or remain separate. Mr. Revilla stated that he would have to review the solicitation before answering. (Upon finalizing the site visit minutes, this has been answered in question 6.H above.)

9. At the conclusion of the site visit, Mr. Revilla thanked everyone reminded them that all questions must be submitted by 1400 hours on 29 Oct 15 and all answers to questions will be posted on FBO.

10. The site visit formally concluded at approximately 0935 hours.

Attachment:

Site Visit Sign-In Sheet