Pre-Proposal_Conference_Minutes.pdf

DEPARTMENT OF THE AIR FORCE

105 AIRLIFT WING (ANG)

ONE MAGUIRE WAY

NEWBURGH NY 12550-5075

MEMORANDUM FOR RECORD

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

W912PQ19Q6001, PAVEMENT IMPROVEMENT/REPAIRS

22 August 2019, 1000 - 1100

1. The list of contractors attending the meeting is shown on the attached sign-in sheet. The following Government representatives attended the subject meeting:

Name Position Joseph Kugler Contracting Officer Mark Noteboom Base Deputy Civil Engineer Michael Lynch Civil Engineer

2. The following items were discussed during the Pre-bid Conference:

a. Introductions of Government personnel were provided to all contractors. The acquisition process was explained and all were notified that the solicitation is being issued as a Request for Quote (RFQ) under FAR Part 13 Simplified Acquisition Procedures. Contract period is 60 days. This includes all work to include cleanup and punch list.

b. The solicitation is being issued as a total small business set-aside under the applicable NAICS code 237310, Highway, Street, and Bridge Construction.

c. Quotes are due by 05 September 2019 at 2:00 PM. Contractors were reminded to check the solicitation posting at FBO regularly for any changes throughout the solicitation phase.

3. Contractors were reminded that all questions must be submitted in writing via email to:

joseph.j.kugler.mil@mail.mil. All questions must be routed through the Contracting Office. All Contractor questions when answered will be posted to the FBO website. If a question arises that will result in a change to the plans or specifications, an official amendment will be issued. All correspondence, questions and answers, amendments etc. will be issued or posted at www.fbo.gov.

4. At the conclusion of the review of the solicitation process, Capt Mark Noteboom discussed details of the project to include pavement repairs, expansion of parking areas, milling and overlay of new asphalt, and removal of existing asphalt and replacing with grass. Capt Noteboom explained that Lt. Michael Lynch was the lead engineer who developed the scope of work and will be joining Contracting and the contractors on the site visit immediately following this meeting to discuss specifics of each location that required repair. No questions were asked during the meeting so all parties headed out to the site locations.

5. The first area that was looked at was the east side parking area of building 204. Lt Lynch explained that per the drawings work would consist of overlay and new pavement. Expansion of the width by 10 feet will be required to add additional parking spaces. There is a gas valve that extends from below ground that will have to be protected by bollards. When restriping occurs, the plan is to lose a parking space near the front of the entrance to protect that gas valve, but then gain an extra space at the end of the parking area, which will be expanded slightly to accommodate.

6. The next area that was looked at was the south side of building 204. Repair here will consist of an overlay section near the entrance door area to make the new pavement level with that entrance. Pavement area will also be extended by approximately one foot with the addition of a concrete curb, which will terminate at the cross road. Next to that newly installed curb will be the addition of two new parking spaces with bollards installed to provide protection and separation from the adjacent dumpster pad.

7. The next location was the basketball court area. That used to be a parking lot prior to it being converted to a basketball court. The asphalt entrance still exists. The requirement is to remove the paved entrance and replace with soil and grass to close that area off. Approximate area is identified on the plan.

8. The next area looked at was the south side of building 107. A lane will need to be added to connect two adjacent paved areas. Since a parachute tower was added a few years ago, it now prohibits vehicles from driving through the area. The addition of a new lane will allow vehicles access to drive around the tower without having to back out from the far end of that parking area.

Approximate square footage is annotated on the plans.

9. The final area was the west side of building 107. Pavement damage exists throughout this area.

Work will include a mill and overlay of the whole area leading up to the building structure.

10. Measurements were taken by the contractors of all locations in need of repair. The site visit concluded at approximately 11:00 AM after all locations were shown.

APPROVED

Attachments Sign-in Sheet

Text2: Joseph Kugler, MSgt, NYANG