Pre-Bid Conference minutes_Comm Server Room.pdf

W50S8R-24-B-0001 - PRE-BID CONFERENCE - SITE VISIT MINUTES

179 CW/MSC 17 April 2024

MEMORANDUM FOR RECORD

SUBJECT: Pre-Bid Conference, Site Visit

Solicitation: W50S8R-24-B-0001, Comm Server Room

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

1. The site visit was conducted on 17 Apr 24, @ 10:00am. List of contractor attendees is attached.

The following Government personnel were present:

a. Gordon Strom, 179CW Contracting Officer

b. Clayton McCarthy, 179CW Deputy Base Civil Engineer

c. Elena Stelmaszak, 179CW Base Civil Engineering

d. David Krutsch, 179CW Communications Squadron

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

a. Subcontractors present (that are not accompanying prime contractors) 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 pictures where computer screens are visible in photos.

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.

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, 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). Any questions asked/responded to during site visit shall be submitted through RFI process, if contractor determines need for Government response to be in writing.

W50S8R-24-B-0001 - PRE-BID CONFERENCE - SITE VISIT MINUTES

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 in section 00 21 00 of solicitation), and due no later than at least 5 business days prior to bid due date (with bid opening day/time of 16 May 24/1:00PM (EST), that would make RFI no-later-than submission day/time of 08 May 24/1:00PM (EST). Slides state 10 May for final RFI submission date (that is a typo).

i. Contractors (primes and any subcontractors) SHALL NOT contact 179th 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 shall ensure BOTH the specifications and the drawings are reviewed, and that disciplines that cross-impact each other’s efforts are coordinating where necessary.

k. Contractors were reminded to check SAM.gov daily (at least once a day), for solicitation updates.

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

a. Attendees viewed server room and surrounding areas/room, including above ceiling tiles, below raised floors, and electrical panels.

b. Contractor inquired regarding ABI’s mentioned in current drawing set (ABI’s not listed in statement of work or solicitation). Government will be issuing revised drawing sheet(s) with references to ABI’s being extracted. ***CE ACTION ITEM***

c. Contractors were informed of space they’ll have available for utilization during performance.

d. Government is going to verify whether garage area adjacent to server room will be available for staging/storage of materials and equipment. ***COMM ACTION ITEM***

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).

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, GS-12, DAF

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