Pre-Proposal Conference Minutes.pdf

MEMORANDUM FOR RECORD

DEPARTMENTOFTHEAIRFORCE

105th AIRLIFT WING (ANG)

ONE MAGUIRE WAY

NEWBURGH NY 12550-5075

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

W50S8D22Q0011, INTERIOR BLDG. 207 RENOVATION

29 June 2022, 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. 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 30 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 236220, Commercial and Institutional Building Construction.

c. Quotes are due by 19 July 2022 at 2:00 PM. Contractors were reminded to check the solicitation posting at https://sam.gov/ Contract 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.

e. Two line items for the hallway and Emergency Management Office are included in the solicitation document. They will be priced separately.

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 https://sam.gov/ Contract 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 Contract Opportunities. All amendments will need to be acknowledged.

4. 1Lt. Mike Lynch then discussed details of the project. The two main areas that will be covered under this project include the hallway and Emergency Management Office. The hallway will require finishing of the blue tile on the floor and then a gloss finish once complete. Walls are to be painted to fit existing color scheme. Any specific accent colors will be discussed post-award. All colors are to be submitted for approval prior to construction. All wall hangings and/or coverings are to be taken down and re-installed by the contractor upon completion of all new paint. For the Emergency Management Office, carpet tile will be installed within that area along with new base cove. All wall hangings will likewise need to be removed and re-installed upon completion of painting. A counter along the far wall will need to be removed and re-installed as well.

5. A staging area will be established for all work materials, exact location will be determined post-award.

Work hours will be between 7:00 AM and 4:00 PM, any work outside of that will have to be requested 24 hours in advance. Government operations will continue during the construction phase. Military personnel within the Emergency Management Office will be relocated while renovations are being conducted within that area. A question was raised about proper dust control. An official RFI will be submitted on that and a response will be posted to the Contract Opportunities solicitation site. Another question was raised regarding the spec for the blue tile. The goal is to match the existing blue tile located at the building’s entrance, however the government requested an official RFI be submitted for that as well.

6. Next, all parties proceeded out to the hallway area to view the full scope of work and to take pictures and measurements. The floor plan shows a continuation sign where the double doors are located, but that is just locating the existence of double doors and which way they swing. Work will not continue beyond that point. An RFI will be submitted regarding the interior doors that are to be replaced versus the exterior doors that will remain. An amended floor plan will be issued to include the small printing area along the south side of the hallway. All walls are to be painted with the exception of the brick wall, which will remain as is. Next, all parties proceeded to the Emergency Management Office. The existing mural on the wall will be preserved. Base cove, carpet tile, and painting of the area along with the interior office will all be included in the scope. All furniture will be removed by military personnel. All wall hangings will be the responsibility of the contractor to remove and re-install once all walls are painted. The counter to be removed is attached with brackets. This can be removed and stowed in the designated staging area during the renovation phase.

7. No additional questions or clarifications were needed at this time and the site visit concluded at approximately 11:00 AM.

APPROVED

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