Pre-Bid Meeting Minutes MFR W50S9C23B0001.pdf

NATIONAL GUARD BUREAU

UNITED STATES PROPERTY AND FISCAL OFFICE OF VERMONT

789 VERMONT NATIONAL GUARD ROAD

COLCHESTER, VERMONT 05446-3099

NGVT-PFO-PC 15 August 2023

MEMORANDUM FOR RECORD

SUBJECT: MINUTES OF PRE-BID CONFERENCE AND SITE VISIT, SOLICITATION

W50S9C-23-B-0001, EXPAND PHOTOVOLTAIC (PV) ARRAY

15 August 2023 / Start 10:10 A.M. / Complete 11:37 A.M.

1. The list of contractors attending the meeting provided on the attached sign-in sheet.

2. Government personnel attendance is on the bottom of the sign-in sheet.

3. Mr. James A. Belaski, Contracting Officer, provided a power point slide presentation on the solicitation to all attendees. Mr. John Askew, LN Consulting (Engineering Consultant), provided an overview of the project.

4. Mr. Belaski informed attendees that the Attendance Roster, Power Point slide presentation, and an on-going list of Question and Answers (Q&A) would be uploaded to SAM.gov for access by all.

5. Mr. Belaski informed the group that the (Q&A) will be updated periodically at SAM.gov and they should check frequently for updates. The final version will be incorporated by Addendum into the solicitation.

6. The group then completed a site walk of the project to review existing conditions.

7. The pre-bid conference and site visit concluded at 11:37 AM.

JAMES A. BELASKI

CONTRACTING OFFICER

Attachments:

Attendance Roster Power Point Slides

Company First Last Phone

Midwest Electrical Construction, Inc. Dean Lackey 785-554-8346

Jingoli Power LLC Leon Dubinchick 609-512-3111

Peck Electric Chirs Trono 802-658-3378

Peck Electric Kent Stafford 802-658-3378

Kingsbury Companies LLC Jerry Tomlinson 802-779-2816

Kingsbury Companies LLC Jordan Newquist 802-552-4257

GW Tatro Construction, Inc. Nicholas Raftery 802-644-8875

SD Ireland Brothers Corp Mathew Wheeler 802-324-5726

Norwich Technologies, Inc Robert Boylan 802-281-3213

Norwich Technologies, Inc Parker Hatch 802-281-3213

Kore Solutions Jon Howell 802-279-1708

Wright & Morrissey Douglas Young 802-363-8474

Sterling Mountain Solar Jeff Holmes 802-793-2211

Government Personnel

Smith Alvarez Sienkiewycz PC - Architect Sherry Libby 802-238-3469

LN Consulting John Askew 802-318-8166

VTARNG - Contracting Officer James Belaski 802-338-3186

VTARNG - Contract Specialist Donald Luby 802-338-3944

VTANG - Contract Specialist Kristen Lucey 802-660-5443

VTANG - Contract Specialist James Yoshikawa 802-660-5423

VTANG Engineering - (Contracting Officer Rep) Dayton Brown 802-660-5293

VTANG Engineering (CTR Windwalker Group) Chris Day 802-660-5336

Photovoltaic Expansion CURZ149601 Pre-Bid & Site Visit Attendance - 15 Aug 2023 @ 10:00 AM

W50S9C-23-B-0001

158th Fighter Wing

Please Sign In

W50S9C-23-B-0001

Expand Photovoltaic (PV) Array

CURZ 149601

Pre-Bid

August 15, 2023

10:00 AM

158th FW, South Burlington, VT

INTRODUCTION

• Mr. James A. Belaski – Contracting Officer

• TSgt James R. Yoshikawa – Contract Specialist

• 1st Lt Dayton Brown – Deputy Base Civil Engineer /Contracting Officer Representative (COR)

• Ms. Sherry Libby - Smith Alvarez Sienkiewycz Architects P.C.

• Mr.– John Askew - LN Consulting

Pre Bid Discussions

• Solicitation Section 00100 4.5

• Information provided at this conference or site visit shall not qualify the terms and conditions of the solicitation and specifications. Terms of the solicitation and specifications remain unchanged unless the solicitation is amended in writing. If an amendment is issued, normal procedures relating to the acknowledgment and receipt of solicitation amendments shall apply.

• Bottom Line – No matter what is discussed or said, provide bid based - on plans, specifications, addendums, and written documents only.

SCOPE OF CONTRACT

• Magnitude - $1,000,000 - $5,000,000

• One Firm-Fixed Price Contract will be awarded

• FAR 52.216-1

• Small Business Set-Aside

• NAICS Code 237130; Small Business Size $45M

• Period of Performance – 600 Days after Notice to Proceed.

