OPS_Site_Visit_Meeting_Minutes.pdf

ALABAMA AIR NATIONAL GUARD

HEADQUARTERS 187TH FIGHTER WING

5187 SELMA HIGHWAY

MONTGOMERY, ALABAMA 36108

31 January 2018

MEMORANDUM FOR RECORD

SUBJECT: Meeting Minutes for Pre-proposal/Site Visit – Squadron Operations Building Project

1. On 30 January 2018, a site visit for the Operations Building Project was conducted at 10:00 a.m. in the Civil Engineering Squadron Classroom. Personnel in attendance were noted on the sign in sheet that will be posted in conjunction with this memorandum. Introductions were made to include SMSgt Shanks as the lead contract specialist, Mr. Craig Kast (not in attendance due to family illness), lead contracting officer, Captain Adam Sanders, Base Civil Engineer and

Contracting Officer Representative (COR), and Seay, Seay & Litchfield, lead architects and engineer. No other introductions were made among the group.

2. The period of performance was noted at 500 days after notice to proceed. There was also a disclaimer included in the power point presentation that noted the government would award without discussions. The Request for Proposal (RFP) listed the requirements that must be followed when submitting packages. SMSgt Shanks stated that the first thing he is required to check is if a company is current in System for Award Management (SAM) and if they are not, then the package will be deemed unresponsive. He then went over the evaluation factors that are listed in the RFP and stated the government will evaluate as written. He also noted that in the past performance section he made a mistake when it came to the questionnaires and where they should be sent. He said that the RFP asked for them to be emailed back to the company, but it should have said that the questionnaires should be sent to the contracting office email from those that are filling out the questionnaire. The proposals are due 21 FEB 18 and signed by an officer of the company. They should be sent or delivered to the contracting office address. Electronic and Facsimile offers will not be accepted. For those wanting to drop off the proposals to the contracting office, SMSgt Shanks gave oral directions on where the contracting office was located in BLDG 1502.

3. SMSgt Shanks reiterated that the proposals will be evaluated based on the criteria listed in the

RFP and be awarded based on best value to the government, which does not mean price will be the overarching determining factor. As a small business set aside for this project, the small business shall complete 25% of the contract. SMSgt Shanks then talked about questions and how they will be directed. He stated that questions were supposed to flow through the contracting office and will be referred to either the engineers or architects for answering. When the answers are returned, the contracting office will send back the answers and write an RFI with questions and answers to be posted to FBO.

4. The floor was then opened for questions from those in attendance. Not all questions will be noted as they were stated to be emailed and written answers were needed due to brevity. A contractor asked what the work hours would be for this project. Captain Sanders stated that the work hours would be from Tuesday through Friday 7:00 am to 5:30 pm (local) on most days.

Mondays can be requested and the weekends would be a case by case basis. Requests can be made through the contracting office and approved by the COR. A contractor asked about escorts and what are the requirements. The COR stated that there would be no escorts needed on the construction site and if workers are found to be anywhere other than the site, the issue would be handled with Security Forces and addressed to the Prime. All workers will be vetted through the

Security System and added to a company entry authorization list (EAL) to ensure individuals are able to come on the base for the length of the contract. For material deliveries, the trucks and drivers can be vetted at the gate as other delivery type services to the base. The final question from a contractor during this time is if the government owned the utilities on the base. The COR was able to answer with an affirmative yes (water, gas, sewage and gas).

5. After the questions concluded, the contracting office and COR escorted the vendors to the site where the building would be constructed. The vendors were instructed they could take pictures, but none and the planes and tail numbers. At the site, vendors surveyed the area. Vendors were requested to put all questions in the form of an RFI. The site visit was concluded at 11:19 a.m.

STEPHEN A. SHANKS, SMSgt, AL ANG

Contract Specialist