Site_Visit_minutes_18R0013_19_Sep_18.pdf

MEMORANDUM FOR RECORD

21 September 2018

SUBJECT: Site Visit minutes on Solicitation W912CN‐18‐R‐0013, Grounds Maintenance.

Group met in the foyer of building 108. Waited until 0810 when the last contractor who responded to attending the site visit arrived. Moved into the Resource Management Conference Room on the 1st floor to discuss the solicitation and site visit.

Had all sign in (See attached sign in roster) 1‐12 were at the meeting. There were twelve in attendance plus myself. Introduced the current COR Mr. Tanaka and his replacement Mr. Malazarte.

Stated the purpose of the site visit and noted we would only be seeing one of the newest area’s added on this requirement (GTA).

Re‐stated that this was a competitive 8a set‐a‐side and all need to get with their cognizant Small

Business Administration (SBA) to insure they meet this requirement prior to award and any teaming, mentoring etc. being planned needed to be approved by their SBA office prior to award. Noted that they are required to perform 51% of the work as required by the SBA. As well as a Low Priced Technically

Acceptable (LPTA) acquisition.

Stated that all questions were required in writing and were due by 1600 HST on Friday 21

September 2018. Any questions asked during the site visit would be deferred to be in writing.

Made a clarification that the TE1B map was recently updated and would be part of the amendment when released with the questions answered within 10 days (Estimated 1 October 2018).

Additionally, informed them that TE4 was being amended as well. In addition to TE1B, TE1A1 (GTA) was forthcoming.

Stated that they needed to comply with 52.212‐1 as addendum when submitting their proposals. Further stressed that it was their responsibility to have the proposal here by the date and time set forth in Block 8 of the DD1449 solicitation (11 Oct 2018 by 1200 PM (HST)). Reminded that we are requesting a sanitized copy of their proposal for evaluation and that they needed to provide the two technical submittals (Staffing and management plan and a Transition Plan). Finally noted that their Past

Performance worksheet was needed, but was not being evaluated, but being used for responsibility determination.

Reminded all that we were currently under the Wage Determination 2015‐5689 Revision 7 as provided in the solicitation.

Further reminded them that they were responsible for any taxes required to be covered.

Especially the General Excise Tax (GET) that Hawaii assess on all supplies and services etc. when performing any work on the Hawaiian Islands.

Stated that the Government plans on awarding without discussions and that they should provide their best prices at submission of their proposals. Again reminded that this was a LPTA acquisition.

Departed at 0835 for the GTA area. 1st stop was at the entrance to the area off Lyman at South

Range Road. During this stop, Mr. Tanaka informed all that there was a requirement of 10 feet on either side of the road to the end of the paved road. He further stipulated that the left embankment and right embankments at the entrance area of this road was required up to the crescent of the embankment.

The area was higher than normal and the question was asked about whether it would be cut by the start of the contract. My response was that needed to be addressed in the questions due Friday 21

September 2018. Mr. Tanaka further clarified that some areas along the road were only a few feet versus the complete 10 and vice versa that some areas extended beyond the 10 feet points and would be on the map accordingly. In addition, it was noted that herbiciding would extend 3 feet into the controlled area sprayed from the outside are of the fence. Mr. Muraoka of SureCan LLC arrived and signed in.

The second stop along the way was near a stream and again Mr. Tanaka stated the 10 feet area.

The third stop was in front of the new training facilities. On the Right was a large “Parade” field that would be required to be cut all the way to the fence line on the other side of the road that went into the large training facility. Mr. Tanaka stated that the Left side of the street was maintained by the occupants of those facilities. Then proceeded to the parking area of the large training building to show that area excluding the mediums in the parking lot.

The final stop was at the end of the paved road and the area cutting was ended. Before all departed, I reminded all that questions were due by 1600 HST on Friday 21 September 2018 and thanked them for attending.

Upon arriving back to the office, I was informed three others showed up late. Two from Cascade and a third representing Primetech LLC. Ms. Sprouge came back at 1030 and was only given the information up to the departure of the site visit. Informed her were we visited and reminded her of the questions were due Friday 21 September 2018 at 1600 HST. Had her sign in on the sign in sheet #14.

DARRYL E. WEAVER

Contract Specialist