• Registered in SAM – Interested offerors must be registered. Go to https://www.sam.gov to register.

SOLICITATION, PLANS &

SPECIFICATIONS

• On the Web – www.sam.gov

• Solicitation

• Exhibits

• Questions & Answers Document

• Amendments

• Check Regularly

Section 00010 Contract Line Items (CLINS)

• 0001 CURZ 149601 Energy PV Expansion

• 0002 Option #1 Recloser

• 0003 Option #2 Transformer 750 KVA

• 0004 Option #3 KW PV

• 0005 Option #4 Change BESS 250 KW/ 250 KWH

• 0006 Option #5 Change BESS 250 KW/500 KWH

• 0007 Option #6 Stone Drainage Cover

Section 00010 Contract Line Items (CLINS)

Helpful Hints

• Only provide price information for each CLIN.

• Do not write - explanations, exceptions, qualifications on the bid. (This could result in bid rejection)

When in doubt.….submit a question

Offer (Bid) Guarantee

• Solicitation Item 13 B

• An Offer Guarantee “is” Required

• FAR 52.228-1 Bid Guarantee (SEP 1996)

• shall be 20% of the bid price or $3 Million whichever is less

Period of Performance

52.211-10 Commencement, Prosecution, and

Completion of Work (Apr 1984)

The Contractor shall be required to (a) commence work under this contract within 30 calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use not later than 600 calendar days for all work including all exercised options. The time stated for completion shall include final cleanup of the premises.

Period of Performance

Projected Timeline

• Bid Opening – Currently 23 August 2023

• Contract Award – Late September 2023 (Tentative)

• Performance & Payment Bonds Approval – Early Oct

• Pre-Performance Conference / NTP – Mid Oct

Liquidated Damages

• Liquidated Damages Apply (Section 00700)

• FAR Clause 52.211-12

• Amount of $977.00 for each calendar day of delay until the work is completed or accepted.

• One-time charge of $153.00 For legal services.

Questions

• SUBMIT YOUR QUESTIONS EARLY

• Questions must be Submitted as shown in Section 00100 Para 5. Email to:

james.a.belaski.civ@army.mil and james.yoshikawa@us.af.mil

• Subject Line: Solicitation No. W50S9C-23-B-0001

• Submit Questions no later than the 5th business day prior to bid due date. (18 Aug 23)

• DO NOT contact Government Engineering or the Architect- Engineer – This will delay response time

Bid Due Date

• Bid Due: 23 August 2023, 3:00 PM Local Time (Solicitation - Page 1 Block 13 a)

• Bid Opening (Solicitation Section 00100 Para 6)

• Location:

Vermont Air National Guard

Logistics Readiness Bldg 70 Room #230

45 NCO Drive

South Burlington, VT 05403

• Fax or Email Proposals

Will “NOT” be accepted

• Please Note Base Access Requirements in Para 6.

Complete Bid Package

• A complete bid package must contain:

(a) Offer, Standard Form (SF) 1442 pages 1 & 2 completed and signed

(b) Section 00010 Line Items- all items must be priced

(c) A valid Bid Bond. Standard Form 24.

(d) Section 00600, Representations and Certifications, completed and return only additional certifications found in this section. In addition, the offeror must have entered current and complete data within the past year in Online Representations and Certifications (ORCA), is https://sam.gov.

Complete Bid Package (cont)

• Section 00600 Representations and Certifications

• Please read carefully and complete as needed if you haven’t updated Reps & Certs recently at SAM.gov

• Make sure to find, and mark, the little blanks.

• Covered Telecommunication Equip or Services (New)

• 52.204-24 (OCT 2020)

• 52.204-26 (OCT 2020)

• 252.204-7007 (NOV 2020)

Complete Bid Package - continued

(e) When completing the “Offeror” portion of the SF 1442 (Blocks 14 – 20), an official having the authority to contractually bind the company must sign the SF 1442 in accordance with FAR 4.102. At least one of the SF 1442’s shall have an original signature.

(f) All amendments to the solicitation must be acknowledged.

(g) Mark the front of the envelope with the following: “BID No.

W50S9C-23-B-0001”, and the Name and Address of Bidder.

(See Block 13A of SF 1442 for required number of copies.)

Amendment - Page 1 Acknowledgement

Solicitation - Page 2 Acknowledgement of Amendments

Architect - Engineer Project Overview

Ms. Sherry Libby

Smith Alvarez Sienkiewycz Architects, P.C.

Mr. John Askew

LN Consulting

Project Overview

Project Site Drawing

SITE VISIT

• Any Preliminary Questions?

• Security & Photo Procedures

• Let’s go to the site!