Pre-Bid Conference minutes_B409 Roof Repair.pdf
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- Attached to
- B409 ROOF REPAIR
- Solicitation number
- W50S8R-25-B-A001
About this file
This is a pre-bid conference and site visit minutes document for solicitation W50S8R-25-B-A001, B409 Roof Repair project at the 179th CW, Mansfield Ohio ANG, conducted on January 23, 2025. The meeting included government personnel from contracting, civil engineering, safety office, and COG representatives.
The minutes detail key instructions for contractors, including: RFI submissions must be made at least 5 business days before bid opening (scheduled for February 20, 2025); all communications must go through the Contracting Officer Gordon Strom with no direct contact allowed with base personnel or designer; contractors must monitor SAM.gov daily for updates; and bid packages must be hand-delivered by the closing time accounting for base access delays. During the site visit, contractors walked the building perimeter and accessed flat roofs and building interior. Contractors raised questions about staging areas, requested interior building photos, and inquired about utility mapping updates. The document emphasizes that all questions, even those asked during the site visit, must be formally submitted through the RFI process using the format specified in section 00 21 00 of the solicitation.
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W50S8R-25-B-A001 - PRE-BID CONFERENCE - SITE VISIT MINUTES
179 CW/MSC 28 January 2025
MEMORANDUM FOR RECORD
SUBJECT: Pre-Bid Conference, Site Visit
Solicitation: W50S8R-25-B-A001, B409 Roof Repair
Location and/or Unit: 179th CW, Mansfield Ohio ANG
1. The site visit was conducted on 23 Jan 2025, @ 1:00pm. 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. Jennifer Reed, 179th Safety Office
d. Jeff Snyder, 179th Contracting Office
e. Capt Hall, 179th COG
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; 179th COG representative will advise regarding any restrictions if contractors require interior access to building.
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. Time for contractors to gain base access should be accounted for.
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
W50S8R-25-B-A001 - PRE-BID CONFERENCE - SITE VISIT MINUTES
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.
g. ALL RFI’s will be answered on a non-attribution basis; Contracting Opportunities (via
SAM.gov 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.
i. Contractors (primes and any subcontractors) SHALL NOT contact 179th personnel or the designer of record (AE). 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 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 walked perimeter of building, and were given access to flat roofs and interior of building.
b. Contractors had questions regarding staging (ensure RFI is submitted); requested pictures of building interior, and any updates to utility mapping of area.
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
| 2025-01-28T11:59:01-0500 | |
| STROM.GORDON.M.1134104100 |
File details come from the government source that posted it. Updated .