Pre-Bid Conference minutes_Complex.pdf

W50S8R-22-B-0001 - PRE-BID CONFERENCE - SITE VISIT MINUTES

179 AW/MSC 06 October 2022

MEMORANDUM FOR RECORD

SUBJECT: Pre-Bid Conference, Site Visit

Solicitation: W50S8R-22-B-0001, Camp Perry Logistics Complex

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

1. The site visit was conducted on 06 Oct 22, @ 10:00am. List of contractor attendees is attached.

The following Government personnel were present:

a. Gordon Strom, 179AW Contracting Officer

b. Travis Fox, Maj, 200th RHS Base Civil Engineer

2. Everyone was welcomed; handouts of slide show presentation were provided. The following was discussed (slides attached):

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

Government; they are welcome to attend, interact with other contractors as they choose.

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 they may know from previous experience.

c. Pictures are authorized; no current restrictions apply.

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

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.

• It was briefly discussed that bid opening may be held at the 179th Airlift

Wing – that will not be the case. Bid opening shall be held at Camp Perry

ANG base (same building, same room).

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

f. 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).

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

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

h. All were reminded that RFI’s shall be in writing (utilizing RFI format sent out with solicitation), and are due no later than 5 business days prior to bid due date (with bid opening day/time of 06 Oct 22/1:00PM (EST), that would make RFI no-later-than submission day/time of 28 Oct 22/1:00PM (EST).

i. Contractors (primes and any subcontractors) SHALL NOT contact AE or 200th personnel. All RFI’s/contact related to this project is restricted to submission to the

Contracting Officer (Gordon Strom). Subcontractors shall route their RFI’s through prime contractor.

j. Contractors were reminded that they are only responsible for what contained within the specifications, drawings, and all other information provided prior to bid submission (answered RFI’s, etc.), which include references to required regulations that apply. In the event of changes to any conditions, unforeseen conditions, etc., those will be handled post-award.

k. Contractors were reminded to ensure subcontractors are reading BOTH the specifications and the drawings, and that disciplines that cross-impact each other’s efforts, are coordinating where necessary.

l. Contractors were encouraged to ensure each CLIN is appropriated priced (don’t front-load or back-load Option CLIN’s), as it is not known yet which – if any options will be awarded (and would not necessarily be awarded in order, if funding is available and can be included in initial contract award).

3. Site visit followed pre-bid conference, where the following was noted.

a. Attendees viewed work site, including interior of buildings to be demolished as part of base bid requirement.

b. Contractor inquired as to whether an alternate piece of equipment that would meet

Government’s need (but not be in line with specification requirements). Contractors are encouraged to inquire/submit RFI for anything that meets this criteria, as some solutions may be acceptable, others may not (and could impact bid pricing).

c. Contractors inquired required outside coordination requirements, and were encouraged to check for the few outside coordination efforts that may be required

(e.g. EPA).

d. Contractors were shown building 4 (Option for demolition). There were questions regarding existing equipment (what is going over to new building, what will remain for contractor to dispose of, etc.). If there is not a specific equipment listing that clarifies this, within applicable drawings, or specifications, make sure RFI is submitted.

Note: If there are any questions related to these minutes or any aspect of this project, please contact Gordon Strom 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. Also note SAM updates, to ensure all RFI’s have been answered.

GORDON STROM, Ohio ANG

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