00 21 00 INSTRUCTIONS CONDITIONS NOTICES TO OFFERORS.pdf

SECTION 00 21 00 - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

1. Description of the Project: Security Lighting Repair & Upgrade

2. Instructions to Bidders:

2.1. You are invited to submit a bid in response to our Invitation for Bids (IFB) entitled:

W50S7W-25-B-0001 Security Lighting Project Project Number ATQZ222009 122d Fighter Wing, 3005 W Ferguson Rd, Fort Wayne, IN, 46809.

2.2. As a result of this solicitation, the Government intends to award a Firm Fixed Price (FFP) contract resulting from this solicitation to the responsible bidder whose bid, conforming to the invitation for bids, will be most advantageous to the Government, considering only price.

2.3. This solicitation is set-aside 100% for small businesses.

3. NOTICE OF PRE-BID CONFERENCE AND SITE VISIT:

3.1. A pre-bid conference will be conducted on 18 June 2025 at 09:00 EST. for the purposes of briefing on the bid requirements and answering questions regarding this solicitation. This conference will be held at:

122d Fighter Wing 3005 W Ferguson Rd Building 784 - Civil Engineering Squadron Fort Wayne, IN, 46809

Interested Contractors are highly encouraged to attend the pre-bid conference. The site visit will be held following the conference.

3.2. Due to security conditions, all offerors must register to attend this conference and site visit.

Email the following information for all attendees to Paul McKenna and SSgt Andrew at the following addresses:

paul.mckenna.3@us.af.mil and courtesy copy andrew.brown.69@us.af.mil

Information

1. Firm Name and Telephone Number

2. Visitor’s Name

3. Drivers License

4. Citizenship

3.3. This information must be provided in advance, 3 business days prior to the meeting, to ensure access to the military base and conference site and ensure adequate seating for the conference attendees. Even if you have access to the base you must register to ensure adequate seating. The furnishing of the above information is voluntary; however, your failure to furnish all or part of the requested information may result in the Government’s denial of your access to the pre-bid conference. This information will be provided to the Base Security Forces who will authorize your entrance to the site.

3.4. Visitors must pick up their passes at the Installation’s Main Entry Gate prior to arrival. You will be required to present the following information upon arrival: (1) Vehicle Registration, (2) Valid Drivers License, (3) Proof of Insurance for Vehicle.

Any of the above information furnished by you is protected under the Privacy Act and shall not be released unless permitted by law and/or you have consented to such.

3.5. Information provided at this conference or site visit shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply.

3.6. A record of the conference shall be made and furnished to all prospective bidders via posting at www.SAM.gov. The record will include minutes of the meeting, including questions (on a non-attribution basis) and answers.

4. FORMAL COMMUNICATION, OFFEROR EXPLANATIONS:

4.1. Submit all questions in the format shown below by email to the contracting office at the addresses show below. Do NOT contact A-E or Engineering personnel directly. Doing so will only delay your answer. All questions must come through the Contracting Office.

Subject Line: Reference No. SOLICITATION W50S7W-25-B-A001 Email: andrew.brown.69@us.af.mil, travis.kraick@us.af.mil

PRE-BID INQUIRY FORMAT

Date of Bid Inquiry: _______________

From: ______________________________ Company Name: _____________________________

Address:_____________________________________________________________________

Phone Number: _____________________________

Email address: __________________________________________________________________

Bid Inquiry: (Please clearly state your question) (If sent via an attachment word docs are preferred to facilitate posting of answers to the master Q&A document.)

4.2. Any explanation desired by an offeror regarding the meaning or interpretation of the solicitation, or proposals, drawings, specifications, etc. must be requested in writing and with sufficient time allowed for a reply to reach bidders before the submission of their bid.

4.3. All questions and requests for information (RFI) must be received NOT LATER THAN the fifth working day prior to bid opening.

OFFERORS ARE STRONGLY ENCOURAGED TO SUBMIT QUESTIONS EARLY IN THIS

PROCESS.

4.4. Any changes to the drawings, specifications, etc. will be issued in the form of an amendment.

However, any answers that clarify or provide an interpretation to the drawings, specifications, etc.

http://www.sam.gov/ mailto:andrew.brown.69@us.af.mil will NOT be posted via amendment but rather as a response to the RFI on SAM.gov at https://www.SAM.gov.

