PreBidMinutes.pdf

MEMORANDUM FOR RECORD 15 November 2012

SUBJECT: W912LQ-12-B-0002 Pre-Bid Conference

1. Subject meeting started at 2:00 p.m. The following individuals were in attendance and the government personnel were introduced to the attendees:

Government:

Mrs. Rebecca Fowler

Ms. Susan Quinn

CPT Matt Swanson

Contractors:

See Attached

2. Rebecca Fowler provided introductory remarks including identification of location of sign-in sheets, copy of slides and Bid Request for Information (BRFI) forms. The conference continued in order of the slides with the following comments added to the information presented on the slides.

Slide 2: CW3 Rick Thibeault was unable to make the pre-bid conference, but may be stopping in. Ms.

Susan Quinn, Contracting Officer and Alternate POC, for this project was introduced.

Slide 3: The site visit will follow the pre-bid conference. We will follow in caravan style to the site.

Slide 4: As there are no intentions of answering technical questions on site, complete the BRFI form.

Copies are available during the conference and site visit as needed. If an amendment is not issued, no changes have been made so be certain all questions are submitted on the BRFI form which may be submitted by fax or email. If emailing, include Ms. Susan Quinn and CW3 Thibeault.

Slide 12: If there is a need to extend the bid opening date, the extension will be done via amendment to the solicitation. Also, building 316 is a secure building; therefore, plan accordingly to have sufficient time obtain visitor passes if you will be attending bid opening and delivering your bid.

Slide 15: Recommend checking System for Award Management (SAM) early in the solicitation process to ensure company is registered and active. This site combines Central Contractor Registry (CCR) and On-Line

Representations and Certifications Application (ORCA) and will be used to verify contractor is active and check certification and representation information (i.e. HubZone status).

Slide 16: No questions will be answered over the phone. Facsimile questions are allowable and the fax number for the contracting office, 434-298-6202 was provided. Also, Mrs. Fowler reiterated, while the Architect was identified in the specifications, vendors should not call them or the technical persons identified. There response(s) does not qualify as an official response.

3. Mrs. Fowler opened up the floor for questions.

Q: Can pictures be taken during the site visit(s)?

A: Yes.

Q: Will a staging/lay-down area be made available to the successful contractor?

A: Yes. The exact area will be identified at the pre-construction conference.

Q: Since you are unable to provide a tighter construction price range, can you provide the amount of funding which has been set aside for this project?

A: No.

Q: Does Fort Pickett utilize Rapid Gate for access to site?

A: No. Information regarding long term access on Fort Pickett will be provided at the pre-construction conference.

Q: As attendance at the pre-bid conference was limited to no more than two persons per company, will another site visit be offered for subcontractors, etc.

A: Yes, with 24 hour notification. NOTE: This response was revised when posted on FedBizOps.

Q: Is this a taxable project?

A: The Federal Government is tax exempt, but the contractor may still be required to pay taxes on supplies, etc.

Q: What procedures/permits are required for the borrow pit site?

A: There is a borrow pit site identified for this project and the Federal permit has been drawn for this site. However, any others will require the contractor to follow the Earth Disturbance permits process available on the DCR website.

4. Mrs. Fowler asked CPT Swanson to discuss the site visit and overview of the project. CPT Swanson said he would lead caravan to the site which was located on Garnett Ave. He further said, only the area where the new facilities would go was available as training was on-going at the existing facilities. However, the existing site is adjacent to the new site.

4. Mrs. Fowler dismissed the conference attendees to view the site.

5. Site Visit Notes: If technical questions were asked, contractors were advised to submit the question(s) on a BRFI form.

a. Is the bid box at Building 316 located inside or outside the secure area? Outside.

b. Will the government provide names of local concrete suppliers?

c. After arriving at the site, one contractor showed up who had been unable to be at the pre-bid conference. He asked Mrs. Fowler to include his name on the sign-in roster.

Rebecca Fowler

Contract Specialist