MFR - Pre-bid Conference Site Visit Minutes.pdf

May 8, 2024

MEMORANDUM FOR RECORD

SUBJECT: MINUTES OF PRE‐BID CONFERENCE AND SITE VISIT, SOLICITATION W50S8G‐24‐B‐A001, BLDG 1070

& 1074 HVAC REPLACEMENTS

1. A pre‐bid conference was held in Building 1064, 2251 Air Guard SE, Kirtland Air Force Base, New Mexico

87117 starting at 1:00 PM May 8, 2024. A site visit was conducted immediately after the pre‐bid conference at Buildings 1070 and 1074.

2. The following Government representatives attended the conference:

Name Position

SMSgt Edwin Widgeon Contracting Officer

MSgt Virginia Clarke Contract Specialist

Mr. Patrick Chavez Base Civil Engineer (BCE) / Contracting Officer

Representative (COR)

Mr. Jacoby Duran Project Manager

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

a. The contract Synopsis was discussed. The contract period or the period of performance is 180 calendar days from the issuance of the notice to proceed (NTP). This includes all work to include cleanup and punch list. The Government anticipates award of the contract by the end of June 2024.

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

c. A bid guarantee is required for this solicitation.

d. FAR Clause 52.225‐10 Notice of Buy American Requirement-Construction Materials does apply to this Invitation For Bids (IFB).

e. Payment Bond and Performance Bond are both required at 100% of the contract value in accordance with FAR 28.102‐1 and FAR 28.102‐2 respectively.

f. 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/portal/SAM/. You will need your UEI to register.

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

System (NAICS) for this solicitation is 238220 – Plumbing, Heating, Air‐Conditioning Contractors. The small business size standard for this NAICS is $19.0 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.

h. Electronic bids, mailed bids, and bids submitted via fax will not be considered for award. Bids must be delivered by hand in person only up to one hour prior to the bid opening. Bid opening is at 1:00

PM MDT. Please note: Bid opening is at a different location than the pre-bid conference. Please review Section L Notes in the solicitation for more information.

i. The deadline for questions is close of business 7 calendar days prior to the bid opening. Questions submitted after this deadline may not be acknowledged or answered.

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 March 21, 2024. The current wages can be accessed at the following website: https://sam.gov/content/wage‐ determinations.

4. A PowerPoint slide presentation covering the terms and conditions along with project specifics and the selection process made available to all attendees via SAM. 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 238220. The PowerPoint sides were uploaded to the solicitation website. There will be no discussion prior to award.

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

150sow.msc.rfprfq@us.af.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 at https://sam.gov/content/opportunities.

6. After the pre‐bid conference, all participants walked to Building 1074 and conducted a walk through of the current HVAC unit and in/outside of the building. Once complete, the attendees walked to Building 1070 and did a walk through of the 2 HVAC units, outside only.

7. A total of six 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 SAM.

8. Any amendments that are issued will be posted to SAM. 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 non-responsive and will not be considered for award.

9. The pre‐bid conference and site visit concluded at 2:15 PM on May 8, 2024.

VIRGINIA N. CLARKE, MSgt, NMANG

Contract Specialist