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

W50S8D26QA011, CONSTRUCT MAIN GATE CANOPY

20 May 2026, 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 Steve Sayago Contracting Specialist Gemma Fiduk Base Civil Engineer Ayshah Tual 105th CES Joe Romulo 105th CES MSgt David Smith 105th BDG MSgt Justin Murphy 105th BDG MSgt Brandon Arroyo 105th BDG

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 RFO FAR Part 12 Acquisition of Commercial Products and Commercial Services. Contract performance period is 180 calendar 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 05 June 2026 at 11:00 AM. Contractors were reminded to check the solicitation posting at https://sam.gov/ Contract Opportunities regularly for any changes throughout the solicitation phase.

d. 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 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. Contractors were informed that the project specifications document was inadvertently omitted from the original solicitation posting. Therefore, the document will be posted by end of day. A solicitation amendment will also be issued to extend the RFQ due date to 1100 on 05 June 2026 to allow time for contractors to review the new document.

5. Major Fiduk then discussed details of the project. The goal is to construct a new canopy that will provide cover over the existing guard shack to ensure all personnel can operate safely performing duties at the main gate while limiting exposure to the weather elements. Lane markers need to be clearly identified during the course of the project to enhance traffic flow while lanes are being closed.

Therefore, electrical work will be required along with ensuring proper drainage per the plans and specs. All pavement and curbs will need to be repaired once footings are installed.

6. A question was asked about what the plan will be to route traffic during the course of construction.

A traffic plan will be developed after contract award. A pre-construction meeting will be scheduled and all stakeholders including Base Defense Group personnel will be present to develop a plan to divert traffic with minimal impact to base operations. One continuous inbound/outbound lane will need to remain open at all times to maintain proper traffic flow. Depending on the time and day of the week, the contractor inbound lane may be utilized for inbound traffic flow as well based on the circumstance.

7. Another question was asked about the possibility of working after normal hours during the week and on weekends as well. Normal work schedule is between 7:30AM and 4:00PM. Any work outside of these hours will have to be requested in advance and may be approved based upon availability of base personnel who will need to serve as an escort to contract workers.

8. Any signage depicted in the specs and drawings should be included in the contractor’s bid package.

Guard rails may need to be removed in order to clear access for trenching for proper drainage.

Removal of any guard rails is a possibility but will have to be discussed with base security personnel to permit removal for an extended period of time. It may require more than a day due to excavation, backfill, and new pavement. Road plates can be temporarily installed while excavation is taking place.

9. A question was also asked about an anticipated award date. If everything remains on schedule, the plan is to make an award within 30 days after quotes are due.

10. Another question was asked about a temporary trailer staging area. This was noted by government personnel and a formal RFI and response will be provided to all contractors once a location is chosen.

11. All contractors were then allotted time to break off and walk the area and take pictures as needed.

A few RFI’s were noted and formal responses will be provided to all contractors and posted to the solicitation page on Sam.gov. The site visit was then concluded at approximately 11:00AM.

APPROVED

Attachments Sign-in Sheet Joseph Kugler, MSgt, NYANG

Contracting Specialist