Pre-Bid Site Visit Minutes and Sign-In Sheet W912HN25BA020.pdf
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- Solicitation number
- W912HN25BA020
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These are the minutes of a pre-bid site visit for a U.S. Army Corps of Engineers (USACE) project to construct fixed wing runway shoulders at Fort Benning, Georgia. The solicitation (W912HN25BA020) is a 100% small business set-aside, firm fixed-price sealed bid with an estimated construction cost between $5M and $10M. The project involves constructing 25-foot asphalt paved shoulders on both sides of an approximately 10,000-foot runway, including grading, edge lighting realignment, and careful phasing to maintain runway operational status.
Key contract details include a 480-calendar day base performance period, with bids due by 11:00 AM EDT on September 9, 2025. The work will be executed in three distinct construction phases, with critical operational constraints requiring minimal interference with airfield activities. Working hours vary by phase, including daytime hours (7:00 AM to 6:30 PM) for phases 1 and 2, and nighttime hours (10:00 PM to 6:30 AM) for phase 3. Bidders must submit questions via ProjNet no later than 10 calendar days before the proposal due date, and all bid submissions must be made electronically through the Procurement Integrated Enterprise Environment (PIEE) Solicitation Module.
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Minutes of Meeting: Pre-Site Construction Visit
Project Name: CONSTRUCT FIXED WING RUNWAY SHOULDERS Solicitation No.: W912HN25BA020 Date: August 20, 2025 Time: 2:00 PM EDT Location: Building 2485 conference room and LAAF Runway, Fort Benning GA
1.0 Meeting Participants
• U.S. Army Corps of Engineers (USACE): See attached Sign-in Sheet
• Prospective Bidders: A sign-in sheet was circulated and collected.
2.0 Introductions The meeting was led by Eddie Culpepper, Fort Benning Area Engineer.
Introductions were made by the USACE team, and all prospective bidders were asked to sign the official roster. The purpose of the meeting was to provide an overview of the project, clarify key solicitation details, and conduct a site walk.
3.0 Project Overview and Scope of Work: The USACE team provided an overview of the project. The work involves site improvement and the construction of new runway shoulders along the existing approximately 10,000-foot runway. Key scope items were discussed:
• Construction of 25-foot asphalt paved shoulders on both sides of the runway.
• Grading of the shoulders to tie into the grassed areas at a maximum slope of 4%.
• Adjusting and realigning the existing runway edge and threshold lighting to match the new grade of the paved shoulders.
• The project will be executed in three distinct construction phases. The contractor must ensure each phase is operational before beginning work on the next phase that would interfere with normal operations.
• Critical Operational Constraint: The LAAF Runway 33-15 will remain active for the duration of the project. The contractor's operations must cause minimal interference with normal airfield activity. Any full runway shutdown periods will require prior authorization from Airfield Operations through the Contracting Officer.
4.0 Key Solicitation and Contract Information The following information was provided for the benefit of prospective bidders:
• Type of Solicitation: Sealed Bid (IFB)
• Contract Type: 100% Total Small Business Set-Aside, Firm Fixed Price
• Construction Cost Limitation (CCL): The estimated CCL is $5M to $10M.
• Period of Performance: The base period is 480 calendar days from the Notice to Proceed (NTP).
• Bid Submission: Bids must be submitted electronically via the Procurement Integrated Enterprise Environment (PIEE) Solicitation Module.
• Bid Due Date: Bids are due by 11:00 AM EDT on September 9, 2025, at which time they will be publicly opened.
5.0 Site-Specific Notes and Requirements: The USACE team highlighted key requirements from Section 00 21 00 of the solicitation:
• Working Hours:
o Phase 1 & 2: Regular working hours were confirmed to be Monday through Friday, 7:00 AM to 6:30 PM.
o Phase 3: Regular hours were confirmed to be nighttime hours (10:00 PM to 6:30 AM) on weekdays, and daytime hours on weekends (7:00 AM to 6:30
PM).
o There will be approximately 2 weeks for the airfield to shut down, but dates are to be determined after award.
• Work Outside Regular Hours: Any work outside these hours requires Contracting Officer approval. A formal application must be submitted 21 calendar days in advance.
• Restricted Access Areas: The government will monitor all work areas. The Contracting Officer must be notified at least 14 calendar days prior to starting work in any restricted areas.
• Schedule: Stressed the importance of establishing a project schedule after award and adherence to the approved schedule so as not to impact user operations.
6.0 Questions and Logistics The process for submitting questions was reviewed:
• All questions related to the solicitation must be submitted formally via ProjNet as a Bidder Inquiry.
• The deadline for inquiries is 10 calendar days prior to the proposal due date.
• Attendees were reminded that they are permitted to take photos during the site visit but must remain aware of their surroundings for safety.
7.0 Conclusion of Meeting: After the meeting in the conference room, it began to rain with lightning in the area. Site visit was delayed due to this weather. Multiple contractors opted out of the actual site visit after the meeting. After the rain delay, the remaining contractors along with the user and USACE PE drove the site.
| LAAF Runway Shoulder - Pre-Bid Site Visit - Minutes.pdf |
| Document (002).pdf |
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