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

W50S8D21Q0005, FENCING REPAIR & UPGRADES

24 June 2021, 1300 - 1400

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 Fausto Plaza Engineering Assistant

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

a. 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 60 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 238990, All Other Specialty Trade Contractors.

c. Quotes are due by 14 July 2021 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.

d. An original bid bond will be required with the submission of the quote package. Payment and performance bonds will be required upon contract award.

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

joseph.kugler.1@us.af.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. Contractors were reminded that amendment 0001 has already been issued.

It is for informational purposes only to change the date of the originally scheduled site visit and does not have to be acknowledged. Any amendments issued moving forward will need to be acknowledged.

4. 2Lt. then discussed details of the project. Fencing upgrades will be required at the main gate entrance to the facility. There are several existing bollards located on both the entry and exit lanes there. We are looking for ten swing gates as depicted on Attachment 1 of the drawings. Swing gates and some posts will be provided by the government, which we will take a look at during the walk-thru. Anything beyond that we are looking for the hardware to be installed in order to fasten them to the bollards. The next location is the gas main enclosure further up from the main gate area. A louvered fence is required to be installed with a continuous footing and clean stone within the fenced area along with swing gates and associated grading and topsoil. We are also looking for a six foot high traditional chain link fence along the exit lane. This will run from the existing motorized slide gate just down below the guard shack. The first fence post should be as close as practicable to that existing gate without affecting its functionality to prevent deer from entering that area. Lastly, there is an existing fence running the perimeter of the bldg.

108 construction yard. Privacy slats are to be installed. There is an existing fence post located on Attachment 4 of the drawings that will need to be removed and an intermediate post will then be installed between the two closest posts to create a 45 degree angle.

5. In regards to the gas main enclosure, a question was asked about to a spec for the louvered fence along with the depth of the footing. Answers to these RFI’s will be forthcoming. No other questions were asked at this time and all parties proceeded to the bldg. 108 construction yard to walk the existing fence line where privacy slats are to be installed. Any stone against the lower portion of the fence will be prepped and pushed back by the government to provide clearance for the slats.

6. Next, all parties proceeded to the bldg. 213th parking lot to show all contractors the government provided swing gates and posts to be installed at the main gate. The gas main enclosure area was then shown.

The government will provide a location onsite to dump any spoils from the excavation of this area. The footing at the swing gate there should be at or below grade to prevent a tripping hazard. Any safety measures will need to be adhered to while working around the gas main, such as temporary fencing or caution tape.

7. Lastly, all partied proceeded to the main gate area. It was pointed out to all contractors where the chain link fence is to be run from the existing electrified slide gate up to the guard shack area. The fence will run in between the guardrail and light posts and terminate at an end post. All conduit/utilities will be marked out prior to work taking place. Bollard locations were also shown where the government provided swing gates are to be installed. Swing gates can latch to the bollard when closed, but posts will be needed in the open position in order to latch onto. New posts should be as close to the guardrails as possible. A total of ten posts will be provided by the government. The remaining ten will have to be provided by the contractor.

8. No additional questions were asked at this time and the site visit concluded at approximately 2:15 PM.

APPROVED

Attachments Sign-in Sheet Joseph Kugler, MSgt, NYANG Contracting Specialist