Site Visit Minutes.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 107th ATTACK WING

NIAGARA FALLS NY

21 April 2025

MEMORANDUM FOR RECORD

FROM: 107 ATKW/MSG/MSC

SUBJECT: Minutes for Pre-Proposal Conference, Multiple Award Task Order Contract (MATOC), Solicitation W50S8H-25-R-A010

1. On 15 April 2025 at 1300 a site visit was conducted for all prospective contractors regarding the MATOC at the 174th Attack Wing in Syracuse, NY.

2. The list of contractors who attended the meeting are shown on the attached sign-in sheet. The following Government representatives attended the subject meeting:

Name Position Mrs. Hemwaite Peretta Chief of Contracting, NY Mrs. Ashley Pace Supervisory Contract Specialist Ms. Melissa Santoro Supervisory Contract Specialist Major Richard Peirson Contract Specialist Lt Rusty Renn Contract Specialist MSgt Jennifer DeWispelaere Contract Specialist MSgt Briana McCaffery Contract Specialist Lt Col David Livesay 174th Base Civil Engineer Major Michael Cutliff 174th Deputy Base Civil Engineer

3. The meeting started with a briefing conducted by Major Richard Peirson, contract specialist, in the wing conference room. The following items were discussed during the pre-proposal conference:

a. All proposals shall be submitted through the PIEE solicitation module. Advised contractors to access site sooner than later to ensure they can submit a proposal.

Instructions are listed in the solicitation.

b. There will be 3 evaluation factors: corporate experience, past performance, and single project bonding capacity. The contractors were also advised the bonding company must be listed on the US Treasury website. Past performance is due within 15 days of the solicitation closing date.

c. Melissa Santoro clarified that the mechanical systems requirement is $50,000 (the slide showed $100,000).

d. Proposals are due no later than 1600 EST on 5 May 2025.

4. At the conclusion of the briefing, the following questions were asked:

Question: Does past performance need to be Government work?

Answer: No, it does not.

Question: Is new construction considered from the ground up?

Answer: Yes.

Question: Is there a forecast of projects that will be completed?

Answer: We will look into the possibility of posting our upcoming projects to SAM.gov.

Question: Do we look on SAM.gov for task orders?

Answer: No, you will be directly solicited via email with the other candidates.

Question: Is there an initial disbursement where projects will be located?

Answer: Not currently because which projects get funding varies frequently.

Question: Subcontracting disciplines are listed but it looks like you are looking for a general contractor (GC). What are you looking for?

Answer: We are looking for you to act as the GC. You don’t need to do everything the subs would – it can only help if you do have these disciplines in-house.

Question: Will a bid bond be required for each task order?

Answer: Task orders will require bonding based upon the value of the contract; however, the offeror shall submit a signed letter from a surety company confirming that the offeror is capable of bonding to at least $2,000,000.00 for a single construction project.

Question: Can we submit electrical as a HVAC mechanical factor?

Answer: No, you need to be able to prove that you have a comprehensive understanding of the system overall, not just one aspect.

Question: Can we use 1 project, like a new construction, to cover roofing, new construction, and systems requirements?

Answer: Yes, but there is s till a 5 project minimum requirement. This helps us evaluate your past performance.

Question: Would an addition be considered new construction?

Answer: Yes.

Question: Will you have set-aside codes before task order phase?

Answer: No, set asides will be determined at task order level, not for the overall MATOC. The MATOC is set aside for small business with no further socio-economic status.

Question: Do any projects slated under MATOC have demo or abatement?

Answer: Yes, both.

Question: Will a mandatory site visit be required or is it plans/specs only?

Answer: We plan to have site visits for all work we will issue task orders for. This helps the Government and contractor to understand the full scope of the work requested.

Question: Page 4 of the solicitation requires us to identify what areas we want to work – will this exclude us from other areas?

Answer: No, this will not exclude you from working in other areas; however, we look at this when emailing for individual task orders to help cut down on administrative burden.

Question: Are you locked in for the 5 year ordering period for the MATOC?

Answer: Yes.

Question: Is there a regional requirement?

Answer: No, just that the work needed to be completed in New York.

Question: Are any projects design builds?

Answer: There may be in the future but nothing on a grand scale.

Question: Are you going to publicly announce awardees?

Answer: Yes.

Question: Will our licenses (electrical or otherwise) transfer to New York?

Answer: You need to check with your individual licensing boards; we are unable to answer this question as it is on an individual basis.

5. The pre-proposal conference concluded at 1345 hours.

JENNIFER DEWISPELAERE, MSgt, NYANG Contract Specialist, 107th Attack Wing