B7 - Pre-Bid Conference Minutes - W50S7L-23-B-0002.pdf

Pre-Bid Conference Minutes

MEMORANDUM FOR RECORD

SUBJECT: MINUTES OF PRE-BID CONFERENCE AND SITE VISIT

SOLICITATION: W50S7L-23-B-0002

REPAIR MAINT HANGAR, BLDG 25

13 June 2023 / 1:00 PM 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:

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 120 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

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

j. Contractors were made aware the www.SAM.gov allows for notifications/alerts whenever documents/amendment are uploaded by the Government.

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 25 (Maintenance

Hangar). Various offices, work areas and the roof were accessed to view all work that encompasses the project.

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

a. Is the 120 day period of performance ANP for project completion flexible? The engineers took the question into account and the Government asked for the question to be formally submitted for consideration. An answer to the Period of

Performance will be forth coming.

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.

c. Wage Determination for roofers was last updated in 2011. Contractors were http://www.sam.gov/ questioning if this was accurate? MSgt Anthony Barille stated the latest wage determination was uploaded and it would also be checked 10 days prior to bid opening. MSgt Barille also stressed the wage determination was outside of the control of Contracting

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

7. The pre-bid conference and site visit concluded around 2:30 PM MST

ANTHONY BARILLE, MSgt, MTANG

Contract Specialist

Attachments:

Sign-in Sheet

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

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

Pre-Bid Conference

13 June 2023 @ 1:00 PM

BCE Building 60, Great Falls, MT

Building 25 Repair Maintenance Hangar

120th Airlift Wing

W50S7L-23-B-0002

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 replacement of the existing lower roof single-ply membrane roof system, installation of upper roof fall protection system, asphalt and drainage repair, removing unused floor rails from hangar bay floor, replacement of door hardware, installation of new high performance floor coating system in hangar bay, modifications to fire sprinkler system, and mechanical and electrical repairs and upgrades.

13 June 2023 5

Synopsis Cont.

❑ CLINs 0001-0005

❑ Additive Bid Item (ABI) included CLIN 0006

❑ Contract Duration: 120 Days ANP

❑ 100% Small Business Set-Aside

❑Magnitude of Project: $1M to $5M

13 June 2023 6

Synopsis Cont.

❑ Liquidated Damages Clause (FAR 52.211-12)

❑Warranty Clause (FAR 52.246-21)

13 June 2023 7

Bid Due Dates

❑ Bid Due Date/Opening: 7 July 2023 @ 1000 (10:00 AM MST)

❑ Payment & Performance Bonds Required. (Bid Bond and Power of Attorney is required along with the bid on the due date)

❑ NOTE – Company name on the bid bond must match SAM.gov company name. Bid Bond Checklist

❑ 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 8

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 9

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 10 https://sam.gov/

Solicitation Questions

❑ Questions must be submitted in writing 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

❑ Suspense Date for Questions (23 June 2023 @ 12:00PM MST

13 June 2023 11

Disclaimer

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

13 June 2023 12

Questions

❑ The briefing slides, pre-proposal/pre-bid conference minutes, list of attendees and any question and answers that were provided during the meeting should be recorded and posted to the

GPE (Contract Opportunities) with other solicitation documents. This will ensure that all bidders/offerors are provided the same information.

❑ Site Visit

13 June 2023 13