Pre-Bid Conference Minutes.pdf

DEPARTMENT OF THE AIR FORCE

105 AIRLIFT WING (ANG)

ONE MAGUIRE WAY

NEWBURGH NY 12550-5075

MEMORANDUM FOR RECORD

SUBJECT: MINUTES OF PRE-BID CONFERENCE AND SITE VISIT, SOLICITATION W50S8D20-21-

B-0001, RENOVATION OF AUTOMATED FUELS SERVICE STATION

22 December 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 Mike Lynch Base Deputy Civil Engineer Tom Palermo Fuels Superintendent Maria Vidacovich Fuels OIC

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

a. Introductions of Government personnel were provided to all interested bidders. The acquisition process was explained and all were notified that the solicitation is being issued as an Invitation for Bid (IFB) under FAR Part 14 Sealed Bidding procedures.

Contract period is 120 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 237120, Oil and Gas Pipeline and Related Structures Construction. Contractors were reminded to ensure they check their SAM registration to ensure they are listed as a small business under that NAICS code.

c. Bids are due by 05 January 2021 at 1:00 PM. The public bid opening will commence at that time. Contractors were reminded to check the solicitation posting at www.beta.sam.gov regularly for any changes throughout the solicitation phase.

3. A power point slide presentation on the project specifics and the selection process was provided to all attendees. (Attached)

4. Questions must be submitted in writing via email, especially technical question to:

joseph.kugler.1@us.af.mil. DO NOT CONTACT the Government Engineers. All questions must be routed through the Contracting Office. All Contractor questions when answered will be posted to the solicitation 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 at www.beta.sam.gov.

5. At the conclusion of the slide presentation, 2Lt. Mike Lynch discussed details of the project. We currently have a fuels station with a canopy and two underground storage tanks. There is an 8,000 gallon tank that currently has approximately 160 gallons of diesel fuel. The other tanks is 6,000 gallons with approximately 50 gallons of gas fuel. The project will require the removal of these tanks. We are not anticipating any soil contamination based on recent soil testing. Backfill and remediation of the site will be required as part of the demolition. The existing canopy and all of its components will also be part of the demolition and two government furnished 5,000 gallon fuel tanks will be installed. A schematic was released to show what the government is looking for. Exact specifications and design of those tanks will be forthcoming. Site features after the installation of these tanks include a concrete pad, new canopy with associated lighting, and some protective bollards.

6. Questions: The new UST’s are dispensing systems. Is the dispenser a part of the tank or a remote stand alone dispenser that will need to be piped to?

The dispenser is already equipped and a part of the tank. The only thing that should be required to be installed are the set of stairs above the tanks. They will be fully functional with only fuel and power required.

7. Will the contractor be required to offload these tanks?

The government will be responsible for the offloading of the new tanks. The tanks may be onsite before the site is prepped and ready for these tanks to be set in place. The government will respond in an RFI regarding offloading procedures if this should occur.

8. For the existing UST’s, are they steel or fiberglass?

They are believe to be steel, but will clarify in and RFI.

9. Is there a fire suppression system being installed?

No, there is no fire suppression system required.

10. The specs call out to stub power to the Vedeer Root, but who is responsible for supplying power?

The government will clarify and respond in an RFI.

11. Is the government making any provisions for DEF (Diesel Exhaust Fluid) out at the pad?

The government will clarify and respond in an RFI.

12. The specs call for an emergency shut off switch. Is that for the whole system or a specific component of the system?

The emergency shut off will be for the fuel supply.

13. Can you elaborate on the fuel management system and how you get fuel?

We have a VIL key fob that you flash into the main head, which triggers the transaction. The government will be providing this equipment and a representative form FuelMaster will be sent to provide startup. The contractor will just need to provide the wiring. A spec on this system will be posted.

14. CE/Contracting then escorted the contractors over to the fuels service station outside of bldg. 208 where the work is to be performed.

15. A contactor asked for clarification of where the two existing underground UST’s are located.

2Lt. Lynch explained that the two UST’s are located under a concrete pad near the exposed yellow barrel. They will be coming out and replaced with topsoil and seed. The two new above ground UST’s will be installed where the existing fuels station is located once it has been demoed and the site prepped as required.

16. Does all of the conduit for the power from the Vedeer Root need to be replaced or can it be reused?

17. The contractor can reuse conduit and replace any that is in need of replacement.

18. All contractors were then escorted into bldg. 208 to take a look at the power control box for the new fuels system.

19. The pre-bid conference and site visit concluded at 11:00 AM.

APPROVED

Attachments Sign-in Sheet Power Point Slides