MFR - Site Visit Minutes signed.pdf

July 23, 2025

MEMORANDUM FOR RECORD

SUBJECT: MINUTES OF PRE-BID CONFERENCE AND SITE VISIT, SOLICITATION W50S8G-25-B-A001, BLDG 1044

CHILLER AND CRAC UNIT REPLACEMENTS

1. A pre-bid conference was held in Building 1044, 2251 Air Guard SE, Kirtland Air Force Base, New Mexico 87117, starting promptly at 09:00 AM MDT on July 23, 2025. A site visit was conducted immediately after the pre-bid conference within Building 1044.

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) Mr. Jacoby Duran Project Manager /

Contracting Officer Representative (COR) SMSgt Erin Cuer Government Customer Mr. Keith Mynyk Government Customer

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 270 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 mid-September 2025.

b. The magnitude for this project is $500,000 to $1,000,000.

c. A bid guarantee is required for this solicitation.

d. FAR Clause 52.225-10 for 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, up to an hour prior to the bid opening (08:00 AM MDT – 9:00 AM MDT). Please review Section 00 10 00 Notes in the solicitation for more information.

i. The deadline for questions is close of business 7 calendar days prior to the bid opening (7 August 2025). 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 were updated on April 4, 2025. 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 outside of Building 1044 to the 70 TON chiller and conducted a walk-around of the current unit and the area surrounding it. Attendees were able to take pictures. Once complete, the attendees walked back inside Building 1044 to RM 308 for the first Computer Room Air Conditioning (CRAC) unit and did a walk-through of the unit. Pictures were allowed to be taken at this site as well. Once complete, all attendees had to remove all electronic devices to enter the secure area in Building 1044 and view the 2nd CRAC unit. No pictures were allowed to be taken. Once completed, all participants returned to the conference room and were dismissed.

7. A total of three 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 nonresponsive and will not be considered for award.

9. The pre-bid conference and site visit concluded at 10:00 AM on July 23, 2025.

VIRGINIA N. CLARKE, MSgt, NMANG Contract Specialist