Pre-Proposal Conference Minutes.pdf

DEPARTMENTOFTHEAIRFORCE

105th AIRLIFT WING (ANG)

ONE MAGUIRE WAY

NEWBURGH NY 12550-5075

MEMORANDUM FOR RECORD

SUBJECT: MINUTES OF PRE-PROPOSAL CONFERENCE AND SITE VISIT, SOLICITATION

W50S8D20Q0002, CONSTRUCT RUNNING TRACK

16 July 2020, 1000 - 1100

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

Government representatives attended the subject meeting:

Name Position Joseph Kugler Contracting Officer Michael Lynch Base Deputy Civil Engineer

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

a. Introductions of Government personnel were provided to all contractors. The acquisition process was explained and all were notified that the solicitation is being issued as a Request for Quote (RFQ) under FAR Part 13 Simplified Acquisition Procedures. Contract period is 75 days. This includes all work to include cleanup and punch list.

b. The solicitation is being issued as a total small business set-aside under the applicable NAICS code 237310, Highway, Street, and Bridge Construction.

c. Quotes are due by 27 July 2020 at 2:00 PM. Contractors were reminded to check the solicitation posting at beta.sam.gov Contracting Opportunities regularly for any changes throughout the solicitation phase.

3. Contractors were reminded that all questions must be submitted in writing via email to:

joseph.j.kugler.mil@mail.mil. All questions must be routed through the Contracting Office. All Contractor questions when answered will be posted to the beta.sam.gov Contracting Opportunities website. If a question arises that will result in a change to the plans or specifications, an official amendment will be issued. All correspondence, questions and answers, amendments etc. will be issued or posted through Contracting Opportunities.

4. Contractors were notified that Amendment 0001 has already been issued and posted to Contracting Opportunities on 14 July 2020. This amendment incorporates a revised Statement of Work to add dimensions of the track to include a width of 10’ and 4 running lanes. It also includes a revised wage determination, General Decision Number NY 20200007 Modification Number 6 dated 07/03/2020. All were instructed that this amendment must be acknowledged with their quote submission.

5. At the conclusion of the review of the solicitation process, 2Lt. Mike Lynch discussed details of the project to include the location around the existing ballfield where the track will be installed He also mentioned that the specifications for the running track will need to be revised again to eliminate 4 running lanes. Instead, no lanes will be marked, leaving an open area for all runners. Striping will be provided only on the shoulders of the track surface. One question asked in the meeting was regarding the availability of power and water. 2Lt Lynch will research and provide an answer on access to these resources. Another question was raised about parking spaces and staging of equipment. Parking is available adjacent to the ballfield for contractor vehicles and an area can be marked off to stage equipment. Another contractor asked if there will be government provided office space. For this project, no office space will be available. Contractors were advised to stage a trailer if necessary. Upon the conclusion of the meeting, all parties headed out to the project location to conduct a site visit of the area.

6. 2Lt. Lynch explained the exact location of the running track, which will be a ¼ mile loop. It will run inside the ballfield’s outfield fence and continue along the adjacent fence line towards the basketball court area.

It will continue to wrap around the outside of the basketball court and follow up to the outside of the fencing backstop of the ballfield. The backstop fence will have to be moved in order to maintain the 10’ width of the track. Existing drainage near the corner of the basketball court closest to the roadway will have to be maintained as it is currently adjacent to a culvert. The pitch of the track will be at 1%.

7. Once concern for the location of the track near the ballfield’s backstop was raised. The original plan is to move the backstop to provide enough space to run the track between that and the adjacent light pole. A question was asked if they could instead leave the backstop where it is and run the track in front of the light pole instead. There could be a lot more labor involved with having to move the three sections of the backstop. 2Lt. Lynch will follow-up to see if it is feasible to run the track in front of the light pole. That RFI was noted and an answer will be posted to the Contracting Opportunities solicitation page.

8. The site visit concluded at approximately 11:00 AM after all locations of the track were shown.

APPROVED

Attachments Sign-in Sheet