Pre-Proposal Conference minutes_B403 CYBER.pdf

W50S8R-26-R-A005 - PRE-PROPOSAL CONFERENCE, SITE VISIT - MINUTES

179 CW/MSC 09 June 2026

MEMORANDUM FOR RECORD

SUBJECT: Pre-Proposal Conference, Site Visit Solicitation: W50S8R-26-R-A005

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

1. The site visit was conducted on 09 Jun 26, @ 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. Joe Logan, 179CW Civil Engineering

d. James Kliewer, Capt, 179CW BCO

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

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. If prime contractors are contacted by subcontractors who have performed at the base previously, this is not an endorsement by the Government of subcontractor. Who the prime contractor chooses to utilize as a subcontractor is entirely their prerogative.

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.

d. Contractors were encouraged to ensure they understand the system they are required to submit proposal documentation in (suggested to test submitting documents in system, if they haven’t used PIEE to electronically submit proposals or bids previously.

e. Ensure solicitation is read thoroughly. Note the complete proposal 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 proposal due date may 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.

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 proposal due date/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.

l. CLIN 0002 – Telecommunications, is a part of the base bid (has its’ own, separate CLIN due to difference in type of funding it is being paid with). The pricing that should cover this CLIN, is for the materials, equipment, and labor associated with the Telecommunications requirement only (e.g. fiber, cable trays, data ports, etc., etc.).

m. Contractors were reminded that CLIN 0003, Option 01 - Electronic Security Systems (ESS) requirement, Spec section 28 10 05, is a sole source requirement. The Advantor point of contact information is contained in Section 00 21 00 of solicitation. Contractors can reach out to the Contracting Officer if there are any issues obtaining pricing back from Advantor.

n. The Uninterruptable Power System (UPS), Audio/Visual (A/V), and Furniture, Fixtures, &

Equipment (FF&E) are not to be provided by contractor as part of this project. All references in specs and drawings to any of these items for spacing and awareness of what is going where. Contractor is only responsible for performing up to the point where these items can “plug & play”/be installed. This also includes base bid services related to ESS (CLIN 0003) and Back-up Generator & Load Bank (CLIN 0004). The UPS, A/V, and FF&E will be obtained by the Government post-completion of this project.

o. CLIN’s 0003 (Option 01) and 0004 (Option 02) should be priced as if they were to be exercised as options, in calendar year 2027.

p. RFI’s submitted prior to pre-proposal conference were discussed. Formal answers will be posted to master RFI response document, in SAM.gov.

q. Contractor inquired as to whether the Government would entertain value-engineering alternatives to what is currently in the spec’s and drawings.

• Yes, value engineering alternatives would be considered. Ensure contractor’s submit RFI related to anything specific, if it is to impact their proposal pricing.

r. Solicitation is UNRESTRICTED

• Slides handed out erroneously included a reference to solicitation being set-aside for small businesses/has been fixed (as well as a reference in solicitation section 00 22 16).

s. Subcontracting Plan submission requirements applies to Large businesses only.

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

a. Attendees were shown the staging/storage/laydown area (parking apron in front of B409 Hangar).

b. Attendees walked the interior and exterior of building, and were given access to all rooms, and were allowed to take pictures of any areas they requested to.

c. Contractors inquired as to the amount of Government equipment and materials currently occupying the facility. The building will be vacated of these materials and equipment prior to onsite start. ***ACTION ITEM FOR CE***

d. Contractors had questions regarding staging (ensure RFI is submitted); requested pictures of building interior, and any updates to utility mapping of area.

e. Contractors were reminded of the following:

• Read entire solicitation.

• Ensure subcontractors are reviewing both specifications and drawings.

• Specifications overrule drawings (in case there is conflict between the two).

• If it’s in the specifications but not in drawings, it’s required.

• If it’s in the drawings but not specifications, it’s required.

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