Pre-Bid Conference minutes_Relocate SCIF.pdf

W50S8R-22-B-0002 - PRE-BID CONFERENCE - SITE VISIT MINUTES

179 AW/MSC 28 August 2022

MEMORANDUM FOR RECORD

SUBJECT: Pre-Bid Conference, Site Visit

Solicitation: W50S8R-22-B-0002, Relocate SCIF

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

1. The site visit was conducted on 25 Aug 22, @ 10:00am. List of contractor attendees is attached.

The following Government personnel were present:

a. Gordon Strom, 179AW Contracting Officer

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

c. David Krutsch, 179AW Communications Flight

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; no current restrictions apply.

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. 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. 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/apron). The parameters for this will be set during post-award phase/pre-construction meeting.

i. 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 due date as 19 Sep 22, that would make RFI no-later-than submission date 14 Sep 22.

j. Contractors (primes and any subcontractors) SHALL NOT contact any 179th Civil 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.

• NOTE: individuals/companies have been contacting other 179th personnel;

this will only waste the time of both inquirer and 179th personnel.

k. Contractors had questions/concerns related to Advantor-related requirements (namely

Advantor POC responsiveness, and companies knowledge of project/their part to play in bid submission process).

• UPDATE: Advantor was contacted by Contracting Officer, regarding issues/concerns. They stated that they are on track with contractor’s bid needs, and will be providing proposals for specific contractors who have been in contact with them.

l. Contractors identified conflict within statement of work.

• Submit RFI; however, the conflicts were noted and applicable personnel are aware of changes that need to be made to provide clarity.

m. Based on valid electrical questions already submitted, additional Fort Smith, AR site visit was discussed.

• Another site visit is being coordinated with Fort Smith, AR personnel; date and time will be posted to SAM site once established.

n. Contractors were reminded that they are only responsible for what the statement of work, and all other information provided prior to bid submission (answered RFI’s, etc.), provides. In the event of changes to any conditions, unforeseen conditions, etc., those will be handled post-award.

3. All proceeded to B409/hangar area, where the following was noted.

a. Measurements taken onsite alluded to hangar floor size available for use to accommodate SCIF (length or depth) was not enough, based on design document measurements, which caused much consternation for all present at site visit.

However, post-site visit, the following was determined:

• The measuring wheel used by 179th personnel to measure was extremely inaccurate (off by 1’ for every 20’ measured) and has been duly disposed of.

• The actual measured space available for use to accommodate SCIF is 163’ x

73’.

b. There were various structures and equipment present that are currently on schedule to have demolished, or modified, to ensure max usable floor space for SCIF. That includes mezzanines (except for section that supports air handler), foam suppression system, ducts on side wall that currently are below the height of SCIF.

c. Contractors had several questions regarding where sizable equipment can be located

(or if the Government has preferred locations), as these locations will impact how to bid. All were reminded to submit RFI’s for all of these.

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