Pre-Bid Conference minutes_B403.pdf

W50S8R-21-B-0001 - PRE-BID CONFERENCE - SITE VISIT MINUTES

179 AW/MSC 05 November 2020

MEMORANDUM FOR RECORD

SUBJECT: Pre-Bid Conference, Site Visit

Solicitation: W50S8R-21-B-0001, Add/Alter for B403 Corrosion Control

Location and/or Unit: 179th AW, Mansfield Ohio ANG

1. The site visit was conducted on 05 Nov 20, @ 10:00am. List of contractor attendees is attached.

The following Government personnel were present:

a. Gordon Strom, 179AW Contracting Office

b. James Kliewer, LT, 179AW, Contracting Office, OIC

c. Kiet Chung, Maj, 179AW/BCE

2. Everyone was welcomed; handouts of slide show presentation were provided. The following was discussed (see slides for all topics covered):

a. Subcontractors present are not to be considered as an endorsement by the

Government; they are welcome to attend, interact with other contractors of their volition.

b. Any contractors present who have performed work for the Government are to keep discussions and conversations specific to this project only – no sidebar conversations or inquiries related to past, present or future work is to be a topic of discussion. The same applies to any relationships any contractor personnel may have with other

Government personnel who currently work at the 179th Airlift Wing.

c. Pictures are authorized; however, no pictures shall include any part of aircraft or aircraft parking apron/flight line.

d. Bid opening will be in same building/same room as the pre-bid conference (B164-

Aircrew Briefing Room). Contractors are cautioned – should they choose to hand-walk bid package to bid opening, to ensure they hand-deliver package to Contracting

Officer no later than bid closing time.

e. Reminder regarding CLIN’s:

CLIN 0001 is Base Bid; price should be inclusive of everything related to project (including project management software/attachment 06), except that specific to each ABI. CLIN’s 0002-0005 are additive bid items (ABI’s).

ABI’s are listed in order of importance and will only be included in resulting contract action if price is reasonable and funds are available. Note that none, only one, or all ABI’s may be awarded. ABI’s will be awarded in order (e.g.

#4 will not be awarded, if #1-#3 are not awarded).

As-builts, O&M manuals, Final Inspection – Single payment items;

complete submission/acceptance = authorized to pay.

f. Ensure solicitation is read thoroughly. Note the complete bid package submission requirements.

g. Submission of RFI’s should be in as timely a manner as possible/is critical, and will be answered in as expeditiously a manner as possible. In the event that pertinent

RFI(s) submitted within the stated timeframes of solicitation are not answered in a timely manner, the bid opening date will most likely be extended to accommodate via solicitation amendment (Contracting Officer determination).

h. ALL RFI’s will be answered on a non-attribution basis; Contracting Opportunities

(via BetaSAM site) will be sole site/source for obtaining answers/supporting documents if applicable, as well as any official solicitation amendments and/or addendums.

i. Availability and use of utility services (see DIV 1, Part 50, Part 3.3 Availability and

Use of Utility Services). This section will be updated from its’ current information.

There is normally language present in specifications that alludes to certain amount of utilities being available for contractor use (i.e. within reason/normal usage, etc.).

j. Site parking lot area should be fully owned/useable by contractor once onsite (to include staging/storage/etc). Staging/storage area is available on base (gravel lot/Mathis Park). The parameters for this will be set during post-award phase/pre-construction meeting.

k. All were reminded that RFI’s shall be in writing (utilizing RFI template sent out with solicitation)/document in expandable format, and are due no later than 5 business days prior to bid due date (with bid due date as 07 Dec 20, that would make RFI no-later-than submission date 01 Dec 20).

l. Contractors (primes and any subcontractors) SHALL NOT contact the

Architect/Engineer (AE) or any personnel who have worked for the AE to assist with design of project, as well as any 179th Civil Engineering (CE) personnel. All

RFI’s/contact related to this project is restricted the Contracting Officer (Gordon

Strom). Subcontractors shall route their RFI’s through prime contractor.

3. There were no other questions at this time; all proceeded to B164 parking lot to view site and surrounding area, where the following was noted.

a. Former hazardous storage area currently has equipment/materials present (it is the

Government’s responsibility to ensure these items are removed prior to contractor on-site start date/mobilization).

b. Storage/staging area is adjacent to building, along with some space for parking, etc.

(definitized parameters will be set post-award).

c. There is 2 pieces of sizeable equipment within building that will remain during course of renovation/construction. If prime contractors wish to have impacted subcontractors be able to view site/assess impact of said equipment, Contracting Officer shall be notified of this request no later than 12 Nov 20 (4:30pm). A follow-on site visit (only for those prime contractors that attended initial site visit) shall be granted for these purposes only. The follow-on/subcontractor site visit will be set for a day later in the week of 16 Nov 20.

Note: If there are any questions related to these minutes or any aspect of this project, please contact Gordon Strom at 419-520-6390 or via email gordon.strom.1@us.af.mil (questions asked over the phone will be taken out of courtesy; however, the Government will only be responsible for those that are answered in writing). Due to current operations, ensure that you receive a response when submitting RFI, that it has been received.

GORDON STROM, Ohio ANG

Contracting Officer mailto:gordon.strom.1@us.af.mil