B7 - Pre-Bid Conference Minutes - W50S7L-23-B-0001.pdf

Pre-Bid Conference Minutes

MEMORANDUM FOR RECORD

SUBJECT: MINUTES OF PRE-BID CONFERENCE AND SITE VISIT

SOLICITATION: W50S7L-23-B-0001

REPAIR AND REPLACE ROOFS, BLDGS 62 & 79

13 June 2023 / 10:00 AM MST / 1.5 Hours

1. The list of contractors attending the meeting is shown on the attached sign-in sheet. The

Government representatives who attended the subject meeting:

Adam Sackman Contracting Officer

MSgt Anthony Barille Contract Specialist

Maj James Miller Base Civil Engineer

Capt Aaron Jewett Deputy Base Civil Engineer/ COR

2. The following items were discussed during the Pre-Bid Conference

a. Synopsis of project was discussed to include CLINS

b. The contract duration is 150 days after Notice to Proceed, magnitude of project, 100% small business set-aside, questions due date and bid opening date and location

c. Liquidated Damages and Warranty Clause were pointed out as being included

d. Importance of having Bid-Bond along with Power of Attorney on Bid due date

e. Bid due dates along with bid repository and mailing address

f. Solicitation website and the importance of checking the website regularly for amendments

g. Contractors responsibility to read the solicitation, submit questions timely if they have needs for clarification. Importance of submitting questions to contracting directly and not the A&E or Engineers and how this will only delay the process

h. Read the solicitation carefully and comply accordingly

3. A power point slide presentation was used during the first part of the Pre-Bid Conference and will be posted to www.SAM.gov with the minutes and sign in sheet.

4. Immediately after the slide presentation, the group went to Building 62 (Dining Facility) and accessed the roof.

5. After viewing the roof on Building 62, the group then proceeded to Building 79 (Base

Operations) to view the roof. Two roof access points were used in order to look at all areas of work.

6. Mr. Adam Sackman stated the following items at the end of the slide show presentation:

a. The purpose of an amendment and how amendments will be issued if something substantially changes within the solicitation.

b. Mr. Sackman wanted to make sure all contractors were aware the www.SAM.gov allows for notifications/alerts whenever documents/amendment are uploaded by the Government.

7. Two questions were asked during the slide show presentation:

a. Can a sample be taken from each roof? The Government did not allow for samples to be taken.

b. Can we get a copy of the sign-in sheet? Yes, MSgt Anthony Barille stated that the sign-in sheet would be posted to www.SAM.gov, along with pre-bid conference minutes and slide show presentation.

8. Contractors were encouraged to check www.SAM.gov regularly

9. The pre-bid conference and site visit concluded around 11:30 AM MST

ANTHONY BARILLE, MSgt, MTANG

Contract Specialist

Attachments:

Sign-in Sheet

PowerPoint Slides http://www.sam.gov/ http://www.sam.gov/

**Welcome, Please Sign in as you enter**

Pre-Bid Conference

13 June 2023

BCE Building 60, Great Falls, MT

Buildings 62 & 79 Repair and Replace Roofs

120th Airlift Wing

W50S7L-23-B-0001

Agenda

Buildings 62 & 79 Repair and Replace Roofs

• Introductions (Gov’t and Contractor)

• Synopsis

• Important Dates

• Solicitation

• Disclaimers/Questions

13 June 2023 2

Introduction / Purpose

Intros:

Mr. Adam Sackman – Contracting Officer

Capt. Aaron Jewett – Contracting Officer Representative

MSgt. Anthony Barille – Contract Specialist

Purpose:

❑ Familiarization with site

❑ Not intended for re-design/technical questions or interpretations by technical personnel

13 June 2023 3

Contractor Introduction

❑ Your Name

❑ Company

❑ Position in Company

❑ Prime or Subcontractor

13 June 2023 4

Synopsis

❑ This project includes the removal of the existing single-ply roof membrane at B62, and the existing modified SBS roof system (roof covering and fibrous backer board) at B79, and their replacement with a new TPO single-ply roof membrane system for each building, including an additional composite roofing panel of insulation and cover board at B62 to improve the R-value of the roof assembly to meet current IECC standards.

❑ This includes the removal and replacement of all metal flashings, copings, scuppers, and roof-related trim throughout, as well as flashings at all curbs, roof jacks, and all penetrations.

❑ All existing mechanical and electrical equipment present on both roofs is to remain in place and removed/reset only as required for each instance. The existing rooftop pedestrian/user deck at B79 must be removed and reinstalled to facilitate installation of the new roof membrane system beneath it.

13 June 2023 5

Synopsis Cont.

❑ CLINs 0001-0003

❑ No options included

❑ Contract Duration: 150 Days ANP

❑ 100% Small Business Set-Aside

❑Magnitude of Project: $1M to $5M

13 June 2023 6

Bid Due Dates

❑ Bid Due Date/Opening: 6 July 2023 @ 1300 (1:00

PM MST)

❑ Public bid opening and no late submissions will be accepted

❑ No Facsimile or electronic offers

❑ Bids must be signed by the person authorized

❑ Complete bid package listing in Section 00 21 00

(Page 7 of Solicitation)

13 June 2023 7

Bid Due Dates Cont.

❑ Bid Repository

120th Airlift Wing/MSC

Building 60 / Room 133

Base Contracting Office

2800 Airport Ave B, Great Falls, MT 59404-5570

❑ Bid Opening

120th Airlift Wing

Building 60 / Room 137

Civil Engineering Classroom

2800 Airport Ave B, Great Falls, MT 59404-5570

❑ Bid Mailing Address

120th Airlift Wing

Base Contracting Office

Attention: MSgt Anthony Barille

2800 Airport Ave B, Great Falls, MT 59404-5570

13 June 2023 8

Solicitation

❑ On the Web – https://SAM.gov

❑ Check website regularly for Amendments

❑ Amendments must be acknowledged on bid

❑ Questions / Answers will be posted on SAM.gov

❑ Contractor responsibility to read entire Solicitation and all amendments

13 June 2023 9 https://sam.gov/

Solicitation Questions

❑ Questions must be submitted via email to Contract Specialist listed in the solicitation

❑ ONLY questions/answers and information through an amendment are part of the solicitation/contract process

❑ All questions, on a non-attribution basis, and the answers will be posted to the FBO website as an amendment

❑ Check web site regularly for amendments to solicitation

❑ Refer to Description on the SAM.gov posting for Q&A due date

❑ Do not call technical personnel or A&E (ex. SMA) directly; This will delay getting and answer

13 June 2023 10

Disclaimer

❑Bidders are strongly cautioned to carefully read the requirements of the solicitation and comply accordingly

13 June 2023 11

Questions

❑Site Visit

13 June 2023 12