4.5. Receipt by the offeror must be acknowledged in the space provided on the SF 1442 or by returning a signed copy of the amendment by the time set for receipt of bids.

4.6. For security reasons, all technical and engineering data related to this solicitation will be distributed using the Contract Opportunities (SAM.gov) system. Plans and specifications are locked on SAM.gov and require Contractors to request explicit access from the Contracting Officer OR export controlled access through DLA. See complete instructions on SAM.gov.

SAM.gov is a web-based dissemination tool designed to safeguard acquisition-related information for all Federal agencies. Interested bidders/offerors must register with SAM.gov before accessing the system.

4.6.1. Amendments, if/when issued will be posted to www.SAM.gov for electronic downloading. This will normally be the only method of distributing amendments prior to closing; therefore, it is the offerors responsibility to check the website periodically for any amendments to the solicitation. Websites are occasionally inaccessible due to various reasons.

5. BID REPOSITORY AND BID OPENING:

5.1. Offerors shall submit their bids electronically, as described below. The offeror’s bid shall not contain classified data. The use of hyperlinks in bids is prohibited.

5.2. Offerors shall submit bids in response to this solicitation electronically via the Solicitation module of the Procurement Integrated Enterprise Environment (PIEE) website at https://piee.eb.mil. NO OTHER TRANSMISSION METHODS (E-MAIL, FACSIMILE, REGULAR MAIL, HAND CARRIED, ETC.) WILL BE ACCEPTED.

5.3. The Posting and Offer guide can be accessed electronically at https://pieetraining.eb.mil/wbt/sol/Posting_Offer.pdf. A video demonstration can be found at https://pieetraining.eb.mil/wbt/sol/Posting_Offer.html. Additional PIEE training can be found at https://pieetraining.eb.mil/wbt/.

5.4. Do NOT send bids to e-mail addresses.

5.5. FILE DESCRIPTION: Include a “File Description” for each file you upload. Files shall be uploaded in PDF format.

5.6. RECEIPT OF BIDS: For purposes of establishing whether a bid is considered late, the Government considers the date/time stamp on the e-mail notification sent by the PIEE website to the Contract Specialist and Contracting Officer, NOT the date/time the documents are uploaded to the website, as the time of submission. Do not assume that the electronic upload is instantaneous. File size, network connection, connection type, and number of files are factors in the total upload/download time of files. It can take several minutes, or even hours in some cases, for all files to upload.

5.7. The Government will not be responsible for bid submissions delivered to any location or by any method other that stated above. Offerors are responsible for submitting bids in sufficient time to be received by the Government in accordance with the instructions provided.

5.8. Bids that are considered late will be processed in accordance with FAR 14.304(b).

5.9. The bid opening will occur at the time and date specified in Block 13 of the SF1442. A Teams invite will be posted to SAM.gov closer to the solicitation end date.

http://www.sam.gov/ http://www.sam.gov/ https://piee.eb.mil/ https://pieetraining.eb.mil/wbt/sol/Posting_Offer.pdf https://pieetraining.eb.mil/wbt/sol/Posting_Offer.html https://pieetraining.eb.mil/wbt/

Please review the SAM.gov posting updated. for all interested offerors and their major subcontractors are encouraged to attend the bid opening.

6. WAGE DETERMINATION:

Construction Wage Rates are applicable to this project are IN20250002 as shown in Section 00 73 00.

7. BID PREPARATION EXPENSES AND PRE-CONTRACT COSTS:

This IFB does not commit the Government to pay costs incurred in preparation and submission of bids or for other costs incurred prior to award of a formal contract.

8. CLAUSES:

Clauses and provisions from the Federal Acquisition Regulation (FAR) and supplements thereto are incorporated in this document by reference and in full text. Those incorporated by reference have the same force and effect as if they were given in full text.

9. DISPOSITION OF UNSUCCESSFUL BIDS:

In compliance with FAR Subpart 4.8, the Government will retain one copy of all unsuccessful bids including the bid bond.

10. OFFERORS QUALIFICATIONS:

To establish its responsibility, the apparent low bidder may be requested by the Government prior to award, to submit a statement regarding his previous experience in performing comparable work, his business and technical organization, financial and bonding resources and plant available to be used in performing the work. This action may be requested to determine if the contractor is responsible.

End of SECTION 00 21 00