Minutes of Pre-Bid Conference and Site Visit.pdf

February 18, 2021

MEMORANDUM FOR RECORD

FROM: NGNM‐DPF‐CT

Purchasing and Contracting Office

47 Bataan Blvd

Santa Fe NM 87508

SUBJECT: MINUTES OF PRE‐BID CONFERENCE AND SITE VISIT, SOLICITATION W50S8G‐21‐B‐0001, Install

Backup Generator for Building 1044.

1. A pre‐bid conference was held in building 1044, 2251 Air Guard SE, Kirtland Air Force Base, New Mexico

87117 starting at 1:00 PM February 12, 2021. A site visit was conducted immediately after the pre‐bid conference at the location were the generator is to be installed along with mechanical room where the

Automatic Transfer Switch is located.

2. The list of individuals that attended the pre‐bid conference and site visit has been posted to the Contracts

Opportunities website within the https://beta.sam.gov website. The document is titled “Pre‐Bid Conference

Attendance Roster Redacted”. The following Government representatives attended the subject meeting:

Name Position

Capt. Thomas Buckner Contracting Officer Representative (COR)

CMSgt Daniel Robson Customer

SMSgt Edwin Widgeon Contracting Officer

Mr. Jacoby Duran Project Manager

3. The following items were discussed during the pre‐bid conference:

a. The contract period or the period of performance is 120 calendar days from the issuance of the notice to proceed (NTP). This includes all work to include cleanup and punch list.

b. Due to the current COVID‐19 environment only electronic mail (e‐mail) bids will be accepted. The bid guarantee must be submitted digitally with your electronic bid and the original must be mailed to

47 Bataan Blvd, USPFO P&C, Santa Fe New Mexico, 87508. Please review sections 00010 and 00100 notes in the solicitation for more information on submission of bid packages.

c. Payment Bond and Performance bonds are both required for this requirement.

d. The bid opening will be held virtually one hour after the solicitation closes, late bids will not be accepted. Instructions on how to participate in the virtual bid opening will be posted on the

Contracts Opportunities webpage the day of bid closing/bid opening.

e. Interested offerors must be registered in SAM at the time of bid opening. If a contractor is not registered in SAM at the time of bid opening the bid will not be considered for award. To register in

SAM go to: https://www.sam.gov/SAM/. You will need your DUNS number to register.

f. This solicitation is set aside 100% for small businesses, the North American Industry Classification

System (NAICS) for this solicitation is 238290 – Other building Equipment Contractors. The small business size standard for this NAICS is $16.5 Million. To be eligible for award a bidder must be considered a small business under this NAICS code. The representation and certifications from

Systems for Award Management website will be utilized to determine if a business is considered a small business.

g. Complete 52.204‐24 and 52.204‐26 – Representation Regarding Certain Telecommunications and

Video Surveillance Services or Equipment and Covered Telecommunications Equipment or Services –

Representation.

h. The magnitude for this project is $100,000 to $250,000.

i. Pricing on bids must be valid for 60 days.

j. Blocks 14 to 20c on the Standard Form 1442 must be filled out and signed by an individual that has the authority to bind the company to be considered a valid bid.

k. The wage determinations under the Davis Bacon Act was updated on February 12, 2021. A solicitation amendment will be made 10 days prior to bid opening. The current wages can be accessed at the following website: https://beta.sam.gov/wage‐ determination/NM20210044/2?index=wd&keywords=&is_active=true&sort=‐ modifiedDate&date_filter_index=0&date_rad_selection=date&wdType=dbra&construction_typ e=Building&state=NM&county=16048&page=1

4. A power point slide presentation covering the terms and conditions along with project specifics and the selection process was displayed and presented to all attendees. Since this is a sealed bid, the award will be made to the contractor that submits the lowest bid that is a responsible contractor and is considered a small business per NAICS code 238290. The power point sides were uploaded to the Contracts Opportunities solicitation website. There will be no discussion prior to award.

5. Questions and RFI must be submitted in writing via email, especially technical questions to:

edwin.d.widgeon.mil@mail.mil DO NOT CONTACT the 150th Civil Engineering personnel. All questions must be routed through the Contracting Office. 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 on the Contracts Opportunities solicitation website.

i. The deadline for questions and Request for Information (RFI) is close of business February 25, 2021. Questions and RFI submitted after this deadline will not be acknowledged or answered.

6. After the pre‐bid conference, all participants walked to the location the backup generator will be installed along to the mechanical room were automatic transfer switch (ATS) is located and conducted a walkthrough of the mechanical room where the boiler is located.

7. A total of 13 questions were asked, not all questions were answered on the spot. All questions and answers covered during the pre‐bid conference and site visit have been posted on the Contracts

Opportunities website. Please refer to the document titled, “Pre‐Bid Site Visit Questions and Answers

Document”

8. Any amendments that are issued will be posted to the Contracts Opportunities website. Contractors were advised to check the website frequently and to ensure to acknowledge all amendments on the Standard

Form 1442. Failure to acknowledge all amendments will make a bid nonresponsive and will not be considered for award.

9. The pre bid conference and site visit concluded at 1:45 PM on February 12, 2021.

EDWIN D. WIDGEON, SMSgt, NMANG

Contracting Officer